MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY: SPECIAL MEETING OF JULY 14, 2016

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Plattekill Public Library

Board of Trustees

July 14, 2016

 

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;

Joe Egan, Trustee; Luz Ledesma, Trustee; Will Farrell, Trustee; John Georghiou, Director;  Barbara Jacobini, Treasurer; Donna Ebanks, Secretary

 

Trustee David Padilla will be late.

 

Public Comment:

None

 

David Padilla arrived at 7:08pm.

 

Jennifer Capicchioni, accountant for the firm of Nugent & Haeussler, presented to the Board the findings of the 2015 financial audit.  Ms. Capicchioni stated the Library’s financial records and bookkeeping procedures are in excellent order and no problems or concerns were found.   A full copy of this audit report is filed with these minutes.

 

Ms. Capicchioni left the meeting at 7:20pm.

 

Correspondence

 

The Board reviewed a cheerful thank you card created by kindergarteners at Plattekill Elementary school.  The children wanted to thank Library staff for coming to their classroom and giving them each a book and information about the Library.

 

Secretary’s Report:

 

           Motion to accept the minutes of the June 8, 2016 Special Board Meeting was made by Luz Ledesma and seconded by Joe Egan; all others were in favor.

 

           Motion to accept the minutes of the June 9, 2016 regular Board Meeting as amended to include the following revision to the second motion on page 1, was made by Valerie Smith and seconded by David Padilla; all others were in favor.

               

                REVISION

                Motion to designate all funds presently in the M&T Capital Fund Bank Account as well as any funds deposited in the M&T Capital Bank account in the future (including interest), are to be restricted to the Capital Fund line item in QuickBooks, and any funds restricted by motion to the Capital Fund line item account in QuickBooks shall be transferred to the M&T Capital Bank Fund Bank Account was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor.”

               

 

           Motion to accept the minutes of the June 20, 2016 Special Board Meeting was made by Valerie Smith and seconded by Karen Adamson, Luz Ledesma and David Padilla abstained; all others were in favor.  Motion passed.

 

Financial Report:

Treasurer Barbara Jacobini reviewed the report for the Board

 

Discussion included the following items:

·         A $500 grant was received from Stewart’s Shops for the Summer Reading Program

·         Library is under budget on our programming costs for this time of year

·         Warrant of checks was signed by Board members

·         The Library received a donation for $125 which is not restricted.  Some Board members expressed a desire for deposit to the Building Fund; discussion ensued

 

Will suggested the Library use the $125 donation to purchase something the Library is presently in need of, with the recommendation the money be kept in the savings account while the Board considers possible options.

 

The Board discussed various options for using this donation to remedy an immediate need.  Lynne noted that this discussion should not continue to consume valuable meeting time.

                               

                              Motion to put the $125 donation toward the purchase of new computers for public use                                     was made by David Padilla and seconded by Joe Egan.  Valerie Smith abstained and all        

                                others were in favor. Motion passed.

 

Director’s Report:

Was read and discussed.

 

The Board engaged in a discussion about the Library’s July 7 program titled Let’s Talk about Heroin and Opioids.  This program was an open discussion to inform and educate the public about the hazards and devastation these drugs are inflicting on our local communities.  The discussion panel included heroin addicts in recovery, parents of recovering addicts, and experts in addiction from Arms Acres in Carmel NY and Step One Child and Family Addiction Center Services, in Highland, NY.  Chief Ryan of the Plattekill police department was in attendance as well.  Phoenix R. Kawamoto, Project Director for the Greater New Paltz Partnership, served as moderator of the discussion.  Ms. Kawamoto also worked with Library staff to organize the event.

 

The Board congratulated John on the success of his letter to Senator Larkin which resulted in the Library receiving a $10,000 grant.

 

John will investigate the cost of a double-sided outdoor illuminated sign.

 

John has purchased two new computers for public use and will purchase two Kindles for use by the public as well.

 

 

The Board reviewed John’s annual letter to the Community.

 

Timeline for the annual budget vote was reviewed.

 

           Motion to appoint John Georghiou as Chairperson of the election was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor.

                THIS MOTION WAS WITHDRAWN FOLLOWING DISCUSSION.

 

           Motion to appoint John Georghiou as Clerk of the election was made by Valerie Smith and seconded by Luz Ledesma; all others were in favor.

 

           Motion to appoint Mark Rubenstein as Chairperson of the election was made by Karen Adamson and seconded by Valerie Smith; all others were in favor.

 

           Motion John Georghiou hires two residents of the Plattekill Public Library district to serve as election clerks was made by Joe Egan and seconded by David Padilla; all others were in favor.

 

           Motion to approve September 29, 2016 as the date of the election was made by Karen Adamson and seconded by Valerie Smith; all others were in favor.

 

           Motion that John Georghiou work with the Friends to update the voter list and produce the postcards with the Friends was made by Joe Egan and seconded by Will Farrell; all others were in favor. 

 

 

·         Karen will ask Mark Rubenstein to serve as Chairperson of the election

 

·         John will prepare the Trustee petitions for inclusion on the ballot; they will be ready by the last week in July

 

·         Candidate’s petitions must be turned into the Library by 5pm on Tuesday, August 30

 

·         Library Board and the Friends Board will have call lists to remind Library residents to register to vote

 

·         John will prepare a script for Friends and Library Board to use when calling to remind the public that they must be registered to vote; he will email script to the Library Board

 

·         Public notices of the vote will be posted no later than August 29

 

·         The next Board of Trustees meeting date was changed from August 11 to Wednesday, August 17; all Board members will check their schedules for availability and notify Lynne

 

 

 

 

Committee Reports:

None

 

Unfinished Business:

None

 

New Business:

 

Liaison Will Farrell’s report of July Friends meeting:

 

·         Friends will help with the outdoor movie night

·         Plan to sell food at outdoor movie as a fund raiser

·         Selling raffles at Plattekill Day

·         Planning a membership drive

·         Have contributed to the parking lot light

 

           Motion to enter into Executive Session with the Director’s participation and Board Secretary‘s attendance do discuss specific real estate transactions was made by David Padilla and seconded by Luz Ledesma; all others were in favor.

 

           Motion that we do not take any action on the cider mill property until we explore the current Library property was made by Joe Egan and seconded by Will Farrell.

                In favor: Joe Egan; Will Farrell; David Padilla

                Opposed: Karen Adamson; Lynne Ridgeway; Valerie Smith; Luz Ledesma;

MOTION FAILED

 

           Motion to authorize John Georghiou to compose a letter to the Town Board about acquiring the current Library property with all Board members having an opportunity to review the letter before it is sent to the Town Board was made by Valerie Smith and seconded by Karen Adamson; all others were in favor.

 

The Board left Executive Session at 10:20pm

 

           Motion to adjourn was made at 10:30pm; all were in favor.

                                               

 

Respectfully submitted,

 

 

Donna Ebanks

Secretary

 

Attachments filed with original:                Agenda

                                                                Bookkeeper’s Report

                                                                Budget and Trustee Vote Timeline

                                                                Director’s Report

                                                                N & H Audit Report-2015