MPL Board of Trustees Meetings Minutes

MINUTES OF THE MEETING OF THE
MAHOPAC PUBLIC LIBRARY BOARD OF TRUSTEES

December 14, 2011

Present: Regina Morini, Kristine Bunyea, David Gagliardi, Anthony Battista, Frank Del Campo, Jim Fitzpatrick, Joseph Tock, and Alice Walsh

Absent: Thomas Honohan (excused)

Also Present: Kathi Heiber, Mary DeBellis, Lou Naclerio, Michael O’Riordan, and Sheelagh Kaplan

Director: Patricia Kaufman

Recorder: Judith Gerard

Regina Morini called the meeting to order at 7:33 p.m.

Citizen Comments Scheduled
None.

Minutes
The Board accepted the minutes of the November 16, 2011 Board of Trustees meeting as read.

Secretary’s Report
No report.

Treasurer’s Report
See attached report. Discussion followed on the MTA tax. The Director stated that the Library would probably be exempt from this tax next year.
Frank Del Campo will check on retirement costs for municipal employees to determine if they are decreasing. Anthony Battista and the Director discussed e-rate equipment billing.

Library Director’s Report
See attached report. The Director stated that next month’s report will profile Library programs and services.
The aluminum fence will be installed soon on the retaining wall; the Director will follow up on the removal of construction barricades. Discussion followed on placement of the Henschel Memorial plaque.
The Director recently attended a workshop at Mid-Hudson, Legal Issues for Libraries, and one of the topics raised was the subject matter that may be discussed in Executive Session. There are eight subjects: citing a personnel issue is not one of them. Discussion followed. The Director will verify the matter with the Library’s attorney.

Friends’ Report
Alice Walsh reported on the continued need for Book Barn volunteers. The Book Barn has expanded hours before Christmas and, while staffing looks good for the month of December, there are still a few open slots.
The Friends are planning a community event for Saturday, June 9th in celebration of the 60th anniversary of the Library and the 10th anniversary of the ground breaking for the new building. The theme for the event will be a 50’s hop and will be building wide. More details will follow as plans develop. Additional activities are planned for 2012 including a board game night and a wine and cheese fundraiser event.
Kathi Heiber urged Board members to visit the revamped Book Barn which now has an alphabetized Classics section and more defined areas. Dr. Heiber also urged Board members to try and volunteer by helping with sales or organizing the volumes of donated material the Book Barn receives each day. At present the Book Barn is open from 1:00 to 8:00 p.m. Tuesdays, 10:00 a.m. to 2:00 p.m. Wednesdays, 2:00 to 7:00 p.m. Thursdays, and two Saturdays and one Sunday each month.
Board members were asked to renew their membership in the Friends organization for 2012 if they had not already done so.
Alice Walsh reported that Mary Ellen DiRaffaele will speak with Frances Carbonaro when Mrs. Carbonaro returns from Florida in the Spring.

Putnam County Literacy Volunteers
No report.

President’s Report
Regina Morini will meet with Frank Del Campo and Thomas Honohan in January to discuss Community Foundations of the Hudson Valley and to review their annual report. Mrs. Morini attended the MHLS meeting last Saturday and reported that the MTA tax was a high priority in discussions.
Mrs. Morini stated that the Library’s recent book signing event for local author Jeff Pearlman was very impressive and well received.
Alice Walsh reported that PCLA is planning on holding a breakfast meeting at the Library with elected officials from the County; date to be determined.
The next meeting of the Library’s Board of Trustees will take place on January 25th. Discussion followed on changing the time of the meeting from 7:30 p.m. to 7:00 p.m. David Gagliardi made a motion, seconded by Alice Walsh, to move the start of future meetings of the Mahopac Public Library Board of Trustees to 7:00 p.m. Carried unanimously.

Advancement and Public Relations Committee, including Subcommittees
Kristine Bunyea reported that the committee decided not to hold the staff/volunteer dinner this year. The committee planned a gift for staff which will go out this week.

Finance Committee
Frank Del Campo will call a committee meeting in January to work on preliminary budget figures. Patricia Kaufman asked the auditor to provide budget information in a more timely fashion.

Personnel Committee
No report.

Planning Committee
No report.

By-laws and Policy Committee
David Gagliardi asked Board members to update their Mahopac Public Library Trustee Manual with the attached revised policy on Use of Materials and newly adopted policies on Homebound Delivery Services and E-Readers.
Sheelagh Kaplan reported that four individuals are taking advantage of the homebound delivery service. Sara Dunn from Mahopac News is planning on writing an article on this service sometime in January. Homebound service is being spearheaded by two staff members, Clara Ferrara and Marisa LaRusso. E-Reader service just started and is very popular; both e-readers have been checked out already.

Board Development and Nominating Committee
No report.

Building and Contracts Committee
Anthony Battista made a motion, seconded by Joseph Tock, to authorize the substitution of an aluminum fence on the retaining wall in place of the chain link fence originally planned, at an additional cost of $1,500.00. Carried unanimously.

Citizen Comments Unscheduled
None.

Old Business
The Director reported that consultants who came to the Library to look at the computer system stated that the network itself is not an issue and that the problem lies in the bandwidth. The Library may have to make the investment in a fiber optic line. Discussion followed.
Mary DeBellis and Sheelagh Kaplan discussed computer crashes, wireless connection problems, and resulting staff frustration. Michael O’Riordan, from 3rd Alternative, stated that the Library’s T-1 line maxed out five years ago and that he recommended installing Web servers. Lou Naclerio stated that the Library’s PCs, routers, switches, and modems could be part of the problem. Mr. Naclerio stated that not enough testing had been done and that should be completed before dealing with issues “outside the wall.” Mr. Naclerio recommended hiring a company that specializes in network assessment and also recommended that the Library employ a full-time IT employee. Discussion followed.
Following discussion, Alice Walsh recommended that technical problems be dealt with more quickly and that communication with Library staff on computer issues be improved with mandatory meetings and instruction sheets for Library staff to assist them in dealing with the public when computer problems arise. Instruction sheets should be updated on a timely basis when necessary.
Joseph Tock and Frank Del Campo discussed the possibility of obtaining funding for the Library’s computer and wiring issues through Greg Ball’s office as a member item.

New Business
None.

Executive Session

David Gagliardi made a motion, seconded by Alice Walsh, for the Board to go into Executive Session to discuss an IT contract. The motion was carried unanimously and the Board went into Executive Session at 9:12 p.m.

At the conclusion of the Executive Session, a motion was made by Joseph Tock, seconded by Anthony Battista, to adjourn. Carried unanimously. Meeting adjourned at 9:39 p.m.

Respectfully submitted,

Judith Gerard, Board Recorder

November 16, 2011

Present: Regina Morini, Kristine Bunyea, David Gagliardi, Anthony Battista, Jim Fitzpatrick, Thomas Honohan, Joseph Tock, and Alice Walsh

Absent: Frank Del Campo (excused)

Also Present: Nancy Lewrick, Emelie Maiolo, Judy Manahan, Helen LiMarzi, Mary DeBellis, and Sheelagh Kaplan

Director: Patricia Kaufman

Recorder: Judith Gerard

Regina Morini called the meeting to order at 7:32 p.m.

Citizen Comments Scheduled
Nancy Lewrick spoke to the Board on the matter of Frances Carbonaro and her attached
letter to the editor of the Putnam County Times on October 19, 2011. Mrs. Lewrick addressed
Frances Carbonaro’s years of service and asked the Board to reconsider its position concerning
Mrs. Carbonaro’s volunteering in the Book Barn.

Minutes
The Board accepted the minutes of the October 26, 2011 Board of Trustees meeting with the following corrections:
President’s Report – The spelling of Reed Memorial Library will be corrected in the first paragraph. The last paragraph of the President’s report shall be corrected to read: Alice Walsh urged Board members to write their County Legislators to thank them for their successful efforts in obtaining increased continued County funding for libraries.

