MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES October 5, 2016 I. Attendance Mr. Berkowitz called the roll. Present Mr. Richard C. Bell, Vice President Mr. Carl Berkowitz, Secretary Mrs. Rosa Boyd Mrs. Lois Ruckert Ms. Marlena Lange Mr. Matthew Pfisterer, Director Absent Mrs. Tonia Crown, President (excused) Visitors None II. Agenda A. Roll Call G. Financial Officer's Report B. Minutes H. Committee Report C. Visitor Comments I. Old Business D. Correspondence J. New Business E. President's Report K. Adjournment F. Director's Report III. Discussion and Recommendation A. Mr. Richard Bell, President, opened the meeting at 5:00pm and led the pledge. Mr. Bell said that before they call the roll he would like to call attention to the fact that the Board has a member who has passed away and would like to have a moment of silence for Barbara Kay. B. Minutes Mrs. Boyd moved for adoption of the minutes of the September 7, 2016 meeting. Mrs. Ruckert seconded. Ayes: Bell, Berkowitz, Boyd, Ruckert, Lange - 5 Noes: None Motion declared approved. (10/05/16 - 66) C. Visitor Comments/Staff Report No visitors. D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. Mr. Pfisterer read a letter received from NYLA (New York Library Association). Discussion followed. (Letter attached to official minutes) 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.) Discussion was held on the donor plaque. G. Financial Officer's Report Mr. Pfisterer reported on the accounts and balances. Mr. Pfisterer reported that the Board needed to add a Board member to replace Barbara Kay as a signee on the operating account. Mr. Berkowitz said he would do it. H. Committee Reports Finance Committee: Mr. Berkowitz moved that the regular monthly disbursements for September, 2016 in the amount of $88,494.14 having been audited by Tonia Crown and found to be correct, be approved. Mrs. Boyd seconded. Ayes: Bell, Berkowitz, Lange, Boyd, Ruckert - 5 Noes: None Motion declared approved. (10/05/16 - 67) Mr. Berkowitz moved that the regular monthly disbursements for August, 2016 in the amount of $92,994.36 having been audited by Marlena Lange and found to be correct, be approved. Mrs. Ruckert seconded. Ayes: Bell, Berkowitz, Lange, Boyd, Ruckert - 5 Noes: None Motion declared approved. (10/05/16 - 68) Ms. Lange moved that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer: BUDGET TRANSFER #3 TO: L7410.8157.12.0000.6 Librarians Full-Time $5000.00 L7410.8163.12.0000.6 Custodial Salaries Full-Time $1200.00 L7410.8158.12.0000.6 Librarians Part-Time $24000.00 L7410.8164.12.0000.6 Cleaners Part-Time $8000.00 L7410.8167.12.0000.6 Clerical Part-Time $13000.00 L7410.8168.12.0000.6 Security Part-Time $14000.00 FROM: L7410.8160.12.0000.6 Administrative Expenses $9000.00 L7410.8161.12.0000.6 Clerks Full-Time $40000.00 L7410.8420.12.0000.0 Insurance $16200.00 Mrs. Boyd seconded. Ayes: Bell, Berkowitz, Lange, Boyd, Ruckert - 5 Noes: None Motion declared approved. (10/05/16-69) Ms. Lange moved: Whereas, on July 13, 2016, in anticipation that it may be required to adopt a budget which imposes a tax levy increase greater than the limit set forth in the General Municipal Law 3-c for the fiscal year 2016, the Middletown Thrall Library approved a resolution to exceed the tax levy for 2016 by at least the sixty percent of the Board of Trustees as required by state law; and Whereas, Middletown Thrall Library has now determined that the 2016 budget will not impose a tax levy increase greater than the limit set forth in the General Municipal Law Section 3-c and must now rescind the resolution to exceed the tax levy limit in order to make homeowners eligible for a state rebate check under the Governor's Property Tax Rebate program; Resolved, that Middletown Thrall Library Board of Trustees hereby rescinds the resolution dated July 13, 2016 to exceed the 2016 tax levy limit. Mrs. Ruckert seconded. Ayes: Bell, Berkowitz, Lange, Boyd, Ruckert - 5 Noes: None Motion declared approved. (10/05/16-70) Building & Grounds: Ms. Lange reported on Building & Grounds. The library experienced problems with our air conditioning systems that caused areas of the building to experience uncomfortable temperatures. Repairs were made which included cleaning of the equipment, and repair of a coolant leak. The system is currently operational. The company who conducted the HVAC repairs (United) has extended to us a contract to perform preventive maintenance inspections and repairs for our A/C and boiler systems on a yearly basis. I have a copy of the proposal to discuss at the meeting. Our previous maintenance company has gone out of business. Discussion followed. Our head