MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY: January, 2019 

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Plattekill Public Library

Board of Trustees Meeting

January 10, 2019

 

The meeting was called to order at 7:03 PM with the Pledge of Allegiance.

 

Present were: Will Farrell, President; Luz Ledesma, Vice President; Lynne Ridgeway, Trustee; 

Valerie Smith, Trustee; Joe Egan, Trustee; John Georghiou, Director; Mayleen Torres-Rivera, Bookkeeper; Donna Ebanks, Secretary 

Guest: Jennifer L. Capicchioni, accountant from Nugent & Haeussler, P.C.

Excused: George Hickey, Trustee; David Padilla, Trustee

Public Comment:  None

Correspondence: None

 

Financial Report:

Jennifer L. Capicchioni, CPA from Nugent & Haeussler, reviewed the 2017 audit report produced by her firm.  Ms. Capicchioni stated that this report issued by Nugent & Haeussler is a clean/unmodified opinion of the audit of the Library’s financial statements.  Ms. Capicchioni reviewed various aspects of the report and Board members were offered the opportunity to ask questions.

Treasures Report:

Mayleen reviewed the Bookkeeper’s report for the Board.

Items of note:

* Budget & Finance Committee should plan to meet in February

* Tax levy money is due to the Library at the end of January 2019

* Minimum wage has increased

* Board should plan to budget for minimum wage increases over the next five years

* Valerie will sign the purchase orders presented at this meeting

* Mayleen checked with the NYS Retirement system regarding the Library’s annual payment options

 

→ Motion to approve the December 2018 payroll was made by Valerie Smith and seconded by Joe Egan; all others were in favor and the motion passed.

→ Motion to approve the payment of the bills pending audit was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor and the motion passed. 

→ Motion to approve the new purchase orders was made by Luz Ledesma and seconded by Joe Egan; all others were in favor and the motion passed

→ Motion to get a debit card for Donna Ebanks was made by Valerie Smith. 

 This motion was withdrawn. 

→  Motion to add Donna Ebanks to the debit card account number ending in 3260, as a signer to this account was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor and the motion passed. 

→ Motion to hire Nugent & Haeussler for the 990 and AUD reports and audit was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor and the motion passed.  

→ Motion to approve annually paying NYS Retirement System bill early, and subject to the discounted rate, by December 15th was made by Lynne Ridgeway and seconded by Luz Ledesma; all other were in favor and the motion passed. 

→ Motion to accept the November 2018 Board meeting minutes was made by Will Farrell and seconded by Joe Egan; all others were in favor and the motion passed. 

 

Secretary’s Report:

Valerie asked that her statement on page two of the December 13, 2018 minutes be amended to read as follows:

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. 

 

Lynne asked that her statement on page three of the December 13, 2018 minutes be amended to read as follows:

Lynne noted that the Ulster County Civil Service document presented by the Personnel Committee, listing the Library Director’s qualifications, does not agree with what we had previously: the revision dates are the same as the prior document. This Personnel Committee document should include only the dates it was drafted.  George said he would make those notations to the document.

 

Additional amendments

Second motion on page four was all in favor and should read as follows: 

Motion that any future legal or other costs associated with the purchase of property should 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. 

The second to last motion on page four should show L. Ridgeway and V. Smith as no votes and should read as follows: 

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. On the vote:

Yes – W. Farrell; J. Egan; G. Hickey; D. Padilla

No – L. Ridgeway; V. Smith.  The motion passed

The motion to adjourn should read as follows:

Motion to adjourn was made at 9:40 by Joe Egan and seconded by Will Farrell; all in favor and the motion passed.

 

→ Motion to accept the December 2018 Regular Board Meeting minutes as amended was made by Joe Egan and seconded by Lynne Ridgeway. Motion was withdrawn and tabled to the February meeting. 

 

→ Motion to accept the November 8, 2018 Board meeting minutes as amended  was made by Will Farrell and seconded by Joe Egan; all others were in favor and the motion passed. 

 

 

Director’s Report:

Was read and discussed

* John proposed the Board hire him as a consultant for the month of February at a monthly salary reduction of $1500.  This will allow him the necessary time needed to complete the Annual Report.  

* The Board should be supplied with a timeline detailing important deadlines. 

* NYLA Library Advocacy Day is Wednesday, February 27, 2019.

 

→ Motion to increase the minimum wage as legally required was made by Joe Egan and seconded by Valerie Smith; all others were in favor and the motion passed. 

→ Motion to increase the standard workweek to 40 hours was made by Joe Egan and seconded by Valerie Smith; all others were in favor and the motion passed. 

→ Motion to offer John a service contract for the month of February for the amount of $4000 to complete the annual report and provide transition support to Donna as Acting Director was made by Joe Egan and seconded by Luz Ledesma all others were in favor and the motion passed.  

 

Committee Reports: 

 

→ Motion to accept the following recommendations by the Personnel Committee as listed below was made by Joe Egan and seconded by Luz Ledesma; all others were in favor and the motion passed. 

 

o Appoint Donna Ebanks as acting Director effective February 1, 2019 at an hourly pay rate increase of $8 per hour as compensation for performing the duties of Acting Director. 

 

o Retaining Donna Ebanks as Acting Director during the first 90 days of a new Director’s hiring.

 

o After the new Director has completed 90 days of employment, Donna Ebanks’ salary will be reduced by $4 per hour for 90 days, and after that time her hourly rate will revert back to her original hourly rate as of January 1, 2019.

 

 

 

 

 

 

 

 

 

Unfinished Business:

The Board will plan to hold informational meetings for the general public in April. 

 

New Business:

None

 

Adjournment:

 

→ Motion to adjourn was made by Will Farrell at 8:55; all others were in favor and the motion passed.  

 

Respectfully submitted by:

 

 

 

Donna Ebanks

Secretary