Kingston Library. Board of Trustees Meeting. April 14, Board of Trustees & Library Staff Excused: Paul Werbalowsky and Margie Menard

Transcription

1 Kingston Library Board of Trustees Meeting April 14, 2011 Roll Call Meeting was called to order at 7:00pm Board of Trustees present include: Madeline Hoetger, President Ursula Inghem, Vice President Susan Simek, Secretary Heather Ohlson Gary Loeffel David Rolfe Ed Pell Hilary Swann Board of Trustees & Library Staff Excused: Paul Werbalowsky and Margie Menard Library Staff: Stephanie Morgan, Children s Services Mary Lou Decker, Technical Services Lisa Cutten, Treasurer of the Board of Trustees Michelle Diano, Recording Secretary for the Board of Trustees Members of the Public: Karl Hoetger Lisa Terwilliger Maria Loeffel, Friends of the Library Emilie Hauser Distribution Agenda for BOT meeting 4/14/11 and Minutes/Resolutions from BOT meeting 3/17/11 Executive Committee Report and Presidents Report submitted by Madeline Hoetger Summary of Operations Committee Report prepared by Emilie Hauser Highlights of Financial Reports by Lisa Cutten including Balance Sheet as of March 30, 2011, Budget vs. Actual Summary Jan.-March 2011, Voucher Report for April 2011 meeting, Voucher Report Paid Pre- Audit for April 2011 meeting, Donation Activity Current Month Only March 2011 Director s Report by Margie Menard Flyers for the Chalk Walk Letter of Resignation by Paul Werbalowsky

2 Approval of the Agenda Madeline Hoetger requested that the agenda be revised. She would like to start the meeting with the discussion of Paul Werbalowsky s letter of resignation. Motion: Ursula Inghem motioned to approve the agenda as revised which was seconded by Susan Simek and unanimously approved. Discussion of Paul Werbalosky s Letter of Resignation The BOT discussed the letter of resignation submitted by Paul Werbalowsky. It was clarified that he could use his remaining excused absences to complete his term of service. Motion: David Rolfe motioned to execute the desires put forth in Paul Werbalowsky s letter of resignation to the Kingston Library Board of Trustees which was seconded by Gary Loeffel. BOT discussed motion which was taken off the table as the letter includes board actions which need to be voted on separately (the resignation and his recommendation for replacement.) Motion: David Rolfe motioned to accept the resignation of Paul Werbalowsky which was seconded by Ed Pell. Yes (3): David Rolfe, Ed Pell, Gary Loeffel. No (4): Madeline Hoetger, Susan Simek, Ursula Inghem and Heather Ohlson. Abstain (1): Hilary Swann. Motion does not carry. Approval of the Minutes Motion: Susan Simek motioned to approve the minutes from the March 17, 2011 Kingston Library Board of Trustees meeting which was seconded by Ed Pell and unanimously approved. Heather Ohlson requested contact information from David Rolfe regarding the Art teachers for the Chalk Walk. Public Comment Karl Hoetger spoke about the legalities of the procedures in regards to the resignation letter of Paul Werbalowsky. Michelle Diano urged the BOT to reconsider and honor the wishes within Paul Werbalowsky s letter. Emilie Hauser said that she would like the BOT to respect the wishes of Paul Werbalowsky as outlined in his letter. She indicated that she would be happy to serve as his replacement as he recommended in his letter. Friends of Kingston Library Report

