Minutes of Meeting of the Board of Trustees Highland Public Library Thursday, September 22, 2016 30 Church Street Highland, NY 12528 Attending: Joanne Loewenthal, President; Darlene Plavchak, Vice President for Internal Matters; Nancy Hammond, Vice President for External Matters; Frances Brooks, Recording Secretary; Melissa Burdash, Corresponding secretary; Mark McPeck, Technology; Julie Dempsey, Library Director Absent: Eric Norberg Attending from the Friends of the Highland Public Library: Angela Grieco The meeting was called to order at 6:00 p.m. The members recited the Pledge of Allegiance Nancy moved to accept the Minutes of the September 13, 2016 meeting; Mark seconded. All were in favor. Financial Report We received the Budget and it looks good. Director’s Report MHLS Annual Meeting will be held October 14, 2016 at the FDR Wallace Center at 8:30 a.m. UCLA Annual Dinner will be held September 27, 2016 at 6:00 p.m. at Garvan’s Restaurant in New Paltz. Old Business Construction Update: There was a pre-construction meeting. Alan invited various owners and discussed the process involved in building the new Library. Job meetings will take place every second Thursday. Ground should be broken the week of October 3, 2016. Alan’s trailer is at the site. The footprint of the building has been marked in chalk. Time of day for the construction will be from 7:00 a.m. until 3:30 p.m. Fencing around the site will go up the week of October 3, 2016. Some soil testing needs to be done. Missy, as Corresponding secretary, will respond to any issue raised by the Community. Eric will oversee the Budget with assistance from Mark. Building permits are in Alan’s trailer and in Julie’s office. New Business: Our architect recommended that we obtain Special Inspection Services. The lowest bid was from Atlantic Testing at a cost of $17,000. Nancy moved as follows: Be it resolved that the Board of Trustees accepts the recommendation of the Architect to appoint Atlantic Testing. Mark seconded. A roll call was taken: Joanne: Yes Darlene: Yes Nancy: Yes Fran: Yes Melissa: Yes Mark: Yes Eric was absent We are in line for a grant from the MHLS Board of Trustees. Nancy moved as follows: Be it resolved that the Board of Trustees of the Highland Public Library accept the grant from MHLS in the amount of $74,250. Mark seconded. All were in favor. Appraisal of the Current Property The term of the appraisal is six (6) months. Darlene moved as follows: Be it resolved that the Board of Trustees of the Highland Public Library engage Hudson Valley Appraisal to complete the appraisal of the current Library at a cost of up to $2,500. Missy seconded. All were in favor. Hudson Valley Appraisal will complete the appraisal as soon as is reasonable possible. Fundraising Committee: Tiles can be purchased for the flagpole plaza as follows: $75.00 4x8 text only $100.00 4x8 text and artwork $150.00 8x8 text only $200.00 8x8 text and artwork 4x4 replica tiles can be purchased at the time of tile purchase for an additional $5.00 There is an opportunity for businesses to purchase a 12x12 tile with their logo or $500.00 $500.00 and up: furnishings/equipment/finishes for each area/room. Donor may designate which room/area they would like their donation to go toward. Naming Opportunities Donations to cover cost of all furnishings/equipment/finishes/flooring in specified area/room begins at $15,000 for exterior Plaza or porch. Interior rooms will vary depending on furnishings/equipment/finishes including flooring. Groundbreaking: The Groundbreaking Ceremony will be held at 14 Elting Place (our new address) on September 25, 2016 at 1:00 p.m. The Friends are making finger food, Minard Farms is donating the Cider. Chairs will be picked up at 11:00 at the Masonic Lodge. Peter Brooks will take pictures. Friends of the Highland Public Library: Community Members have asked about prices for furniture and equipment for the new Library. Julie explained that we didn’t put out prices for donating to the Library. If someone wants to donate, they should see Julie. The Town of Lloyd, partnered with the Highland School District, would like a letter from the Library Board for: Safe Schools Routes Grant: The letter should be sent to Paul Hansut, Town of Lloyd Supervisor. The grant could be for sidewalks, etc. for connections between the Elementary and Middle School and the new Highland Public Library, as well as other areas around the Hamlet. Darlene moved that the Board write the aforementioned letter. Nancy seconded. Joanne drafted the letter of support and the Board approved it. All were in favor. Therefore, Be it resolved that the Highland Public Library Board of Trustees supports the Town of Lloyd’s initiative to provide safe pathways and enhanced pedestrian connectivity between Highland Central School District properties, the Town businesses and government area and the new Highland Public Library. Darlene moved to go into Executive Session to discuss personnel issues. Nancy seconded. The Board went into Executive Session at 7:08 p.m. Nancy moved to come out of Executive Session at 7:52. Mark seconded. All were in favor. Nancy moved to adjourn; Mark seconded. The Meeting adjourned at 7:53 p.m. 1