Secretary’s Report
No report.

Treasurer’s Report
See attached report.

Library Director’s Report
See attached report.
Mary DeBellis and Helen LiMarzi reviewed the attached letter of November 9th from Mahopac Public Library staff to the Library Director concerning the current dysfunction of staff and public computers at the Library. Discussion followed on the situation, the funds required to solve the problems, and the status of the Library’s present IT personnel. The Board agreed that the computer situation had to be remedied as quickly as possible. Joseph Tock provided the Library Director with the contact for his computer network administrator. Helen LiMarzi stated that a member of the community was willing to come to the Library to assess the situation. The Director will contact Verizon and will speak further with Mrs. LiMarzi.
The Board thanked Mrs. DeBellis, Mrs. LiMarzi, and the Library staff for their concern and suggestions.

Friends’ Report
Alice Walsh reported that the Friends are seeking volunteers to staff the Book Barn to accommodate holiday shoppers. Volunteers will not be asked to commit to a regular shift. Mrs. Walsh added that she volunteers on an irregular basis when time permits and urged Board members to consider volunteering at the Book Barn for one shift or as a regular commitment.
Thomas Honohan met with Marsha Waldman, the Friends’ Vice President and reorganized the History section of the Book Barn.
The Friends ultimately hope to have expanded Book Barn hours. In the interim, hours might have to be reduced due to a shortage of volunteers.

Putnam County Literacy Volunteers
Helen LiMarzi reported that the Literacy Volunteers held a recent a Board Meeting and that they received grants from TD Bank and Mahopac National Bank. Mrs. LiMarzi thanked Sheelagh Kaplan’s daughter for putting a curriculum together for the Literacy volunteers. Mrs. LiMarzi also thanked the Board and the Library for all their support of the Volunteers. Discussion followed on the decreasing ESL population in Brewster due to the economy.

President’s Report
Regina Morini, Thomas Honohan, and Frank Del Campo will schedule a meeting with Andrea Reynolds, President and CEO of Community Foundations of the Hudson Valley. Patricia Kaufman spoke with several of the libraries listed as partnering with the Community Foundation. The libraries had little to report as there is no experience to draw upon.
Anthony Battista, Joseph Tock, Regina Morini, and Patricia Kaufman attended the MHLS Annual Meeting.
The Town’s public budget hearing on November 9th was very well attended. Regina Morini reported that the Town Board voted yesterday to override the mandatory 2% tax cap. As a result, Reed Memorial Library will receive some funding and Mahopac Public Library will receive funding at a reduced rate. Discussion followed on the potential funding shortfalls the Library might face next year.
MHLS will have a presentation on the legal issues surrounding the 2% tax cap on Saturday, December 3rd.

Building and Contracts Committee
Discussion followed on the suggestion to add additional fencing to the retaining wall for aesthetic purposes at a further cost of $6,000. Following discussion, Anthony Battista recommended keeping the fence as is. Regina Morini suggested that the Library contact local fencing companies to see if they would be willing to donate materials and/or labor.

Board Development and Nominating Committee
No report.

By-laws and Policy Committee
David Gagliardi asked Board members to add the attached policy on Homebound Delivery Services to their Trustee Manual.
David Gagliardi made a motion, seconded by Alice Walsh, to approve the attached policy on E-readers. The motion passed unanimously and the policy was adopted effective November 16, 2011.
Joseph Tock made a motion, seconded by Alice Walsh, to approve the attached revision to the Special Services portion of the Library’s Use of Materials policy. Carried unanimously.

Planning Committee
No report.

Personnel Committee
Alice Walsh made a motion, seconded by Joseph Tock, to approve the action items listed in the Library Director’s report. Carried unanimously.

Finance Committee
No report.

Advancement and Public Relations Committee, including Subcommittees
No report.

Citizen Comments Unscheduled
None.

Old Business
Anthony Battista made a motion, seconded by David Gagliardi, to increase the amount of the change order to adapt the sidewalk and swale near the retaining wall from $2,000 to $2,500. Carried unanimously.

New Business
None.

Executive Session

Alice Walsh made a motion, seconded by Thomas Honohan, to meet in Executive Session to discuss two personnel issues. The motion was carried unanimously and the Board went into Executive Session at 9:10 p.m.

The Executive Session concluded. Joseph Tock made a motion, seconded by Thomas Honohan, to adjourn. Carried unanimously. The meeting adjourned at 9:59 p.m.

Respectfully submitted,

Judith Gerard, Board Recorder

October 26, 2011

Present: Regina Morini, Kristine Bunyea, David Gagliardi, Anthony Battista, Frank Del Campo, Jim Fitzpatrick, Thomas Honohan, Joseph Tock, and Alice Walsh

Also Present: Andrea Reynolds, Mary Ellen DiRaffaele, Kathi Heiber, and Sheelagh Kaplan

Director: Patricia Kaufman

Recorder: Judith Gerard

Regina Morini called the meeting to order at 7:05 p.m.

Citizen Comments Scheduled
None.

Minutes
The Board accepted the minutes of the September 21, 2011 Board of Trustees meeting as read.

Secretary’s Report
No report.

Treasurer’s Report
See attached report.

Library Director’s Report
See attached report.

Friends’ Report
Alice Walsh reported that the wine and cheese event hosted by the Friends was very successful with 60+ attendees. The evening’s program was very good and well received and a number of attendees signed up to become Friends and/or volunteers.
The Friends are co-hosting a Thanksgiving centerpiece crafting program with the Garden Club on Saturday, November 19th at the Library.
Several individuals have expressed interest in the volunteer coordinator position.

Presentation
Andrea Reynolds, President and CEO of Community Foundations of the Hudson Valley, made a presentation to the Board on the benefits of establishing a Library endowment or project fund with the Community Foundation. Ms. Reynolds reviewed the points in the attached handout.
Discussion followed. Ms. Reynolds responded to questions from the Board including, among others: Foundation fees, minimum investment amounts, investment decisions, and insurance coverage.
Ms. Reynolds departed the meeting and discussion continued. Board members were favorably impressed with Ms. Reynolds’ presentation. Patricia Kaufman will contact some of the libraries currently partnered with the Community Foundation to ascertain what their experience of the Foundation has been.
The Finance Committee will meet to thoroughly review the points covered in the presentation and report back to the Board.

Putnam County Literacy Volunteers
No report.

President’s Report
Regina Morini reported that she tried to get in touch with the Town Supervisor concerning his position regarding funding for the Mahopac Public Library and Reed Memorial Library. To date,
Mr. Schmitt has not returned Mrs. Morini’s calls. Discussion followed.
The Town will hold a public budget hearing on November 9th which all Board members were urged to attend. The Director will address the tax issue and Regina Morini will speak on the steadily increasing attendance numbers at the Library and the essential services it provides to the community especially after the recent hurricane.
Joseph Tock stated that Board members should write letters to Town Board members in advance of the public hearing. Mr. Tock also stressed alerting the Town Board to the potential loss of Library hours and services if funding is eliminated. The Friends organization will also write a letter to the Town Board in support of continued funding. Frank Del Campo will contact Suzi McDonough concerning the services the Library provides to communities outside the Mahopac tax district.
The Director will prepare information for Library staff to distribute to the public alerting them to the funding issue and the potential consequences to Library services if the budget proposal is passed. The Director will also draft a letter to the Town Board.
Alice Walsh urged Board members to write their County Legislators to thank them for their successful efforts in obtaining increased continued County funding for libraries.

