MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES March 10, 2010 I. Attendance Mrs. Ruckert called the roll: Present Mr. Carl Berkowitz, President Mrs. Rosa Boyd, Vice President Ms. Barbara Kay, Treasurer Mrs. Lois Ruckert, Secretary Mr. Richard C. Bell Mrs. Tonia Crown Mr. Kevin J. Gallagher, Director Absent Ms. Marlena Lange, (excused) Visitors No visitors 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. Mr. Carl Berkowitz, President, opened the meeting at 7:00pm. B. Minutes Mrs. Boyd moved for adoption of the minutes of the February 11, 2010 meeting. Mrs. Ruckert seconded. Ayes: Berkowitz, Boyd, Kay, Bell, Crown, Ruckert – 6 Noes: None Motion declared approved. (3/10/10 – 19) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. Mr. Berkowitz read a thank you note from Bridget Manigo. E. President's Report No report. 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 receiving the tax check from the Town of Mt. Hope. G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. (Attached to official minutes) H. Library Staff Reports Mary Flannery Climes (Head, Reference Department), gave a report to the Board on electronic books and serial subscriptions. (Report attached to official minutes) I. Committee Reports Finance Committee: Mr. Bell moved that the regular monthly disbursements for January 2010 in the amount of $172,366.47 having been audited by Lois Ruckert and found to be correct, be approved. Ms. Kay seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Kay, Ruckert - 6 Noes: None Motion declared approved. (3/10/10 – 20) Mrs. Ruckert moved that the regular monthly disbursements for February 2010 in the amount of $89,935.93 having been audited by Richard Bell and found to be correct, be approved. Ms. Kay seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Kay, Ruckert - 6 Noes: None Motion declared approved. (3/10/10 – 21) Building & Grounds: Tri-County Mechanical has been in to review the problem with excessive heat buildup on the second floor and related poor air circulation between floors. They are supposed to be sending us a plan for solving the problem. However, it hasn't been received yet. One of their technicians who was here for parts of two days estimated that their recommendations would cost $35,000-$40,000 to complete. I told him that anything in that price range would be subject to public bid requirements. Related to this, I have contacted Genesys Engineering to come in and give us an objective view of what repairs might be needed. This firm performed a thorough evaluation of the building's HVAC system during the fall of 2007 under a NYSERDA grant. The Genesys representative that I spoke with last week indicated that this was the kind of job that they often do, and that they would give us an estimate for such work. Ceiling fans have been ordered for the Reading Room to help push heated air back down to the lower levels. Installation and related electrical work will be done by O'Malley Electrical – a City of Middletown licensed electrician. At the same time, they will be repairing a circuit in that room that will allow us to use both sockets in every electrical outlet. (At present, only one socket per outlet is in service due to a misrouted circuit.) Mr. Gallagher has commended the full-time custodians (Brad McGovern, Robert Winship, and Jeffrey Warner) for their hard work in clearing the walks after the heavy snowstorms the area suffered two weeks ago. A light cover over one of the hanging lights near the Reference area popped off and broke while we were closed due to the snow. It was dislodged due to accumulated snow sliding off of the upper roof that fell on the flat roof area. (A new cover is on order.) No one was in the building when it happened. No materials or shelving were damaged. We have had a safety inspection performed by the new insurance carrier, Utica National. J. Old Business No report. K. New Business Mrs. Boyd moved to accept the NYS Annual Report for Public & Association Libraries. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Kay, Ruckert – 6 Noes: None Motion declared approved. (3/10/10 – 22) K. New Business Con't. Discussion was held on a new investment firm. Mrs. Ruckert moved to use Stifel Nicolaus for the management of the library's holdings. (Copy of resolution attached) Ayes: Berkowitz, Bell, Boyd, Crown, Kay, Ruckert – 6 Noes: None Motion declared approved. (3/10/10 – 23) Mr. Bell moved to go into executive session at 8:18pm to discuss labor negotiations. Mrs. Crown seconded. Ayes: Berkowitz, Kay, Bell, Boyd, Crown, Ruckert – 6 Noes: None Motion declared approved. (3/10/10 – 24) The Board returned from executive session at 8:34pm. L. Adjournment Mrs. Boyd moved to adjourn the meeting at 8:35pm. Mr. Bell seconded. Ayes: Berkowitz, Kay, Bell, Crown, Boyd, Ruckert – 6 Noes: None Motion declared approved. (3/10/10 – 25) Respectfully submitted, Lois Ruckert, Secretary TABLE OF MOTIONS (01/13/10 - 1) Accepted slate of officers (01/13/10 - 2) Designated Middletown Times Herald Record as official newspaper (01/13/10 - 3) Designated the Orange County Trust Company as official bank (01/13/10 - 4) Reappointed Richard Guertin as Library District Attorney (01/13/10 - 5) Adjournment (01/13/10 - 6) Approval of 12/09/09 minutes (01/14/10 - 7) Approved BUDGET AMENDMENT #6 (12/31/09) (01/13/10 – 8) Approved BUDGET AMENDMENT #1 (01/13/10 – 9) Accepted Insurance change from Chubb to Utica National (01/13/10 – 10) Executive session (01/13/10 – 11) Adjournment (02/11/10 – 12) Approval of 1/13/10 organizational meeting minutes (02/11/10 – 13) Approval of 1/13/10 minutes (02/11/10 – 14) Approved monthly disbursement for December 2009 (02/11/10 – 15) Approved BUDGET TRANSFER #5 (12/31/2009) (02/11/10 – 16) Approved resolution on library systems (02/11/10 – 17) Executive session (02/11/10 – 18) Adjournment (03/10/10 – 19) Approval of 2/11/10 minutes (03/10/10 – 20) Approved monthly disbursement for January 2010 (03/10/10 – 21) Approved monthly disbursement for February 2010 (03/10/10 – 22) Accepted NYS Annual Report (03/10/10 – 23) Approved Stifel Nicolaus as investment firm (03/10/10 – 24) Executive session (03/10/10 – 25) Adjournment