KINGSTON LIBRARY BOARD OF TRUSTEES MINUTES OF JULY 21, 2016 MEETING

Transcription

1 KINGSTON LIBRARY BOARD OF TRUSTEES MINUTES OF JULY 21, 2016 MEETING CALL TO ORDER at 6:31 PM by Ursula Inghem, Vice-President ROLL CALL Board Members in Attendance: Ursula Inghem, Vice-President Brian Woltman, Treasurer Lisa Bruck, Secretary Joseph Braby Philippe F. Cosme Ellen DiFalco Patricia Murphy Board Members Absent: Annie Internicola David Rolfe Others in Attendance: Margie Menard, Library Director Heather Ohlson and daughter Morgana DISTRIBUTION Agenda, Board Of Trustees (BOT) Meeting of July 21, 2016 Minutes, BOT Meeting of June 16, 2016 Executive Directors Report, Meeting of July 19, 2016 Operations Committee Report, No Meeting held Highlights of Financial Documents July 16, 2016 Balance Sheet As Of June 30, 2016 Budget Vs. Actual January Through June 2016 Voucher Report/Including Paid Pre-Audit For July 2016 Meeting Donation Activity Current Month June Only Director's Report for July 21, 2016 President's Report for July 21, 2016 (verbal) 1

2 RECONVENED REORGANIZATIONAL MEETING DUE TO AN OVERSIGHT IN POSTING THE DATE AND TIME OF MEETING, THE REORGANIZATIONAL ELECTION OF OFFICERS, APPOINTMENTS OF COMMITTEE CHAIRS AND MEMBERS AND APPROVAL OF NEWSPAPERS OF RECORD, BANK DEPOSITARIES AND ACCOUNT SIGNATORIES ARE REPEATED. SEE BELOW: ELECTION OF OFFICERS FOR BOARD YEAR FOR JULY 1, 2016-JUNE 30, 2017 Motion: Joseph Braby, seconded by Brian Woltman to elect Ursula Inghem as President. Vote: 6-1; No Vote Philippe Cosme Motion: Brian Woltman, seconded by Ellen DiFalco to elect Lisa Bruck as Vice President. Vote: 6-1; No Vote Philippe Cosme Motion: Brian Woltman, seconded by Lisa Bruck to elect Ellen DiFalco as Secretary. Vote: 6-1; No Vote Philippe Cosme Motion: Ellen DiFalco, seconded by Joseph Braby to elect Brian Woltman as Treasurer. Vote: 6-1; No Vote Philippe Cosme BOARD OF TRUSTEES MEETING DATES: July 21, 2016 August 18, 2016 September 15, 2016 October 20, 2016 November 17, 2016 December 15, 2016 January 19, 2017 February 16, 2017 March 16, 2017 April 20, 2017 May 18, 2017 June 16, 2017 Motion: Joseph Braby, seconded by Ellen DiFalco to approve schedule of meeting dates for the Board Year. Unanimously approved 7-0 APPOINTMENT OF COMMITTEE CHAIRS/COMMITTEE MEMBERS: Executive Committee President: Ursula Inghem Vice President: Lisa Bruck Secretary: Ellen DiFalco Treasurer: Brian Woltman 2

3 Operations Committee Chair: Joe Braby Phil Cosme Patricia Murphy Standards and Development Chair: Brian Woltman Ellen DiFalco Lisa Bruck Annie Internicola Lisa Bruck David Rolfe Liaison to the Friends of Kingston Library Philippe Cosme APPROVAL OF NEWSPAPERS OF RECORD The following newspapers shall be designated the official newspapers of the Library District: Motion: Philippe Cosme, seconded by Joseph Braby to approve Kingston Daily Freeman as newspaper for press releases and legal notices; approve Kingston Times/Ulster Publishing, The Poughkeepsie Journal and Times Herald Record as newspapers for press releases only; and approve additional local media to advertise programs and services provided to patrons both print and non-print. Unanimously approved. APPROVAL OF BANK DEPOSITARIES The banks and trust companies (including any successors) authorized for the deposit of monies up to the following maximum amounts $1,000,000 are: Chase Bank, Citizens Bank, Key Bank, M & T Bank, TD Bank and Wells Fargo. Motion: Ursula Inghem, seconded by Lisa Bruck to approve the depositaries listed. Motion unanimously approved

4 APPROVAL OF ACCOUNT SIGNATORIES The following people shall have signature authority on accounts held by the Library District: President Ursula Inghem, Vice President Lisa Bruck, Secretary Ellen DiFalco and Treasurer Brian Woltman. Motion: Brian Woltman, seconded by Patricia Murphy to approve account signatories until the next Reorganizational Meeting in Motion unanimously approved 7-0. The reorganizational meeting adjourned at 6:52 pm. Any patron who wishes to review the audio of the meeting should contact Executive Director Margie Menard. 4