Advancement and Public Relations Committee, including Subcommittees
After speaking with Library staff, Kristine Bunyea reported that the committee has decided not to hold the staff/volunteer dinner this year and will find another way to thank staff. Mrs. Bunyea will continue to gather suggestions from staff.

Finance Committee
No report. Frank Del Campo stated the committee will meet to discuss tonight’s presentation on the Community Foundations of the Hudson Valley.

Personnel Committee
Alice Walsh reported that she will meet with the Director to go over her review at 10:00 tomorrow morning.

Planning Committee
No report.

By-laws and Policy Committee
Discussion followed on the attached proposed Homebound Delivery Services policy. The services will be provided by volunteers and the Director has confirmed insurance coverage.
David Gagliardi made a motion, seconded by Alice Walsh, to adopt the proposed policy. The motion was carried unanimously.

Board Development and Nominating Committee
No report. To better accommodate Library patrons, Mr. Honohan asked Board members to refrain from parking in the Library lot while work progresses on the retaining wall.

Building and Contracts Committee
Anthony Battista reported on a change order to cut back and curve the sidewalk on the corner of the Library building. The cost to adapt the sidewalk will be approximately $1,500.00. Thomas Honohan made a motion, seconded by David Gagliardi, to approve the change order to adapt the sidewalk provided that the cost does not exceed $2,000.00. Carried unanimously.
Discussion followed on placement of the plaque acknowledging the Henschel Trust for funding the retaining wall.

Citizen Comments Unscheduled
None.

Old Business
Alice Walsh made a motion, seconded by David Gagliardi, to approve the submission of the final report for the 2009-2011 Adult Literacy Services Grant, Strategies for Survival: Workforce Empowerment Through Literacy Education. The motion was carried unanimously.

New Business
None.

Executive Session

Alice Walsh made a motion, seconded by Thomas Honohan, for the Board to go into Executive Session to discuss a personnel matter. Carried unanimously. The Board went into Executive Session at 8:50 p.m.

At the conclusion of the Executive Session, a motion was made by Joseph Tock, seconded by Jim Fitzpatrick, to adjourn. Carried unanimously. Meeting adjourned at 9:32 p.m.
Respectfully submitted,

Judith Gerard, Board Recorder

September 21, 2011

Present: Regina Morini, Kristine Bunyea, David Gagliardi, Anthony Battista, Thomas Honohan, Joseph Tock, and Alice Walsh

Absent: Frank Del Campo (excused) and Jim Fitzpatrick

Also Present: Mary Ellen DiRaffaele and Sheelagh Kaplan

Director: Patricia Kaufman

Recorder: Judith Gerard

Regina Morini called the meeting to order at 7:40 p.m.

Citizen Comments Scheduled
None.

Executive Session
None.

Minutes
The Board accepted the minutes of the August 24, 2011 Board of Trustees meeting as read.

Secretary’s Report
No report.

Treasurer’s Report
See attached report.

Library Director’s Report
See attached report. The Board discussed the dramatic increase in attendance figures for the month of August 2011 compared with August 2010.
There will be no planned program for the school administrators’ breakfast scheduled for Friday, September 23rd at 9:30 a.m.
The Library Director will request additional clarification from licensed day care provider, Ana Horvath, on her request to list the Library as a secondary relocation site as part of her emergency plan.
Discussion followed on payment for repairs to the Library’s roof flashing ($800) and the floor in the Distribution Room ($1505) as outlined in the Director’s report. Joseph Tock made a motion, seconded by Thomas Honohan, for the Library to pay for the repairs directly rather than submit an insurance claim. Carried unanimously.

Friends’ Report
Mary Ellen DiRaffaele reported that the annual meeting of the Friends was held on Monday, September 7th and the following officers were elected: President - Mary Ellen DiRaffaele; Vice President - Marsha Waldman; Treasurer - Kathi Heiber; Secretary - Collean Butler.
There have been more than 50 RSVPs received for tomorrow’s wine and cheese event. The new Friends brochure was distributed and discussed. Mary Ellen DiRaffaele reported that the Friends are focusing on building membership in the organization and will provide a membership table at the wine and cheese event tomorrow evening. Sheelagh Kaplan added that she has been signing up volunteers.

Putnam County Literacy Volunteers
No report.

President’s Report
Regina Morini reported that MHLS will hold a Trustee Essentials Workshop on Saturday from 10:00 a.m. to 12:00 Noon.
MHLS will hold their annual meeting on Friday, October 28th from 8:30 a.m. to 12:00 Noon at the FDR Presidential Library in Hyde Park. Regina Morini, Joseph Tock and Anthony Battista will attend.
Mrs. Morini spoke with Matt Marrone, President of the Dutchess/Putnam Community Service Foundation, and has invited him to speak about foundations and grants at the next Board of Trustees meeting on October 26th. Mrs. Morini asked that the Board meeting start at 7:00 p.m. on the 26th in order to accommodate the talk by Mr. Marrone; Board members agreed.
The County will hold a public hearing on the budget on Tuesday, September 27th at 7:00 p.m. at the Old Courthouse.

Building and Contracts Committee
See attached memorandum from the Library Director. Anthony Battista reported that Mark Day is pressuring Con-Tech to begin work on the retaining wall. Mark Day has been concerned about installation of blacktop as the weather gets colder. However, Mr. Battista reported that a binder coat should be completed by the end of October. The binder coat will settle over the winter and a final coat applied in the Spring. Drainage will remain the same.

Board Development and Nominating Committee
Thomas Honohan reminded Board members that the Friends/Staff/Board luncheon will be held on Tuesday, September 27th from 11:45 a.m. to 1:30 p.m. Regina Morini, Thomas Honohan, Joseph Tock, Kristine Bunyea, David Gagliardi, Alice Walsh, and Patricia Kaufman will attend.
Joseph Tock, Anthony Battista, Frank Del Campo and Jim Fitzpatrick will be up for re-election in 2012. Mr. Honohan asked that the candidates notify him as soon as possible if they were unable to run for reelection.

By-laws and Policy Committee
No report.

Planning Committee
No report.

Personnel Committee
Alice Walsh will meet with Patricia Kaufman on October 4th to discuss the Director’s review.

Finance Committee
David Gagliardi will return paperwork to the Director from his prior chairmanship of the Finance Committee.

Advancement and Public Relations Committee, including Subcommittees
Kristine Bunyea reported that the Library would participate in the Support Connection’s Annual Support-a-Walk on Sunday, October 2. See attached handout.
Mrs. Bunyea discussed plans for the annual staff/volunteer dinner. The committee is considering hosting the event for Friends and volunteers only and doing something separate for Library staff.

Citizen Comments Unscheduled
None.

Old Business
No ne.

New Business
Joseph Tock commended Debi Feiman for her excellent work in handling arrangements for the recent Jaguar event and the presentation Mr. Beck gave on the Holocaust.

David Gagliardi made a motion, seconded by Alice Walsh, to adjourn. Carried unanimously. Meeting adjourned at 8:30 p.m.

Respectfully submitted,

Judith Gerard, Board Recorder

August 24, 2011

Present: Regina Morini, Kristine Bunyea, David Gagliardi, Anthony Battista, Frank Del Campo, Jim Fitzpatrick, Thomas Honohan, Joseph Tock, and Alice Walsh

Also Present: Mary Ellen DiRaffaele and Sheelagh Kaplan

Director: Patricia Kaufman

Recorder: Judith Gerard
Regina Morini called the meeting to order at 7:40 p.m.

Citizen Comments Scheduled
None.

Minutes
The Board accepted the minutes of the July 13, 2011 Board of Trustees meeting as read.

Secretary’s Report
No report.

Treasurer’s Report
See attached report. Discussion followed. The Director will add an additional line to monthly reports to track movement of funds to/from the Henschel Trust.

