MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY: DECEMBER, 2017

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Amended

Plattekill Public Library

Board of Trustees

December 14, 2017

           

The meeting was called to order at 7:13 PM with the Pledge of Allegiance.

 

Present were: Lynne Ridgeway, President; Valerie Smith, Vice President; Karen Adamson, Trustee; Will Farrell, Trustee; David Padilla; Trustee; Joe Egan, Trustee; Luz Ledesma, Trustee;  John Georghiou, Director; Barbara Jacobini, Treasurer; Donna Ebanks, Secretary

 

Public: Southern Ulster Times reporter Mark Reynolds

 

Public Comment:

Mark Reynolds asked the following questions regarding the recent engineer’s report:

 

On what date was the engineer’s inspection done?

When did the Board receive the report with the results of the inspection?

Did the Board have plans to discuss the report with the Town?

Were there issues with leaking oil?

What was the cost of the engineer’s survey?

What is the status of the $9,250 deposit money on the Cider Mill property?

 

Lynne replied that the inspection was done on October 20, 2017 and that she did not recall the date she received the results; the cost of the inspection was $5000. John said he would provide Mark with the date the results were received.   Lynne stated that the Library’s attorney approved of sharing the report with the Plattekill Town Board; any discussion with the Town Board would probably take place after the upcoming holidays. The engineer’s inspection did not find any evidence of leaking oil and the attorney has not communicated any information regarding the Cider Mill property deposit money.

 

Correspondence:

The Board received letters from two patrons who were very pleased with services and materials they had recently received at the Plattekill Library.

 

Secretary’s Report:

        Motion to accept the November 2, 2017 regular Board meeting minutes as amended was made by Karen Adamson and seconded by Luz Ledesma; all other were in favor.

 

Valerie requested that under other discussion, the November 2, 2017 minutes be amended to include the following statement:

 

Valerie noted that the Board has indeed engaged in discussions about the action plan with regard to the NYS comptroller’s audit and has had the opportunity to voice their comments.

 

Financial Report:

Barbara reviewed the report for the Board.

All Board members received disclosure of conflict of interest forms which are to be completed and returned to the bookkeeper at the January 2018 Board meeting.

 

There is a minimum wage increase effective as of December 31, 2017. $10.40 per hour will be the new minimum wage.

 

Recommendation to revise the last paragraph of Capital Reserve Policy to state that surplus funds at the end of the year may be transferred into the capital fund.

 

The Board engaged in discussion regarding upcoming Budget & Finance Committee meetings for 2018. Barbara noted the meeting dates will be planned in January.  The Budget & Finance Committee meetings are open to the public.

 

        Motion to move $1,500 from payroll line item to operations line item and

$1,500 from government costs benefits line item to the operations line item was made by Joe Egan and seconded by Luz Ledesma; all others were in favor.

 

Funds remaining from the Larkin grants will be used for the installation of security cameras.

 

The 2018 Purchase Orders as listed in the Bookkeepers report were reviewed by the Board.  Barbara noted the amounts are not exact and are based on anticipated spending for 2018.

 

        Motion to approve the Purchase Orders for 2018 as presented was made by Will Farrell and seconded by Joe Egan; all others were in favor.

 

The Purchase Orders list and warrant of checks was circulated for Board members’ signatures.

 

        Motion to accept the updated Capital Reserve Fund policy was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor.

 

        Motion to approve the November payroll was made by Luz Ledesma and seconded by Will Farrell; all others were in favor.

 

        Motion to approve the checks pending audit was made by Luz Ledesma and seconded by Will Farrell; all others were in favor.

 

Joe Egan left the Board meeting at 7:53pm to attend meeting at Town Hall.

 

 

 

 

Director’s Report:

John noted the minimum wage increase of $10.40 per hour as the new rate of pay for recently hired library clerks, Caitlin Cacciatore and Wendy Massalone.

 

Lynne asked for a motion to approve staff salaries as outlined in the Director’s report.

 

John asked the Board to approve by motion the equal hourly sum of $17.25 for the four

full-time clerical positions staffed for between seven and seventeen years. 

Will asked if this salary increase decision was made by the Director or the Personnel Committee.  Lynne stated that this was a committee recommendation being brought before the Board.  Valerie noted that the increase is in keeping with a salary evaluation made by the comptroller’s auditor. Will stated that this recommendation was only the end result and did not include an explanation of how it was achieved. John noted that Will would have to recuse himself from the discussion siting a conflict of interest. 

 

Committee Reports:

The Finance and Budget committee met on 11/16/17 and 11/27/17and the Policy Committee met on 11/16/17.  Notes from these meetings were included in the December Bookkeeper’s Report. The Personnel Committee met on 11/16/17; minutes from that meeting were not available due to computers issues.

 

Barbara requested clarification on the procedure for distribution of committee meeting minutes.  Lynne stated that the committee reviews the minutes for accuracy and they are then sent to the entire Board via email prior to the next Board meeting.

 

Further discussion regarding staff salaries as recommended was tabled for the January meeting so that the Personnel Committee meeting minutes could be distributed.

 

Joe stated that documents Board members receive are not presented in a timely manner and the Board is getting everything backwards without having seen the revisions.

 

Valerie stated that the documents referred to in Joe’s statement were in fact first presented in September and a draft was presented to the Board for thorough discussion at a previous meeting and then thoroughly explained at the last meeting.

 

Valerie said the final draft of the document in question would be the same as the strikeout version.

 

Unfinished Business:

Approval of the 2018 Committee Appointments was tabled.

 

New Business:

 

        Motion to accept the Official Library Holiday Calendar for 2018 was made by Valerie Smith and seconded by Karen Adamson; all others were in favor.

 

There was no Friends liaison report as they did not meet in December.

 

        Motion to enter into Executive Session at 8:12pm  with the Director’s participation to a have a discussion about matters involving potential litigation and without the Director’s participation to discuss a personnel matter involving evaluation of performance about a specific individual was made by Luz Ledesma and seconded by Valerie Smith; all in favor.

 

Joe Egan returned to the meeting at 8:20pm.

 

The Board returned from Executive Session at 8:51pm.

 

        Motion to give the Town the Sage Engineering report on the property was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor.

 

        Motion to authorize John to arrange for full water testing for this building was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor.

 

        Motion to have John ask for maintenance costs for this building was made by Valerie Smith and seconded by Will Farrell; all others were in favor.

 

        Motion to accept the written Director’s evaluation was made by Valerie Smith and seconded by Karen Adamson, all in favor except Joe, who voted nay.  Motion passed.

 

        Motion to approve the Committee Appointments was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor.

           

Adjournment:            The meeting adjourned at 9:50pm

                       

                                                                                                           

Respectfully submitted by:

 

 

Donna Ebanks

Secretary