MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES October 5, 2011 Tape Malfunction: Side A Blank; Side B Fine 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 Mr. Richard C. Bell Mrs. Tonia Crown Mr. Matthew Pfisterer, Director Visitors None 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 Ms. Kay moved for adoption of the minutes of the September 7, 2011 meeting. Mrs. Ruckert seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Ruckert, Kay, Lange – 7 Noes: None Motion declared approved. (10/5/11 – 68) C. Visitor Comments No comments. D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. A letter was received from the Town of Wallkill summarizing cancellation of taxes. Discussion followed. E. President's Report Mr. Berkowitz reported on the 2012 election and commended Shelley Milburn for her hard work. Discussion was held on paper ballots for use of the election. Mr. Berkowitz discussed RCLS fundraising efforts through the sale of Book Lovers Calendars. 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 Discussion was held on accounts and balances. H. Library Staff Reports A report from Jill Fiumano, Business Office, was distributed to the Board. (Attached to official minutes) I. Committee Reports Finance Committee: Ms. Kay moved that the regular monthly disbursements for September 2011 in the amount of $80,786.86 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. (10/5/11 – 69) Building & Grounds: Ms. Lange reported on Building & Grounds. Despite the efforts of Brad McGovern and our custodial staff, roof leaks continue to pose a problem, particularly in the skylight area of the Library's first floor. During periods of heavy rain we have been placing garbage cans in selected areas to catch the rain water. The continued rainy weather has made it difficult to assess the situation and make necessary repairs. We are expecting a period of dry weather over the course of the next few days in which we will be able to investigate the problem more thoroughly. One of the front entrance doors of the library has been damaged where the lower hinge is screwed into the door. The door continues to close and lock. A repair was attempted but failed. Brad is shopping for a suitable replacement and he will install the new door. Mr. Berkowitz announced that at the November meeting he will assign a Nominating Committee. J. Old Business Mr. Pfisterer discussed Library Donor Recognition. Discussion followed. Ms. Lange moved to move forward on the commemorative plaque from Partners in Recognition, Inc in the amount not to exceed $6000. Mrs. Boyd seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Kay, Lange, Ruckert - 7 Noes: None Motion declared approved. (10/5/11 – 70) K. New Business Mr. Pfisterer read the final results of the 2012 election. Ms. Kay moved that the Thrall Public Library District of Middletown & Wallkill Board of Trustees accept the following results from the October 4, 2011 Library Budget Election. BUDGET VOTE (with absentee ballots) 147 YES 61 NO TRUSTEE TOTALS: Lange, Marlena F. 146 Boyd, Rose M. 158 Berkowitz, Carl S. 123 Mr. Bell seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Kay, Lange, Ruckert - 7 Noes: None Motion declared approved. (10/5/11 – 71) Mr. Berkowitz discussed the RCLS 2012 budget. Discussion followed. Ms. Kay moved that the Board of trustees from Middletown Thrall Library abstain from voting on the RCLS 2012 Preliminary Budget as presented. Ms. Lange seconded. Ayes: Bell, Boyd, Crown, Kay, Lange, Ruckert - 6 Noes: None Abstain: Berkowitz - 1 Motion declared approved. (10/5/11 – 72) Mr. Bell moved to reject the RCLS Direct Access Plan for 2012-2016. Ms. Lange seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Kay, Lange, Ruckert - 7 Noes: None Motion declared approved. (10/5/11 – 73) Mrs. Ruckert moved to go into executive session at 8:43pm to discuss contractual and personnel matters. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Kay, Lange, Ruckert - 7 Noes: None Motion declared approved. (10/5/11 – 74) The Board returned from executive session at 8:58pm. Mrs. Boyd moved to accept the contract submitted by the negotiation committee based on the amendments made October 5, 2011. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Kay, Lange, Ruckert - 7 Noes: None Motion declared approved. (10/5/11 – 75) Ms. Lange moved to go into executive session at 9:02pm to discuss further contractual matters. Ayes: Berkowitz, Bell, Boyd, Crown, Kay, Lange, Ruckert - 7 Noes: None Motion declared approved. (10/5/11 – 76) The Board returned from executive session at 9:07pm. Mr. Bell moved to approve 2 ½ % raises per year through 12/31/15 for part-time staff and retroactive back to 1/1/10 based upon signing of the union contracts by both parties. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Kay, Lange, Ruckert - 7 Noes: None Motion declared approved. (10/5/11 – 77) L. Adjournment Ms. Lange moved to adjourn the meeting at 9:09pm. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Kay, Lange, Ruckert – 7 Noes: None Motion declared approved. (10/5/11 – 78) 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 (06/08/11 – 44) Approval of 5/18/11 minutes (06/08/11 – 45) Approved three yr. contract with Cengage Learning (Gale) (06/08/11 – 46) Approved BUDGET AMENDMENT #4 (06/08/11 – 47) Approved monthly disbursements for May 2011 (06/08/11 – 48) Executive session (06/08/11 – 49) Adjournment (07/13/11 – 50) Approval of 6/8/11 minutes (07/13/11 – 51) Approved BUDGET AMENDMENT #5 (07/13/11 – 52) Approved monthly disbursements for June 2011 (07/13/11 – 53) Permanently adopted Camera Policy from Motion #31 (07/13/11 – 54) Accepted the Long Range Plan (07/13/11 – 55) Approved C. Berkowitz to sign resolution for Application of Library Registration (07/13/11 – 56) Executive Session (07/13/11 – 57) Adjournment (08/10/11 – 58) Accepted preliminary budget for 2012 (08/10/11 – 59) Executive Session (08/10/11 – 60) Adjournment (09/07/11 – 61) Approval of 7/13/11 minutes (09/07/11 – 62) Approval of 8/10/11 special meeting minutes (09/07/11 – 63) Approved BUDGET AMENDMENT#6 & BUDGET TRANSFER #1 (09/07/11 – 64) Approved monthly disbursements for August (09/07/11 – 65) Approved 2012 Library District Budget (09/07/11 – 66) Executive session (09/07/11 – 67) Adjournment (10/05/11 – 68) Approval of 9/7/11 minutes (10/05/11 – 69) Approved monthly disbursements for September 2011 (10/05/11 – 70) Approved to move forward on commemorative plaque (10/05/11 – 71) Approved 2011 Election results (10/05/11 – 72) Board abstained from voting on 2012 RCLS Preliminary Budget (10/05/11 – 73) Rejected Direct Access Plan for 2012-2016 (10/05/11 – 74) Executive session (10/05/11 – 75) Accepted Librarian & Clerical contract with amendments (10/05/11 – 76) Executive session (10/05/11 – 77) Approved part-time salaries based on signing of union contracts (10/05/11 – 78) Adjourned