Library Director’s Report
See attached report. Once Upon A Child, located in Somers Commons Shopping Center, is generously supporting Mahopac Public Library by donating 10% of shopping purchases to the Library during the month of September. The store will also donate 100% of the sale of any book purchased at the store in September to the Library. Vouchers for the store will be available at all the public services desks.

Friends’ Report
Mary Ellen DiRaffaele reported that the annual meeting of the Friends will be held on Monday, September 7th and all are encouraged to attend. Invitations are going out for the wine and cheese event scheduled for September 22nd. To date, there are 138 invitees.
Beginning October 1st, the Book Barn will be open on the first and third Saturdays of each month from 1:00 to 4:00 p.m.

Putnam County Literacy Volunteers
No report.

President’s Report
Regina Morini reported on a recent article about libraries which appeared in the Journal News.
Mrs. Morini stated that PCLA’s budget presentation to County Administrators was well received. PCLA will present its budget to the County Legislature on September 6th. Discussion followed. Board members were encouraged to attend the meeting of the Legislature scheduled for 6:00 p.m. on September 6th at the EOC building.
Discussion followed on self-checkout of Library materials. The Director reported that she investigated self-checkout systems when the Library was being built and the cost was prohibitive. Alice Walsh suggested that the Director re-visit the issue every few years to determine if costs have decreased.
Regina Morini reported that the Library received a letter from the Chamber of Commerce concerning the Street Festival scheduled for Sunday, October 2nd and asked the Board if the Library should continue to participate in that event. Discussion followed. The Board decided not to participate in the Street Festival and concentrate efforts on the Putnam County Business Expo instead.
The Library now has an account at Whispering Pine Nursery.
Regina Morini reported that she has been asked to re-join the Mid-Hudson Library System’s Board of Trustees where she has served in the past. Mrs. Morini agreed and will now serve on both the Board of the Mahopac Public Library and the MHLS Board.
Mrs. Morini asked Board members to notify her if they wish to attend one of the MHLS workshops on Essential Trustee Duties and Responsibilities.

Advancement and Public Relations Committee, including Subcommittees
Kristine Bunyea reviewed the committee’s goals for the coming year including:
• Website redesign
• Preparations for the school administrators breakfast
• Preparations for the staff and volunteer recognition event
• Collaboration with the Election Committee
Discussion followed on the composition of the Election Committee and the 2012 budget vote. The Director noted that 2012 will also mark the 60th anniversary of the Library’s founding and the 10th anniversary of groundbreaking for the new building.
Thomas Honohan reminded Board members that the Friends/Staff/Board luncheon will be held on Tuesday, September 27th from 11:45 a.m. to 1:30 p.m. The luncheon will provide an opportunity for Friends, staff and Board members to get together informally and get to know one another. Mr. Honohan is handling the luncheon arrangements and reminded Board members to wear their nametags to the event.

Finance Committee
Frank Del Campo spoke about the potential impact on Library funding from the Town and County due to the 2% cap. Mr. Del Campo will speak with his contacts and report further.
Mr. Del Campo asked for information on the exact engineering costs for the retaining wall replacement project. The Director will ask the Library’s attorney to revisit the engineering agreement to make sure costs are in line.

Personnel Committee
Alice Walsh made a motion, seconded by Thomas Honohan, to approve the action items listed in the Library Director’s report. Carried unanimously.
A revised Departmental Chart was distributed to Board members for inclusion in the Personnel section of their Mahopac Public Library Trustee manuals.

Planning Committee
No report.

By-laws and Policy Committee
No report.

Board Development and Nominating Committee
No report.

Building and Contracts Committee
Anthony Battista reported on a potential discrepancy between the amount of blocks required for the retaining wall project and the amount outlined in bidding documents. Mr. Battista stated that Mark Day is looking into the matter. Discussion followed. Mr. Battista will speak with Mark Day tomorrow.
Joseph Tock wrote to the Lake Mahopac United Methodist Church informing them that work on the retaining wall replacement project will be done on the Library’s property.

Ad Hoc Volunteer Committee
Kristine Bunyea discussed the attached review of the Ad Hoc Volunteer Committee meetings. Mrs. Bunyea stated that the volunteer application cannot go out to the public until the position of Volunteer Coordinator or Co-coordinator is filled. Board members were asked if they knew anyone who would like to volunteer for the position.
Discussion followed. The Director stated that Debi Feiman is the Library’s point person for press releases. A display will provided for the September 22nd wine and cheese event with pictures of items which the Friends have supported or paid for at the Library.
The Ad Hoc Volunteer Committee has completed its work.

Citizen Comments Unscheduled
None.

Old Business
None.

New Business
Alice Walsh read and signed the Board of Trustees Oath of Office. The Director notarized the Oath.

Executive Session

The Board went into Executive Session at 9:06 p.m. to discuss a personnel matter.

The Executive Session concluded and the Board of Trustees meeting adjourned at 10:20 p.m.
Respectfully submitted,

Judith Gerard, Board Recorder

July 13, 2011

Present: Regina Morini, Kristine Bunyea, David Gagliardi, Frank Del Campo, Anthony Battista, Jim Fitzpatrick, Thomas Honohan, and Joseph Tock

Absent: Alice Walsh (excused)

Also Present: Mary Ellen DiRaffaele and Sheelagh Kaplan

Director: Patricia Kaufman (absent, excused)

Recorder: Judith Gerard

Regina Morini called the meeting to order at 7:32 p.m.

Citizen Comments Unscheduled:
None.

Minutes:
The Board accepted the minutes of the June 29, 2011 Board of Trustees meeting as read.

Oath of Office:
The Board members read the Oath of Office in unison and signed the Oaths. Mary Ellen DiRaffaele notarized the signatures.

Nomination of Officers:

Regina Morini reported that the following candidates have been nominated:
President - Regina Morini; Vice President and Parliamentarian - Kristine Bunyea;
Secretary - David Gagliardi; Financial Director - Frank Del Campo.
The nominations proceeded.
President – Thomas Honohan, seconded by Anthony Battista, nominated Regina Morini. Thomas Honohan, seconded by David Gagliardi, moved to close nominations for President.
Vice President and Parliamentarian – David Gagliardi, seconded by Anthony Battista, nominated Kristine Bunyea. Frank Del Campo, seconded by Joseph Tock, made a motion to close nominations for Vice President/Parliamentarian.
Secretary – Frank Del Campo, seconded by Anthony Battista, nominated David Gagliardi. Joseph Tock, seconded by Regina Morini, made a motion to close nominations for Secretary.
Financial Director – Joseph Tock, seconded by Anthony Battista, nominated Frank Del Campo. David Gagliardi, seconded by Kristine Bunyea, moved to close nominations for Financial Director.
Frank Del Campo made a motion, seconded by Anthony Battista, to have the Secretary cast a single unanimous vote for the nominated candidates. Carried unanimously. David Gagliardi cast a single unanimous vote.

Committee Chair Positions for Fiscal Year 2011-2012:

• Advancement and Public Relations Committee – Kristine Bunyea, Chair
• Board Development and Nominating Committee – Thomas Honohan, Chair
• By-laws and Policy Committee – David Gagliardi, Chair
• Finance Committee – Frank Del Campo, Chair
• Personnel Committee – Alice Walsh, Chair
• Planning Committee – Joseph Tock, Chair
• Building and Contracts Committee – Anthony Battista, Chair
• Friends’ Ad Hoc Volunteer Committee – Alice Walsh & Kristine Bunyea, Co-chairs

Appointments to the Board:
Treasurer - Patricia Kaufman appointed as Treasurer
Assistant Treasurer - Sheelagh Kaplan appointed as Assistant Treasurer
Board Recorder - Judith Gerard appointed as Board Recorder

Thomas Honohan made a motion, seconded by David Gagliardi, to approve the appointments to the Board. Carried unanimously.

