MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY: November, 2018
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Plattekill Public Library
Board of Trustees Meeting
November 8, 2018
The meeting was called to order at 7:05PM with the Pledge of Allegiance.
Present were: Will Farrell, President; Luz Ledesma, Vice President; Lynne Ridgeway, Trustee; Valerie Smith, Trustee; Joe Egan, Trustee; David Padilla, Trustee; John Georghiou, Director; Donna Ebanks, Secretary; Mayleen Torres-Rivera, Bookkeeper.
It was noted that Trustee George Hickey would be late.
Members of the public: Karen Adamson; Shirley Anson; Butch Anson.
Amendments to October 11, 2018 minutes:
LR: The motion for the election of officers should include the “no” votes.
LR: Record that Luz left at approximately 8:15pm.
→ Motion to accept the amended August 9, 2018 regular Board meeting minutes was made by Joe Egan and seconded by David Padilla. On the vote: JE, yes; WF, yes; DP, yes; LR, yes; VS, yes; LL, abstained. The motion passed.
→Motion to accept the October 11, 2018 regular Board meeting minutes as amended was made by Joe Egan and seconded by David Padilla. All others were in favor. The motion passed.
The July 12, 2018 regular Board meeting minutes were tabled to the December Board meeting.
Mayleen Torres-Rivera reviewed the Bookkeeper’s report for the Board.
Items of Note:
Warrant of checks was circulated for signatures
Mayleen will check to see if the end of year retirement sum can be paid quarterly
John will check to see if THR subscription amount can be reduced if we opt out of additional magazine
Budget & Finance Committee must schedule a meeting
Consideration was given to outsourcing 2019 SRP printing to reduce cost
George Hickey arrived at 7:20pm
→Motion to approve the new purchase orders as follows:
Performer – Eric Dickstein (Dover Boys) 12/12/18 Library Concert
Times Herald Record for 52 week subscription – prepaid
Performer – Bill Robinson for Birds of Prey program on 1/17/19 was made by Luz Ledesma and seconded by George Hickey; all others were in favor and the motion passed.
→Motion to approve the October payroll was made by Joe Egan and seconded by George Hickey; all others were in favor and the motion passed.
→Motion to approve the checks pending audit was made by Luz Ledesma and seconded by David Padilla; all others were in favor and the motion passed.
Was read and discussed
Items of note:
Board needs to determine which Trustees will be meeting with the insurance representative and dates of availability
Auditors Nugent & Haeussler are awaiting a time to present their findings to the Board
Board should review the Employee Handbook for any possible revisions
The $5,250 check that was returned to the Library has been deposited into the Capital fund
Employee handbook and Five Year Plan should be viewed within the next 6 months
Security cameras have been installed
Policy Committee needs to create a statement regarding privacy and the use of security cameras
The Planning & Personnel Committee needs to meet
Lynne noted that the SUT did not print our press release in its latest edition
John indicated that he plans to retire as of February 1, 2019
→Motion to accept the existing committees and the new assignments was made by Joe Egan and seconded by George Hickey. The votes were as follows: LR, no; VS no; JE, yes; DP, yes; WF, yes; GH, yes. LL abstained. The motion passed.
→Motion to accept the formation of an ad hoc Technology Committee and ad hoc Grants & Fundraising Committee was made by Joe Egan and seconded by George Hickey. This motion was withdrawn.
Lynne noted that once the Technology and Grants & Fundraising Committees are voted on and approved, all Board members should receive a copy for their individual blue books.
Valerie stated that number one: she is philosophically opposed to the creation of these committees and number two: she thinks that the description, if the Board does decide to go ahead with these committees, needs to be in consistency with the description of other committees. Valerie said that her impression of the description of the committees that she received was more in line with a mission statement and should be tightened up if the Board does approve these committees.
Joe noted that he had sent the descriptions of the Technology and Grants & Fundraising Committees to all members three weeks prior to this meeting asking for comments and did not hear back from anyone.
Valerie asked Joe for clarification of the statement he sent out, specifically, was the motion made with the intention of adding these committees to the bylaws.
Will explained that the motion is for ad hoc committees that will not be added to the bylaws. He stated that they are being formed at this time to help in areas that may be lacking and intended to help secure more grants. They are not committees to be added to the bylaws, they are intended for the purpose of assisting with technology and grants.
Lynne noted that ad hoc committees usually have a target goal and they end at some point in the future.
Upon review of the proposed Committee appointments, Luz asked why some sitting Board members were excluded from the Committees. Will stated that Lynne declined appointment to one of the committees, and he made the appointments based on his determination of who would be best suited to serve on specific committees. Luz asked all Board members present if there were any committees they would like to be on, however, Will made it clear that his decisions for the appointments has been made.
Lynne noted that John was not listed on the two ad hoc committees. Will informed her that it was assumed he would be on both of those committees as the intention of these ad hoc committees was to assist John in the areas of technology and grants. Lynne said that as Director, John was to be on all committees; Will said that he does not agree.
John explained that these committee members are volunteers to assist and help the Library work.
Luz said that she felt the Director should be on all committees and John stated that that is his understanding as well.
Valerie requested that the descriptions of the committees state what they are going to do.
Luz suggested the Board set a term limit for these committees and if after that time it is determined that the committees are still needed they can then be reopened. Will proposed that the motion include a review of these committees after 6 months.
→Motion to form two ad hoc committees, one for Technology and one for Grants and Fundraising to be reviewed in 6 months, with the goal of assisting the Director, was made by Joe Egan and seconded by George Hickey. On the vote: LR, no; VS, no; JE, yes; GH, yes; WF, yes; LL, yes; DP, yes. The motion passed.
→Motion to appoint the following individuals to the Grants Committee:
Joe Egan; George Hickey; Will Farrell and John Georghiou, and to appoint the following individuals to the Technology Committee: George Hickey; David Padilla and John Georghiou, was made by Joe Egan and seconded by George Hickey. On the vote: VS, no; GH, yes; DP, yes; WF, yes; LR, yes; LL, yes; JE, yes. The motion passed.
Luz stated that she has a problem with the committee appointments being filled mostly by four specific Board members. Will asked Luz which committees she would like to serve on and she requested to be added to the Personnel Committee. John will serve on the Budget & Finance Committee as well. Will asked if any other Board members would like to be on the Grants or Technology Committees, to which there were no replies. After additional discussion, Will asked if any Board members would like to be on any other committees, to which there were no replies as well.
→Motion to add John Georghiou to the Budget & Finance and Facilities Committees, and Luz Ledesma to the Personnel Committee, was made by George Hickey and seconded by Joe Egan. On the vote: VS, no; LR, yes; WF, yes; LL, yes; JE, yes; GH, yes; DP, yes. The motion passed.
→Motion to designate Will Farrell and George Hickey as signatories on the Library’s bank accounts, with John Georghiou remaining on the accounts was made by Joe Egan and seconded by David Padilla. On the vote: VS, no; LR, no; JE, yes; DP, yes; WF, yes GH, yes. LL abstained. The motion passed.
Will stated that the Tech Committee should plan to meet with John to complete a comprehensive report on the status of the Library’s computers, tablets, printers, etc.
Set in motion a plan for informational meetings for the Public to let them know about all that is available at the Library. John noted that he has been working on ideas for community outreach at the Library.
The Board received staff Friends liaison Ruth Jantzi’s report prior to this Board meeting.
Lynne stated that the Director’s evaluation has not been completed. Will said that the Personnel Committee will meet to discuss the evaluation.
→Motion to adjourn was made at 8:18pm by Joe Egan and seconded by David Padilla.
Respectfully submitted by: