MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES July 11, 2007 I. Attendance Mrs. Hutchinson called the roll: Present Mr. Richard C. Bell, President (arrived at 7:30pm) Ms. Marlena Lange, Vice President Mrs. Rosa Boyd, Treasurer Mrs. Joan Hutchinson, Secretary Mr. Carl Berkowitz Mr. Kevin J. Gallagher, Director Absent Ms. Barbara Kay (excused) Ms. Eileen Connolly Visitors Bridget Manigo, Head of Youth Services 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 7:00pm and led the pledge to the flag. B. Minutes Mr. Berkowitz moved for adoption of the minutes of the June 13, 2007 meeting. Mrs. Hutchinson seconded. Ayes: Boyd, Berkowitz, Hutchinson, Lange - 4 Noes: None Motion declared approved. (07/11/07 - 45) Bridget Manigo, Head of Youth Services, reported on Youth Services at Thrall Library and Summitfield Children's Learning Center. (Report attached) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. A letter from the Board of Trustees from the Interactive Museum was read thanking the library for the donation of 40 chairs. (Letter 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.) G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. Discussion followed. (Report attached to official minutes.) Mr. Bell arrived at 7:30 and took over the meeting. H. Library Staff Reports Report given earlier in meeting. I. Committee Reports Building & Grounds Committee: Ms. Lange reported that the Alexander Hamilton exhibit was taken down by the custodial staff - and Barbara Chumard and her husband. It was picked up on Tuesday, July 3rd. The custodial staff moved all of the furniture back into the Reading Room and rearranged other furniture on the first floor that had been displaced by the exhibit. We are still waiting for the next visit from Genesys Engineering for the continuation of their evaluation of the HVAC system. The new building security policy, with locking of the staff entrance after 9:00am went into effect this week. I. Committee Reports Con't. Building & Grounds Committee: Brad McGovern has been installing material to seal the roof membrane, and eliminate leaking by the downspout outside of the Board Room. Once this is completed, and we are certain that it works, we will get estimates on repairing the leak damages to the interior walls. Brad McGovern installed new security mirrors in the Magazine Room and Children's Room. Finance Committee: (This report was given under Treasurer's Report) BUDGET AMENDMENT #5 Mrs. Hutchinson moved that the Board of Trustees of Middletown Thrall Library amend the 2007 budget to be increased as follows: Mrs. Boyd seconded. FROM: REVENUES: L2762 NEH-Ben Franklin Exhibit $1,000.00 ADD: APPROPRIATIONS: L.7410.8415.12.0000.0 NEH Ben Franklin Exhibit $1,000.00 This amount represents a National Endowment for Humanities Grant to cover costs associated with Benjamin Franklin Exhibit.. Ayes: Boyd, Berkowitz, Lange, Hutchinson - 4 Noes: None Motion declared approved. (7/11/07 - 46) Mrs. Hutchinson moved that the regular monthly disbursements for June, 2007 in the amount of $78,918.16 having been audited by Carl Berkowitz and found to be correct, be approved. Mrs. Boyd seconded. Ayes: Boyd, Hutchinson, Lange, Berkowitz - 4 Noes: None Motion declared approved. (07/11/07 - 47) J. Old Business Mr. Berkowitz moved that the Board accept the 2008 proposed budget. Mrs. Hutchinson seconded. Ayes: Bell, Boyd, Hutchinson, Lange, Berkowitz - 5 Noes: None Motion declared approved. (07/11/07 - 48) Mr. Berkowitz reported that Brian Fucci came to Troop 169 committee meeting and made his proposal and the troop committee reviewed it and accepted his proposal. It will now go to the Eagle Review Board. K. New Business Mrs. Boyd moved to accept the 2006 audit report as written. Mr. Berkowitz seconded. Ayes: Bell, Boyd, Hutchinson, Lange, Berkowitz - 5 Noes: None Motion declared approved. (07/11/07 - 49) Ms. Lange moved to accept the procedure for Patron Challenges