library logo
ABOUT / FRIENDS / HOME / IMAGES / KIDS / LIBRARY BOARD/ LIBRARY HISTORY / LOCAL HISTORY

ROSENDALE LIBRARY MEETING – BOARD OF TRUSTEES
Date: August 15, 2018
Prepared by: Lori Giordano: Recording Secretary to the Board of Trustees

Attendees : Cherilyn Craig,Wendy Alexander, Lori Giordano, Michael Thomas, Teresa Howe, Denise DeHardt, Amber Billey, Kathy Wiacek, Eric Morrow, Jo Ann Reuben.
Absentees: Beth King, Craig Zisman, Carl Welden
Minutes: President Cherilyn Craig calls the meeting to order at 7:07. Motion to approve minutes by Eric. Kathy seconds it. Passed.
Treasurer Report:
1) Denise hands out the Reconciliation Report for July to Trustees present.
2) She recommends going to the bank less often for minimal deposits.
3) Denise recommends creating accounts in a new bank for: a Capital Reserve Fund, a Building Fund, a Reserve account (balance for end of the year)
4) Treasurer Denise proposes a resolution for the Snyder Fund to be placed in a CD account at Catskill Hudson Bank. The highest return will be in a 48 month CD. President Cherilyn makes a motion. Eric seconds it. All in favor. Passed. The amount of $119,812.48 will be invested at Catskill Hudson Bank in Kingston.
5) Denise proposes the Building Repair Fund should be placed in a money market account. The amount of $137,000.00. Eric makes a motion to create it at Catskill Hudson Bank in Kingston. Amber seconds it. All in favor. Passed.
6) Denise proposes a Capitol Reserve Fund be deposited in a Money Market Account at Catskill Hudson Bank in Kingston. The amount is $122,000.00 Kathy makes a motion. Amber seconds. All in favor. Passed. Beth as vice-president also to be account signer.
Bookkeepers Report Per Teresa: See Bookkeepers notes (handout)
1) Re: CPA Review – She has given the balance of info requested by Joe Montalto – including the Amended NYS-45 returns for 2017. He will have a draft of the review by next week.
2) Teresa would like to move forward with getting a cash register in place. Researching and purchase a register is needed. Lori mentions the Town of Ulster Library has one and uses it for all transactions. It also prints out a receipt of current items checked out of the library.
3) It's necessary for a library employee other than Teresa to cash out the drawer. It should be done on a daily basis. Not weekly as Teresa has done recently. She would like to train 2-3 employees to do so next week.
4) Teresa is working on completing 2 projects: NYS Retirement training- with two training classes to complete. And NYS AUD- Financial Reporting.
5) More time is needed to organize old financial paperwork in the basement. A locked file cabinet is requested. After tonight's meeting will assess space in basement.
6) Updating empoloyee handbook still needs to be addressed. Internal Affairs/Personnel Committee needs to work on this by year's end as an addition to Essential Documents.
Director Report:
1) Reminder: Library Budget Trustees Vote from 11 am-7:30. Open to all registered voters in the Town of Rosendale. It provides funding in 2019. Information available @ the Circulation Desk & on-line...
2) Indie film"Driveways" starring Brian Denehey was filmed on Tuesday July 24 from 6AM-1PM inside the library. The library was closed to the public during filming hours to make way for "ACTION". Trustee Carl, who's “in the business” showed up & knew some of the crew...a cool "SCENE" ! They also filmed locally at My Town Marketplace on Rt. 32 in Rosendale.
Quoting from an email sent by Producer Nick Bertelsen:
"In this film we have one scene that takes place in a library between Del & Cody. When they come in, Del points Cody toward the children's section and then goes to a computer to look up the San Francisco newspaper (where his daughter is a judge).Then Cody finds a comic book and joins Del at the computer where they have a brief conversation."
(They are working on finding a replacement for the overhead light panel that does not stay safely in place.)
3) Wendy recommends Trustees read online: "Woodstock Times" article re: Woodstock Library "A Public Choice: Library District Dissolution Vote Imminent after Petitions are Certified"Aug 2, 2018 by Nick Henderson.
4) Left a phone message on Friday Aug. 10 for "Sanitall Inc Hudson Valley Cleaners" re the possibility of deep cleaning the 'old cellar' of dust, grit, cobwebs, mold, etc.
5) Even though we don't allow food or drink in the library, a new library visitor spilled yogurt on the carpet. Cleaning person Monica has done what she could but there's still a stain that needs to be steam cleaned. Monica recommended "Country Care Carpet Cleaning" 845.338.8637. She suggests the entire carpet could use steam cleaning to take care of other stains. Wendy requests we have this work done before the end of the year.
Friends of Rosendale Library Report:
1) The annual book sale has been held. $1215 was made. Jo Ann notes a lack of volunteers for the event. The Woodcrest Community took all of the remaining books after the sale. There are also books and other media available in the Library basement for the ongoing sales.
2) Their CD is completed for investments.
Correspondence:
1) Eric recommends choosing the fixed price rate for KOSCO Heritage for the fuel rate. Mike Berardi will be contacted by Cherilyn. Kathy recommends Johnson Fuel rates be considered. She will contact them for a rates package for the library.
2) Kathy requests we inquire about a reduced subscription rate
for the Daily Freeman.
Budget and Finance:
Physical Plant:
1) Kathy states ground work estimates might not be available till December due to it is the busy season for the crews.
2) A locked file cabinet is requested by Teresa and Denise. It will be assessed if one is needed or can a current one be utilized.
Internal Affairs:
1) A policy needs to be created on how to handle Library petty cash.
External Affairs:
1) Officers&Directors Insurance forms to be filled out and returned to agent at Ulster Insurance.
2)Cherilyn recommends a policy meeting should be held in October.
Old Business:
1)Carl has prepared Absentee Ballots as assigned.
New Business:
1) Absentee Ballots are available at the Reference Desk on August 17 for the annual budget vote.
2) A public question session was held this evening before the monthly meeting for the public. It is noted no one from the public attended.
3) The voting will be held on site on September 6, 2018. Michael will post the signs at 10 am on voting day. Lori will be allowed by the Board to work at the polls since there is no conflict of interest as Recording Secretary. This was verified with the Board of Elections. She will begin work at 10:30am with 2 additional poll workers till the polls close. Trustees will be available for public questions during the voting hours.
4) The Financial Report is filed for audit per Cherilyn.
Bills:
1) Kathy motions to pay bills. Amber seconds it. Passed.
2) Teresa needs a Trustee to sign the voucher list. Amber signed.
Adjournment:
Motion to adjourn was proposed by Amber. Seconded by Michael. Adjourned at 9:05 pm.
Next meeting will be held on September 19, 2018.

ROSENDALE LIBRARY MEETING – BOARD OF TRUSTEES
Date: July 18, 2018
Prepared by: Lori Giordano: Recording Secretary to the Board of Trustees

Attendees : Cherilyn Craig, Beth King, Wendy Alexander, Craig Zisman, Lori Giordano, Michael Thomas, Teresa Howe, Denise DeHardt, Carl Welden, Amber Billey, Mary Potratz.
Absentees: Eric Morrow.
Minutes:
1) President Cherilyn Craig calls the meeting to order.
2) Carl makes a motion to approve June minutes, Beth seconds, motion passed.
Financial Report:
1) Budget vs. Actuals report, Balance Sheet, and Reconciliation report were prepared and handed out by Denise. A library budget from 2017- 2019 and a current voucher list was prepared by Teresa and handed out.
2) Denise recommends a 48 month CD for the Snyder Fund money at Catskill Hudson Bank. Cherilyn wants to determine what rates M&T Bank has.
3) Teresa is researching better return rates for library funds. She has inquired at Bank of Greene County and Catskill Hudson.
4) Teresa’s work with the CPA on the 2017 Review is ongoing.
5) Payroll reports (FUTA and SUTA) for 2017-2018 are being corrected. This has no effect on employees.
6) All current employees must complete I-9 and W-4 forms. Also a Family Leave Act is required to be displayed on site.
7) Teresa's goal: move all employee payroll to direct deposit by the end of 2018.
8) Teresa feels a cash register at the desk is the best option. Lori showed an example of a printable library receipt from the Town of Ulster Library. It shows the “item” checked out, any late fees – if necessary/was it paid. Amber mentioned a register program used at Bard College Library as another option to consider. Teresa states it will be further researched.
9) Teresa and Beth met on June 27th to work on more old files in the basement. There is more to do. A 4 drawer file cabinet is recommended.
Director Report:
1) Victoria Perry, a Constituent Liaison of Assemblyman Kevin A. Cahill 103rd District Office came to the library on Thursday, July 12th from 2-4 pm to meet with local residents. 2) A Location Scout came to the Library to discuss with Wendy, the use of the Library for a new Indie film. A film crew will be using the Library from 6am-12 pm in July and will offer $500 compensation for use. Wendy offers to open the Library during that time. Carl also offers to be here.
3) Wendy requests a cleaner for the basement be hired.
4) Wendy requests information on the amount of funds made from book sales via online per financial quarter.
Friends of Rosendale Library Report:
1) The Annual Book Sale will be held from 10 am-3 pm. Rain or shine.
2) A raffle will be held to benefit the FRL Scholarship Fund. $5 tickets will be sold at the Library until a drawing on September 18th. Four different prizes are offered from local businesses.
Cherilyn mentions a 50/50 raffle could be a fundraiser for 2019.
3) The Summer of 2018 Reading Program began in June. Seven program dates will be held between June and August.
4) The Board was asked by the FRL permission to place a storage shed on the library property with size and design to be discussed. The FRL will ask the Bruderhoff Community to participate in the build. FRL is currently paying approximately $600 per year for offsite storage of books.
Correspondence:
1) Carl briefly spoke with Assemblyman Cahill about possible funding or grant during the 60th Anniversary of the Library. He said his office will look into it further.
2) A request for a bench in honoring a deceased patron by his family was discussed with the Board last month. Cherilyn now requests that it be changed to a picnic table since there is already a bench on the property. Passed.
Committees: This month committee members were decided for 2018.
Budget and Finance:Denise, Teresa, Cherilyn, Wendy, Craig, Amber, Eric
Physical Plant: Carl, Amber, Michael
Internal Affairs:
Cherilyn, Beth, Craig, Kathy
External Affairs:
Carl, Kathy, Michael
Budget and Finance:
1) Craig requests a different format presented for figures shown on spreadsheets. Presently it is confusing. Denise states the Quickbooks program lays it out differently than it once did. She will look into making changes.
Physical Plant:
1) Mulch is growing across the front sidewalk. It is noted this will cause issues.
2) Carl notes water from the Air Conditioning Unit may be causing water accumulation in the basement currently – due to condensation during this constantly hot summer.
3) Cherilyn is to contact Mr. Collucci about vine removal on the sides of the building reaching to the roof, so it does not cause damage.
Internal Affairs:
External Affairs:
The FRL will present a movie in October at the Rosendale Theater for the 60>th Anniversary of the Library.
Old Business:

New Business:
1)Trustees Carl Welden and Craig Zisman are up for re-election this year. Amber Billey will be filling an open position on the ballot.
2) Cherilyn recommended additional insurance for the Library is needed after she attended a financial Mid-Hudson Library System conference.
3) Location of deed for library property discussed.
4) Two flash drives were purchased by the Board and given to Lori (Recording Secretary) for record keeping. She is currently using her home computer to compile meeting notes.
5) Cherilyn suggests the current Microsoft Word program should be purchased for Lori to complete monthly meeting notes. She is currently using her own program of Open Office. Discussion was tabled for next month. Costs of a one time purchase or a monthly fee for MS Word will be compared at that time.
6) Discussion if Lori, as recording secretary, can also work as election inspector or will there be a conflict of interest? She has been a library Election Inspector since 2011. She only records minutes and has no influence on policy. A decision will be made at the August 2018 meeting.
7) Amber asks Wendy and Board if they are familiar with “Better World Books”. Books can be boxed up and sent out. No one is familiar. More information is needed.
8) Cherilyn will contact KOSCO re: fuel plan.
Bills: Carl motions to pay bills. Craig seconds it. Passed.
Adjournment: Motion to adjourn was proposed by Michael. Seconded by Carl. Adjourned at 9:30 pm. Next meeting will be held on August 15, 2018. It is starting earlier at 6:30 pm. Meeting is open to the public.

ROSENDALE LIBRARY MEETING – BOARD OF TRUSTEES
Date: June 20, 2018
Prepared by: Lori Giordano: Recording Secretary

Attendees: Cherilyn Craig, Kathy Wiacek, Lori Giordano, Michael Thomas, Beth King, Teresa Howe, Denise DeHardt, Carl Welden, Amber Billey, JoAnn Reuben.
Absentees: Eric Morrow, Craig Zisman,Wendy Alexander.
Minutes: Minutes approved by Beth and seconded by Carl.
New Business:
1) President Cherilyn Craig calls the meeting to order at 7:15 pm
2) Beth and Teresa will meet July 11 to organize more of the old files at the Library.
3) Committee members will be chosen at next months meeting due to board member changes this year.
4) We are still waiting to hear back from the energy audit.
Financial Report:
1) Denise proposes Library open a CD account for the Snyder Money. Rates are 2.2% for 42 months.
2) Denise passed out the May Treasurers Report and Voucher list to Board members. It was reviewed.
3) Direct Deposit has been set up by Teresa. Eleven employees signed up.
4) Teresa met with Joe Montalto for the CPA Review. Joe will submitt a preliminary report for the July meeting. Joe gave Teresa a list of things for her to complete for the audit for his review.
5) Cash drawer (overdue/copies/petty cash) needs to have more control on how we are doing it. He will be giving his suggestions.
6) Amber will send information about the Sierra Program that other libraries use re: receipts
7) Teresa requests Lori to send her an email requesting a thumb drive to save monthly notes. She is currently using her personal computer at home to create Library reports.
8) A letter will be sent to the library customer who wrote a check for $11 with insufficient funds. M&T Bank charges $10 service charge. What does the RL charge for bounce checks?
9) NYS Comptroller Office contacted Teresa. Rosendale Library has to file an annual report “Annual DOC AUD” for special district libraries, similar to the MHLS Annual Report. She received the info and will start working on it.
Director Report:
1) Because the current copier is 11 years old & losing repair coverage from Atlantic, will be needing to replace same......met w/ Atlantic rep recently who will be sending proposal and will probably have update for next month's meeting.
2) Sat in on part of meeting/review re: library finances w/ bookkeeper & CPA concerning issues soon to be addressed by the library board. Kindly keep library staff in mind as essential to the successful operations of the RL when planning next year’s Personnel budget line.
Friends of Rosendale Library Report:
1) The FRL are selling raffle tickets for the Scholarship Fund. Drawing will be on September 18th. Tickets are $5 each. Prizes are an overnight stay at the 1850 House Inn, Dinner for 2 at the Rosendale Cafe, 2 movie passes and popcorn at the Rosendale Theater and Kennebunk Weavers will provide a hand woven afghan.
2) They will continue with their Spring Sale on our Special oversize collectible books. These beautiful books are normally priced between $3-$10 will be selling them at 3 for $5 until our summer book sale in July. You will find them in our Book Cellar which is open whenever the library is open.
3) The Annual Library Books Sale will be on Saturday July 28th from 10- 3 pm rain or shine.
4) The Children's Summer Reading Program will continue this year with Ann Van Damm.
5) The FRL would like to thank volunteer, Ed for all his hard work in the preparation of the books.
6) On Thursday, July 12 from 2-4pm a representative from the office of Assembly Member Kevin A. Cahill, (D-Ulster, Dutchess) will be available to greet members of the community, answer questions, provide information and discuss any concerns that constituents of the 103rd Assembly District may have. Voter registration forms are also available at the library.
Physical Plant:
1) A review of the vines growing tall on the building by the Board members indicates they need to be taken down. Carl will contact Cornerstone/Michael Hughes re: drainage, impact of vines on the slate roof.
2) Basement clean up was completed.
3) Kathy will contact Colluci re: installation of hot water heater.
Budget and Finance:
1) The committee of Craig, Cherilyn, Wendy, Eric, Teresa and Amber will meet on Wed. June 27 at 6 pm.
Correspondence:
1) A letter was received by Cherilyn from the family of a former library patron who recently passed away. They are requesting to purchase a memorial bench. Cherilyn made a motion for approval with location to be determined at a later date. Motion passed.
Bills:
1) The phone bill was reviewed by Beth, Cherilyn and Denise. Rates were questioned. Recommendation was made to call a different plan for savings.
2) Motion was made to pay the bills by Carl. Seconded by Beth.
Internal/External Affairs:
1) Diane's bike was stolen from the rack during library hours. The Police were called and report was filed. Received it back with a bent frame. Those involved appear to be the same 2 who were arrested for stealing a bike from Favata's Bike Shop on Rt. 32.
2) Thank you to the 9 marchers and Friends who marched in the parade
3) During the Library Book Fair, participants will be able to take a photo using the 60th Anniversary sign the Library marchers used in the parade.
Adjournment:
Kathy left at 8:30 pm. The Board went into Executive Session to discuss personnel salaries/Benefits at 9:05 until 9:15. Lori, Teresa and Denise were excused for the night. Carl made motion to accept Personnel Committee recommendations, seconded by Mike and passed. Amber made motion to adjourn, seconded by Beth and was passed.
Next meeting will be held on July 18, 2018.

ROSENDALE LIBRARY MEETING – BOARD OF TRUSTEES
Date: May 16, 2018
Prepared by: Lori Giordano: Recording Secretary

Attendees: Cherilyn Craig, Craig Zisman, Kathy Wiacek, Lori Giordano, Michael Thomas, Wendy Alexander, Beth King, Teresa Howe, Denise DeHardt, Carl Welden, Mary Potratz.
Absentees: Eric Morrow, Amber Billey
Minutes: Motion by Craig to amend and approve, seconded by Beth, passed.
New Business:
1) Meeting called to order at 7:05 pm.
2) Cherilyn brought old Library documents to Ulster Savings to be confidentially shredded. These documents were previously pulled by Craig, Teresa and Beth.
3) The Rosendale Street Festival will be held July 21 & 22. Parking permission at library will be granted again this year for festival workers, as the library will be closed those days. FRL will again have a discounted ad featured.
Correspondence: Cherilyn will email Dave at KOSCO re: recent billing agreement approval.
Old Business:
1) Memorial Day parade participants will meet at 9am at the Tillson Firehouse.
Financial Report:
1) Denise recommends to have separated bank funds for the Capital Reserve, Snyder Money (a 3 year CD), Money Market Fund and a Checking Account.
Director Report:
1) Steve Ladin and Linda Tantillo attended a History Conference at Rosendale Town Hall this month. Bill Brooks Town Historian was also in attendance.
2) MHLS has sent a letter thanking the library for attending and supporting Library Advocacy Day in Albany. Wendy thanks FRL for their contribution to the event.
3) Wendy requests a part time position in the budget to assist the Library Director.
4) Wendy notes that 2 must be on staff at all times for the library to open. Due to vacations some staff members will be scheduled to work more hours than usual.
5) Wendy will not be able to attend the June meeting.
Friends of Rosendale Library Report:
1) FRL recently donated $60 for bus seats transportation to Library Advocacy Day in Albany.
2) Mary states their recent sponsored events have been well attended by the community at the Rosendale Rec Center and at the library. A movie night is planned for October at the Rosendale Theater.
3) Every spring the FRL gives an $800 scholarship to a graduating high school senior for college expenses. Students from Rondout, Kingston, Coleman and New Paltz high schools who live in the Rosendale Library district may apply.
This year’s winner is Rondout senior Joshua Dingman. He will be attending SUNY New Paltz, majoring in Classical Performance on the Alto Sax.
4) The annual library book sale is planned for July.
Physical Plant:
1) Stripes have been repainted in the Library parking lot.
2) Kathy notes a $1500.00 estimate was submitted by Doug Tyler for the basement cleanout. This will include use of a dumpster, generator power, use of cutting tools and 2-3 workers for the task. Motion to accept proposal by Kathy, seconded by Carl, passed.
3) Library has received an energy audit proposal which can be used to seek grants
4) Still seeking further quotes for beam and water remediation work in basement, as 3 quotes are needed before it can be voted on by the board and completed by an authorized company.
Budget and Finance:
1) A meeting to discuss employee salaries will be held on May 23,2018 at 6pm. Cherilyn, Kathy and Craig will be in attendance.
2) Craig was asked to find out more info about the tax cap and cost of living amounts for 2019:
Whereas, the adoption of the 2019 budget for the Rosendale Library may require a tax levy increase that exceeds the tax cap imposed by State Law as outlined in general municipal law Section 3-C adopted in 2011; and Whereas, general municipal law Section 3-C expressly permits the Library Board to override the tax levy limit by a resolution approved by a vote of 60% of qualified Board members; now therefore be it resolved that the Board of Trustees of the Rosendale Library voted and approved to exceed the tax levy limit for 2019 by at least the 60% of the Board of Trustees as required by state law on May 16, 2018. Motion by Craig to adopt and apply the NY Library Associations draft letter re: overriding the 2% tax cap, seconded by Beth, passed.
Bills: A motion to pay bills was made by Carl, seconded by Beth, passed.
Internal Affairs:
External Affairs:
Carl states Assemblyman Kevin Cahill would like to assist the Library with financial assistance in honor of the 60thAnniversary.
Adjournment: Motion to adjourn proposed by Carl, seconded by Michael, passed.
Next meeting: June 20th 2018.


ROSENDALE LIBRARY MEETING BOARD OF TRUSTEES
Date: April 18, 2018
Prepared by: Lori Giordano: Recording Secretary to the Board of Trustees

Attendees : Cherilyn Craig, Craig Zisman, Kathy Wiacek, Lori Giordano, Michael Thomas, Wendy Alexander, Beth King, Teresa Howe, Carl Welden, Denise DeHardt
Absentees: Eric Morrow, Amber Billey
Minutes:  Minutes approved by Carl and seconded by Beth.
New Business:
1) President Cherilyn Craig calls the meeting to order at 7:05.
2) Last months Minutes are handed out for review.
3) The annual Memorial Day Parade will be held on Monday, May 28th. Line up is at 9 am. It was decided the Library Board will wear a T-shirt representing the Library for the occasion. All are encouraged to attend.
4) L&S Energy Services emailed Cherilyn about an NYSERDA energy audit/energy cost reduction plan. Options were shared with the Board. A motion was made to go forward with it by Cherilyn. Beth seconded it. All were in favor.
Financial Report:
1) Treasurer Denise states the FDIC will cover up to $400,000. She recommends opening a Capital Reserve Fund in a Commercial Bank for the Snyder Fund endowment. She recommends Snyder funds should be placed in a CD account for 3-5 years.
2) It's requested that President Cherilyn write a check for over $100,000 to complete this transaction.
3) It was decided in the meeting the Treasurer, Bookkeeper and President will meet before the next meeting to handle this transaction.
4) Teresa hands out the monthly Budget vs. Actuals, Balance Sheet, Check Detail and the M&T Bank checking information to each Board Member.
5) Director Wendy requests a current written report from Eric re: Snyder Funds. Cherilyn will contact Eric for a written opinion on this matter.
6) Bookkeeper Teresa requests a library employee - in addition to her - can collect the money from the copier, document the amount in the petty cash book and prepare it for a bank deposit. Teresa will deposit it into the Library bank account. It shall be counted in the 1st and 15th of the month.
7) Re: Petty cash/cash drawer book. Teresa would like to meet with Wendy soon to set this up and review.
8) Teresa states employees have been asking for direct deposit for their paychecks. There is no additional cost in Quickbooks. She will need to have one of the bank signers SS # on the account. Craig agrees to participate.
9) Cherilyn, Denise and Teresa attended a Financial and Fiduciary Responsibility Workshop for Library Trustees by the MHLS. It was very informative.
10) The audit for the Library by the CPA is expected to begin soon for May 2017.
11) An allocation is needed for the $57k we have in the Reserve Account. It's in Quickbooks as a journal entry on the balance sheet.
12) NYSERS has a new reporting system. Teresa was erroneously issued 2 user ID numbers; NYS having issues with implementation of the new program. She is still working with them to get it resolved.
13) A report was bounced back due to incorrect 2016 numbers. RUPCO provides the Library with funding for 20 years. 2019 will be the last year. Teresa is unsure if they will continue that funding.
14) Re: Paid Family Leave – Teresa is processing the forms.
Director Report:
1) Wendy proposes a plan to contact Tom Collucci for a proposal to insulate, heat and supply hot water in the Library kitchen and bathroom. And determine the cause of the sulfur smell. Currently there is no hot water. It is requested that this work be completed before the end of 2018.
2) Wendy is looking to hire a ¾ time Library Clerk soon. She would like to know the hourly rate of pay and what benefits will be offered.
3) A grant was received from Arts Mid Hudson with artist Jill Obrig – working with kids, parents & grandparents – entitled “Exploring Connections Between Art, History & Children's Literature”.  It occurs on 4 Wednesdays in April. It has been well attended and the artwork will be displayed at the library for all to enjoy.
4) Local Historian/Staffer Linda Tantillo presented a fascinating look at “Voices & Images in Rosendale Library History” on March  28th at the Rec Center. At least 40 attended, including current and former Board Members. Carl Welden and Steve Ladin recorded/taped the event. It was followed by cake and refreshments sponsored by the Friends of the Rosendale Library in honor of the 60th Anniversary of the Library.
Friends of Rosendale Library Report:
1) Librarian Ann Sorrentino introduces Mary Potratz as the new President of the FRL Board. Eileen Hall is Vice President, Jo Ann Reuben is Treasurer and Ann is Recording Secretary.
2) The Annual Library Book Sale will be held on July 28th. It is the week after the Rosendale Street Festival.
3) Ann reports that the FRL email list has 62 members. It includes active members, officers and others who do not attend meetings but help out at other times. It is used for event notices, FRL minutes & notices from MHLS about Advocacy.
4) The Library Supporter Database has 917 names/addresses/phone numbers - 426 of those have email addresses listed. The list was initiated when the Library
expansion vote was defeated in 2006. It does not include all those who have a Library card or all the taxpayers in Rosendale. This list has been used in previous years for the Get Out The Vote Campaign in Aug./Sept.
5) The Rose Window e-newsletter has 601 people signed up. It is used in a separate program called Mail Chimp used to create and send the newsletter on the first of every month. This was begun in 2014 when they moved from a printed newsletter to an e-newsletter. The Rose Window Newsletter is also displayed on the website of the Library.
6) There is also a list of Local History Contacts. Librarian Linda Tantillo compiles this list. It is used as a source to get local historical inquires answered.
Physical Plant:
1) Kathy met with John Hughes to consult about the basement work.
2) Michael of Cornerstone Restoration was mentioned to contact.
3) It was requested that Terry the gardener not plant anything on the berme and reduce what is growing there. It visually blocks drivers view when turning on Main Street.
Budget and Finance:
1)The annual committee meeting to review salaries and benefits will meet at 6 pm on Tuesday, May 22nd.  The information will be presented at the June meeting.
Correspondence:

The Rosendale Street Festival has requested using the library property in the event again this year. It will be held the weekend of July 21st -22nd, when the library will be closed.
Bills:
Kathy made a motion to pay bills. Craig seconded it.
Internal Affairs:
1) Craig, Teresa, Beth, Cherilyn, Eric, Kathy are on the Personnel Committee.
Adjournment:  Motion to adjourn by Carl, seconded by Michael, passed. Next meeting will be held on May 16th.

