Thursday, February 15, 2024 6:30 PM
Present: Mike Braell, Kathy Pray, Ed Doyle, Barb Lloyd, Mary Beth Poupart, Sharon Sweeney, Sheila Koeberle-Library Manager and Sheryl LaDelfa-Treasurer
Excused: Sarah Wimer
Meeting called to order at 6:30pm.
Motion to Amend Agenda: none
Reports:
2024 Annual Meeting Minutes. Mary Beth noted the ommission of Sarah Wimer to the Policy Committee. Upon a motion made by Kathy and seconded by Barb the minutes of the 2024 Annual Meeting of the Board of Trustees were unanimously approved as amended.
2024 January Meeting Minutes. Upon a motion made by Kathy and seconded by Sharon the minutes of the January 25, 2024 Monthly Board of Trustees Meeting were unanimously approved.
2024 January Director’s Report. Upon a motion made by Sharon and seconded by Barb, Sheila’s Library Director’s Report for January 2024 was unanimously accepted.
2024 January Treasurer’s Report. Sheryl reported that there was an Operational Account balance of about $60,000 at the end of 2023, after all bills had been paid. Upon a motion made by Sharon and seconded by Kathy the January 2024 Treasurer’s Report was unanimously approved with corrections to the Cash Balance Report including Abstract #2, vouchers 2024-17 to 2024-30 with $10,633.27 funds requested and approximately $17,500 for payroll transferred.
Sheryl also made a recommendation for a full audit this year and that the cost has gone up dramatically and will be approximately $20,000.
Public Comment: none
Committees:
• Finance Committee: Committee met February 14, 2024 and minutes were shared which the Board accepted. Mike reported that the FC recommends leaving any FY ‘23 surplus monies in the Operational Account to pay for the external audit this year, and to carry over, as needed, for payroll cost increases moving forward. The FC recommends that any money received in 2024 from the Palmyra Community Library Fund, managed by the RACF, be deposited in the Building Reserve or Capital Reserve Fund upon receipt. Mike reported that he met with Ron Kirsop to ask for information and assistance in regard to requirements, obligations, etc. that the PCL needs to consider relating to historically valuable, or significant items that the PCL has in its possession. Ron is currently working on this for us. Mike also reported that the FC is beginning to discuss pros and cons of possibly hiring a financial professional to assist the FC with long-range financial goals/planning.
• The entire Board a.sked to consider whether the PCL needs to have a budget vote in October 2024 or not, and a firm decision on this needs to made at the March 2024 monthly meeting
• Policy Committee: Committee met February 6, 2024 and minutes were shared which the Board accepted.
• Facilities Committee: Committee met February 6, 2024 and minutes were shared which the Board accepted.
Items for Discussion:
• Purchase of three desktop computers for $2,033.97 : Upon a motion made by Sharon and seconded by Barb, the purchase of 3 desktop computers was unanimously approved.
• Repainting of Children’s room and two columns [main floor] : The Children’s room will cost $1995 and the 2 columns are $195/each, for a total of $2385. Mac Stringer was awarded the job. Upon a motion made by Kathy and seconded by Sharon, the quote was unanimously approved.
• Update on lower level hand railing work
• 2024 Staff appreciation plan : Barb reported on an idea the Friends of the Library have for Staff Appreciation Day.
• PCL closure Monday, April 8 at 1:00 p.m. with Flex Time : Upon a motion made by Kathy and seconded by Barb, the motion was unanimously approved.
• PCL policy/plan updates, amendments : Updated policies were sent to all Board members.
• A motion was made to archive the Tobacco Use and e-Reader loan Policy. Upon a motion made by Sharon and seconded by Kathy , the motion was unanimously accepted.
• A motion was made to accept the changes to the Whistle Blower Policy. A motion was made by Sharon and seconded by Kathy, the motion was unanimously accepted.
• A motion was made to accept the changes to the Emergency and Diasaster Plan. A motion was made by Sharon and seconded by Kathy, the motion was unanimously accepted.
• Update on Sheila’s evaluation process for 2024 : Mike and Sheila shared info about the process to be followed this year for Sheila’s evaluation.
• In Mary Beth’s absence Barb will do the minutes for the March Board Meeting with Sheila’s assistance.
• Motion to Adjourn. A motion was made by Sharon and seconded by Barb and unanimously approved to adjourn the meeting at 7:48pm.
Informational training session for Trustees followed the Meeting
Next Regular Meeting: Thursday, March 21, 2024 6:30pm
Respectfully Submitted,
Mary Beth Poupart
February 20, 2024