custodian has undertaken painting and repair on exterior doors and the wooden support posts supporting the roof over the sidewalk in the front of the building. Our exterminator has reported that we are experiencing no infestations anywhere in the building. I. Old Business No report J. New Business Mr. Berkowitz moved that the Thrall Public Library District of Middletown and Wallkill Board of Trustees accepts the following results from the October 4, 2016 Library Budget and Trustee Election. BUDGET VOTE (with absentee ballots) 111_ YES 17__ NO TRUSTEE TOTALS: Barbara Kay 34__ Marianne Sciucco 67__ Linda Martini 71__ Frances J. Amelio 63__ Ms. Lange seconded. Ayes: Bell, Berkowitz, Lange, Boyd, Ruckert - 5 Noes: None Motion declared approved. (10/05/16-71) Mrs. Ruckert moved to go into executive session at 5:57pm for the purpose of discussing contracts. Mr. Berkowitz seconded. Ayes: Bell, Berkowitz, Boyd, Lange, Ruckert - 5 Noes: None Motion declared approved. (10/05/16 - 72) The Board returned from executive session at 6:03pm. L. Adjournment Mr. Bell moved to adjourn the meeting at 6:07pm. Mr. Berkowitz seconded. Ayes: Bell, Berkowitz, Lange, Boyd, Ruckert - 5 Noes: None Motion declared approved. (10/05/16 - 73) Respectfully submitted, Carl S. Berkowitz, Secretary TABLE OF MOTIONS (01/20/16 - 1) Accepted slate of officers (01/20/16 - 2) Designated Middletown Times Herald Record as official newspaper (01/20/16 - 3) Designated the Orange County Trust Company as official bank (01/20/16 - 4) Designated Stifel-Nicholas as Investment Firm (01/20/16 - 5) Appointed Robert Isseks as Library District's Attorney (01/20/16 - 6) Adjournment (01/20/16 - 7) Approval of 12/09/15 minutes (01/20/16 - 8) Approval of 12/29/15 Special Meeting minutes (01/20/16 - 9) Executive Session (01/20/16-10) Approved monthly disbursements for December 2015 (01/20/16-11) Approved .50 per item - per day for 3 months (01/20/16-12) Approved to extend Long Range Plan through 2016 (01/20/16-13) Approved to extend for one month the change of signatory parties (01/20/16-14) Adjournment (02/10/16-15) Approval of 1/20/16 reorganizational minutes (02/10/16 -16) Approval of 1/20/16 minutes (02/10/16-17) Adjournment (03/09/16-18) Approval of 2/10/16 minutes (03/09/16-19) Executive Session (03/09/16-20) Approved monthly disbursements for January & February 2016 (03/09/16-21) Approved repairs for backflow valves (03/09/16-22) Accepted the NYS Annual Report for 2015 (03/09/16-23) Adjournment (04/13/16-24) Approval of 3/9/16 minutes (04/13/16-25) Executive session (04/13/16-26) Approved monthly disbursements for March 2016 (04/13/16-27) Executive session (04/13/16-28) Approved 2016 Timetable for budget vote (04/13/16-29) Approved RCLS Direct Access Plan for 2017-2021 (04/13/16-30) Adjournment (05/11/16-31) Approval of 4/13/16 minutes (05/11/16-32) Approved monthly disbursements for April 2016 (05/11/16-33) Approved BUDGET AMENDMENT #1 (05/11/16-34) Executive session (05/11/16-35) Approved sending letter re: Town of Wallkill Dial-A-Bus (05/11/16-36) Adjournment (06/08/16-37) Approval of 5/11/16 minutes (06/08/16-38) Approved monthly disbursements for May 2016 (06/08/16-39) Approved BUDGET TRANSFER #1 (06/08/16-40) Approved BUDGET AMENDMENT #2 (06/08/16-41) Accepted 403(b) Plan (06/06/16-42) Accepted Credit Card Policy (06/08/16-43) Accepted Dress Code Policy (06/08/16-44) Adjournment (06/28/16-45) Executive session (06/28/16-46) Approved to enter into conciliatory negotiations (06/28/16-47) Adjourn (07/13/16-48) Approval of 6/8/16 minutes (07/13/16-49) Approval of 6/28/16 Special Mtg. Minutes (07/13/16-50) Approved Application for Library Construction Grant (07/13/16-51) Approved monthly disbursements for June 2016 (07/13/16-52) Approved NYS Override Amendment (07/13/16-53) Accepted Proposed 2017 Preliminary Budget (07/13/16-54) Executive session (07/13/16-55) Adjournment (09/07/16-56) Opened Public Hearing for 2017 Budget (09/07/16-57) Approval of 7/13/16 minutes (09/07/16-58) Approved BUDGET TRANSFER #2 (09/07/16-59) Approved BUDGET AMENDMENT #3 (09/07/16-60) Approved monthly disbursements for July 2016 (09/07/16-61) Closed Public Hearing (09/07/16-62) Approved proposed 2017 Budget (09/07/16-63) Executive session (09/07/16-64) Approved nominations Anita Bauman for RCLS Bd. (09/07/16-65) Adjournment (10/05/16-66) Approval of 9/7/16 minutes (10/05/16-67) Approved monthly disbursements for September 2016 (10/05/16-68) Approved monthly disbursements for August 2016 (10/05/16-69) Approved BUDGET TRANSFER #3 (10/05/16-70) Approved to rescind Tax Cap Override (10/05/16-71) Certified Election (10/05/16-72) Executive session (10/05/16-73) Adjournment