ORGANIZATIONAL MEETING of Bayport-Blue Point Public Library Board of Trustees
July 7, 2021
Meeting was called to order at 6:33 pm
1. AGENDA
Motion by Trustee Adams, seconded by Trustee Kennedy-Smith, to accept the Agenda as presented; approved by all.
2. OATH OF OFFICE
3. APPOINTMENTS
A. Motion by Trustee McAward, seconded by Trustee Kennedy-Smith, to accept the slate of officers as presented: President-Ronald F. Devine, Jr., VP-Stephanie Heineman and Secretary-Mary Ellen Adams; approved by all.
B. COMMITEES. Motion by Trustee Kennedy-Smith, seconded by Trustee McAward, to accept the committees and assignments as presented; approved by all.
C. ATTORNEY
Motion by Trustee Heineman, seconded by Trustee Adams, to only retain a lawyer for legal counsel for the Bayport Blue Point Public Library on an as needed basis. Kevin Seaman Esq. would be used for all related issues; approved by all.
D. ACCOUNTANT/AUDITOR
Motion by Trustee Kennedy-Smith, seconded by Trustee Heineman, to use Baldessari & Coster LLP as Accountants to perform a general audit of our Annual Financials for the year ending 2021-2022 as recommended by the State of New York on good accounting practices; approved by all.
Motion by Trustee McAward, seconded by Trustee Kennedy-Smith, to use Mike Gallagher as an independent CPA to perform a general audit of our monthly financial statements of 2021-2022 as recommended by the State of New York on good accounting practice; approved by all.
E. INSURANCE AGENT
Motion by Trustee Heineman, seconded by Trustee McAward, to appoint Regan Agency as the Library’s Insurance Agent; approved by all.
F. RECORDS MANAGEMENT OFFICER
Motion by Trustee Kennedy-Smith, seconded by Trustee McAward, to appoint Director as Records Management Officer; approved by all.
G. CUSTODIAN OF PUBLIC RECORDS
Motion by Trustee Heineman, seconded by Trustee Adams, to appoint the Director as the Custodian of Public Records and Freedom of Information Officer; approved by all.
H. AFFIRMATIVE ACTION OFFICER
Motion by Trustee McAward, seconded by Trustee Kennedy-Smith, to appoint the Director as the Affirmative Action Officer; approved by all.
4. ANNUAL OFFICIAL ACTIONS
A. DEPOSITORIES
1) BANK ACCOUNTS
Motion by Trustee Adams, seconded by Trustee McAward, to designate People’s Bank and Flushing Bank as legal depository of monies belonging to the Bayport Blue Point Public Library of the Town of Islip/Brookhaven, County of Suffolk, State of new York, and that monies belonging to said Library shall be deposited in said banks from time to time in the name of said Library; approved by all.
2) INVESTMENTS IN CERTIFICATES OF DEPOSIT
Motion by Trustee Heineman, seconded by Trustee Kennedy-Smith, to authorize the Director and Treasurer to negotiate jointly the purchase and disposition of Certificates of Deposit during this Fiscal Year, and to invest money in those Certificates in any Bank which meets the criteria established by New York State and whenever possible that these Banks be located within the boundaries of the District, upon the signature of the Library’s Treasurer; approved by all.
3) SECURITY AND CUSTODIAL AGGREEMENT
Motion by Trustee Adams, seconded by Trustee Heineman, RESOLVED, that the Board of Trustees of the Bayport Blue Point Library, as a result of the general Municipal Finance Reform – Chapter 708, signed into law on July 31, 1992, effective November 28, 1992, does hereby agree to attempt to enter into the “model” security and custodial agreements (single bank, third party custodian and master repurchase agreement) as set forth by the Office of the State Comptroller, with Bridgehampton National Bank and Empire National Bank. Chapter 708 consolidates the statutory provisions pertaining to deposits and investments; establishes uniformed strengthened procedures to secure deposits and investments; expands the types of securities that may be accepted by local governments to secure their deposits and investments; and enacts a requirement that banks and trust companies that accept public
deposits secure these deposits in the manner required. And be it further RESOLVED, that the following named persons are authorized to be included on the Certificate of Authorized Persons on behalf of the Bayport Blue Point Public Library:
Christine Johnson
Kimberly McAward
Susan Kennedy-Smith
OFFICIAL NEWSPAPER
Motion by Trustee Kennedy-Smith, seconded by Trustee McAward, to designate the Long Island Advance and the Suffolk County News as the newspaper which will carry required legal notices of the Bayport Blue Point Public Library; approved by all.
Motion by Trustee McAward, seconded by Trustee Adams to approve up to $7,500 in pre-paid postage for newsletter and budget mailers for Fiscal Year 2021-2022.
REGULAR MEETINGS
Motion by Trustee Heineman, seconded by Trustee McAward, that the regular meetings of the Bayport Blue Point Public Library be held in the Library at 7:00 pm on the following dates:
July 7, 2021 January 12, 2022
August 1, 2021 February 9, 2022
September 8, 2021 March 9, 23, 2022
October 13, 2021 April 5, 2022
November 10, 2021 May 11, 2022
December 8, 2021 June 8, 2022
PETTY CASH FUNDS
Motion by Trustee Adams, seconded by Trustee Heineman, that petty cash funds be established as follows for FY 2021-2022
TITLE CUSTODIAN AMOUNT
Library Mike Firestone & Linda McCrosson $400
VACATION AND SICK PAY ACCOUNT
Motion by Trustee Kennedy-Smith, seconded by Trustee McAward, to maintain a reserve fund in the amount of $258,582.65 to pay vacation and sick pay to resignees/retirees; approved by all.
Meeting was adjourned at 6:42 pm.
