Lucille Lenahan

The meeting focused on organizational matters following the vote results from the June 9, 2020 mail-in ballots. Key actions included administering the Oath of Office, reviewing the Code of Ethics and Conflict of Interest Policy, and electing officers (President, Vice-President, Secretary, Financial Secretary). The board also established standing committees (Budget & Finance, Building & Grounds, Policy & Procedure, Personnel) and ad-hoc committees (Nominating, Liaison to Friends of the Library, Liaison to Citizens Advisory Committee). Furthermore, the board designated depositories (People's United Bank & BNB Bank), appointed signatories for bank accounts, and named various professional firms and individuals for services including independent audit, bookkeeping, treasurer, counsel, appraiser, actuarial, and corresponding secretary. Finally, the 2020-2021 Operating Budget was approved.

The Board of Trustees meeting included a guest speaker, the Architect, who discussed the Substantial Completion paperwork for the Temporary Library, noting that SED approval is pending DOH and DEC approvals to proceed with the bid process for the Main Construction Project. Committee reports covered the upcoming Trustee elections, which were postponed but scheduled for June 9 via ballots only, and the status of the Annual Financial Audit, which had commenced. Discussions focused on preparing to re-open the library, including potential operational models such as virtual programs and curbside pickup, and the purchase of a self-check machine for the temporary library. Building and Grounds updates indicated that furniture and equipment needed to be moved into the temporary library, which required final hookups and a Certificate of Occupancy. The Board also addressed personnel matters, including work-from-home projects during the mandated closure, and approved a motion regarding employees' options for unused Paid Time Off (PTO), allowing for rollover or payout due to the closure.

The meeting included a review and vote to approve check details and payroll reports. The Friends Report covered recent and upcoming virtual programs and the possibility of a fall Yard Sale. Committee reports addressed the extension of the Governor's Executive Order allowing remote board meetings until August 5, the Curbside Pickup Service which saw 799 requests in June 2020, and a 41% increase in E-content usage compared to the previous year. A transfer of $75,000 from the operating surplus to the Capital Fund was confirmed, and the Bond Closing and Debt Service Schedule were noted. The Building & Grounds report detailed the construction schedule, noting the installation of the construction fence on July 21 and the Ground Breaking Ceremony scheduled for July 24, which will be live-streamed. Personnel updates included securing new Disability & PFL insurance coverage.

The Board of Trustees reviewed the preliminary report and bid results from the architect for the renovation/expansion project. The Friends group reported on Zoom book club meetings and passed a resolution canceling elections for the current year. Committee reports covered the deadline for trustee elections and the continuation of the fine-free policy during the pandemic, along with updates on curbside pickup operations. The committee also reviewed building and grounds bid opening results and discussed furniture inspiration. A personnel action included the approval to promote an individual to PT Librarian 1. The Board voted to approve 2020-2021 rates and payroll at the new rates.

The Board meeting included a furniture presentation from Creative Library Concepts, featuring fabric and design samples for library spaces, along with budget discussions. The Friends of the Library reported on an upcoming yard sale and suggested seeking outside assistance for fundraising. Committee reports covered the extension of the Executive Order allowing remote meetings, the addition of laminating services for a fee, and the relocation of curbside pickup to a hold shelf and self-checkout area due to weather and construction, maintaining Covid safety measures. The Board approved official library closures for Thanksgiving Eve, Christmas Eve, and New Years Eve, and agreed to open a temporary library on Saturdays from 10am to 2pm starting in October. Updates were provided on visitor capacity limits and potential roles as a Flu Shot Location and Absentee Ballot Drop off Location. The Board acknowledged offers of donations, including Dans Papers and material concerning The Montaukett Indians. Personnel updates confirmed a staff member passed the passport agent test and two staff members are undertaking Family Place training. A Pandemic response policy is under development. A Special Meeting regarding the Construction Project was scheduled for September 25, 2020.