MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES November 9, 2005 I. Attendance Mr. Berkowitz called the roll: Present Mr. Carl Berkowitz, President Mr. Richard C. Bell, Vice President Mrs. Rosa Boyd, Treasurer Ms. Eileen Connolly Mrs. Joan Hutchinson Mr. Kevin J. Gallagher, Director Absent Ms. Marlena Lange, Secretary Ms. Barbara Kay 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 7:03pm and led the pledge to the flag. Mr. Berkowitz thanked Mr. Bell for taking over the meeting last month. B. Minutes Mrs. Boyd moved for adoption of the minutes of the October 9, 2005 meeting. Mrs. Hutchinson seconded. Ayes: Berkowitz, Bell, Boyd, Hutchinson, Connolly - 5 Noes: None Motion declared approved. (11/9/05 - 63) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. Mr. Berkowitz read a letter from Monica Irlbacher thanking the Board for her request of transfer of funds. Discussion was held on the letter to the New York State Library from Pauline Kehoe, Goshen Director. The letter was asking for an opinion from the Office of Counsel regarding a contract for Library Services between the Town of Wawayanda and the Goshen Public Library. (Letter attached to official minutes) E. President's Report Mr. Berkowitz would like to commend Donna Gady for spending her own money to give out candy on Halloween to the children that came into the library. Discussion followed. Mr. Berkowitz reported being in the library on Saturday, November 15th and the security guard on duty was doing his job and walking all around the building. Mr. Berkowitz reported that our flag in front of the building needs to be replaced. Mr. Berkowitz reported on the RCLS Annual meeting. Mr. Berkowitz appointed Ms. Connolly and Mrs. Hutchinson to the nominating committee. 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 he attended the Director's Association meeting and the main topic of discussion was the proposed membership fee for RCLS libraries. The vote passed 25-15. Discussion followed. The Board decided to have a system services committee with Ms. Connolly, Mr. Berkowitz, Mr. Gallagher and a couple of staff members. G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. Discussion followed. (Report attached to the official minutes) H. Library Staff Reports Mr. Gallagher showed the Board two brochures that were made for handouts. I. Committee Reports Building & Grounds Committee: Ms. Lange sent the following report: Brad and Jeff installed new steel shelving on the first floor near the water fountain. It will be used for videocassettes as part of a shifting of a lot of the A/V materials in the near future. Although I mention it in my report, the wireless internet installation also included a lot of work by Brad, who ran much of the wiring through the ceilings for the project. The stencils and paint have been purchased to repaint the pavement markers for the handicapped parking spaces in front of the building. A representative from Carlisle Roofing Systems was in on Friday, October 28th, to inspect the roof as part of the transfer of the balance of the warranty. I haven't received the written report yet, but Rob Winship, who accompanied the representative, said that a number of punctures were identified. Brad has caulked several spots around pipe penetrations in the roof, which seems to have reduced the leaking significantly. He's also in the process of re-caulking the skylight. There was vandalism in the second floor men's bathroom, involving scratches in the wall surface. The custodial staff is repairing the walls and will be repainting them very shortly. Finance Committee: Ms. Connolly moved that the regular monthly disbursements for September, 2005 in the amount of $73,005.84 having been audited by Barbara Kay and found to be correct, be approved. Mr. Bell