MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES March 11, 2015 I. Attendance Ms. Lange called the roll. Present Mrs. Lois Ruckert, President Mrs. Tonia Crown, Vice President Ms. Marlena Lange, Secretary Ms. Barbara Kay, Treasurer Mr. Richard C. Bell Mr. Carl Berkowitz Mr. Matthew Pfisterer, Director Absent Mrs. Rosa Boyd (excused) Visitors Charles DeYoe, III - Part-Time Local History Librarian 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. Mrs. Lois Ruckert, President, opened the meeting at 5:03pm and led the pledge to the flag. B. Minutes Mr. Berkowitz moved for adoption of the minutes of the February 11, 2015 meeting. Mr. Bell seconded. Ayes: Ruckert, Bell, Berkowitz, Crown, Lange, Kay - 6 Noes: None Motion declared approved. (03/11/15 - 16) C. Visitor Comments Charles DeYoe, III, part-time Local History Librarian, discussed materials in Local History. D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. E. President's Report Mrs. Ruckert presented a list of scheduled RCLS seminars. 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 someone contacting the Library Director of possible filming a movie at Thrall. G. Financial Officer's Report Mr. Pfisterer reported on the accounts and balances. H. Committee Reports Finance Committee: BUDGET AMENDMENT #9 (12/31/2014) Ms. Kay moved that the Board of Trustees of Middletown Thrall Library amend the 2014 budget to be increased as follows: ADD Revenue L2705 $ 2,034.52 FOMTL "in-kind" donation 2014 FOMTL purchases ADD Appropriations: L7410.8522.12.3901.5 Adult Media $ 864.13 L7410.8522.12.3905.5 Foreign Film $1,170.39 Mr. Berkowitz seconded. Ayes: Ruckert, Bell, Berkowitz, Crown, Lange, Kay - 6 Noes: None Motion declared approved. (03/11/15 - 17) BUDGET TRANSFER #3 FINAL (12/31/2014) Ms. Kay moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfer: TO: L7410.8158.12.0000.6 P.T. Librarians $ 21,472.00 TO: L7410.8164.12.0000.6 P. T. Cleaners $ 3,763.00 TO: L7410.8167.12.0000.6 P.T. Clerical $ 2,658.00 FROM: L7410.8161.12.0000.6 F.T. Clerical $27,893.00 TO: L9010.8802.12.0000.0 Retirement $ 11,207.00 FROM: L9060.8804.12.0000.0 Health & Dental $11,207.00 to cover overdrafts Mrs. Crown seconded. Ayes: Ruckert, Bell, Berkowitz, Crown, Lange, Kay - 6 Noes: None Motion declared approved. (03/11/15 - 18) Ms. Kay moved that the regular monthly disbursements for February 2015 in the amount of $72,666.00 having been audited by Marlena Lange and found to be correct, be approved. Ms. Crown seconded. Ayes: Ruckert, Bell, Berkowitz, Crown, Lange, Kay - 6 Noes: None Motion declared approved. (03/11/15 - 19) Building & Grounds: Ms. Lange reported on Building & Grounds. Mr. Pfisterer requested bids for engineering blueprints and specs for the installation of a new gas boiler system from five local engineering firms. To date, Mr. Pfisterer received one bid. Ice and slippery walkways that occur each year throughout the grounds have been a constant issue for the past several weeks in part due to the severity of this winter. We have had one slip and fall accident which resulted in a claim being filed with our insurance carrier and one employee slip and fall which did not require medical treatment. A third incident took place in close proximity to the Library building but on City property. Our custodial staff has been applying deicing products as needed but this is a challenge because of the cycle of melt, run-off and refreezing that has been occurring. We have been experiencing a problem with patrons congregating around electrical outlets, particularly on the first floor by the word processing/catalog work stations in the reference area. People are accessing the outlets to recharge their cell phones. We are looking to set up two custom built cell phone recharging stations and place them in the Library's Reading Room. Our Head Custodian will be designing and constructing tables. Mr. Pfisterer is awaiting the monthly inspection from the exterminating company. There has been no reports from staff or patrons about any insect problems since the date of our last inspection. Discussion was held on Engineering proposals for the boiler system. Ms. Kay moved to go into executive session at 6:00pm to discuss potential employment of a particular corporation. Mrs. Crown seconded. Ayes: Ruckert, Bell, Berkowitz, Crown, Lange, Kay - 6 Noes: None Motion declared approved. (03/11/15 - 20) The Board returned from executive session at 6:02pm. I. Old Business Discussion was held on the tutoring policy in the library. J. New Business Discussion was held on the highlights from the annual report. Ms. Lange moved to accept the NYS Annual Report for 2014 as presented. Mr. Bell seconded. Ayes: Ruckert, Bell, Berkowitz, Crown, Lange, Kay - 6 Noes: None Motion declared approved. (03/11/15 - 21) K. Adjournment Mr. Berkowitz moved to adjourn the meeting at 6:15pm. Ms. Lange seconded. Ayes: Ruckert, Bell, Berkowitz, Crown, Lange, Kay - 6 Noes: None Motion declared approved. (03/11/15 -22) Respectfully submitted, Marlena Lange, Secretary TABLE OF MOTIONS (01/14/15 - 1) Accepted slate of officers (01/14/15 - 2) Designated Middletown Times Herald Record as official newspaper (01/14/15 - 3) Designated the Orange County Trust Company as official bank (01/14/15 - 4) Designated Stifel-Nicholas as Investment Firm (01/14/15 - 5) Appointed Robert Isseks as Library District's Attorney (01/14/15 - 6) Adjournment (01/14/15 - 7) Approval of 12/18/14 minutes (01/14/15 - 8) Approved BUDGET AMENDMENT #8 (12/31/14); BUDGET AMENDMENT #1 (01/14/15) (01/08/15 - 9) Adjournment (02/11/15 - 10) Approval of 1/14/15 reorganizational minutes (02/11/15 - 11) Approval of 1/14/15 minutes (02/11/15 - 12) Executive session (02/11/15 - 13) Approved BUDGET AMENDMENT #2; monthly disbursements for December 2014 and January 2015 (02/11/15 - 14) Executive session (02/11/15 - 15) Adjournment (03/11/15 - 16) Approval of 2/11/15 minutes (03/11/15 - 17) Approved BUDGET AMENDMENT #9 (12/31/2014) (03/11/15 - 18) Approved BUDGET TRANSFER #3 (Final - 12/31/2014) (03/11/15 - 19) Approved monthly disbursements for February 2015 (03/11/15 - 20) Executive session (03/11/15 - 21) Accepted NYS Annual Report for 2014 (03/11/15 - 22) Adjournment