MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY: JUNE 2018

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Plattekill Public Library

Board of Trustees

June 14, 2018

           

The meeting was called to order at 7:10 PM with the Pledge of Allegiance.

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

Guest: Mayleen Torres-Rivera; Excused: Donna Ebanks, Secretary

 

Public Comment: None

 

Correspondence:  Lynne offered information from MHLS regarding an opening for an Ulster County representative. Anyone interested in submitting a nominee should send the information to Margie Menard, Chair of the Ulster County Director’s Association and Director of the Kingston Library, located at: 55 Franklin St, Kingston, NY 12401.

 

Secretary’s Report:

        Motion to accept the April 12, 2018 regular Board meeting minutes was made by Luz Ledesma and seconded by Valerie Smith. Joe Egan abstained; all other were in favor and the motion passed.

        Motion to accept the May 10, 2018 regular Board meeting minutes was made by Valerie Smith and seconded by David Padilla.

Discussion: Joe stated that he asked the Board Secretary to make revisions to the May minutes stating $4,800 is the amount to be paid to the contracted bookkeeper for services provided for the year.  Valerie clarified that $4,800 was the amount of the purchase order, required as standard procedure, and the first step before any actual payments are made. Lynne noted that the definition of the term “purchase order” should be added to the glossary section of the bookkeeper’s report. The motion was amended to include the words “as written” and then voted on.

        Motion to accept the May 10, 2018 regular Board meeting minutes as written was made by Valerie Smith and seconded by David Padilla. Luz Ledesma abstained and others voted as follows: Will Farrell, nay; Joe Egan, nay; David Padilla, nay; Lynne Ridgeway, yea; Valerie Smith, yea. Motion failed.

           

Joe requested that the May minutes be amended to include the following language:

$4,800 purchase order is the amount for services for the remainder of the year.

 

        Motion to approve the amended May 10, 2018 regular Board meeting minutes

                        was made by Joe Egan and seconded by Will Farrell. Luz Ledesma abstained, and

                        others voted as follows: Will Farrell, yea; David Padilla, nay; Joe Egan, yea;

                        Valerie Smith, nay; Lynne Ridgeway, nay; motion failed.

 

 

 

Joe asked for details of Mayleen’s duties and number of hours she will be working per week.  John noted there is no commitment to hiring Ms. Torres-Rivera for any number of hours, as she is an independent contractor and not an employee, and will be paid based on the services she performs specific to bookkeeping and accounting.    

 

John will email Mid-Hudson a copy of our purchase order policy and ask for clarification on requirements for a purchase order vs. hiring for professional services.

 

Approval of the May 10, 2018 minutes was tabled to the July meeting.

 

Financial Report:

 

Mayleen Torres-Rivera reviewed the Bookkeeper’s report for the Board:

·       Mayleen will review the Nugent & Haeussler audit for Board discussion pending the return from leave of the N&H accountant.

·       The contingency savings account previously approved by motion was opened on June 5.

 

        Motion to approve the May 2018 payroll was made by Luz Ledesma and seconded by Valerie Smith; all voted in favor and the motion passed.

 

        Motion to approve checks pending audit was made by Luz Ledesma and seconded by David Padilla. Motion was withdrawn.

 

        Motion to approve the checks pending audit was made by Joe Egan and seconded by David Padilla; all voted in favor and the motion passed.

 

        Motion to approve purchase orders for the attorney and performer Evan Gottfried was made by Luz Ledesma and seconded by Will Farrell. Joe Egan abstained; all others voted in favor and the motion passed.                      

 

Director’s Report:

·       Barbara and John are working with Mayleen to determine what her duties will be.

·       Separation of duties in accordance with the OSC recommendations are as follows:

o   Donna Ebanks as Assistant Treasurer to sign checks.

o   Mayleen to be appointed as Treasurer without ability to sign checks or access to bank accounts.

·       Mayleen informed the Board that she is bonded through her professional liability insurance; David requested we get a copy of her insurance.

·       Board questions for Mayleen will be sent to John and then forwarded to her.

 

 

        Motion to appoint Mayleen Torres-Rivera as the Treasurer was made by Valerie Smith and seconded by Luz Ledesma.  All voted in favor and the motion passed.

 

Committee Reports:

·       The Personnel Committee met on May 30 and discussed the ramifications of establishing who should be the Treasurer.

·       The Policy Committee needs to schedule a meeting.

·       The Budget & Finance Committee needs to schedule a meeting for July. 

·       Valerie will send out the 2017 Director’s Evaluation Survey; please return completed surveys to her in two weeks’ time.

 

Unfinished Business:

None

 

New Business:

There was no Friends report available as they are still regrouping and have not met.

 

        Motion to enter into Executive Session with our Attorney and Director for the purpose of discussing: (1) negotiations regarding the purchase/sale of real estate where disclosure could affect the parcel’s value and (2) a matter involving potential litigation was made by David Padilla and seconded by Will Farrell; all voted in favor and the motion passed.

                      

Note: Attorney was not present at the Executive Session.

 

The Board left Executive Session at 8:47pm.

 

                     See Board resolution attached to this document.

 

             

Adjournment:

           

                    Motion to adjourn was made at 8:51pm by Luz Ledesma; all in favor.

 

                                                           

Respectfully submitted by:

Donna Ebanks

Secretary