KINGSTON LIBRARY BOARD OF TRUSTEES
MINUTES OF MARCH 16,2017 MEETING
CALL TO ORDER at 6:35PM by Ursula Inghem, President
ROLL CALL
Board Members in Attendance:
Ursula Inghem, President
Lisa Bruck, Vice-President
Brian Woltman, Treasurer
Ellen DiFalco, Secretary
Joseph Braby
Philippe F. Cosme
Annie Internicola(arrived at 6:37 PM)
Board Members Absent:
Patricia Murphy (medical absence)
David Rolfe
Others in Attendance:
Margie Menard, Library Director
DISTRIBUTION
Agenda, Board Of Trustees (BOT) Meeting of March 16, 2017
Minutes, BOT Meeting of February 16, 2017
Executive Directors Report, Meeting of March 16, 2017 (verbal)
Operations Committee Report, Meeting of March 2, 2017 (verbal)
Highlights of Financial Documents March 10, 2017
Balance Sheet As Of February 28, 2017
Budget Vs. Actual (January through February2017)
Voucher Report/Including Paid Pre-AuditForMarch 2017 Meeting
Donation Activity Current MonthFebruary Only
Director's Report for March 16, 2017
President's Report for March 16, 2017
Budget Modifications(None)
APPROVAL OF AGENDA FORMARCH 16 MEETING—Motion: Ursula Inghem, seconded by Ellen DiFalco, to approve agendafor the March 16 Board of Trustees (BOT) meeting. Motion passed 6-1 (Voting No: Philippe Cosme) .
PUBLIC COMMENT—None
APPROVAL OF MINUTES OF REGULARBOARD MEETING HELD FEBRUARY 16—Motion: Ursula Inghem,seconded by Lisa Bruck to approve minutes. Motion passed 5-0 (Abstentions: Philippe Cosme and Brian Woltman).
FRIENDS OF THE KINGSTON LIBRARY (FOKL)—Ursula Inghem reported that the FOKL Book Sale which was held February 25 collected $1,400+. The FOKL mixer will be held March 30 from 4-6 PM at Keegan Ales; the Trivia Contest, coordinated by Annie Internicola, will be held April 23 at 2 PM with registration at 1:30 PM; and the Chalk Walk is scheduled for May 13 and which is being organized by Heather Ohlson.
EXECUTIVE COMMITTEE —The Executive Committee met on prior to the Board meeting on Thursday, March 16 at 5:15 PM with Ursula Inghem, President; Lisa Bruck, Vice-President; Brian Woltman (arrived at 5:32 PM), Treasurer; Ellen DiFalco,Secretaryand Library Director Margie Menard present. The committee reviewed agenda items for the Board meeting which included financials, vouchers and agendawhich included presenting the draft budget, moving funds to Bank of Greene County and requiring further conversation with the architect prior to approving the bid to the full Board for approval. The meeting adjourned at 5:55 PM.
OPERATIONS COMMITTEE—TheCommittee met on March 2. The bid documents were opened March 13 with the low bidder being One Way Construction of West Hurley. The architect will have further discussions with the contractor to finalize design features and the bid award will be approved in three weeks which will necessitate scheduling a special meeting of the Board to award the contract.
STANDARDS AND DEVELOPMENT COMMITTEE—The committee met at 6 PM with Brian Woltman, Ursula Inghem, Lisa Bruck, Ellen DiFalco and Margie Menard present. The Internal Policies were reviewed and those that have not been updated were assigned and a reporting of each will be presented at next month’s meeting. There being no further agenda items, the meeting adjourned at 6:20 PM.
SCHOLARSHIP COMMITTEE—No report at this time.
HIGHLIGHTS OF FINANCIAL DOCUMENTS
Treasurer Brian Woltman reviewed the Balance Sheet, Budget vs. Actual, Voucher Reports, Donation Report and Budget Modification offered this month.
Motion:Brian Woltman, seconded byLisa Bruck to approve vouchers in the amount of $19,065.73. Motion passed 6-0 (Phiippe Cosme abstaining).
Motion:Brian Woltman,seconded by Annie Internicola to approve Pre-Audit vouchers in the amount of $2,476.66. Motion carried7-0.
Motion: Brian Woltman,seconded by Joe Braby to accept donations in the amount of $50.05. Motion carried 7-0.