ROSENDALE LIBRARY MEETING – BOARD OF TRUSTEES
Date: March 21, 2018
Prepared by: Lori Giordano: Recording Secretary to the Board of Trustees

Attendees : Wendy Alexander, Amber Billey, Cherilyn Craig, Denise DeHardt, Lori Giordano,Teresa Howe, Beth King, Jo Ann Reuben, Michael Thomas, Carl Welden, Kathy Wiacek and Craig Zisman.
Absentees: Eric Morrow
President Cherilyn Craig calls the meeting to order.
Minutes:
Motion by Cherilyn to approve amended minutes, seconded by Beth, passed.
Treasurers Report:
1)Denise DeHardt was sworn in as Treasurer before the Board by Cherilyn. All were in favor.
2)Teresa and Denise have reviewed the reconciliation report, checking account and bank statements together.
3)Cherilyn and Craig are currently authorized to sign checks.
4)Library received 2018 budget funds from Town of Rosendale, $307,900.17, and RUPCO, $510.20, totaling $308,410.37. Posted to the General Fund.
5) Teresa contacted CPA Joe Montalto, who agreed a 2017 audit will be conducted instead of 2016. More frequent audits will be conducted.
6) Teresa & Denise will review Snyder Fund investment legalities, with input from Eric.  The General fund will continue in M&T Bank with a separate Reserve Fund and Snyder Fund established in a new commercial bank, with two approved signers.  This would have an improved financial benefit.
7) NYS Pension is moving to a new computer system. Teresa states it has been challenging to receive information.
8) A petty cash ledger will be purchased by Teresa for the Library transactions.
9) Teresa is continuing to work on Paid Family Leave paperwork for the staff.
10) It is recommended by Teresa that Cherilyn contact a staff member concerning salary.   Amy Cote needs her prior pay information before June for the Retirement System payback, and an updated Employee Work Handbook must be completed for 2018.
Library Directors Report:
1) Wendy passed out information about Library Advocacy Day in Albany.
2) She notes the Library has recently been written up in Chronogram magazine and the New Paltz Times about the anniversary this year.
3) Carl will ask for permission from a local photographer to use a recent     library photo for publication. A current Staff photo and a Trustee photo

was recommended to be done this year for record keeping.
4) Wendy recommends that Trustees attend MHLS Financial seminar on 4/10.
5) A grant was received from Arts Mid Hudson. Four classes will be held using this grant at the Library and Rosendale Recreation Center in April.
6)Lori mentions posting program events on the Facebook page “All Things Rosendale”
Friends of Rosendale Library Report:
1) FRL has worked on a memorial for Barbara Morrow. They will acknowledge her in the next (April) Rose Window newsletter.
2) FRL will help promote the ARTS events but they are also hosting an event on the same date.
Librarian Linda Tantillo will be presenting a slide show about the history of the Rosendale Library at the Rosendale Rec Center on March 28th.
All are encouraged to attend other events on April 4,11,18 and 25th.
3) Cindy Eggers has retired as President and Mary Potratz has been elected. New officers will also be elected to the Friends Board.
Correspondence: None
Budget and Finance:
None
Physical Plant:
1)Thom Colucci previously submitted an estimate and architectural drawings for
basement structural work, and B-Dry has now submitted an estimate for the
same issue of repair of wood support beams.  B-Dry also stated there is an issue with the cement block foundation in the Bookcellar, probably moisture related.  Mid-Atlantic has already submitted an estimate for this issue.
More review will be done by Carl and Amber for a future meeting.
2) On March 7th the Library lost power and an alarm was sounded. Carl responded to the Library but SAFECO did not. An appointment will be made with SAFECO to replace the battery for the system alarm as it was determined to be faulty.

3) A new American Flag was purchased and delivered by Trustee Carl Welden for replacement and display at the Library.
Internal Affairs:
1) Cherilyn reports new information will be added to the Essential Documents.
2) Steve Laddin has been hired as a part time non-competitive employee.
3) Beth, Craig and Teresa propose to review boxes of old records and documents at the library on May 5th at 10 am. Beth will find guidelines for shredding of old records and financial documents.

External Affairs: None
Old Business: The Library is in need of a fax machine. Cherilyn states that in October 2015 Barbara Morrow made a motion to purchase a fax machine and one should be purchased in her honor.
New Business:
1) It is proposed that Vice President of the Trustees have a key to the Library.  Cherilyn will email Jacky about returning her binder of Essential Documents.
2) Cherilyn welcomes Denise DeHardt as the new Treasurer to the Board of Trustees. Denise will work with Teresa (Bookkeeper) concerning the financial matters of the Board of Trustees.
3) After a review of qualifications, Carl nominated Amber to fill Jacky's former seat on the Board. Craig seconds it. All were in favor to welcome Amber Billey as a new Trustee to the Board this month.
4) Both Denise and Amber were sworn in at this meeting.
There is still one more Trustee position to be filled.
Bills:  Motion by Craig to pay bills, seconded by Carl, passed.
Adjournment:  Motion by Carl to adjourn, seconded by Beth, passed.

Next meeting will be held on April 18, 2018

ROSENDALE LIBRARY MEETING – BOARD OF TRUSTEES
Date: February 21, 2018
Prepared by: Lori Giordano: Recording Secretary to the Board of Trustees

Attendees : Cherilyn Craig, Craig Zisman, Kathy Wiacek, Lori Giordano, Michael Thomas, Wendy Alexander, Beth King, Teresa Howe, Carl Welden, Eric Morrow.
Absentees: Barbara Morrow
Minutes:  Minutes approved by Carl and seconded by Eric.
New Business:
1) President Cherilyn Craig calls the meeting to order.
2) Cherilyn announces that Trustee Barbara Morrow has passed away on January 28, 2018. She expresses her condolences to Trustee Eric Morrow on behalf of the Board. It was agreed that a memorial article will be created and published in the Rose Window.
3) A motion was made by Cherilyn to participate in the Paid Family Leave Program (not FLMA) for Library employees funded through the Disability policy. Motion unanimously approved.
4) Wendy asked for an explanation in writing of the Snyder Funds from a legal representative. Eric stated he could provide a review.
5) Benefits for new Library employees are discussed. They will be able to receive benefits after working their first quarter of employment.
6) One new employee has been hired recently for part time hours.

Old Business:
1) There is a need for a Treasurer in addition to Teresa’s position as Bookkeeper. Cherilyn recommends considering Denise Dehardt (who is currently a Treasurer of the Rosendale Fire Department).
2) A monthly stipend of $100 is discussed. Eric makes such a motion, Craig seconds, unanimously passed.
Financial Report:
1) The Library budget is now into Quickbooks. Teresa feels Quickbooks Desktop is more efficient.
2) Teresa requests that she be paid weekly. Balance of her hours will be sent to Cherilyn for her approval. This was unanimously approved by the Board of Trustees.
3) Teresa suggests a ledger will be purchased by Sue for financial transactions at the desk area.

Financial Report (cont.):
4) Teresa recommends that the copier funds be collected at least once a month and placed in an envelope for deposit. Cherilyn offers to deposit those funds into the bank. This process will be reviewed again in the March 2018 meeting.
Director Report:
1) Wendy encourages all Trustees to attend the Workshop presented by the Mid Hudson Library Association. She states it is a wealth of information – especially for new Trustees.
2) Wendy has submitted the Annual Report.
3) Wendy requests a review of the Snyder Funds by a Lawyer who specializes in small public Libraries, i.e. what it means in terms of finance.
Eric states he can provide an explanation in writing.
4) Longtime employee Sue Livingston is leaving. Director proposes the need to refill her position with a Library Clerk working Part Time at 17.5 hours weekly.
Friends of Rosendale Library Report:
1) Wendy has requested the Friends freshen up the outdoor sign in honor of the 60th Anniversary of the Library. The Friends ask that Wendy fill out a request form for approval at their next meeting.
2) An event will be held at the Rosendale Youth Center on 2/22, 2/27 and 3/6. It is called Comics and Characters. In addition, they will be providing graphic novels for this event. 
3) There will be a book discussion held at the library in February. “The Secret of 1945” with Barbara Freer.
4) March 28th there will be a presentation by Linda Tantillo at the Rec. Center at 7pm about the history of the Rosendale Library. Cake will be served after the talk.
5) April 14th there will be a Storytelling event at the Rec. Center from 10 am -11:30am for children from 2-6 years old and their parents.
6) There is a deadline of April 13th for the Scholarship provided by the Library for High School students attending college.
Physical Plant:
1) Per Wendy - The hot water heater is in need of replacing as it is over 30 years old. What type will replace it and will it be insulated?
2) Thermostat issues were resolved with KOSCO per Dave Miller.
3) Hot water heater will be removed and KOSCO will bill the Library.
Budget and Finance:Correspondence:
1) The Library is pursuing assistance for an Energy Savings Audit by NYSERDA. The Energy Assessment needs 13 months of utility bills. Dave Miller of KOSCO will provide the fuel consumption information.
Bills:
A motion was made to pay all bills by Carl. It was seconded by Eric.
Internal Affairs:
1) New Employee discussion.

Adjournment:  Motion to adjourn was proposed by Cherilyn and seconded by Carl.

Next meeting will be held on March 21, 2018

ROSENDALE LIBRARY
MEETING – BOARD OF TRUSTEES
JANUARY 24, 2018

Attendees : Cherilyn Craig, Craig Zisman, Kathy Wiacek, Lori Giordano, Michael   
Thomas, Wendy Alexander, Beth King, Teresa Howe, JoAnn Reuben, Carl
Weldon, Eric Morrow
Absentees: Barbara Morrow, Jacky Davis-Soman
Minutes: Motion by Craig to approve December minutes, seconded by Beth, passed.
New Business:
Meeting called to order by the president.  Vice President Jacky Davis-Soman has submitted her resignation as a trustee, which is accepted by the Board.  Trustee Barbara Morrow has been quite ill and hospitalized since November.  Condolences were expressed to JoAnn Reuben on the passing of her mother.  It was agreed that Eric Morrow will act as Financial Officer, and a search for a Treasurer will continue.  Teresa Howe noted the library needs an Employee Handbook for employee guidance and  information, separate from the Trustee Handbook.  
Old Business:
Kathy Wiacek stated she sent library building plans to the company B-Dry so they can submit an estimate for work to be done.  Eric Morrow, Beth King, Michael Thomas and Kathy Wiacek, who were re-elected to the Board in September, took their Oath of Office for their new four year terms.  The Oaths were notarized by Teresa Howe and will be submitted to the County Clerk.   Craig Zisman has picked up file boxes of old documents from the former Treasurer which will be stored in the locked closet in the book cellar for review and disposition.
Financial Report:
After review, financial reports are filed for audit.  As an Operating Reserve Fund policy had been previously approved, Eric Morrow recommends $57,000 would be an appropriate amount for an operating reserve.   He will access Quickbooks for oversight and review of financials.   Teresa Howe noted, as January starts the new budget year, annual letters of employment, salary and benefits will be issued to employees.   She has ordered a ledger to be used by employees for accountability of the cash drawer, which will be locked each night.   Teresa has emailed information to the CPA firm today regarding library audit and will have more information soon.
Director Report:
February 28th is Library Advocacy Day in Albany for the community to get involved and spread the word.   A banner for the 60th Anniversary of the library is now up on the building.   Wendy requests to hire an additional half time employee to work with Linda in the ongoing local history compilation.   Timing is important due to the upcoming anniversary celebration in October 2018.   It was noted the current library location                               
has been in use since 1977.

Hiring request accepted by the president.   Motion to approve made by Eric Morrow, seconded by Carl Weldon.  All trustees in favor, motion approved.


                                                    
       
Friends of Rosendale Library Report:
  JoAnn Reuben noted the Priest family asked for donations be sent to the library in
         memory of Eulalie Priest, who recently passed away; $350.00 has been collected by
         the January meeting and will be added to the Capital Campaign account.   A pole                            banner has been created, purchased and hung outside the library to celebrate the
         60th Anniversary, and commemorative bookmarks were purchased by the FRL to
         distribute to patrons.   The Rosendale Pickle Festival has generously donated $500                    
         to the 60th Anniversary event.   The Friends are also generously willing to participate                 
         in necessary library upgrades from their funds.                                      
  
Correspondence: No correspondence.
Committee -Budget and Finance:
         Tax Cap forms have been filed by Craig Zisman.  Teresa and Cherilyn discussed NYS                       
         Paid Family Leave for employees.  PFL is not mandatory for public entities, but would                       
         cost under $1,000 per year through disability insurance provider.  Eric Morrow makes                     
         motion to provide PFL to library employees, seconded by Craig.   All trustees in                           
         favor, motion approved.
Physical Plant:
Due to severe cold and delivery issues with fuel provider library was out of heat within             
         2 weeks of delivery.   KOSCO will make changes to be sure won’t happen again.   Also              
         discussed removal of non-functioning hot water heater with KOSCO rep, quoted 
         approximately $250 to disconnect and remove.   Cherilyn will confirm tomorrow.  
         KOSCO rep Dave Miller stated they would be willing to donate to the 60th celebration.
         An oral presentation was made by Mr. Mike Eagleson of Mid-Atlantic Waterproofing of
         NJ, Inc, a 53 year old company in 11 states.   He conducted a site inspection of the 
         basement masonry foundation for structural water remediation.   His presentation
         demonstrated their structural and electronic technology, which indicated water present,
         as well as cracks in the cinder block wall.   Before leaving he presented the board with
         his Foundation Inspection Analysis and project cost.   Board discussed need for further
         estimates. 
         Internal Affairs:  
         Annual elections are held to appoint president and vice-president of the Board.   Craig
         nominates Cherilyn Craig for another term as president, seconded by Eric, motion
         passed with all in favor, accepted by Cherilyn.  Eric nominates Beth King for vice-
         president, seconded by Craig, motion passed with all in favor, accepted by Beth.   FRL
         requested to promote search for additional trustee in Rose Window newsletter.                          
Bills:
         Motion by Carl to pay bills, seconded by Beth.
  Adjournment:
Motion by Cherilyn to adjourn, seconded by Michael.
         Next Meeting:  February 21, 2018
         Minutes by Lori Giordano recording secretary

ROSENDALE LIBRARY
MEETING – BOARD OF TRUSTEES
December 20, 2017

Attendees : Cherilyn Craig, Craig Zisman, Kathy Wiacek, Lori Giordano, Michael Thomas, Wendy Alexander, Beth King,Teresa Howe, Cynthia (Cindy) Eggers.
Absentees: Jacky Davis-Soman, Carl Welden, Barbara Morrow, Eric Morrow

Minutes: Cherilyn requests coming to order.
November 2017 meeting notes and agenda were passed out to those attending. Teresa's Budget vs Actuals was also handed out. Minutes approved by Craig and seconded by Beth.
New Business:
1) Wendy requests previous meeting notes be approved by the Board of Trustees before it is posted to the Library website for public viewing. Board discusses the timeliness of some events occurring before the next planned meeting. Will research.
2) Board requests: Closing library staff must be responsible for cash register and it must be locked nightly. Beth suggests and Wendy agrees.
Old Business:
1) There is a Financial Audit pending. Accountant met last spring with former Treasurer. Joe Montalto is mentioned as the Accountant dealing with the control review. Teresa is in contact with him.
2) Last month there was a discussion concerning the Mohonk Preserve Passes. This discussion was tabled until spring to inquire about insurance liability for the the Library.
Craig offered to contact the Mohonk program and look into it further.
Financial Report:
1) Teresa (current bookkeeper) met with former Treasurer/Secretary Nancy Hertzig re: files and to get up to date on current information. Craig offers to transfer Nancy's boxes of documents to the downstairs storage area of Library.
2) She handed out a Treasurers Report to the board.
3) Theresa will discuss Tax Cap reporting with Craig. He will follow up.
4) She will do a QuickBooks update. Retention of 7 years of payroll is required.
5) She will Research FLA policy for employees.
6) Re: tax reporting - will need vouchers submitted for additional end of the year review of paperwork.
Director Report:
1) Wendy (Library Director) attended the Mid Hudson Budget & Finance Conference. She requests that Board Members should attend next year. Stated it was very informative. Cherilyn agrees.
2) A Bullet Aid grant from Senator John Bonacic's office allows for new equipment. The library is looking to hire people for library programs using grant money.
3) Doug Tyler will be contacted after the holidays re: basement clean out.

FRL Report:
1) Cindy Eggers reports In 2018 there will be a 60th Anniversary for the Library.
They are interested in creating/displaying a town banner and a commemorative bookmark.
Upcoming events:
March 28, 2018 @ 7 pm will be a presentation at Rosendale Rec Center by Linda Tantillo.
April 14th – They are offering a parent & child workshop about reading
April 25th – They are hosting a read to your child event
October 23rd – Presenting a film and cake. "Desk Set" - (1957) Starring Spencer Tracy and Katharine Hepburn. A romantic comedy.
Physical Plant:
1) Kathy will contact Mid Atlantic re: Beam Estimate for the basement ceiling. Would like them to attend the Jan. 17th meeting.
B Dry NY (of Wappinger Falls, NY) needs electronic architectural plans sent.
Budget and Finance:
In October 2017 Teresa Howe was hired for the task of Bookkeeper. It was noted that
a trustee cannot be a Treasurer. Cherilyn will contact other libraries about their
Treasurer positions.
Correspondence:
Fuel Oil Prices and companies were reviewed. A contract was signed with Paraco/Kosco on December 13 by Cherilyn Craig. A cleaning is scheduled for March 7, 2018.
Bills:
Kathy makes a motion to pay the bills. Beth seconds it.
Internal Affairs:
1) Kathy, on behalf of the Board of Trustees, will pick up a gift card to present to Nancy Hertzig for her years of service to the Library. Nancy was unable to attend the December meeting due to a previous engagement.
2) Kathy, Michael and Beth were given a printout of the Oath of Office. Within thirty
days of election each trustee must have it notarized, filed with the Town Clerk and
submit the original to the County Clerk. Teresa is a notary and will take care of this
at January meeting. Cherilyn will submit originals to County Clerk when completed.
Adjournment:
Michael makes motion to adjourn, seconded by Craig.

Next meeting is January 17, 2018 at 7 pm.

ROSENDALE LIBRARY
MEETING – BOARD OF TRUSTEES
November 15, 2017

Attendees : Cherilyn Craig, Jacky Davis-Soman, Craig Zisman Kathy Wiacek, Lori Giordano, Michael Thomas, Wendy Alexander, Beth King, Carl Welden, Teresa Howe, Cynthia Eggers
Absentees: Barbara Morrow, Eric Morrow
Minutes: Approved by Craig Zisman and seconded by Beth King.
New Business:
1) Cherilyn welcomes Lori Giordano as Secretary & Teresa Howe as Bookkeeper. Secretary will be paid by monthly voucher and will file a 1099 Tax form. Teresa is a salaried member. They will replace Nancy Hertzig, who is retiring.
2) Cherilyn requested a two drawer file cabinet for Treasurer reports storage.
3) Jacky inquired about the phone upgrade. The answer is No per the computer technician, Bucks vs Bytes.
4) 2018 calendar dates were reviewed. The list will be sent to Wendy to submit to the Mid Hudson Library System.
5)Tom Colucci presented architectural plans and proposal for the repair of the basement and structural support beams in the basement. He left 2 drawings for Board review and a written proposal. Per Wendy they will be kept in the Trustee box.
A Trustee will be contacting other firms for estimates as required by policy.
6) After his presentation, Tom Colucci was recommended by Wendy and approved by the Board to complete smaller repairs at the Library for their current/immediate needs. She has a list of tasks to be completed, preferably in the next month.
Old Business:
The Secretary's Laptop is no longer functioning. It will not be replaced.
Financial Report: Teresa distributed the September and October Budget vs. Actual Balance Sheet to members present. A bank reconciliation sheet from October was also distributed. Insurance billing is over last years cost. Teresa will review the policy for paid family leave for 2018.
Director Report:
1) An upcoming book discussion:"Confessions of a Bar Brat: Growing up in Rosendale by Judith Boggess" will be featured on November 29th at 7pm. It will be held at the Rosendale Community Center with the author.
2) There is a Toys For Tots drop off location and bin inside the Library.
3) There is currently no Youth Advocate Program as the student involved has left the program.
3) Re: Mohonk Preserve Passes. Discussion was tabled until spring to inquire about insurance liability for the Library.
November 2017 Trustee Report page 2

Director Report cont.:
4) Nancy Tuller's knitting is now on display in the Library and during Frozendale. Purchases by the public will benefit "Friends of the Library" programs.
5) The grant was received for book delivery to the homebound.
6) The copier had a service call.
7) Craig mentions infrequency of computer tech support firm billing.
Friends of Rosendale Library Report:
1) In 2018 there will be a 60th Anniversary. Friends want to help with the celebration, any upgrades to the Library and the clean out.
2) They would also like to help with the stairwell base, water seepage repair near the door and anti-mold painting. In addition, they would like to add a shelving unit across the back wall.
3) They will not have a presence at the local Rosendale Pickle Festival but will be at the library for Frozendale on December 9th.
Correspondence: No correspondence.
Committee -Budget and Finance: Teresa Howe was hired for the task of Bookkeeper. Lori Giordano was hired for the task of Board of Trustees Secretary.
Physical Plant:
1) Kosco – is the current provider of oil. Rates have changed. Other oil companies will be contacted by Cherilyn and Kathy will call Johnson Fuel for new rates. Teresa mentioned past delivery dates and amounts paid.
2) A clean-out person is needed to make room for repairs in the basement. The gentleman who does snow removal for the Library was mentioned. Cherilyn will find out more information about the process.
Internal Affairs: Nancy Hertzig has retired as Secretary/Bookkeeper to the Library Board of Trustees. She will be recognized for her years of dedicated service to the Library. She will be unable to attend the December meeting.
Financial Reports: Filed for audit.
Bills: Jacky made a motion to pay bills for the Library. Beth seconded it.
The Board went into Executive session at 9:05 until 9:15 to discuss personnel matter.
Adjournment:
Motion by Craig to adjourn, seconded by Cherilyn.
Next Meeting: Next meeting is December 20, 2017 at 7 pm. Please bring a dessert
to share.


ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
OCTOBER 18, 2017

Attendees : Cherilyn Craig, Jacky Davis-Soman, Craig Zisman, Beth King, Barbara Morrow, Eric Morrow, Michael Thomas, Wendy Alexander, Joann Ruben

Absentees : Carl Welden, Kathy Wiacek

Minutes:
Edit to add Craig to Attendees, and correct Social Security grant to LLSA, Local Library Service
Aid grant.
Motion to approve edited minutes by Eric, seconded by Barbara.

Director Report:
Diane Newlander presents her new program that brings books to housebound people,
Rosendale Library Delivery Service. Diane gave everyone a refrigerator magnet with a phone
number, and will put them on her car doors, and will be the delivery person. A photo of Diane,
along with a press release will be written about the program, and sent to local papers, and Carl
and Andy will put on Library FB page, and will be put in Rose Window. Beth will post with All
Things Rosendale, and the Women’s Club. Everyone applauds this wonderful program.

“Building the Ashokan Reservoir” Program at library on Wed. 10/25.

FRL Report:
The FRL currently have volunteers available to sort books and transport excess to storage unit
recently rented on Route 32. Annual small gift & book sale planned during Frozendale Sat Dec
9 from 10-3, during which Miss Annie will read holiday stories for children. Plans forming to
celebrate Library’s 2018 60th anniversary including purchase of building banners, a program in
March about Women of Rosendale, a special free commemorative bookmark, 2 workshops in
April for parents & children reading together, and a special film screening in October at
Rosendale Theater with birthday cake after. The FRL sponsored book discussion The Same Sky
was well attended this Sunday, and this week is Friends of Libraries Week.

