MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY: OCTOBER, 2015

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Plattekill Public Library

Board of Trustees

October 8, 2015

           

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; Joe Egan, Trustee: David Padilla, Trustee; Luz Ledesma, Trustee; John Georghiou, Director; Barbara Jacobini, Treasurer; Donna Ebanks, Secretary

 

Will Farrell will be late.

 

Oath of Office:

Board President Lynne Ridgeway administered the oath of office to newly elected Trustee Luz Ledesma.

 

Election of Officers:

 

Lynne announced that the current slate of officers is willing to be reelected, and made three calls for other nominations; no responses were made to calls.

 

          Motion the Secretary cast one ballot for the slate as presented was made Luz Ledesma and seconded by Joe Egan: all others were in favor.

 

Public Comment:

None

 

Correspondence:

 

Lynne distributed copies of a letter received by John, from a patron expressing heartfelt praise for the Library’s programs and adult offerings.

 

Other correspondence included a note of thanks from the family of former Board member Emilie Rappleyea, for flowers sent from the Library offering condolences on the passing of Mrs. Rappleyea.

 

Secretary’s Report:

 

           Motion to accept the minutes of September 10 was made by Karen Adamson and seconded by Joe Egan; Luz Ledesma abstained and all others were in favor.

 

Financial Report:

Was read and discussed.

 

The financial report was presented and reviewed by Treasurer Barbara Jacobini.

 

·         Larkin grant for $10,000 was received by the Library and deposited in the general account – this money will be moved to the capital fund as Senator Larkin made the grant for our Building Project.

·         Debit card limit has been raised to $1000 in accordance with the September motion

 

·         Statement must be added to the Purchasing Policy reflecting the use of purchase orders as recommended by auditors

 

·         Additional statement to Purchasing Policy should note purchase orders would not be used for single purchases of items such as magazine subscriptions

 

·         Rates of employee health care plans for 2016 have increased by 19%; Personnel Committee must schedule a meeting to evaluate plans

 

·          Warrant of checks was distributed for signatures

 

Will Farrell arrived at 7:15

 

David requested the Personnel Committee email all Board members the determination regarding employee health care plans upon conclusion of their meeting.

 

John informed the Board that according to Rebekkah Smith Aldrich of MHLS, the Library could not be forced by the State to perform a financial audit. However, the Library will to have a procedural audit. Lynne requested John secure this information in writing from Rebekkah.

 

Barbara requested the policy changes be finalized and prepared for the November meeting.    John asked Barbara to work on the Financial policies.  John is working on the Disaster Recovery Policy for the next meeting as well.

 

John notified the Board that Library Bookkeeper Barbara Jacobini prepared a line-by-line year to date expense report as requested by Town of Plattekill Councilman Dean DePew. This report was hand delivered to Mr. DePew  

 

Note: Lynne Ridgeway; Valerie Smith; Karen Adamson; Barbara Jacobini are authorized as signatories to checks.

 

Policy: Treasurer may not sign any check that is issued with her name.

Policy: Assistant Treasurer signs checks in the absence of the Treasurer.

 

           Motion to approve payment of bills following audit was made by Karen Adamson, and seconded by Will Farrell: all others in favor.

 

           Motion to approve payment of payroll for the past month was made by Karen Adamson, and seconded by Will Farrell; all others in favor.

 

Director’s Report:

Was read and discussed.

 

The Board engaged in a discussion regarding the promotion of the annual budget and trustee vote. 

 

Items of note:

·         Value in mailing one postcard to Library supporters verses two, or vice versa

 

·         Value of phone calls to supporters in addition to one mailing

 

·         How was the determination made that postcards are less effective than phone calls

 

·         Discussion at  previous Board meetings included agreement that two mailings were costly and not effective

 

·         Disconnect in communication among Board members resulted in a last minute decision to do one mailing not paid with library funds nor Friends funds.

 

·         Call/mailing list must include members of the registered voters of the taxpaying community that may not use the Library but are still supporters

 

·         Call/mailing list cannot contain only patrons  that have used the Library in the past six months

 

·         Friends of the Plattekill Library should be part of the process, as they have willingly paid for the mailings in the past

 

·         Library Director John Georghiou and staff will maintain an in-house database of Library patrons for newsletters etc. rather than depending upon MHLS for this information

 

·         Friends of the Plattekill Library will have access to the database

 

·         Printout of database should be available for review by the Board at the next meeting

 

·         Board members will review the list to provide additional names

 

           Motion for the Library to maintain a current database of patrons for publicity and communication purposes was made by Will Farrell and seconded by Valerie Smith; all others were in favor.

 

           Motion the database be made available to the Friends for whatever purposes they require was made by Luz Ledesma and seconded by Will Farrell; all others in favor.

 

           Motion there be one postcard mailing by the Friends for the Budget and Trustee vote was made by David Padilla and seconded by Karen Adamson; all others in favor.

 

Other discussion included resuming the online service Tutor.com.  John asked the Board if verification of use by individuals could be authenticated, would they consider resuming the service.  Some Board members felt efforts should be directed toward helping the elderly and shut-ins in the community rather than returning to the tutoring service.  John recommended the Board make a decision when they review the budget in January 2016. John noted that we do provide services to shut ins upon request and will place that information in the next newsletter. David noted that he did not receive the recent newsletter.  John will handle that. Will requested John review the need for Tutor.com, analyze the data, and report his findings at the November Board meeting.

 

Committee Reports:

None

 

Unfinished Business:

 

Lynne, Valerie, and Karen conducted a focus group for Aloha Acres residents on September 15. This group voiced many compliments for the Library and offered suggestions for a new library.  There were 24 participants.

 

The UCLA Annual Meeting on September 28 was attended by Lynne, Valerie, Karen, and Will. Lynne was reelected for another term to the position of Member At Large of the UCLA Board of Directors.

 

New Business:

 

Liaison Report of October Friends meeting: 

Will Farrell - Liaison

 

·         MOU was not finalized due to lack of quorum

·         Wish List – Library requested 12 laptop computers

·         Friends will be making a donation to the Capital fund

·         Cathy will be sending out a newsletter to recruit members; Will will assist with this

 

MHLS Annual Presidents survey is due; please submit your reports as soon as possible.

 

Reminder: Any Trustee interested in attending the MHLS Annual Meeting on Friday, October 16, at the Poughkeepsie Grand Hotel must register.

 

MHLS Essential Trustee Training workshop is being presented in November.

 

           Motion to enter into Executive Session, with the Director being invited, to discuss a specific real estate transaction was made at 8:38pm by Karen Adamson and seconded by David Padilla; all others were in favor.

 

 

The Board came out of Executive Session at 9:29pm.

 

 

 

 

 

 

 

 

 

 

 

Adjournment:

               

                                Motion to adjourn at 9:30pm was made by David Padilla, seconded by Luz Ledesma;

all others were in favor.

                                                                                                                                                                                               

Respectfully submitted by:

 

 

 

Donna Ebanks

Secretary

 

Attachments filed with original:                Agenda

Bookkeeper’s Report

Circulation Statistics

Director’s Report