MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES June 11, 2014 I. Attendance Ms. Lange called the roll. Present Mrs. Lois Ruckert, President Ms. Barbara Kay, Treasurer Ms. Marlena Lange, Secretary Mrs. Rosa Boyd Mr. Richard C. Bell Mr. Carl Berkowitz Mr. Matthew Pfisterer, Director Absent Mrs. Tonia Crown, Vice President (excused) Visitors Mike Canonico, Security Guard 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. Mrs. Lois Ruckert, 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 May 15, 2014 meeting. Ms. Kay seconded. Ayes: Ruckert, Bell, Berkowitz, Kay, Lange, Boyd - 6 Noes: None Motion declared approved. (06/11/14 - 42) C. Visitor Comments No comments. D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. Mr. Berkowitz reported that he spoke to Mr. Hubsher about the four towns and the Minisink School District and asked him to renew his contacts with them. Mr. Hubsher responded to Mr. Berkowitz stating that the library should pursue this not him. This matter will be addressed at the June 2014 RCLS Board of Trustees meeting. E. President's Report No report. F. Director's Report Con't. (A copy of the Director's Report sent to each Board member is attached to the official minutes.) G. Financial Report Mr. Pfisterer reported on the accounts and balances. (Attached to official minutes) H. Library Staff Reports Mike Canonico, security guard, reported on security issues with the downstairs public bathrooms. Discussion followed. I. Committee Reports Finance Committee: Ms. Kay moved that the regular monthly disbursements for May 2014 in the amount of $87,603.37 having been audited by Lois Ruckert and found to be correct, be approved. BUDGET AMENDMENT #4 Resolved that the Board of Trustees of Middletown Thrall Library amend the 2014 budget To be increased as follows: ADD Revenue L2705 Donations C. Novak $ 20.00 FOMTL 20th Anniversary $20,000.00 ADD APPROPRIATIONS L7410.8425.12.0000.0 Adult Program $ 20.00 L7410.8200.12.0000.7 Furn & Equip $20,000.00 Mr. Bell seconded. Ayes: Ruckert, Bell, Berkowitz, Kay, Lange, Boyd - 6 Noes: None Motion declared approved. (06/11/14 - 43) Building & Grounds: Ms. Lange reported on Building & Grounds. Mr. Pfisterer received a cost estimate and will proceed with the RCLS installation of Blue Socket WI-FI in the Library's reading room. This will guarantee us a reliable and robust Wi-Fi signal in the area of the building in which we have the strongest demand for this service. Mr. Pfisterer contacted our Senator's office to inquire about the availability of grant funding for a renovation of our HVAC system. He was directed to an online link with instructions for pursuing a NYS Department of Library Development Construction Grant. Budget Committee: Mr. Berkowitz reported that he, Mr. Bell, Mrs. Crown and Mr. Pfisterer met to discuss the 2015 budget. Discussion followed on the 2015 budget. J. Old Business Discussion was held on proposed amendments to Library District By-Laws. Mr. Berkowitz moved to accept the changes to the By-Laws concerning financial officer terminology. Ms. Kay seconded. Ayes: Ruckert, Bell, Berkowitz, Kay, Lange, Boyd - 6 Noes: None Motion declared approved. (06/11/14 - 44) K. New Business Discussion was held on the Library District By-laws. Mr. Berkowitz moved that the by-laws be changed in article 3; section 1; that the term Treasurer be changed to Financial Officer and any other place where that appears. Ms. Kay seconded. Ayes: Ruckert, Bell, Berkowitz, Kay, Lange, Boyd - 6 Noes: None Motion declared approved. (06/11/14 - 39) Discussion was held on the NYS Construction Grant. Mr. Berkowitz reported that he will be running for the RCLS Board of Trustees this year. The process requires that there be a nominating letter from our Board and a seconding letter from another Board in Orange County. Mrs. Boyd moved to send a letter nominating Carl Berkowitz to the RCLS Board of Trustees. Ms. Lange seconded. Ayes: Ruckert, Bell, Berkowitz, Kay, Lange, Boyd - 6 Noes: None Motion declared approved. (06/11/14 - 45) L. Adjournment Ms. Lange moved to adjourn the meeting at 8:19pm. Mr. Berkowitz seconded. Ayes: Ruckert, Bell, Berkowitz, Kay, Lange, Boyd - 6 Noes: None Motion declared approved. (06/11/14 - 46) Respectfully submitted, Marlena Lange, Secretary TABLE OF MOTIONS (01/08/14 - 1) Accepted slate of officers (01/08/14 - 2) Designated Middletown Times Herald Record as official newspaper (01/08/14 - 3) Designated the Orange County Trust Company as official bank (01/08/14 - 4) Designated Stifel-Nicholas as Investment Firm (01/08/14 - 5) Appointed Robert Isseks as Library District's Attorney (01/08/14 - 6) Adjournment (01/08/14 - 7) Approval of 12/11/13 minutes (01/08/14 - 8) Approved President, Treasurer & Library Director as signatories to Orange County Trust Bank (01/08/14 - 9) Amended #8 motion to include R. Boyd as trustee signatory (01/08/14 - 10) Adjournment (02/12/14 - 11) Approval of 1/8/14 re-organizational minutes (02/12/14 - 12) Approval of 1/8/14 regular minutes (02/12/14 - 13) Approved BUDGET AMENDMENT #10 (12/31/13); monthly disbursements for 12/13; BUDGET AMENDMENT #1 (2/12/14); monthly disbursements for 1/14 (02/12/14 - 14) Executive session (02/12/14 - 15) Returned from executive session (02/12/14 - 16) Approved to follow through discussion in executive session (02/12/14 - 17) Adjournment (03/12/14 - 18) Approval of 2/24/14 minutes (03/12/14 - 19) Approved monthly disbursements for 2/14; BUDGET TRANSFER #5 (12/31/13) (03/12/14 - 20) Approved BUDGET AMENDMENT #2 (3/12/14) (03/12/14 - 21) Accepted NYS Annual Report for 2013 (03/12/14 - 22) Adopted revision to smoking policy (03/12/14 - 23) Adopted Children's Room Use Policy (03/12/14 - 24) Executive session (03/12/14 - 25) Adjournment (03/27/14 - 26) Executive session (03/27/14 - 27) Proceed what was discussed in executive session (03/27/14 - 28) Adjournment (04/09/14 - 29) Executive session (04/09/14 - 30) Approved procedures as discussed in executive session (04/09/14 - 31) Approved reg. mtg. minutes 3/12/14 & spec. mtg. minutes 3/27/14 (04/09/14 - 32) Approved BUDGET AMENDMENT #3 (04/09/14 - 33) Approved monthly disbursements for March 2014; BUDGET TRANSFER #1 (04/09/14 - 34) Approved 2014 election timetable (04/09/14 - 35) Adjournment (05/15/14 - 36) Approval of 4/9/14 minutes (05/15/14 - 37) Approved monthly disbursement for April 2014 (05/15/14 - 38) Approved BUDGET TRANSFER #6 (05/15/14 - 39) Resolution that term Treasurer be changed to Financial Officer (05/15/14 - 40) Executive session (05/15/14 - 41) Adjournment (06/11/14 - 42) Approval of 5/15/14 minutes (06/11/14 - 43) Approved monthly disbursements for May 2014 & BUDGET AMENDMENT # 4 (06/11/14 - 44) Accepted changes to By-Laws for financial officer (06/11/14 - 45) Approved letter nominating c. Berkowitz to RCLS Board (06/11/14 - 46) Adjournment