MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES September 8, 2004 I. Attendance Ms. Lange called the roll: Present Mr. Carl Berkowitz, President Mr. Richard C. Bell, Vice President Ms. Marlena Lange, Secretary Mrs. Rosa Boyd, Treasurer Ms. Sally Taylor Mrs. Joan Hutchinson Mr. Kevin J. Gallagher, Director Absent Ms. Eileen Connolly Visitors Linda Emanuel Jeremy Berkowitz 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 7:01pm and led the pledge to the flag. Mr. Berkowitz declared the public hearing on the proposed 2005 Library District Budget opened. B. Minutes Mr. Bell moved for adoption of the minutes of July 14, 2004. Ms. Lange seconded. Ayes: Berkowitz, Bell, Lange, Hutchinson, Boyd, Taylor - 6 Noes: None Motion declared approved. (09/08/04 - 54) Mrs. Boyd moved for adoption of the special meeting minutes of July 28, 2004. Mrs. Hutchinson seconded. Ayes: Berkowitz, Bell, Lange, Hutchinson, Boyd, Taylor - 6 Noes: None Motion declared approved. (09/08/04 - 55) C. Visitor Comments Mr. Berkowitz introduced his wife Linda Emanuel and his son Jeremy Berkowitz. Jeremy wanted to thank Thrall Library for the help he received in doing research for an Eagle Scout project. The project was on the renovation of Pine Hill Cemetery and how to renovate and care for head stones. Jeremy presented the library with a book entitled "A Graveyard Preservation Primer." 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 mentioned to the Board that Friday, September 10th at the Town of Wallkill Golf Club is the Legislative Breakfast from 8:30-10:30. The Annual Dinner for RCLS is scheduled for October 17th. With no one from the public to speak on the proposed 2005 budget, Mr. Berkowitz closed the public hearing. 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 the new date for the system migration is January 10th. Mr. Gallagher reported that Anthony Kirby is not going to be starting employment as a part-time cleaner. F. Director's Report Con't. Sheila O'Rourke has been hired as a part-time Librarian I ($15.50/hr) replacing Betsey Attreed. G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. Discussion followed. H. Library Staff Reports Mr. Gallagher reported on the circulation report. (Report attached to official minutes.) I. Committee Reports Building & Grounds Committee: (Report attached to official minutes.) Mr. Gallagher reported that Brad McGovern is contacting someone about the roof tiles. Finance Committee: Mrs. Boyd moved that the regular monthly disbursements for July, 2004 in the amount of $95,880.63 having been audited by Joan Hutchinson and found to be correct, be approved. Ms. Lange seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Taylor - 6 Noes: None Motion declared approved. (09/08/04 - 56) Mrs. Hutchinson moved that the Board of Trustees of Middletown Thrall Library amend the 2004 budget to be increased by the following: REVENUES:L2705 Gifts & Donations $100.99 APPROPRIATIONS: L7410.8522.12.3901.5 Adult Media 50.99 APPROPRIATIONS: L7410.8521.12.3813.5 Children's Books 50.00 This amount represents a donation from Susan Beth Pfeffer ($50.99) for the purchase of adult media and a donation from Mr. & Mrs. Richard Sprouse ($50.00) for the purchase of children's books. REVENUES:L.2770 Miscellaneous Income $500.00 APPROPRIATIONS: L.7410.8425.12.0000.00 Publicity/Program/ Print $500.00 This amount represents a Grant from Orange County Community Arts Council to be used for Children's Program (Catherine DeMaio, "Come Draw with Me") BUDGET AMENDMENTS #2 Mr. Bell seconded. Ayes: Berkowitz, Bell, Hutchinson, Boyd, Lange, Taylor - 6 Noes: None Motion declared approved. (09/08/04 - 57) I. Finance Committee Cont'. Mrs. Hutchinson moved that the Board of Trustees of Middletown Thrall Library amend the 2004 Revenue to be increased by the following: REVENUES: L.1081 Pilot's $4,011.99 To date we have received more money than anticipated L.2705 Gifts & Donation $ 170.00 General donations from Mr. Charles Guevara ($70.00) and Rehabilitation Support Services ($100.00) L.2770 Miscellaneous Income $ 953.80 Copico Commission Checks (Public Copy Machine - 1st qtr. ($493.16 And 2nd qtr. ($430.12); overtime income for rental of meeting room ($30.50) REVENUE AMENDMENT #1 Ms. Lange seconded Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Taylor - 6 Noes: None Motion declared approved. (09/08/04 - 58) Mrs. Hutchinson moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: TO: L7410.8440.12.0000.0 Professional Services $4,000 FROM: L7410.8462.12.0000.00 Service Contracts $4000 This amount represents what is needed to cover Professional Services for the following: * 2003 Audit Report * 2004 Quarter Payroll Services Charges * Possible services needed for preparation of Tax Levy Rates BUDGET TRANSFER #4 Mr. Bell seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Taylor - 6 Noes: None Motion declared approved. (09/08/04 - 59) J. Old Business Mr. Bell moved that the library trustees accept a proposed budget