MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES January 14, 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 Mrs. Joan Hutchinson Ms. Eileen Connolly Mr. Kevin J. Gallagher, Director Absent Ms. Helen Sherman (excused) Mr. Ralph Russo, Honorary Trustee (excused) 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 7:12pm. B. Minutes Ms. Lange moved for adoption of the minutes of December 10, 2003. Mrs. Hutchinson seconded. Mr. Gallagher reported that Ms. Sherman mentioned to him that it didn’t need to say that Mr. Bell arrived at 6:34pm. Discussion followed. Ayes: Berkowitz, Bell, Boyd, Connelly, Hutchinson, Lange – 6 Noes: None Motion declared approved. (01/14/04 – 4) 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 thank you note from Ralph Russo for the clock plaque. E. President’s Report Mr. Berkowitz would like to thank Mr. Bell for two years of exemplary service as President and the many other years also. 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 insurance investigators recommended last year that an annual sprinkler inspection be done. Tom Scott, from the Board of Education, called and faxed a P.O. from October authorizing that work. The inspection will be done. The closing on the building is scheduled for Tuesday, January 20th at 10:00am. G. Treasurer’s Report Mr. Gallagher reported on the accounts and balances. (Report attached to official minutes.) H. Library Staff Reports No report. I. Committee Reports Buildings & Grounds Committee: Mr. Gallagher reported on a roof leak by the circulation desk. Paceline is going to be called for a recommendation on a company that works on clay tile roofs. Finance Committee: Ms. Connolly moved that the regular monthly disbursements for November 2003 in the amount of $114,867.66 having been audited by Marlena Lange and found to be correct, be approved. Mr. Bell seconded. Ayes: Berkowitz, Bell, Boyd, Connelly, Hutchinson, Lange – 6 Noes: None Motion declared approved. (01/14/04 – 5) I. Committee Reports Ms. Connolly moved that the payroll register of deductions for October 29, 2003 ($19,173.51), November 12, 2003 ($19,187.92) and November 26, 2003 ($18,924.27), having been audited by Marlena Lange and found to be correct, be approved. Mrs. Hutchinson seconded. Ayes: Berkowitz, Bell, Boyd, Connelly, Hutchinson, Lange – 6 Noes: None Motion declared approved. (01/14/04 – 6) Ms. Connolly moved that the manual checks for October 2003 ($16,466.49) and November 2003 ($12,892.39) having been audited by Marlena Lange and found to be correct, be approved. Mr. Bell seconded. Ayes: Berkowitz, Bell, Boyd, Connelly, Hutchinson, Lange – 6 Noes: None Motion declared approved. (01/14/04 – 7) Ms. Connolly moved that the regular monthly disbursements for December 2003 in the amount of $57,086.98 having been audited by Rosa Boyd and found to be correct be approved. Ms. Lange seconded. Ayes: Berkowitz, Bell, Boyd, Connelly, Hutchinson, Lange – 6 Noes: None Motion declared approved. (01/14/04 – 8) Ms. Connolly moved that the payroll register of deductions for December 10, 2003 ($18,957.50) and December 19, 2003 (19,098.78) having been audited by Rosa Boyd and found to be correct, be approved. Mrs. Hutchinson seconded. Ayes: Berkowitz, Bell, Boyd, Connelly, Hutchinson, Lange – 6 Noes: None Motion declared approved. (01/14/04 – 9) I. Committee ReportsCon’t. Ms. Connolly moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers for the 2004 budget: TO: L7410.8524.12.0000.5 Subscriptions $14,000.00 FROM: L7410.8521.12.3813.5 Children’s Books $10,000.00 FROM: L7410.8521.12.3814.5 Young Adult Books $ 4,000.00 TO: L7410.8420.12.0000.0 Insurance $21,000.00 FROM: L7410.8462.12.0000.0 Service Contracts $21,000.00 This amount represents what is needed to cover the Utica National Insurance Group Premium for 2004. (Budget Transfer #1) Ayes: Berkowitz, Bell, Boyd, Connelly, Hutchinson, Lange – 6 Noes: None Motion declared approved. (01/14/04 – 10) J. Old Business Mrs. Boyd reported that Mr. Russo was very pleased with his dinner with the Board. K. New Business Mr. Gallagher reported on the use of the interest from the Walt’s bequest. The interest is $1840.12. Discussion followed. Ms. Lange moved to roll over the Walt’s CD for 30 days. Ms. Connolly seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Connelly, Lange – 6 Noes: None Motion declared approved. (01/14/04 – 11) Mr. Gallagher reported on the closing on the building on January 20th and title insurance. Discussion followed. Mr. Bell moved that the Board of Trustees of the Thrall Public Library District of Middletown & Wallkill (“Middletown Thrall Library”), in accordance with section 5 of Chapter 398 of the Laws of 2000, to acquire title by deed that piece of real property located at 11-19 Depot Street in Middletown, New York currently owned by the Board of Education of the Enlarged City School District of Middletown and further identified by Tax Map designation Section 31, Block 12, Lot 14.21, and be it FURTHER resolved, that it is hereby determined by the Board that such acquisition is in the best interests of the Middletown Thrall Library, and be it K. New Business Con’t. FURTHER resolved, that the Board of Trustees authorizes its Board President or Executive Director to execute the necessary documents and pay the necessary fees. Ms. Connelly seconded. Ayes: Berkowitz, Bell, Boyd, Connolly, Hutchinson, Lange – 6 Noes: None Motion declared approved. (01/14/04 – 12) Mr. Bell moved to go into executive session at 8:26pm for the purpose of personnel matters. Mrs. Boyd seconded. Ayes: Berkowitz, Bell, Boyd, Connolly, Hutchinson, Lange – 6 Noes: None Motion declared approved. (01/14/04 – 13) The Board returned from executive session at 8:55pm. L. Adjournment Mrs. Boyd moved to adjourn the meeting at 8:55pm. Ms. Connelly seconded. Ayes: Berkowitz, Bell, Hutchinson, Boyd, Connelly, Lange - 6 Noes: None Motion declared approved. (01/14/04 - 14) 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