MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY: December 2013

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Plattekill Public Library

Board of Trustees

December 12, 2013

           

The meeting was called to order at 7:07 PM with the Pledge of Allegiance.

 

Present were:   Lynne Ridgeway, President; Valerie Smith, Vice President; Keith Canfield, Treasurer; Karen Adamson, Assistant Treasurer; David Padilla, Trustee; Joseph Egan, Trustee; John Georghiou, Director; Donna Ebanks, Secretary

 

Will Farrell was excused and Joseph Egan was expected late.

 

Additions to the Agenda:

None

 

Public Comment:            

None

 

Correspondence:

None

 

Secretary’s Report:

 

           Motion to accept the minutes of November 14, 2013 was made by Karen Adamson and seconded by Keith Canfield; Valerie Smith abstained and all others were in favor.

 

           Motion to accept the minutes of the December 5, 2013 Board of Trustees Special Meeting was made by Karen Adamson and seconded by Keith Canfield; all others were in favor.

 

Financial Report:

 

           Motion to accept payment of the bills pending audit was made by David Padilla and seconded by Karen Adamson; all others were in favor.

               

Director’s Report:

Was read and discussed

 

           Motion to provide an individual silver level health care plan for any requesting qualified employee for 2014, funding monthly premiums not to exceed $450 and an annual deductible not to exceed $2000 was made by Valerie Smith and seconded by Keith Canfield; all others were in favor.

 

           Motion to approve February 2014 as Food for Fines month at the Plattekill Public Library was made by Valerie Smith and seconded by Karen Adamson; all others were in favor.

 

John will research accounting firms that have experience with special district libraries and get five quotes for auditing services.

 

 

                Committee Reports:

                None

 

                Lynne requested that the Planning and Operations committee set a date to meet.

                               

                Unfinished Business:

               

                The MHLS Annual Survey was submitted on November 15, 2013.

 

Update on status of the possible new Library building as of 12/5/2013:

 

A representative of RUPCO walked through the building; his comments indicated that he was of the opinion that the building appears sound and that approximate costs of renovations would be $150 to $175 per square foot. 

 

Recommended due diligence and contingencies per RUPCO are as follows:

·         Evaluation of the building by a structural engineer

·         Evaluation of the building’s existing conditions and feasibility study by an architect including an evaluation of zoning/planning for proposed use with the Building Department

·         Phase 1 Environmental Site Assessment (ESA)

·         Test of well capacity/water quality

·         Evaluation of septic

·         Title search/title insurance for the property

·         Zoning, site plan, environmental approvals

·         Successful bond referendum (the equivalent of securing a mortgage)

 

Lynne suggested that a qualifier be added to the last bulleted item, stating that this contingency is only as needed as the Library intends to seek funding in a variety of ways.

 

Joseph Egan arrived at 8:20

 

Discussion ensued regarding the scope of the proposed ESA.  This discussion determined that it would be in the best interest of the Library to obtain at least two expert opinions of this type of evaluation.  Joe will consult with Donna Egan, who is an environmental specialist, and Valerie will request an opinion from Bill Golling.

 

The Board entered into executive session at 9:04 PM.

 

The Board returned from executive session at 9:34 PM.

 

           Motion to authorize Lynne Ridgeway to make an offer for the stated amount for the cider mill property subject to the previously stated contingencies was made by Valerie Smith and seconded by Joseph Egan; all others were in favor.

 

Discussion determined that the Library would be prudent to seek legal advice as they proceed with their offer for the cider mill property.

 

           Motion to authorize Lynne to sign the engagement letter for the law firm of Whiteman, Osterman and Hanna LLP was made by Valerie Smith and seconded by David Padilla; all others were in favor.

 

Lynne spoke with Rebecca at MHLS regarding the Library’s calendar of days open.  Rebecca suggested that because the 2014 calendar has already been voted on, the Board select a month to discuss the 2015 calendar and follow through with that discussion at that time.  At the April meeting, the Board intends to review the possibility of the Library being open more hours to accommodate the needs of the general public and community.

 

New Business:

 

The topic of the Capital Reserve Fund was tabled until the January 2014 Board meeting.

 

The Town Council meeting regarding budgets was tabled until the January 2014 Board meeting.

 

Joe Egan will be attending the MHLS annual Essential Trustee Training on December 14, 2013.

 

Reminder:

 

MHLS Legal Issues Workshop is being held on March 22, 2014 at 6PM.  Register online at calendar.midhudson.org.

               

 

           Motion to enter into executive session at 10:07PM to discuss sensitive personnel issues was made by Valerie Smith and seconded by Keith Canfield; all others were in favor.

 

 

The Board returned from Executive Session at 11:16PM.

   

           Motion to approve a $2000 increase for the Library Director’s annual salary was made by Valerie Smith and seconded by David Padilla; all others were in favor.

 

                           Motion to adjourn was made at 11:17PM.

                                 

               

Respectfully submitted,

 

 

 

Donna Ebanks

Secretary

 

Attachments filed with original:                 Agenda

                                                                                Bookkeeper’s Summary              

                                                                                Director’s Report

                                                                                Report on Library School Visits