MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY: December, 2018
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Plattekill Public Library
Board of Trustees Meeting
December 13, 2018
Amended at the 1/10/10 BOT Meeting
The meeting was called to order at 7:15PM with the Pledge of Allegiance.
Present were:Will Farrell, President; Lynne Ridgeway, Trustee; Valerie Smith, Trustee; Joe Egan, Trustee; David Padilla, Trustee; George Hickey, Trustee; John Georghiou, Director; Donna Ebanks, Secretary
Excused: Luz Ledesma, Vice President
Absent: Mayleen Torres-Rivera, Bookkeeper.
Pending the Secretary’s review of the audio recording of the November Board meeting to clarify the discussion on bank account signers, acceptance of the November 8, 2018 Regular Board Meeting minutes was tabled to the January 2019 meeting.
→Motion that the signatories for the bank accounts will be Will Farrell and Joe Egan was made by George Hickey and seconded by David Padilla. On the vote:
Yes - G. Hickey; W. Farrell; D. Padilla; J. Egan
No - L. Ridgeway; V. Smith. The motion passed.
→Motion to table the November 8, 2018 Regular Board Meeting minutes to the January 2019 meeting for clarification of the signatory vote was made by George Hickey and seconded by David Padilla. On the vote: Yes – G. Hickey; D. Padilla; W. Farrell; J. Egan; V. Smith; L. Ridgeway. All were in favor and the motion passed.
→Motion to accept the July 12, 2018 Regular Board Meeting minutes was made by Joe Egan and seconded by David Padilla. MOTION WITHDRAWN
Will said that in his opinion, Valerie’s statement regarding the Director’s 2017evaluation is intended to criticize the Board, and requested it be stricken from the July 2018 minutes. Valerie countered that the statement was an accurate representation of what she said without singling out any individual. Lynne questioned the legitimacy of removing Valerie’s statement from the record, noting that at an earlier Board meeting in 2018, Joe read a full page statement requesting Lynne and Valerie step down from their positions as President and Vice President, respectively, and asked that it be included in the minutes for that meeting. Joe said his statement was in response to events that were taking place at Board meetings and not with regard to committee issues.
→Motion to accept the July 12, 2018 Regular Board Meeting minutes as amended to correctly state the meeting adjourned due to lack of a quorum, was made by Joe Egan and seconded by David Padilla. On the vote:
Yes – L. Ridgeway; V. Smith; J. Egan. No – W. Farrell; D. Padilla.
Abstentions: G. Hickey. Motion failed.
→Motion to approve the November payroll was made by Joe Egan and seconded by Lynne Ridgeway; all others were in favor and the motion passed.
→Motion to approve payment of the bills pending audit was made by David Padilla and seconded by Joe Egan; all others were in favor and the motion passed.
→Motion to allow George Hickey to review the checks and the register tonight in Luz’s absence was made by David Padilla and seconded by Joe Egan; all others were in favor and the motion passed.
The warrant of checks was circulated for Board members signatures.
Valerie noted that the procedure for payment of the bills requires that a Board member who is neither a signer of the checks or the purchase orders audits the checks and corresponding paperwork.
Was read and discussed
Items of note:
Accountant Jennifer Capicchioni of Nugent & Haeussler will be at the January 2018 Board meeting
Board members should review J. Egan’s draft surveillance policy and submit suggestions to the Policy Committee
Request for approving February 2019 as Food for Fines month
John will be retiring as of February 1, 2019 and is willing to remain after that date as a consultant
The Annual Report is due in February; the Board can apply for an exemption pending the hiring of a new Director
Dates for informational meetings with the public need to be determined
→Motion to approve February 2019 as Food for Fines month was made by Valerie Smith and seconded by David Padilla. All others were in favor and the motion passed.
The Personnel Committee met on November 13, 2018 and The Budget & Finance Committee met on December 3, 2018. Minutes for both meeting were previously distributed via email.
Recommendations by the Personnel Committee:
Appoint Donna Ebanks as Interim Director in the event a new Library Director has not been selected by February 1, 2019
Adjust Donna Ebanks’ pay as compensation in the event she appointed as Interim Director with the pay increase determined at the January 2019 Board meeting
Offer John Georghiou a contract as a Library Management Consultant in the event a new Director has not be selected and contracted by Feb 1, 2019 with the role of supporting Donna Ebanks during that period
Discussion determined the Board will act on the Committee’s recommendations at the January 2019 Board meeting, whereby at such time Donna will know the terms of compensation for acting as Interim Director and John will have proposed the terms of the Library Management Consultant contract.
The Board engaged in a discussion regarding the Personnel Committee’s recommendation to change the Standard Work Week from 35 hours to 40 hours. The Committee will do further research on this for evaluation at the January 2019 Board meeting.
Valerie requested the Personnel Committee include the Plattekill Public Library standards for a Library Director’s qualifications in the description of requirements job listing being used for the Director position.
Lynne noted that the Ulster County document presented by the Personnel Committee, listing the Library Director’s qualifications, does not include the date of the current revisions that were applied by the Personnel Committee; George said he would make that notation to the document.
→Motion to empower the Personnel Committee to search for a new Director was made by George Hickey and seconded by Joe Egan; all others were in favor and the motion passed.
→Motion to authorize the Personnel Committee to research terms of compensation for Donna Ebanks as Interim Director, and a consultant contract and pay for John Georghiou in order to make recommendations to the Board at the January 10, 2019 Board meeting, was made by Will Farrell and seconded by Joe Egan; all in favor and the motion passed.
→Be it resolved that the unexpended funds in Payroll be transferred to the 2019 Budget to cover payroll expenses through January due to the delay in receiving the 2019 tax levy was made by Will Farrell and seconded by Lynne Ridgeway; all others were in favor and the motion passed.
→Motion to split the remaining funds of $12,000 equally between the Contingency Fund and the Capital Fund was made by Will Farrell and seconded by George Hickey; all others were in favor and the motion passed.
→Motion that any future legal or other costs associated with the purchase of property other such costs be taken from the Capital Fund and not from the Operating Budget was made by George Hickey and seconded by David Padilla; all others were in favor and the motion passed. On the vote:
Yes – W. Farrell; J. Egan; G. Hickey; D. Padilla
No – L. Ridgeway; V. Smith
The Library’s Friends liaison’s November meeting was sent to all Board members prior to this meeting.
→8:53pm: Motion to enter into Executive Session with the Director’s participation for the purpose of discussing a real estate matter where an open discussion could affect the parcel’s value was made at by Will Farrell and seconded by Joe Egan; all others were in favor and the motion passed.
The Board came out of Executive Session at 9:25.
→Motion to authorize Board President Will Farrell to offer the Town the previously discussed sum for purchase of the current Library property was made by Joe Egan and seconded by George Hickey. The motion passed
→Motion to adjourn was made at 9:40
Respectfully submitted by: