MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES April 14, 2010 I. Attendance Mrs. Ruckert called the roll: Present Mr. Carl Berkowitz, President Ms. Barbara Kay, Treasurer Mrs. Lois Ruckert, Secretary Ms. Marlena Lange Mr. Richard C. Bell Mrs. Tonia Crown Mr. Kevin J. Gallagher, Director Absent Mrs. Rosa Boyd, Vice President (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 Mr. Bell moved for adoption of the minutes of the March 10, 2010 meeting with the following correction: Page 3; Building & Grounds Report – line 4 changes were to was. Mrs. Ruckert seconded. Ayes: Berkowitz, Lange, Kay, Bell, Crown, Ruckert – 6 Noes: None Motion declared approved. (4/14/10 – 26) 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 Mr. Berkowitz reported that we are having some work done in the bathrooms. The last time we replaced the faucets downstairs, they were non ADA compliance and this time they will be ADA compliance. Mr. Berkowitz reported that in the Children's Room there is a tri-fold display on Cub Scout Summer Camps along with some brochures. Mr. Berkowitz discussed Kevin's decision to retire and setting up a search committee for his replacement. 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 starting the week of May 3rd, the Koby Security Guard will only be working Saturday and Sundays. The part-time security Monday – Friday will all be officers. G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. (Attached to official minutes) H. Library Staff Reports Donna Gady has been working with the Port Jervis Library staff tracking the use of the Mount Hope contract cards. The contract began on February 1, 2010. In February, 46 books were borrowed from here by Mount Hope residents and 146 books from the Port Jervis Library. In March 320 books were borrowed from here and 383 books from Port Jervis. If this continues we will have to speak to Port Jervis. I. Committee Reports Finance Committee: Mr. Bell moved that the Board of Trustees of Middletown Thrall Library amend the 2010 budget to be increased as follows: ADD Revenue L2705 Gifts & Donations 5031.76 lump sum from FOMTL $ 246.36 final donation from their 2009/10 budget $ 301.40 5579.52 TOTAL ADD APPROPRIATIONS L7410.8521.12.3810.5 Books (adult) $1,765.88 $ 123.18 L7410.8522.12.3901.5 Media (adult) $ 301.40 M. Gaines Jazz Collection L7410.8521.12.3813.5 Books (children) $1,765.88 $ 123.18 L7410.8200.12.0000.7 Furn. & Equip. $1,500.00 Chairs for reading area of Children's Room Ms. Kay seconded. Ayes: Berkowitz, Bell, Lange, Crown, Kay, Ruckert - 6 Noes: None Motion declared approved. (4/14/10 – 27) Mr. Bell moved that the regular monthly disbursements for March 2010 in the amount of $89,868.16 having been audited by Tonia Crown and found to be correct, be approved. Ms. Lange seconded. Ayes: Berkowitz, Bell, Lange, Crown, Kay, Ruckert - 6 Noes: None Motion declared approved. (4/14/10 – 28) Building & Grounds: The wall and ceiling in the Board Room has been repaired. Repairs are being made to the elevator. Work was done on one of the boilers in March. The starting control was misfiring, leading to shaking of the entire unit. Ceiling fans for the reading room have been ordered. Four new chairs have been ordered for the children's room by the Friends, to replace the original ones in the center of the room. Patrons have reported a large pot hole by the Friends Book Store and it is not on the Library's property. Day Automation is in the process of formatting a new computer for our building system. When they install the new computer, reset all the controls, and review the reading, they may be able to find out what is wrong with the operating system. They do not think it is mechanical. J. Old Business No report. K. New Business Mr. Bell moved to accept the timetable for the October 5, 2010 election. (Attached to official minutes) Ms. Kay seconded. Ayes: Berkowitz, Bell, Lange, Crown, Kay, Ruckert – 6 Noes: None Motion declared approved. (4/14/10 – 29) Mr. Gallagher reported that the auditor has asked that the library district develop a list of businesses or services that are owned either by library trustees or staff members, or by relatives of library trustees or staff members. This list would become part of the record of disclaimers for future audits. Ms. Lange moved to go into executive session at 8:12pm to discuss labor negotiations. Mrs. Ruckert seconded. Ayes: Berkowitz, Kay, Bell, Lange, Crown, Ruckert – 6 Noes: None Motion declared approved. (4/14/10 – 30) The Board returned from executive session at 8:48pm. Mr. Bell moved to resume the regular Board meeting. Mrs. Crown seconded. Ayes: Berkowitz, Kay, Bell, Lange, Crown, Ruckert – 6 Noes: None Motion declared approved. (4/14/10 – 31) L. Adjournment Ms. Lange moved to adjourn the meeting at 8:50pm. Mrs. Ruckert seconded. Ayes: Berkowitz, Kay, Bell, Crown, Lange, Ruckert – 6 Noes: None Motion declared approved. (4/14/10 – 32) 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 (04/14/10 – 26) Approval of 3/10/10 minutes (04/14/10 – 27) Approved BUDGET AMENDMENT #2 (04/14/10 – 28) Approved monthly disbursement for March 2010 (04/14/10 – 29) Accepted timetable for 10/5/10 election (04/14/10 – 30) Executive session (04/14/10 – 31) Resumed regular board meeting (04/14/10/- 32) Adjournment