MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY: December 2014
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December 11, 2014
The meeting was called to order at 7:02 PM with the Pledge of
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
Walter was in attendance. He said
he came simply to observe as he was told the Board meetings were interesting.
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.
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
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.
Was read and 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.
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.
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
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.
Motion to adjourn was made at 7:59pm was made by Will Farrell and
seconded by David Padilla; all others in favor.
filed with original: