MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES May 10, 2006 I. Attendance Mrs. Hutchinson called the roll: Present Mr. Richard C. Bell, President Ms. Marlena Lange, Vice President Mrs. Joan Hutchinson, Secretary Mrs. Rosa Boyd, Treasurer Mr. Carl Berkowitz Mr. Kevin J. Gallagher, Director Absent Ms. Barbara Kay (excused) Ms. Eileen Connolly (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 the April 11, 2006 meeting. Mrs. Boyd seconded. Ayes: Bell, Hutchinson, Berkowitz, Boyd, Lange - 5 Noes: None Motion declared approved. (05/10/06 - 31) 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. Bell added that two letters were received from Assemblywoman Aileen Gunther. One letter was thanking the library for their letter about the budget increase in libraries this year and the other was about the population references in 90.3 being dropped. (Letters attached to 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 despite NYS aid, RCLS may still charge fees in 2007 based on their deficit in their 2005 budget. Mr. Gallagher discussed the damage from the broken pipe. G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. Discussion followed. (Report attached to the official minutes) H. Library Staff Reports Ms. Donna Gady, Head of Circulation, gave a circulation report. (Report attached to official minutes) I. Committee Reports Building & Grounds Committee: Ms. Lange discussed the water leak. Finance Committee: Mr. Berkowitz moved that the regular monthly disbursements for April, 2006 in the amount of $82,263.30 having been audited by Eileen Connolly and found to be correct, be approved. To correct the regular monthly disbursements for February, 2006 from $86,565.43 to the amount of $86,383.69. This correction is due to voiding check # 3243 issued to Hill- Donnelly/City Publishing in the amount of $181.74 (check was lost by vendor, stop payment has been placed and replacement check will be issued.) Ms. Lange seconded. Ayes: Bell, Berkowitz, Boyd, Lange, Hutchinson - 5 Noes: None Motion declared approved. (05/10/06 -32) Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library amend the 2006 budget to be increased by the following: BUDGET AMENDMENT #2 REVENUES:L2705 Gifts & Donations $2,025.00 APPROPRIATIONS:L7410.8521.12.3813.5 Children's Books $1,665.00 APPROPRIATIONS:L7410.8522.12.3902.5 Children's Media $ 360.00 This amount represents donations in memory of Ralph Russo $1,925.00 and in memory of Lawrence Mermell $100.00 for children's room. Mrs. Hutchinson seconded. Ayes: Bell, Berkowitz, Lange, Boyd, Hutchinson - 5 Noes: None Motion declared approved. (05/10/06 - 33) Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: BUDGET TRANSFER #4 TO: L7410.8200.12.0000.7 Furniture & Equipment $18,830.00 FROM: L909 Fund Balance $18,830.00 The above amount represents what is needed for the replacement of the existing HVAC software by Day Automation. By replacing the existing HVAC software we should see a significant reduction in our Orange & Rockland utility bills. Additionally, with the software replacement the system should provide us with accurate information for prioritizing future reports. I. Committee Reports Con't. Mrs. Hutchinson seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Lange - 5 Noes: None Motion declared approved. (05/10/06 - 34) J. Old Business Discussion for Old Business will be in executive session. K. New Business Mr. Gallagher reported on the possible purchase of an auto- answering feature for the main lines. (Report attached to the official minutes) Mr. Berkowitz moved to approve the purchase of the auto- answering feature for the main telephone lines. Mrs. Boyd seconded. Ayes: Bell, Boyd, Hutchinson, Lange, Berkowitz - 5 Noes: None Motion declared approved. (05/10/06 - 35) Ms. Lange moved to approve the time table for the October budget vote and striking the references to trustee election. Mrs. Hutchinson seconded. Ayes: Hutchinson, Bell, Boyd, Lange, Berkowitz - 5 Noes: None Motion declared approved. (05/10/06 - 36) Mr. Gallagher discussed the draft of the RCLS Plan of Service for 2007-2011 from RCLS Trustee Stephen Oppenheim. Mr. Berkowitz moved that the Board of Trustees authorize the President of the Board to review the Plan of Service of RCLS and act accordingly to transmit the Board's approval. Mrs. Hutchinson seconded. Ayes: Hutchinson, Bell, Boyd, Lange, Berkowitz - 5 Noes: None Motion declared approved. (05/10/06 - 37) K. New Business Mrs. Boyd moved to go into executive session at 8:07pm to discuss labor negotiations and personnel matters. Ms. Lange seconded. Ayes: Hutchinson, Bell, Boyd, Lange, Berkowitz - 5 Noes: None Motion declared approved. (05/10/06 - 38) The Board returned from executive session at8:38pm. L. Adjournment Ms. Lange moved to adjourn the meeting at 8:40 pm. Mr. Berkowitz seconded. Ayes: Hutchinson, Bell, Boyd, Lange, Berkowitz - 5 Noes: None Motion declared approved. (05/10/06 - 39) 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 (05/10/06 - 31) Approval of 4/11/06 minutes (05/10/06 - 32) Approval of disbursements for April 2006 (05/10/06 - 33) Approval of Budget Amendment #2 (05/10/06 - 34) Approval of Budget Transfer #4 (05/10/06 - 35) Approved purchasing auto-answering feature (05/10/06 - 36) Approval of time table for Budget vote (05/10/06 - 37) Approved to appoint President of Board to review Plan of Service of RCLS (05/10/06 - 38) Executive session (05/10/06 - 39) Adjournment