Correspondence:
CDHP renewal for Wendy, Cherilyn said she would fill out paperwork.
A patron complained in letter form that the library isn’t participating in Mohonk Lending Library
Program, where community members can take out a card to access the Preserve.
Wendy said that she chose not to take part in the program because it would take time away
from other duties. The Board asked her to find out from other local libraries how much time it
takes to participate in the program. The Board expressed that they want the library to take part
in this program.

Budget and Finance:
Cherilyn reported back on interview with new Secretary/Bookkeeper candidate, would like to
hire her on 4-month trial basis on current budgeted salary.
Treasurer/ Bookkeeper/Financial Officer roles discussed; Eric said as long as there is
fundamental control, or separation of duties, and that the person who signs checks doesn’t
keep the books. Wendy asked to find what other directors are doing in their libraries about this.
Eric agreed to be Financial Oversight Officer.
Board needs a Secretary to take the minutes, need to hire someone who will print out material
for the meetings, and will take notes at the meeting. About 3-4 hours monthly. Perhaps paid
$12.00 an hour up to $50, FRL said they would see if someone is interested from their group.

Physical Plant:
Kosco- prepay or not, Budget Plan Purchase info to come.
Clean out person needed, Doug Tyler, a current vendor suggested, to make room for repairs.
Colucci will be given go-ahead from Cherilyn to attain specs for the basement job. And then we
will send out for competitive bid.

External Affairs:
No room in Town Hall for our files. Discussion with Director about better community
involvement, supervising Physical Plant issues, library not in compliance with basic core
functionality of fax service & internet speed. Wendy asked to find out about Rondout Valley
School grant partnership with library, what it entails and if benefits library.
Internal Affairs
Purchasing Policy from 2010 for supplies or work is revised and updated: under $500 is at
discretion of the Director, between $500 and $3,000 require the Director consult Treasurer, and
purchases over $3,000 would need to be approved by financial committee and three written
bids obtained.
Motion to accept by Eric, seconded by Craig and voted on unanimously.

Old Business:
Parking lot work complete.

New Business:
2018 Holidays schedule for Nov. Meeting. Need to find better way to inform public of closings
at the Library, complaints that Library was closed for three days in a row on Labor Day
weekend.

Next Board meeting on Wed. November, 15 th.

Bills:
Motion to pay bills made by Eric, seconded by Craig.

Adjournment:
Motion to adjourn by Michael, seconded by Eric.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
SEPTEMBER 20, 2017

Attendees: Cherilyn Craig, Beth King, Wendy Alexander, Michael Thomas, Eric Morrow, Barbara Morrow, Carl Welden, JoAnn Rueben, Kathy Wiacek. Craig Zisman

Absentees: Nancy Hertzig, Jacky Davis

Meeting called to order at 7:20
     In review of minutes: repair of library's laptop by Bucks vs Bytes might be possible, Wendy will contact him.  The category of "other" on the Budget vs Actuals financial report will be addressed to be clearer.  Craig made a motion to approve the edited minutes, seconded by Beth.
     Financial reports read, discussed and filed for audit.

Director’s Report:
     Good budget vote, many thanks to all Staff, Friends and Board who enhance and sustain the library.  Spoke with Mandy, Town Clerk to ask about possible storage space for Library documents there, she will bring up to Town Board.  Discussed with Colucci cellar support, entrance door and cold of west side of our building which he's investigating for repair. NYSLRS Retirement online, new web app for employers.  Rosendale Library, formerly known as "All Saints Chapel" now listed on Wickipedia.org in National Register of Historic Places in Ulster County.

Friends report:
"Books for Baby" is an outreach through local doctor's offices and library staff. New book donation policy initiated. Due to space limitations, asking people to save and donate books only from April to July and again from Oct to Dec. In conjunction with limited space issue, Friends have rented a storage unit.
Friends note that volunteers who normally help with book sorting and moving find the physical aspect of this job difficult.  They are suggesting a paid book donation associate be considered to help with this task of moving books around and out of the library building.  Payment will be through a donation by the Friends.
Wendy states she already does this job. It is the position of the board  that these duties need be to designated to an able bodied person.  Wendy disagrees and cites working space as an issue.  Craig asks Wendy for a clear job description and hours per week utilized for sorting and moving books.

 

      Friends looking ahead to the 60th anniversary of the Library in October of 2018.  New book marks and other commemoritive ideas will be discussed. Barbara adds the idea to show the community the                  movie "Desk Set" at the Rosendale Theater.  Next book discussion will be "The Same Sky" by Amanda Eyre Ward Sunday October 15, 2017.

No Correspondence
Committees:
Budget and Finance:  The 2018 budget passed on Sept 7, with 168 ballots cast, 130 yes, 38 no. One trustee elected/ three re-elected. Discussion of transition from current secretary/ treasurer to new hire. Cherilyn and Beth will be the interview committee for Treasurer/Secretary. Will pursue qualified candidates in addition to the one recommended by our outgoing Treasurer/Secretary if possible.
Physical Plant: Carl will contact the town about how the water & sewer affects the parking lot.  Questions remain about the proposal to replace the main entry door? Will review with Colucci and discuss handicap accommodations.  Discussion about the structural steel support beams.  Crawl space needs to be cleared so it can be accessed by contractor.  Discussed the need for additional bids for substantial projects. Erik made a motion to subjectively accept the 2 repairs.; the structural support for  9,500. and the repair to the main entry door. Acceptance subject to Carl’s further questions of the contractor. Seconded by Barbara. JoAnn noted uneven concrete problematic on sidewalk ramp.
Internal Affairs
External Affairs:  see Wendy ‘s report; JoAnn explains about the official NYS website which is more functional: Retirement on Line.  New treasurer will explore site
      Old Business:   Barbara suggests the LLSA grant be used to                                 update or change the internet connection. Commits to follow                             up with lawyer on Snyder Endowment and working on reporting                     about grants.  Also working on making more attractive donating to                 Friends and the Library.
       (Rose Window lights blinked off at 8:35)
New Business

Eric made motion to pay bills, Craig seconded the motion. Cherilyn made motion to adjourn meeting, Eric seconded the motion.

     

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
AUGUST 23, 2017

Attendees: Cherilyn Craig, Beth King, Wendy Alexander, Michael Thomas, Eric Morrow, Barbara Morrow, Carl Welden, Jacky Davis, Cindy Eggers, Kathy Wiacek

Absentees: Nancy Hertzig, Craig Zisman

Cherilyn called the meeting to order at 7:04

Carl made a motion to approve the minutes, Beth seconded the motion.

To address the Freeman article on the budget’s Unidentified Other, Wendy would like a board member to contact the Freeman reporter. Jackie contends the library director should handle the clarification. Wendy responded she “won’t take the initiative” and after discussion she agreed to do so if a board member “will put it together” she would “forward” the clarification. She gave the reason that she “didn’t want to get it wrong”.

The outcome of said discussion was that Jackie would send a copy of the Budget vs. Actuals as a ‘point of information” to clarify the “other” to the reporter.

Financial Reports: filed for audit

Director’s Report:

  • Acceptance of MHLS Outreach mini-grant for Services for the Aged of $819.00, researched and applied for by library staffer Diane Newlander.
  • Applied Local Library Aid Services grant for $1,625 to the General Fund.
  • Ulster County Youth Advocate Program participant Nicole will be 3-6 mos. in the supported work program.
  • Evening Fall Programs begin
  • Absentee ballots available at the circulation desk from Friday August 18th.
  • Election to do list on white board in the office.

Financials:

  • Vouchers listed and in Nancy’s box for signature by Craig.
  • Board discussing back up for Treasurer/Secretary.
  • Audit not yet completed.
  • Grant Action’s Newsletter-Barbara Morrow volunteered to be in charge of communication.

Friends report:

  • $1,149 raised at the book sale.
  • Friends annual mailing went out on Tuesday.
  • National Friends of Libraries meeting Oct 15-21.
  • Next Friends meeting on September 9th
  • Raffle Tickets drawing on September 12th

Correspondence: NYS Paid Family Leave program

Committees:
Budget and Finance:  Reviewing and confirming budget procedures and tasks

Physical Plant: Parking lot cracks, sealing and coating, pothole repair estimate is $1,200 from Doug Tyler, Board agreed to implement.

Internal Affairs: Barbara is following up the review by lawyers on Snyder Endowment.

External Affairs:  Carl did an excellent job of posting and providing air time for the budget vote.

Old Business:  

  • Re: hole in lawn where the old oil tank was- Vasco will check
  • B. Morrow-interested in Bucks vs. Bytes feedback regarding-Senior Education for Computer Literacy, and assessment of speed, updating modems and functionality from Spectrum. Wendy and Barbara will ask John from Bucks vs Bytes, tech consultant, for a plan.

New Business: 

  • A hard copy of the Rosendale Operating Reserve Policy for orange binders.
  • The Rosendale Public Library Personnel Policy was read by Cherilyn and unanimously approved by the board.
  • Wendy and Cherilyn will collaborate to review the list of Personnel policies that have been documented.
  • The Personnel Committee will meet with Wendy after the budget vote re: the director’s evaluation.
  • B. Morrow is investigating ways to make money, as in facilitating fundraising through the website.
  • Plans to be implemented next year, first a report to the community after the Annual Report to the State is completed.

Barbara made motion to pay bills, Eric seconded the motion.

Eric made motion to adjourn meeting, Barbara seconded the motion.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
JULY 19, 2017

ATTENDEES: Cherilyn Craig, Beth King, Jacky Davis, Kathy Wiacek, Michael Thomas, Carl Welden, Wendy Alexander, Nancy Hertzig, Jo Ann Reuben

ABSENTEES: Eric Morrow, Barbara Morrow, Craig Zisman,

MINUTES: Motion by Carl to approve minutes, seconded by Jacky, passed.
FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. Library closed July 15 for Rosendale Street Festival  
2. IMPORTANT: Rosendale Library Friends (BIG) Book Sale is Sat next (July 22, 10-3) w/ massive quantities of amazing, reasonably-priced goodies of all kinds for all ages---upstairs, downstairs & outside on the lawn....please talk it up & spread the word.....THANKS!
3. "Senate Grants Announced---The end of the NYS legislative session brought good news for MHLS member libraries.  The Senate passed a bill authorizing Special Legislative Grants (also known as Bullet Aid) to member libraries totaling $ 390,000!" (MHLS Bulletin) through Senator John J. Bonacic the Rosendale Library will receive $3000.
4. From MHLS Executive Director Tom Sloan: "The MHLS Board's appropriation of $39,600 is from the MHLS 2017 general operating funds and are available due to everyone's advocacy efforts that support State funding of System General Support Aid."

FRIENDS Book Sale Saturday, July 22, 10-3.  Jo Ann mentioned that  the annual membership letter that will be mailed in late August will include a reminder to vote on September 7 for Trustees and 2018 budget. 

CORRESPONDENCE Insurance Rep confirmed that volunteers and staff are covered when travelling (making occasional delivery) for Library business.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Cherilyn, Eric) Budget Vote Thursday, September 7. Kathy, Michael, Beth, and Eric will be running. They need to have petitions signed. Filled out the Budget Vote Procedure and made assignments. Motion by Jacky to approve proposed 2018 budget, seconded by Beth, passed.
Physical Plant: (Carl, Michael, Eric) Cherilyn has emailed Tom Colucci re work in the basement, yet to get a response                                                                                                Internal Affairs: (Cherilyn, Craig, Kathy, Barbara, Beth) Jacky emailed a copy of the Personnel Policy to review for next meeting. She also included a job description for the Library Director.                                                                                                           External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara) An addition to the Confidentiality Policy to be added to the Trustee Binder
NEW BUSINESSThe Board asked Wendy to purchase 4 new Trustee Handbooks. Nancy will leave a check for the amount.

Next meeting Wednesday, AUGUST 23, 7 PM.
Motion by Carl to pay bills, seconded by Jacky, passed.
Motion by Carl to adjourn, seconded by Jacky, passed.

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
JUNE 21, 2017

ATTENDEES: Cherilyn Craig, Kathy Wiacek, Craig Zisman, Beth King, Eric Morrow, Barbara Morrow, Wendy Alexander, Nancy Hertzig, Diane Newlander, Cindy Eggers

ABSENTEES: Carl Welden, Jacky Davis, Michael Thomas

MINUTES: Motion by Craig to approve minutes, seconded by Barbara, passed as amended.
FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1.  MHLS is offering a new round of Outreach Mini-Grants focusing on supporting improved library services for various target populations including persons who would benefit from homebound library services.  Staff member, Diane Newlander, is currently researching aspects of this service such as need, liability, and current libraries in MHLS who offer this service.  She has been in contact with Ulster County Office for the Aging, and more than a dozen libraries in our system as well as our insurance company.  She has also found a 42 page online “Outreach to Underserved Populations Toolkit” to use as a resource guide.  Diane will attend the board meeting & is happy to answer your questions.
2. New Ulster County Library Association pamphlet '21 Libraries Working for You' at the meeting.

FRIENDS Book Sale July 22, 10-3. On-going digitalization is a work in progress.
CORRESPONDENCE Cherilyn received a letter from Billy Liggan re: Rosendale Street Festival, and the use of the Library grounds for Emergency Vehicle parking, port-a-potty, and bicycle parking – July 15-16. The Library will be closed. 

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Cherilyn, Eric) Budget Committee Meeting Saturday, July 1, 10:00 am, Nancy’s porch.
Physical Plant: (Carl, Michael, Eric) Tom Colucci cleaned out the gutters, and will submit a voucher.  Cherilyn will contact Tom about basement work and the main door.                                                                                                      Internal Affairs: (Cherilyn, Craig, Kathy, Barbara, Beth) Board went into Executive Session at 8:50 and went out at 9:15. Motion by Kathy to approve the Internal Affairs Salary Proposal for 2018, seconded by Barbara, passed.                                                                                                       External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara) Diane Newlander is researching Outreach Grant for delivery to homebound Library patrons.
OLD BUSINESS The audit was discussed. Cherilyn and Nancy will meet Monday to prepare requested paperwork.
NEW BUSINESS

Next meeting Wednesday, JULY 19, 7 PM. August meeting will be August 23.
Motion by Beth to pay bills, seconded by Kathy, passed.
Motion by Cherilyn to adjourn, seconded by Eric, passed.


ROSENDALE LIBRARY

MEETING - BOARD OF TRUSTEES
MAY 17, 2017

Attendees: Kathy Wiacek, Cherilyn Craig, Michael Thomas, Craig Zisman, Barbara & Eric Morrow, Carl Welden, Wendy Alexander, JoAnn Rueben, Mandy Donald, Beth King
Absent: Nancy Hertzig, Jacky Davis-Soman,

Minutes: Motion by Eric to approve minutes, seconded by Carl, passed.
Financial Reports: Filed for audit

Director’s Report: Wendy wants to remind everyone to check out the digitizing of the Rosendale News. Starting process of formalizing with the Hudson Archiving.  Hoping to reach out and contact residents and past residents, especially in light of the Library’s upcoming 60th anniversary.
Wendy requests formal motion to close the library the 16th  of July , 2017. Motion by Carl, seconded by Beth. Unanimously passed by board.
Friends of Library Book sale on Sat. July 22, 2017, 10-3

Friends: Re:Digitizing- Friends will support with monies from 501-C3.
Scholarship awarded to recipient Angela VanPelt from KHS.
Volunteers needed for Book Sale on July 22, 2017

Correspondence: Wendy thanked Toby for book donation.
The American Legion invites the Library to march in the Memorial Parade, Monday, May 29th at 9:00.

Committees:
Budget & Finance (Wendy, Nancy, Craig, Cherilyn, Eric) will meet after June meeting to prepare budget.

Physical Plant: Carl, Michael, Eric) Colucci fixed the hole in the basement wall prior to the rain. He kindly came promptly and repaired the hole without charge. Cherilyn and the Board has committed to Tom Colucci and not an additional handyman. Cherilyn will contact Colucci to ask about further information regarding structural damage in the basement. Wendy may be available to attend. In addition, Cherilyn will ask Colucci to address the front door as previously discussed.
Floyd Craig fixed drippy faucet and Wendy is crossing it off her list.

Internal Affairs: (Cherilyn, Craig, Beth, Barbara, Kathy)-Committee will meet to work on next year’s budgeted personnel hours and salary.

Wendy will talk and meet with possible candidate with thoughts of hiring him in addition to Linda (1/2 time for both) for local history. Internal Affairs will consider this request in the Committee meeting.

External Affairs: Barbara asks about the Annual Report. The error regarding trustee’s oaths has been corrected. Annual Report needs to be read prior to the meeting. Board requests the report to be given to trustees enough in advance of the meeting .

 Barbara offered, when time permits, to create a document listing the replacement value of books donated to the library by type. This document MAY have some useful information for some donors’ tax preparers who itemize such donations.
  
Snyder House, Town Hall and the 1850 House could be tapped for public meeting place.

Barbara attended Cyber Space Security conference. Will propose to MHLS to protect libraries with digital security.

Old Business:

New Business: Mandy, from the Town Board, attended this meeting to notarize the Library Trustees’ Oath of Office and to allow trustees to sign the Book of Oaths. Mandy Donald generously advised that the board can call or email her or her clerk Alexis for questions or postings. Town Clerk is # ext 2.

The operating reserve policy, researched by Beth, was discussed, modified and approved for the library’s specific use. It will be added to Essential Documents in    its final form.

Next Meeting Wednesday, June 21, 2017
Motion by Barbara to pay bills, seconded by Beth.
Motion by Carl to adjourn, seconded by Michael.

 


ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
APRIL 19, 2017

ATTENDEES: Cherilyn Craig, Jacky Davis, Kathy Wiacek, Michael Thomas, Wendy Alexander, Craig Zisman, Beth King, Carl Welden, Cindy Eggers

ABSENTEES: Eric Morrow, Barbara Morrow, Nancy Hertzig

MINUTES: Motion by Craig to approve minutes, seconded by Carl, passed.
FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. Automation Agreement w/ Mid-Hudson Library System
2. Spring Adult Program Series, March 22, Apr 26, May 10
3. Update re Restoration of Library Funding in NYS
4. Revisit 2013 Five Year Plan, includes important issues including physical plant & will be good for new board members to be aware of, sent a copy to Tom Colucci & will bring copies to the mtg.
5. Director extends her appreciation to all for advocating for libraries.
6. Discussion of creating a Historical Society of Rosendale to house, protect and display artifacts. Carl will weigh in with ideas on a self-guided walking tour with signage, an idea discussed between Bill Brooks and other parties regarding promoting Rosendale history.

FRIENDS
Cindy: 1. Scholarships are being reviewed.                                                                              
2. National Library week, newsletter article submitted by Wendy.      
3. Notecards are a rendition of the library.                
4. Will pay Linda to do a series of talks on local history.   
5. Book sale on July 22,  Saturday from10-3.                                      
6. Book Talk will be on April 30th, 2:00. Book title is        
7. Friends want to be instrumental in replacing the crash bar on the door exiting the library.         
8.Questions the status of safety exiting Central Ave. to Main St. (NYS Rt. 213) On going near misses due in part to the street scape. Needs to be addressed to Terry while shrubbery can still be moved. Wendy and Cherilyn have previously asked the town about converting Central Ave. into becoming a one-way street. Another option would be to shave off the corner. Cherilyn will contact the Town again.

 CORRESPONDENCE Wendy sent a card of condolences on behalf of the Rosendale Library for Johann Christoph Arnold of the Bruderhof Community.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Cherilyn, Eric) Still working on documentation for audit. Craig will helpwith financial controls beginning with petty cash.  Work is ongoing to update library polices.
Physical Plant: (Carl, Michael, Eric) Reiterated need for an energy audit done. Wendy and Colucci have had an initial walk through. Board needs to approve projects/repairs. Wendy wants to prioritize structural repairs such as address hole in basement wall where water was pouring in last fall/winter.  Kathy suggests the weight bearing beams in the basement be investigated and addressed if they are compromising the integrity of the building as indicated by General Contractor, Tom Colucci in January 2017. Jackie asks that Wendy take the lead on energy issues, lighting, insulation of windows. Beth suggested that Wendy contact other libraries for this initiative. Wendy agreed but wants to prioritize some of the 2013 checklist items as well as more immediate structural repairs. She wants to seek advice from professionals, possibly including Colucci Construction, newly hired by the Board.  The Board was not in agreement on priority issues nor in agreement with how these issues should be negotiated. The Board approved Colucci Construction, but feel he doesn’t fit the handyman need with Carl citing hourly rates are not in line with handy man repairs. Kathy will look for another candidate to fit the handyman need.

INTERNAL AFFAIRS: (Cherilyn, Craig, Kathy, Barbara, Beth) Cherilyn is distributing polices to be added to trustees’ binders. Cherilyn and Wendy will discuss policies that fall under the Director’s purview, Collection and Public Space and Personal Policy.               External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara) no report

OLD BUSINESS

NEW BUSINESS Memorial Parade with the Trustees and Staff marching.

Next meeting Wednesday, MAY 17, 7 PM.
Motion by Jacky to pay bills, seconded by Michael, passed.
Motion by Craig to adjourn, seconded by Beth, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
FEBRUARY 15, 2017

ATTENDEES: Kathy Wiacek, Michael Thomas, Wendy Alexander, Craig Zisman, Nancy Hertzig, Beth King, Eric Morrow, Barbara Morrow, Cindy Eggers, Jacky Davis-Soman

ABSENTEES: Cherilyn Craig, Carl Welden

MINUTES: Motion by Craig to approve minutes, seconded by Eric, passed.
FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. Along w/ Library Lobby Day be aware of the "Library Value Calculator", a cool way to determine how much $ is saved when using public libraries.... at the circ desk, we have posted pictures of local library lovers who took the survey, discovered their savings, & had pictures taken w/ how much was saved.
2. On Jan 31, between 11:30 & 2:30 (actually 1:30 w/ snow closing) the library served as a site for annual RUPCO survey of library users re homelessness for HUD....was one respondent even w/ weather limitations.
3. Moving ahead w/ Fire Marshall's report recommendations, have a mtg w/ Fire Marshall, Dave Massimi, next Thurs 2/16, 12:30....meanwhile, we need help moving the circular pamphlet rack from the vestibule area to the front end, Rose Window wall, of adult non-fiction stacks.
4. Another project for physical-plant-to-do list: replace current windows in original chapel cellar space w/ highly insulated ones to minimize cold air from seeping in & to save heat & energy.... 

FRIENDS Book discussion February 26. Origami program very popular. Deadline for scholarship essay is April 7, and the recipient will be notified by May 10. National Library Week is in April. Wendy will do a write-up for the newsletter.

CORRESPONDENCE
COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Cherilyn, Eric) Tax checks received from the Town of Rosendale.
Physical Plant: (Carl, Michael, Eric) Preliminary discussion of need for an energy audit done.
Internal Affairs: (Cherilyn, Craig, Kathy, Barbara, Beth) Cherilyn is preparing letters for the staff re additional personal days, etc. Barbara will speak to the lawyer about the Snyder money and any restrictions there may or may not be. Please review the policies re Operating Reserve that Beth supplied, to be discussed at March meeting. A date needs to be set in the near future for the Director’s performance review, followed by the staff reviews. The Board questioned Wendy about why the fax machine is still not operational.
External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara) no report

OLD BUSINESS

NEW BUSINESS Annual report reviewed and approved by the Board.

Next meeting Wednesday, MARCH 15, 7 PM.
Motion by Barbara to pay bills, seconded by Eric, passed.
Motion by Craig to adjourn, seconded by Kathy, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
JANUARY 18, 2017

ATTENDEES: Cherilyn Craig, Kathy Wiacek, Michael Thomas, Eric Morrow, Wendy Alexander, Craig Zisman, Nancy Hertzig, Beth King, Jo Ann Reuben, Carl Welden, Jacky Davis-Soman

ABSENTEES: Barbara Morrow

MINUTES: Motion by Craig to approve minutes, seconded by Carl, passed.
FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. Remember lobbying Albany & see forwarded email re [NYLINE] Testimony-- Dec 13 Assembly Hearing re Libraries.
2. New 1/2 time person will begin Sierra (circ system) training & RL details starting Jan Mon 23 & Tue 24, continuing til we/she are confident of her knowledge then she'll switch to Weds & Fri where we need to bolster staffing.
3. Local History update, see Ros News Project email to follow from Linda Tantillo, L H Coordinator.......
4. Fire Marshall's formal report has not yet arrived but he made it clear the day of his visit that one of the violations that needs attention is removing books stored on highest upper shelves in office & copier rm....we've begun work on this & will continue til complete.  As I understand it, when we receive the report, we have 30 days to comply.

FRIENDS Book discussion The Storied Life of A.J. Fikry February 26. Origami Art Class for youth February 3, 10, 17, and then a reception February 23, 6-7. Encourage all to participate in Library Advocacy Day in Albany on March 1. The Japanese Lover book discussion for April.

CORRESPONDENCE
COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Cherilyn, Eric) Motion by Eric to accept the proposal for the financial audit, seconded by Carl, passed. Motion by Beth to adopt an Operating Reserve Policy for the Rosendale Library essential documents, seconded by Craig, passed. Beth will research and prepare something for the February meeting.
Physical Plant: (Carl, Michael, Eric) Organization and clean out of basement complete. Thank you to Carl and Beth! More work needs to be done in the basement re: rotting beams. The hole in the wall will wait until the Spring thaw to determine true cause. The Board has concluded that the Library needs a contact for physical plant needs.
Internal Affairs: (Cherilyn, Craig, Kathy, Barbara, Beth) Performance reviews need to be scheduled starting late February, after completion of the Annual Report. Motion by Eric to add another personal day for each employee, seconded by Jacky, passed.
External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara)

OLD BUSINESS

NEW BUSINESS Nomination of Cherilyn for President by Craig, seconded by Kathy, passed. Nomination of Jacky for Vice President by Kathy, seconded by Eric, passed. Both nominations were accepted.

Next meeting Wednesday, FEBRUARY 15, 7 PM.
Motion by Craig to pay bills, seconded by Jacky, passed.
Board went into Executive Session at 9:10 and came out at 9:40.
Motion by Eric to create a policy for payout of accumulated sick days of 50%, vacation and personal days, prorated, upon retirement, seconded by Craig, passed. The policy will address particulars related to accrued and unused benefit time, to be determined by the committee.
Motion by Carl to adjourn, seconded by Cherilyn, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
DECEMBER 14, 2016

ATTENDEES: Cherilyn Craig, Kathy Wiacek, Michael Thomas, Eric Morrow, Wendy Alexander, Craig Zisman, Nancy Hertzig, Beth King, Cindy Eggers, Carl Welden, Jacky Davis-Soman

ABSENTEES: Jacky Davis-Soman, Barbara Morrow

MINUTES: Motion by to approve minutes, seconded by, passed.
FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. On 11-28-16, alerted Library Board officers & JoAnn Reuben, FRL treasurer, upon receiving hand-delivered response letter from the Community Foundation. 

2.  Volunteers, Staff & Friends make finishing touches here for Frozendale 2016..... Library will celebrate from 10-3 on Sat 12-10-16 starting w/ Holiday stories for Children from 10-10:30, here plus Gift Basket Raffles, BookCellar & Booktique sales including talented library friend Nancy Tuller's cosy, colorful hand-made baby quilts, dolls, knitted scarves, hats, mittens, blankets & more......Main St is alive w/ fun all day & @ 4pm join the parade from TRANSnDANCEnDRUM to the lighting ceremony @ the Library w/ Carl Welden "Light Facilitator"....

FRIENDS

CORRESPONDENCE
COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Cherilyn, Eric)  no report
Physical Plant: (Carl, Michael, Eric)
Internal Affairs: (Cherilyn, Craig, Kathy, Barbara, Beth)
External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara)

OLD BUSINESS

NEW BUSINESS

Next meeting Wednesday, JANUARY 18, 7 PM.
Motion by to pay bills, seconded by, passed.
Motion by to adjourn, seconded by, passed.

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
NOVEMBER 16, 2016

ATTENDEES: Cherilyn Craig, Kathy Wiacek, Michael Thomas, Eric Morrow, Wendy Alexander, Craig Zisman, Nancy Hertzig, Beth King, Cindy Eggers, Carl Welden, Jacky Davis-Soman

ABSENTEES: Jacky Davis-Soman, Barbara Morrow

MINUTES: Motion by Carl to approve minutes, seconded by Craig, passed.
FINANCIAL REPORTS: filed for audit
Eric received an estimate from the Accountant, but it needs some adjustment. Hoping to have audit done by the end of the year.

DIRECTOR’S REPORT:
1. Will need the 2017 calendar of Library closings as determined by the board soon since MHLS needs to input same from each lib in the sierra circulation system going forward.
2. "Library trustees association of NYS" newsletter articles from NYS librarian & article re open meetings, at the mtg. & will hand around newsletter so if any of you are not receiving it, you'll have the contact info.
3. Expect a letter from KOSCO re the furnace room which needs to be emptied of everything that's not the furnace because it's "unsafe & against fire codes " & pls decide how, who & how soon this will be completed & communicate w/ them about it.  this reminder comes after a KOSCO service call here where the tech nearly fell down due to the 'stuff' in the space.
4. John Gunther, BVB, is wiring up the cellar for connection w/ rose window hp computer so in the new year, we can start offering that service....

FRIENDS greatly appreciated the refreshments at the meeting. Frozendale December 10. Accepting donations of new or gently used items for sale, no earlier than December 5 through December 9.

CORRESPONDENCE
COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Cherilyn, Eric)  no report
Physical Plant: (Carl, Michael, Eric) Kathy will make calls to find someone to fix the hole in the basement wall and to clean out the basement. 01-11-16 Motion by Craig to have Safeco upgrade 2 low temperature sensors in accordance with their recommendation, up to $800, seconded by Carl, passed.
Internal Affairs: (Cherilyn, Craig, Kathy, Barbara, Beth) Motion to approve the 2017 Library closings as follows, seconded by Eric:
Jan 2, Jan 16, MLK day, Feb 20 President's Day, May 27-29 Mem Day, July 4, Sept 2-4 Labor Day, October 9 Columbus Day, Nov 11 Veterans, Nov 23-25 Thanksgiving, Dec 23-25 Christmas, December 30
External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara)

OLD BUSINESS MHLS does not see a need to change security codes.

NEW BUSINESS

Next meeting Wednesday, DECEMBER 14, 7 PM.
Motion by Eric to pay bills, seconded by Carl, passed.
Motion by Eric to adjourn, seconded by Carl, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
OCTOBER 19, 2016

ATTENDEES: Cherilyn Craig, Jacky Davis-Soman, Carl Welden, Kathy Wiacek, Michael Thomas, Wendy Alexander, Craig Zisman, Nancy Hertzig, Beth King,
Jo Ann Reuben

ABSENTEES: Barbara Morrow, Eric Morrow

MINUTES: Motion by Craig to approve minutes, seconded by Craig, passed.
FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. To do: delivery drivers on MHLS routes 3 & 5, need for change of alarm code here. Wendy will call Safeco to update.
2. Received $5000 check from special legislative grant in aid which can be used for heating system, underground oil tank removal, programs, etc.
3. Safeco proposal to replace low temp sensors (copier room & cellar furnace room) needs approval.
4. NYLA letter requesting donation to the NYLA defense fund, info to follow....
5. October 16-22, 2016, 11th annual national friends of libraries week

FRIENDS Frozendale 12/10 Friends will have the following up for raffle: Jazz cd’s gift basket, Mexican food gift basket, Pets gift basket. Looking to add more members to the group.           

CORRESPONDENCE Received a letter from the Town re fire inspection due. The cost is $75. Wendy will call and schedule an appointment.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Cherilyn, Eric) no report
Physical Plant: (Carl, Michael, Eric) Oil tank safely taken care of, with no contamination. We received a certificate to keep on file. Carl will be helping Frozendale with lighting of the tree outside in the front of the Library. Discussion of replacing the door and making it more handicapped friendly.
Internal Affairs: (Cherilyn, Craig, Kathy, Barbara, Beth) Discussion of Personnel Committee meeting with Wendy to discuss retirement.
External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara) Jacky wrote a letter to the Bluestone Press, expressing thanks for the Friends, and mentioning when and where they meet.

OLD BUSINESS Cherilyn, Barbara, and Carl attended the UCLA dinner where they heard the Library Director from Red Hook peaker emphasizing the importance of community engagement. Wendy continues to refuse to facilitate the use of a fax machine at the Library in spite of the fact that the Board discussed and approved the need for and purchase of a fax machine at the Library.

NEW BUSINESS Please look over the calendars to vote on the paid holidays in November.

Next meeting Wednesday, NOVEMBER 16, 7 PM.
Motion by Carl to pay bills, seconded by Cherilyn, passed.
Motion by Cherilyn to adjourn, seconded by Jacky, passed.


ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
SEPTEMBER 21, 2016

ATTENDEES: Cherilyn Craig, Jacky Davis-Soman, Carl Welden, Kathy Wiacek, Michael Thomas, Barbara Morrow, Eric Morrow, Nancy Hertzig, Beth King,
Cindy Eggers

ABSENTEES: Wendy Alexander, Craig Zisman

MINUTES: Motion by Kathy to approve minutes, seconded by Jacky, passed.
FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT: The Director is on vacation and sent a memo to the Board about updating policies.

FRIENDS Raffle Tuesday, Sept 27. Last chance to buy raffle tickets. October 2 - Book Club reading the “The Book That Matters Most,” by Anne Hood, who will be in attendance via Skype

CORRESPONDENCE

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Cherilyn, Eric) Budget passed, and Barbara and Eric both elected. Cherilyn mentioned the need to update budget vote procedure files in Board drawer, and that retention of voting records needs to be investigated. Thanks to Board Secretary for updating and submitting two new versions of necessary budget procedure forms, which will be filed with original budget documents.
Physical Plant: (Carl, Michael, Eric)
1.After speaking with Bob Gallagher from the Highway Department, and Terry Rowen, the gardener, the Board has decided to hire Terry to transplant obstructive shrubbery in order to deal with the concerns of the Highway Department.
2.Cherilyn presented 3 vetted estimates for the oil tank remediation. 01-09-16 Motion by Carl to enlist the services of VAZ-CO to do a clean professional abandonment process, as is the standard in the industry, at the estimated cost of $1150, seconded by Barbara, passed unanimously.
Internal Affairs: (Cherilyn, Craig, Kathy, Barbara) The Board ratified the document articulating the Internal Conflict of Interest Policy. Other policies submitted for review will be further edited and submitted at the next meeting.
External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara) Jacky wrote a letter to Senator Bonacic, thanking him for his support, and also a press release printed in the Blue Stone Press.

OLD BUSINESS Cherilyn, Carl, and Barbara are planning to attend the UCLA dinner Tuesday, September 27.

NEW BUSINESS Motion by Carl to appoint Beth King to take the trustee position vacated by Karen Burchell 1/1/16-12/31/19, second by Barbara, approved. After discussion the Board has decided to create a personnel committee consisting of Carl, Jacky, Beth, and Eric. They will meet Saturday, October 1 at 11:00.

Next meeting Wednesday, OCTOBER 19, 7 PM.
Motion by Jacky to pay bills, seconded by Carl, passed.
Motion by Kathy to adjourn, seconded by Jacky, passed.


ROSENDALE LIBRARY

MEETING - BOARD OF TRUSTEES
AUGUST 17, 2016

ATTENDEES: Cherilyn Craig, Craig Zisman, Jacky Davis-Soman, Carl Welden, Kathy Wiacek, Michael Thomas, Nancy Hertzig, Wendy Alexander, Jo Ann Reuben, Rebecca and Beth, guests

ABSENTEES: Barbara Morrow, Eric Morrow

MINUTES: Motion by Carl to approve minutes, seconded by Craig, passed.
FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. 2 external policies to be read and voted on at the meeting: ALA Freedom to Read  & Freedom to View. We need to check our policies to make sure that we are in compliance.
2. Library parking lot upgrade with Doug Tyler will patch crevices, resurface, and repaint needed ASAP. Carl will call Don Hasenflue and Cherilyn will call Doug to get more information.
3. Receiving lots of book donations for 8/27 sale…Any board members who can help the Friends, please sign up.
4. Written letter composed and provided to employee retiring from full time employment, and returning as a part time employee.
5. Wendy will be away for 2 weeks next month and will miss board meeting

FRIENDS Mailed out annual membership letter.  Raffle tickets for scholarships on sale. Great prizes. Next meeting Saturday, September 10, at 10 AM.

CORRESPONDENCE Formal letter of recognition sent to retiring employee. UCLA Annual Dinner, Tuesday, September 27, 6-9, at Garvan’s on Huguenot St. RSVP by September 19. Jacky will write a thank you note to Bonacic and a press release. She will clarify details with MHLS.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Cherilyn, Eric) Budget Vote Procedure
Physical Plant:  (Carl, Michael, Eric) Cherilyn and Carl will make calls to handy people for general work around the library. Carl will pursue rerouting of AC draining.
Internal Affairs: (Cherilyn, Craig, Kathy, Barbara) Craig presented a Conflict of Interest Policy and Kathy presented Code of Conduct Policy and Ethical Guidelines for trustees to read over for September meeting. Jacky will email Continuing Ed and Meeting Procedures to be read and discussed. Cherilyn will work with Wendy in discussing a part-time new hire for 2017.
External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara) no report

OLD BUSINESS Cherilyn made calls about the oil tank removal and is waiting for estimates.

NEW BUSINESS

Next meeting Wednesday, SEPTEMBER 21, 7 PM.

Motion by Cherilyn to pay bills, seconded Carl by, passed.
The Board went into Executive Session at 9:08 and came out at 9;21
Motion by Carl to adjourn, seconded by Michael, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
JULY 13, 2016

ATTENDEES: Cherilyn Craig, Craig Zisman, Carl Welden, Kathy Wiacek, Eric Morrow by phone proxy, Nancy Hertzig, Wendy Alexander, Cindy Eggers

ABSENTEES: Jacky Davis-Soman, Barbara Morrow, Michael Thomas

MINUTES: Motion by Carl to approve minutes, seconded by Kathy, passed.
FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. Grants action newsletter & NYS grants reform bulletin: "All not-for-profit applicants must now pre-qualify on the NYS grants reform website at grantsreform.ny.gov/grantees in order to apply for certain NYS grant solicitations.  Potential not-for-profit applicants are strongly encouraged to begin the process of registering & pre-qualifying immediately as this is a lengthy process…
2. Letter (7/5/16) from Sen Bonacic re Rosendale Library receiving $5000 next round of bullet aid funding directed specifically to purchase equipment or enhance lib programs and not for payroll.
3. Summer Reading Club off and running
4. A DOT Highway maintenance crew removed large, dead tree branch overhanging sidewalk. Wendy will call Cherilyn about who to speak to about the entire rotten tree being removed.

FRIENDS Raffle tickets are for sale, $5 each, drawing September 27. The last 3 weeks of September, Food for Fines. Bring a donation of food in lieu of fines. Supporter letter going out end of August.

CORRESPONDENCE

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Cherilyn, Eric) Motion by Cherilyn to approve the proposed budget for 2017, seconded by Carl, passed.
Physical Plant:  (Carl, Michael, Eric) Assessment of basement work. Carl spoke to several people about handyperson. He will get rates. Carl received a call about water in the basement. He thinks it is from the AC. Cherilyn will call and get estimates for care of the empty fuel tank.
Internal Affairs: (Cherilyn, Craig, Kathy, Barbara) Discussed personnel inquiry.
External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara) no report

OLD BUSINESS

NEW BUSINESS Budget Vote September 1, 2016. Absentee ballots can be given out starting August 12. Carl will provide the ballots.

Next meeting Wednesday, AUGUST 17, 7 PM.

Motion by Craig to pay bills, seconded by Carl, passed.
Motion by Carl to adjourn, seconded by Kathy, passed.


ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
JUNE 15, 2016

ATTENDEES: Craig Zisman, Eric Morrow, Jacky Davis-Soman, Carl Welden, Michael Thomas, Nancy Hertzig, Wendy Alexander, Friend Jo Ann Reuben

ABSENTEES: Cherilyn Craig, Kathy Wiacek, Barbara Morrow

MINUTES: Motion Carl by to accept minutes, seconded by Eric, passed. Jacky will follow up with March Gallagher. Wendy will write an email to Jacky regarding the intersection problem, and then Jacky will forward it to Bob Gallagher.
FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. Good representation of the Rosendale Library in the Memorial Day parade
2. Grants:
 # 1 Have a call in to Rebekkah Smith Aldrich, MHLS, re Bonacic State grant rejection (heating system upgrade) as a 'member item. Jacky will follow up with Rebekkah.
 # 2  MHLS Action Memo # 16-02 "Construction Needs Update &  Intent to Apply in Next Construction Grant Cycle"  certain parts of the grant app need to be completed even though we're not applying at this time.
3. Old Cellar Project : We need help with the basement project. Carl will help to assess & determine what needs to be kept or weeded so space can be better organized.
4. Small tree directly in front of library building face has died & needs removal.
5. Kudos on the lighted Rose Window. Wendy will contact Toby Eisman to tell her the good news.
6. New brochures re Lyme Disease & other tick-borne illnesses available.
7. Internal Affairs info requested will be available next Tue 6/14.

FRIENDS are accepting book donations again. Saturday, August 27, 10-3 is the Summer Book Sale. Event page on Facebook created by Andy.

CORRESPONDENCE

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Cherilyn, Eric) Thursday, June 30, 7:00 Budget Meeting at Nancy’s house.
Physical Plant:  (Carl, Michael, Eric) Waiting to hear about tank removal.
Internal Affairs: (Cherilyn, Craig, Kathy, Barbara) Motion by Eric to add Jacky as a signer on the Library accounts, seconded by Craig, passed. Executive Session
External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara) Great showing at the parade

OLD BUSINESS

NEW BUSINESS
Next meeting Wednesday, JULY 13, 7 PM.

JULY MEETING CHANGED TO SECOND WEDNESDAY, JULY 13
The Board went into Executive Session at 8:35 and came out at 9:25.
Motion by Craig that Library employees going from full time to part time will retain all benefit hours (personal, sick, & vacation) accrued, seconded by Carl, passed.
Motion by Craig to pay bills, seconded by Jacky, passed.
Motion by Carl to adjourn, seconded by Craig, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
MAY 18, 2016

ATTENDEES: Cherilyn Craig, Craig Zisman, Kathy Wiacek, Eric Morrow, Jacky Davis-Soman, Carl Welden, Nancy Hertzig, Friend Cindy Eggers, Guest March Gallagher

ABSENTEES: Michael Thomas, Barbara Morrow, Wendy Alexander

MINUTES: Motion by Cherilyn to accept minutes, seconded by Kathy, passed.
FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. Inground oil tank needs removal/proper closure. Thanks to Jacky for taking the lead in grant writing application.
2. MHLS Board of Trustees agreed to appropriate nearly $40,000 to pay each member library's 2016 Sierra Capital fee of $600. Each member library should include a planned payment in 2017 Budget.  
3. 2 exams proctors in the last week

FRIENDS Alex Belikov is the winner of this year’s scholarship. Raffle- Tickets ($5ea.) will be available this week.  We will sell them until the end of Sept. Thanks to Barbara Piombino for securing our prizes this year and thanks to our Rosendale Local businesses for being so generous. Prizes:  Overnight at The 1850s House, including breakfast; Dinner for 2 at the Bywater Bistro; 1 year membership to Rosendale Theatre; 1 month class at Rosendale School of Arts.

CORRESPONDENCE
1. Letter from John Hughes regarding intersection at Main St. He suggests that we
send a brief description to Highway Superintendent Bob Gallagher, specifically from the Library Board - He, no doubt, already has concerns about it. We should cc him on that, and he will pursue the right contact at NYSDOT to send the concern to, plus his own reinforcement of the concern.
2. Cherilyn placed files in the Board drawer for Accountant and Lawyer letters.
3. Cherilyn received a letter of resignation from Trustee, Karen Burchell.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Cherilyn, Eric) ) Eric needs to contact MHLS one more time before finalizing audit. 
Physical Plant:  (Carl, Michael, Eric) Jacky spoke to electrician, Ben Talutto about lighting of the Rose Window.
Internal Affairs: (Cherilyn, Craig, Kathy, Barbara) Personnel Committee meeting May 25, 5:30. 
External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara) no report

OLD BUSINESS Kathy will call the Town to determine the process that we need to do about the old oil tank.  

NEW BUSINESS The Board discussed compiling a list of local contractors who can address physical plant needs, who can be available. Please think of people that we might include.

Next meeting Wednesday, June 15, 7 pm.

JULY MEETING CHANGED TO SECOND WEDNESDAY, JULY 13

Motion by Jacky to pay bills, seconded by Eric, passed.
Motion by Carl to adjourn, seconded by Eric, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
APRIL 20, 2016

ATTENDEES: Cherilyn Craig, Michael Thomas, Kathy Wiacek, Eric Morrow, Wendy Alexander, Jacky Davis-Soman, Barbara Morrow, Craig Zisman, Nancy Hertzig,
JoAnn Reuben

ABSENTEES: Carl Welden, Karen Burchell

MINUTES: Minutes reviewed.
FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT: 1. Will the board be making decisions soon about finances for the physical plant upgrades list (not to mention the audit)?  In no particular order, is the boiler, outside in-ground oil tanks clean-up, new indoor oil tank, cellar windows.  If we know how much we have to spend this year, we can actively work on most-to-least-pressing now & continue next year.....such information can also guide some part of the 2017 budget & will be useful to know when considering the Snyder $$$ & whether to commit to the Community Foundation.
2. See new larger shelf unit between West-facing windows built & installed by Eric Friedman & paid for by the Friends of the Rosendale Library.  Most of the space will be used for local history compilation binders that Linda Tantillo, our staff local history expert, has been collecting since 2002. Bottom shelf will be used for book donations pending for sale &/or waiting for assessment.
3. Evan Pritchard's book, "Bird Medicine", was featured at Wed 4/13 program w/ beautiful slides, Native American lore & issues of environmental concern that informed a curious group of 20.  He's a popular presenter here & some of his other books include "Native New Yorkers" & "No Word for Time".
     Next month's free program Wed 5/11, 7 pm, "Vladimir Nabokov & Insect Mimicry: The Artist as Scientist", is a slide/lecture through a grant from NY Council for the Humanities w/ Public Scholar & author Victoria N. Alexander.  This grant is in collaboration w/ the National Endowment for the Humanities & facilitated by Sue Horowitz, adult programmer on staff.  All welcome...
4. WA on vacation from 5/15-30...

FRIENDS Executive Committee disclosed any potential Conflict of Interest, and removed themselves from voting. Student scholarships will be announced by May 5. Paid for new shelving unit in office. Next meeting May 14, 10 a.m.

CORRESPONDENCE

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn, Eric) Eric has info from MHLS which he is delving into, after which he will contact the accountant re the audit.
Physical Plant:  (Carl, Michael, Eric) Eric will call Glennon Locksmith to schedule a walk through with Carl to discuss needs of the Library. Jacky will call another electrician to take care of the lighting for the Rose Window, since the electrician has not returned calls.
Internal Affairs: (Karen, Cherilyn, Craig, Kathy, Jacky, Barbara) Barbara and Eric attended the MHLS briefing on the Open Meeting and Privacy Laws that pertain to libraries. They plan to present a summary and proposed draft.  They believe we are in compliance. They will look into cyber insurance for the library. Any committee meetings that do not involve specific personnel issues, need to be posted. Personnel committee meeting Wednesday, May 4, 5:30 pm. All good with the trustees swearing in.
External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara) no report

OLD BUSINESS
NEW BUSINESS Whereas, the adoption of the 2017 budget for the Rosendale Library may require a tax levy increase that exceeds the tax cap imposed by State Law as outlined in general municipal law Section 3-C adopted in 2011; and Whereas, general municipal law Section 3-C expressly permits the Library Board to override the tax levy limit by a resolution approved by a vote of 60% of qualified Board members; now therefore be it resolved that the Board of Trustees of the Rosendale Library voted and approved to exceed the tax levy limit for 2015 by at least the 60% of the Board of Trustees as required by state law on April 15, 2015. Motion by Eric to adopt and apply the NY Library Association’s draft letter re: overriding the 2% tax cap, seconded by Craig, passed.

Next meeting Wednesday, May 18, 7 pm.
Motion by Kathy to pay bills, seconded by Barbara, passed.
Motion by Jacky to adjourn, seconded by Cherilyn, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
MARCH 16, 2016

ATTENDEES: Cherilyn Craig, Craig Zisman, Michael Thomas, Kathy Wiacek, Eric Morrow, Wendy Alexander, Jacky Davis-Soman,  Barbara Morrow, Carl Welden, Nancy Hertzig, JoAnn Reuben

ABSENTEES: Karen Burchell

MINUTES: Motion by Cherilyn to accept minutes, seconded by Eric, passed.
FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. Re ANDREW J. SNYDER files, found in cellar, now in upstairs office filing cabinet drawer labeled [BOARD](in front of other files) available for your use & remains on library premises.
2. FYI Rosendale Library Special District 'began' Jan 1, 1988.  Charter granted May 18, 1989.
3. Of special interest to library boards, MHLS is offering "Open Mtgs Law & Freedom of Info Law" Workshop Wed 3/23, 6-8 pm @ MHLS Auditorium, Pkp.  If interested, pls register in advance: http://calendar.midhudson.org
4. Our first free program of the Spring season was offered Wed 3/9/16, 7 pm w/ local author Mark Morganstern reading selections from 'Jump', a work in progress.....interesting evening w/ 26 people in attendance.
5. Recent updates for executive session: personnel & budget.

 

FRIENDS
1. April 17th Book Discussion group The Sand Castle Girls.
2. Book Sale August 13, 10-3.
3.Scholarship applications are out.
4.Not taking book donations for the duration of road work project. Word will be put out on various websites, social media, etc.
CORRESPONDENCE

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn, Eric) Discussion of budget and personnel issues. Lyn Churchill is no longer dealing with our accounts, but Joseph Montalio is. He feels that we should clarify exactly what MHLS recommends for the audit.

Physical Plant:  (Carl, Michael, Eric)
1.Safeco is going to add on a temperature alarm monitor to detect any problems with unuasually low temperatures. We will receive a proposal for necessary work. The hot water heater will be downsized. Kathy and Cherilyn will contact KOSCO and Charlie DeFraia re: new hot water heater, and run it by Carl. Discussion of replacement of the oil tank.
2.Andy has taken on the virtual plant (Facebook), and is doing a great job.
3.JoAnn asked about sealing the basement floor to get rid of the cement dust. Carl mentioned an epoxy specifically for this.
4.There will be road work on Main St from April – July. There will be an informational meeting April 6 at the Town Hall.
5.Carl and Sue Horowitz talked about using a technology grant to purchase equipment for programs.

