Grinnell Public Library District (GPLD) Board Meeting Minutes May 18, 2016 Present: District Trustees Campilii, Christie, Devine, Halvey, O’Sullivan, Pells, and Sassmann Also present: Acting Director Jessica Sherman, Friends’ President Evaul, Village of Wappingers Falls Mayor Matt Alexander, and Mary Schmalz (representing Town of Wappinger Supervisor Jiava)

Dates to Consider – Here are the dates of some meetings/events you may want to consider attending. Village Memorial Day Service - Monday, May 30, 2016, at 9 am at the Veterans; Rock in Mesier Park Town of Wappinger Memorial Day Service - Monday, May 30, 2016, at 2 pm at Schlauthaus Park on Myers Corners Road GPLD Friends Meeting – Thursday, June 2, 2016, at 6 pm at the Library Festival at the Falls – Saturday, June 4, 2016, at noon at Mesier Park Next Public Library Board Meeting – Wednesday, June 15, 2016, at 7:00 pm at the Library Unveiling of Village Historic Tail Sign – Saturday, June 18, 2016 outside the Library 2016 Gala - Saturday, September 17, 2016, from 5:30 until 8 pm at the Library Call to Order - The meeting was called to order by President Devine at 7:04 pm. Minutes – The Board unanimously agreed to approve the amended Minutes of the GPLD April 2016 Board meeting on a motion made by Trustee Campilii and seconded by Trustee Pells. (GPLD Board Secretary updated the March minutes and placed on the GPLD web site.) VP of Finance’s Report & Monthly Bills After discussion, the Board unanimously agreed to authorize voucher signing by President Devine and directed the Treasurer to pay the May 18, 2016 reviewed bills (Bills 1 - 31 for a total of $15, 586.75) on a motion made by Trustee Pells and seconded by Trustee O’Sullivan. (The old voucher system has been replaced by Quick Books and the old

vouchers are replaced by a list of bills.)

Committee Reports – The following items were discussed. Governance – Community Room Use - Acting Director Sherman reported that the policy has been updated. Finance – No report at this meeting Buildings and Property – Fence – The $4370 for the fence has been moved to the Operating fund and we are waiting to hear from Chazen before proceeding. Trustee Devine has arranged for the use of an easel for the Village Historic Trail Project and reinstallation when the fence is complete Personnel – No report at this meeting. Prepared: May 23, 2016

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Grinnell Public Library District (GPLD) Board Meeting Minutes May 18, 2016 Children’s Room Renovation – The proposal from Don Schwartz (maximum of $5,775 plus

reimbursable expenses (maximum of $200)) has been received and forwarded to Attorney Schofield. The Board unanimously approved engaging Don Schwartz (architect of many Village projects) to prepare the detailed RFP (ready in 1.5 to 2 weeks) and then have Ron Alfonso (Village contractor and clerk of the works for the Police Station renovations and the Village Highway Garage construction) prepare the bids on a motion made by Trustee Halvey and seconded by Trustee Christie. Trustee Devine expressed concern about the timing of the bids since the shelving (DEMCO COLORSCAPE) takes 2 months to order. Acting Director’s Report – Acting Director Sherman highlighted the following items on the Director’s Report: GPLD has been registered with the New York State Library System which will have to be updated from time to time. GPLD is participating “Festival at the Falls” on June 4th in the Village with a booth in Mesier Park and a passport adventure at the Library with prizes planned. “Elementary School Blitz” – visit elementary schools to distribute Summer Reading Program brochures or otherwise distribute the brochures in the first two weeks of June. (Annually, this

is GPLD’s largest printing cost.)

The Board unanimously agreed to close the Library on Saturday, July 9th to have the rugs professionally cleaned and allow time to dry by opening at 1 pm on Sunday, July 10th on a motion made by Trustee Pells and seconded by Trustee Christie. Staff Appreciation Diner will be after the End of Summer BBQ. Acting Director Sherman is investigating to have it at West Main Kitchen and Bar, and perhaps using the money received by staff proctoring exams or pay for the staff and volunteers. (The Board and Friends would pay for their own dinner.) TO DO: Acting Director Sherman will discuss the proposal with Trustee Ruggiero. Accounting – Accounting firm VDDW trained Acting Director Sherman and Treasurer Levitt on the new Bill.com (the new bill pay interface) in the Quick Books system. Bill.com has been implemented at GPLD including obtaining a Fujitsu scanner and 2016 Quick Books. TO DO: Acting Director will ensure that Trustee Ruggiero is given a login for Bill.com. VDDW updated chart of accounts to be in greater alignment with GPLD’s annual report to NYS. VDDW submitted an updated Proposal for Services for 2016. Prepared: May 23, 2016