seconded. Ayes: Berkowitz, Bell, Boyd, Hutchinson, Connolly - 5 Noes: None Motion declared approved. (11/9/05 -64) Ms. Connolly moved that the regular monthly disbursements for October, 2005 in the amount of $62,006.85 having been audited by Marlena Lange and found to be correct, be approved. Mrs. Hutchinson seconded. Ayes: Berkowitz, Bell, Boyd, Hutchinson, Connolly - 5 Noes: None Motion declared approved. (11/9/05 - 65) Ms. Connolly moved that the Board of Trustees of Middletown Thrall Library amend the 2005 budget to be increased by the following: BUDGET AMENDMENT #5 1. REVENUES:L2401 Interest & Earnings $3,562.42 APPROPRIATIONS: L7410.8450.12.0000.0 Building Utilities $3,562.42 This amount represents additional interest revenue earned on the money market account for September 2005 ($1,828.12) and October 2005 ($1,734.30) #1 above needs to be appropriated to Building Utilities since it is estimated that this budget line will run approximately $18,000 short in 2005. 2. REVENUES: L2705 Gifts & Donations $ 20.00 APPROPRIATIONS: L.7410.8521.12.3810.5 Adult Books $ 20.00 3. REVENUES: L2770 Miscellaneous Income $191.62 APPROPRIATIONS: L7410.8440.12.0000.0 Professional Services $191.62 This amount represents revenue earned from Copico Commission Check (public copy machines) 3rd Qtr. 2005. It is estimated that the Professional Services (Audit, Legal & Payroll Service) budget line will run approximately $800.00 short in 2005. Mrs. Hutchinson seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Connolly - 5 Noes: None Motion declared approved. (11/9/05 - 66) BUDGET TRANSFER #4 Ms. Connolly moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: TO: L7410.8522.12.3902.5 Children's Media $ 650.00 FROM: L7410.8521.12.3813.5 Children's Books $ 650.00 TO: L7410.8514.12.0000.05 A/V Supplies $1,200.00 FROM: L7410.8200.12.0000.7 Furn. & Equipment $1,200.00 TO: L7410.8450.12.0000.0 Building Utilities $15,000.00 FROM: L.7410.8422.12.0000.0 Judgement & Claims $15,000.00 TO: L7410.8160.12.0000.6 Administrative Expenses $ 7,500.00 FROM: L7410.8157.12.0000.6 Librarians Full-Time $ 3,500.00 FROM: L7410.8167.12.6 Clerks Part-Time $ 4,000.00 TO: L7410.8161.12.0000.6 Clerks Full-Time $ 6,500.00 FROM: L7410.8167.12.0000.6 Clerks Part-Time $ 4,000.00 FROM: L7410.8168.12.0000.6 Security Part-Time $ 2,500.00 TO: L7410.8158.12.0000.6 Librarians Part-Time $ 2,500.00 FROM: L7410.8168.12.0000.6 Security Part-Time $ 2,500.00 TO: L7410.8164.12.0000.6 Cleaners Part-Time $ 1,000.00 FROM: L7410.8168.12.0000.6 Security Part-Time $ 1,000.00 Mrs. Boyd seconded. Ayes: Berkowitz, Bell, Boyd, Hutchinson, Connolly - 5 Noes: None Motion declared approved. (11/9/05 - 67) Planning Committee: The committee agreed on a brief survey for non-library users. J. Old Business Discussion was held on the revised Rules & Regulations for Conduct. (Attached to official minutes) Ms. Connolly moved to adopt the revised Rules and Regulations for conduct. Mrs. Boyd seconded. Ayes: Berkowitz, Bell, Boyd, Hutchinson, Connolly - 5 Noes: None Motion declared approved. (11/9/05 - 68) Discussion was held on starting labor negotiations. The Board will appoint a committee at the December meeting. K. New Business The Board held discussion on naming rooms in honor of individuals or groups. The Board tabled discussion on this and will discuss it at their December meeting. Ms. Connolly moved to go into executive session at 8:30 pm to discuss salaries and legal matters. Mrs. Hutchinson seconded. Ayes: Berkowitz, Bell, Boyd, Hutchinson, Connolly - 5 Noes: None Motion declared approved. (11/9/05 - 69) The Board returned from executive session at 8:58 pm. Mr. Bell moved to have Kevin initiate the salaries for the Director and Administrative Assistant as discussed in executive session. Ms. Connolly seconded. Ayes: