MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY: December 2014

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Plattekill Public Library

Board of Trustees

December 11, 2014

The meeting was called to order at 7:02 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; Will Farrell, Trustee; Joe Egan, Trustee; John Georghiou, Director; Donna Ebanks, Secretary

Public Comment:

Mr. George Walter was in attendance.  He said he came simply to observe as he was told the Board meetings were interesting.

Correspondence:

None

Secretary’s Report:

→           Motion to accept the minutes of the November 13, 2014 Regular Board meeting was made by Keith Canfield and seconded by David Padilla; all others were in favor.

→           Motion to accept the November 25, 2014 Special Board meeting minutes was made by Keith Canfield and seconded by Joe Egan; all others were in favor.  

Financial Report:

As requested by Library Bookkeeper Barbara Jacobini, Treasurer Keith Canfield reminded the Board that any check requested between Board meetings, and without prior submission of an invoice, statement, or bill, will require documentation of Board approval by two Board members, at least one of which is the Treasurer or Assistant Treasurer and must sign a discretion and approval form at the Board meeting.

Lynne informed the Board in order to document for a new audit that all libraries will be subject to, all Board members are required to review and initial the list, also known as a warrant, of checks that are being submitted for approval of payment, and to become familiar with the names of vendors.  The initialed list will become part of the financial file.

Additionally, Keith noted Mid-Hudson Library System is recommending libraries do a full audit on a yearly basis and Nugent & Haeussler has agreed to include completion and submission of the New York State Comptroller’s report in the price of the yearly audit.  Bookkeeper Barbara Jacobini requested the Board pass a resolution to approve the performance of the audit and NYS Comptroller’s report by Nugent & Haeussler.

→           Motion to approve payment of the bills pending audit was made by Karen Adamson and seconded by Will Farrell; all others were in favor.

→           Motion to have Nugent and Haeussler do the audit and Comptroller’s report for the fiscal year 2014 at a cost of $4800 was made by Keith Canfield and seconded by David Padilla; all others were in favor.

Director’s Report:

Was read and discussed.

John discussed with the Board the Library’s need to repair, update, and replace a number of computers; discussion determined the Technology Committee would communicate via email to schedule a meeting for the upcoming week.

→          Motion to authorize increasing the hours of Library Clerk Michelle McMann, to 29.5 hours per week maximum, was made by Valerie Smith and seconded by Keith Canfield; all in favor.

Committee Reports:

Lynne requested all Chairs of standing committees create a document that defines the committee’s priorities and includes an annual calendar of major tasks.  This document should reflect the beginning dates of tasks and target dates for completion.  The Chairs of these committees will need to meet with Lynne to create the format and framework for this document.

Unfinished Business:

Lynne noted that while reviewing the Action Plan by Rebekkah Smith-Aldrich of MHLS, it stated that the Board was not required to approve the Director’s vacation request.  David indicated this may not be correct and he would research this issue and produce documentation at the next Board meeting.

Other discussion included the revised MOU between the Library and the Friends.  This item is pending, awaiting a meeting of officers of the Friends.

The Board engaged in a discussion regarding the taping of Board meetings.  Lynne distributed to the Board a letter from the Library’s attorney recommending the Board cease taping the meetings. 

→           Motion to cease recording the minutes effective January 2015, as per the recommendation of the Library’s attorney, was made by Valerie Smith and seconded by Joe Egan; all others were in favor.

New Business:

None

Motion to adjourn was made at 7:59pm was made by Will Farrell and seconded by David Padilla; all others in favor.

Respectfully submitted,

Donna Ebanks

Secretary

Attachments filed with original:                               Agenda

                                                                                Bookkeeper’s Summary

                                                                                Director’s Report