MINUTES OF THE BOARD OF TRUSTEES OF THE PLATTEKILL PUBLIC LIBRARY: JANUARY, 2015

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Plattekill Public Library

Board of Trustees

January 8, 2015

           

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

 

Present were:                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

 

President Lynne Ridgeway was excused.

 

Public Comment:

 

Public Present was: Councilman Dean DePew; Computer Technician Ben Antzak.

 

Councilman Dean DePew inquired about the status of the possible new building purchase.  Valerie stated that negotiations have come to a standstill.

 

Ben Antzak presented the Board with an overview of issues with the public and staff computers.  The following points were discussed:

 

 

Discussion determined John would be authorized to have Ben Antzak service the Library’s computers on an emergency basis; additionally, John will obtain price quotes for IT service from three other sources.

 

           Motion to hire Ben Antzak to update or install anti virus software or malware on all staff computers was made by Valerie Smith and seconded by Karen Adamson; all others were in favor.

 

           Motion to do basic upgrades to the four public computers, including Windows 7 was made by Keith Canfield and seconded by Valerie Smith; all others were in favor. 

 

           Motion to authorize John Georghiou to hire Ben Antzak at a rate of $70 per hour on an emergency and temporary basis was made by Valerie Smith and seconded by Keith Canfield; all others were in favor.

 

Valerie informed Ben that he should have his invoice prepared for the next meeting.

 

 

 

Correspondence:

None

 

Secretary’s Report:

 

           Motion to accept the minutes of December 11, 2014 was made by Valerie Smith and seconded by Joe Egan; all others were in favor.

 

Financial Report:

 

Treasurer Keith Canfield reported that the Library received three monetary donations.  Discussion ensued regarding the Library’s policy on donations, particularly restricted funds, and applying them where the donor has designated the donation for a specific use.  The Director will check our donations policy and report at the next meeting.

 

The Treasurer reported that there was a check for Tutor.com, although the Board did not vote to continue it.

 

The Board engaged in a discussion regarding cost versus value to Library patrons, with regard to the online tutoring service Tutor.com.  Joe Egan stated that he is of the opinion Tutor.com is redundant as the school districts websites offer the same type of service.  David Padilla expressed his dissatisfaction with the Library’s inability to obtain, from Tutor.com, the specific IP addresses of the individuals using the service.  Valerie Smith noted that providing Tutor.com to patrons is a service that is strongly aligned with the Library’s mission statement.  Will Farrell inquired as to the possibility of suspending the service for one month in order to assess what the backlash would be should the Board vote to discontinue the service.  Karen Adamson wants to know what the users of the service say about its being discontinued.

 

           Motion to drop Tutor.com was made by Joe Egan and seconded by David Padilla.  Keith Canfield, Karen Adamson, Joe Egan and David Padilla were in favor, Valerie Smith was opposed, and Will Farrell abstained.  Motion passed.

 

The Board asked that the public be notified that Tutor.com would no longer be available, with a notice on the website and on Facebook.

 

           Motion for Valerie Smith to sign the audit and the comptroller’s ADD document in Lynne Ridgeway’s stead was made by Valerie Smith and seconded by Keith Canfield; all others were in favor.

 

®           Motion for the Board to rescind the resolution passed on June 12, 2014 to exceed the Property Tax Cap was made by Joe Egan and seconded by Keith Canfield; all others were in favor.

 

           Motion to approve payment of the bills pending audit was made by David Padilla and seconded by Joe Egan; all others were in favor.

 

 

The Board reviewed the warrant of checks and all initialed it. 

 

Keith Canfield announced that as of the January 8, 2015 Board meeting, he is resigning as Treasurer citing his dissatisfaction with errors that occurred on Library tax forms for two consecutive years.  Keith expressed his desire to not have his named attached to forms that he is unable to answer to.  Library Director John Georghiou thanked Keith for his service and stated that the Library will have to review some procedures as well as retain an accounting firm to assist with forms.

 

Valerie suggested an individual who is not a Board member fill the Treasurer position.  The presentation from the State Comptroller’s office, and Jerry Nichol’s webinar from NYLA, both had a lot of new information about financial procedures, and it is recommended that the Board study both of them so we can decide what changes to make in order to comply.

 

Director’s Report:

Was read and discussed.

 

Committee Reports:

None

 

The Technology Committee met to discuss the Library’s printer and copier needs.  Joe Egan proposed the Library purchase a new copier as opposed to leasing one.  The following points were discussed:

 

 

The Committee will email all Board members additional specifics.

 

David Padilla inquired as to why the Director has not submitted a wish list to the Friends as this is supposed to be done yearly and could have included the Library’s need for a new photocopier.  Will Farrell noted that the photocopier would not be included on such a list as it is a necessary to the day to day operations of the Library, and not supplemental.   Valerie Smith said that the library usually calls on the Friends for assistance with items that we can’t use taxpayer funds for, such as donations to the building fund.  Additionally, David inquired as to what the policy is for disposing of business equipment that still works but is replaced due to inefficiency.

 

Unfinished Business:

 

Discussion determined that while the Director must submit his vacation request in writing, it does not have to be voted on.

 

John Georghiou left at 8:48pm.

 

MOU was tabled to the February meeting.

 

 

 

New Business:

 

Joe Egan requested the Board consider his concerns regarding the following items:

 

 

Board Secretary Donna Ebanks offered a brief overview of volunteers currently serving at the Library.

 

Joe Egan requested to be placed on the Grant Committee and David Padilla inquired as to the policy on volunteers in the Library. 

 

Valerie reminded all to view the financial webinar.

 

Will Farrell attended the Highland Library Board informational session and offered the Board a review of the meeting.  Additionally, he invited Board members to attend the upcoming Southern Ulster County Chamber of Commere’s New Year Kickoff event, taking place on Wednesday, January 14, 2015.  Library Director John Georghiou will be inducted into the SUCCC as a Board member at this event.  County Executive Mike Hein will be speaking as well.  Cost for the event is $25 per person.

 

Motion to adjourn was made at 9:35pm by Keith Canfield and seconded by Joe Egan; all in favor.

 

 

Respectfully submitted,

 

 

Donna Ebanks

Secretary

 

Attachments filed with original:                               Agenda

                                                                                Bookkeeper’s Summary

                                                                                Director’s Report