MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES March 12, 2008 I. Attendance Mrs. Hutchinson called the roll: Present Ms. Marlena Lange, President Mr. Carl Berkowitz, Vice President Mrs. Joan Hutchinson, Secretary Ms. Barbara Kay, Treasurer Mr. Richard C. Bell Mrs. Rosa Boyd Mrs. Lois Ruckert Mr. Kevin J. Gallagher, Director 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. 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 minutes of the February 20, 2008 meeting. Mr. Bell seconded. Ayes: Lange, Bell, Berkowitz, Hutchinson, Kay, Boyd, Ruckert - 7 Noes: None Motion declared approved. (03/12/08 - 22) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. Ms. Lange reported that a letter is being sent to RCLS as a follow-up asking for a legal opinion for concerns that this Board has about the ANSER contract. E. President's Report Ms. Lange reported that four trustees from Thrall attended Lobby Day in Albany on March 11, 2008. Discussion followed. 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 went to Summitfield and met with Tammy Toledo, clerk, about the staffing and service plans for the Summitfield Children's Resource Center. G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. Discussion followed. (Report attached to the official minutes.) H. Library Staff Reports No report. I. Committee Reports Building & Grounds Committee: Ms. Lange reported that the leak in the Board Room has been fixed. Discussion followed. Tri-County Heating and Cooling has been in to do additional work on the boilers. Mr. Gallagher met with an architect about renovations to the third floor above the custodian's office. The third floor can not be used. Discussion followed. Finance Committee: Ms. Kay moved that the regularly monthly disbursements for February 2008 in the amount of $78,894.61, having been audited by Marlena Lange and found to be correct, be approved. Mrs. Boyd seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell, Boyd, Ruckert - 7 Noes: None Motion declared approved. (03/12/08 - 23) BUDGET AMENDMENT #1 Ms. Kay moved that the Board of Trustees of Middletown Thrall Library amend the 2008 budget to be increased as follows: ADD REVENUES: L2765 $2,500.00 ADD APPROPRIATIONS: Repairs & Maintenance L7410.8540.12.0000.5 $2,500.00 (This amount represents a donation from Senator Bonacic) Mrs. Hutchinson seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell, Boyd, Ruckert - 7 Noes: None Motion declared approved. (03/12/08 - 24) J. Old Business Discussion was held on the suggested changes to the by-laws regarding the duties of the Treasurer and specifying that the Assistant Treasurer is the library district's business manager. Mr. Berkowitz moved to add the following language to the by-laws under Article III; Section 6: The Treasurer will also be responsible for the monthly reconciliations of the library district's bank accounts. The Principal Account Clerk employed by the library district is designated as the Assistant Treasurer for the library district. Mrs. Boyd seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell, Boyd, Ruckert - 7 Noes: None Motion declared approved. (03/12/08 - 25) K. New Business Mr. Gallagher distributed a report the Board requested from Mr. Guertin on the library Board of Trustees terms. (Report attached to official minutes.) Ms. Lange reported that she met with Mrs. Mokotoff on March 12th about making the DVD collection of foreign films the Gertrude Mokotoff Collection with a plaque put up in her honor. Mr. Gallagher reported on the NYLA Civil Service task force meetings. (Report attached to official minutes.) Mr. Gallagher reported to the Board on damages a patron did to one of our reference area laser printers. Mr. Bell suggested looking into holding a Meet Your Legislator Day/Evening here in the meeting room. Discussion followed. L. Adjournment Mrs. Ruckert moved to adjourn the meeting at 8:20 pm. Mr. Bell seconded. Ayes: Lange, Hutchinson, Bell, Kay, Berkowitz, Boyd, Ruckert - 7 Noes: None Motion declared approved. (03/12/08 - 26) Respectfully submitted, Joan Hutchinson, Secretary TABLE OF MOTIONS (01/09/08 - 1) Accepted slate of officers (01/09/08 - 2) Designated Middletown Times Herald Record as official newspaper (01/09/08 - 3) Designated the Orange County Trust Company as official bank (01/09/08 - 4) Reappointed Richard Guertin as Library District Attorney (01/09/08 - 5) Adjournment (01/09/08 - 6) Approval of 12/12/07 minutes (01/09/08 - 7) Executive Session (01/09/08 - 8) Adjournment (02/20/08 - 9) Approval of 1/9/08 reorganization and regular minutes (02/20/08 - 10) Approved DVD collection of foreign film be the Gertrude Mokotoff Collection (02/20/08 - 11) Approved monthly disbursements for December 2007 (02/20/08 - 12) Approve monthly disbursements for January 2008 (02/20/08 - 13) Approved BUDGET TRANSFER #1 (02/20/08 - 14) Approved BUDGET TRANSFER #5 - final transfers for year 2007 (02/20/08 - 15) Approved BUDGET AMENDMENT #9 - purchases made by FOMTL 1/1- 12/31/07 (02/20/08 - 16) Approval of $7250.00 for purchase of piano (02/20/08 - 17) Approved ANSER contract (02/20/08 - 18) Executive session (02/20/08 - 19) Approve for R. Guertin to proceed with change of status for library employee (02/20/08 - 20) Appointed Lois Ruckert to vacant Board seat (02/20/08 - 21) Adjournment (03/12/08 - 22) Approval of 2/20/08 minutes (03/12/08 - 23) Approved monthly disbursements for February 2008 (03/12/08 - 24) Approved BUDGET AMENDMENT #1 (03/12/08 - 25) Approved language change in by-laws under Article III; Section 6 (03/12/08 - 26) Adjournment