Anthony Battista made a motion, seconded by David Gagliardi, to maintain the Mahopac Public Library’s current legal counsel, Donoghue, Thomas, Auslander & Drohan LLP and outside auditor, DaPonte & Company, P.C. The Board voted and the motion passed unanimously.

David Gagliardi made a motion, seconded by Joseph Tock, to designate the Mahopac National Bank, Putnam County Savings Bank, and T D Bank for the deposit of public funds. Carried unanimously.

Meeting Calendar:
The Board of Trustees agreed to meet on the following dates in 2011-2012:

2011
August 24
September 21
October 26
November 16
December 14

2012
January 25
February 29
March 28
April 25
May 23
June 4 - 7:30 p.m. Annual Meeting
June 5 - 6:00 a.m. to 9:00 p.m. (Vote)
June 27
July 11 - Reorganization Meeting

Building and Contracts Committee:
Anthony Battista reported that Mark Day sent out the Notice of Bid Award letter to Con-Tech Construction Technology, Inc. which was the lowest bidder. Mark Day also sent out Letters of Notice to all unsuccessful bidders. See attached copies.
Joseph Tock is preparing a letter to the Lake Mahopac United Methodist Church to inform them that work on the retaining wall replacement project will be done on the Library’s property.
Frank Del Campo stated that the notice of bid letters went out several days ago. Mr. Del Campo stated that, since the Director is away, there has been a delay in setting up a meeting with the contractor to submit the necessary paperwork for the bond, insurance, etc. Discussion followed.
Thomas Honohan suggested that Alice Walsh and Regina Morini meet with the Director to discuss the matter of the delay. Kristine Bunyea asked that the Board be given copies of the Director’s vacation schedule in the future; Sheelagh Kaplan will make the schedule available to Board members. Regina Morini also requested a copy of the Director’s calendar.
Sheelagh Kaplan will leave a voicemail message for David Keaton requesting that he set up a meeting with the contractor as soon as the Director returns.

Secretary’s Report:
No report.

Financial Director’s Report:
No report.

Library Director’s Report:
See attached Annual Report of the Library Director for Fiscal Year ending June 20, 2011.

Friends’ Report
Mary Ellen DiRaffaele reported that the Book Barn will be open four Saturdays this summer and there has been a good reaction from the community to the extended hours. The Ad Hoc Volunteer Committee is working to identify volunteer possibilities and has had at least a dozen responses from prospective volunteers.
The Friends are sending out invitations to a wine and cheese event scheduled for September 22nd; this will be a social gathering and not a fund raiser. The organization hopes to have elections in September for a new Board and is moving ahead in a very positive manner to improve membership and help the Library.

President’s Report:
Regina Morini reported on the presentation which Pat Miller gave to the County yesterday on behalf of PCLA. The presentation was well received and a representative from almost every Library in the association spoke.
Mrs. Morini reported that Libraries will meet with the Rules Committee of the Legislature in September and that difficult fiscal times lie ahead.
The President will contact Committee Chairs regarding goals for the next year.

Citizen Comments Unscheduled:
None.

Old Business:
Joseph Tock suggested that the Major Gifts Committee be reenergized; Mary Ellen DiRaffaele stated that the Friends were inviting members of the Committee to the wine and cheese event planned for September 22nd.

New Business:
Thomas Honohan stated that an informal lunch for members of the Friends, Board and Library staff was planned for Wednesday, September 14 and Mr. Honohan will e-mail details to the Board. A second gathering, to be held later in the day, is planned for the end of October.
Discussion followed on staff nametags and frequency of staff meetings.

Motion made by Frank Del Campo, seconded by Joseph Tock, to adjourn. The motion passed unanimously. Meeting adjourned at 8:50 p.m.

Respectfully submitted,

Judith Gerard, Board Recorder

December 15, 2010

Present: Regina Morini, Kristine Bunyea, David Gagliardi, Anthony Battista, Frank Del Campo, Karen Ganis, Thomas Honohan, Joseph Tock, and Alice Walsh

Also Present: Sheelagh Kaplan

Director: Patricia Kaufman

Recorder: Judith Gerard

Regina Morini called the meeting to order at 7:30 p.m.

Citizen Comments Scheduled
None.

Executive Session
None.

Minutes
The Board accepted the minutes of the November 16, 2010 Board of Trustees meeting with the following correction:
Old Business – This section will be corrected to read: Alice Walsh will circulate information from Lee Rainie, the Director of the Pew Internet and American Life Project, to members of the Board.
Thomas Honohan referred to the New Business section of the minutes and stated he was concerned about starting Board of Trustees meetings at 7:00 p.m. rather than 7:30 p.m. Following discussion, the Board agreed that, since not all Board members can commit to an earlier starting time, future Board meetings would continue to start at 7:30 p.m.

Secretary’s Report
No report.

Treasurer’s Report
See attached report. Discussion followed on retirement costs.

Library Director’s Report
See attached report.

Friends’ Report
Alice Walsh reported that the Friends are adding additional holiday hours at the Book Barn to encourage holiday shoppers. Volunteers will handle the extra hours and Thomas Honohan offered to help. Mrs. Walsh thanked Mr. Honohan and will notify the Friends that he offered to volunteer.

Putnam County Literacy Volunteers
No report.

President’s Report
Regina Morini and the Board thanked Kristine Bunyea for successfully negotiating a lower fee with Libby Post, President and CEO of Communication Services, for rebranding the Mahopac Public Library and providing budget vote support services.
Regina Morini reported that some patrons complained about the lack of holiday decorations at the Library. Discussion followed. The Director observed that Mahopac is a School District Public Library and follows the example of schools in the Mahopac Central School District, which do not decorate their buildings. She pointed out that book displays in the Library highlight Chanukah, Christmas and Kwanzaa. Mr. Honohan suggested that the matter be tabled for discussion until next year.

Building and Contracts Committee
Anthony Battista is waiting for word from the Library’s attorney on the one-foot easement the Library requires from the Lake Mahopac United Methodist Church. In addition, Mr. Battista left phone messages for Mr. Faulkner and is waiting for his return call.
Frank Del Campo reported that David Fiederlein presented the information on the retaining wall to the Pastor and the United Methodist Church Board. The Pastor is forwarding the information to the Church member who handles the building and grounds for his sign-off. Once the easement is approved, we can get back to Mark Day. Mr. Day sent the plans for the retaining wall to the State Education Department and he should follow up with them.

Board Development and Nominating Committee
No report. Thomas Honohan asked Board members to advise the committee if they would be unable to participate on the Board of Trustees after next year.

By-laws and Policy Committee
Board members were asked to replace Personnel Introduction and Sections 3.4(d) and 4.5 in their Personnel Handbooks with the attached updated revisions adopted on October 20, 2010.
Alice Walsh made a motion, seconded by Frank Del Campo, to approve the attached Library Purchasing Policy with recommended changes. Carried unanimously.
David Gagliardi made a motion, seconded by Alice Walsh, to approve the attached revisions to the Use of Materials Policy (Sections 4.2, 4.4, 8.4, and 8.1 [Current Values for Loan Periods and Limits]). Carried unanimously.

Planning Committee
No report. In January, Joseph Tock will speak with several key Library staff to assist with planning.

Personnel Committee
Alice Walsh will speak with Board members about creating an employment satisfaction survey for Library staff. The survey could be tied in with the Libby Post Communications Services project and Long Range planning. Mrs. Walsh will contact MHLS for relevant materials to compile the survey.
Discussion followed on the Communications Services project. The Library Director will be the direct contact with Libby Post and will give a monthly progress report to the Board.

Finance Committee
No report.