Internal Affairs: (Karen, Cherilyn, Craig, Kathy, Barbara) March 21, 9:00 a.m. meeting to work on policies. Oath of Office – Everyone needs to go to Town Hall to sign again. Please tell Nancy the date that you signed.

External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara) Barbara asked someone from Skytop Strategies to come in and talk about computer security issues, perhaps before the April meeting.

OLD BUSINESS Barbara discussed Advocacy Day and the need to follow up. JoAnn received a letter from MHLS with encouragement from Advocacy Day.
NEW BUSINESS Motion by Eric to authorize Cherilyn and Nancy setting up a credit card through M&T Bank with a limit of $1000 for ongoing expenses like Quickbooks, seconded by Craig, passed.

Next meeting Wednesday, April 20, 7 pm.
Motion by Jacky to pay bills, seconded by Craig, passed.
Motion by Cherilyn to adjourn, seconded by Eric, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
FEBRUARY 17, 2016

ATTENDEES: Cherilyn Craig, Craig Zisman, Karen Burchell, Michael Thomas, Kathy Wiacek, Eric Morrow, Wendy Alexander, Jacky Davis-Soman,  Barbara Morrow, Nancy Hertzig, Cindy Eggers

ABSENTEES: Carl Welden

MINUTES: Motion by Eric to accept minutes, seconded by Craig, passed.
FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:

  1. Annual Report submitted. Motion by Jacky to accept 2015 Annual Report, seconded by Michael, approved.
  2. Annual Advocacy Day March 2. Buses leave New Paltz 7:45 and Kingston 8:15. They leave Albany 3:30.
  3. Books donated to children in Nepal through the Blue Butterfly Foundation.
  4. Andy will “work” Facebook for the library with Carl.

FRIENDS

  1. Re: the Community Foundation: Wendy needs to find the original paperwork to determine the original information and any requirements. Kathy volunteered to help when she is off in March. She will tentatively plan around March 20.
  2. The Friends and Ann are working on the Conflict of Interest Policy – hope to have it done next month.
  3. Book discussion February 28 –All the Light We Cannot See. Snow date March 6.
  4. Scholarship for this year has increased to $800.
  5. Next meeting March 12 at Rosendale Café. Eric will attend, and maybe Barbara.

CORRESPONDENCE

  1. Received an email from Safeco about the heat going off on several occasions. Cherilyn will call and clarify what is needed to be done, and she will also include Carl in the correspondence.
  2. Per MHLS, the swearing in of trustees must be filed with the Ulster County Clerk. Cherilyn will call the Town Clerk to see if it has been filed by them.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn, Eric) Welcome back Karen after her leave of absence.
Physical Plant:  (Carl, Michael, Eric) no report
Internal Affairs: (Karen, Cherilyn, Craig, Kathy, Barbara) Kathy nominated Cherilyn for Board President, seconded by Craig, Cherilyn accepted the nomination. Craig nominated Jacky for Vice President of the Board, seconded by Eric,  accepted by Jacky. Motion by Barbara to approve the new officers, seconded by Kathy, passed. After discussion, the Board agreed, that on a case by case basis, the Board will consider granting use of accumulated sick time for personal use. Internal Affairs meeting to work on policies March 21.
External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara) Public feels good about the Library and sees little reason to change.

OLD BUSINESS
NEW BUSINESS
Next meeting Wednesday, March 16, 7 pm.
Motion by Eric to pay bills, seconded by Craig, passed.
Motion by Jacky to adjourn, seconded by Cherilyn, passed.

 

ROSENDALE LIBRARY
Meeting-Board of Trustees
January 20, 2016

Attendees: Cherilyn Craig, Michael Thomas, Eric Morrow, Carl Weldon, Wendy Alexander, Jo Ann Rueben, Craig Zisman, Kathy Wiacek

Absentees: Barbara Morrow, Nancy Hertizig, Jacky Davis-Soman, Karen Burchell
Minutes: Motion by Carl to accept minutes, seconded by Eric, passed
Financial Reports: Motion to file financials for audit by Craig, seconded by Carl
Noted underestimated unemployment insurance
Change of billing agreement for services for accountant-see letter from Sickler, Torchia Allen & Churchill, CPA’s, PC  dated 1/4/2016
Note:  Ask Nancy for expected hours-if specific project ask for estimate

Director’s Report: working on annual report, will be ready for February Board Meeting.

Friends: Meeting on Jan.9, 2016 attended by 16 people, including Jacky Davis-Soman, 3 new faces. Next meeting 3/12/16, second Saturday of the month at the Rosendale Café, 10:00. Discussion ensued, see minutes.

  • Book discussion on Feb 28th All the Light You Cannot See
  • Renewing efforts to reach out to Youth Rec Center-Barbara Piompino will be Friends liaison to Youth Program. New Youth director is Ernie Klepisie.
  • Non-profit revitalization Act- reminds Board Friends are waiting to complete Conflict of Interest Policy.
  • Statewide Library Advocacy Day is Wed., 3/2/16. Friends allocated money for 3 people to attend event in Albany
  • Carl will submit to the Rose Window an article for February on the Eagle Scout Project’s Flag Pole.

Jo Ann sees generic library facts on social media-Questions that Story time doesn’t show up in her field. Wendy will be in touch with Amy (has already given names of new Board members to Amy) Cherilyn observed Highland’s Library page is very comprehensive.

Correspondence: See letter re change of services for accountant- from Sickler, Torchia Allen & Churchill, CPA’s, PC dated 1/4/2016.
The board received a letter from Sickler, Torchia Allen & Churchill, CPA’s, PC, who are choosing to accept the terms for payment for consultation services based on hourly billing services. The board is agreeing to fees for hourly billing rather than a monthly flat rate for services rendered. Cherilyn will sign, date and send.

Note library address correction to 264 Main Street, P.O. Box 482, Rosendale, NY  12472

Committees:
Budget & Finance:  (Wendy, Nancy, Craig, Karen, Cherilyn, Eric) Governor Cuomo’s wage increase –Will monitor for impact on library.
Physical Plant: (Carl, Michael, Eric) Wendy fortuitously stopped by the library on a day it was closed 1/18/16, discovered the heat was off, called KOSCO and problem was remediated.
Discussion: Concern that oil tank should be dug up and replaced. Wendy requests an alarm is considered to notify (a call list) if heat goes off.
Contact persons are Bob from Kosco, Dave Miller
Use up the 800 gal. in old tank; new tanks in cellar (perhaps fiberglass)
Carl will meet with Dave to discuss

  • Removal of old tank
  • Have new tank in place prior to removal of old one
  • Look into leaving old tank in place
  • Hold off on landscaping at excavation site
  • Notes that  KOSCO has changed hands
  • Carl went to Eagle Scout Moving Up Ceremony for Luke Lazin on Jan. 2, 2016. Members of community acknowledged the Rosendale Library for its part in supporting scouts.
  • Carl notes cobblestones have sunk

Virtual Plant: (Carl) posts on social media as events arise
Internal Affairs: (Heard from Karen Burchell-she expressed a desire to attend meetings but will be unable to be on committees. Board agrees to this and notes Karen is an asset with her knowledge in addition to being dedicated to the library. (Yah!)
Annual letters from the Board of Trustees to staff specifying assignments, salary, benefits and accrued time with a ‘Thank You’ for their continued and dedicated service.
External Affairs: (Michael, Kathy, Jacky-GOTV, Barbara) Jacky, the liaison to Community Foundation of the Hudson Valley is absent-will hear report in Feb.

Old Business: Cherilyn spoke to electrician who confirmed work would be done in 2016.

New Business: January is the month to elect new officers. Tabled until Feb. board meeting. Cherilyn and Craig will not run for re-election. Eric will consider vice-president.

Vouchers: Craig made motion to pay bills, Carl seconded
Next Meeting 2/17/16
Motion to adjourn-Eric, seconded by Carl
Respectfully Submitted by Kathy Wiacek

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
DECEMBER 16, 2015

ATTENDEES: Cherilyn Craig, Michael Thomas, Kathy Wiacek,
Eric Morrow, Carl Welden, Wendy Alexander, Jacky Davis-Soman, Jo Ann Reuben, Barbara Morrow, Nancy Hertzig

ABSENTEES: Craig Zisman, Karen Burchell
MINUTES: Motion by Carl to accept minutes, seconded by Barbara, passed.
FINANCIAL REPORTS: filed for audit.

DIRECTOR’S REPORT:
1. There will be no Rosendale Street Festival in 2016 due to underground Main St water main work.
2.  Ros Lib enewsletter = so far 502 people have signed up & growing...
3. All year good-will reminder : the Library serves as a convenient drop-off location for food donations intended for the Rosendale Food Pantry, look for the labeled collection bin in the copier room...


FRIENDS will be meeting the second Saturday every other month, starting January 2016, 10 am at the Rosendale Café. Jacky will attend January 9. Newsletter doing well. Book discussion coming up February 28 (All the Light You Cannot See)
CORRESPONDENCE:

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn, Eric) Motion by Eric to change our professional accounting relationship with from a monthly flat fee to an itemized by hour rate, seconded by Jacky, passed.,
Physical Plant:  (Carl, Michael, Eric) Eagle Scout ceremony January 2 for Luke Lazin, the scout who installed the flag pole project.
Internal Affairs: (Karen, Cherilyn, Craig, Kathy, Barbara) no report
External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara) Jacky will contact the new director, March Gallagher, from the Community Foundation of the Hudson Valley.

OLD BUSINESS Electrician will be working on the Rose Window in the new year.
NEW BUSINESS
Next meeting Wednesday, January 20, 7 pm.
Motion by Jacky to pay bills, seconded by Carl, passed.
Motion by Cherilyn to adjourn, seconded by Kathy, passed.

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
NOVEMBER 18, 2015

ATTENDEES: Cherilyn Craig, Craig Zisman, Michael Thomas, Kathy Wiacek,
Eric Morrow, Wendy Alexander, Jacky Davis-Soman, Cindy Eggers, Nancy Hertzig

ABSENTEES: Carl Welden, Karen Burchell, Barbara Morrow

MINUTES: Motion by Kathy to accept minutes, seconded by Eric, passed.
FINANCIAL REPORTS: filed for audit.

DIRECTOR’S REPORT:

  1. Snow guards and gutters cleaned. Electrical work and light bulb done with more to come, including the Rose Window.
  2. Rosendale Library Closings for 2016 as discussed by the Board

FRIENDS Frozendale December 12, 10-3. Next Friends meeting Saturday, November 21. Eric will attend. Next newsletter going out December 1 – cutoff for article is the 15th of the prior month.

CORRESPONDENCE:

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn, Eric) Eric is waiting to hear back from the accountant regarding as needed services and audit. The Board has decided to change our accounting services to hourly, as needed, as opposed to monthly fees.
Physical Plant:  (Carl, Michael, Eric)
Internal Affairs: (Karen, Cherilyn, Craig, Kathy, Barbara) Further discussion of position specific emails. Cherilyn will call about the D&O for Insurance.
External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara) no report

OLD BUSINESS The fax machine will be set up by Bucks vs Bytes.

NEW BUSINESS Craig will contact Doug Tyler about this winter’s plowing.

Next meeting Wednesday, December 16, 7 pm. Bring something new and exciting.
Motion by Jacky to pay bills, seconded by Craig, passed.
Motion by Michael to adjourn, seconded by Cherilyn, passed.

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
OCTOBER 21, 2015

ATTENDEES: Cherilyn Craig, Craig Zisman, Michael Thomas, Carl Welden, Kathy Wiacek, Jo Ann Reuben, Barbara Morrow, Eric Morrow, Nancy Hertzig
ABSENTEES: Wendy Alexander, Jacky Davis-Soman, Karen Burchell

MINUTES: Motion by Craig to accept minutes, seconded by Carl, passed.
FINANCIAL REPORTS: filed for audit.

DIRECTOR’S REPORT:
1. Received $5000 grant check from NYS Senator John Bonacic to be used for equipment, programs, computers---we'll be exploring the best kind of screen-projector-microphone equipment for the space which will be used for both children's & adult programming aiming for March+/- 2016 we'll have it ready to go. 
2. Ann Sarrantonio now able to work 3/4 time (26.25 hrs/wk) & in compliance w/ Civil Service System.
3. The program "Native New Yorkers" w/ author Evan Pritchard will be offered Wed 11/4, 7 PM here w/ book signing highlighting Algonquin people in the Hudson Valley & NYC.  Try to attend.....

FRIENDS Working on Creative Bookmark Making, November 11,  to be sold at Frozendale December 12. Orphan Train book discussion group October 25. Next Friends meeting November 21.

CORRESPONDENCE: The Board agreed to grant excused absences for the balance of the year to Trustee Karen Burchell, with the expectation that she will return in January.
Cherilyn completed Verizon paperwork re: non profit status.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn, Eric) no report
Physical Plant:  (Carl, Michael, Eric) Michael reported that external lights in front of the Library are out and need to be replaced. Turning left onto Main St. continues to be a safety issue.
Internal Affairs: (Karen, Cherilyn, Craig, Kathy, Barbara) We need to establish position specific email addresses for the director, the treasurer, and the trustees so that there is continuity when personnel changes. Barbara and Cherilyn will contact Greg from hvi.net. Ann Sarrantonio should have the contact info. Robert Drake is the IT person from MHLS. Cherilyn will call the insurance company re: questions of liability.
The Board will confer with the Director and develop a pared back holiday closing schedule for 2016.
External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara) no report

OLD BUSINESS Cherilyn and Barbara attended UCLA Annual Dinner and networked with many other trustees and directors.  Cherilyn attended MHLS Annual Membership meeting and gathered much information about Library Sustainability and libraries’ contributions to their communities.

NEW BUSINESS  The Board decided that the Library needs a multi-function fax machine for library business and as a revenue producing public service. 01-10-15 Motion by Barbara to spend up to $800 to purchase a multi-function fax machine, seconded by Kathy, passed. Nancy will pursue this.

Next meeting Wednesday, November 18, 7 pm.
Motion by Kathy to pay bills, seconded by Craig, passed.
Executive Session to discuss personnel matters 9:15 – 9:50
Motion by Carl to adjourn, seconded by Michael, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
SEPTEMBER 16, 2015

ATTENDEES: Cherilyn Craig, Craig Zisman, Michael Thomas, Carl Welden, Jacky Davis-Soman, Wendy Alexander, Nancy Hertzig, Cynthia Eggers, Guests Barbara Morrow, Eric Morrow
ABSENTEES: Kathy Wiacek, Karen Burchell

MINUTES: Motion by Jacky to accept minutes, seconded by Carl, passed.
FINANCIAL REPORTS: filed for audit.

DIRECTOR’S REPORT:
1. Good showing 9/3/15 electing 3 trustees & favoring proposed 2016 library budget: 126 in favor, 24 opposed.
2. MHLS Bulletin re Construction Awards (copies @ mtg)....important details of what some other MHLS libraries are doing & reminder of amount of prep & lead time it takes to successfully apply & receive a grant.
3. Carl Welden & myself are planning a Fall walk-through w/ Steve, property manager & Glennon locksmith, so in 2016 & beyond the list of physical plant needs can be assessed for action.
4. An email announcing the Rosendale Library Fall 2015 program line-up for adults is coming your way.
5. MHLS Survey to be answered by each member library bd president due before 10/12/15....re System effectiveness.
6. Planned Giving & FRL mtg this Sat 9/19/15 @ Ros Cafe 10 am....who's going?
7. MHLS 56th Annual Membership Dinner & Mtg, Fri Oct 16, 2015 Pkp Grand Hotel $25/person, hand around @ mtg or check website midhudson.org
8. Will be taking vacation for last 2 wks in Oct & will miss bd mtg tho' will send report prior to....

FRIENDS Scholarship Raffle complete. Book discussion October 25 – Orphan Train

CORRESPONDENCE: UCLA annual dinner Monday, 9/28 – Jacky, Barbara, and Cherilyn will attend
COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn, Eric) 2016 Budget passed.
Physical Plant:  (Carl, Michael, Eric) The mystery of the ballot box is solved!
Internal Affairs: (Karen, Cherilyn, Craig, Kathy, Barbara) Motion by Carl to accept Barbara and Eric Morrow to the Board, seconded by Cherilyn, passed. Welcome to our 2 new Board members. Eric will fill the term January 2014 – December 2017. Barbara will fill the term January 2015 – December 2018. An oath needs to be taken at the Town Hall ASAP.
External Affairs: (Michael, Kathy, Jacky – GOTV, Barbara)

OLD BUSINESS Cherilyn will contact Kit about retuning the orange binder. Cherilyn will follow up with Lyn about the audit.
NEW BUSINESS Barbara will join the External Affairs Committee and Internal Affairs. Eric will join Physical Plant and the Budget and Finance Committee.

Next meeting Wednesday, October 21, 7 pm.
Motion by  Carl to pay bills, seconded by Eric, passed.

Motion by Michael to adjourn, seconded by Barbara, passed.

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
AUGUST 15, 2015

ATTENDEES: Cherilyn Craig, Michael Thomas, Carl Welden, Kathy Wiacek, Jacky Davis-Soman, Wendy Alexander, Nancy Hertzig, JoAnn Reuben
ABSENTEES: Craig Zisman, Karen Burchell

MINUTES: Motion by Carl to accept minutes, seconded by Cherilyn, passed.
FINANCIAL REPORTS: filed for audit. Cherilyn will email Lyn re: setting up an audit ASAP and changing over as needed fees as opposed to monthly set fees.

DIRECTOR’S REPORT:

  1. Enlightening initial mtg w/Kevin Quilty, Community Foundations of the HV, & representatives of Rosendale Library Board & Friends, 8/5/2015.  Seems very likely that both groups involvement w/Community Foundation would result in better financial stewardship of Rosendale Library resources going forward. (Planned Giving)
  2. After a routine KOSCO furnace tune-up (7/30), a tiny filter leak caused fuel oil to spill on cellar floor, “not a reportable quantity,” which KOSCO has cleaned using 3 different remedies to work toward restoration. “American Petroleum” was asked by KOSCO as environmental consultants to take a test screening & make recommendations…..to be continued.
  3. As of Fri Aug 14, absentee ballots, budget #’s & narrative of 2016 budget & bd member proposals are available for Town of Rosendale registered voters information.
  4. Public information mtg pre-bd mtg Wed 8/19 @ 6:30-7.

FRIENDS: Scholarship Raffle tickets still for sale. Book Fair raised more money thn ever. A book discussion Sunday, October 25, The Orphan Train, at the Library. Wednesday, September 30, “Civil War Years at Lake Mohonk,” with Robi Josephson.

CORRESPONDENCE: Annual UCLA dinner Monday, September 28, 6-9 at Cucina, $35/person.
COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) Budget Vote, Thursday, September 3.
Physical Plant:  (Carl, Michael) oil leak, as mentioned above. Light out in the basement due to moisture. There is an event page on the Facebook page. Please share and invite.
Internal Affairs: (Karen, Cherilyn, Kit, Craig, Kathy) Nancy authorized to pay the health insurance bills, as discussed, including reimbursement.
External Affairs: (Michael, Kathy, Kit – GOTV) Legal notices posted in Freeman and Bluestone Press.

OLD BUSINESS
NEW BUSINESS Schedule established for trustees and budget vote on September 3

Next meeting Wednesday, September 16, 7 pm.
Motion by Kathy to pay bills, seconded by Jacky, passed.

Motion by Carl to adjourn, seconded by Michael, passed.

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
JULY 15, 2015

ATTENDEES: Cherilyn Craig, Michael Thomas, Craig Zisman, Carl Welden, Kathy Wiacek, Karen Burchell, Wendy Alexander, Nancy Hertzig, Cindy Eggers, Barbara Morrow, Eric Morrow
ABSENTEES: Jacky Davis-Soman

MINUTES: Motion by Karen to accept minutes, seconded by Craig, passed.
FINANCIAL REPORTS: filed for audit
DIRECTOR’S REPORT:
1. Received a letter from State Senator John Bonacic announcing a supplemental aid grant of $5000 "directed specifically to purchase equipment or enhance library programs"--- not sure when or how this will appear for our use but will keep you posted.
2. At 7/15 mtg, will be handing around updated 'Budget Process & Vote Steps' plus 'Budget Vote Procedure' check list so assignments can be determined & penciled out.

FRIENDS: updated copy of Memorandum of Understanding Between Friends and Board. Need a new liaison since Kit resigned. (Perhaps Michael). Next Friends meeting September 19, 10 am, Rosendale Café. Book Sale July 25, 10-3

CORRESPONDENCE: Cherilyn received email from Rebecca from MHLS in response to her many questions. MHLS recommends an audit every 5 years. Per Lyn, an audit would cost about $15,000. Agreed upon procedures are ongoing and would cost less. Ask about pay as you go charges.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) There needs to be a focus on absentee ballots. Motion by Craig to accept the proposed 2016 budget with a 2.85% increase in the tax levy, asking for a total of $296,208, seconded by Karen, passed.
Physical Plant:  (Carl, Michael) New bulletin board, with one half used for the Friends. Carl replaced light bulbs. AC unit needs to be monitored for any more build up of water. Crash bar on door was stuck. Suggestion of a hole with a pin that can be inserted to keep door unlocked and removed to lock door. Virtual plant through social media going well.
Internal Affairs: (Karen, Cherilyn, Kit, Craig, Kathy) Motion by Craig to approve a 1% raise for employees for 2016, seconded by Kathy, passed. Wendy would like to hire another part time employee in 2016. The Board requires that a new employee be available to work on Saturdays.
External Affairs: (Michael, Kathy, Kit – GOTV) Kathy, Craig, and CHerilyn will collaborate to write up a blurb re the 2016 budget.

OLD BUSINESS
NEW BUSINESS

Next meeting Wednesday, August 19, 7 pm.
Motion by Carl to pay bills, seconded by Karen, passed.

Motion by Carl to adjourn, seconded by Michael, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
JUNE 17, 2015

ATTENDEES: Cherilyn Craig, Michael Thomas,  Craig Zisman, Wendy Alexander, Kathy Wiacek, Karen Burchell, Nancy Hertzig,  Jo Ann Reuben
ABSENTEES: Carl Welden, Jacky Davis-Soman, Kit Goldpaugh

MINUTES: Motion by Cherilyn to accept minutes, seconded by Kathy, passed.
Kit Goldpaugh resigned from the Board.
The legal fees should be vouchered, and will be taken out of the Auditor/Professional Fees. For 2016, the line will be changed to Professional Fees (separated into Accountant and Lawyer). Kathy will act as Board Rep for Planned Giving.
FINANCIAL REPORTS: filed for audit
Cherilyn will call Rebecca about Reviewed Financial Statements for the Accountant.
DIRECTOR’S REPORT:
1. Kevin Cahill-sponsored Summer Reading program grant received at Rosendale, along w/ 17 other public libraries in the MHLS System.  Kick-off w/ Miss Annie for Summer Reading Club 6/24 @ 5 pm.
2. Bookmarks for board members from NYLA .....pls sign-up as a library advocate & become a "LIBRARY CHAMPION".  Organized library supporters & NYLA were able, early this year, to lobby Albany & win increased support for public libraries since NYS funding was below 1997 levels..... 

FRIENDS: Encouraging continued Planned Giving involvement. Would like someone to write a submission for the Rose Letter on Budget Vote and Trustee Vote.
CORRESPONDENCE:

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) Karen will call Lyn to set up a meeting after June 29th. Budget Committee meeting July 8, 7 pm. Executive Session from 8:15-8:25 to discuss Personnel raises for 2016 budget. Tabled for further discussion.
Physical Plant:  (Carl, Michael) no report
Internal Affairs: (Karen, Cherilyn, Kit, Craig, Kathy) no report
External Affairs: (Michael, Kathy, Kit – GOTV) no report

OLD BUSINESS
NEW BUSINESS

Next meeting Wednesday, July 15, 7 pm.
Motion by Michael to pay bills, seconded by Craig, passed. Motion by Cherilyn to pay KOSCO the Fixed Prepay Plan for the oil at $2.99 per gallon, seconded by Karen, passed.

Motion by Craig to adjourn, seconded by Kathy, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
MAY 13, 2015

ATTENDEES: Cherilyn Craig, Michael Thomas,  Craig Zisman, Wendy Alexander, Kathy Wiacek, Carl Welden, Nancy Hertzig, Jacky Davis-Soman, Cindy Eggers
ABSENTEES: Karen Burchell, Kit Goldpaugh

MINUTES: Motion by Craig to accept minutes as amended, seconded by Carl, passed.

FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. Annual Report 2014 (already submitted & accepted by MHLS & Albany, which was handed around last month) needs a motion, a second & a vote to approve same. Motion by Cherilyn to accept the already submitted 2014 Annual Report, seconded by Craig, passed.
2. Taking vacation first 2 wks of June & I'd appreciate being kept in the 2016 budget loop as well as the building walk-around w/ Carl & Steve(Glennon).....

3. All board members should be receiving an email from UCLA w/ a request for more ebook funding.... currently we give $300....an increase would be appreciated & UCLA will invest in the materials most needed.
4. Notes from May 5 staff mtg will be handed around at bd mtg.

FRIENDS: The Saturday after the Street Festival will be the Friends Annual Book Sale, July 25, 10-3.