Berkowitz, Bell, Hutchinson, Boyd, Connolly - 5 Noes: None Motion declared approved. (11/9/05 - 70) Discussion was held on the ANSER bill. L. Adjournment Ms. Connolly moved to adjourn the meeting at 9:10 pm. Mrs. Boyd seconded. Ayes: Berkowitz, Bell, Hutchinson, Boyd, Connolly - 5 Noes: None Motion declared approved. (11/9/05 - 71) Respectfully submitted, Marlena Lange, Secretary TABLE OF MOTIONS (01/12/05 - 1) Accepted slate of officers (01/12/05 - 2) Designated Middletown Times Herald Record as official newspaper (01/12/05 - 3) Approved to continue bank accounts at Orange County Trust Company (01/12/05 - 4) Adjournment (01/12/05 - 5) Executive Session (01/12/05 - 6) Approval of 12/08/04 minutes (01/12/05 - 7) Approval of disbursements for December 2004 (01/12/05 - 8) Approved Budget Transfer #7 (01/12/05 - 9) Approved Budget Amendment #4 (01/12/05 - 10) Adjournment (02/09/05 - 11) Approval of 1/12/05 reorganizational and regular minutes (02/09/05 - 12) Approval of disbursements for January 2005 (02/09/05 - 13) Approved Budget Transfer #1 (02/09/05 - 14) Accepted State Annual Report (02/09/05 - 15) Executive Session (02/09/05 - 16) Adjournment (03/09/05 - 17) Approval of 2/9/05 minutes (03/09/05 - 18) Approval of Disbursements for February 2005 (03/09/05 - 19) Approved appointing Ken Frank as the library lawyer (03/09/05 - 20) Rescind motion to appoint Ken Frank as the library lawyer (03/09/05 - 21) Approved to contract with R&V Flooring Systems for carpeting (03/09/05 - 22) Adjournment (04/13/05 - 23) Approval of 3/9/05 minutes (04/13/05 - 24) Approval of disbursements for March 2005 (04/13/05 - 25) Approved Budget Amendment #1 (04/13/05 - 26) Executive session (04/13/05 - 27) Terminate Shaw & Perelson (04/13/05 - 28) Approved appointing Ken Frank as the library lawyer (04/13/05 - 29) Approved to change election date (04/13/05 - 30) Librarians Association holiday schedule (04/13/05 - 31) Adjournment (05/11/05 - 32) Approval of 4/13/05 minutes (05/11/05 - 33) Approval of disbursements for April 2005 (05/11/05 - 34) Accepted timetable for budget/trustee election (05/11/05 - 35) Approved Librarian's Association holiday schedule for 2006 (05/11/05 - 36) Executive session (05/11/05 - 37) Adjournment (06/08/05 - 38) Approval of 5/11/05 minutes (06/08/05 - 39) Approval of disbursements for May 2005 (06/08/05 - 40) Approved Budget Amendment #2 (06/08/05 - 41) Approved Budget Transfer #2 (06/08/05 - 42) Executive Session (06/08/05 - 43) Adjournment (07/13/05 - 44) Approval of 6/8/05 minutes (07/13/05 - 45) Approval of disbursements for June 2005 (07/13/05 - 46) Approved Budget Amendment #3 (07/13/05 - 47) Approved Budget Transfer #3 (07/13/05 - 48) Approved 2006 proposed budget (07/13/05 - 49) Approved copy machine contract with Office Dynamics (07/13/05 - 50) Adjournment (09/14/05 - 51) Approval of 7/13/05 minutes (09/14/05 - 52) Approval of disbursements for July 2005 (09/14/05 - 53) Approval of disbursements for August 2005 (09/14/05 - 54) Approved Budget Amendment #4 (09/14/05 - 55) Adopted 2006 Library District Budget (09/14/05 - 56) Adjournment (10/13/05 - 57) Approval of 9/14/05 minutes (10/13/05 - 58) Approved 10/11/05 election results (10/13/05 - 59) Approved Christmas Eve hours (10/13/05 - 60) Adopted tax levy for 2006 (10/13/05 - 61) Approved to pay only telecommunications for ANSER (10/13/05 - 62) Adjournment (11/09/05 - 63) Approval of 10/13/05 minutes (11/09/05 - 64) Approval of disbursements for September 2005 (11/09/05 - 65) Approval of disbursements for October 2005 (11/09/05 - 66) Approved Budget Amendment #5 (11/09/05 - 67) Approved Budget Transfer #4 (11/09/05 - 68) Approved Revised Rules & Regulations for Conduct (11/09/05 - 69) Executive Session (11/09/05 - 70) Approved Administration Salaries for 2006 (11/09/05 - 71) Adjournment