Advancement and Public Relations Committee, including Subcommittees
Kristine Bunyea requested a motion to accept the Communication Services contract. Discussion followed. Thomas Honohan made a motion, seconded by Alice Walsh, to accept the contract as amended. Carried unanimously.
Discussion followed on the upcoming Library budget vote. The Director stated that the public should be informed in advance of the potential curtailment of Library services in the event of a failed budget vote.

Citizen Comments Unscheduled
None.

Old Business
David Gagliardi requested a correction to the Library Director’s November report. George Crespo did not donate his books; the Library purchased them. The Director will indicate this correction in her December report.

New Business
Joseph Tock suggested that the Board change Vincent Leibell’s entry on the top of the Library’s Donor Wall to “New York State Senate”. Discussion followed. The Director will pursue the recommendation with T C Graphics.

Motion made by Frank Del Campo, seconded by David Gagliardi, to adjourn. Carried unanimously. Meeting adjourned at 9:15 p.m.

Respectfully submitted,
Judith Gerard, Board Recorder

November 16, 2010

Present: Regina Morini, Kristine Bunyea, Anthony Battista, Frank Del Campo, Joseph Tock, and Alice Walsh

Absent: David Gagliardi (excused), Karen Ganis (excused), and Thomas Honohan (excused)

Also Present: Libby Post and Sheelagh Kaplan

Director: Patricia Kaufman

Recorder: Judith Gerard

Regina Morini called the meeting to order at 7:00 p.m.

Presentation

Libby Post, President and CEO of Communication Services, distributed and reviewed the attached PowerPoint presentation. Communication Services proposes to rebrand the Mahopac Public Library to position it as an essential service to the community. In addition to rebranding, Communication Services can also develop marketing/media strategies and support to assist with the budget vote in June 2011.
Ms. Post reviewed the fees for rebranding ($12,000 + expenses) and for both rebranding + budget vote support ($24,000 + expenses). Discussion followed and Ms. Post responded to questions from the Board.
The presentation concluded at 7:30 p.m. and Ms. Post departed the meeting.

Citizen comments scheduled
None.

Executive Session
None.

Minutes
The Board accepted the minutes of the October 20, 2010 Board of Trustees meeting as read.

Secretary’s Report
No report.

Treasurer’s Report
No report.

Library Director’s Report
See attached report. Frank Del Campo made a motion, seconded by Anthony Battista, to accept the Library Director’s report. Carried unanimously.

Friends’ Report
Alice Walsh reported that the Friends met last night to discuss future plans. The entire Board of the Friends was present and the meeting was very productive. Suggestions made for the future included:
• The Book Barn – build on the success of the Book Barn rather than sponsoring separate events such as Murder Mystery Night, etc.
• Book sale – do not hold the book sale on the same day as the Chamber of Commerce Street Fair. Publicize a “Book Barn Week” super sale and keep the Book Barn open for a whole week.
• Coupons - provide coupons for books on a regular basis, both as inserts as well as coupons that can be downloaded and printed. Keep track of the coupons as patrons use them.
October 17-23 was “Friends of the Library Week.” Alice Walsh wrote the attached letter to convey the Board’s appreciation for the Friends’ generosity and all the organization does for the Mahopac Public Library.

Putnam County Literacy Volunteers
No report.

President’s Report
Regina Morini thanked the Board for all their work on the Staff and Volunteer Recognition Dinner. Kristine Bunyea reported that although the attendance was down from last year, everyone seemed to have a better time. Mrs. Bunyea thanked everyone for all their efforts in making the event so successful. Suggestions for future events included honoring long-term staff and volunteers. Those honored could bring an invited guest. Service would be acknowledged for 5-year cycles (5 years, 10 years, 15 years, etc.).
Regina Morini reported on the Westchester/Putnam Employee’s Assistance Program which is based in White Plains and which offers counseling to employees. Mrs. Morini has asked for more information and will report further to the Board.
Discussion followed on Frank Del Campo’s meeting with David Fiederlein, a member of the Lake Mahopac United Methodist Church, concerning the one-foot easement the Library requires from the Church for the retaining wall project. Mr. Del Campo explained the advantages the Church would realize from the new wall. Following their discussion, Mr. Fiederlein stated that he would be meeting with the Church Board after this Sunday’s services to present the information. Mr. Fiederlein added that the Church would want the Library to maintain the swale on the north end of the wall and wording to that extent would have to be included in the easement.

Advancement and Public Relations, including Subcommittees
Kristine Bunyea requested a discussion on the presentation made by Libby Post earlier in the meeting. Discussion followed on whether to contract with Communication Services for both rebranding the Library as an essential community service as well as providing marketing/media strategies for the 2011 budget vote vs. contracting for rebranding services only. Discussion included possible funding sources.
Joseph Tock made a motion, seconded by Anthony Battista, to hire Communication Services for both rebranding and budget vote services, and to fund the cost of these services through the Henschel Trust. Carried unanimously. Kristine Bunyea will ask Ms. Post again if fees are negotiable.

Finance
No report.

Personnel
Alice Walsh made a motion, seconded by Frank Del Campo, to approve the action items listed in the Library Director’s report. Carried unanimously.

Planning
No report.

Bylaws and Policy
No report.

Board Development and Nominating
No report.

Building and Contracts
No report.

Citizen Comments Unscheduled
None.

Old Business
Alice Walsh will circulate information from Lee Rainie, the Director of the Pew Internet and American Life Project, to members of the Board.

New Business
Regina Morini suggested starting future Board meetings at 7:00 p.m. Discussion followed. The Board agreed to the earlier starting time of 7:00 p.m. for future Board of Trustees meetings.

Frank Del Campo made a motion, seconded by Alice Walsh, to adjourn. Carried unanimously. Meeting adjourned at 9:00 p.m.

Respectfully submitted,
Judith Gerard, Board Recorder

October 20, 2010

Present: Regina Morini, Kristine Bunyea, David Gagliardi, Anthony Battista, Frank Del Campo, Karen Ganis, Thomas Honohan, Joseph Tock, and Alice Walsh

Also Present: Richard Faulkner and Sheelagh Kaplan

Director: Patricia Kaufman

Recorder: Judith Gerard

Regina Morini called the meeting to order at 7:35 p.m.

Executive Session
Frank Del Campo made a motion, seconded by Joseph Tock, to go into Executive Session to discuss a legal matter. Carried unanimously.
No action was taken at the Executive Session. Kristine Bunyea made a motion, seconded by Frank Del Campo, to return to the regular order of business at 7:55 p.m. Carried unanimously.

Citizen Comments Scheduled
Mr. Richard Faulkner, Heritage Construction Services, addressed the Board over his concerns with the repairs being made to the retaining wall. Mr. Faulkner has donated mulch, plantings and their installations to the Library and performs plowing, sweeping, striping and other maintenance services for the Library.
He stated his concerns about the apparent work stoppage at the wall as well as the approaching cold weather and said that the usual industry standard is to not do this type of repair work at this time of year. Mr. Faulkner noted that his company does not bid on work from legal advertising, which the Library placed in local newspapers, and so the repair job went out to bid without him having an opportunity to submit one.
Mr. Faulkner stressed that his concerns were not about lost revenue to his company, but rather about performing a good job while saving money for the Library.
Discussion followed. Mr. Tock apologized on behalf of the Board for the breakdown in communications between the Library and Mr. Faulkner. Mr. Tock added that Mr. Faulkner has quietly donated his services to the Library over the years and certainly deserves recognition for all he does.
Regina Morini thanked Mr. Faulkner for voicing his concerns to the Board. Mrs. Morini added that the Board was waiting for advice from the Library’s attorney concerning the work stoppage.
Mr. Faulkner departed the meeting at 8:15 p.m. Discussion followed on the breakdown in communication between the Library and Mr. Faulkner, the current work stoppage, and whether it would be an option to wait until next Spring to make the repair. Thomas Honohan proposed that the Library go out for another bid on the wall after checking with the Library’s attorney. Patricia Kaufman will call the Library’s attorney tomorrow morning and report back to the Board. Frank Del Campo suggested that a re-scope of the project might have to be done.

