Plattekill Public Library

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:

→           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:

→           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:

• The Library will now send all press releases for publication in the Southern Ulster Times to the Southern Ulster Chamber of Commerce, as they will be managing the Plattekill page.

• The Library will be open regular Saturday hours during this year’s Memorial Day parade.  John will post this information on the Library website and it will be posted on the sign outside as well.

• John requested the Board approve $450 for the purchase of a new computer for Library staff use.  Discussion determined that the Board might have previously approved $2000 for computers.  John will review previous minutes for the approval of this expenditure.  Lynne suggested going forward John report back to the Board once purchases have been made.

→           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:

→           Motion to accept the ADA Compliance Policy was made by Joe Egan and seconded by Valerie Smith.  All others were in favor.

→           Motion to adopt the one page Collection Development Policy was made by Valerie Smith and seconded by Karen Adamson.  All others were in favor.

→           Motion to adopt the Safe Child Policy was made by Valerie Smith and seconded by David Padilla.  All others were in favor.

→           Motion to adopt the Public Posting Policy was made by Valerie Smith and seconded by Joseph Egan.  All others were in favor.

→           Motion to adopt the Internet Use Policy was made by David Padilla and seconded by Valerie Smith. All others were in favor.

→           Motion to adopt the Disposition of Surplus Property Policy was made by Valerie Smith and seconded by Will Farrell.  All others were in favor.

→           Motion to adopt the Gifts and Donations Policy was made by Valerie Smith and seconded by Joseph Egan.  All others were in favor.

→           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.

→           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:

→           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