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Unicoi County library trustees approve two-signature check requirement after audit; financial reports accepted
Summary
The Unicoi County Public Library Board unanimously approved a two-signature requirement for checks after a Town of Erwin audit recommended segregating duties, and accepted January and February financial reports. Trustees also heard director and regional updates on grants, programming and staffing.
The Unicoi County Public Library Board of Trustees met March 27, 2025, in Erwin and unanimously approved a new policy requiring two signatures on all checks, effective April 15, 2025, after an audit recommended better segregation of financial duties. The board also approved the January and February 2025 financial reports.
Cathy Griffith, president of the Unicoi County Public Library Board of Trustees, told members that the library’s inclusion in this year’s Town of Erwin audit was prompted by larger fundraising receipts following a leak in the Children’s Room. Griffith said the audit recommended that Director Morgan Olson not hold as many financial responsibilities and that the board add two signatures to the signature card. Trustee Jenna Lafever moved the two-signature requirement, and Trustee Jan Bowden seconded; the motion passed unanimously.
Treasurer Jan Bowden presented two months of financials because the February meeting was canceled. Net revenue reported was $52,147.12 at the end of January and $40,326.21 at the end of February. Trustee Andy Frazier moved to approve the January financial report and Bowden seconded; the board then approved the February report on a separate motion. Both motions passed unanimously.
The board also approved the minutes of its Jan. 23, 2025 meeting by motion of Trustee Stana Donnelly and a second from Trustee Jenna Lafever.
Why it matters: Requiring two signatures is a standard internal-control step intended to reduce the risk of errors or misuse of funds by splitting responsibilities between staff and trustees. The change responds directly to the audit’s recommendation and will alter the library’s check-signing process beginning April 15.
Other business: President Griffith reported Toney Foundation activity, including a $35,000 donation from the MacDonald Foundation and recent facility repairs. Griffith said the foundation account currently holds $36,438.56, with some payments forthcoming. The UCPL Foundation’s reported balances were $321,108.88 at Raymond James and $9,970.52 at MCB.
The meeting adjourned at 7:14 p.m. The board scheduled its next meeting for April 24, 2025, at 6 p.m. at the Unicoi County Public Library.