Minutes
The Board accepted the minutes of the September 22, 2010 Board of Trustees meeting as read.

Secretary’s Report
No report.

Treasurer’s Report
See attached report. Discussion followed on projected pension costs, potential property tax caps, and possible staff furloughs or shorter Library hours to accommodate fiscal constraints.

Library Director’s Report
See attached report. Patricia Kaufman discussed the attached emails provided by MHLS urging public support for local libraries.

Friends’ Report
Alice Walsh reported that the Friends made $693 at the recent book sale. Some members have suggested holding the sale on a different date than the Chamber of Commerce Street Fair due to problems with parking. The matter will be discussed at the next meeting of the Friends.
Patricia Kaufman reported on Friends of the Library Week and suggested we send a thank you to the Friends.

Putnam County Literacy Volunteers
No report.

President’s Report
Regina Morini attended the MHLS meeting at Hyde Park on October 1st and a Library staff meeting On October 4th. Mrs. Morini thanked the Friends and Board members for all their work on the October 3rd book sale.
PCLA held its semi-annual meeting at the Library on Tuesday, October 12th. Regina Morini commended Alice Walsh for running a very successful, informative meeting. Discussion followed. Alice Walsh will email information to the Board about the guest speaker, Lee Rainie, who is the Director of the Pew Internet and American Life Project.
The next meeting of the Board will take place at 7:00 p.m. on Tuesday, November 16th to accommodate a presentation by Libby Post.

Building and Contracts Committee
No report. See earlier discussion under Citizen Comments Scheduled.

Board Development and Nominating Committee
Thomas Honohan suggested inviting Merribeth Advocate, the interim Director of MHLS, to speak at a future Board meeting about libraries in the electronic age.

By-laws and Policy Committee
No report.

Planning Committee
No report.

Personnel Committee
Alice Walsh made a motion, seconded by Thomas Honohan, to approve the action items listed in the Library Director’s report. Carried unanimously.
Alice Walsh made a motion, seconded by Thomas Honohan, to adopt the attached addition (1.6 Lines of Authority) to the Mahopac Public Library’s Personnel Manual. Discussion followed. Alice Walsh amended the motion to approve the addition to the manual with the following revision: the job title of Literacy Volunteers Director will be changed to Job Information Coordinator. Thomas Honohan seconded the amended motion. Carried unanimously.
Alice Walsh made a motion, seconded by Kristine Bunyea, to adopt the attached revisions to the Mahopac Public Library’s Personnel Manual (4.5(a) New York State Retirement Plan and 4.5(b) New York State Deferred Compensation Plan) as required by New York State law. Carried unanimously.
Alice Walsh made a motion, seconded by Kristine Bunyea, to adopt the attached revision to the Mahopac Public Library’s Personnel Manual (3.4(d) Overtime). Carried unanimously.

Finance Committee
No report.

Advancement and Public Relations Committee, including Subcommittees
Kristine Bunyea discussed the recent Chamber of Commerce Street Fair and suggested the Library provide a large banner/sign for the Library’s table at the fair. Patricia Kaufman will look at existing banners and report back to the Board.
Alice Walsh urged all Board members to purchase tickets for the Quilt raffle. The exceptional quilt is on display downstairs and is generously donated by the Butterfly Quilters.
Kristine Bunyea reviewed final arrangements for the Staff and Volunteer Recognition Dinner on Friday, October 22nd. Attendance is projected at 45, which is lower than last year’s numbers. Kristine Bunyea suggested changing the dinner to another day of the week next year or perhaps changing the format of the recognition. Discussion followed. Mrs. Bunyea will arrange to take Sheelagh Kaplan, Debi Feiman and other staff to coffee to discuss what they would like to do next year to recognize the staff and volunteers.
David Gagliardi and Karen Ganis will be unable to attend Libby Post’s presentation and the next Board meeting on Tuesday, November 16th.

Citizen Comments Unscheduled
None.

Old Business
None.

New Business
None.

Motion made by Frank Del Campo, seconded by David Gagliardi, to adjourn. Carried unanimously. Meeting adjourned at 9:20 p.m.

Respectfully submitted,
Judith Gerard, Board Recorder

September 22, 2010

Present: Regina Morini, Kristine Bunyea, David Gagliardi, Anthony Battista, Joseph Tock,
and Alice Walsh

Absent: Frank Del Campo (excused), Karen Ganis (excused), and Thomas Honohan (excused)

Also Present: Sheelagh Kaplan

Director: Patricia Kaufman

Recorder: Judith Gerard

Regina Morini called the meeting to order at 7:36 p.m.

Anthony Battista took the Oath of Office, which Patricia Kaufman will notarize.

Citizen comments scheduled
None.

Executive Session
None.

Minutes
The Board accepted the minutes of the August 25, 2010 Board of Trustees meeting as read.

Secretary’s Report
No report.

Treasurer’s Report
See attached report.

Library Director’s Report
See attached report.
In its efforts to go paperless, the High School will no longer mail report cards home; they will be provided on-line. The principal, Adam Pease, advised all parents to establish a parent portal account and encouraged those parents who did not have internet access at home to visit the Mahopac Public Library to access the internet from there.
Alice Walsh reported that PCLA polled Library Directors and will make another presentation at the next full meeting of the County legislature on September 29th.

Friends’ Report
Alice Walsh reported that the Friends met last night to finalize plans for the book sale to be held during the Chamber of Commerce Street Festival on October 3rd. The Library will contribute VHS tapes to the sale and will give out coupons for a free book at the Library table during the Street Festival. Kristine Bunyea has organized teams of High School volunteers. Mary Ruiz, a member of the Friends, has done an excellent job organizing the book sale, which will be held inside the Library in the event of rain.
Alice Walsh asked the Friends if they would consider funding the Staff and Volunteer Dinner again this year; the Friends agreed generously and unanimously to fund the October 22nd event.

Putnam County Literacy Volunteers
No report.

President’s Report
Regina Morini discussed a letter from Ken Schmitt concerning the purchase of additional cameras. The Director included this purchase request in the annual budget request to the Town.
Regina Morini reminded Board members to attend the breakfast for school administrators to be held at the Library on Thursday, September 30th.
Alice Walsh reported that PCLA would hold its semi-annual meeting at the Library on Tuesday, October 12th at 6:00 p.m. County and State legislators and representatives, including John Hall, have been invited along with the Town Board and Supervisor. Michael Borges, Executive Director of NYLA will speak on the Future of Libraries. A light supper will be provided at a cost of $10 per attendee.
Regina Morini spoke with Mr. Manko, the School Superintendent, and reported the possibility that the School District may discontinue adult education if it is not self-sustaining. Discussion followed on the potential impact this could have on the Library and ways in which the Library could provide additional programs to the community to fill the void.
Regina Morini met with most of the Board members to discuss Board and Committee goals for the coming year.

Advancement and Public Relations, including Subcommittees
Kristine Bunyea discussed plans for refreshments at the school administrators’ breakfast.
Board members volunteered to fill several open time slots at the Library table during the Chamber of Commerce Street Festival. Discount coupons for the book sale will be distributed at the table and Alice Walsh offered to make a raffle basket.
Kristine Bunyea thanked the Friends for funding the Staff and Volunteer Dinner and thanked Debi Feiman for all her work on the invitations. Regina Morini will speak briefly at the dinner. Discussion followed on desserts to be provided by Board members.
Kristine Bunyea reviewed Libby Post’s proposal to revamp the Library’s image. Discussion followed. The Board offered to change the date for the November meeting to Tuesday, November 16th at 7:00 p.m. to accommodate a presentation from Ms. Post. Kristine Bunyea will check the date and time and get back to the Board.

