CASTLETON PUBLIC LIBRARY BOARD OF TRUSTEES MEETING MINUTES
Castleton Village Hall
February 23, 2015 at 7:00p.m.
Welcome/Pledge of Allegiance: The meeting was called to order by Trustee Karis-Nix at 7:02p.m. The Pledge of Allegiance was recited.
Roll Call: Olivia Karis-Nix - President
Doreen Truesdell - Vice President, excused
Janet Hiser – Treasurer
Margie Harris - Secretary
Nathan Hans - Trustee
Don McKnight - Trustee
Ryan Mullahy - Trustee
Visitors: Pam Smith and Melissa Tacke
Adoption of Agenda: Trustee Karis-Nix made a motion to adopt the proposed agenda. It was seconded by Trustee McKnight. None opposed. All in favor. Approved 6-0.
Public Comment: None.
President’s Report: Trustee Karis-Nix relayed to the board that Trustee Doreen Truesdell will be out for possibly a few months. Trustee Truesdell had reported the following: the bench and coat hooks have been received and will be installed within the next few weeks; more information is needed for the NYSERDA rebate and she is working with the company that installed the lighting to provide it; “Our Town” would like to run photos and publish an article about the library renovations and new director. The deadline for the article would be March 20th.
It was agreed that Trustee Hiser would fill in as Acting President if both Trustee Karis-Nix and Trustee Truesdell are absent for the meeting in March.
Secretary’s Report: The minutes from the January 20, 2015 meeting were reviewed. Trustee Karis-Nix made a motion that the January 2015 minutes be approved. It was seconded by Trustee Hiser. None opposed. All in favor. Approved 6-0.
Director’s Report: Pam requested clarification of the number of positions in the library for the 2014 Annual Report to New York State. There is one full time position that was vacant in December 2014. There are four part-time positions, one of which was vacant in 2014. Melissa reported that she and the library staff attended training for the new Sierra computer software at the Upper Hudson Library System.
Friends Report: None.
Committee Reports:
Administrative/Policy Committee: Trustee Mullahy reported that committee working on the Library Personnel Policy met and that a policy from 1999 has been recently found in some library files. The committee will review this policy and report back to the board next month.
Finance Committee: Trustee Hiser provided copies of the monthly Check Detail, Profit & Loss, Balance Sheet, Profit & Loss Budget vs. Actual, and Reconciliation Detail statements for January 2015. She also presented a new report titled ‘The Village of Castleton-on-Hudson Library-Detail of Disbursements’ which will require approval by the Board and the Treasurer’s signature. Trustee Hiser made a motion that the Check Detail report for January 2015 be approved. It was seconded by Trustee Hans. None opposed. All in favor. Approved 6-0. Trustee Hiser made a motion that the Detail of Disbursements report for January 2015 be approved. It was seconded by Trustee Hans. None opposed. All in favor. Approved 6-0.
Trustee Hiser presented an update on the Payroll Account. The overall objective is to identify options for housing and managing our payroll accounts that will give the library maximum control over the funds and their management. After discussion, Trustee Hiser made a motion to adopt Option #1: Provide the Village with funds to cover any necessary “float” and have the Village bill the Library for Payroll each pay period. The Village would invoice us separately for monthly health insurance and quarterly for disability, worker’s comp., and do so with sufficient advance notice so that there would be no timing issue on the deposit of those funds. It was seconded by Trustee Hans. None opposed. All in favor. Approved 6-0. Trustee Hiser will draft a memo to the Village of the Board’s decision.
Pam Smith reported that the library's request for an extension for our AUD Annual Financial Report was granted; the deadline for submission with the extension is now May 1, 2015.
Operations/Capital Projects: None.
Old Business:
Board member terms: Trustee Hans reported that there are a maximum of 15 seats on the Board of Trustees. He reported that last year the Library Charter was changed for terms to be 3 years instead of 7. He will look into clarifying how the change dealt with current members that joined when the term was 7 years. At present, with 7 members on the board, 4 members need to be present for a quorum.
New Business:
Book drop shipping charge: The company that is making the book drop for inside the library is charging an additional $400 to ship it. Trustee Karis-Nix made a motion to pay the additional charge from the reserve funds. It was seconded by Trustee McKnight. None opposed. All in favor. Approved 6-0.
Announcements: None.
Executive Session: At 8:14p.m. Trustee Karis-Nix made a motion to go into Executive Session. It was seconded by Trustee Hans. None opposed. All in favor. Approved. 6-0.
Adjournment: The Board returned from executive session at 8:27p.m. Trustee Karis-Nix made a motion to approve a stipend of $300.00 from the reserve funds for Pam Smith for services she is providing to the library from February 9 through March 31, 2015. It was seconded by Trustee Hiser. None opposed. All in favor. Approved 6-0.
Trustee Karis-Nix made a motion to adjourn the meeting. It was seconded by Trustee Hans. None opposed. All in favor. Approved 6-0. The meeting was adjourned at 8:30p.m.
