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

BACK TO MINUTES INDEX                         BACK TO LIBRARY MAIN PAGE                    


Plattekill Public Library

Board of Trustees

August 13, 2015

           

The meeting was called to order at 7:02 PM with the Pledge of Allegiance.

 

Present were:                Lynne Ridgeway, President; Valerie Smith, Vice President; Karen Adamson, Assistant Treasurer; Will Farrell, Trustee; David Padilla, Trustee; Luz Ledesma, Trustee; John Georghiou, Director; Barbara Jacobini, Treasurer; Donna Ebanks, Secretary

 

Excused was: Joe Egan, Trustee

 

Public Comment:

None

 

Esther Coppola offered the Board a comprehensive list of facts to consider incorporating into a FAQ handout for the general public.  Mrs. Coppola also noted there is a large piece of property directly behind the current Library building; perhaps the Board should consider a discussion with the Town in regards to purchasing this property for a new library building. Mrs. Coppola also expressed her disappointment at not seeing the Town of Plattekill developed into a “little town” as was envisioned in 1973, when the first zoning board was created.  

 

Mike Townshend concurred with Mrs. Coppola’s suggestion that a map of the Library’s voting district be made available for the public.   Mr. Townsend offered examples of additional items to be added to an FAQ document, such as a list of local libraries budgets and how they compare to the Plattekill Library’s budget, and the cost of the Library per tax-payer.  During discussion of other topics, Mr. Townsend offered to create a new website for the Library and was prepared to have the Board review his initial design.  The Board expressed their sincere thanks to Mr. Townsend for his offer to do this free of charge, and suggested they schedule a  meeting for the purpose of reviewing his work.

 

Correspondence:

None

 

Secretary’s Report:

 

           Motion to approve the minutes of the May 14, 2015 Board meeting was made by Valerie Smith and seconded by Will Farrell; all others were in favor.

 

           Motion to approve the minutes of the July 9, 2015 Regular Board meeting was made by Karen Adamson and seconded by Luz Ledesma; all others were in favor.

               

           Motion to approve the minutes of the July 20, 2015 Special Board meeting was made by Will Farrell and seconded by Luz Ledesma; all others were in favor.

 

 

 

Financial Report:

Was read and discussed.

 

Treasurer Barbara Jacobini reviewed the financial report for the Board.

 

Other discussion included the NYS Retirement System’s requirements of a documented standard workday for the position of Board Treasurer.  The Board agreed to accept six hours as the standard workday; this is in agreement with the already established workday hours for the Board Secretary.

 

 

           Motion to establish a standard workday of six hours for this appointed term that began on July 24, 2015 and ends on October 31, 2019, for Barbara Jacobini, Treasurer, was made by Valerie Smith and seconded by Karen Adamson; all others were in favor.

 

           Motion to raise the debit card limit to $1000 was made by Karen Adamson and seconded by Luz Ledesma; all others were in favor.

 

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

 

           Motion to approve the purchase orders was made by David Padilla and seconded by Karen Adamson; all others were in favor.

 

The Board discussed the following items:

 

·         Senator Larkin’s $10,000 grant to the Library: money must be used for the potential new building.  The Board will determine the exact use when the money comes in.

 

·         Mid-Hudson Library System has a policy of keeping one year’s worth of funds secured as an contingency fund.  The Plattekill Library will maintain four month’s worth of funds as their contingency fund.  The Board will consider a separate contingency fund as a line item to the budget.

 

·         Potential purchase of cider mill factory: in order to qualify for Mid-Hudson’s construction grant, purchase of this property must occur in August.

 

·         NYS Retirement System has changed the way they are estimating costs; the Library should expect to pay at least $5000 more than last year.

 

·         The Library administrative office is in need of a new printer.  The cost will be approximately $600. The Board discussed and voted to approve increasing the dollar amount limit on the debit card so the Director may purchase these types of items at his considered discretion.

 

·         Board Treasurer Barbara Jacobini was administered the oath of office on July 24, 2015 as noted by Board of Trustees President Lynne Ridgeway.

