May 2012 - Suffern Free Library

SUFFERN FREE LIBRARY
BOARD OF TRUSTEES
REGULAR MEETING/MAY 22, 2012
The regular monthly meeting of the Board of Trustees was held on May 22, 2012.
President Craig H. Long called the meeting to order at 8:10 p.m.
Trustees Present: Craig H. Long, Warren E. Berbit, Robert F. Neff, Mario F. Pensa,
Paul V. Orazio, Kathleen J. Hugh, Joyce Nencetti
Absent and Excused: Anne M. Martel, Amy MacKenzie
Staff Present: Ruth Bolin, Library Director
Madalen Klein
Public Present: No public present.
MOTION
A motion was made by Kathleen J. Hugh, seconded by Joyce Nencetti and carried to accept the
minutes of the regular meeting of April 24, 2012 as presented. The motion passed with
Robert F. Neff abstaining.
MOTION
Paul V. Orazio moved and Mario F. Pensa seconded the motion to accept the special meeting
minutes of May 8, 2012 to approve the Resolution to refinance the 1998 DASNY Construction
Bond as presented. Motion passed unanimously.
Paul V. Orazio announced to the Board the Library’s credit rating of Aa1 issued by Moody’s
is significant and considered to be of the highest quality.
Treasurer’s Report – Mario F. Pensa
The Treasurer reported from the April 2012 cash balance sheet and financial statement:
• Operating funds for April 2012 are $2,470,567, up by $49,504 from March.
• Interest and earnings are at 18% of the budget, fines at 77% and commissions at 90%.
• Building repairs and health insurance are up.
• Overall, total expenses as of April 2012 are under budgeted amounts.
MOTION
A motion was made by Joyce Nencetti, seconded by Robert F. Neff and carried to accept the
financial report as presented. The motion passed unanimously.
Library Director’s Report –Ruth Bolin
The Director informed the Board that several people have expressed interest in the café. Ruth
asked the Board to think about whether to allow people to bring in outside food now that
the café is closed.

Committee Reports:
Buildings and Grounds –Mario F. Pensa
The Treasurer will review the proposal the contractor from DeBrino Caulking Company
submitted on the cost of repairs to the caulking of the building. At this time Mario wants to
see where the majority of the caulking is needed before a decision is made. As of right now,
there have been no leaks during the heavy rains.
Book Sale –Joyce Nencetti
The book donations keep coming in by the ‘truck load’ just in time for the June book sale.
Café – Kathleen J. Hugh
As of Thursday, May 17, 2012 the café closed for business.
Policy Committee –Ruth Bolin
Ruth Bolin and Anne M. Martel are working with a lawyer from Pro Bono Partnership, Inc. on
revisions to the Library’s Personnel Policy.
Unfinished Business: Bond Refinance –Ruth Bolin
• Ruth Bolin expressed gratitude to Anne M. Martel for all the hours of work she spent
working on the DASNY refinance.
• Moody’s issued an Aa1 credit rating to the Library. The Board briefly reviewed the
document from Moody’s. (See attached).
• The Director informed the Board that the sale of the bonds is scheduled for June 4 th ,
2012 and the closing is scheduled for June 21 st 2012 in Albany.
New Business: Organizational Appointments
The Board reviewed the Library’s Organizational Appointments for 2012:
• Financial Institutions: Chase Bank, M and T, Provident, TD Bank, Charles Schwab.
• Official Newspapers –Legal Notices: The Journal News and the Rockland County
Times.
• Attorneys: Balsamo, Byrne, Cipriani and Ellsworth.
• Auditors of Library Funds: Fulton, Timmes, Frega and Straubinger, P.A.
• Signatories for Library Accounts: Craig H. Long, Warren E. Berbit, Mario F. Pensa,
Robert F. Neff.
MOTION
A motion was made by Paul V. Orazio, seconded by Kathleen J. Hugh and carried to accept the
Library’s Organizational Appointments (listed above) be approved as presented. The motion
passed unanimously.
Ruth Bolin has announced her decision to retire as Library Director. The position will be open
in September.
The Board reviewed and discussed a drafted ‘Job Description’ and a list of ‘Basic Qualities’ to
begin the hiring process for a new Library Director. Joyce Nencetti asked the Board to review
the list of ‘Basic Qualities’ and recommend which qualities the Board feels are essential for
potential applicants. Craig H. Long will chair the search committee.

President Craig H. Long thanked Ruth Bolin, Anne M. Martel and Joyce Nencetti for their
work on the ‘Job Description’ and ‘Basic Qualities’ documents.
MOTION
A motion was made by Paul V. Orazio, seconded by Kathleen J. Hugh to adjourn the meeting
at 9:45 p.m.
Respectfully submitted,
Joyce Nencetti, Secretary Pro Tem