MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES March 12, 2003 I. Attendance Ms. Lange called the roll: Present Mr. Richard C. Bell, President Mr. Carl Berkowitz, Vice President Mr. Ralph Russo, Secretary Mrs. Joan Hutchinson Ms. Marlena Lange Mrs. Rosa Boyd Mr. Kevin J. Gallagher, Director Absent Helen Sherman (excused) Mr. Timothy J. Conway, Treasurer (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. Richard C. Bell, President, opened the meeting at 7:00pm and led the pledge to the flag. B. Minutes Mr. Berkowitz moved for adoption of the minutes of February 12,2003 with corrections. Mr. Russo seconded. Ayes: Bell, Russo, Berkowitz, Hutchinson, Boyd, Lange - 6 Noes: None Motion declared approved. (03/12/03 - 30) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. 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 that due to not serving the Minisink area the circulation for the first two months of this year is down 13%. Mr. Gallagher reported that Debbie Libassi, Sr. Account Clerk, had a baby boy. Mr. Gallagher reported that in item #2 that Ann Takagi will not be working on a part-time basis in Debbie's absence. Mrs. Boyd moved to provide a $15 an hour position to fill on a part-time basis in the absence of Debbie Libassi. Mr. Berkowitz seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Lange, Russo - 6 Noes: None Motion declared approved. (03/12/03 - 31) G. Treasurer's Report No report. H. Library Staff Reports Mr. Gallagher reported that Maureen Diana, part-time library clerk, returned to work from a maternity leave. I. Committee Reports Buildings & Grounds Committee: Mr. Gallagher sent a letter to Tom Scott on the continuing boiler problems. Mr. Scott told Mr. Gallagher that they have entered into an agreement with Day Automation Systems to upgrade the control system. Finance Committee: Mr. Berkowitz moved the following: TO: Bindery, Books (New Acct.) L.7410.8521.12.3810.05 $7,000.00 FROM: L.7410.8521.12.3813.05 Adult Books $5,000.00 L.7410.8521.12.3814.05 Children's Books $1,000.00 L.7410.8521.12.3814.05 Young Adult Books $1,000.00 This is to provide fundingfor rebinding and binding of materials in 2003. Mrs. Hutchinson seconded. Ayes: Bell, Hutchinson, Berkowitz, Russo, Boyd, Lange - 6 Noes: None Motion declared approved. (03/12/03 - 32) Mr. Berkowitz moved the following: TO: Media Foreign Film Videos L.7410.8522.12.3905.05 $1,973.00 FROM: 2002 Fund Balance - balance of donation for purchase of foreign Films/videos/DVDs received from Gertrude Mokotoff. (The 2002 open Purchase Order was closed at the end of last year, with the balance included in the 2002 Fund balance.) Ayes: Bell, Berkowitz, Russo, Hutchinson, Lange, Boyd - 6 Noes: None Motion declared approved. (03/12/03 - 33) Mr. Berkowitz moved the following: TO: Legal Costs/Audit L.7410.8440.12.0000.00 $4,200.00 FROM: 2002 Fund Balance to cover bill of $4184 for legal expenses for 2002 from Shaw & Perelson. (Bill was not received until late January; payable now) Ayes: Bell, Hutchinson, Berkowitz, Russo, Boyd, Lange - 6 Noes: None Motion declared approved. (03/12/03 - 34) J. Old Business Mr. Gallagher reported speaking to a Bloomingburg Trustee and they are considering changing their service area. Mrs. Hutchinson reported that the Town of Wallkill is having a meeting on agricultural abatement. Discussion followed. K. New Business Mr. Gallagher reported that William Stevens, a part-timer, will be retiring on March 19, 2003. Discussion followed. Ms. Lange moved to get a certificate in appreciation of service for William Stevens. Mrs. Boyd seconded. Ayes: Bell, Berkowitz, Hutchinson, Lange, Russo, Boyd - 6 Noes: None Motion declared approved. (03/12/03 - 35) Mr. Berkowitz moved to go into executive session at 7:32pm to discuss labor contracts. Ms. Lange seconded. Ayes: Bell, Hutchinson, Berkowitz, Russo, Boyd, Lange - 6 Noes: None Motion declared approved. (03/12/03 - 36) The Board returned from executive session at 10:31pm. L. Adjournment Ms. Lange moved to adjourn the meeting at 10:32pm. Mrs. Boyd seconded. Ayes: Bell, Hutchinson, Berkowitz, Russo, Boyd, Lange - 6 Noes: None Motion declared approved. (03/12/03 - 37) Respectfully submitted, Ralph Russo, Secretary TABLE OF MOTIONS (01/08/03 - 1) Accepted slate of officers (01/08/03 - 2) Designated Middletown Times Herald Record as official newspaper (01/08/03 - 3) Adjournment of reo rganizationa I meeting (01/08/03 - 4) Approval of 12/12/03 minutes (01/08/03 - 5) Appointed Treasurer (01/08/03 - 6) Amended 2003 budget - Amendment #1 (01/08/03 - 7) Approval of disbursements for December 2002 (01/08/03 - 8) Approval of payroll register of deductions for 11/27 & 12/11/02 (01/08/03 - 9) Adopted Internet Policy (01/08/03 - 10) Approved Walts bequest be put in CD (01/08/03 - 11) Approved Records Retention Policy (01/08/03 - 12) Executive Session (01/08/03 - 13) Appointed David Shaw & law firm as negotiator for labor contracts (01/08/03 - 14) Adjournment (02/12/03 - 15) Approval of 1/8/03 minutes (02/12/03 - 16) Approval of 1/8/03 organizational minutes (02/12/03 - 17) Rescind suspension for borrowing privileges of Ellen Sampson (02/12/03 - 18) Approved final monthly disbursements for fiscal year 2002 (02/12/03 - 19) Approved manual checks for November 2002 (02/12/03 - 20) Approved payroll register of deductions for Dec. 20; & Jan. 8, 2003 (02/12/03 - 21) Accepted Meeting Room Policy as written (02/12/03 - 22) Established first Tuesday in October as date for annual election (02/12/03 - 23) Amended previous resolution to include the vote be held at Thrall (02/12/03 - 24) Denied request to Town of Wawayanda resident for library privileges (02/12/03 - 25) Adopted Subpoena Policy (02/12/03 - 26) Executive Session (02/12/03 - 27) Promote Robert Winship to custodian (02/12/03 - 28) Raise - Mary Roberto (02/12/03 - 29) Adjournment (03/12/03 - 30) Approval of 2/12/03 minutes (03/12/03 - 31) Approval of part-time position for Debbie Libassi (03/12/03 - 32) Approval of funding for new account (bindery books) (03/12/03 - 33) Approved budget transfer for foreign films (03/12/03 - 34) Approved budget transfer for legal costs/audit (03/12/03 - 35) Approved certificate of appreciation for William Stevens (03/12/03 - 36) Executive session (03/12/03 - 37) Adjournment