KINGSTON LIBRARY BOARD OF TRUSTEES SWEARING IN AND REORGANIZATIONAL MEETING JULY

KINGSTON LIBRARY BOARD OF TRUSTEES SWEARING IN AND REORGANIZATIONAL MEETING JULY 16 2015 6 PM Swearing in of new trustees by Hon. Philip W. Kirschner, Kingston City Court Judge 6:23 PM Organizational Meeting called to order for the 2015-2016 Kingston Library Board. All present Election of Officers for 2015-2016 Board Year Motion: David Rolfe, seconded by Ursula Inghem to elect Heather Ohlson as President for another term. Vote: 7-0; Abstain/No: Heather Ohlson and Phil Cosme Motion: Ursula Inghem, seconded by Joe Braby to elect Susan Simek as Vice President. Vote: 8-0; Abstain/No: Susan Simek Motion: Heather Ohlson, seconded by David Rolfe to elect Lisa Bruck as Secretary. All in favor Motion: Susan Simek, seconded by Joe Braby to elect Ursula Inghem as Treasurer. All in favor Ellen DiFalco will continue as Recording Secretary and Susan Simek will continue to be liaison to the Friends of Kingston Library Official Designations, Charges and Procedures General Considerations: Motion: Susan Simek, seconded by Ursula Inghem. All in favor Board of Trustees Meeting Dates: Motion: Heather Ohlson, seconded by Ursula Inghem to approve meeting dates for the 2015-2016 Board Year. All in favor Appointment of Committee Chairs and Committee Members: Operations Committee Thursday August 13, 2015 at 6:00 Chair: David Rolfe Members: Joe Braby Lisa Bruck Phil Cosme Annie Internicola Emilie Hauser

Executive Committee Tuesday August 18, 2015 at 5:30 PM President: Heather Ohlson Vice President: Susan Simek Secretary: Lisa Bruck Treasurer: Ursula Inghem Standards and Development Committee Thursday August 20, 2015 at 5:45 Chair: Ursula Inghem Members: Ellen DiFalco Heather Ohlson Kingston Library Board of Trustees Thursday August 20, 2015 at 6:30 Friends of Kingston Library Tuesday September 8, 2015 at 6:00 PM FOKL President: Madeline Hoetger BOT Liaison to FOKL: Susan Simek Approval of Newspapers of Record: Approval of Bank Depositaries: Approval of Account Signatories: Motion: Ursula Inghem, seconded by David Rolfe for President, Vice President, Secretary and Treasurer to have signature authority on bank accounts. All in favor KINGSTON LIBRARY BOARD OF TRUSTEES MINUTES OF JULY 16 2015 MEETING CALL TO ORDER at 6:55 PM by Ursula Inghem PLEDGE OF ALLEGIANCE ROLL CALL Board Members in Attendance: Heather Ohlson, President Susan Simek, Vice-President

Ursula Inghem, Treasurer Lisa Bruck, Secretary Joseph Braby Phil Cosme Ellen DiFalco Annie Internicola David Rolfe Board Members Absent: None Others in Attendance: Margie Menard, Library Director MaryLou Decker, Technical Services Madeline Hoetger, Friends of Kingston Library President DISTRIBUTION Agenda, Board Of Trustees (BOT) Meeting July 18, 2015 Minutes, BOT Meeting of June 21, 2015 Executive Directors Report, (Verbal) Operations Committee Report, (Verbal) Highlights of Financial Documents July 13, 2915 Balance Sheet As Of June 30, 2015 Budget Vs. Actual January Through June 2015 Voucher Report/Including Paid Pre-Audit For July 2015 Meeting Donation Activity Current Month June Only Budget Modifications: 2015-4 Director's Report July 16, 2015 President's Report Not available APPROVAL OF AGENDA FOR JULY 18 MEETING Motion: Ursula Inghem motioned to approve the agenda for the July 18 Board of Trustees (BOT) meeting and seconded by Annie Internicola. All voting in favor. APPROVAL OF MINUTES OF REGULAR BOARD MEETING JUNE 18 Motion: Ursula Inghem, seconded by Annie Internicola. Vote 8-0; Abstaining/Voting No: Phil Cosme due to time constraints. PUBLIC COMMENT --No one from the public wished to speak

