MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY:September 2017
Plattekill Public Library Board of Trustees – October 12, 2017 Page 1 of 5
Plattekill Public Library
Board of Trustees
October 12, 2017
The meeting was called to order at 7:00 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
Members of the public: Dwight Dougherty, Laura Dougherty, Reporter Mark Reynolds
Lynne Ridgeway administered the Oath of Office to newly reelected Trustee Joe Egan.
Election of Officers: President Ridgeway noted the current Officers are willing to be nominated. She then opened the floor to nominations.
Joe Egan nominated Will Farrell for President of the Board.
Joe stated his reasons for nominating Will were based on the loss of the deposit money for the obsolete potential purchase of the Cider Mill property. Joe also voiced that he believed the Board was not moving forward and trust among Board members has been undermined. Furthermore, he has not seen a vision presented for the future. Joe said he has sent emails to the Board President outlining these issues. However, he has not seen any attempt at solutions; only complaints. Joe noted that the Board’s relationship with the Town does not include a plan for purchasing the current Library property. Joe further stated that the Library’s budget was not right and lacked control.
Trustee David Padilla noted that there were many people at the September meeting of the Board who were upset that money in the Budget had not been spent. David requested to see documentation for grant money the Library has received as well as invoices. David also asked for clarity on how the Budget committee works. Director John Georghiou responded that he works with the Treasurer to develop the annual budget, then the budget goes to the Finance & Budget Committee to be discussed and a recommendation, if any, is made to the Board.
→ Motion to nominate Will Farrell for President of the Plattekill Public Library
Board of Trustees was made by Joe Egan and seconded by David Padilla.
Yay: J. Egan; W. Farrell; D. Padilla
Nay: K. Adamson; L. Ledesma; L. Ridgeway; V. Smith
Motion Failed. Plattekill Public Library Board of Trustees – October 12, 2017 Page 2 of 5
→ Motion to nominate Lynne Ridgeway for President of the Plattekill Public Library Board of Trustees was made by Karen Adamson and seconded by Valerie Smith.
Yay: K. Adamson; L. Ledesma; L. Ridgeway; V. Smith
Nay: J. Egan; W. Farrell; D. Padilla
→ Motion to nominate Valerie Smith for Vice President of the Plattekill Public Library Board of Trustees was made by Karen Adamson.
Yay: K. Adamson; L. Ledesma; Ridgeway; V. Smith
Nay: J. Egan; W. Farrell; D. Padilla
Joe nominated Luz Ledesma for Vice President of the Board. Luz declined the nomination and thanked Joe for his endorsement.
Mark Reynolds stated that he attended the last Plattekill Town Board meeting and learned the Town Board has not heard from the Library Board for the approximately 3-4 months. Mark then asked what the date was of the appraisal the Library had commissioned. Lynne stated that the Library had requisitioned an appraisal prior to the Town’s appraisal. Mark asked if Lynne received the results of the appraisal exclusive of the full Board. Lynne replied that all Board members received the results of the appraisal. Mark asked why there had not been any communication between the two Boards. Lynne said the Library is in the process of getting a structural engineer’s assessment of the building, which has been delayed several times due to determination on what the report should include as agreed upon by the Library’s attorney and the structural engineer.
Discussion ensued regarding the Secretary’s Report and the minutes of the September Board meeting. Will stated that at the September meeting, a motion was made and subsequently withdrawn, stating that no one speaks on behalf of the Board without the Board’s approval. Will requested that immediately following that withdrawn motion, the September minutes be revised to include the following language:
Will Farrell stated that since the Vice President of the Board of Trustees has gone to Town Board meetings as a citizen, and discussed whatever she wanted to discuss under the guise of being at the Town Board meeting without knowledge of such by the Plattekill Library Board, other members, clearly anybody on the Library Board, can address the Town Board because the Vice President of the Library Board has set precedent. Plattekill Public Library Board of Trustees – October 12, 2017 Page 3 of 5
Joe Egan said that he had emailed John asking him who previews the minutes prior to the Board receiving them and was told that Lynne reviews the minutes. Joe asked Lynne if there is a policy stating that the Board President reviews the minutes prior to distribution. Lynne informed Joe that she reviews the draft minutes for typographical errors, accuracy within the motions, and grammatical errors. Joe further inquired if Lynne directs the Secretary to remove information that has been included in the draft or performs other editing. Lynne reiterated that her review is for accuracy and errors and not editing.
