April 2018

MINUTES OF THE MEETING OF THE BOARD OF TRUSTEES

ANNIE PORTER AINSWORTH MEMORIAL LIBRARY

6064 SOUTH MAIN STREET, PO BOX 69

SANDY CREEK, NEW YORK 13145

Date: April 5, 2018, 6:00 p.m.

Kind of Meeting: Regular Meeting

Board Members Present: Kevin Allard, Rachel Allen, Ashley Haskins, James Horth, Charles Worden

Others Present: Jessica Godfrey

CALL TO ORDER/ROLL CALL

President James Horth called the meeting to order at 6:15 pm.

APPROVAL OF AGENDA

Motion to approve agenda by Kevin Allard, seconded by Ashley Haskins; approved.

APPROVAL OF MINUTES

Motion to approve the minutes from the March 8, 2018 meeting by Ashley Haskins, seconded by Charles Worden; approved.

REPORTS

Director’s Report

See attached report.

Finance Report

See attached report

OELS Overpayment- On March 16, 2018, the library received back administrative overpayment fees that were charged by OELS in the amount of $516.40. Ashley
will look for clarification on whether this amount includes the sub overpayment.

A letter needs to be printed on letterhead and given to Pathfinder Bank to authorize Kevin as a check signer on the account.

Motion to replenish petty cash in the amount of $15. 90 by Ashley Haskins seconded by Kevin Allard; approved.

Motion transfer $1,705.43 to Director’s Account from the General Account by Ashley Haskins, seconded by Charles Worden; approved.

Motion to approve unscheduled bills as listed in the Treasurer’s report in addition to the regularly scheduled bills by Ashley Haskins, seconded by Rachel Allen; approved.

Fundraising Committee Report- Ashley will be working with Jessica to set a date for the Trivia Night, which will take place in May.

PERIOD FOR PUBLIC EXPRESSION

None at this time.

CORRESPONDENCE AND COMMUNICATION

Thank you notes to the Higgins Family Trust and donations made in memory of Kay

Dealing have been sent.

Paperwork should soon be coming from Dormitory Authority of the State of New York

(DASNY) and will need to be sent back for the grant from Senator Ritchie.

OLD BUSINESS

Outstanding Actionable Items- Discussed the creation and components of the Safe Sanctuary Policy.

Credit Card Policy/Committee Update

Credit Card Options - Motion to apply under the name Ainsworth Memorial Library for Paypal Credit Card by Ashley Haskins, seconded by Kevin Allard; approved.

Paypal Credit Card (MasterCard) features

Protection against fraudulent charges

2% cash back on everything

Promotions around holidays

b. Draft Credit Card Policy - Charles has been working on a draft policy and will refine it for the May meeting for discussion and/or approval.

Security System Training Availability- Charles has not had a chance to explore training available for the security system. The library has a training manual for the security

system. A monitor needs to be hooked up to the system in order to operate it, along with a mouse and keyboard, which the library already has.

Whistle Blower Policy- Motion to adopt the Whistle Blower policy as attached by Kevin Allard, seconded by Ashley Haskins; approved.

NEXT MEETING DATE

The next regular meeting for the Board of Trustees is scheduled for Tuesday, May 8, 2018 at 6:00 pm. This meeting will take place at the library.

ADJOURNMENT

Motion to adjourn at 7:45 pm by Kevin Allard, seconded by Ashley Haskins; approved.

 

Respectfully submitted,

Rachel F. Allen

Board Secretary

** All motions unanimously carried unless otherwise noted.**