Pawling Free Library

“Pawling free library has its form 990 prepared by an outside accounting firm. When the form 990 has been prepared, reviewed by management and is ready to be filed with the internal revenue service, it is sent electronically to the board members of the organization for any comments. Any comments are then grouped, summarized and provided to the outside accountants. Each issue is documented and addressed until the return is finalized and approved for filing.”

“Pawling free library has a conflict of interest policy applicable to all board trustees requiring disclosure of all actual and potential conflicts. There is an obligation for board trustees to remain in compliance with this policy throughout the year. Compliance with the policy is monitored continuously at board meetings throughout the year. The policy is also reviewed annually. If a conflict is disclosed the board decides appropriate action on a case by case basis. Full disclosure, by notice in writing, shall be made by the interested parties to the full board of trustees in all conflicts of interest. Following full disclosure of a possible conflict, the board of trustees shall determine whether a conflict of interest exists and if so, the board shall vote to authorize or reject the transaction or take any other action deemed necessary to address the conflict and protect the library's best interest. Vote shall be a majority without the interested director.”

“An executive board session is held to discuss performance for the year of which the board president takes the lead on the discussion. All board trustees then offer their opinions and a consensus is reached about his performance. From there, along with the finance committee budget recommendations, a decision is made on salary. The approval is documented in the board minutes. This process occurs annually and was last undertaken in december 2017. The library director, who was hired in the fall of 2016, received a salary increase during 2017, based on his performance, and a review of library directors in the surrounding areas. The performance was discussed by the board, with the board president who has the most interactions with the director, taking the lead; a consensus was reached as to the amount of the salary adjustment, it was approved by the board, and documented in the board minutes.”

“The organization makes its form 990 available for public inspection as required under section 6104 of the internal revenue code. The return is posted on guidestar.org and other similar types of websites. In addition, the financial statements, conflict of interest policy, articles of incorporation and by-laws are also available upon written request at 11 broad street, pawling, ny 12564-1002.”

“The organization has a committee that is responsible for the oversight of the audit of its financial statements and selection of an independent accountant. The process has not changed from the prior year.”