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Grinnell Public Library District (GPLD) Board Meeting Minutes May 18, 2016 Acting Director Sherman completed the following TO DOs: Republish the RFP in the Southern Dutchess News, and the New York State Contractor

Reporter. (Poughkeepsie Journal was not used because it would be lost in the Legal Notices.) Al Ford has completed bug removal from the lights in the Reading Room. Al Ford has made the Spring Street light operational once again. Acting Director Sherman discussed the timing of the availability of the monthly events calendar.

Acting Director Sherman reported that she and Trustee Sassmann attended the MLS Trustees Dinner on May 12th at the CIA. Liaison Reports – The following items were discussed. Note: Since the Library liaisons from the Town of Wappinger and the Village are municipal leaders, they may not be able to attend all Board meetings. Town of Wappinger – Mary Schmalz handed out Village Recreation booklets and requested that Mayor Alexander place it on the Village’s web site. The following are some of the Highlights: Saturday, September 10, noon, Schlauthaus Park – Town of Wappinger Community Day Sunday, September 11, 6 pm, Mesier Park – 15th Anniversary of 9/11 TO DO: Mayor Alexander will ensure that the Village’s 2016 Recreation Guide is placed on the Village’s web site. Village of Wappingers Falls – Mayor Alexander reported on a new Downtown Revitalization grant for additional parking which includes a chance to present the Village to the Hudson Valley Economic Development Council (where the Village competes for funds with Cities and Towns). Monday, May 30, 9 – 10 am, Veterans’ Rock in Mesier Park – Memorial Day Saturday, September 3, 3 pm, Veterans’ Park – Village Family Fun Day Friends of GPLD – After discussion, the Board unanimously approved the Memorandum of Understanding (MOU) between the GPLD Board and the Friends for GPLD on a motion made by Trustee O’Sullivan and seconded by Trustee Halvey. TO DO: In July, a committee of GPLD Board and Friends members should be formed to collaborate to examine and update the Strategic Plan. The following items were suggested for a “Wish List” for the Friends to consider: Provide lock cases for all 10,000 DVD’s and 2 docks (perhaps this should be a GPLS operational expense) Prepared: May 23, 2016

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Grinnell Public Library District (GPLD) Board Meeting Minutes May 18, 2016 Recover or replace all fabric chairs in the reading areas Create a patio as part of the Handicapped Access to the Community Room Plan Memorial possibilities (e.g., buy a brick on the patio) should be part of a brochure distributed to local funeral directors Friends’ have “I love Grinnell” bumper stickers for $1 Gala - The following items were suggested for a “Wish List” for the Friends to consider: Music is being discussed: will not be Blue Grass; maybe several alternating styles; Friends’ President Evaul’s guitar playing friend, Jeff is flexible and agreed to perform as requested; considering recorded vs. live music. (Mary Schmalz warned against using live candles and expressed thanks for the choice of size for the Save the Date cards.) Old Business Basement Drainage Project - No report at this meeting. TO DOs: Margaret McManus of Chazen continues to put together plans and permits and will call Acting Director when the work is complete. Acting Director Sherman will provide that amount the Board agreed to pay Chazen, the amount already paid, and the amount remaining in the Capital fund when Chazen has completed the plan. New Business - None Executive Session The Board unanimously agreed to enter Executive Session to discuss a personnel matter on a motion made by Trustee Halvey and seconded by Trustee Pells. The Board unanimously agreed to exit Executive Session on a motion made by Trustee Campilii and seconded by Trustee Christie. The Board unanimously elected Bridget Gannon as GPLD Board Trustee to replace resigned Trustee Tucker on a motion made by Trustee Campilii and seconded by Trustee O’Sullivan. TO DO: Acting Director Sherman should contact Attorney Schofield about the wording in the by-laws about resignations and when the person elected to fill the term has to be a Trustee candidate on the ballot. Adjournment - At 8:17 pm President Devine directed adjournment of the Board. Respectfully Submitted, Eileen C. Sassmann, Secretary of Grinnell Public Library District (GPLD) Board Prepared: May 23, 2016

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