Minutes of the September 19 Trustees Meeting
The meeting of the Poland District Public Library was called to order at 6:15. Trustees present: Jay Harkins, Shirley Dutcher, Shauna Douglass, Nancy Crisino, Kathleen Fusco, Darlyne Przelski; also present Treasure Joanna McKerrow and Librarian Paula Johnson.
Nancy made a motion to amend the 2008 Poland Library Guidelines to read, "The board of Trustees shall consist of a minimum of 5 members and a maximum of 7 members. This change applies to any and all sections of the guidelines that mention the number of trustees on the board." Seconded by Kathleen carried all ayes.
Shirley made a motion that the board will meet every third Tuesday at 6:30 in the library seconded by Kathleen carried all ayes.
Joanna passed out her treasurer's report, vouchers were reviewed and signed; Shauna moved to accept the treasurer's report seconded by Nancy carried all ayes.
Jay moved to authorize HBE, our insurance company, to initiate a bond for liability that covers all trustees, treasurer and director, the cost being $1043 annually, seconded by Kathleen carried all ayes.
Joanna presented the 2023 - 24 budget, a lengthy discussion followed. Darlyne moved to accept the amended budget seconded by Nancy carried all ayes.
Meeting adjourned 8:40
Darlyne H. Przelski, Library Board Secretary
Minutes of August 22, 2023 Trustees Meeting
The meeting of the Poland District Library was called to order at 6:40, with trustees Jay Harkins, Shauna Douglass, Nancy Crisino, Kathleen Fusco and Darlyne Przelski present, absent was Shirley Dutcher. Also in attendance were treasurer Joanna McKerrow and librarian Paula Johnson.
Treasurer McKerrow answered any questions about the library finances and passed out a copy of our budget as of August 1st. Shauna moved to accept the treasurer's report seconded by Nancy carried all moved ayes.
There was a lengthy discussion about paying our summer help. Darlyne made a motion to pay the four girls: Anna. Pippa, Hannah and Stefanie, if there is any money remaining in the assistant fund, it will be split between the four girls after October 1st. Seconded by Shauna motion carried all ayes. Thursday August 24th there will be a meeting at 5 PM to try to straighten out out budget and make it easier to understand.
All the money in the tech grant written by Kim and Jan was spent. With some of the funds the library was able to purchase a laminator for public use.
Paula passed out her notes and they were discussed. Fall hours for the library were discussed.
Monday 10-4 Tuesday 10-4 Wednesday CLOSED Thursday 10-5 Friday 10-4 Saturday 10-1
Curbside pickup will continue, as many folks prefer it. Nancy moved to accept the fall hours seconded by Kathleen carried all ayes. These hours will be effective as of September 28th.
Nancy asked the board for input about what they wanted on the website, what could be put in folders and what could be eliminted; discussion followed.
Our board will meet again on September 12th, at 6:30. Meeting adjourned 8:40.
Darlyne Przelski, Poland District Library Secretary
Minutes of the August 24th Trustees Meeting
The meeting of the Poland District Library was called to order at 5PM. Trustees present: Jay Harkins, Shirley Dutcher, Nancy Crisino and Shauna Douglass; absent trustees Kathleen Fusco and Darlyne Przelski. Also present was treasurer Joanna McKerrow.
Joanna has been in contact with the IRS concerning regular payments.
Shauna proposed name changes for our current accounts. This was discussed and met with board approval.
Nancy suggested that we review our bylaws to assure that we are in compliance. And it was noted that Joanna needs a copy of our bylaws and trustee handbook.
Our insurance policy was discussed and will continue to be reviewed and revamped.
The board voted to give Jay authorization to deposit a donation check at Berkshire Bank, all ayes.
Meeting adjourned 6:47PM.
Minutes taken by Shauna Douglass
Minutes of the September 12th Trustees Meeting
The meeting of the Poland District Library was called to order at 6:30PM. Trustees present:Jay Harkins, Shirley Dutcher, Nancy Crisino, Shauna Douglass, Kathleen Fusco and Darlyne Przelski; also present was librarian Paula Johnson.
Shauna reviewed the minutes of the August 24th meeting; a lengthy discussion followed. Shirley made a motion to deposit money at M&T instead of Berkshire Bank, seconded by Darlyne carried all ayes.
Shauna moved to increase our insurance coverage to one million dollars seconded by Kathleen carried all ayes.
Darlyne moved to table disability insurance coverage until a later date when the board had more information seconded by Shauna carried all ayes.
Nancy made the board aware that our current (2008) bylaws state, "the board will consist of 7 members". A discussion of ideas followed as to how to recruit a new member. Shauna moved to change the bylaws to: "the Board of Trustees shall consist of a minimum of 5 members to a maximum of 7 members" seconded by Jay carried all ayes. In accordance with the NYS law this must be voted on at the next meeting to change the bylaws.
Nancy made a motion to rescind the motion from Aug. 22 about paying the summer help additional money, if available, because Kathleen was ineligible to vote, as her daughter would receive some of the money. Shirley seconded motion passed 5 ayes 1 abstention. Shauna then moved to use any remaining money in the assistant account be split among the 4 girls. Jay seconded carried 5 ayes and 1 abstention.
Paula said that a resident requested use of the library for a quilting class the board approved the request. Kathleen proposed a Butterfly Sanctuary on the side of the library. She and Beth Denhoff would plant and maintain the garden. Darlyne moved to have the butterfly sanctuary seconded by Shirley carried all ayes.
Meeting adjourned 8:10PM
Darlyne Przelski, Secretary Poland District Library
Minutes of the October 24th Trustees Meeting
The reugular monthly meeting of the Poland District Public Library was called to order at 6:40 by Vice President Jay Harkins. The following trustees were present: Jay Harkins, Shirley Dutcher, Shauna Douglass, Nancy Crisino,Kathleen Fusco and Darlyne Przelski. Also at the meeting was Treasurer Joanna McKerrow.
Joanna passed out the bills, vouchers and checks to be signed and reviewed. She also passed out her monthly report. A discussion followed about Joanna's salary, to be followed up in the future. She also discussed new procedures that would increase accountability and tracking of funds. The Board agreed to these new procedures and hope to implement them in the near future. She is actively working to make the Treasurer's job more efficient and easier for the Board to understand. The Board agreed to purchase a filing cabinet for paperwork. Nancy agreed to search for prices.
The movement of funds was also discussed and it was decided to have accounts at M&T and at least one CD at Bank of Utica. Jay will be starting the necessary paperwork.
Shopping with Mrs. Claus was discussed; it will be December 2nd 9th. Times and workers will be discussed and finalized at the next meeting.
Dana Crisino donated a new case for the library laptop. Shauna suggested that we should send a thank you note to Dana and the board agreed.
Our next meeting will be November 21st, 6:30 at the library.
Meeting adjourned at 8:15
Darlyne Przelski, Secretary Poland District Public Library
November 8. 2023 Trustees Board Meeting
Vice President Jay Harkins called the meeting of the Poland District Public Library to order at 6PM. Trustees present: Jay Harkins, Shirley Dutcher, Shauna Douglass, Nancy Crisino, Darlyne Przelski, and Kathleen Fusco; also present was treasurer Joanna McKerrow.
Jay gave everyone a sheet of Bank of Utica Interest Rates as of October 2, 2023. This was discussed, then Nancy made a motion to transfer funds from M&T to Bank of Utica for a 5 year fixed rate of 4.75%, with the quarterly interest to be deposited in an account at M&T for future use. Motion was seconded by Kathleen, carried all ayes.
Meeting adjourned 6:35.
Darlyne Przelski, Secretary Poland District Public Library