MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES February 11, 2009 I. Attendance Ms. Lange called the roll: Present Ms. Marlena Lange, President Mr. Carl Berkowitz, Vice President Ms. Barbara Kay, Treasurer Mrs. Rosa Boyd Mr. Richard C. Bell, Mr. Kevin J. Gallagher, Director Absent Mrs. Joan Hutchinson, Secretary (excused) Mrs. Lois Ruckert (excused) Visitors None II. Agenda A. Roll Call G. Treasurer's Report B. Minutes H. Library Staff Reports C. Visitor Comments I. Committee Report D. Correspondence J. Old Business E. President's Report K. New Business F. Director's Report L. Adjournment III. Discussion and Recommendation A. Ms. Marlena Lange, President, opened the meeting at 7:00pm and led the pledge to the flag. B. Minutes Mr. Berkowitz moved for adoption of the reorganizational minutes of the January 14, 2009 meeting with the following corrections: - Rosa Boyd arrived at 7:03pm - Section V; VI; and VII add Boyd to Ayes and change total to six Mrs. Boyd seconded. Ayes: Lange, Bell, Berkowitz, Boyd – 4 Noes: None Abstain: Kay - 1 Motion declared approved. (2/11/09 – 8) PAGE 2 B. Minutes Con't. Mr. Bell moved for adoption of the minutes of the January 14, 2009 meeting. Mr. Berkowitz seconded. Ayes: Lange, Bell, Berkowitz, Boyd – 4 Noes: None Abstain: Kay - 1 Motion declared approved. (2/11/09 – 9) C. Visitor Comments No visitors. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. E. President's Report Ms. Lange reminded the board of Lobby Day in Albany. Ms Lange reminded the Board that on March 19th, at the Friends meeting, the Board will have a ceremony to honor Gertrude Mokotoff for the Art & Foreign Language films. Following the ceremony the Board will honor the Friends for all their hard work. Ms. Lange said that Steve Oppenheim has invited Board members to attend the RCLS Board meetings on the third Monday of the month. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Mr. Gallagher reported that he set up an all day session for the staff with a NYS Retirement representative on May 27th. G. Treasurer's Report Mrs. Fiumano reported on the accounts and balances. H. Library Staff Reports Mrs. Jill Fiumano reported on the closeout of the 2008 budget and related transfers. PAGE 3 I. Committee Reports Finance Committee: Mrs. Boyd moved that the regular monthly disbursements for December 2008 in the amount of $85,662.45 having been audited by Lois Ruckert and found to be correct be approved. Mr. Berkowitz seconded. Ayes: Lange, Bell, Berkowitz, Boyd, Kay – 5 Noes: None Motion declared approved. (2/11/09 – 10) Mrs. Boyd moved that the regular monthly disbursements for January 2009 in the amount of $193,206.58 having been audited by Richard Bell and found to be correct, be approved. Ms. Kay seconded. Ayes: Lange, Bell, Berkowitz, Boyd, Kay – 5 Noes: None Motion declared approved. (2/11/09 – 11) Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: BUDGET TRANSFER #8 1. TO: L7410.8200.0000.7 Furn & Equip $ 1,612.00 FROM: L7410.8540.12.0000.5 Repairs & Maintenance $ 1,612.00 2. TO: L7410.8440.12.0000.0 Professional $ 3,244.00 FROM: L7410.8167.12.0000.6 P/T Clerical $ 3,244.00 3. TO: L7410.8158.12.0000.6 P/T Librarians $12,018.00 L7410.8164.12.0000.6 P/T Cleaners $ 1,967.00 L7410.8163.12.0000.6 F/T Custodial $ 365.00 FROM: L7410.8167.12.0000.6 P/T Clerical $12,018.00 FROM: L7410.8168.12.0000.6 P/T Security $ 1,967.00 FROM: L7410.8168.12.0000.6 P/T Security $ 365.00 4. TO: L7410.8524.12.0000.5 Subscriptions $ 8,232.00 FROM: L7410.8521.12.3813.5 Books-children $ 2,800.00 FROM: L7410.8521.12.3810.5 Books-adult $ 2,800.00 FROM: L7410.8522.12.3901.5 Media-adult $ 2,632.00 5. TO: L7410.8502.12.0000.5 Office & Library Supplies $ 827.00 L7410.8514.12.0000.5 A/V Supplies $ 282.00 L7410.8506.12.0000.5 Circulation Control $ 429.00 FROM: L7410.8450.12.0000.0 Utilities $ 1,538.00 6. TO: L7410.8462.12.0000.0 Service Contracts $ 327.00 FROM: L7410.8168.12.0000.6 P/T Security $ 327.00 These amounts represent the final transfers for fiscal year 2008. Overages in salary accounts are due to end of year accruals for part-time salaries. Ms. Kay seconded. Ayes: Lange, Bell, Berkowitz, Boyd, Kay – 5 Noes: None Motion declared approved (2/11/09 – 12) PAGE 4 I. Committee Reports Con't. Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library amend the 2008 budget to be increased as follows: BUDGET AMENDMENT #11 ADD Revenue L2705 Donations $37,329.32 Received from Friends of Middletown Thrall Library during 2008 ADD APPROPRIATIONS: L7410.8521.12.3810.5 adult books $ 6,657.84 L7410.8522.12.3901.5 adult media $13,122.04 L7410.8521.12.3814.5 Y/A books $ 293.50 L7410.8522.12.3902.5 children media $ 540.76 L7410.8425.12.0000.0 programs $ 7,158.00 L7410.8200.12.0000.7 furn & equip $ 9,557.18 Mr. Berkowitz seconded. Ayes: Lange, Bell, Berkowitz, Boyd, Kay – 5 Noes: None Motion declared approved (2/11/09 – 13) Building & Grounds: Ms. Lange reported that Brad McGovern made a new lip for the atlas stand. The new reading room chairs were delivered on February 9th. Mr. Gallagher received two evaluations for installing solar panels and our roof is not installation practical. Donna Gady is ordering new DVD shelving units for the interior of the Union Newsstand to expand our collection. J. Old Business Discussion was held on a meeting with the attorney concerning City of Middletown financial issues. PAGE 5 K. New Business A draft of the proposed Gift Acceptance policy was distributed to the Board to review and it will be discussed at the March meeting. Mr. Gallagher discussed increases for hourly salaries for part-time librarians in order to bring their rates up above our new hire. Over the last two years it has been increasingly difficult to attract candidates due to the low starting salary. Mr. Bell moved to accept the new rate of pay for part-time librarians as given to the Board on the attached memo. (Attached to official minutes) Mr. Berkowitz seconded. Ayes: Lange, Bell, Berkowitz, Boyd, Kay – 5 Noes: None Motion declared approved. (2/11/09 – 14) Ms. Kay moved to go into executive session at 8:45pm for discussion of labor negotiations. Mrs. Boyd seconded. Ayes: Lange, Bell, Berkowitz, Boyd, Kay – 5 Noes: None Motion declared approved. (2/11/09 – 15) The Board returned from executive session at 8:55pm. Ms. Lange reported that the Board has directed Kevin Gallagher to direct Richard Guertin, attorney, to proceed as originally instructed. L. Adjournment Ms. Kay moved to adjourn the meeting at 8:56pm. Mr. Berkowitz seconded. Ayes: Lange, Berkowitz, Bell, Boyd, Kay – 5 Noes: None Motion declared approved. (2/11//09 – 16) Respectfully submitted, Joan Hutchinson, Secretary TABLE OF MOTIONS (01/14/09 - 1) Accepted slate of officers (01/14/09 - 2) Designated Middletown Times Herald Record as official newspaper (01/14/09 - 3) Designated the Orange County Trust Company as official bank (01/14/09 - 4) Reappointed Richard Guertin as Library District Attorney (01/14/09 - 5) Adjournment (01/14/09 - 6) Approval of 12/10/08 minutes (01/14/09 - 7) Adjournment (02/11/09 – 8) Approval of 1/14/09 reorganizational minutes (02/11/09 – 9) Approval of 1/14/09 minutes (02/11/09 – 10) Approved monthly disbursements for December 2008 (02/11/09 – 11) Approved monthly disbursements for January 2009 (02/11/09 – 12) Approved BUDGET TRANSFER #8 – final transfers for 2008 (02/11/09 – 13) Approved BUDGET AMENDMENT #11 – received from Friends for 2008 (02/11/09 – 14) Approved increased hourly salaries for P.T. Librarians (02/11/09 – 15) Executive session (02/11/09 – 16) Adjournment