Grinnell Public Library District Board of Trustees Minutes Wednesday, July 15, 2015 Present: Trustees Campilii, Brkich, Fuimarello, Quinn, Ruggiero, Tucker, Devine, Sassmann, Christie. Also present: Laura Stein Executive Director; Barbara Gutzler, Wappinger Town Supervisor. Call to Order: Meeting was called to order at 7:09 pm by President Quinn. Minutes: Motion to accept minutes for May and June; made by Trustee Ruggiero, second by Trustee Brkich; passed unanimously. V.P. of Finances Report & Monthly Vouchers: questions raised about the air conditioning units in children’s room; cost given of $4,000 to replace. The Board unanimously authorized President Quinn to sign the monthly vouchers and directed the Treasurer to pay the July Public Library District reviewed bills (Vouchers 2015-265 through Voucher 309) in the amount of $12,676.50 on a motion made by Trustee Ruggiero and seconded by Trustee Devine. Committee Reports: a) Governance: nothing to report b) Finance: no report c) Buildings & Property: a. 6 bids received on proposal, narrowed down to 3: Chazen Companies, Morris Associates, Hudson Land Design. Director Stein will contact Neil Larson to ascertain the best person on the list for designing plans, not doing the project. Cost of the project is within the range of $10,000 – 14,000. b. Trustee Devine asked for an explanation of the criteria for choosing an engineering firm. c. Director Stein will consult with Neil Larson for a recommendation, then go to contract. d. Motion made by Trustee Tucker, second by Trustee Devine; passed unanimously.

d) Personnel: no report; items to discuss are for executive session; e) Children’s: Trustee Devine will continue visiting other libraries for ideas before ordering shelving.

Executive Director’s Report: 

Statistics discussed: programs doing well, circulation up. 

Discussion about Art Platt teaching a martial arts class at the library once per week @ $5.00 per session; questions re is it proper to give library space for a business? Certificate of insurance needed (Trustee Ruggiero)?



Board will look into what other libraries do, and develop a policy for room use (Trustee Ruggiero comment).



Appreciation Dinner: Director Stein said she would pay for the dinner from the proceeds of sales of books which were donated to the library. a. Trustee Ruggiero objected to the use of this money, saying the Board should have voted to accept the donation. b. Trustee Ruggiero discussed the use of various donations given to the library; who deems materials acceptable? c. Director Stein explained the purchase of donated materials from the library, then re-sale on E-Bay; these monies would be used to pay for the dinner on August 7. d. Discussion followed regarding propriety of sale of books and materials and library policy on accepting donations and how donations are used. e. Trustee Devine stated that a policy is needed; Trustee Ruggiero stated that the policies of other libraries should be obtained. f. Discussion followed re staff dinner and payment; donations from trustees.



Director Stein discussed the new pages; Jackie Hammond is going through the archives: should she have a contract?

a. Trustee Brkich asked if the contract fee would be paid in advance; Director Stein said it can be adjusted to pay after her work is done, c. $240/month. 

Trustee Ruggiero suggested the trustees memorialize the Dutchess County Legislature to include a line item in the budget for Dutchess County Libraries.



Trustee Campilii moved to adopt the policy on special collection usage; second by Trustee Christie; passed unanimously.



Gala Issues: volunteers duties discussed; discussion of who should follow-up with sponsors.



Sedore Audit: fee increased this year. $6,800 for 2015 audit; $9,800 for 2016 audit. Suggestion made to RFP the CPA services.



Linda Hannigan suggested getting rid of the mutual funds, as they are not allowed. Trustee Devine asked what the library should do with those funds.

Liaison Reports: 

Town of Wappinger: reminder of the Thursday night concert series and Community Day;



Village of WF: reminder of the concert series and movies at Veterans Park;



Friends of GPLD: more members are needed; table set up at the Gala

Old Business: discussion of the plaques for the chairs in the main reading room. New Business: Trustees Fuimarello, Christie, Brkich are up for re-election. Trustee Brkich will not run for re-election. Petitions are due to Eileen Sassmann, GPLD Secretary, by September 6. Biographies of trustees are needed; discussion followed re coverage of the election. Board moved to go to Executive Session. Respectfully submitted, Barbara Gutzler