MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY: April, 2014
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Board of Trustees
April 10, 2014
The meeting was called to order at 7:03PM with the Pledge
of Allegiance.
Present were: Lynne
Ridgeway, President; Valerie Smith, Vice President; Karen Adamson, Assistant
Treasurer; David Padilla, Trustee; Joe Egan, Trustee; John Georghiou, Director;
Donna Ebanks, Secretary.
Will Farrell will be late and Keith Canfield is excused.
Public Comment:
None
Correspondence:
Lynne read a letter from a patron praising the Library for
offering financial literacy programs during Money Smart Week.
Will Farrell arrived at 7:15PM
Secretary’s Report:
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Motion to accept the minutes of March 13, 2014, with corrected spelling
error, was made by Karen Adamson and seconded by Valerie Smith; Joe Egan
abstained and all others were in favor.
Financial Report:
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Motion to approve payment of the bills pending audit was made by Joe Egan
and seconded by David Padilla. All
others were in favor.
Director’s Report:
Was read and discussed
Items of note:
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Motion to authorize John to purchase a new computer not to exceed the
amount of $450 with a report back to the Board regarding this purchase was made
by Karen Adamson and seconded by Joe Egan. All
others were in favor.
Committee Reports:
The Planning &
Operations Committee met on March 27 and April 1 and recommends approval of the
following policies as noted in the motions below:
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Motion to accept the ADA Compliance Policy was made by Joe Egan and
seconded by Valerie Smith. All
others were in favor.
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Motion to adopt the one page Collection Development Policy was made by
Valerie Smith and seconded by Karen Adamson.
All others were in favor.
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Motion to adopt the Safe Child Policy was made by Valerie Smith and
seconded by David Padilla. All
others were in favor.
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Motion to adopt the Public Posting Policy was made by Valerie Smith and
seconded by Joseph Egan. All others
were in favor.
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Motion to adopt the Internet Use Policy was made by David Padilla and
seconded by Valerie Smith. All others were in favor.
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Motion to adopt the Disposition of Surplus Property Policy was made by
Valerie Smith and seconded by Will Farrell.
All others were in favor.
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Motion to adopt the Gifts and Donations Policy was made by Valerie Smith
and seconded by Joseph Egan. All
others were in favor.
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Motion to adopt the Petty Cash with Debit Card Policy was made by Valerie
Smith and seconded by Karen Adamson. All
others were in favor.
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Motion to adopt the Investment Policy was made by Karen Adamson and
seconded by Will Farrell. All others
were in favor.
NOTE:
John will post the Library’s policies on the website and
change the language of the computer use agreement, which patrons must accept, to
correspond with the language of the Internet Use policy.
The Board recommended distribution of bookmarks suggesting
patrons review the Library policies.
The Personnel Committee met on April 1 regarding the
Director’s back pay. During the
years 2010 through 2013, the Director was under reimbursed based on the salary
approved by Board. This back pay amount will be processed through the payroll
system. The Director will more
closely monitor his annual salary reimbursement to prevent this situation from
reoccurring.
Unfinished Business:
Update on New
Building Site:
Lynne informed the Board she signed
the contract and generated a check for 5% of the purchase price in the form of a
certified check. It was also noted
the broker representing the Library will pick up the signed contract
and check on April 11, 2014 and deliver it to the seller’s attorney.
The Library may now begin the process of due diligence and will have 60
days to complete.
Valerie stated that she would make
the calls to get the Environmental Site Assessment done.
Discussion determined that the environmental, structural, and
architectural aspects could all be done simultaneously.
Lynne informed the Board that she had spoken with Rebekkah Smith Aldrich
and updated her on the new building project.
Ms. Aldrich offered the names of two architects and noted there is a list
of architects on the Mid-Hudson Library System website.
The Library has until on or about July 8, 2014 to commit to closing based
on the results of the due diligence.
Other New Building Items:
·
The Board should begin to photograph and video record the current
state of the property and improvements as they are made.
·
Access to the building site must be made readily available for
consultants.
The
M & T collateralization Agreement Certificate was signed by Lynne,
Valerie and Karen. Keith will sign
it upon his return and the complete set of documents will be sent to the bank.
Lynne, Valerie, Karen, and David
attended the MHLS Legal Issues workshop on March 18 and Lynne and John attended
the UCLA meeting on April 9.
New
Business:
The Board discussed revising the 2015 Library calendar to
include opening on some of the holidays that the Library is currently closed. Days
specifically addressed were MLK Jr. Day, Columbus Day and Veterans’ Day.
The options of opening the regular hours with special programs for the
specific holiday scheduled or opening just for the hours during which a special
program would be conducted were discussed. John
will research the ramifications of opening on these days.
No decision was reached.
A Board member is needed to volunteer as Board Liaison to
the Friends of the Plattekill Public Library. David will discuss with Keith the
possibility of one of them being the Liaison.
Plans to participate in World Book Night for next year need
to be discussed and formulated at the appropriate time.
Board members may register at Midhudson.org for the
upcoming MHLS workshop: Public Library Vote Toolbox taking place on 4/29 at 10AM
to noon in the MHLS auditorium.
Poughkeepsie Library will be presenting: How to Craft a
Proposal to a Foundation on May 7 from 1 to 4PM at the Poughkeepsie Library.
Call the Poughkeepsie Library at (845) 483-3445 to register.
Author’s Day Dinner is on Tuesday May 6 at 4PM at the
Nu-Cavu. Call the Plattekill Library
to RSVP by April 21.
Adjournment:
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Motion to adjourn at 10:15PM; all in favor.
Respectfully submitted,
Donna Ebanks
Secretary
Attachments filed with original:
Agenda
Bookkeeper’s Summary
Director’s Report
PPL Collection Development Policy document