MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY: February, 2015
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Board of Trustees
February 12, 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, Treasurer;
David Padilla, Trustee; Will Farrell, Trustee; John Georghiou, Director; Barbara
Jacobini, Bookkeeper; Donna Ebanks, Secretary
Joseph Egan and Karen Adamson were excused.
Public Comment:
Public Present: Mike Putnam;
Councilman for the Town of Plattekill
Secretary’s Report:
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Motion to accept the minutes of January 8, 2015 was made by Keith
Canfield and seconded by
David Padilla; Lynne Ridgeway abstained and all others were in favor.
Correspondence:
None
Financial Report:
Bookkeeper Barbara Jacobini informed the Board that every
year the Board must approve the prepayment of the payroll and payment to Central
Hudson. It was also noted that each
Board member must have a copy of the warrant of checks; one Board member must
review and initial a copy of the warrant, which will be filed with the minutes.
Barbara also stated that at future Board meetings the signers and the
auditors of the checks may not be the same persons in order to satisfy best
practices.
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Motion to prepay the payroll and Central Hudson for the fiscal year 2015
was made by Valerie Smith and seconded by Will Farrell; all others were in
favor.
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Motion to approve the payroll for the month of January was made by
Valerie Smith and seconded by Keith Canfield; all others were in favor.
Barbara reported the accounting firm
of Nugent and Haussler would be doing the Library’s, the State Comptroller’s
report, the 990 Form and if required the CHAR 500.
Additional discussion followed;
·
The Library is awaiting information from the State Comptroller’s
office in order to complete the State Report for Libraries
·
Annual report is downloaded to the Bookkeeper’s computer and
will be emailed to the Board
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January of each year all Board members must sign a Conflict of
Interest statement. Each Board member received one in their packet of materials
for the evening; please sign it and return to Barbara
Barbara also stated the accountant
has written a letter to the State to resolve the misunderstanding regarding the
Friends tax identification number and the Library’s tax identification number.
A
discussion ensued regarding collateralization documents.
It was determined that an amount of $250,000 must be collateralized.
Accounts are separated into interest and non-interest bearing accounts;
if they do not equal $250,000 no collateralization is necessary.
M&T Bank monitors the accounts and alerts the Library when
collateralization is warranted.
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Motion to approve the Director’s discretionary spending up to the
amount of $400 on the M&T debit card account was made by Valerie Smith and
seconded by Will Farrell; all others were in favor.
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Motion to pay the bills pending audit was made by David Padilla and
seconded by Will Farrell; all others were in favor.
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Motion to approve the recommended transfers as listed was made by Will
Farrell and seconded by David Padilla; all others were in favor.
Barbara informed the Board that to
date, the Library has not received their tax levy check from the Town
Supervisor’s office.
Director’s Report:
Was read and discussed
Items of note:
Committee Reports:
The Planning
and Operations committee met and has submitted to the Board four recommendations
for policies, all of which are required. The Fixed Assets Capitalization Policy
will be sent to the Auditor.
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The P& O Committee recommends adopting all four of the following
policies: Code of Ethics; Freedom to Read; Freedom to View; Fixed Assets
Capitalization. Motion to adopt the
four policies was made by Keith Canfield and seconded by David Padilla; all
others were in favor.
The Board will review the narrative of the meeting
of the Personnel Committee in Executive Session.
Unfinished Business:
At the January meeting, Joe Egan requested to be added to
the Grants Committee.
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Motion to approve the appointment of Joe Egan to the Grants Committee was
made by Valerie Smith and seconded by Keith Canfield; all others were in favor.
Lynne received a call from the Realtor on January 12. The
Realtor stated she has been unable to reach the seller.
Barbara asked that the two checks being held for the seller be voided. The
Board concurred.
The revised MOU from the Friends has been received; Lynne
is working to incorporate the revisions into the proposed MOU.
New Business:
Sign up for the
weekly MHLS Bulletin if you are not currently receiving it at midhudson.org.
Library Advocacy Day is on February 25; Director John
Georghiou will be attending.
Lynne informed the Board that Rebekkah Smith Aldrich will
be attending the April Board meeting to present on the topics of Committees and
the roles of Directors and Trustees. Ms.
Aldrich will meet with the Board at 7pm; regular Board meeting to follow.
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Motion to enter into Executive session at 8:08pm was made by Keith
Canfield and seconded by David Padilla; all others were in favor.
At 8:48pm the
Board left Executive Session.
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Motion to approve the Director’s Performance Evaluation as amended was
made by Keith Canfield: seconded by Will Farrell; David Padilla abstained; all
others were in favor.
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Motion to adjourn at 8:49pm was made by Keith Canfield; seconded by Will
Farrell; all others were in favor.
Respectfully submitted,
Donna Ebanks
Secretary
Attachments filed with original:
Agenda
Bookkeeper’s Summary