MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES February 20, 2008 I. Attendance Mrs. Hutchinson called the roll: Present Ms. Marlena Lange, President Mr. Carl Berkowitz, Vice President Mrs. Joan Hutchinson, Secretary Ms. Barbara Kay, Treasurer Mr. Richard C. Bell Mr. Kevin J. Gallagher, Director Absent Mrs. Rosa Boyd Visitors No visitors 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. Ms. Marlena Lange, President, opened the meeting at 7:00pm and led the pledge to the flag. B. Minutes Mr. Berkowitz moved for adoption of the re-organizational minutes and the regular meeting minutes of the January 9, 2008 meeting with the following correction to the regular minutes on page 3 under K. New Business the word three was misspelled. Ms. Kay seconded. Ayes: Lange, Bell, Berkowitz, Hutchinson, Kay – 5 Noes: None Motion declared approved. (02/20/08 – 9) 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. Gallagher reported receiving a letter from Senator Bonacic informing us that he has secured $2500 in 2008 Bullet Aid for every library in his District. (Letter attached to official minutes) E. President's Report Ms. Lange reported on the letter sent to RCLS from this Board and their response. (Letters attached to official minutes) Ms. Lange reported that Randy Enos asked her to be part of a Trustee panel on May 3rd in Albany. Ms. Lange reported that she wanted to give the Board a heads up on a request that Gertrude Mokotoff made. Discussion followed. Mr. Bell moved to make the DVD collection of foreign films be the Gertrude Mokotoff Collection and a plaque could be put up in her honor stating how much she's done for the library. Mr. Berkowitz seconded. Ayes: Lange, Berkowitz, Bell, Hutchinson, Kay – 5 Noes: None Motion declared approved. (02/20/08 – 10) 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 Mr. Gallagher reported receiving checks from some of the municipalities. H. Library Staff Reports No report. I. Committee Reports Building & Grounds Committee: Ms. Lange reported on the leak in the Board Room. Discussion followed. Lamtek is coming in March about the damaged woodwork in the Board Room and possibly moving the end section of the circulation desk to the reference area so we can move the Union Newsstand over. O'Malley Electric did some repairs in the Business Office. Discussion was held on the third floor storage area. Finance Committee: Ms. Kay moved that the regularly monthly disbursements for December 2007 in the amount of $77,260.62, having been audited by Carl Berkowitz and found to be correct, be approved. Mrs. Hutchinson seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell – 5 Noes: None Motion declared approved. (02/20/08 – 11) Ms. Kay moved that the regular monthly disbursements for January 2008 in the amount of $193,494.07, having been audited by Richard Bell and found to be correct, be approved. Mr. Berkowitz seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell – 5 Noes: None Motion declared approved. (02/20/08 – 12) BUDGET TRANSFER #1 Ms. Kay moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: TO: L7410.8522.12.3901.5 ADULT MEDIA $8,000.00 FROM: L7410.8521.12.3810.5 ADULT BOOKS $8,000.00 (This transfer is due to the request by M. Climes to purchase more Adult Media- recorded books, DVD's) Mr. Bell seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell – 5 Noes: None Motion declared approved. (02/20/08 – 13) PAGE 4 I. Committee Reports Con't. BUDGET TRANSFER #5 (12/31/07) Ms. Kay moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: TO: L7410.8522.12.3901.5 ADULT MEDIA $ 39.14 FROM: L7410.8521.12.3810.5 ADULT BOOKS $ 39.14 TO: L7410.8502.12.0000.5 OFFICE & LIBRARY SUPPLIES $ 76.88 L7410.8506.12.0000.5 CIRCULATION CONTROL $ 265.44 FROM: L7410.8514.12.0000.5 A-V SUPPLIES $ 342.32 TO: L9010.8802.12.0000.0 RETIREMENT $ 2,786.00 FROM: L9060.8804.12.0000.0 HEALTH & DENTAL $ 2,786.00 TO: L7410.8157.12.0000.6 LIBRARIANS F.T. $18,051.00 L7410.8160.12.0000.6 ADMIN. RXPENSES $ 1,448.00 FROM: L7410.8161.12.0000.6 CLERKS F.T. $19,499.00 TO: L7410.8158.12.0000.6 LIBRARIANS P.T. $ 8,811.50 L7410.8163.12.0000.6 