3 Mary Loeffel from the FOKL said that the next book sale will coincide with the Chalk Walk on May 21 st. She also said that the donor s list was printed in the Preview section of the Kingston Daily Freeman. Financial Reports Lisa Cutten reviewed her Highlights of Financial Reports (See Handout). She reviewed the Balance Sheet, Budget vs. Actual, Voucher Reports and Donation Report. She indicated that there were no Budget Modifications this month. Executive Committee Motion: Madeline Hoetger motioned to accept the vouchers payable this month including $16, as well as the pre-audit vouchers for $ which was seconded by Susan Simek and unanimously approved. Motion: Madeline Hoetger motioned to accept the unrestricted donations including $25 from Hadas Liebermann and $20 in cash register donations totaling $45, as well as $1730 in a restricted donation from the Friends of the Kingston Library to cover the cost of purchasing 2 vacuum cleaners. This was seconded by Ursula Inghem. Yes (7): Madeline Hoetger, David Rolfe, Susan Simek, Hilary Swann, Gary Loeffel, Heather Ohlson and Ursula Inghem. No (1): Ed Pell. Motion approved. Motion: Madeline Hoetger motioned to return $ to the Friends of the Kingston Library which is a restricted donation for Landscaping (see Balance Sheet L0909.1) which was seconded by Susan Simek. Yes (7): Madeline Hoetger, David Rolfe, Susan Simek, Hilary Swann, Gary Loeffel, Heather Ohlson and Ursula Inghem. No (1): Ed Pell. Motion approved. Operations Committee David Rolfe indicated that he sent Margie Menard his changes to a draft letter regarding the Climate Smart Pledge. Madeline Hoetger asked if there was discussion regarding the Remobilization Fee on the brick work. Gary Loeffel said this discussion has not happened yet. Motion: Gary Loeffel motioned to approve $112,562 from the capital budget to be used for the following projects: $24,088 brick re-pointing, $16,000 sprinkler system, $8000 circuit panel replacement and $64,474 parking lot repaving. This was seconded by Madeline Hoetger. Yes (7) Madeline Hoetger, David Rolfe, Susan Simek, Hilary Swann, Gary Loeffel, Heather Ohlson and Ursula Inghem. (Ed Pell Absent) Motion approved. BOT discussed preliminary ideas regarding the entrance to the library. Standards and Development

4 Ursula Inghem indicated that she provided Lisa Cutten with an outline of information regarding the risk assessment plan that the S & D committee has reviewed. Lisa Cutten will be taking this data and reformatting it. Ursula Inghem also indicated that the committee briefly discussed having the library director provide a list of duties and who would be responsible for them when she takes future vacations so that the BOT would know who to contact in her absence. President s Report Madeline Hoetger read her President s Report (See Handout). She discussed her meeting with the Friends of Kingston Library meeting. Motion: Madeline Hoetger motioned to direct the library director, Margie Menard and representatives from the Kingston Library Board of Trustees to meet with Bob Cook to discuss the legal position with respect to the Theresa Washington small claims law suit in preparation for the May 6 th court date, not to exceed $1000. This was seconded by Ed Pell and unanimously approved. Director s Report/Ulster County Library Association. Margie Menard submitted a report, and in her absence, Madeline Hoetger read from this report. (See Handout). The next Standards and Development meeting will meet at 5:30pm prior to the May board meeting to allow time for the meet the candidates program. Heather Olson distributed flyers and palm cards for the Chalk Walk. Old Business None New Business David Rolfe recommended that the BOT review fire insurance policies given the challenges that the Phoenicia library had with their fire. Public Comment by Board Members Gary Loeffel said he is aware of a mediation group which is seeking space for their administrative offices and if anyone has ideas to contact him. Heather Ohlson said she is attending Advocacy Boot Camp.

5 If still scheduled, Heather Ohlson also recommends that the library participate in the Soap Box Derby. She also recommended that the library partner with Kingston s Digital Corridor program. Madeline Hoetger thanked the Board for their efforts. Hilary Swann apologized for being absent in the winter which was due to health problems. Adjournment 8:39pm Motion: Madeline Hoetger motioned to adjourn the meeting which was seconded by Heather Ohlson and unanimously approved. Kingston Library RESOLUTIONS Board of Trustees April 14, Resolution to accept the vouchers payable this month including $16, as well as the preaudit vouchers for $ : Resolution to accept the unrestricted donations including $25 from Hadas Liebermann and $20 in cash register donations totaling $45, as well as $1070 in a restricted donation from the Friends of the Kingston Library to cover the cost of purchasing 2 vacuum cleaners Resolution to return $ to the Friends of the Kingston Library which is a restricted donation for Landscaping (see Balance Sheet L0909.1) : Resolution to approve $112,562 from the capital budget to be used for the following projects: $24,088 brick re-pointing, $16,000 sprinkler system, $8000 circuit panel replacement and $64,474 parking lot repaving : Resolution to direct the library director, Margie Menard and representatives from the Kingston Library Board of Trustees to meet with Bob Cook to discuss the legal position with respect to the Theresa Washington small claims law suit in preparation for the May 6 th court date, not to exceed $1000. Respectfully Submitted By: Michelle Diano, Recording Secretary