CORRESPONDENCE: The Festival Committee requested use of the Library parking lot for the Rosendale Street Festival. Carl will respond yes, and he will request a coupon for the Book Cellar to be printed in their program.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) meeting to prepare 2016 budget will be scheduled at June meeting.
Physical Plant:  (Carl, Michael) There are 2 external light bulbs out that need to be replaced.
Internal Affairs: (Karen, Cherilyn, Kit, Craig, Kathy) Committee Meeting Wednesday, June 3 to prepare the 2016 Payroll Proposal before the June meeting. Cherilyn called the insurance company, and was told that employees and contract workers are covered, but the Friends are not covered for off site events. They need their own liability insurance if they will not be on Library grounds.
External Affairs: (Michael, Kathy, Kit – GOTV) no report

OLD BUSINESS Jacky will be filling Chris’s term which ends at the end of 2015, so she will be running in September. She needs to go to the Town Hall to be sworn in. Craig will call the lawyer again.
NEW BUSINESS We will be marching in the Memorial Day Parade again this year. May 25, line up at the Tillson Firehouse at 9 a.m. Carl will talk to Ann VanDamm about getting children and families involved.

Next meeting Wednesday, June 17, 7 pm.
Motion by Carl to pay bills, seconded by Kathy, passed.
Board went into Executive Session from 9:10-9:45
Motion by Michael to adjourn, seconded by Jacky, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
APRIL 15, 2015

ATTENDEES: Cherilyn Craig, Michael Thomas,  Craig Zisman, Wendy Alexander, Kathy Wiacek, , Karen Burchell, Kit Goldpaugh, Nancy Hertzig, JoAnn Reuben, New Trustee Jacky Davis-Soman
ABSENTEES: Carl Welden

MINUTES: Jacky Davis-Soman voted in as new trustee. Motion by Craig to accept minutes as amended, seconded by Kit, passed.

FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. Excellent work done to increase Lib Aid in Albany by more than $5 Million to $91.6 million, largest lib aid increase in 7 years = thanks to everyone who helped in this worthy effort.
2. MHLS 'Property Tax Freeze Efficiency Plan' action memo returned to MHLS last Fri another due by May 8 'Construction Needs Update...' = copies can be made for anyone interested in these.
3. Planned Giving process, esp for Lib Bd & FRL, needing sustained & legal attention for the future.
4. April evening program Wed 4/29 @ 7pm w/ cartoonist for the 'New Yorker' Danny Shanahan.
5. Media Release re Summer Reading Grant to follow...
6. Happy National Library Week
7. Annual Report filed, but needs Board approval.
8. The Rosendale Recreation Commission will now be charging groups to use their facilities. Information is on the Town of Rosendale website.
9. Need to hire a new lawn caretaker. The Board is requiring that any new contract workers have their own insurance. Cherilyn will call the insurance company for further information.

FRIENDS: Ted Dickson continuing to work on website – a work in progress www.friendsofrl.org. Adding picture, mission statement, etc. Paying $350 for this service. Should be about 5 pages. Friends gave Library $200 for purchase of Library items to hand out. Library canvas bags available for sale, $10 for bag, $20 for the bag full of books from the Book Cellar.
CORRESPONDENCE:
COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) Meeting with a long time Library supporter who is interested in including the Library in her will. Need input from the attorney and the accountant.  Craig and Cherilyn, with the assistance of Karen will work on Planned Giving.
Physical Plant:  (Carl, Michael) no report
Internal Affairs: (Karen, Cherilyn, Kit, Craig, Kathy) Employee hours discussed. Cherilyn has been investigating health benefits for employees.
External Affairs: (Michael, Kathy, Kit – GOTV) no report

NEW BUSINESS Nancy will find out about Tax Cap for next year, and the cost of living increase. Whereas, the adoption of the 2016 budget for the Rosendale Library may require a tax levy increase that exceeds the tax cap imposed by State Law as outlined in general municipal law Section 3-C adopted in 2011; and Whereas, general municipal law Section 3-C expressly permits the Library Board to override the tax levy limit by a resolution approved by a vote of 60% of qualified Board members; now therefore be it resolved that the Board of Trustees of the Rosendale Library voted and approved to exceed the tax levy limit for 2015 by at least the 60% of the Board of Trustees as required by state law on April 15, 2015. Motion by Craig to adopt and apply the NY Library Association’s draft letter re: overriding the 2% tax cap, seconded by Karen, passed.

Next meeting Wednesday, May 13, 7 pm.
Motion by Cherilyn to pay bills, seconded by Michael, passed.
Motion by Michael to adjourn, seconded by Karen, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
MARCH 18, 2015

ATTENDEES: Cherilyn Craig, Michael Thomas,  Craig Zisman, Wendy Alexander, Kathy Wiacek, , Karen Burchell, Kit Goldpaugh, Nancy Hertzig, Cindy Eggers
ABSENTEES: Carl Welden

MINUTES: Motion by Craig to accept minutes as amended, seconded by Kit, passed.

FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. Go to library wbsite = rosendalelibrary.org & see the latest enewsletter: this month features the $750 check received from Stewart's Holiday Fundraising which will be used for children's programming.  The street date for the enewsletter, starting in Apr, will be the first of every month,  not the 15th.  The FRL Toboggan Silent Auction winner is Anita Peck, Wms Lake, & the craftsperson/woodworker who restored the toboggan & gifted it to the Library is our friend Louie Wiegert. Thank you notes were sent, and Craig will add his own from the Board. Wendy will send him the contact info.
2. New FREE Rosendale Library adult program season kicking-off Wed Mar 25, 7 PM, w/ Vernon Benjamin discussing & signing new book "History of the Hudson River Valley From Wilderness to the Civil War" & you're all invited !
3. Highland Library….
4. Some computer issues, 2 Fridays in a row, Bucks vs. Bytes will be coming to address the issue.

FRIENDS Have a reprint of Anniversary canvas bags, to be sold for $10 each, and $20 for a bag full of books, with the exception of the special books. Will also be selling note cards in the future. Will be giving the library $200 for promotional items, hopefully to be used during National Library Week, and also for the Storyhour.
CORRESPONDENCE: Everyone received a copy of the Board application from Jacky Davis-Soman, who was unable to attend tonight.
Nancy will contact Jason re: questions of W-2.
COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) no report
Physical Plant:  (Carl, Michael) In a few months, it would be good to investigate plowing to see if we can find a more cost effective situation.
Internal Affairs: (Karen, Cherilyn, Kit, Craig, Kathy) Reviewed the engagement, and it included the ability to terminate with written notice, and the library will be billed for hours worked only. 01-03 15 Motion by Craig to execute the engagement letter from the attorneys of Whiteman, Osterman, and Hannallp, seconded by Karen, passed unanimously. Cherilyn has been researching essential policies.
External Affairs: (Michael, Kathy, Kit – GOTV) no report

Next meeting April 15, 7 pm. May meeting tentatively changed to May 13.
Motion by Craig to pay bills, seconded by Kathy, passed.
Motion by Craig to adjourn, seconded by Karen, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
FEBRUARY 18, 2015

ATTENDEES: Cherilyn Craig, Michael Thomas, Carl Welden, Craig Zisman, Kathy Wiacek, Nancy Hertzig, Jo Ann Reuben, Cindy Eggers
ABSENTEES: Karen Burchell, Kit Goldpaugh, Wendy Alexander

MINUTES: Motion by Carl to accept minutes as amended, seconded by Cherilyn, passed.

FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. See New Paltz Times article Jan 29 re Rosendale Library history--one of a series on local public libs.
2. Last call NYLA bus to Albany, register by 2/18 for 2/25 travel...
3. Bidding has begun in Silent Auction of classic, refurbished Toboggan, posters taken to outdoor/sporting goods stores....we all need to talk-it-up as the perfect accessory for the beautiful snow!
4. Doug Tyler has been busy keeping lib parking lot, ramp entrance & sidewalks clear & safe & had to tow away an oversize, out-of-state van parked 2 days+ in lib parking lot during the last storm.  After the sidewalks are cleared, the State's plowing of 213/Main St pushes snow back on the walks.  It's not clear if the Town of Ros has any legal or other responsibility to keep Main St sidewalks clear which is dangerous for pedestrians who walk in the street or risk falling on the ice.
5. 2014 Annual Report to NYS file date 2/26/15.

FRIENDS Hiring Ted Dixon to redesign the Friends pages of the Library website, to make it more accessible and user friendly for smart devices. FriendsofRL.org.
CORRESPONDENCE: Application for new trustee. Cherilyn will invite her to the next meeting. Craig brought a copy of a proposed contract with the lawyer, Robert Schofield.
COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) no report
Physical Plant:  (Carl, Michael) A Facebook account has been set up by Carl for staff to post news, events, delays, closings, etc. Question of how the thermostats are working. Carl will follow up with Wendy to see what she learned about the situation. Carl is working on getting some type of simple sound system for the programs. Planning an appointment with Glennon to have a walk through.
Internal Affairs: (Karen, Cherilyn, Kit, Craig, Kathy) The committee will meet Wednesday, February 25, at 6 to create a document clarifying personnel issues – accrued time, the need for a lunch break, essential policies, and employee evaluations.
External Affairs: (Michael, Kathy, Kit – GOTV) no report

Next meeting March 18, 7 pm.
Motion by Craig to pay bills, seconded by Kathy, passed.
The Board went into executive session from 9:15-9:40 to discuss personnel issues.
Motion by Carl to adjourn, seconded by Michael, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
JANUARY 21, 2015

ATTENDEES: Cherilyn Craig, Michael Thomas, Carl Welden,  Karen Burchell,
Craig Zisman,  Wendy Alexander, Kathy Wiacek, Nancy Hertzig,
Cindy Eggers

ABSENTEES: Kit Goldpaugh
MINUTES: Motion by Craig to accept minutes as amended, seconded by Carl, passed.

FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. Annual report to MHLS/NYS is late this year...
2. Is NYS property tax freeze form readied &/or sent ? due Wed Jan 21.
3. Neighbor update
4. NYLA Library Advocacy Day, Wednesday, February 25, 2015. Please consider attending. The Friends will pay for the bus for any who would like to go. Current funding is down to the levels that they were back in 1997. Wendy left a page of talking points for the day.
5. Classic toboggan restored and donated to the Library by a patron. Silent auction, minimum bid $50.

FRIENDS The Friends would like the Library Director to write a something small for the monthly newsletter. Cindy will email Wendy about this. It needs to be done by February 1 for this month. Question of whether new hire will be working Saturdays, and the answer is NO.

CORRESPONDENCE:
COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) The balance sheet will now reflect the balance at the end of the previous month, in conjunction with the Budget vs Actuals.
Physical Plant:  (Carl, Michael) Carl will check into why the outdoor lights do not seem to be working. Carl replaced a bulb  in a light illuminating the sidewalk. A piece of the carpeting seems to be coming up. Kathy will call Carpet One.
Internal Affairs: (Karen, Cherilyn, Kit, Craig, Kathy)
1.Asked Wendy to include her hours, sick, personal, and vacation time on the weekly time sheet.
2. Craig spoke to a lawyer, Robert Schofield of Whiteman, Osterman, & Hanna LLP. We can choose to pay by the hour or hire him on retainer for a yearly fee.
3. Motion by Kathy to nominate Cherilyn for Board President, seconded by Karen. Cherilyn accepts the nomination, passed. Motion by Carl to nominate Craig for Vice President of the Board, seconded by Karen, accepted by Craig, passed.
4. Policy Meeting will be Wednesday, February 11 at 6:00, with Cherilyn, Craig, Kathy, and Wendy.
External Affairs: (Michael, Kathy, Kit – GOTV) no report

OLD BUSINESS Tax Freeze form filed.
NEW BUSINESS
Next meeting February 18, 7 pm.
Motion by Carl to pay bills, seconded by Kathy, passed.
Motion by Cherilyn to adjourn, seconded by Carl, passed.


ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
DECEMBER 17, 2014

ATTENDEES: Cherilyn Craig, Michael Thomas, Carl Welden, Kit Goldpaugh,
Craig Zisman,  Wendy Alexander, Kathy Wiacek, Nancy Hertzig,
Jo Ann Reuben
ABSENTEES: Karen Burchell
MINUTES:. Motion by Carl to accept minutes as amended, seconded by Kit, passed.

FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. Many thanks to all library board members for attending the Policy wkshop @ KAL & seeing us through the tumultuous 2014 year! 
2. Andrew Sosnowski will be coming on-board Jan or Feb 2015 as part-time library clerk i.e. max 17.5 hrs/wk.
3. Very informative Pkp Journal editorial re NYS government & Public Library Districts....copies @ mtg.

FRIENDS From The Voice newsletter, Jo Ann told about videos to help trustees (for purchase). The newsletter is available for perusing. Jo Ann will look further into the format, and the decision will be made in January. The Friends brought in $417 during Frozendale. E-newsletter going well. Fundraising letter going well.

CORRESPONDENCE: Letter from Safeco re: call list for when alarm goes off. No changes.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) no report
Physical Plant:  (Carl, Michael) Glennon is starting to assess in January. Carl will write something for the newsletter re the flag pole project, and recognize the scout. Talk of having a stage on Library property for Rosendale Street Festival – for artistic type acts.
Internal Affairs: (Karen, Cherilyn, Kit, Craig) working on employee salaries and benefits for the new year
External Affairs: (Michael, Kathy, Kit – GOTV) no report

OLD BUSINESS A notice about rescinding the resolution to go over the 2% budget increase. Motion by Craig to rescind the tax cap override resolution for the 2015 budget, passed at the April 23 meeting, to be eligible to apply for the Property Tax Freeze Credit on behalf of our community, seconded by Kit, passed. Further clarification to be received by Rebekkah at MHLS (Cherilyn).
NEW BUSINESS
Next meeting January 21, 7 pm.
Motion by Kathy to pay bills, seconded by Michael, passed

Motion by Cherilyn to adjourn, seconded by Michael, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
NOVEMBER 21, 2014

ATTENDEES: Cherilyn Craig, Michael Thomas, Carl Welden, Kit Goldpaugh,
Craig Zisman,  Wendy Alexander, Karen Burchell, Kathy Wiacek, Nancy Hertzig ,
Cindy Eggers
ABSENTEES:
MINUTES:. Motion by Cherilyn to accept minutes as amended, seconded by Carl , passed.

FINANCIAL REPORTS: Nancy will make copies of the reconciliations for the Board as part of the financial reports. Filed for review/audit.

DIRECTOR’S REPORT: 1. Copy of NYLA letter requested by MHLS to be grouped & forwarded to the Governor re education & public library funding support @ 7 PM mtg 11/21
2. Starting in Jan 2015 to be in compliance w/ civil service requirements, am asking for board approval to allow Sue Horowitz' programming hrs & Ann Sarrantonio' Ros Lib Friends liaison hrs to be reported on monthly voucher as contract work different from 17.5 part-time clerk work which will continue to be paid weekly.
3. Am in the process of hiring a part-time clerk starting Jan 2015 to help w/ service demands at the library...
4. Need approval from the board for the 2015 calendar @ mtg. Motion by Craig to approve the 2015 Closings, seconded by Carl, passed.
5. Eric Roth "Classical Music Concert: Guitar" Wed Nov 12 excellent w/ 20 in attendance & program copies for library board @ mtg.
6. Hope to see you Wed nite 11/19 @ Kingston Area Library 5:30-7:30 "Essential Policies Wksp"
7.  I'm asking for a process where RL Bd Pres, Vice-Pres, Secretary-Treasurer clarify in writing asap for employees (full-time & part-time), policy re keeping & reporting personal, sick, vacation days for all employees PLUS a tally for each employee of the above accrued benefits.  If necessary, I can meet w/ you on this but it is a responsibility of board secretary-treasurer to keep good records for each employee as part of the bookkeeping work done for the library.  This is a continuing sore subject here so if we can sort this out soon to everyone's satisfaction, it will be a good start for beginning the 'Essential Documents' aka Policy process in 2015.

CORRESPONDENCE: Kit sent a response letter to the patron who is concerned about the visibility problem at the Rt. 32 entrance, telling of its completion. We received renewal of health insurance from CDPHP, which we will keep the same. Carl received a letter from a patron requesting use of the building for groups, which it was decided that we do not have the space for.
COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn)
Physical Plant:  (Carl ) Power outage. Carl was called by Safeco. He came and checked it out and everything was fine. Alarm came back on when power returned.
Internal Affairs: (Karen, Cherilyn) Craig will call Rebecca with questions.
External Affairs: (Michael, Chris, Kathy – GOTV) no report
FRIENDS Does the Board want a permanent column for the monthly Friends newsletter, to be submitted by the first of the month. It will be assigned at the monthly meeting. Cindy brought a copy of the policy of the relationship between the Friends and the Board.

OLD BUSINESS
NEW BUSINESS Craig will investigate legal counsel re: discussed issues.
Next meeting December 17, 7 pm.
Motion by Kathy to pay bills, seconded by Kit, passed.
Motion by Kit to adjourn, seconded by Kathy, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
October 15, 2014

ATTENDEES: Cherilyn Craig, Michael Thomas, Carl Welden, Kit Goldpaugh,
Craig Zisman,  Wendy Alexander, Kathy Wiacek, Cindy Eggers
ABSENTEES: Karen Burchell, Nancy Hertzig
MINUTES:. Motion by Carl to accept minutes, seconded by Kathy, passed.

FINANCIAL REPORTS: A patron made a $100 donation for the Summer Reading Program, but the donor was unnamed. Kathy suggested that we send an acknowledgment for the Stewart’s Summer Reading Grant.
filed for audit

DIRECTOR’S REPORT:
1. No staff mtg this month due to illness & adjusting to limited hrs in compliance w/ CSS.
2. Program, Sept 17 "Elder Care" w/ Janet Caffo, 20 in attendance.  Use New York State Office for the Aging on-line for all local info or Senior Citizens Help Line 1-800-342-9871.  NYS Office for the Aging left information on eldercare and programs for seniors, available to patrons. Very informative and successful.
Stay tuned for upcoming Wed Oct 22 "Catskill Fire Towers", All Invited, Free, 7 pm.
3. CHG&E last minute mail: called to schedule exterior energy/lighting audit for parking lot area, we'll see.....
4. An upcoming presentation/workshop for all trustees is being offered in November. “Essential Policies to Protect Your Library” will be offered covering legal information about policies. This workshop is important for all, especially if we are seeking grants in the future.
5. Because of the Board Policy presentation next month, the November meeting is rescheduled From Nov. 19 to Nov. 21 so that everyone on the Board is free to attend this important workshop at Kingston Library at 7:00 Nov. 19.

CORRESPONDENCE: A letter was received from a patron who is concerned about the visibility problem at the Rt. 32 entrance. Even before the receipt of the letter, Terry had begun work at taking down some of the landscaping for the purpose of visibility. The sight lines are as good as we can get them right now. Kit will write to patron about the landscaping, visibility, beauty vs safety and what we are doing about it.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) no report
Physical Plant:  (Carl, )
1.Todd from KOSCO suggested that we reduce the size of our hot water heater 10 12 gallonl The present tank is too big and inefficient. By placing the new tank in the bathroom, the cost will be further reduced as the journey from the tank to the tap on the sink is shorter. The cost of replacing the heater is $1070 with a down payment of $500. 01-10-14 Motion by Kit to replace the tank with a 12 gallon electric tank, with the understanding that the tank placement is to be discussed before installment, seconded by Carl, passed.
2. The thermostat in the copy room needs to be replaced. Right now, it is more decorative than practical. Our furnace is a one zone heater. The doors to the copy room and bathroom are usually kept open.
3. Karl asked for records of the heating system.
Carl has not had a response from WoJo from Glenco Locksmith about the “on call, as needed” handyman, but hope to talk to him when he returns to check the crash bar.
4. Hooray! Carl hung the quilt back up.
5. Eagle Scout flag pole project is not complete. Drainage needs to be reseated with troth for drainage.
Internal Affairs: (Karen, Cherilyn) Sick day and personal time for part time employees was discussed. Cherilyn and Wendy will be attending a program about Civil Service employees, contract personnel to understand our responsibilities and civil service mandates.
External Affairs: (Michael, Chris, Kathy – GOTV) no report
FRIENDS Cindy Eggers discussed upcoming events such as Frozendale. The Friends are going to have the Booktique open as well as a raffle of 2 gift baskets, one for adults, one for children.
OLD BUSINESS The hunt for new Board members continues.
NEW BUSINESS
Next meeting November 21, 7 pm.
Motion by Kit to pay bills, seconded by Michael, passed.
Motion by Carl to adjourn, seconded by Craig, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
September 17, 2014

ATTENDEES: Cherilyn Craig, Michael Thomas, Carl Welden, Kit Goldpaugh, Craig Zisman, Karen Burchell,  Wendy Alexander, Nancy Hertzig, JoAnn Reuben
ABSENTEES: Karen Burchell, Kathy Wiacek

MINUTES: Discussion on Director’s Report - From now on, the Director’s Report will be cut and pasted from Wendy’s report into the minutes. Motion by Craig to accept minutes as amended, seconded by Cherilyn, passed.

FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT: 1. Thank you to Carl for securing the new bookcase.
2. Congratulations to Kit on her first workshop.
3. Please put the word out that we need new Board members.
4. Budget vote a success
5. Continuing to work on compliance with Civil Service.
6.  Would like Board to consider establishing a working relationship with Glennon Co. 331-0332 “Foundations to Roof – Property Management & Maintenance” for all areas of work on building. Steve “Wojo” Wojciechowski, owner, fully insured….we’ve worked with him as our locksmith, he has long experience in all to do with structures, & has a team to do all phases of work…Carl will call and speak with him.
7. Thursday, Oct 23, 10 a.m. UCLA meeting in Gardiner Library. There will be 2 guests from Civil Service attending to answer questions. Wendy and Cherilyn will attend. Anyone else?

CORRESPONDENCE: Cherilyn will buy a card for Chris and leave it at the Library for everyone to sign.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) Budget passed 105-6.
Physical Plant:  (Carl, Chris) Carl found water in the basement. KOSCO came to fix, and it was run off from the AC. Not sure if the problem is completely solved yet.
Internal Affairs: (Karen, Cherilyn) Discussion of Civil Service requirements.
Board terms reworked. Cherilyn will find info on formula for Sick days/personal days.
External Affairs: (Michael, Chris, Kathy – GOTV) Blue Stone Press put the info re: vote on their online version.

FRIENDS Kit will be the Friends liaison. Newsletter sent out.
OLD BUSINESS
NEW BUSINESS
Next meeting October 15, 7 pm.
Motion by Carl to pay bills, seconded by Kit, passed.
Motion by Carl to adjourn, seconded by Cherilyn, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
August 20, 2014

ATTENDEES: Cherilyn Craig, Michael Thomas, Carl Welden, Chris Pryslopski, Karen Burchell, Kathy Wiacek, Wendy Alexander, Nancy Hertzig, JoAnn Reuben
ABSENTEES: Kit Goldpaugh, Craig Zisman
MINUTES: Motion by Chris to accept minutes, seconded by Cherilyn, passed.

FINANCIAL REPORTS:  Nancy will contact Jason to authorize the one time adjustment for reconciliation and also ask Jason how to print report showing monthly reconciliation.

DIRECTOR’S REPORT: new bulletin board in the office that can be used for all, especially vote information

CORRESPONDENCE: UCLA dinner Tuesday, September 30, 6-9, StoneHedge
Chris submitted a letter of resignation as of September 5

NEW BUSINESS forms for new Board members to be displayed at budget vote. Cherilyn has a new list of election inspectors.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) Budget Vote September 4, publicized community wide.
Physical Plant:  (Carl, Chris) call to Kosco unanswered. Eagle Scout project of flag pole completed.  Drainage still to be finished. Carl picked up voter rolls. Absentee ballots available. Carl available to pick up meals for the election inspectors.
Internal Affairs: (Karen, Cherilyn) Karen will write something regarding the Board discussion of Direct Deposit, mail it to Nancy, and Nancy will send it on to the appropriate staff.
External Affairs: (Michael, Chris, Kathy – GOTV) Chris will send adapted newsletter article to Blue Stone Press
OLD BUSINESS

FRIENDS met August 2, question of Board liaison, next meeting October 11. Ron Whiteurs, winner of the apple ipad, is having an exhibit at the Century House Historical Society, a poetry reading on September 21, and is doing a program, inviting us to have a free ad promoting the Library and the Friends. Sunday, October 26, book club meeting.

Next meeting September 17, 7 pm.
Motion by Karen to pay bills, seconded by Michael, passed.
Board was in Executive Session from 9:06-9:35 Motion by Michael to approve the personnel issue discussed in executive session, seconded by Kathy, passed.
Motion by Cherilyn to adjourn, seconded by Karen, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
July 23, 2014

ATTENDEES: Cherilyn Craig, Michael Thomas, Carl Welden, Chris Pryslopski, Wendy Alexander, Nancy Hertzig, Craig Zisman, Friend Cynthia Eggers
ABSENTEES: Kit Goldpaugh, Karen Burchell, Kathy Wiacek

MINUTES: Motion by Chris to accept minutes, seconded by Carl, passed. Nancy will send a notification to Ann each month, informing her that the Credit Union check was sent.
01-01-14 Motion by Craig for the Board to permit the accountant, Lyn, to make a journal entry to reconcile the checking account as of December 31, 2013, as discussed at the June 26 meeting with the accountant, seconded by Cherilyn, passed.