FRIENDS OF THE KINGSTON LIBRARY (FOKL) President Hoetger reminded the Board that the Soap Box Derby was August 16 and the advertisement on the car will be FOKL and Kingston Library. She asked the Board to compile a wish list for the next FOKL meeting scheduled September 8. Library Board President Heather Ohlson requested Susan Simek, liaison to FOKL, to bring fundraising efforts like the Junior League peacock project to the September 8 FOKL meeting. EXECUTIVE COMMITTEE MEETING Library Director Margie Menard and Heather Ohlson discussed the recent agenda items of the Committee. A discussion continued about the Personnel Committee, Soap Box Derby and Summer Reading Program flyers. OPERATIONS COMMITTEE MEETING Chairman David Rolfe gave an update regarding the recent meeting held with Paul Mays. The Library is submitting an application for a Public Library Construction grant in the amount of $239,915; there is $16 million available every year which can be allocated to libraries in the MHLS. Motion: David Rolfe, seconded by Annie Internicola to give Library Director Margie Menard authority to submit application. All voting in favor. Motion: David Rolfe, seconded by Ursula Inghem to ensure the Kingston Library complies with the Minority or Women Business Equity Initiative (MWBE) and submit required paperwork in a timely manner which is required for grant awards in the amount of $25,000 and over. All voting in favor. Motion: David Rolfe, seconded by Ursula Inghem to permit Heather Ohlson, President Library Board of Trustees to sign and certify that the Kingston Library has sufficient funds available to complete proposed renovation of Children s Room. All voting in favor. David Rolfe leaves room at 7:15 pm STANDARDS AND DEVELOPMENT The meeting was not held due to the Swearing in of new officers and Organizational Meeting. However, Ursula Inghem, Ellen DiFalco and Library Director Margie Menard were in attendance to discuss adding Privacy, Whistle Blower and Conflict of Interest Policies. All three were to be voted on at this month s Board meeting. Motion: Ursula Inghem, seconded by Susan Simek to add Privacy Policy into Essential Policies. Vote: 8-0; 1 Absent (David Rolfe). Motion: Ursula Inghem, seconded by Heather Ohlson to add Conflict of Interest Policy into Essential Policies. Vote:

8-0; 1 Absent (David Rolfe). Motion: Ursula Inghem, seconded by Ellen DiFalco to add Whistle Blower into Essential Policies. All in favor. David Rolfe returns to meeting at 7:22 pm HIGHLIGHTS OF FINANCIAL DOCUMENTS Treasurer Ursula Inghem reviewed the Balance Sheet, Budget vs. Actual, Voucher Reports and Donation Report. Motion: Ursula Inghem, seconded by Annie Internicola to approve $30,054.53 in vouchers. Vote: 8-0; 1 No (Phil Cosme). Motion: Ursula Inghem, seconded by David Rolfe to approve Pre-Audit vouchers in the amount of $4,128.55. Vote: 8-0; 1 No (Phil Cosme). Motion: Ursula Inghem, seconded by Annie Internicola to accept donations in the amount of $109.85. All voting in favor. Motion: Ursula Inghem, seconded by Annie Internicola to approve Budget Modification No. 4 for recording additional income and expenses for the Martin LaForse Memorial Scholarship and staff unemployment insurance. All voting in favor. PRESIDENT S REPORT President Ohlson bestowed praises on seated trustees for their ongoing participation and accomplishments and looks forward to another term as President. DIRECTOR'S REPORT Director Margie Menard reported on the summer reading programs, application for the library construction grant, Midtown Make a Difference Day and YMCA s mobile farm stand. Director Menard will be on vacation from August 16 through 23 and will not be attending August Board of Trustees meeting. She will, however, be available via e-mail and cell phone. ULSTER COUNTY LIBRARY ASSOCIATION

Library Director Margie Menard reported that the Ulster County Library Association will be submitting their budget request to the Ulster County Legislature s Programs Committee for 2016 funding. They are exploring the option of having downloadable ejournals. Heather Ohlson questioned if these were available in Spanish as well. OLD BUSINESS No comments NEW BUSINESS No comments PUBLIC COMMENT BY TRUSTEES Heather Ohlson commended Joe Braby and David Rolfe for their enthusiasm in building a Soap Box Derby entry representing the Kingston Library. David Rolfe offered that the frame and wheels will be done by the end of next week and thanked Annie Internicola for her artistic talents and others for their input. Ursula Inghem offered that the Board should request FOKL to reimburse members when providing refreshments at monthly Board meetings. In the meantime, the following is the list for refreshment assignments: August: Susan Simek; September Ursula Inghem; October Joe Braby; November Lisa Bruck; December Annie Internicola; January David Rolfe; February Phil Cosme; March Ursula Inghem; April Ellen DiFalco; May and June Library Director Margie Menard. ADJOURNMENT: Motion: Ursula Inghem, seconded by Joe Braby, to adjourn. Meeting adjourned at 8:03 PM. RESOLUTIONS 7-2015-1: Motion: David Rolfe, seconded by Annie Internicola to give Library Director Margie Menard authority to submit application. All voting in favor. 7-2015-2: Motion: David Rolfe, seconded by Ursula Inghem to ensure the Kingston Library complies with the Minority or Women Business Equity Initiative (MWBE) and submit required paperwork in a timely manner which is required for grant awards in the amount of $25,000 and over. All voting in favor.