→ Motion to accept the September 21, 2017 Board meeting minutes as amended, was made by Luz Ledesma and seconded by Valerie Smith. All in favor.
Treasurer Barbara Jacobini noted that the report says that the balance sheet of October 19 is included; however, it should read October 12.
Treasurer’s review included:
The warrant of checks was circulated and initialed by Board members.
A report of building costs was added to this month’s financial report per Joe’s request
Decision to renew employee health care plan was required
Will inquired about the planned use for what is remaining of the $10,000 Larkin grant the Library received. John said that audio visual equipment would be purchased and the outdoor lighting projects would be completed.
Joe asked about the legality of the Library selling raffle tickets, as related to a current raffle for a painting donated to the Library by a patron. Joe’s concern was specific to the OSC report. John said he would research for liability issues.
The Board engaged in a discussion regarding the Family Leave Act. Barbara will research the specifics of the FLA and bring a follow-up report to the November Board meeting.
→Motion to approve the September payroll was made by Joe Egan and seconded by Luz Ledesma; all others were in favor.
→Motion to approve the checks pending audit was made by Karen Adamson and seconded by Will Farrell; all others were in favor.
The Planning & Personnel Committee met on September 25 and 26, 2017, and the Policy Committee met on September 26. The committees made recommendations to approve the Liberty Gold 3 health insurance plan and the revised Purchasing Policy, respectively. Plattekill Public Library Board of Trustees – October 12, 2017 Page 4 of 5
Barbara noted a decision regarding employee health care was required at this meeting to secure the lowest rate offered for the plan as recommended by the Personnel Committee.
→The Personnel Committee recommends the Board approve the Liberty Gold 3 health care plan for the three eligible employees; recommendation seconded by Joe Egan; all others were in favor.
→Motion to approve the Purchasing Policy as revised was made by Valerie Smith and seconded by Karen Adamson; all others were in favor.
→Motion to approve the Purchase Orders for: $5000, $2000, and $2000 as described was made by Will Farrell and seconded by Luz Ledesma; all others were in favor.
→Motion to approve the Committee appointments as presented.
Motion tabled to November 2017 Board meeting.
The Board engaged in a discussion regarding Committee appointments. Joe requested time to review the various committees to determine where he may assist. Joe also felt that individuals should not remain on the same committees each year. David said he was informed that Board members are required to be available for Committee meetings during the time the Library is open and while staff members who serve on committees are available. Lynne concurred that generally the Committees meet during the hours staff members are working; however, it is not required and meetings may be scheduled at other times all are available. However, meetings have to be at the Library as it serves as a public place. Board members will email their interest in Committee appointments to Lynne.
Valerie reported that the Personnel Committee met to discuss the Director’s evaluation. All Board members should have received via email a Director’s evaluation form to fill out and return to her. Board members stated that they were unable to print out the form. Board members received a hard copy at the meeting.
Joe Egan and David Padilla left the meeting at 8:10pm and the Board temporarily broke session at that time.
8:21pm The Board returned from break
John reported that the circulation statistics for September 2017 were up 8.5% from 2016, even with the Library closing for one week this September for inventory. John said the inventory and weeding project freed up space for new books. Books that are new and going out immediately Plattekill Public Library Board of Trustees – October 12, 2017 Page 5 of 5
are photographed; the photograph is displayed on the new items shelf (and uploaded to Facebook) so that patrons will know what is new but currently not available.
Board Effectiveness was tabled to the November meeting.
Friends did not meet in September and so there was no report from the liaison.
Will noted that he has not received copies of any correspondence from the Library’s attorney regarding the status of the structural engineer’s report. John indicated that he is communicating with the attorney regarding this issue. Will requested to receive copies of this correspondence exchange.
Lynne reported that she has been nominated by the Ulster County Library Association to represent Ulster County as one of three representatives for a second five year term.
Executive Session was tabled to the November meeting.
The meeting was adjourned at 8:37 pm.
Respectfully submitted by: