MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY

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Plattekill Public Library

Board of Trustees

February 11, 2016

           

The meeting was called to order at 7:05 PM with the Pledge of Allegiance.

 

Present were:                Lynne Ridgeway, President; Valerie Smith, Vice President; Luz Ledesma, Trustee;

John Georghiou, Director; Barbara Jacobini, Bookkeeper

 

Excused: Will Farrell, Karen Adamson, Donna Ebanks

 

Public Comment:

None

 

Correspondence

None

 

Secretary’s Report:

 

           Motion to accept the minutes of January 14, 2016 as corrected with the deletion of the paragraph that starts with “the Board engaged in discussion to evaluate . . .” was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor. Luz abstained.

 

Financial Report:

Barbara Jacobini reviewed the bookkeeper’s report. 

 

The Library received their tax levy check from the Town for the amount of $439, 662.23; it has been deposited in the savings account.  The check is short by .77 cents without explanation from the Town.

 

Nugent & Haeussler will begin the audit on February 28, 2016 and will be completed by April 30, 2016.

 

The Library received a donation of $60 in memory of Carla Paltridge.

 

Barbara noted that all Conflict of Interest forms previously distributed must be completed and returned to her as soon as possible.

 

The warrant of checks was reviewed and signed by all Board members.

 

The Purchasing Policy was reviewed, revised and tabled to the March meeting.

 

Lynne noted she received a statement from the Community Foundation.  As of December 31, 2015 the Library has a total of $6, 061.09 in the building fund.

 

           Motion to hire the accounting firm of Nugent & Haeussler to do a complete audit for the year 2015, with preparation and submission of the State AUD and 990 forms for a cost not exceeding $5,300 was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor.

 

           Motion to approve the January payroll was made by Valerie Smith and seconded by Joe Egan; all others were in favor.

 

           Motion to approve the checks pending audit was made by Valerie Smith and seconded by David Padilla; all others were in favor.

 

           Motion to approve the purchase orders for AFLAC was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor.

 

           Motion to accept the revised Petty Cash Policy as presented was made by Valerie Smith and seconded by David Padilla; all others were in favor.

 

           Motion to approve the Check Acceptance Policy was made by Valerie Smith and seconded by Joe Egan; all others were in favor.

 

           Motion to approve proposed change to NYS retirement statement in handbook was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor.

 

Barbara Jacobini left the meeting at approximately 8:00.

 

Director’s Report:

Was read and discussed.

 

Library Advocacy Day is March 2.  John will be attending and welcomed anyone available to attend to ride along.  Lynne stated that she would be attending. 

 

The May Memorial Day Parade is approaching and John requested Board members and/or Friends participate in the Library’s cavalcade.

 

Committee Reports:

 

           Motion to approve the proposed change to the NYS and Local Retirement System to the employee handbook was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor.

 

           Motion to accept the revised 2016 budget was made by Joe Egan and seconded by Luz Ledesma.  David Padilla abstained and all others were in favor.

 

Unfinished Business:

 

           Motion to approve the proposed amendments to the bylaws of the Board of Trustees was made by Valerie Smith and seconded by Luz Ledesma.  David Padilla and Joe Egan abstained.  Motion failed.

 

 

 

New Business:

 

Review of the MHLS UC Libraries Service Statistics 2011-2014 was tabled to the March meeting of the Board of Trustees.   John requested meeting in advance with Lynne to discuss the topic.

 

John will send all Board members an electronic copy of the Annual Report.

 

Adjournment

               

           Motion to enter into Executive Session with Director present to discuss a real estate transaction was made at 8:37pm.

 

 The Board returned from Executive Session at 8:58pm.

 

Adjournment

 

                    Motion to adjourn was made at 8:58pm by Valerie Smith; all others were in favor.

 

 

Respectfully submitted,

 

 

 

Donna Ebanks

Secretary

 

Attachments filed with original:                Agenda

                                                                Bookkeeper’s Report

                                                                Circulation Statistics

                                                                Director’s Report