7-2015-3: Motion: David Rolfe, seconded by Ursula Inghem to permit Heather Ohlson, President Library Board of Trustees to sign and certify that the Kingston Library has sufficient funds available to complete proposed renovation of Children s Room. All voting in favor. 7-2015-4: Motion: Ursula Inghem, seconded by Susan Simek to add Privacy Policy into Essential Policies. Vote: 8-0; 1 Absent (David Rolfe). 7-2015-5: Motion: Ursula Inghem, seconded by Heather Ohlson to add Conflict of Interest Policy into Essential Policies. Vote: 8-0; 1 Absent (David Rolfe). 7-2015-6: Motion: Ursula Inghem, seconded by Ellen DiFalco to add Whistle Blower into Essential Policies. All in favor. 7-2015-7: Motion: Ursula Inghem, seconded by Annie Internicola to approve $30,054.53 in vouchers. Vote: 8-0; 1 No (Phil Cosme). 7-2015-8: Motion: Ursula Inghem, seconded by David Rolfe to approve Pre- Audit vouchers in the amount of $4,128.55. Vote: 8-0; 1 No (Phil Cosme). 7-2015-9: Motion: Ursula Inghem, seconded by Annie Internicola to accept donations in the amount of $109.85. All voting in favor. 7-2015-10: Motion: Ursula Inghem, seconded by Annie Internicola to approve Budget Modification No. 4 for recording additional income and expenses for the Martin LaForse Memorial Scholarship and staff unemployment insurance. All voting in favor. RESPECTFULLY SUBMITTED BY Ellen DiFalco

KINGSTON LIBRARY ESSENTIAL POLICIES Privacy Policy Purpose - To protect the privacy of Kingston Library patrons; while protecting the assets and property of the Kingston Library. 1. No permanent record of items checked out once they are returned. 2. No permanent record of the user id or items accessed on Kingston Library computers. 3. The use of electronic monitoring exclusively to prevent and or reduce the removal of items from the Kingston Library without properly checking them out. 4. Possible use of cameras or moderate lights at the Kingston Library to prevent damage to our facilities and provide a record of unauthorized access to our premises. KINGSTON LIBRARY ESSENTIAL POLICIES Policy name: Conflict of Interest Effective Date: Pend vote BoT Vote Date: Date of vote Draft Date: Reviewed and Approved by the Kingston Library Board on Sept. 18, 2014 Subject: Public Space Section: Further specifics Subject. Location of Policy: Website under Library Policy Section and within the Policy Manual housed with the library building. Related Policies: No. of Attachments: 0 Authority Signature: Signature of President or Director depending on relevance. I. Introduction: 1. The purpose of this conflict of interest policy is to protect the Kingston Library s interests when it is contemplating entering into a transaction or arrangement that might benefit the private interests of a covered person or might result in a possible excess benefit transaction. 2. This policy is intended to supplement, but not replace, any applicable state and federal laws governing conflicts of interest applicable to nonprofit and charitable organizations. II. Definitions: 1. Covered Person: any member of the Kingston Library Board and any employee. 2. Interested person: any member of the Kingston Library Board or any employee who has a direct or indirect financial interest, as defined in see below. 3. Financial interest: a covered person has a financial interest if the person has, directly or indirectly, through business, investment, or family:

a. An ownership or investment interest in any entity with which Kingston Library has a transaction or arrangement; b. A compensation arrangement with Kingston Library or with any entity or individual with which KINGSTON LIBRARY has a transaction or arrangement; i. Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which Kingston Library is negotiating a transaction or arrangement. III. Standards and Procedures: 1. Duty to Disclose: In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the Kingston Library Board. 2. Recusal of Self: Any covered person may recuse at any time from involvement in any decision or discussion in which the covered person believes he or she has or may have a conflict of interest, without going through the process for determining whether a conflict of interest exists. 3. Determining Whether a Conflict of Interest Exists: After disclosure of the financial interest and all material facts, and after any discussion with the Kingston Library Board, the covered person shall leave Board of Trustees meeting while the determination of a conflict of interest is discussed and voted upon. The remaining Board members shall decide if a conflict of interest exists. 4. Procedures for Addressing the Conflict of Interest a. An interested person may make a presentation at a Kingston Library Board meeting, but after the presentation, the interested person shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest. b. The Kingston Library Board President shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement. c. After exercising due diligence, the Kingston Library Board shall determine whether the Kingston Library can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest. d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the Kingston Library Board shall determine by a majority vote of the disinterested trustees whether the transaction or arrangement is in the Kingston Library s best interest, for its own benefit, and whether it is fair and reasonable. Pursuant to that determination, the party seeking the determination shall be free to enter into the proposed arrangement or transaction. 5. Violations of the Conflicts of Interest Policy

