MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES April 11, 2006 I. Attendance Mrs. Hutchinson called the roll: Present Mr. Richard C. Bell, President (arrived @ 6:00pm) Ms. Marlena Lange, Vice President Mrs. Joan Hutchinson, Secretary Mrs. Rosa Boyd, Treasurer Ms. Eileen Connolly (arrived @ 5:40pm) Ms. Barbara Kay Mr. Carl Berkowitz (left @6:30pm) 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, Vice President, opened the meeting at 5:30pm and led the pledge to the flag. B.Minutes Ms. Kay moved for adoption of the minutes of the March 8, 2006 meeting. Mrs. Boyd seconded. Ayes: Hutchinson, Berkowitz, Boyd, Lange, Kay - 5 Noes: None Motion declared approved. (04/11/06 - 23) 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 reported going to Albany for Library Lobby Day. 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 discussed the letter he sent to Dr. Richard P. Mills about a provision in Commissioner of Education's Regulation 90.3. (Letter attached to official minutes) G.Treasurer's Report Mr. Gallagher reported on the accounts and balances. Discussion followed. (Report attached to the official minutes) H.Library Staff Reports Brad McGovern, Head Custodian, reported on Building & Grounds. (Report attached to official minutes) I.Committee Reports Building & Grounds Committee: Ms. Lange discussed Brad McGovern's report. Ms. Lange reported that we are not getting extra room at Summitfield. Discussion followed. Finance Committee: Mrs. Hutchinson moved that the regular monthly disbursements for March, 2006 in the amount of $110,501.61 having been audited by Rosa Boyd and found to be correct, be approved. Ms. Connolly seconded. Ayes: Bell, Berkowitz, Boyd, Lange, Kay, Hutchinson, Connolly - 7 Noes: None Motion declared approved. (04/11/06 -24) Mrs. Hutchinson moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: BUDGET TRANSFER #3 1. TO: L7410.8514.12.0000.5 A/V Supplies $2,000.00 FROM: L7410.8406.12.0000.0 Telephone $2,000.00 2. TO: L7410.8420.12.0000.0 Insurance $2,800.00 FROM:L9010.8802.12.0000.0 Retirement $2,800.00 3. TO:L7410.8450.12.0000.0 Building Utilities $8,000.00 FROM:L9010.8802.12.0000.0 Retirement $8,000.00 4. TO:L7410.8540.12.0000.5 Repairs & Maint. $6,000.00 FROM:L7410.8462.12.0000.0 Service Contracts $1,000.00 FROM:L7410.8449.12.0000.0 Election Costs $1,000.00 FROM:L9060.8804.12.0000.0 Health & Dental $4,000.00 5. TO:L7410.8163.12.0000.6 Full-Time Custodial $1,000.00 FROM:L9060.8804.12.0000.0 Health & Dental $1,000.00 6. TO:L7410.8158.12.0000.6 Part-Time Librarians $5,000.00 FROM:L9060.8804.12.0000.0 Health & Dental $5,000.00 Ms. Lange seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Connolly, Lange, Kay - 7 Noes: None Motion declared approved. (04/11/06 - 25) Mrs. Hutchinson moved that the Board of Trustees of Middletown Thrall Library amend the 2006 budget to be increased by the following: BUDGET AMENDMENT #1 REVENUES:L2765 Bonacic/Gunther/Rabbitt Grant $ 125.00 APPROPRIATIONS:L7410.8521.12.3813.5 Children's Books $ 125.00 This amount represents Summer Reading Program Aid (Rabbitt) Mr. Berkowitz seconded. Ayes: Bell, Berkowitz, Lange, Boyd, Kay, Hutchinson, Connolly - 7 Noes: None Motion declared approved. (04/11/06 - 26) J.Old Business Discussion was held on the HVAC system software proposal from Day Associates. Mr. Berkowitz moved to accept the proposal from Day Associates for HVAC software in the amount of $18,830. Mrs. Hutchinson seconded. Discussion followed. Mr. Berkowitz amended the motion to include resolving the question of updates and resolving whether we can hold back a percentage of the payment. Mrs. Hutchinson seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Connolly, Lange, Kay - 7 Noes: None Motion declared approved. (04/11/06 - 27) Mr. Berkowitz left the meeting at 6:30pm. K.New Business Discussion was held on a request from the Librarian's unit for clarification of Veteran's Day holiday in November. (Letter attached to official minutes) The library will be closed Saturday, November 11, 2006. Ms. Connolly moved to make Veteran's Day a floating holiday for 2006 for the Librarian's. Ms. Lange seconded. Ayes: Bell, Boyd, Hutchinson, Connolly, Lange, Kay - 6 Noes: None Motion declared approved. (04/11/06 - 28) Mr. Gallagher discussed what's going on with the retirement incentive. (Attached to official minutes) Mrs. Boyd moved to go into executive session at 6:33pm to discuss personnel matters. Ms. Kay seconded. Ayes: Hutchinson, Bell, Boyd, Connolly, Lange, Kay - 6 Noes: None Motion declared approved. (04/11/06 - 29) The Board returned from executive session at 6:52pm. L.Adjournment Ms. Lange moved to adjourn the meeting at 6:53 pm. Mrs. Hutchinson seconded. Ayes: Hutchinson, Bell, Boyd, Connolly, Lange, Kay - 6 Noes: None Motion declared approved. (04/11/06 - 30) Respectfully submitted, Joan Hutchinson, Secretary TABLE OF MOTIONS (01/11/06 - 1) Accepted slate of officers (01/11/06 - 2) Designated Middletown Times Herald Record as official newspaper (01/11/06 - 3) Designated the Orange County Trust Company as official bank (01/11/06 - 4) Adjournment (01/11/06 - 5) Approval of 12/7/05 minutes (01/11/06 - 6) Approval of disbursements for December 2005 (01/11/06 - 7) Approval of Budget Amendment #7 (01/11/06 - 8) Approved the Library Board to become member of BYS Assoc. of Lib. Bds. (01/11/06 - 9) Executive Session (01/11/06 - 10) Adjournment (02/08/06 - 11) Approval of 1/11/06 reorganizational minutes (02/08/06 - 12) Approval of 1/11/06 minutes (02/08/06 - 13) Executive session (02/08/06 - 14) Approval of disbursements for January 2006 (02/08/06 - 15) Approval of Budget Transfer #1 (02/08/06 - 16) Adjournment (03/08/06 - 17) Approval of 2/8/06 minutes (03/08/06 - 18) Approval of disbursements for February 2006 (03/08/06 - 19) Approval of Budget Transfer #2 (03/08/06 - 20) Approved proposed fee schedule from Attorney Richard Guertin (03/08/06 - 21) Executive session (03/08/06 - 22) Adjournment (04/11/06 - 23) Approval of 3/8/06 minutes (04/11/06 - 24) Approval of disbursements for March 2006 (04/11/06 - 25) Approval of Budget Transfer #3 (04/11/06 - 26) Approval of Budget Amendment #1 (04/11/06 - 27) Approval of HVAC Software from Day Associates (04/11/06 - 28) Approval of floating holiday for Veteran's Day for Librarians (04/11/06 - 29) Executive Session (04/11/06 - 30) Adjournment