CUSTODIAL F.T. $ 3,415.00 FROM: L7410.8167.12.0000.6 CLERKS P.T. $ 2,295.00 L7410.8164.12.0000.6 CLEANERS P.T. $ 4,223.00 L7410.8168.12.0000.6 SECURITY P.T. $ 1,572.00 L9030.8803.12.0000.0 SOCIAL SECURITY $ 4,136.50 (These amounts represent the final transfers for fiscal year 2007. Overages in salary accounts – due to additional hiring's and end of year accruals for part-time salaries) Mr. Berkowitz seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell – 5 Noes: None Motion declared approved. (02/20/08 – 14) BUDGET AMENDMENT #9 (12/31/07 Ms. Kay moved that the Board of Trustees of Middletown Thrall Library amend the 2007 budget to be increased as follows: ADD REVENUES: L2705 $ 31,466.09 ADD APPROPRIATIONS: Adult Books L.7410.8521.12.3810.5 $ 6,140.81 Foreign Media L7410.8522.12.3905.5 $ 22.28 Adult Media L7410.8522.12.3901.5 $ 12,499.03 Young Adult Book L7410.8521.12.3814.5 $ 826.58 Children Media L7410.8522.12.3902.5 $ 335.48 Programs L7410.8425.12.0000.0 $ 5,955.00 Furniture & Equip. L7410.8200.12.0000.7 $ 5,686.91 (This amount represents the purchases made by FOMTL 1/1 – 12/31/07) Mrs. Hutchinson seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell – 5 Noes: None Motion declared approved. (02/20/08 – 15) J. Old Business Ms. Lange reported that she met with Kevin and Sally Taylor concerning Summitfield Children's Learning Center. Discussion followed. K. New Business Mr. Berkowitz moved to approve $7,250.00 from the gift and bequest funds as the library district's share for the purchase of a piano for the meeting room. Mr. Bell seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell – 5 Noes: None Motion declared approved. (02/20/08 – 16) Mr. Bell moved for the approval of the proposed ANSER contract. Ms. Kay seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell – 5 Noes: None Motion declared approved. (02/20/08 – 17) Mr. Berkowitz moved to go into executive session at 8:08pm for discussion of a personnel matter. Mrs. Hutchinson seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell – 5 Noes: None Motion declared approved. (02/20/08 – 18) The Board returned from executive session at 8:23p.m. Ms. Kay moved to approve Richard Guertin to proceed with the change of status to confidential for a library district employee. Mr. Bell seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell – 5 Noes: None Motion declared approved. (02/20/08 – 19) Mrs. Hutchinson moved to appoint Lois Ruckert to fill the vacant trustee seat. Mr. Berkowitz seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell – 5 Noes: None Motion declared approved. (02/20/08 – 20) Discussion was held on the by-laws. L. Adjournment Ms. Kay moved to adjourn the meeting at 8:30 pm. Mrs. Hutchinson seconded. Ayes: Lange, Hutchinson, Bell, Kay, Berkowitz – 5 Noes: None Motion declared approved. (02/20/08 – 21) Respectfully submitted, Joan Hutchinson, Secretary TABLE OF MOTIONS (01/09/08 - 1) Accepted slate of officers (01/09/08 - 2) Designated Middletown Times Herald Record as official newspaper (01/09/08 - 3) Designated the Orange County Trust Company as official bank (01/09/08 - 4) Reappointed Richard Guertin as Library District Attorney (01/09/08 - 5) Adjournment (01/09/08 - 6) Approval of 12/12/07 minutes (01/09/08 - 7) Executive Session (01/09/08 - 8) Adjournment (02/20/08 – 9) Approval of 1/9/08 reorganization and regular minutes (02/20/08 – 10) Approved DVD collection of foreign film be the Gertrude Mokotoff Collection (02/20/08 – 11) Approved monthly disbursements for December 2007 (02/20/08 – 12) Approve monthly disbursements for January 2008 (02/20/08 – 13) Approved BUDGET TRANSFER #1 (02/20/08 – 14) Approved BUDGET TRANSFER #5 – final transfers for year 2007 (02/20/08 – 15) Approved BUDGET AMENDMENT #9 – purchases made by FOMTL 1/1- 12/31/07 (02/20/08 – 16) Approval of $7250.00 for purchase of piano (02/20/08 – 17) Approved ANSER contract (02/20/08 – 18) Executive session (02/20/08 – 19) Approve for R. Guertin to proceed with change of status for library employee (02/20/08 – 20) Appointed Lois Ruckert to vacant Board seat (02/20/08 – 21) Adjournment