a. If, after hearing the member's response and after making further investigation as warranted by the circumstances, the Kingston Library Board determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action. IV. Records of Proceedings The minutes of the Board and all committees with board delegated powers shall contain (a) the names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest; (b) the nature of the financial interest; (c) any action taken to determine whether a conflict of interest was present; (d) the Board's or Executive Committee's decision as to whether a conflict of interest in fact existed; (e) the names of the persons who were present for discussions and votes relating to the transaction or arrangement; (f) the content of the discussion, including any alternatives to the proposed transaction or arrangement; and (g) a record of any votes taken in connection with the proceedings. V. Compensation A covered or interested person who receives compensation, directly or indirectly, from Kingston Library Boardis precluded from voting on matters pertaining to the compensation. VI. Annual Statements Each covered person shall annually sign a statement which affirms they have received a copy of this policy, has read and understands this policy, and if at any time during the year the information in the annual statement changes materially, the covered person shall disclose such changes and revise the annual disclosure form. This policy is the product of the Kingston Library and reevaluated by its Standards and Development Committee every three years if not sooner. This committee will present new and updated policy to the full Board of Trustees for approval/reapprove and will be publically available either on the Kingston Library website or in hardcopy in library building. KINGSTON LIBRARY ESSENTIAL POLICIES Policy name: Whistleblower Effective Date: Pend vote BoT Vote Date: Date of vote Draft Date: Reviewed and Approved by the Kingston Library Board on Sept. 18, 2014 Subject: Public Space Section: Further specifics Subject. Location of Policy: Website under Library Policy Section and within the Policy Manual housed with the library building. Related Policies:

No. of Attachments: 0 Authority Signature: Signature of President or Director depending on relevance. I. Introduction: The Kingston Library is committed to maintaining an environment where volunteers and employees are free to raise good faith concerns regarding the Kingston Library s business practices, including but not limited to: 1. Reporting suspected violations of law; 2. Providing truthful information in connection with an inquiry or investigation by a court, agency, law enforcement, or other governmental body; and 3. Identifying actual or potential violations of the Kingston Library s bylaws and policies. II. III. Reporting a Violation Members of the Kingston Library Board, volunteers, and employees should raise concerns with, and report violations to the Kingston Library Executive Director or Kingston Library President. If the concerns are with or about either of those parties, the individual should address concerns to any member of the Board Executive Committee. If for any reason an individual does not feel comfortable reporting the problem to those parties, they may bring the matter directly to the Kingston Library Board Trustees. This Whistleblower Policy shall not apply to allegations made with reckless disregard for their accuracy. People making such allegations may be subject to disciplinary action. No Retaliation 1. The Kingston Library expressly prohibits any form of retaliation, including harassment, intimidation, adverse employment actions, or any other form of retaliation, against any member or employee who raises suspected violations of law, cooperates in inquiries or investigations, or identifies potential violations of the Kingston Library s policies or bylaws. Any members of Kingston Library Board, volunteers, or employee who engages in retaliation will be subject to discipline, up to and including termination or removal. 2. Any members of the Kingston Library Board, volunteer, or employees who believes that they have been subjected to any form of retaliation as a result of reporting a suspected violation of law or policy should immediately report the retaliation to the Kingston Library President or Kingston Library Executive Director. If the concerns are with or about either of those parties, the individual should address concerns to any member of the Executive Committee. If for any reason an individual does not feel comfortable reporting the problem to those parties, they may bring the matter directly to the Kingston Library Board. IV Investigation 1. Reports of suspected violations of law, or Kingston Library s bylaws or policy and reports of retaliation will be investigated promptly and in a manner intended to protect confidentiality, consistent with a full and fair investigation. The Kingston Library Board President or Executive

Director will conduct or designate other internal or external parties to conduct the investigations. The investigating parties will notify the concerned individuals of their findings, and prepare other reports as indicated by the circumstances. A summary of all such reports will be presented to the Kingston Library Executive Committee. 2. In the event that a report of a suspected violation of law or policy or retaliation involves the Kingston Library President or Executive Director, the Kingston Library Vice- President and other member from the Board Executive committee will conduct the investigation, or designate a third party to conduct the investigation. V Confidentiality Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation. This policy is the product of the Kingston Library and reevaluated by its Standards and Development Committee every three years if not sooner. This committee will present new and updated policy to the full Board of Trustees for approval/reapprove and will be publically available either on the Kingston Library website or in hardcopy in library building.