Finance
David Gagliardi distributed and reviewed the attached report on goals for the Finance and the By-laws and Policy Committees. Discussion followed on Mr. Gagliardi’s recommendation to include funds in the Library budget for 11/2 security guards.

Personnel
Alice Walsh made a motion, seconded by Joseph Tock, to approve the action items listed in the Director’s report. Carried unanimously.

Planning
Joseph Tock met with Regina Morini to discuss committee goals. Mr. Tock also met with Patricia Kaufman and Sheelagh Kaplan and plans to meet with additional senior Library staff for their observations, which he will take under consideration when preparing the Library’s next 5-year Long Range Plan. Mr. Tock recommended that the name of the Library be prominently placed on the building.

Bylaws and Policy
See attached goals for the By-laws and Policy Committee. David Gagliardi and Patricia Kaufman reported that the Federal grant for the Public Computer Center requires a purchasing policy, which has been drafted. The policy has been reviewed by the Library’s attorney and was sent to the Board for their consideration. Patricia Kaufman will send another copy to the Board.
In addition, Mr. Gagliardi stressed the need for an equipment policy to cover items such as projector bulbs, etc.

Board Development and Nominating
No report.

Building and Contracts
Anthony Battista stated that a pre-construction meeting is needed to discuss traffic patterns at the Library during the repair of the retaining wall. Mr. Battista will contact those Board members concerned to set up a date. Patricia Kaufman suggested that a representative from the adjoining Church be included in the meeting.

Citizen Comments Unscheduled
None.

Old Business
Joseph Tock thanked Debi Feiman and the entire Library staff for all their efforts in making the presentation by Mr. Kuba Beck such a success. Mr. Tock wrote to thank Mr. Beck and reported that the High School may want to invite him to make a presentation there.
Alice Walsh thanked Joseph Tock for bringing Mr. Beck to the Library and stated that it was an amazing presentation and profound experience for all in attendance.
Sheelagh Kaplan added that the entire Library staff was very involved in preparing for the presentation and asked if it would be possible to schedule another talk by Mr. Beck. The whole community was interested and there were many people on the waiting list.
Mr. Tock noted that current Library flyers and publicity indicate the capacity of the Community Room to be 200 people, which is not realistic. 150 people can be reasonably seated and Mr. Tock suggested that materials be revised to reflect that number. Sheelagh Kaplan stated that the floor plan is being revised now to reflect changes that have been made in the stacks. Regina Morini suggested that any revised floor plans/flyers be placed at the Library’s table at the Chamber’s Street Festival.

New Business
None.

David Gagliardi made a motion, seconded by Kristine Bunyea, to adjourn. Carried unanimously. Meeting adjourned at 9:25 p.m.

Respectfully submitted,
Judith Gerard, Board Recorder

August 25, 2010

Present: Regina Morini, Kristine Bunyea, David Gagliardi, Frank Del Campo, Karen Ganis, Thomas Honohan, Joseph Tock, and Alice Walsh

Absent: Anthony Battista, (excused)

Director: Patricia Kaufman

Recorder: Judith Gerard

Regina Morini called the meeting to order at 7:35 p.m.

Karen Ganis and Thomas Honohan read the Oath of Office in unison. Patricia Kaufman will notarize the Oaths of Office.

Citizen comments scheduled
None.

Executive Session
None.

Minutes
The Board accepted the minutes of the June 30, 2010 and July 7, 2010 Board of Trustees meetings as read.
Alice Walsh made a motion, seconded by David Gagliardi to approve the following appointments to the Board:
Treasurer – Patricia Kaufman
Assistant Treasurer – Sheelagh Kaplan
Board Recorder – Judith Gerard
Carried unanimously.

Secretary’s Report
No report.

Treasurer’s Report
See attached report.

Library Director’s Report
See attached report.
Regina Morini, David Gagliardi, Alice Walsh, Joseph Tock and Patricia Kaufman will attend the Annual Meeting of MHLS on Friday, October 1st at the Franklin D. Roosevelt Presidential Library and Museum.
The Director informed Kristine Bunyea that she may be eligible for retirement service credit toward the New York State and Local Retirement System through her service on the Board of Trustees. The Director will forward all necessary information to Mrs. Bunyea.

Friends’ Report
Alice Walsh will serve as the Board liaison to the Friends organization.
Sheelagh Kaplan reported that the Friends’ book sale would be held from 11:00 to 5:00 on Sunday, October 3rd during the Chamber of Commerce Street Festival. There will be no early admissions to the sale. The Friends are asking for book donations and volunteers to help at the book sale. Alice Walsh commended Mary Ruiz for organizing the book sale. Regina Morini commended the Friends for their all their work in support of the Library. The next meeting of the Friends is September 16th at 5:30 p.m.
Board members were asked to volunteer at the Library’s table during the Street Festival. Discussion followed on the location of the table, possible give-away items and/or prize drawing; the Advancement and Public Relations Committee will discuss the matter further.

Putnam County Literacy Volunteers
No report.

President’s Report
No report. Regina Morini has been meeting with Committee chairs to discuss goals for the coming year.

Building and Contracts Committee
A special meeting of the Board was held on August 3rd to discuss the retaining wall. See attached copy of minutes and accompanying resolution to authorize the project. Several bids for repair of the retaining wall were received. Estimates for the repair are high and discussion followed on the bids received, the suggested methods to repair the wall, and how the repair will be funded. Frank Del Campo will check references and visit other projects completed by the low bid contractor. Patricia Kaufman will ask the Library’s attorney if it is possible to amend the funding portion of the resolution authorizing the Retaining Wall Replacement Project.
In another matter, Alice Walsh made a motion, seconded by Joseph Tock, to authorize Clean Air Quality Service, Inc. to perform the HVAC work per the attached Resolution nunc pro tunc. Carried unanimously.

Board Development and Nominating Committee
Thomas Honohan asked Board members to visit one Library outside of Putnam County to attend a Board meeting. Mr. Honohan asked the Board to email their selected sites to him to avoid duplication.
Mr. Honohan asked the Board to consider having occasional guest speakers at Board of Trustees meetings to discuss topics such as electronics in a Library environment.
Thomas Honohan asked for suggestions from Board members on how to make Trustee meetings more creative.

By-laws and Policy Committee
No report.

Planning Committee
No report.

Personnel Committee
Alice Walsh reported on the following committee goals:
• Develop an organizational chart of staff, their salaries, and whom they report to, which will be helpful when the Board works on the Library budget.
• Compare Mahopac Public Library salaries with other libraries.
• Pension calculations – in the process of obtaining more information from the state.
• Obtain new staff photographs; these photographs were last done five years ago.
Discussion followed on nametags for Library staff, which would include only first names. The Personnel Committee will handle the matter.

Finance Committee
No report.

Advancement and Public Relations Committee, including Subcommittees
Kristine Bunyea reviewed the attached committee goals for 2010-2011.
Kristine Bunyea reported on a meeting with Libby Post, a professional web designer who has worked successfully with libraries. Discussion followed. Mrs. Bunyea will obtain a proposal from Libby Post, will speak with her library references, and may perhaps invite her to a Board meeting.
Thomas Honohan suggested that the committee pick a date for the Staff and Volunteer Recognition Dinner.

Citizen Comments Unscheduled
None.

Old Business
Joseph Tock took the Oath of Office which will be notarized by Patricia Kaufman.

New Business
None.

Motion made by Frank Del Campo, seconded by Joseph Tock, to adjourn. Carried unanimously. Meeting adjourned at 9:30 p.m.

Respectfully submitted,
Judith Gerard, Board Recorder

July 7, 2010