Castleton Village Hall
February 23, 2015 at 7:00p.m.
Welcome/Pledge of Allegiance: The meeting was called to order by Trustee Karis-Nix at 7:02p.m. The Pledge of Allegiance was recited.
Roll Call: Olivia Karis-Nix - President
Doreen Truesdell - Vice President, excused
Janet Hiser – Treasurer
Margie Harris - Secretary
Nathan Hans - Trustee
Don McKnight - Trustee
Ryan Mullahy - Trustee
Visitors: Pam Smith and Melissa Tacke
Adoption of Agenda: Trustee Karis-Nix made a motion to adopt the proposed agenda. It was seconded by Trustee McKnight. None opposed. All in favor. Approved 6-0.
Public Comment: None.
President’s Report: Trustee Karis-Nix relayed to the board that Trustee Doreen Truesdell will be out for possibly a few months. Trustee Truesdell had reported the following: the bench and coat hooks have been received and will be installed within the next few weeks; more information is needed for the NYSERDA rebate and she is working with the company that installed the lighting to provide it; “Our Town” would like to run photos and publish an article about the library renovations and new director. The deadline for the article would be March 20th.
It was agreed that Trustee Hiser would fill in as Acting President if both Trustee Karis-Nix and Trustee Truesdell are absent for the meeting in March.
Secretary’s Report: The minutes from the January 20, 2015 meeting were reviewed. Trustee Karis-Nix made a motion that the January 2015 minutes be approved. It was seconded by Trustee Hiser. None opposed. All in favor. Approved 6-0.
Director’s Report: Pam requested clarification of the number of positions in the library for the 2014 Annual Report to New York State. There is one full time position that was vacant in December 2014. There are four part-time positions, one of which was vacant in 2014. Melissa reported that she and the library staff attended training for the new Sierra computer software at the Upper Hudson Library System.
Friends Report: None.
Committee Reports:
Administrative/Policy Committee: Trustee Mullahy reported that committee working on the Library Personnel Policy met and that a policy from 1999 has been recently found in some library files. The committee will review this policy and report back to the board next month.
Finance Committee: Trustee Hiser provided copies of the monthly Check Detail, Profit & Loss, Balance Sheet, Profit & Loss Budget vs. Actual, and Reconciliation Detail statements for January 2015. She also presented a new report titled ‘The Village of Castleton-on-Hudson Library-Detail of Disbursements’ which will require approval by the Board and the Treasurer’s signature. Trustee Hiser made a motion that the Check Detail report for January 2015 be approved. It was seconded by Trustee Hans. None opposed. All in favor. Approved 6-0. Trustee Hiser made a motion that the Detail of Disbursements report for January 2015 be approved. It was seconded by Trustee Hans. None opposed. All in favor. Approved 6-0.
Trustee Hiser presented an update on the Payroll Account. The overall objective is to identify options for housing and managing our payroll accounts that will give the library maximum control over the funds and their management. After discussion, Trustee Hiser made a motion to adopt Option #1: Provide the Village with funds to cover any necessary “float” and have the Village bill the Library for Payroll each pay period. The Village would invoice us separately for monthly health insurance and quarterly for disability, worker’s comp., and do so with sufficient advance notice so that there would be no timing issue on the deposit of those funds. It was seconded by Trustee Hans. None opposed. All in favor. Approved 6-0. Trustee Hiser will draft a memo to the Village of the Board’s decision.
Pam Smith reported that the library's request for an extension for our AUD Annual Financial Report was granted; the deadline for submission with the extension is now May 1, 2015.
Operations/Capital Projects: None.
Old Business:
Board member terms: Trustee Hans reported that there are a maximum of 15 seats on the Board of Trustees. He reported that last year the Library Charter was changed for terms to be 3 years instead of 7. He will look into clarifying how the change dealt with current members that joined when the term was 7 years. At present, with 7 members on the board, 4 members need to be present for a quorum.
New Business:
Book drop shipping charge: The company that is making the book drop for inside the library is charging an additional $400 to ship it. Trustee Karis-Nix made a motion to pay the additional charge from the reserve funds. It was seconded by Trustee McKnight. None opposed. All in favor. Approved 6-0.
Announcements: None.
Executive Session: At 8:14p.m. Trustee Karis-Nix made a motion to go into Executive Session. It was seconded by Trustee Hans. None opposed. All in favor. Approved. 6-0.
Adjournment: The Board returned from executive session at 8:27p.m. Trustee Karis-Nix made a motion to approve a stipend of $300.00 from the reserve funds for Pam Smith for services she is providing to the library from February 9 through March 31, 2015. It was seconded by Trustee Hiser. None opposed. All in favor. Approved 6-0.
Trustee Karis-Nix made a motion to adjourn the meeting. It was seconded by Trustee Hans. None opposed. All in favor. Approved 6-0. The meeting was adjourned at 8:30p.m.
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