FLOYD MEMORIAL LIBRARY
Minutes (approved) of regular meeting July 6, 2009.

Members present: Keith McCamy, Rosemary Gabriel, Nancy Fischer, Maggi Travis, Michael Collins, Buffy Hartmann and Director Lisa Richland.

Absent: Diane Mulvaney.

The Board meeting was called to order at 7:00 pm.

Jason Odell of Irwin & Odell CPAs LLC – our accountants – presented their annual independent auditors report.  We are doing well.  An issue we will have to address, accrual for expected health care costs of retirees, awaits resolutions on annual measurement algorithms.

The minutes of June 1, 2009 were approved on motion of 1) Collins, 2). Hartmann, unanimous.

The bills were ordered paid on motion of 1) McCamy, 2) Gabriel, unanimous.  The treasurer’s reports were accepted and filed for audit.

Communications.  Announcement of the NYLA annual conference.  The State Education Department of the University of the State of New York, Board of Regents has formally voted on our ammended charter, the one changing our service area to “the Greenport Union Free School District and the Oysterponds Union Free School District.”

Committees:

Building & Grounds: new trustee Buffy Hartmann volunteered to join the committee, replacing retired Melina Angelson.

Public Relations: Trustee Gabriel was questioned by a member of the public who was offended by being asked for proof of residence.  Director Richland says that addresses are updated every three years for all patrons and that employees are very lenient about requiring proof of address on short notice: “That’s okay, just bring it in next time.”

New Garden: the “hard scape” is well under way.  Some adjustments to the capstones of the wall are needed and will be addressed by the masons.  We have learned that any committee, ad hoc or not, of four or more members constitutes a quorum of the board and hence is required by law to meet in public with 72 hour prior posting of the meeting.  In the interest of efficiency it is proposed that the New Garden committee be reconfigured to be composed of three trustees, Travis, Gabriel, and Collins.

Policy: proposed Investment Policy is adopted on a motion of 1) Travis, 2) Hartmann, unanimous.  Lisa discovered a subparagraph of the Personnel Policy that was proposed in March 2006 and did not get into the final document.  The committee will look into this and report at our next board meeting.

New Business:  in reporting motions by the board, the minutes should state the outcome of the voting as well as the movers and seconders.  Although we strive for unanimity, any “Nays” should be identified.
Because of vacations and lack of urgent business, we will skip our August meeting, on a motion of 1) Hartmann, 2) Collins, unanimous.

Meeting adjourned at 7:26 on a motion of McCamy.  The next meeting will be Monday, September 14, 2009, at 7:00 pm.

Respectfully submitted,        

Keith McCamy, secretary
Attachments:  Agenda, Minutes, Bills, Director’s report, Communications