MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY: SEPTEMBER, 2016
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Plattekill Public Library
Board of Trustees
January 12, 2017
The meeting was called to order at 7:02 PM with the Pledge of Allegiance.
Present were: Lynne Ridgeway, President; Valerie Smith, Vice President; Karen Adamson, Trustee; Will Farrell, Trustee; David Padilla, Trustee; Luz Ledesma, Trustee; Joe Egan, Trustee; John Georghiou, Director; Barbara Jacobini, Treasurer; Donna Ebanks, Secretary
Guests: Town Councilman Dean DePew; Town Councilwoman Cindy Delgado; SUT Reporter Mark Reynolds
Mark Reynolds asked a series of questions relating to the Cider Mill Property transaction, some of which were answered and others where it was stated the Board would get back to him. (As agreed, the Secretary followed up with Mr. Reynolds to clarify some questions: he said he was not ready). He asked why a statement that he heard was made was not reflected in the minutes. In response, he was told that the only items required to be in minutes are Motions. The Board may choose to include other major discussion items. All Board members have the ability to make changes before the minutes are approved.
Town Councilman Dean DePew stated that as representatives of the Town of Plattekill Library Property Exploratory Committee, he and Town Councilwoman Cindy Delgado have had productive meetings with their Plattekill Library counterparts, Will Farrell and Luz Ledesma, and wished to thank them publicly for their supportive efforts. However, he was disappointed the Town had not received any communication from the Library Board after the Exploratory Committee’s last meeting, as they had expected. The Committee had also discussed the two parties sharing the cost of an appraisal.
President Ridgeway assured Mr. DePew no disrespect was intended. The Library Board had voted to instruct our attorney to proceed with further negotiations with the Town. It also voted to pay for the appraisal and not to share it with the Town. Our attorney will be in touch with theirs about the appraisal and other matters having to do with negotiations on the property.
→ Motion to accept the minutes of the November 10, 2016 regular Board meeting was made by Karen Adamson and seconded by Will Farrell; all others were in favor.
→ Motion to accept the minutes of the December 8, 2016 regular Board meeting was
made by Karen Adamson and seconded by Joe Egan. Karen abstained and all others were in favor.
Attorney Robert Scofield arrived at 7:30pm
Treasurer Barbara Jacobini reviewed her report for the Board
The warrant of checks was circulated for signatures.
Barbara noted the Annual Report to Mid-Hudson will be due soon and also requested the Board vote to approve the Annual Audit be done by Nugent & Haeussler. The 2016 audit will include the State Comptroller’s report and the 990 tax report.
The Library received $3000 in cash register income for the year 2016. $188 of this was donations to the Friends. The Library received $1,500 in donation money. These monies included donations made in memory of Carla Paltridge, the Hannaford Bags for You program, and the change donation box at Hannaford. The year ended with the Library having four months of emergency operating funds available as required. Spending came in under budget as indicated in the budget vs. actual report. The Library received $29,000 in grants; $18,000 of which was not cash, but rather new books from First Books for the purpose of distributing to children and adults in the community. There was $12,000 in cash grant money designated for technology upgrades; $3,000 remains unused. The Board was asked to approve employees’ unpaid sick time checks totaling $533.75; unpaid sick time is paid in the amount of $5.00 per hour.
→ Motion to hire the accounting firm of Nugent & Haeussler to do the 2016 yearly audit to include the State Comptroller’s report and completion of the 990 tax form was made by Valerie Smith and seconded by Will Farrell; all others were in favor.
→ Annual motion to approve the advance payments of the Central Hudson bills and the payroll was made by Luz Ledesma and seconded by Valerie Smith; all others were in favor.
→ Motion to approve the payment of the bills pending audit was made by Karen Adamson and seconded by Valerie Smith; all others were in favor.
→ Motion to approve the purchase orders for the law firm of Whitman Osterman and Hannah and the accounting firm of Nugent and Haeussler, was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor.
→ Motion to approve employees’ unused sick time checks was made by Will Farrell and seconded by Karen Adamson; all others were in favor.
Was read and discussed.
Will Farrell questioned why an employee is receiving a $1.00 per hour raise at this time, as he recalled said employee had received a $2.00 increase in 2016. The Director stated that this employee did not in fact receive a raise in that amount. Joe Egan specified that when the Board approved the 2017 Budget, it did not include raises for the Library staff; Lynne noted that Joe was absent from the meeting at which
the Director explained the revised budget numbers including the raises. Valerie requested the Board enter into Executive Session to continue this discussion. David Padilla expressed dissatisfaction of going into Executive Session to discuss this particular subject and employee, as the Library staff’s salaries are public knowledge; Joe concurred. Valerie noted the Personnel Committee recommended the Board approve the Director’s salary schedule since it agrees with what he discussed with the Board last fall and is well below the approved 2017 salary line item.
→ Motion to approve the Director’s pay schedule as it is under the Budget amount approved was made by Valerie Smith and seconded by Luz Ledesma
Yes: Luz Ledesma; Karen Adamson; Valerie Smith; Lynne Ridgeway
No: Will Farrell; Joe Egan; David Padilla
7:55: Joe Egan left the meeting.
→ Motion to approve the month of February as Food for Fines month was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor.
The Policy Committee requested approval for the Equipment Lending Policy and the Off-Site Work Policy
→ Motion to accept the Equipment Lending Policy and the Off-Site Work Policy as recommended by the Policy Committee was made by Valerie Smith and seconded by Will Farrell; all others were in favor.
Will asked if the remaining technology grant money could be used to illuminate the outdoor Library sign. Barbara Jacobini asked how much the lighting will cost and noted a Purchase Order is required.
Discussion on planning informational meetings regarding a new Library was tabled based on Lynne’s and Rebekkah Smith Aldrich’s discussion. Rebekkah felt that this was not advantageous as the Board is not in a position to undertake such a task at this time.
Board members completed Conflict of Interest forms and their review of assigned policies were due at this meeting.
Barbara requested that the Audit and Review Policy be sent to the Policy Committee. Discussion included doing a specific review of the policy for contracting accounting firms. The current policy states the Library will use the same accounting firm for 12 years or 4 consecutive audits. The 2016 audit will be the fourth audit performed by Nugent and Haeussler.
Submission of Annual Review of Policies as Assigned at December 8, 2016 Meeting:
Will Farrell – incomplete
Luz Ledesma – incomplete
David Padilla – All completed except for Nepotism Policy: will have comments prepared for next meeting
Lynne Ridgeway – All reviewed and found to be current
Valerie Smith – All reviewed and found to be current
Karen Adamson – All reviewed and found to be current
Friends Liaison Report – There was no January meeting. The next meeting is scheduled for February 2.
→ Motion to enter into Executive Session for the following purpose: discussions with counsel about: (1) real estate transactions that may affect their value; (2) potential litigation; and, (3) discussions relating to the potential discipline of an individual or individuals, was made at 8:15pm by Valerie Smith and seconded by Will Farrell: all others in favor
8:45: Joe Egan returned to the meeting
The Board came out of Executive Session at 10:15pm.
→ Motion to adjourn at 10:16pm was made by Valerie Smith and seconded by Lynne Ridgeway; all others in favor
Respectfully submitted by:
Attachments filed with original: Agenda