MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY: JANUARY, 2016

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Plattekill Public Library

Board of Trustees

January 14, 2016

           

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, Assistant Treasurer; Will Farrell, Trustee; David Padilla, Trustee; Joe Egan, Trustee; John Georghiou, Director; Barbara Jacobini, Bookkeeper;  Donna Ebanks, Secretary

 

Luz Ledesma was excused.

 

Public Comment:

None

 

Correspondence:

 

Lynne noted the Board received a holiday greeting card from Butler Rowland Mays Architects, LLP, and Director John Georghiou received a certificate from LibraryU for successfully completing a class in developing a disaster plan.

 

Secretary’s Report:

 

           Motion to accept the minutes of December 10, 2015 was made Karen Adamson and seconded by Will Farrell.  David Padilla abstained and all others were in favor.

 

Financial Report:

Was read and discussed.

 

Board Treasurer Barbara Jacobini reviewed her report for the Board.

 

The Library received a donation from Mr. and Mrs. G. Henricksen.

 

The Board was presented with purchase orders to sign.  Barbara explained that the purchase orders represented items the Library anticipates spending on during the course of the year.  The purchase orders are prepared in advance so that anticipated yearly spending may be evaluated and planned for.

 

The Board engaged in discussion to evaluate the need for an audit or review by the Library’s accounting firm. Barbara noted the dollar amount between a review and audit was minimal, with the audit being $300 more, but substantially more comprehensive.

 

Barbara informed all present that conflict of interest forms must be updated annually and the form requires all Board members to read the code of ethics.

 

           Motion to hire  the accounting firm of Nugent & Haeussler, following the treasurer’s recommendation, to perform a complete audit for the year 2015, was made by David Padilla and seconded by Will Farrell; all others were in favor.

 

The bank statements were presented for Assistant Treasurer Karen Adamson’s review.

 

Barbara noted she is expecting to receive the Library’s tax levy money from the Town by the end of January, 2016.  It was recommended the Board make a motion to transfer $25,000 to the payroll account to cover payroll in the event the money is not received in a timely manner.

 

           Motion the money is returned to the capital account in the event the money is used was made by Karen Adamson and seconded by David Padilla; all others were in favor.

 

           Motion to approve the December payroll pending audit was made by Joe Egan and seconded by Will Farrell; all others were in favor.

 

           Motion to ratify the motion to approve payment of the December 10, 2015 bills was made by Karen Adamson and seconded by Will Farrell; all others were in favor.

 

           Motion to approve the 2016 included purchase orders was made by Karen Adamson and seconded by Will Farrell; all others were in favor.

 

           Motion to approve payment in advance for audit of payroll and Central Hudson for 2016 was made by Will Farrell and seconded by David Padilla; all others were in favor.

 

           Motion to authorize Food for Fines for the month of February was made by Will Farrell and seconded by David Padilla; all others were in favor.

               

Director’s Report:

Was read and discussed.

 

Committee Reports:

 

Planning & Operations: The public relations policy was reviewed and a sentence deleted. The following text was removed: “The Library will work with the Friends and media via a publicity committee.”

 

           Motion to accept the revised Public Relations Policy as stated was made by Will Farrell and seconded by David Padilla; all others were in favor.

 

The Board briefly discussed a proposal regarding reorganization of the committees based on the Board retreat, and consultation with Rebekkah and her recommendations.

 

           Motion the Board accept the reorganization policy of all of the committees as recommended by the Planning and Operations committee was made by Will Farrell and seconded by David Padilla; all others were in favor.

 

           Motion to accept the Committee appointments as presented by Board President Lynne Ridgeway was made by Will Farrell and seconded by David Padilla; all others were in favor.

 

           Motion to approve the new revised employee handbook was made by Valerie Smith and seconded by Will Farrell; all others were in favor.

 

Unfinished Business:

 

New Business:

 

The UCLA meeting is on Wednesday, January 20 in Saugerties.

 

The January Friends meeting was canceled so there was no report from the liaison, however, Will noted he had a discussion with the local electrician that has volunteered to assist with installing a light in the Library parking lot.  This electrician suggested installing a 400 watt bulb that would have the capacity to light the entire parking lot.  Work of this type would require Town approval.  The Friends indicated at their December meeting they would want to contribute to the cost of providing light to the parking lot.

 

           Motion the Board and the Director enter into Executive Session to discuss a specific real estate transaction was made at 8:09 by Valerie Smith and seconded by David Padilla.

 

Adjournment:

 

Donna Ebanks

Secretary

Attachments filed with original:                Agenda

                                                                Bookkeeper’s Report

                                                                Circulation Statistics

                                                                Director’s Report