5 RESOLUTION ADOPTED AT RECONVENED REORGANIZATIONAL MEETING OF KINGSTON LIBRARY BOARD OF TRUSTEES ON JULY RESOLUTION APPROVAL OF ACCOUNT SIGNATORIES MOTION: Brian Woltman, seconded by Patricia Murphy to approve the following trustees to have signature authority on accounts held by the Library District until the next Reorganizational Meeting in 2017: President, Ursula Inghem; Vice President, Lisa Bruck; Secretary, Ellen DiFalco; and Treasurer, Brian Woltman. MOTION CARRIED: 7-0 AYES: Ursula Inghem, Brian Woltman, Lisa Bruck, Joseph Braby, Philippe F. Cosme, Ellen DiFalco, Patricia Murphy NOES: 0 (absent Annie Internicola and David Rolfe) Signed: Dated: 5

6 APPROVAL OF AGENDA FOR JULY 21 MEETING Motion: Brian Woltman, seconded by Lisa Bruck to approve agenda for the July 21 Board of Trustees (BOT) meeting. Motion passed 6-1 (No Vote Philippe Cosme). Recognition of Heather Ohlson s Service and Reading of Proclamation (See below) PUBLIC COMMENT Heather Ohlson thanked the Board for honoring her with a proclamation and gift. APPROVAL OF MINUTES OF REGULAR BOARD MEETING HELD JUNE 16 Motion: Lisa Bruck, seconded by Brian Woltman to approve minutes (as amended) from June 16 Board of Trustees meeting. Motion passed 6-1 (No Vote Philippe Cosme). Motion: Patricia Murphy, seconded by Brian Woltman to approve amended minutes with corrections. Motion passed 6-1 (No Vote Philippe Cosme). FRIENDS OF THE KINGSTON LIBRARY (FOKL) No report EXECUTIVE COMMITTEE MEETING The Executive Committee met on July 19 at 5 pm with Ursula Inghem, Lisa Bruck, Ellen DiFalco, Brian Woltman and Margie Menard present. Trustee Philippe Cosme requested to address the committee and was granted five minutes to present his concerns. A review of agenda items, Financials, Personnel actions and reorganizational meeting segment were discussed. In addition, Library Director Margie Menard will be on vacation in August and Trustee Annie Internicola s attendance will be skyped for the August meeting. There was also discussion on the Little Free Libraries and how the project has generated support from the community at-large. The date and time for the Executive Committee will continue Tuesday before regular Board of Trustee Meeting (Third Thursday) at 5 pm. Personnel Action is required for appointments to Library Clerk, Library Page and Library Clerk Substitute. Motion: Brian Woltman, seconded by Ellen DiFalco to approve Personnel Appointments recommended by Executive Director. Motion passed 6-1 (No Vote Philippe Cosme) There being no further business, meeting adjourned at 6:05 pm. OPERATIONS COMMITTEE MEETING The Committee did not meet however, it was necessary to have approvals on the Division of Library Development (DLD) Grant Application in amount of $113,618, Certification of Available Funds letter signed by President Ursula Inghem and Assurances for the Public Library Construction Grant Program. 6

7 These are the same forms and process for securing previous grants. The documentation is to ensure we obey the rules for securing the grant. Motion: Brian Woltman, seconded by Joseph Braby to approve all documents for grant submission. Motion unanimous. STANDARDS AND DEVELOPMENT The meeting convened at 5:45 PM with Brian Woltman, Ursula Inghem, Lisa Bruck, Ellen DiFalco and Margie Menard present to take action on the following: Motion: Brian Woltman, seconded by Lisa Bruck to approve The Code of Conduct and Ethics Policy. All in favor. Motion: Brian Woltman, seconded by Joseph Braby to approve Second Reading of the Use of Facilities by the Public policy. Motion unanimously approved. Motion: Brian Woltman, seconded by Lisa Bruck to approve Second Reading of proposal to amend Section 5 i) (b) of the Kingston Library Board of Trustees in the following manner: (b) The Board shall adopt a schedule of regular monthly meetings at its reorganization meeting. Such schedule shall include date, time and location. The agenda for each meeting shall be provided to each trustee via electronic means not fewer than 24 hours prior to the meeting. It shall be the sole power of the President to re-schedule or cancel regular meetings. Motion carried 6-1 (No Vote Philippe Cosme). There being no further agenda items for discussion, the meeting adjourned at 6:15 PM. HIGHLIGHTS OF FINANCIAL DOCUMENTS Treasurer Brian Woltman reviewed the Balance Sheet, Budget vs. Actual, Voucher Reports and Donation Report offered this month. Motion: Brian Woltman, seconded by Ellen DiFalco to approve $59, in vouchers. Motion passed 6-1. (No Vote Philippe Cosme). Motion: Brian Woltman, seconded by Joseph Braby to approve Pre-Audit vouchers in the amount of $2, Motion passed 7-0. Motion: Brian Woltman, seconded by Lisa Bruck to accept donations in the amount of $ Motion carried

8 PRESIDENT S REPORT President Ursula Inghem presented her report and highlighted the comments from the public at large that were copied for board members and included in packets. There is concern that the library is not a safe place and we have a certain image to uphold for the community. Additionally, the Children s Room was completed on time and on budget; Little Free Libraries are very popular and trustees Lisa Bruck and Ellen DiFalco have adopted them and ensure they are all stocked; new regulations will be established for meetings to be more structured; meetings will start promptly at 6:30 pm and every effort will be made to adjourn by 8 pm. DIRECTOR'S REPORT Director Margie Menard reported the new Children s Room is seeing an increase in attendance and the room is receiving rave reviews; the summer reading programs and new adult programs are well-attended this year; Little Free Libraries are receiving positive attention at all locations; a listing of the scheduled meetings and events Director Menard participated in was provided. ULSTER COUNTY LIBRARY ASSOCIATION (UCLA) Library Director Margie Menard provided a listing of online magazine services that UCLA subscribes to for $60 a year. County funding is used to offset this expense and popular service. OLD BUSINESS None NEW BUSINESS Trustee Philippe Cosme offered comment that all meetings be scheduled for community room. PUBLIC COMMENT BY TRUSTEES None ADJOURNMENT: There being no further items on the agenda for discussion, motion made by Ellen DiFalco, seconded by Brian Woltman, to adjourn meeting. Meeting adjourned at 8:15 PM. Any patron who wishes to review the audio of the meeting should contact Executive Director Margie Menard. 8

9 RESOLUTIONS : Motion: Brian Woltman, seconded by Ellen DiFalco to approve Personnel Appointments recommended by Executive Director. Motion passed 6-1 (No Vote Philippe Cosme) : Motion: Brian Woltman, seconded by Joseph Braby to approve all documents for grant submission including approvals on the Division of Library Development (DLD) Grant Application in amount of $113,618, Certification of Available Funds letter signed by President Ursula Inghem and Assurances for the Public Library Construction Grant Program. Motion unanimously approved : Motion: Brian Woltman, seconded by Lisa Bruck to approve The Code of Conduct and Ethics Policy. All in favor : Motion: Brian Woltman, seconded by Joseph Braby to approve Second Reading of the Use of Facilities by the Public policy. Motion unanimously approved : Motion: Brian Woltman, seconded by Lisa Bruck to approve Second Reading of proposal to amend Section 5 i) (b) of the Kingston Library Board of Trustees in the following manner: (b) The Board shall adopt a schedule of regular monthly meetings at its reorganization meeting. Such schedule shall include date, time and location. The agenda for each meeting shall be provided to each trustee via electronic means not fewer than 24 hours prior to the meeting. It shall be the sole power of the President to re-schedule or cancel regular meetings. Motion carried 6-1 (No Vote Philippe Cosme) : Motion: Brian Woltman, seconded by Ellen DiFalco to approve $59, in vouchers. Motion passed 6-1. (No Vote Philippe Cosme) : Motion: Brian Woltman, seconded by Joseph Braby to approve Pre- Audit vouchers in the amount of $2, Motion carried : Motion: Brian Woltman, seconded by Lisa Bruck to accept donations in the amount of $ Motion carried 7-0. RESPECTFULLY SUBMITTED BY Ellen DiFalco,Trustee 9

10 WHEREAS, Heather Ohlson was first elected by the residents of the City of Kingston, New York, to the Kingston Library Board of Trustees June 1, 2010 and was sworn in as a Trustee by the Honorable Lawrence E. Ball, Kingston City Judge on July 8, 2010; and WHEREAS, Ms. Ohlson was re-elected for a second term on June 4, 2013 and was sworn in as a Trustee by the Honorable Donald A. Williams, Ulster County Court Judge, on July 2, 2013; and WHEREAS, Ms. Ohlson served as a valued member of the Kingston Library Board of Trustees for six years, including as President of the Board from 2012 to 2016; and WHEREAS, During her tenure as Trustee, Ms. Ohlson initiated the very successful annual Kingston Library Chalk Walk community event; and WHEREAS, During her service as President, Ms. Ohlson lead the Kingston Library District through four successful budget votes; and WHEREAS, Mr. Ohlson capably and enthusiastically oversaw the renovation of the Kingston Library s Irene Snyder Memorial Children s Room; and WHEREAS, Through Ms. Ohlson s continued advocacy for Kingston Library as well as libraries throughout Ulster County and New York State, she has improved the quality of life in our community; and WHEREAS, Ms. Ohlson has by her deeds proven her belief in public libraries as a community resource benefitting all people; and WHEREAS, The Kingston Library Board of Trustees recognizes and celebrates the achievements of Ms. Ohlson and appreciatively acknowledge her contributions; and NOW THEREFORE BE IT RESOLVED, that by this action, in grateful recognition of her six years of dedicated service to the Kingston Library, the Kingston Library Board of Trustees commend Heather Ohlson and shall consider her a friend of Kingston Library forever. Signed: July 21, 2016 President, Kingston Library Board of Trustees 10