 

·         Nearly all Board members have made a contribution to the Library’s Community Foundation fund.  Any outstanding member should do so at their earliest convenience.

 

Director’s Report:

Was read and discussed.

 

John discussed with the Board Senator Larkin’s suggestions for improvements to the current Library during his visit on Tuesday, August 11.  Sen. Larkin recommended the Library explore the possibility of securing grant money to make the current building more accessible to the public while planning for a new structure.  The Senator’s primary proposal was the addition of an elevator.  Senator Larkin noted that grants for municipal projects are more readily available.  The Board and John agreed they must explore Senator Larkin’s suggestions.  John stated he will write a letter to the Town Board noting the Senator’s ideas.

 

Lynne informed the Board she consulted with the Library’s attorney on purchasing the cider mill property.  The attorney is of the opinion that as long as the Library has the money on hand to make the purchase, as governing board of the Library, the Trustees may approve this purchase without asking for a referendum. He will write an opinion letter that confirms this.

 

The Library has received a FOIL request from Legislator Kevin Roberts. John is responding to this request within the required five day time period.

 

Committee Reports:

 

The Personnel and Planning and Operations Committees met on August 10, 2015.  The Personnel Committee modified the duties and job description for the Treasurer and the P and O Committee created an Audit and Review Schedule Policy. 

 

           Motion to accept the Personnel Committee’s recommendation the Treasurer be paid twenty dollars per hour for twenty hours per week to perform the duties of Treasurer was made by Luz Ledesma and seconded by Karen Adamson; all others were in favor.

 

           Motion to approve the Audit and Review Schedule Policy was made by Luz Ledesma and seconded by Will Farrell; all others were in favor.

 

Unfinished Business:

 

Board member David Padilla recused himself from the discussion about the Friends MOU. 

 

                                Motion to accept the Memorandum of Agreement between the Library and the Friends

was made by Valerie Smith and seconded by Luz Ledesma, David Padilla recused himself from the vote and all others were in favor.

 

New Business:

 

The Library received a new directive from the New York State Comptroller’s office announcing an unexpected change to the previously established 1% tax cap.  The new directive has implemented a .73% tax cap budget increase.  The Board engaged in discussion regarding the new directive; the following resolution was stated:

 

           Motion to accept the tax cap resolution:

 

Whereas, due to the timing of the State comptroller’s Office in releasing the statistics needed to calculate the actual tax levy limit, the adoption of the 2016 budget for the Plattekill Public Library may require a tax levy increase that technically exceeds the tax cap imposed by the state law as outlined in General Municipal Law Section 3-c adopted in 2011 and

 

                Whereas, General Municipal Law Section 3-c expressly permits the Library’s Board of Trustees to override the tax levy limit by a resolution approved by at least sixty percent of qualified board members, now there be it

 

                Resolved, that on August 13, 2015, at least sixty percent of the Board of Trustees of the Plattekill Public Library voted and approved to exceed the tax levy limit if necessary. 

 

                Motion was made by Valerie Smith and seconded by Karen Adamson.

 

                In favor:               Karen Adamson; Luz Ledesma; Lynne Ridgeway; Valerie Smith

                Opposed:            Will Farrell; David Padilla

                Motion passed

 

           Motion to approve the appointment of Luz Ledesma to the Budget & Finance Committee was made by Karen Adamson and seconded by Valerie Smith; all others were in favor.

 

Two focus groups have been conducted thus far.  One was for the staff of the Library held on July 17, led by Valerie and Lynne, the other was for the general public on July 30, led by Valerie, Lynne and Karen. 

 

Adjournment:

 

           Motion to adjourn was made at 9:30pm

 

A focus group for the Trustees was conducted at this time.

 

Respectfully submitted,

 

 

 

Donna Ebanks

Secretary

 

Attachments filed with original:                Agenda

                                                                Bookkeeper’s Report

                                                                Circulation Statistics

                                                                Director’s Report

                                                                MOU between Library and Friends of the Plattekill Library

                                                                Supplement to the Director’s report