MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES May 18, 2011 I. Attendance Mrs. Ruckert called the roll: Present Mr. Carl Berkowitz, President Mrs. Rosa Boyd, Vice President Mrs. Lois Ruckert, Secretary Ms. Barbara Kay, Treasurer Ms. Marlena Lange Mrs. Tonia Crown (arrived 7:12pm) Mr. Richard C. Bell Mr. Matthew Pfisterer, Director Visitors Brent Napoleon, Nugent & Haeussler 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 and led the pledge to the flag. B. Minutes Mrs. Boyd moved for adoption of the minutes of the April 27, 2011 meeting. Mrs. Crown seconded. Ayes: Berkowitz, Crown, Bell, Boyd, Ruckert, Kay, Lange – 7 Noes: None Motion declared approved. (5/18/11 – 38) C. Visitor Comments Mr. Brent Napoleon, Nugent & Haeussler, reported on the 2010 Audit Report. Discussion followed. D. Correspondence Mr. Pfisterer read a thank you letter for the use of the meeting room from United Way of Dutchess County. Mr. Pfisterer reported receiving memorial donations in honor of Noreen Costello. Letters of thanks and acknowledgement have been sent to the donors and others as per request. Mr. Bell reported that Assemblywoman Gunther e-mailed him that a bill has been introduced to the Assembly for the purpose of providing incentives for the merging of Public Library Systems. E. President's Report Mr. Berkowitz reported that libraries have been asking RCLS what figure to use for their calculations for the possibility of a fee for next year. The response that the RCLS Board was told is the $100,000 figure. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Discussion was held on usage from other libraries. G. Treasurer's Report Discussion was held on accounts and balances. H. Library Staff Reports No report. I. Committee Reports Finance Committee: Mrs. Crown moved that the Board of Trustees of Middletown Thrall Library amend the 2011 budget to be increased as follows: BUDGET AMENDMENT #3 ADD Revenue L2705 Gifts & Donations $ 815.00 Various memorial donations For N. Costello ADD Appropriations: L7410.8521.12.3810.5 Adult Books $ 815.00 Mr. Bell seconded. Ayes: Berkowitz, Bell, Crown, Boyd, Ruckert, Kay, Lange – 7 Noes: None Motion declared approved. (5/18/11 – 39) Mrs. Crown moved that the regular monthly disbursements for April 2011 in the amount of $88,263.50 having been audited by Rosa Boyd and found to be correct, be approved. Ms. Lange seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Ruckert, Kay, Lange - 7 Noes: None Motion declared approved. (5/18/11 – 40) Mrs. Crown moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: BUDGET TRANSFER #7 Audit Final Transfers TO: L7410.8421.12.0000.0 Refund Prior Year Tax** $43,687.00 FROM:L7410.8422.12.0000.0 Judgements & Claims $24,792.00 FROM:L7410.8450.12.0000.0 Building Utilities $18,895.00 TO: L7410.8502.12.0000.5 Library & Office Supplies $ 9.00 FROM: L7410.8514.12.0000.5 A-V Supplies $ 9.00 TO: L9010.8802.12.0000.0 State Retirement $ 1,754.00 FROM: L9030.8803.12.0000.0 Social Security $ 1,754.00 Auditor's adjusting entries for 2010 **new expense account per auditor Ms. Lange seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Kay, Lange, Ruckert – 7 Noes: None Motion declared approved. (5/18/11 – 41) Building & Grounds: Ms. Lange reported on Building & Grounds. On Tuesday, May 10th, an Orange & Rockland inspection crew discovered a leak in the gas lines leading into the back of the library building. We were able to get a plumbing crew here quickly to make necessary repairs. Wiring has been run from the custodial office to the director's office to provide access to the surveillance system from the director's office. Once completed there will be two access points, one on each floor of the library, providing access to the surveillance system. Budget Committee: Mr. Pfisterer will contact the Budget Committee to set up a meeting. J. Old Business Mr. Berkowitz apologized because he reported that he was going to come up with something for the proposed RCLS member fee for 2012 but didn't have time to get it done. K. New Business No report. Mr. Bell moved to go into executive session at 8:45pm to discuss personnel and labor negotiations. Ms. Kay seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Kay, Lange, Ruckert - 7 Noes: None Motion declared approved. (5/18/11 – 42) The Board returned from executive session at 9:08pm. L. Adjournment Ms. Lange moved to adjourn the meeting at 9:10pm. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Crown, Boyd, Kay, Lange, Ruckert – 7 Noes: None Motion declared approved. (5/18/11 – 43) Respectfully submitted, Lois Ruckert, Secretary TABLE OF MOTIONS (01/19/11 - 1) Accepted slate of officers (01/19/11 - 2) Designated Middletown Times Herald Record as official newspaper (01/19/11 - 3) Designated the Orange County Trust Company as official bank (01/19/11 - 4) Appointed Richard Guertin as Library District Attorney for Jan. & Feb. (01/19/11 - 5) Adjournment (01/19/11 - 6) Approval of 12/08/10 minutes (01/19/11 - 7) Approved monthly disbursements for December 2010 (01/19/11 – 8) Approved that monies be appropriated from fund balance for Town of Wallkill tax case bill (01/19/11 – 9) Approved BUDGET AMENDMENT #1 (01/19/11 – 10) Approved Cert. Copy of Resolution to open & Maintain Bank Account (01/19/11 – 11) Approved waiver of the By-Laws (01/19/11 – 12) Adjournment (02/09/11 – 13) Approval of 1/19/11 minutes (02/09/11 – 14) Approval of 1/19/11 re-organizational minutes (02/09/11 – 15) Approved using term “a patron” not names (02/09/11 – 16) Approved monthly disbursements for January 2011 (02/09/11 – 17) Approved BUDGET AMENDMENT #9 FINAL (02/09/11 – 18) Approved BUDGET TRANSFER #6 2010 (02/09/11 – 19) Appointed R. Guertin as Library District Attorney for March and April (02/09/11 – 20) Executive session (02/09/11 – 21) Request that auditors attend May mtg. to give report (02/09/11 – 22) Adjournment (03/09/11 – 23) Approval of 2/9/11 minutes (03/09/11 – 24) Approved monthly disbursements for February 2011 (03/09/11 – 25) Approved BUDGET TRANSFER #7 2010 (03/09/11 – 26) Appointed R. Guertin to finish negotiations & R. Isseks as Library District Attorney (03/09/11 – 27) Executive session (03/09/11 - 28) Accepted NYS Annual Report for 2010 (03/09/11 – 29) Adjournment (04/27/11 – 30) Approval of 3/9/11 minutes (04/27/11 – 31) Temporarily adopted camera policy (04/27/11 – 32) Approved BUDGET AMENDMENT #2 (04/27/11 – 33) Approved monthly disbursements for March 2011 (04/27/11 – 34) Executive session (04/27/11 – 35) Approved 2011 Election Timetable (04/27/11 – 36) Approved Stifel Nicolaus & Co. resolution to change name of library director on account (04/27/11 – 37) Adjournment (05/18/11 – 38) Approval of 4/27/11/ minutes (05/18/11 – 39) Approved BUDGET AMENDMENT #3 (05/18/11 – 40) Approved monthly disbursements for April 2011 (05/18/11 – 41) Approved BUDGET TRANSFER #7 Audit Final Transfers (05/18/11 – 42) Executive session (05/18/11 – 43) Adjournment