MAY 2015 Minutes

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

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Present were: Lynne Ridgeway, President; Valerie Smith, Vice President; Keith Canfield, Trustee;

Joseph Egan, Trustee; Will Farrell, Trustee; David Padilla, Trustee; John Georghiou, Director; Barbara Jacobini, Bookkeeper; Donna Ebanks, Secretary

Also present was auditor Jennifer Capicchioni, from the accounting firm of Nugent and Haeussler, P.C. and Trustee Karen Adamson, auditing the meeting via FaceTime.

Jennifer Capicchioni presented the Board with the final report of the audit done by Nugent and Haeussler, P. C. Ms. Capicchioni discussed her firm’s recommendations, and stated Library staff has implemented actions that comply with these recommendations. The firm has given the Library a clean opinion.

→ Motion to accept the minutes of the April 9, 2015 Regular Board meeting and the Special Board meeting of April 27, 2015 was made by Keith Canfield and seconded by Joe Egan; all others were in favor.

The warrant of checks was reviewed and signed by all Board members. Barbara clarified the question of sales tax on purchases that staff makes on behalf of the Library. Staff members should bring a tax-exempt form with them when making Library purchases.

Follow-up of the previous month’s request for an interpreter by a hearing impaired patron for Money Smart Week programs: Barbara informed the Board she was able to hire two interpreters one through a recommendation from the Esopus Library and another from a professional organization within the funding threshold set by the Board. The interpreters were excellent and the patron was very pleased.

The ongoing issue of the Friends tax-exempt status has been resolved. Clerical errors on the part of NYS have been rectified.

The Board agreed to request the Library’s law firm submit itemized bills to the Library.

→ Motion to set the amount of the purchase order for the law firm of Whiteman Osterman & Hanna LLP to $5000 for legal fees for the remainder of 2015 was made by Joe Egan and seconded by Keith Canfield; all others were in favor.

Barbara informed the Board that according to information she and John received at a recent workshop presented by the NYS Retirement system, the position of Board Secretary is considered to be that of an appointed official. In order to be in compliance with the NYS Retirement system the Secretary must be formally appointed.

→ Be it resolved that the Board of Trustees of the Plattekill Public Library hereby establishes the following standard workdays for these titles and will report the officials to the New York State and Local Retirement System based on time keeping system records of their record of activities:

Resolution made by Valerie Smith and seconded by Keith Canfield, Will Farrell abstained and all others were in favor.

→ Motion to pay the 5/14/15 bills pending audit and the payroll for the past month was made by Will Farrell and seconded by David Padilla; all others were in favor.

→ Motion to approve the annual report was made by Keith Canfield and seconded by Will Farrell; all others were in favor.

Discussion ensued regarding the tax freeze efficiency plan. The Board adopted the following resolution:

→ The Board of Trustees of the Plattekill Public Library hereby adopts the concept of patron-driven material purchases for up to 40% of the materials budget for the years 2017 through 2019 inclusive. Individual items would still be subject to the collection development policy criteria. This is anticipated to increase the efficiency of the service, saving 1% of the yearly budget. Resolution made by Valerie Smith and seconded by Keith Canfield. David Padilla was opposed and all others were in favor.

The Planning and Operations Committee met on May 7 to finalize the third revision of the Nepotism Policy and create a Records Retention Policy.

→ Motion to accept the Nepotism Policy was made by Keith Canfield and seconded by Will Farrell; all others were in favor.

→ Motion to accept the Records Retention Policy was made by Keith Canfield and seconded by Will Farrell; all others were in favor.

The MOU between the Library and the Friends was tabled to the June Board of Trustees meeting.

Lynne, Valerie, John, and Donna attended the MHLS workshop titled Get to the Yes Vote on May 7.

Lynne noted that all Board members received a schedule of upcoming Trustees Essentials workshops.

→ Motion to enter into Executive session at 8:28pm to discuss the Real Estate transaction was made by Keith Canfield and seconded by David Padilla; all others were in favor.

Keith Canfield submitted his resignation from the Board effective 5/14/15 at 8:38pm due to the fact

he is moving out of the Library’s District. He was thanked for his many years of dedicated service.