PRESIDENT’S REPORT
President Ursula Inghem presented her reportwhich highlighted this year’s Chalk Walk and Trivia contest this spring.
DIRECTOR'S REPORT
Director Margie Menard presented her report which highlighted the ongoing staffing issues and the need for substitutes to cover shifts. Two grants have been awarded for Teen Summer Reading Program ($2,000) and Teen Art Lab ($2,250). The Board recognized the efforts of Kristin and Library Director Margie Menard for applying.
Advocacy Day in Albany was attended by a representation of the Teen Advisory Group and parents.
The FOKL generously donated $5,000 for toys and games that are now in the Children’s Room story hour space.
Three comment pages were provided for information.
ULSTER COUNTY LIBRARY ASSOCIATION (UCLA)—Library Director Margie Menard reported that representatives of the UCLA met with the Ulster County Legislature’s Legislative Programs Committee. The committee approved the 2017 funding for Ulster County libraries.
OLD BUSINESS—None
NEW BUSINESS—None
PUBLIC COMMENT BY TRUSTEES—Philippe Cosme offered comments pertaining to his unavailability to pick up documentation packets in a timely fashion.
ADJOURNMENT: There being no further business, the meetingadjourned at 7:35PM.
If any patron wishes to review the audio of this meeting they should contact Executive Director Margie Menard.
RESOLUTIONS
3-2017-1:Motion: Ursula Inghem, seconded by Brian Woltman to add Bank of Greene County to approved list of banking institutions. Motion passed unanimously 7-0.
3-2017-2:Motion: Ursula Inghem, seconded by Brian Woltman to transfer funds from M & T Bank to Bank of Greene County for primary bank accounts. We will be doubling our interest rates by moving the accounts. Motion passed unanimously 7-0.
3-2017-3:Motion: Ursula Inghem, seconded by Joe Braby to recommend the draft budget as presented to the voters in June. The motion passed 6-1 (Voting No: Philippe Cosme).
3-2017-4:Motion: Joe Braby, seconded by Annie Internicola to request that a special meeting of the Board be held after the Operations Committee meeting on April 6 at 7 pm. Motion passes 6-1 (Voting No: Philippe Cosme).
3-2017-5:Motion:Brian Woltman, seconded by Lisa Bruck to approve vouchers in the amount of $19,065.73. Motion passed 6-0 (Phiippe Cosme abstaining).
3-2017-6: Motion:Brian Woltman,seconded by Annie Internicola to approve Pre-Audit vouchers in the amount of $2,476.66. Motion carried 7-0.
3-2017-7: Motion: Brian Woltman,seconded by Joe Braby to accept donations in the amount of $50.05. Motion carried 7-0.
RESPECTFULLY SUBMITTED BY
Ellen DiFalco,Trustee
KINGSTON LIBRARY BOARD OF TRUSTEES
MINUTES OF SPECIAL MEETING APRIL 6, 2017 MEETING
CALL TO ORDER at 7:00PM by Ursula Inghem, President
ROLL CALL
Board Members in Attendance:
Ursula Inghem, President
Lisa Bruck, Vice-President
Brian Woltman, Treasurer
Ellen DiFalco, Secretary
Joseph Braby
Philippe F. Cosme
Annie Internicola
Board Members Absent:
Patricia Murphy (medical absence)
David Rolfe
Others in Attendance:
Margie Menard, Library Director
The special meeting was called to vote on awarding the contract to One Way Construction, the low bidder for the teen room/front entry project in the amount of $92,186.
Motion: Joe Braby, seconded by Annie Internicola to accept the low bid of $92,186 received by One Way Construction, with the understanding that proposed changes have been discussed and verbally agreed to resulting in an approximate project cost of $121,619.92. The revised project cost is five percent (5%) over the original estimated cost. The motion passed 6-1 (Voting No: Philippe Cosme).
ADJOURNMENT: There being no further business to conduct, the meeting adjourned at 7:09 PM.
RESOLUTION:
4S-2017-1: Motion: Joe Braby, seconded by Annie Internicola to accept the low bid of $92,186 by One Way Construction The motion passed 6-1 (Voting No: Philippe Cosme).
RESPECTFULLY SUBMITTED BY
Ellen DiFalco,Trustee
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