FINANCIAL REPORTS:  filed

DIRECTOR’S REPORT:
1. The Library is not required to turn over information on patrons to any officials. Please familiarize yourself with these policies and others that are not up to date.
2. Budget vote procedure and process updated to include absentee ballots.
3. KOSCO serviced furnace this week and made suggestion to purchase water heater tosave money and fuel.
4. From MHLS, Sierra VIP status no longer exists for Board, friends, staff

CORRESPONDENCE: Received correspondence from KOSCO regarding oil bill for the year, and Nancy will call to confirm the bill for the service contract.

NEW BUSINESS
COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) Motion by Craig to approve the Proposed 2015 budget, which includes a salary increase of 1.5%, seconded by Carl, passed.
Physical Plant:  (Carl, Chris) Basement seems okay with water. Carpet tiles will be stored in copier room.
Internal Affairs: (Karen, Cherilyn) Wendy’s evaluation will be deferred to next month.
External Affairs: (Michael, Chris, Kathy – GOTV) supposed to send Renovation article and thank you to Bluestone Press.

OLD BUSINESS filled out Budget Vote procedure list
FRIENDS email newsletter will include GOTV. Craig will work with Cynthia. He will ask Ann about labels. We will forgo the phone calls for this year.
Next meeting August 20, 7 pm. Information meeting for public 6:30.
Motion by Carl to pay bills, seconded by Michael, passed.
Motion by Carl to adjourn, seconded by Michael, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
June 18, 2014

ATTENDEES: Cherilyn Craig, Karen Burchell, Kit Goldpaugh, Kathy Wiacek, Michael Thomas, Carl Welden, Chris Pryslopski,Wendy Alexander, Nancy Hertzig, Craig Zisman, JoAnn Reuben
ABSENTEES: none
MINUTES: Motion by Chris to accept minutes, seconded by Carl, passed.

FINANCIAL REPORTS:  Nancy and Karen will meet with Lyn to discuss 1. bank account reconciliation and 2. net income reconciliation. Ask Lyn about 3. an additional $5000 from Friends for project that did not come through the library directly.
filed for review

DIRECTOR’S REPORT:
1. Deferred Compensation letter was a sneaky solicitation, and not actually related to the NYS retirement system.
2. Carpet project a big success and improvement.
3. NYS Grants Action News given to Cherilyn and emailed to entire Board. If you have not received any emails from MHLS recently, please let Wendy know.
4. MHLS June workshops still available re Essential Trustee Duties

CORRESPONDENCE:
NEW BUSINESS COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) meeting July 2
Physical Plant:  (Carl, Chris) 1. discussion of the upcoming flag pole Eagle boy scout project 2. reinforced book shelves after reinstalled, and others anchored to wall
Internal Affairs: (Karen, Cherilyn) Library Director’s evaluation passed out, to be filled out by each trustee and completed by July meeting. The subcommittee will tally the results, and set a meeting up with the Director. Chris will send the link with the information to the trustees.
External Affairs: (Michael, Chris, Kathy –GOTV) article on project for Bluestone Press.

OLD BUSINESS
FRIENDS A summary/narrative of the project as well as a list of the contractors will be included in E-newsletter of Friends, sent to Bluestone Press, and put on Facebook page. A GOTV needs to be addressed. Craig attended the Friends meeting and expressed his thanks for the tremendous assistance on the project.  Friends suggested a mass email for GOTV in lieu of phone calls. Kathy and Craig will be the point people for the Board. Cynthia Eggers from the Friends will work on it with them. Next Friends meetings August 2, October 11, November 22, Saturdays, at the Rosendale Café, 10 a.m.

July meeting rescheduled for Wednesday, July 23, 7 pm.
August meeting August 20, 7 pm.
Motion by Craig to pay bills, seconded by Carl, passed.
Executive session from 9:00 – 9:25
Motion by Chris to adjourn, seconded by Michael, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
May 21, 2014

ATTENDEES: Craig Zisman, Michael Thomas, Cherilyn Craig, Chris Pryslopski,
Kathy Wiacek, Carl Welden, Kit Goldpaugh, Nancy Hertzig, Wendy Alexander,
Guest Cynthia Eggers
ABSENTEES: Karen Burchell

MINUTES: Motion by Kit to accept minutes, seconded by Carl, passed.

FINANCIAL REPORTS:  filed for review
Need to add an income line for the project money from the Friends, FRL/2014 Support Renovations and an expense line for the project, to be called FRL/2014 Support. Renovations. Wendy would like a narrative in the minutes re: the project and the involvement of the Friends. Bucks vs. Bytes bill will come out of Technology line.

DIRECTOR’S REPORT:

  1. lots of work done in preparation for project. Grateful for volunteer work. MHLS deliveries temporarily stopped. Bookmarks distributed with details of closing. Phone message changed, alarms changed.
  2. Fascinating slideshow presented by NEARA, attended by 30 people.
  3. Trustee Michael Thomas registered for NY Library Trustees Online.

CORRESPONDENCE:

  1. Boy scout interested in doing flag pole eagle project at the library, perhaps with pavers.

NEW BUSINESS Memorial Day Parade on Monday, May 26, 9:00 am line up at Tillson Fire House. Craig will call American Legion to confirm. Chris will buy candy.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) Committee meeting planned for Wednesday, July 2, 7 pm
Physical Plant:  (Carl, Chris) Facebook page displaying library closing details. Carl may do the drainage cut in the basement during the project closure. Carl suggested increasing parking lot size by moving the kiosk.
Internal Affairs: (Karen, Cherilyn) Carl working on getting AV equipment for Library programs
External Affairs: (Michael, Chris, Kathy –GOTV) The Friends and the Street Festival coordinating for an ad for the Street Festival. New Paltz Times ran a press release for the ipad contest.

OLD BUSINESS Wendy had keys made up for the trustees: Chris, Kathy, Michael. Kathy and Cherilyn creating a schedule for key holders.

FRIENDS Cynthia and Kathy will work together on GOTV, along with any other trustees interested in helping out, depending on the increase. Vote will be September 4. We need a regular liaison trustee for the Friends meeting.

Next meeting Wednesday, June 18, 7pm. July meeting rescheduled for Wednesday, July 23, 7 pm. August meeting August 20, 7 pm.
Motion by Chris to pay bills, seconded by Craig, passed.
Motion by Kathy to adjourn, seconded by Chris, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
April 23, 2014

ATTENDEES: Craig Zisman, Michael Thomas, Cherilyn Craig, Chris Pryslopski,
Kathy Wiacek, Carl Welden, Kit Goldpaugh, Karen Burchell, Nancy Hertzig,
Wendy Alexander, Guest Joanne Reuben
ABSENTEES: none

MINUTES: Motion by Carl to accept minutes, seconded by Craig, passed.

FINANCIAL REPORTS:  filed for review

DIRECTOR’S REPORT:

  1. Wendy gave a copy of 5 year plan for the Library to the newer trustees.
  2. Rosendale Library qualifies as being in an economically disadvantaged community.
  3. Program: “An Unforgiving Land: Hardscrabble Life in the Trapps”
  4. UCLA Impact Survey re Library Technology
  5. Edge Survey completed for NYS & Gates Foundation re tech and future
  6. IMPORTANT: Annual Construction Needs Action Memo & planning steps
  7. Board liaison to Friends needed
  8. Videos delinked to make room for new shelves for local history
  9. W.B. Mason will be paper and supplies vendor

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) 01-04-14 Whereas, the adoption of the 2015 budget for the Rosendale Library may require a tax levy increase that exceeds the tax cap imposed by State Law as outlined in general municipal law Section 3-C adopted in 2011; and Whereas, general municipal law Section 3-C expressly permits the Library Board to override the tax levy limit by a resolution approved by a vote of 60% of qualified Board members; now therefore be it resolved that the Board of Trustees of the Rosendale Library voted and approved to exceed the tax levy limit for 2015 by at least the 60% of the Board of Trustees as required by state law on April 23, 2014. Motion by Craig to adopt and apply the NY Library Association’s draft letter re: overriding the 2% tax cap, seconded by Kit, passed.
Physical Plant:  (Carl, Chris) Carl mentioned the need to put a slight channel for drainage in the basement floor so that any accumulated water heads toward the drain.
Internal Affairs: (Karen, Cherilyn) For National Library Week, Cherilyn sent in letters to the Bluestone Press and the Daily Freeman.
External Affairs: (Michael, Chris, Kathy –GOTV) At Chris’s suggestion, the Town Council issued a Proclamation in support of Nation Library Week at their April workshop meeting.

FRIENDS

OLD BUSINESS After attempting to get 3 bids, but only receiving 2, the Board has decided to accept the April 3, 2014 proposal from Ashline Moving, in the amount of $8600, Motion by Chris, second by Karen, passed. After receiving three painting estimates, the Board has decided to accept the April 13, 2014 proposal from Rider & Sons, in the amount of $5225, motion by Karen, second by Craig, passed. After receiving 3 proposals for carpet removal and installation, the Board has decided to contract with Kingston Carpet One, based on their proposal of March 24, 2014, motion by Kathy, second by Cherilyn, passed. Motion by Chris that the Board authorize the Library Director to contract Bucks vs Bytes to remove and reinstall technology during renovations, second by Kit, passed. The Trustees will be meeting with the Friends to present the renovation project to coordinate funding.

Next meeting Wednesday, May 21, 7pm.
Motion by Chris to pay bills, seconded by Kathy, passed.
Motion by Karen to adjourn, seconded by Kit, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
March 19, 2014

ATTENDEES: Craig Zisman, Michael Thomas, Cherilyn Craig, , Chris Pryslopski, Kathy Wiacek, Carl Welden, Kit Goldpaugh, Nancy Hertzig, Wendy Alexander,
Guest Lyn Churchill
ABSENTEES: Karen Burchell

MINUTES: Motion by Chris to accept minutes, seconded by Craig, passed.

FINANCIAL REPORTS:  
Lyn Churchill attended the meeting to give a report.  Motion by Chris to approve Sickler, Torchia, Allen & Churchill to correct the books, at 12/31/13, using journal entries, and to correct Quickbooks payroll setup as of 4/1/14, as described in Jason Harper’s email of 3/6/14, seconded by Carl, passed.
filed for review

DIRECTOR’S REPORT:

  1. Please go to smile.amazon.com and choose Friends of the Rosendale Library as the nonprofit group you support when ordering online.
  2. Most engaged Library users are usually more technical.
  3. Oil burner was not working correctly and the Library was closed for the day, March 10. The thermostat is also acting up, and may need to be replaced.
  4. Wendy attended UCLA meeting on tutorial system, discussing issues with Civil Service, to be continued.
  5. Everyone please continue to contact your legislators about Library support.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) Lyn’s report
Physical Plant:  (Carl, Chris) Discussion of moving, painting, carpeting project – still receiving bids. A cabinet has been moved in front of the storage room downstairs that need to be moved.
Internal Affairs: ( Karen, Cherilyn)
External Affairs: (Michael, Chris, Kathy –GOTV) no report

FRIENDS
OLD BUSINESS
Board was in Executive Session from 9:03-9:22 to discuss Personnel issue. Kathy Wiacek had to leave prior to Executive Session for a family emergency. She also was unable to report on ongoing efforts in prep of painting/carpeting.

Next meeting Wednesday, April 16, 7pm.
Motion by Craig to pay bills, seconded by Carl, passed.
Motion by Craig to adjourn, seconded by Michael, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
February 19, 2014

ATTENDEES: Craig Zisman, Michael Thomas, Cherilyn Craig, Karen Burchell, Chris Pryslopski, Kathy Wiacek,  Nancy Hertzig, Wendy Alexander

ABSENTEES: Carl Welden, Kit Goldpaugh

MINUTES: Motion by Chris to accept minutes, seconded by Cherilyn, passed.

FINANCIAL REPORTS:  filed for review
Nancy will contact Lyn and Jason. Karen will follow up after that, and ask him to attend next month’s meeting. Subcommittee of Friends/Trustees working group to generate questions for accountant re: role of each (Chris, Craig, Karen)

DIRECTOR’S REPORT:

  1. Annual report submitted
  2. Advocacy Day in Albany

CORRESPONDENCE: none

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) Motion by Chris to approve Annual Report as submitted by Wendy and Nancy, seconded by Cherilyn, passed.
Physical Plant:  (Carl, Chris) no report
Internal Affairs: ( Karen, Cherilyn)

  1. Motion by Craig to nominate Cherilyn for Board President, seconded by Karen. Cherilyn accepts the nomination, passed. Motion by Cherilyn to nominate Craig for Vice President of the Board, seconded by Kathy, accepted by Craig, passed.
  2. Motion by Cherilyn to authorize research and purchase of a laptop for Library Board business, to be used by the Secretary/Treasurer, up to $700, seconded by Chris, passed

 External Affairs: (Michael, Chris, Kathy –GOTV) no report

FRIENDS Kathy attended recent Friends meeting. They sent out the last paper newsletter. All future ones will be sent electronically.
OLD BUSINESS Kathy spoke with Marianne Gilday about carpeting. There was discussion about flooring vs carpeting, and carpet tiles seems to be the choice. Kathy will request proposals from various businesses. She will also get proposals for painting.

Next meeting Wednesday, March 19, 7pm.
Motion by Michael to pay bills, seconded by Kathy, passed.
Motion by Cherilyn to adjourn, seconded by Craig, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
January 15, 2014

ATTENDEES: Craig Zisman, Carl Welden, Michael Thomas, Kathy Wiacek,  Kit Goldpaugh, Nancy Hertzig, Wendy Alexander, Friend Joann Reuben

ABSENTEES: Cherilyn Craig, Karen Burchell, Chris Pryslopski

MINUTES: Motion by Carl to accept minutes, seconded by Kit, passed.

FINANCIAL REPORTS:  filed for review

DIRECTOR’S REPORT:

  1. Stairs removed and replaced with pressure treated, all mold cleaned
  2. Library Association Trustee newsletter shared with group
  3. Library Advocacy Day February 26, 2014 if anyone wants to head to Albany. Bus is $12 per person, a fee that the Friends will cover.
  4. Michael was officially sworn in at the Town Hall. Kit still needs to do so.  New location of Town Hall as of January 27 will be at the Rosendale Elementary School.

CORRESPONDENCE:  

COMMITTEES: Discussion of having 1 or 2 people taking on individual projects. Marianne Gilday expressed helping with the carpeting before leaving the Board.
Budget & Finance (Wendy, Nancy, Craig, Karen, Cherilyn) no report
Physical Plant:  (Carl, Chris) Carl reported on water in the basement likely a drainage issue
Internal Affairs: ( Karen, Cherilyn) Trustee election tabled until February. Craig will act as President in the meantime.
External Affairs: (Michael, Chris, Kathy –GOTV)

OLD BUSINESS Joann discussed Friends activities and looking to the future. Continued discussion of newsletter and what and how to include, as well as who would take this on.  Next Friends meeting February 8, 10:00 at the Rosendale Café. Friends would like a committee to create a new Friends brochure.

NEW BUSINESS
Next meeting Wednesday, February 19, 7pm.
Motion by Carl to pay bills, seconded by Kit, passed.
Motion by Kit to adjourn, seconded by Carl, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
December 18, 2013

ATTENDEES: Craig Zisman, Cherilyn Craig, Carl Welden, Michael Thomas, Kathy Wiacek, Karen Burchell, Toby Eisman,  Chris Pryslopski, Kit Goldpaugh, Nancy Hertzig, Wendy Alexander

ABSENTEES: none

MINUTES: Motion by Carl to accept minutes, seconded by Cherilyn, passed.

FINANCIAL REPORTS:  Need to have journal entry done by Lyn by year end. Karen and Nancy will be meeting with him soon.
filed for review. .

DIRECTOR’S REPORT:

  1. Wendy showed UC school posters.
  2. MHLS workshops for Kit if she is available 12/18, 1/22, 2/8

CORRESPONDENCE:  

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Toby, Karen, Cherilyn)
Physical Plant:  (Carl, Chris) Motion by Kathy to accept estimate 11 from BHG Construction, LLC, for replacement of basement stairs, in the amount of $2073, seconded by Cherilyn, passed.
Internal Affairs: (Toby, Karen, Cherilyn) Discussion of Snow Day policy.
External Affairs: (Michael, Chris) Friends would like to share Board minutes and Friends minutes with each other.  When sending minutes, send them to officers of Friends also.

OLD BUSINESS

NEW BUSINESS

Next meeting Wednesday, January 15, 7pm.
Motion by Kit to pay bills, seconded by Carl, passed.
Motion by Toby to adjourn, seconded by Karen, passed.


ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
November 20, 2013

ATTENDEES: Craig Zisman, Michael Thomas, Kathy Wiacek, Karen Burchell,Toby Eisman,  Chris Pryslopski, Nancy Hertzig, Wendy Alexander,
Guests Joanne Reuben, Kit Goldpaugh
ABSENTEES: Cherilyn Craig, Carl Welden

MINUTES: Motion by Toby to accept September minutes, seconded by Kathy, passed. Motion by Toby to accept October minutes, seconded by Kathy, passed.

FINANCIAL REPORTS:  filed for review.
Nancy submitted job description for review of Board members to be discussed at next meeting.

DIRECTOR’S REPORT: Wendy reported that people have been coming in for help on Health Care. Someone called a Navigator came and offered help.
Wendy presented a list of closings for 2014. Motion by Chris to approve 2014 closings, as presented by Wendy, seconded by Karen, passed.

CORRESPONDENCE:  

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Toby, Karen, Cherilyn) Nancy presented the Budget Vote History from 2006-2013.  Chris reported on meeting with Accountant. Nancy, Craig, and Chris met with Lyn. Financial documents were provided for his review. Payroll procedures reviewed. Suggestion made by Lyn that a board member periodically review the books.  His assistant, Jason, will help with Quickbooks questions.
Physical Plant:  (Carl, Chris) Chris is scheduling a walk through for the basement. Chris and Carl would like another member for the committee.
Internal Affairs: (Toby, Karen, Cherilyn) Chris may be leaving the Board at the end of the year due to his being recently elected to Town Board. The checklist of annual board tasks provided by Bob Sena still being reviewed by trustees, to be discussed in January.
External Affairs: (Michael, Chris) Craig discussed an MHLS questionnaire for any input.

OLD BUSINESS Joanne Reuben discussed fundraiser for Frozendale, December 7. The Friends will again be running a Booktique, selling books and other items. Items to donate to the sale are being collected at the Library. Donors are asked to retrieve any unsold items.  She also discussed options for the newsletter, and how other area libraries do it.

NEW BUSINESS The Board approved Kit Goldpaugh as a new trustee.

Next meeting Wednesday, December 18, 7pm.
Motion by Kathy to pay bills, seconded by Toby, passed.
Motion by Michael to adjourn, seconded by Karen, passed.


ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
October 16, 2013

ATTENDEES: Craig Zisman, Cherilyn Craig, Michael Thomas, Carl Welden, Toby Eisman,  Chris Pryslopski, Nancy Hertzig, Wendy Alexander,
Guest Ann Sarrantonio
ABSENTEES: Kathy Wiacek, Karen Burchell

MINUTES: Motion by Chris to accept minutes as amended, seconded by Carl, passed.

FINANCIAL REPORTS:  filed for review

DIRECTOR’S REPORT:
1. Received an application for Rosendale Library Bd of Trustees
2. Wendy requested adding a Radon test to 5 Year Plan to-do list
3. Staff meeting minutes shared with the Board.

CORRESPONDENCE:  Application received for potential new trustee

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Toby, Karen, Cherilyn)  Nancy, Karen, and anyone else interested will be meeting with Lyn Churchill next week.
Physical Plant:  (Carl, Chris) Chris presented a report based on a 2 hour committee meeting regarding physical plant needs.
Internal Affairs: (Toby, Karen, Cherilyn) presented emails from Bob Sena outlining Budget Process Steps and Board To-do List. Please look over for next meeting for any changes. Wendy also asked that Absentee Ballots be added to the Budget Procedure Checklist.
External Affairs: (Michael, Chris)

OLD BUSINESS
Ann Sarrantonio came to talk about the GOTV campaign. Produce a list of Library supporters, and then contact them via email or phone call. Friends are allowed to promote the Budget, but staff and trustees are not. GOTV file in Board box. National Friends of the Library Week next week, October 21-26. Ann also encourages that Board members to write letters to the editor.

NEW BUSINESS  
Frozendale December 7. Any suggestions for library involvement welcome.
Craig will call Doug Tyler to reinstate snow plowing for this winter.

Next meeting Wednesday, November 20, 7pm  
Motion by Chris to pay bills, seconded by Toby, passed. Executive Session 9:00-9:10 to discuss Personnel Issues
Motion by Michael to adjourn, seconded by Cherilyn, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
September 18, 2013

ATTENDEES: Craig Zisman, Cherilyn Craig, Michael Thomas, Toby Eisman,  Chris Pryslopski, Kathy Wiacek, Karen Burchell, Wendy Alexander, Joann Reuben
ABSENTEES: Carl Welden, Nancy Hertzig

MINUTES: Motion by Cherilyn to accept minutes, seconded by Kathy, passed.

FINANCIAL REPORTS:  filed for review

DIRECTOR’S REPORT: Good job on the budget and to Kathy for GOTV campaign.
Following Director’s Report, discussion ensued regarding the Rosendale Library being a neutral political ground where information for use of town residents is disseminated in an unbiased and objective manner. Should inquire of DEC to have FEIS (Final Environmental Impact Statement) from Williams Lake/HRVR project, when ready, for Library as Reference material.

CORRESPONDENCE:  Letter from Sickler, Torchia, Allen, & Churchill establishing consulting services, to be accepted, signed, & returned. Motion by Chris, seconded by Cherilyn, passed.
           
COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Toby, Karen, Cherilyn)  Karen led discussion. Questions on payroll tax on balance sheet: is everything remitted timely and at the right levels.  Will make a list of such questions for meeting with CPA, ie retained earnings, who signs payroll, should there be read-only password access for Board members for quickbooks. Also possible advice re: ACA & how affects library from CPA or MHLS. Karen will set up appointment with CPA for herself and Nancy to initiate payroll review, will inform Board when set. Also a discussion reminder for October meeting to create a letter for staff for new salaries effective next budget year. Craig will give draft of last years’ letter to Nancy for same. Cherilyn will inquire of Rebekkah at MHLS what, if any, responsibility of libraries to comply with ACA.
Physical Plant:  (Carl, Chris) Chris & Carl prepared a report of estimated work to be done downstairs, upstairs, and outside library. Spoke to Rebekkah at MHLS of how to prioritize items & she said safety first.  Should ask contractors to walk through and get assessments and estimates. Is there a “Historic Structures Report” on file at library? Wendy will check for this report by October meeting. NYSERDA provides free energy audits. Chris will pursue application. Chris will also tighten up bottom step during open hours, and will submit report to all.
Internal Affairs: (Toby, Karen, Cherilyn) Cherilyn and Toby will work on a task list of duties, as in a yearly calendar or agenda, of all Board obligations, and will consult with Bob Sena for his past knowledge of board duties and timely methods.
External Affairs: (Michael, Chris) no report

OLD BUSINESS Kathy reported on her GOTV experience, which was commended by Wendy.  Kathy and Cherilyn attended UCLA annual dinner, very informative.  UCLA holding informational seminar at Gardner Library Oct. 9, 10 a.m. “ACA” and health care info. Also noted the Board is waiting for the Secretary/Treasurer job description and duties to be provided by Nancy.

NEW BUSINESS  Board will work on formal Secretary/Treasurer job description. From Joanne Reuben of FRL: the Frozendale Festival date has been set as December 7. How do we participate and become involved? Probably have the Booktique again this year.

Next meeting Wednesday, October 16, 7pm  
Board went into Executive Session at 8:50 regarding employee issues, adjourned at 9:08.
Motion by Chris to pay bills, seconded by Cherilyn, passed.
Motion by Toby to adjourn, seconded by Karen, passed.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
August 21,  2013

ATTENDEES: Cherilyn Craig, Michael Thomas, Kathy Wiacek,  Carl Welden,
Nancy Hertzig, Karen Burchell, Wendy Alexander, Guest JoAnn Reuben from FRL

ABSENTEES: Craig Zisman, Toby Eisman,  Chris Pryslopski

MINUTES: CPA’s full name is Lindley Churchill.  Motion by Cherilyn to accept minutes, seconded by Kathy, passed.
Motion by Carl to accept minutes as amended, seconded by Karen, passed.

FINANCIAL REPORTS:  filed for review

DIRECTOR’S REPORT:
1.  Because the July board mtg went from 7-10, one hour past accepted 2 hr time limit, I have some suggestions to prevent wasting time at future board meetings:
~ PREPARATION
~ Follow the agenda
~ Use Robert's Rules of Order
~ Move the meeting 
~ PRIORITIZE Stay focused on current month's issues & when difficult or off-topic subjects arise, have boundaries & move on.  By creating  a list of such thorny subjects to be addressed at other times, committees can be formed to address issues in a useful way.  This may mean asking for help from advisors in specialized fields from outside the board & friends, like : local, State, & Federal govt agencies; Mid-Hudson Library System consultants, meetings, workshops; former library board members w/ special expertise; & even paying for expert advice when needed.
2. Mon July 15, 2013 Summer Reading Club, Rosendale Com Ctr, 2:30-3:15, author JoAnne Michaels 50 kids & teens plus Rosendale Day Camp counselors participated w/ the author of Hudson Valley & Catskill Mountains, Explorers Guidebooks  & "Miss Annie" (our Ann VanDamm) in discussing the author's background, how she came to the Valley & then wrote a book about what she would have liked to know about places to visit when she first arrived from NYC.  The differences between an author & a journalist were explored as well as why each person who had attended the Rosendale Street Festival would report on different facets of that experience.
3. Wendy asked that we revisit the Budget Vote Procedure to include absentee ballots

CORRESPONDENCE:  none
COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Toby, Karen, Cherilyn)  01-08-13 Motion by Chris to empower Karen to revise the July 25, 2013 letter for consulting services with Sickler, Torchia, Allen, & Churchill, as discussed, seconded by Kathy, passed. Karen will send it after getting Cherilyn’s signature.
Physical Plant:  (Carl, Chris) no report
Internal Affairs: (Toby, Karen, Cherilyn) no report
External Affairs: (Michael, Chris) Chris will send a letter to the editor re: the upcoming vote.
NEW BUSINESS  

OLD BUSINESS Contrary to what was stated in the July minutes, a decision was made to “Get Out the Vote,” through email and phone calls. Kathy Wiacek is learning  the  process from the staff how to, and the trustees will then take it over next year.  The Rose Window was mailed prior to the vote as usual.
Review of Budget Vote Procedure Checklist
Motion by Chris to pay bills, seconded by Carl, passed.

