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Library trustees approve two-signature check policy and ratify minutes and financial reports
Summary
The Unicoi County Public Library Board of Trustees unanimously approved a policy requiring two signatures on checks beginning April 15, 2025, and ratified meeting minutes and January and February financial reports. The change follows an audit recommendation to segregate duties.
Erwin, Tenn. — The Unicoi County Public Library Board of Trustees voted unanimously on March 27 to require two signatures on all checks beginning April 15, 2025, after an audit recommended better segregation of financial duties.
President Cathy Griffith said the library was included in this year’s Town of Erwin audit because fundraising receipts had increased after a leak in the Children’s Room. Griffith said the audit recommended limiting the number of financial responsibilities held by Director Morgan Olson and instituting a second signatory on checks; the Board approved the change on a motion by Jenna Lafever, seconded by Jan Bowden.
The Board also approved the minutes of the January 23, 2025 meeting and ratified the January and February 2025 financial reports. Secretary Andy Frazier moved approval of the January report, seconded by Treasurer Jan Bowden; Treasurer Bowden moved approval of the February report, seconded by Stana Donnelly. All votes were recorded as unanimous.
Votes at a glance • Approval of January 23, 2025 minutes — Motion: Ms. Donnelly; Second: Ms. Lafever; Outcome: approved unanimously. • January 2025 financial report — Motion: Mr. Frazier; Second: Ms. Bowden; Outcome: approved unanimously. • February 2025 financial report — Motion: Ms. Bowden; Second: Ms. Donnelly; Outcome: approved unanimously. • Two-signature requirement on all checks (effective 4/15/25) — Motion: Ms. Lafever; Second: Ms. Bowden; Outcome: approved unanimously. • Adjournment — Motion: Ms. Donnelly; Second: Ms. Lafever; Outcome: agreed.
Why it matters: The two-signature change implements an internal-control recommendation from the audit and reduces the concentration of check-signing authority held by the library director. The Board set the next meeting for April 24 at 6:00 p.m.
The Board’s attendance list for the meeting included President Cathy Griffith, Treasurer Jan Bowden, Secretary Andy Frazier, and members Stana Donnelly and Jenna Lafever; Vice President Gail Snodgrass was absent.
