Macedon Public Library Board of Trustees
Minutes of the July 25, 2016 Meeting
Aldrich Room in Macedon Town Hall
Macedon New York
Present: Warren Jeffries, Carol Deys, Mert Bartels, Steve Hanrahan, Nancy Simpson, Stacey Wicksall, Gary Crane, Helen Darrow, and June Hamell.
Absent: Kim Leonard & Sandy Pagano
AGENDA APPROVAL: RESOLVED, that the agenda for the July 25, 2016, meeting is approved on motion by M. Bartels and second by S. Hanrahan. Motion carried.
APPROVAL OF MINUTES: RESOLVED, that the minutes of the June 27, 2016 meeting are approved on motion by S. Hanrahan and second by H. Darrow. Motion carried.
FINANCIAL REPORT: Gary Crane reported that we were a little over budget on clerical salaries due to extra summer help. RESOLVED, N. Simpson moved to accept the financial report and S. Hanrahan seconded the motion. Motion carried.
APPROVAL OF EXPENDITURES: Three trustees verified claims 105-119 of Abstract 7-2016. RESOLVED, that payment be made of claims 105-119 inclusive in the amount of $14,892.28, on motion made by G. Crane and second by M. Bartels. Motion carried.
DIRECTOR’S REPORT (WITH STAFF UPDATES): The Director reported some of the positive comments we received about our library this past month. She also mentioned patrons requesting a quiet space.
She presented a comparison chart on two different payroll services.
She also mentioned the need for Directors & Officers Insurance. The Board directed her to obtain 3 quotes.
As the Director’s vacation is at the end of August, she asked that the next Board of Trustees meeting could be moved to the 3rd Monday of August, the 15th.
The Director mentioned that the donations of two guitars & two banjos have been well received and the circulating guitar and banjo have been checked out. The other guitar has been used in house.
RESOLVED, S. Hanrahan moved to accept the Director’s report and H. Darrow seconded the motion. Motion carried.
BULLIS ROOM REPORT: Pre-read – No comments
FRIENDS/CRUMPL REPORT: Pre-read – No comments
BUDGET COMMITTEE: G. Crane – Members will be meeting with S. Pagano, Town Supervisor, to discuss the budget process. S. Wicksall is working on the salary budget.
The Director will contact the Town of Farmington to set up an appointment for a budget discussion.
POLICY/TREASURER/AUDIT COMMITTEE: W. Jeffries – The committee has a rough draft of policies pertaining to financial policies and the procedures to implement those policies. Discussion was had on the propriety of separating policies and procedures and whose responsibility each was.
The Director has created a job description for the Treasurer’s position and has distributed it by way of the Pioneer Library System and electronically to MPL subscribers and it is on the MPL website.
TOWN LIAISON: S. Pagano - Absent
OLD BUSINESS: S. Hanrahan mentioned that the digital sign from the Village Fire Hall might become available. S. Wicksall will discuss with Town Supervisor. W. Jeffries passed out copies of the Amended By-Laws of the Macedon Public Library Board. H. Darrow shared copies of the Power Point presentation offered for Trustees and staff members at Pioneer Library System headquarters on Budgeting and Finance.
RESOLVED, M. Bartels moved that Macedon Public Library have a financial audit of the books and S. Hanrahan seconded the motion. Motion carried. The Board of Trustees gave the Director, S. Wicksall, permission to contact The Bonadio Group which does GASB audits (Governmental Accounting Standards Board) and to get the financial audit process started. In requesting quotes from various agencies, it was found that many firms do not do GASB financial audits. The funds for the audit will be drawn from the general reserve fund.
RESOLVED, M. Bartels moved that MPL establish a financial policy review committee and H. Darrow seconded the motion. Motion carried.
RESOLVED, S. Hanrahan moved that the following positions (current) have bank account signing privileges: President (Warren Jeffries); Chief Financial Officer (G. Crane); Director (Stacey Wicksall); and the new Treasurer to be hired. H. Darrow seconded the motion. Motion carried.
RESOLVED, G. Crane moved that Macedon Public Library contract with Paychex Payroll Services with the online time clock option for payroll and N. Simpson seconded the motion. Motion carried.
RESOLVED, that the meeting adjourn at 8:05 p.m., on motion by S. Hanrahan and second by N. Simpson. Motion carried. The next meeting will be August 15, 2016 at 6:30 p.m. in location tbd.