Motion by Carl to adjourn, seconded by Karen, passed.
Next meeting Wednesday, September 18, 7pm  

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
JULY 17, 2013

ATTENDEES: Craig Zisman, Michael Thomas, Toby Eisman, Cherilyn Craig,
Kathy Wiacek,  Nancy Hertzig, Wendy Alexander, Guest JoAnn Reuben from FRL

ABSENTEES: Carl Welden,  Chris Pryslopski, Karen Burchell, 

MINUTES: Motion by Cherilyn to accept minutes, seconded by Kathy, passed.

FINANCIAL REPORTS: filed for review, Questions to be asked of Lin about Payroll Clearing and Payroll Tax Payable. Is there a Quickbooks glossary of terms? Question of Retained Earnings

DIRECTOR’S REPORT:
1. When will the current (2013) RL insurance policies be housed in board file drawer in the library so they can be referred to when we have questions ?  Among other reasons, I want to have help from various Friends of the RL in delivering used books to consignment off-site & need to be sure our volunteers are covered away from the library building & grounds.

2. Five Year Plan & some background for those who may not be aware: at meeting will have copies for board of 'Servicemaster' letter Nov. 2011 w/ important suggestions re moisture & other issues to be addressed by proposed Five Year Plan.  How soon will library board formally approve said plan ?  Additionally, some physical plant work may be eligible for NYS grants---someone from the board needs to check w/ MHLS consultant Rebekkah Smith Aldrich for such possibilities, obtaining such a grant takes at least one year.

3. Thus far this month have been unable to attend any programs but intend to make up for that in next month's report..

CORRESPONDENCE:  01-07-13 Motion by Toby to opt for the Fixed Prepaid Plan with KOSCO, in the amount of $9498 for the season, with a credit of $1653.90, for a total payment due of $7844, seconded by Cherilyn, passed.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Toby, Karen, Cherilyn)  02-06-13 Motion by Michael to accept proposed budget for 2014 as presented by the Budget Committee, seconded by Cherilyn,  passed. Michael and Kathy will be running this September 5. Vote will be 11-7:30
Physical Plant:  (Carl, Chris) no report
Internal Affairs: (Toby, Karen, Cherilyn) no report
External Affairs: (Michael, Chris)  Kathy got information on costs of sending a postcard vs. a newsletter.
NEW BUSINESS  Book Fair coming up on July 27. MHLS Trustee elections coming up.

OLD BUSINESS Toby reported on joint meeting with Friends and Board. It was suggested that the staff not park in the lot, so as to leave spaces open for patrons. Get out the Vote mailing was discussed, but was decided against. Sean Nixon teaches a design class at UCCC, and he might be able to use the Library postcard as a project for his students. Friends still interested in helping with new carpet. It was suggested that the historical cross be donated to the Historical Society.

Motion by Cherilyn to pay bills, seconded by Kathy, passed.

Motion by Kathy to adjourn, seconded by Michael, passed.
Next meeting Wednesday, August 21, 7pm  Public Information Session at 6:30.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
JUNE 19, 2013

ATTENDEES: Craig Zisman, Michael Thomas, Chris Pryslopski, Karen Burchell,  
Carl Welden,  Kathy Wiacek,  Nancy Hertzig, Wendy Alexander

ABSENTEES: Toby Eisman, Cherilyn Craig

MINUTES: Motion by Michael to accept minutes as revised, seconded by Kathy, passed.

FINANCIAL REPORTS:   filed for review

DIRECTOR’S REPORT:
1. Creek water high but all holding, puddle in Book Cellar due to clogged gutters near ramp, looking for cleaner.
2. June staff meeting postponed/cancelled ? due to illness.
3. Sorry to miss board-friends joint meeting, gives me hope that critical financial & legal issues will finally be addressed.
4. Annie Mardiney's 'Wildlife Rehab' program was an excellent overview of a process that's more complex than first appears.....17 people attended &, we found out the day of, that the 'Freeman' had inadvertently failed to run program details in time which, we believe, resulted in lower than usual turn-out.
5. I'll be on vacation from June 22-30.

CORRESPONDENCE:  Discussion of sending mass mailing to residents of Rosendale in a post card vs. the news letter.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Toby, Karen, Cherilyn)  01-06-13 Motion by Chris to accept proposal by Lyn Churchill, Accounting Consultant,  to commit to 6 hours each quarter for a fee of $385 per month, seconded by Karen, passed.
Physical Plant:  (Carl, Chris) Ongoing Efforts to address the carpet situation and repairing the flat portion of the roof. Carl discussed the upcoming Eagle Project of installing a flag pole.
Internal Affairs: (Toby, Karen, Cherilyn) 02-06-13 Motion by Carl to accept the salary proposal for 2014 as presented by Internal Affairs Committee, seconded by Karen, passed.
External Affairs: (Michael, Chris)  A list of tasks came up at the meeting with the Friends, including parking, planned giving, mailing, insurance,

NEW BUSINESS Budget Committee Meeting July 3, 7 pm at Nancy’s house, 7 pm
Friends of the Library are not covered on our insurance policy, but could be added for $78 per year. 03-06-13 Motion by Kathy to add the Friends of the Rosendale Library, Inc, the Town of Rosendale, and the Rosendale Framers Market as co-insured for the cost of $78 annually, and prorated for the remainder of 2013, seconded by Carl,  passed.

OLD BUSINESS Please read the memo of Understanding Between Friends of the Rosendale Library and the Rosendale Library.
Discussion of joining library association.

Motion by Carl to pay bills, seconded by Chris, passed.

Motion by Carl to adjourn, seconded by Chris, passed.
Next meeting Wednesday, July 17, 7pm

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
MAY 20, 2013

ATTENDEES: Craig Zisman, , Michael Thomas, Toby Eisman, Karen Burchell, Cherilyn Craig,  Kathy Wiacek, Nancy Hertzig, Wendy Alexander

ABSENTEES: Carl Welden, Marianne Gilday, Chris Pryslopski,

MINUTES:
Proposal for a free-book shelf at the Recreation Center, by Tara from the Rec Commission.  Wendy suggested that The Friends take this project on after it is in progress.

FINANCIAL REPORTS:   There was a question about a negative travel number, which Nancy was able to address.
filed for audit

DIRECTOR’S REPORT:
* 160 new library cards were issued in 2012 *
1. Sierra up & running !  2 staff members attending users group @ MHLS 5/9 for the latest...
2. Rondout Valley Federation of Teachers presented a $500 check for purchase of children's & young adult books for the Rosendale Library collection 5/9....picture to follow of presenters, myself & some of the books purchased.
3. Discovered a binder in cellar storeroom from a Gates Foundation funded/PLA Conference "Turning the Page: Toolkit for Success", Bolton Landing NY, attended by 2 bd members in Apr 2008.  Excellent re advocacy, planning, action & resources, for example, basics like 'Letters to the Editor' & much more....it's in the office by the phone for you to borrow any time, pls leave a note that you have it.
4. 'Essential Trustee Duties & Responsibilities' MHLS workshops upcoming, flyer hand-around & look on-line.
5. Our Pre-School Story time 5/9 followed the comfortable format noted in other reports w/ special  hand-made paper flowers for Mother's Day....the consistent structure & repetition of singing, magic carpet or other imagination sharing, stories, more singing, some physical activity, followed by a handicraft is helpful & comforting for parents & children....we have a number of new families coming to story time often w/ newborns.
6. FYI the locksmith informed me that the oldest exit door in the vestibule is not a fire exit since it doesn't open outward....because there's a newer vestibule exit door which does open out, that door is preferred for use from a fire safety perspective.
7. I'll be on vacation from May 18-27.
8. Check out the last program for the Spring season on Wed May 29, "Wildlife Rehab" w/ Annie Mardiney, 7 pm.

CORRESPONDENCE:  none
COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Toby, Karen, Cherilyn) Craig discussed the budget process and the time schedule for committees to meet.  Karen will contact the Accountant, Lynn. 
Physical Plant:  (Carl, Chris) Thanks to Cherilyn for taking care of ancient records in the basement.
Internal Affairs: (Toby, Karen, Cherilyn) will meet Tuesday, May 28, 7:30 pm to discuss pay rates fro 2014 budget
External Affairs: (Michael, Marianne, Chris)  Craig will talk to Carl about pursuing flat roof project.

NEW BUSINESS
Marianne Gilday submitted a letter of recommendation.  She said that she will still help with the carpet project. Wendy requested that the project take place in August because it is a slower time. Or next year would be even better due to fund raising, etc.  Toby will try to get a sense from the Friends of how much they might contribute.

01-05-13 Motion by Karen to accept Kathy Wiacek to the Board, seconded by Toby, passed.

OLD BUSINESS
Cherilyn will look into the membership fees and benefits of the LTA, NYLA Library Associations.
Memorial Day Parade May 27, starting at the Tillson Firehouse, at 9:00.  Carl could add this info to the facebook page.  Craig will also contact Ann VanDamm to try to get a group together.
Discussion of a mailing to the general public prior to the vote.

Motion by Toby to pay bills, seconded by Cherilyn, passed.

Motion by Toby to adjourn, seconded by Karen, passed.
Next meeting Wednesday, June 19, 7pm

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES,
March 2013

Agenda

A.            Minutes

  • no minutes, so will have to review next month
  • minutes online are only through October 2012, need to send update to Amy

B.            Treasurer’s Report

      • Treasurer is out sick
      • File reports
      • How to use Quickbooks? problem of training &/or consultant.
      • Karen/Chris report Quickbooks and online is industry standard.
      • John continues to pay for Quickbooks

C.            Director’s Report

  • Wendy passed around the annual report for review/approval by the board; motion to approve for submittal to NYS
  • Wendy pass around the updated 5-year plan, and reviewed “highlights.”
  • board to review and discuss next month, + share with Rebekkah
  • 27 people for the Mohonk presentation

D.            Correspondence

  • Variable contribution rates – Tier 6 employees, and we don’t think that we do. Maybe Sue Livingston, Wendy and Craig will check. non-issue b/c only Linda and Wendy wilol get retirement
  • Library Trustees Association system – should we renew membership?

 

E.            Committees:

Budget/Finance:

  • Meeting w/Lyn - no need to audit,
  • can hire as a consultant w/monthly number of hours and cost, 1-4 times/year visit the board, help with top 5 Board priorities each year
  • ex: compliance, Nancy support, fundraising/planned giving, investment/accounts
  • cost - $300/month?
  • two rates, one for CPA, one for Quickbooks help
  • special district = govt. rules,
  • 3 levels of statements: compilation, review (numbers, procedures), audit
  • $2,500 in the budget for FY 2013!?
  • no motion, but ask Karen to request Lyn for a formal proposal/contract, monthly hours/fees

Physical Plant:

  • Water in the Basement after storm – something may have changed or clogged with the latest storm, b/c this is the first time since work was done.
  • Facebook – 5000% due to two posts last week, Carl and FRL

Internal Affairs:

  • FRL 501c3 vs. Board and how/when/why one and not the other?
  • Follow up with Carl, then with Kathleen

External Affairs:

  • Civil Service Update – subcommittee reviewing descriptions with civil service as well as internally
  • Next FRL April 13th, 10:00 a.m. at the Rosendale Café, proposed agenda, would like subgroup, Craig Cheriyn, Ann:
    • board’s vision for the library
    • discussion of long-range plans (1-3 year)
    • planned giving

F.            Old Business

  • Letters to Staff re: 2013 salaries will be included in next week’s paychecks; Craig to write letters, Cherilyn to sign checks
  • IRS update – getting Nancy and Craig listed on our accounts, filled out and submitted forms, awaiting reply.
  • Cherilyn went to Library ? day, had a good time, saw Bonacic and others, 

G.            New Business:

  • Bootcamp 3/27 6-8; bring beverage + cups

H.            Bills
TE -1, KB - 2

I.            Adjourn
8:55

next 4/17, 7 p.m.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
FEBRUARY 20, 2013

ATTENDEES: Craig Zisman, Carl Welden, , Michael Thomas, Karen Burchell, Chris Pryslopski, Cherilyn Craig,  Nancy Hertzig, Wendy Alexander

ABSENTEES: Toby Eisman, Marianne Gilday

MINUTES: Motion by Chris to accept minutes, seconded by Cherilyn, passed.

FINANCIAL REPORTS:   filed for audit
01-02-13 Motion by Carl to nominate Craig for President, seconded by Chris.  Craig elected unanimously and returning as President. 
02-02-13 Motion by Chris to nominate Cherilyn for Vice president, second by Carl.  Cherilyn elected unanimously and returning as vice president.

DIRECTOR’S REPORT:
1. Library-sponsored program for Black History Month, "There Is a River", a success, thanks to our dedicated staff, w/ c. 45 in attendance for the excellent lecture, historical display, & refreshments from the Friends of the Library.  Thanks to Chris for the donation of Prof. Williams-Myers book, "On the Morning Tide" to the library collection.
2. Library Advocacy Day, Tues Mar 5, Albany....FRL sponsors 3 for bus trip, anyone ?
3. Observed our preschool children's program, 1/24/13, 9:45-11 w/Ann VanDamm & guest storyteller, Leslie Abdullah, 7 kids & 7 adults in attendance.  The group sang songs, answered questions like, "What are you excited about ?", stretched to rhymes, took magic carpet rides w/ colorful scarves, heard 2 stories, picked a musical instrument to play while marching & crafted bracelets w/ beads & pipe cleaners.  Books then selected for home reading & a lovely time was had by all.
4. Just learned that the Rondout Valley Teachers Union is generously donating $500 for the purchase of children's books for the Rosendale Library, which they also did 3 years ago.
5. Our friend, benefactor & author/photographer, Carol Cortelyou Cruikshank's fascinating life is the featured article in the Freeman Valentine's Day Supplement, "Savvy After Sixty".  Thanks to Toby for the heads-up.
6. Look for the (early) Winter/Spring 2013 "Rose Window" newsletter printed at Bob Freeston's Main Street shop, The Canal Press.

CORRESPONDENCE:  Carl will take on the role of Board liaison for potential future trustees.  We received an application for the Board from Kathleen Wiacek.

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Toby, Karen, Cherilyn) Karen spoke to Lynn Churchill, an accountant who is willing to come meet with the Board and educate them on procedures.
Physical Plant:  (Carl, Chris) no report
Internal Affairs: (Toby, Karen, Cherilyn) Boot Camp March 27, 6-8 pm.  Discussion of Open Meeting Laws.  Trustees need to read the packet provided by Cherilyn for the next meeting.  Also need a book of motions. 
External Affairs: (Michael, Marianne, Chris)  no report

NEW BUSINESS

Motion by Cherilyn to pay bills, seconded byKaren, passed.

Motion by Karento adjourn, seconded by Cherilyn, passed. Discussion on purchase of chairs to be addressed at next meeting.

Next meeting Wednesday, March 20, 7:30 pm
Motion by to adjourn, seconded by, passed.

 

ROSENDALE LIBRARY MINUTES 1/23/13:


Attendees: Craig Zisman, Toby Eisman, Michael Thomas, Carl Welden, Chris Pryslopski, Wendy Alexander, Karen Burchell and Joanne Reuben from Friends of the Rosendale Library (FRL)
Absent: Marianne Gilday, Nancy Hertzig
Motion by Carl to accept minutes, seconded by Toby.  Passed
Financial report: Question of -$20.90 in travel to be tabled for February.  File for audit pending clarification of travel expense.  Motion by Chris, seconded by Carl.
Director’s Report: New computers will be implemented in preparation of converting to Sierra program.
Wendy reminds all of MHLS open meetings & FOIL workshops on 1/30/13. 
Library staff meeting report submitted.
Correspondence: Thank You card received from Bob Sena
Committees:
Budget and finance:  No report
Physical Plant:  Snow removal has been done well.  Situation with basement dehumidifier is okay.
Internal affairs:  MHLS “Boot Camp” needs rescheduling to the 13th or 27th of February or March.
External Affairs:  Contract bidding discussed for our full-scale carpeting and painting project.
Old Business:  Library membership drive.   
Karen discussed June 2012 minutes needing follow-up on salary updates.
FRL and RL Board meet-up topics- 1) Board’s vision for the library  2) Long-range plans with timelines and measurable achievements  3) Planned Giving, in particular, the legal ramifications.  These are to be addressed at Boot Camps and subsequent board meetings.
Joanne mentioned these FRL happenings: Town/Library’s Black History Month event at Rec Center, Book club discussion group  for “Caine River” on Feb 24th from2-3:30pm.  Books for babies packets.  $24k in available funds.
Motion to pay the bills made by Carl, Seconded by Chris.  Passed
Motion to adjourn made by Toby, Seconded by Cherlyn.  Passed.
Next FRL meeting held 2nd Saturday in April morning(s) at Rosendale Café from 10am-noon/   Meetings are quarterly.
Next Board meeting to be held at 7pm Wednesday February 20th

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
DECEMBER 19, 2012

ATTENDEES: Craig Zisman, Carl Welden, Toby Eisman, Michael Thomas, Chris Pryslopski,  Cherilyn Craig, Marianne Gilday, Nancy Hertzig, Wendy Alexander

ABSENTEES: Karen Burchell

MINUTES: Motion by Marianne to accept minutes as corrected, seconded by Cherilyn, passed. 

FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT:
1. Local author Doug Nichols read from his “Top 100”  of the year book, “Something Red” with  about 26people in attendance.  He sold and signed $150 worth of books and donated half to the library.  He also gave us a book of his poetry and we purchased 3 more poetry books.

CORRESPONDENCE:  

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Toby, Karen, Cherilyn) issue with IRS resolved
Physical Plant:  (Carl, Chris) Old dehumidifier disposed of, and secondary one in its place.  Michael Hughes gave Craig an estimate for the roof repair.  01-12-12 Motion by Chris to approve paying Michael Hughes up to $2000 to repair the leak in the roof, seconded by Marianne, passed.   Marianne will continue to pursue cost of replacing carpet, moving book collection, and interior painting.
Internal Affairs: (Toby, Karen, Cherilyn) no report
External Affairs: (Michael, Marianne, Chris) no report

OLD BUSINESS  

Motion by to pay Chris bills, seconded by Toby, passed.

Motion by Carl to adjourn, seconded by Toby, passed. Next meeting January 16, 7:00 pm.  Special meeting January 9, 6 pm


ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
NOVEMBER 28, 2012

ATTENDEES: Craig Zisman, Carl Welden, Toby Eisman, Michael Thomas, Chris Pryslopski,  Cherilyn Craig, Nancy Hertzig, Wendy Alexander

ABSENTEES: Karen Burchell, Marianne Gilday

MINUTES: Motion by Cherilyn to accept minutes as corrected, seconded by Carl, passed.  Carl actually spoke to Eric Kwak and not to Charlie DeFraia.  He WILL speak to Charlie soon.

FINANCIAL REPORTS: filed for audit

DIRECTOR’S REPORT: Our good friend Carol Cruikshank has offered her new photo and poetry book, “Clouds & Silver Linings,” to be sold for the benefit of the library.

CORRESPONDENCE:   Cherilyn and Bob will invite John and Bob to the December meeting.  The meeting will be at 7, but invite them to come at 7:30. 

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Toby, Karen, Cherilyn) no report
Physical Plant:  (Carl, Chris) Tom Colucci work complete, but he brought up a question of a leak in the roof over the bathroom.  Carl will question him further.  Problem with the sidewalk fixed by the town.  All Clean gave an estimate for cleaning the windows of $380, to be done in the Spring.  Plowing contract taken care of by Craig.  Dehumidifier in basement has been freezing up and needs to be replaced.  Chris will research what is needed and prices.
Internal Affairs: (Toby, Karen, Cherilyn) The 5 people elected to the Board at the recent election need to be sworn in at the Town Hall
External Affairs: (Michael, Marianne, Chris)  The Library will plan a Black Histoy month along with the Town Board.

OLD BUSINESS  January 9, 6 pm Rebekkah Smith is coming to do a Trustee Boot Camp.

Motion by Carl to pay bills, seconded by Toby passed.

Motion by to adjourn, seconded by, passed. Next meeting December 19, 7:00 pm

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
OCTOBER 18, 2012

ATTENDEES: Craig Zisman, Toby Eisman, Michael Thomas, Karen Burchell, Chris Pryslopski, * Marianne Gilday and Carl Welden attended but had to leave early so did not participate in some of the meeting.

ABSENTEES: Cherilyn Craig, Nancy Hertzig, Wendy Alexander

MINUTES: Motion by Toby to accept minutes, seconded by Karen, passed unanimously.

CORRESPONDENCE:  
JoAnn Reuben from the Friends of Rosendale Library attended to provide an update on their activities and request a meeting of the Trustees and the Friends to introduce ourselves and better coordinate our work together.* (she presented before the Executive Session 7:30 – 7:45, then left)

EXECUTIVE SESSION: 7:45 – 8:45

FINANCIAL REPORTS:   Voted to postpone filing the treasurer's report until our November meeting due to questions for the Treasurer. Motion by Chris, second by Karen, all voted "aye."

DIRECTOR'S REPORT:
The Director left early due to not feeling well, but the board discussed action items from her mailed report.

Motion to approve the purchase of 5 "Chair Task/ Product 504" chairs as quoted at approximately $750.00 made by Toby, seconded by Karen, passed unanimously.

 

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Toby, Karen, Cherilyn) Karen will report on potential investing options for the Snyder money in November.
Physical Plant:  (Carl, Chris)
Carl spoke to Charlie Defraia and learned that the Rose Window lighting was pulled from the original contract; he is investigating products/costs to move ahead with this now.
Chris brought the cross upstairs to show the board and discussed potential placement with Craig and Michael at the end of the meeting. It was suggested that it could be placed atop the local history shelves with interpretive materials so that it was part of a history display and not placed as a religious object.
The Director reported that the sidewalk in one are appears undermined after the Town flushed fire hydrants, we will follow up to see who will fix this issue.
Marianne got a quote for new carpet from the Rosendale Flooring Store at approximately
$7,000. She will investigate the cost of a moving company next.
Internal Affairs: (Toby, Karen, Cherilyn) The Board discussed a time and day to host MHLS staff for our own "Trustees Essentials" workshop. We will request any but the third Wednesday of January at 6 p.m. in order to meet in the Library space after-hours.
External Affairs: (Michael, Marianne, Chris) no report

OLD BUSINESS:
Card to be signed and money collected in thank you for Bob and John at the November meeting. An envelope will be placed for donations in the pending folder in the office. Toby will bring the Thank You cards to the meeting. In November we will coordinate and volunteer for specific items to bring to the December meeting to make it a working party – sweet and savory snacks and beverages while we work.

Motion to pay bills made by Chris, seconded by Karen, passed unanimously.

Next meeting Wednesday November 28th at 7:00 PM (4th Wednesday in month due to Thanksgiving holiday)

Motion to adjourn made by Toby, seconded by Michael, passed unanimously.

 

ROSENDALE LIBRARY
MEETING - BOARD OF TRUSTEES
AUGUST 15, 2012

ATTENDEES: Craig Zisman, Carl Welden, Toby Eisman, Cherilyn Craig, Michael Thomas, Karen Burchell, Chris Pryslopski, Marianne Gilday, Wendy Alexander

ABSENTEES: Nancy Hertzig

MINUTES: Motion by Carl to accept minutes, seconded byMarianne, passed.

FINANCIAL REPORTS:   filed for audit

DIRECTOR’S REPORT:
Book sale generated $782 with great volunteer turnout
Wendy submitted MHLS trustee election sample

CORRESPONDENCE Tom Colucci informed that his check for carpentry and painting contract will be available

COMMITTEES:
Budget & Finance (Wendy, Nancy, Craig, Toby, Karen, Cherilyn) Election inspectors contacted. Two confirmed, third possible.
Physical Plant:  (Carl, Chris) Colucci construction set to commence. VirtualmPlant has set up a Facebook account for the staff to use to access the library’s page, where an event listing for the budget vote has been posted.
Internal Affairs: (Toby, Karen, Cherilyn) Bylaws, which were voted on in June, were reviewed. Marianne will bring in copies for orange binder.
External Affairs: (Michael, Marianne, Chris) no report

OLD BUSINESS
Lighting Rose Window
FRL & Staff Meeting
Basement cleanup
Thanks to Bob Sena & John Schwartz
Outside Lighting

Motion by Chris to pay bills, seconded by Carl, passed.
Board went into Executive Session at 8:50 pm and came out at 9:20 pm
Motion by Toby to adjourn, seconded by Carl, passed.
Next meeting September 19, 7 pm
Motion by Toby to adjourn, seconded by Marianne, passed.