Plattekill Public Library

Board of Trustees

April 9, 2015

The meeting was called to order at 7:05 PM with the Pledge of Allegiance.

Present were:   Lynne Ridgeway, President; Valerie Smith, Vice President; Keith Canfield, Trustee;

Joseph Egan, Trustee; Will Farrell, Trustee; David Padilla, Trustee; John Georghiou, Director; Barbara Jacobini, Bookkeeper; Donna Ebanks, Secretary

Excused: Karen Adamson

The Board observed a moment of silence in memory of the passing of Lynne Ridgeway’s father.

Lynne reported that because Karen would not be present at this evening’s meeting, Rebekkah Smith-Aldrich, of MHLS, thought it best for her presentation to be rescheduled, as it was intended to be an effort in team building and would be most beneficial when it can be presented to the entire Board.

Rebekkah will not be able to attend the next Board meeting on May 14; however she is available on May 20 or 27.   Nugent and Haeussler, accounting firm for the Library, will be present at the May meeting to report on the completed Fiscal Year 2014 audit.  Karen Adamson will be present at the May Board meeting as well, via Skype.  Karen will log into the meeting using a computer at a public location so that any member of the public that wants to participate may.

Public Comment:

None

Correspondence

None

Secretary’s Report:

→           Motion to accept the minutes of March 14, 2015 was made by Keith Canfield and seconded by Valerie Smith; all others were in favor.

Financial Report:

Bookkeeper Barbara Jacobini reviewed the financial reports for the Board.  Items of note included the following:

• Nugent and Haeussler determined the Library’s financial report was good; there is a letter of completion that needs to be signed by John and Lynne

• Nugent and Haeussler recommended instituting a policy of using purchase orders for all purchases; auditors advise all purchases be pre-approved. The Planning and Operations Committee will work with this recommendation to devise a policy

• Barbara addressed the question from the March meeting regarding the Library occasionally paying sales tax.  She noted that while the Library does use tax-exempt forms, some businesses will not honor it, and others require that it be sent to them as a scanned file.  Barbara was unable to successfully scan the form from the Library; Joe Egan said that he would scan the form

• The Planning and Operations Committee is working on a new Conflict of Interest Policy to meet the requirements of the Revitalization Act. The completed 990 form is due by May 15, and the Library does not have to file a CHAR 500

• Joe Egan asked why there are reimbursements for out-of-pocket expenses for staff.  Barbara stated that at times staff purchases supplies that are specific to a program and not always obtainable through vendors the Library typically uses.  Also, staff may purchase items they find are available at a reduced cost in an effort to save the Library money

• A hearing impaired patron is requesting the Library supply an interpreter for four Money Smart Week programs. Under the ADA, the Library is required to make reasonable accommodations. Board members discussed various options for finding an interpreter that is affordable for the Library.  Barbara stated that an organization she contacted said their services are $92 per hour for a minimum of three hours.  Discussion concluded the Board should set a dollar limit on this service

®           Motion to approve an expenditure of up to $300 for a hearing impaired interpreter for Money Smart programs during the week of April 12, 2015 was made by Joe Egan and seconded by Keith Canfield; all others were in favor.

                →           Motion to pay the bills pending audit was made by Keith Canfield and seconded by Will                

                                Farrell; all others were in favor.

                →           Motion to approve the payroll for the past month was made by Keith Canfield and

                                seconded by Will Farrell; all others were in favor.             

                →           Motion to approve the Cablevision purchase order for $632 for the year 2015 was made

                                by Keith Canfield and seconded by Joe Egan; all others were in favor.

Directors Report:

Was read and discussed.

The Board had an opportunity to examine a sample of fiction and non-fiction books that were withdrawn from the Library’s collection, as they were outdated, damaged, or otherwise unacceptable for circulation.

John addressed the question of the Library not purchasing current best-selling books that was raised at the March Board meeting.  John stated the Library’s current demographic is not requesting many of these items.  Staff does purchase books that patrons specifically ask for.  John said that he will incorporate this information in the newsletter. 

The Director also informed the Board the Library is now required, according to Governor Cuomo’s laws, to create an Efficiency Plan that saves 1% of the budget by becoming more efficient.

David asked what the status was of the Library’s digital collection.  John stated that Mid-Hudson purchases the digital collection for the system, but member libraries could contribute additional funds to increase this collection. Again, our patrons do not request these often, so it is not an efficient use of our taxpayers’ funds.

David requested John provide the Board with a list of titles the Library has purchased for the year to date.  Valerie noted that book purchasing is a territory for staff and not the Board.

Committee Reports:

The Planning and Operations Committee met on April 1, to revise the Nepotism Policy, originally presented to the Board at the March meeting.

Discussion ensued regarding the Director handling disciplinary issues pertaining to employees that are related.  Valerie said the Committee would revise the proposed policy again and present it at the next meeting.

Unfinished Business:

·         The Directors evaluation conference was completed on April 7

• The MOU between the Friends and the Library was tabled to the May meeting
• All Board members must submit to Mary a complete list of their group affiliations so the NYCON membership can be renewed

Lynne noted Advocacy Day was very well attended and that coupled with the email campaign was very effective in achieving an additional $5M in the state’s Library budget.   MHLS and NYLA make it extremely easy for all library supporters including trustees to contact their elected officials.

New Business:

Authors Day Dinner is on April 16 and reservations are due to Mary by April 10, 2015; please advise Mary if you wish to attend.

MHLS workshop titled “Get the Yes Vote” is on Thursday, May 7; register at Midhudson.org.

At Lynne’s request, MHLS generated a list for FY 2014 of all workshops and training sessions attended by the trustees.

Any trustee that has not attended the MHLS Essential Trustee training is required to do so.

                →           Motion to enter into Executive Session for a Real Estate transaction and Personnel

Issue regarding a specific individual was made at 8:58pm by Keith Canfield and seconded by David Padilla; all others were in favor.

The Board came out of Executive Session at 9:35pm.

Joe has found someone who can help with our computers and should provide details to the Technology Committee.

The meeting was adjourned at 9:38pm.

Respectfully submitted,

Donna Ebanks

Secretary

Attachments filed with original: Agenda

                                                                Bookkeepers Summary

                                                                Directors Report