for 2005 in the amount of $2,433,887 with a library tax levy of $2,075,537. Mrs. Hutchinson seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Taylor - 6 Noes: None Motion declared approved. (09/08/04 - 60) Mr. Gallagher reported that books are being damaged from the Town of Wallkill drop box because the gutter was never repaired. Discussion followed. K. New Business Mr. Gallagher reported receiving a box of new adult books through the assistance of trustee Sally Taylor. Some of the titles were added to the collection at the main library. The rest were used to refurbish the adult collection at Summitfield. Mrs. Boyd moved to go into executive session at 8:06pm for the purpose of labor issues. Ms. Lange seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Taylor - 6 Noes: None Motion declared approved. (09/08/04 - 61) The Board returned from executive session at 9:04pm. Ms. Lange moved that the Board support the resolution of its negotiating committee thus far and that we will wait the outcome of a subsequent meeting in hopes of ratifying the contract. Ms. Taylor seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Taylor - 6 Noes: None Motion declared approved. (09/08/04 - 62) The Board thanked the negotiating committee for all their work. L. Adjournment Mrs. Boyd moved to adjourn the meeting at 9:06pm. Ms. Lange seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Taylor - 6 Noes: None Motion declared approved. (09/08/04 - 63) Respectfully submitted, Marlena Lange, Secretary TABLE OF MOTIONS (01/14/04 - 1) Accepted slate of officers (01/14/04 - 2) Designated Middletown Times Herald Record as official newspaper (01/14/04 - 3) Accepted resolution to open bank account at Orange County Trust Company (01/14/04 - 4) Approval of 12/10/03 minutes (01/14/04 - 5) Approval of disbursements for November 2003 (01/14/04 - 6) Approval of payroll register of deductions for 10/29, 11/12 & 11/26/03 (01/14/04 - 7) Approved manual checks for October 2003 (01/14/04 - 8) Approval of disbursements for December 2003 (01/14/04 - 9) Approval of payroll register of deductions for 12/10 & 12/19/03 (01/14/04 - 10) Approved Budget Transfer #1 (01/14/04 - 11) Approved to rollover Walts CD for 30 days (01/14/04 - 12) Resolution authorizing Board Pres. & Exec. Director to execute necessary documents & pay the necessary fees (01/14/04 - 13) Executive Session (01/14/04 - 14) Adjournment (03/10/04 - 15) Approval of 1/14/04 minutes (03/10/04 - 16) Approval of regular monthly disbursements for 3/2/04 (03/10/04 - 17) Approval of manual checks for January 2004 (03/10/04 - 18) Approved budget transfer #2 (03/10/04 - 19) Approved savings account be closed and transfer funds to money market account (03/10/04 - 20) Approved two accounts at Bank of New York be closed and transferred to money market account at Orange County Trust (03/10/04 - 21) Resolution on vehicles parked overnight on Thrall Library property (03/10/04 - 22) Replacement for vacant Board seat (03/10/04 - 23) Pay membership to OLA (03/10/04 - 24) Executive session (03/10/04 - 25) Adjournment (04/14/04 - 26) Approval of 3/10/04 minutes (04/14/04 - 27) Executive Session (04/14/04 - 28) Approval of disbursements for 3/26/04 (04/14/01 - 29) Approved submitting documents for Parent & Child Genealogy & Local History Grant (04/14/04 - 30) Authorized donation of old chairs to local non-profit group (04/14/04 - 31) Adjournment (05/12/04 - 32) Approval of 4/14/04 minutes (05/12/04 - 33) Approval of disbursements for April 2004 (05/12/04 - 34) Approval of timetable for 2004 election (05/12/04 - 35) Approved summer schedule (05/12/04 - 36) Executive session (05/12/04 - 37) Adjournment (06/09/04 - 38) Approval of 5/12/04 minutes (06/09/04 - 39) Approval of disbursements for May 2004 (06/09/04 - 40) Approved Budget Amendment #1 (06/09/04 - 41) Approved Budget Transfer #3 (06/09/04 - 42) Approved policy for banning cell phones (06/09/04 - 43) Approved policy for Seasonal Borrowing Cards (06/09/04 - 44) Executive Session (06/09/04 - 45) Adjournment (07/14/04 - 46) Approval of 6/9/04 minutes (07/14/04 - 47) Executive Session (07/14/04 - 48) Approval of disbursements for June 2004 (07/14/04 - 49) Extend Summitfield hours to 12:30-5 (07/14/04 - 50) Executive Session (07/14/04 - 51) Adjournment (07/28/04 - 52) Executive session (07/28/04 - 53) Adjournment (09/08/04 - 54) Approval of 7/14/04 minutes (09/08/04 - 55) Approval of 7/28/04 special meeting minutes (09/08/04 - 56) Approval of disbursements for July 2004 (09/08/04 - 57) Approved Budget Amendment #2 (09/08/04 - 58) Approved Revenue Amendment #1 (09/08/04 - 59) Approved Budget Transfer #4 (09/08/04 - 60) Accepted a proposed budget for 2005 (09/08/04 - 61) Executive Session (09/08/04 - 62) Approved to support resolution from negotiating committee (09/08/04 - 63) Adjournment (09/21/04 - 64) Executive session (09/21/04 - 65) Adjournment (10/05/04 - 66) Approved Election Results (10/05/04 - 67) Executive Session (10/05/04 - 68) Adjournment