of Library Materials Policy as presented to the Board. Mrs. Hutchinson seconded. Ayes: Bell, Boyd, Hutchinson, Lange, Berkowitz - 5 Noes: None Motion declared approved. (07/11/07 - 50) Discussion was held on the draft of the Violence Free Workplace policy. The Board will look over the policy and will discuss it at the September meeting. Mr. Berkowitz moved to go into executive session at 8:15pm to discuss personnel. Ayes: Bell, Boyd, Hutchinson, Lange, Berkowitz - 5 Noes: None Motion declared approved. (07/11/07 -51) The Board returned from executive session at 8:36pm. Ms. Lange moved to have the Board approve the action of the council with regard to a personnel matter that he will be requested to review by the Director. Mrs. Hutchinson seconded. Ayes: Bell, Boyd, Hutchinson, Lange, Berkowitz - 5 Noes: None Motion declared approved. (07/11/07 -52) L. Adjournment Mr. Berkowitz moved to adjourn the meeting at 8:38 pm. Mrs. Boyd seconded. Ayes: Bell, Hutchinson, Lange, Boyd, Berkowitz - 5 Noes: None Motion declared approved. (07/11/07 - 53) Respectfully submitted, Joan Hutchinson, Secretary TABLE OF MOTIONS (01/10/07 - 1) Accepted slate of officers (01/10/07 - 2) Designated Middletown Times Herald Record as official newspaper (01/10/07 - 3) Designated the Orange County Trust Company as official bank (01/10/07 - 4) Reappointed Richard Guertin as Library District Attorney (01/10/07 - 5) Adjournment (01/10/07 - 6) Approval of 12/13/06 minutes (01/10/07 - 7) Executive Session (01/10/07 - 8) Approved part-time salaries for 2007 (01/10/07 - 9) Approved Director & Administrative Assistant salaries for 2007 (01/10/07 - 10) Approved the contract for librarians (01/10/07 - 11) Approval of disbursements for December 2006 (01/10/07 - 12) Approved revised leave request for D. Libassi (01/10/07 - 13) Adjournment (02/07/07 - 14) Approval of 1/10/07 reorganizational minutes (02/07/07 - 15) Approval of 1/10/07 minutes (02/07/07 - 16) Approved disbursements for January 2007 (02/07/07 - 17) Approved the contract for clerical unit (02/07/07 - 18) Adjournment (03/14/07 - 19) Approval of 2/7/07 minutes (03/14/07 - 20) Approval of disbursements for January & February 2007 (03/14/07 - 21) Approval of Budget Amendment #7 for 2006 budget (03/14/07 - 22) Approval of Budget Amendment #1 for 2007 budget (03/14/07 - 23) Approved NYS Statistical Report (03/14/07 - 24) Approved policy to follow Fed Govt. System weekend holiday & Wednesday before Thanksgiving closing at 6:00pm (03/14/07 - 25) Approved new retainer agreement with Richard Guertin (03/14/07 - 26) Approved amendment to labor contracts to permit carrying over up to 10 days vacation for use in 2008 (03/14/07 - 27) Adjournment (04/11/07 - 28) Approval of 3/14/07 minutes (04/11/07 - 29) Approval of disbursements for January and March 2007 (04/11/07 - 30) Approval of Budget Amendment #2 (04/11/07 - 31) Adjournment (05/09/07 - 32) Approval of 4/11/07 minutes (05/09/07 - 33) Approval of disbursements for April 2007 (05/11/07 - 34) Approval of Budget Amendment #3 (05/11/07 - 35) Reject payment for RCLS fee (05/11/07 - 36) Adjournment (06/13/07 - 37) Approval of 5/9/07 minutes (06/13/07 - 38) Approved Eagle Scout Project (06/13/07 - 39) Approved 2007 budget/trustee election schedule (06/13/07 - 40) Approved donation of 40 plastic chairs to Children's Museum (06/13/07 - 41) Approval of Budget Amendment #4 (06/13/07 - 42) Approval of Budget Transfer #1 (06/13/07 - 43) Approval of disbursements for May 2007 (06/13/07 - 44) Adjournment (07/11/07 - 45) Approval of 6/13/07 minutes (07/11/07 - 46) Approval of Budget Amendment #5 (07/11/07 - 47) Approval of disbursements for June 2007 (07/11/07 - 48) Approved proposed 2008 budget (07/11/07 - 49) Approval of 2006 audit report (07/11/07 - 50) Approved patron challenge of library material policy (07/11/07 - 51) Executive session (07/11/07 - 52) Approved action of council on personnel matter (07/11/07 - 53) Adjournment