MINUTES OF THE MEETING
THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES



April 9, 2003




I. Attendance

Ms. Lange called the roll:

Present
Mr. Richard C. Bell, President
Mr. Carl Berkowitz, Vice President
Mr. Ralph Russo, Secretary
Mrs. Joan Hutchinson (arrived 7:02pm)
Ms. Marlena Lange
Mrs. Rosa Boyd
Ms. Helen Sherman
Mr. Kevin J. Gallagher, Director
Mr. Timothy J. Conway, Treasurer

Visitors
Mrs. Karen Heil, Government Documents Librarian

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. Richard C. Bell, President, opened the meeting at 7:00pm and led the pledge to
the flag.

B. Minutes
Mr. Russo moved for adoption of the minutes of March 12, 2003. Mrs. Boyd seconded.

Ayes: Bell, Russo, Berkowitz, Sherman, Boyd, Lange - 6
Noes: None
Motion declared approved. (04/09/03 - 38)

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. Bell read a letter from Robert Hubsher, Director of RCLS, thanking Thrall Library for making our meeting room available during their renovation project. (Letter attached to official minutes.)

E. President’s Report
Mr. Bell reported on a meeting with the Town of Wallkill. Discussion followed.

Mr. Bell said that he and Carl Berkowitz attended the trustee workshop on Saturday, April 5th at RCLS.

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 our public policies, posted on our website, will be cited in a book by Rebecca Brumley, a librarian from Texas. The book is Public Library Manager’s Forms, Policies and Procedures Manual.

G. Treasurer’s Report
Mr. Conway reported that the auditors have been here and at the school district. The tentative fund balance will be $266,000.

Mr. Conway went over the account balances.

H. Library Staff Reports
Karen Heil, Government Documents Librarian, gave her report. (Report attached to official minutes.)

Mr. Gallagher reported that he has been interviewing for a full-time library clerk position in technical processing.


I. Committee Reports
Buildings & Grounds Committee: Mr. Russo reported that everything is fine. Mr. Conway reported that the software for the HVAC system is at the vendor being worked on.

Finance Committee: No report.

J. Old Business
Mr. Bell reported that there is nothing new with contract negotiations.


K. New Business
Ms. Sherman moved to begin summer hours (10:00am – 2:00pm Saturdays; closed Sundays) on June 21st. The regular weekend schedule would resume Saturday, September 6th. Mr. Berkowitz seconded. Discussion followed.

Ayes: Bell, Berkowitz, Hutchinson, Lange, Russo, Boyd, Sherman – 7
Noes: None
Motion declared approved. (04/09/03 – 39)

Mr. Gallagher reported that the Rolling Thunder Vietnam Veterans organization would like to present the library district with a POW/MIA flag. Discussion followed. The Board decided to thank them but it is not board policy.

L. Adjournment
Mr. Russo moved to adjourn the meeting at 8:17pm. Ms. Lange seconded.

Ayes: Bell, Hutchinson, Berkowitz, Russo, Boyd, Lange, Sherman - 7
Noes: None
Motion declared approved. (04/09/03 - 40)


Respectfully submitted,


Ralph Russo, Secretary








TABLE OF MOTIONS

(01/08/03 - 1) Accepted slate of officers
(01/08/03 - 2) Designated Middletown Times Herald Record as official newspaper
(01/08/03 - 3) Adjournment of reorganizational meeting
(01/08/03 - 4) Approval of 12/12/03 minutes
(01/08/03 - 5) Appointed Treasurer
(01/08/03 - 6) Amended 2003 budget – Amendment #1
(01/08/03 - 7) Approval of disbursements for December 2002
(01/08/03 - 8) Approval of payroll register of deductions for 11/27 & 12/11/02
(01/08/03 - 9) Adopted Internet Policy
(01/08/03 - 10) Approved Walts bequest be put in CD
(01/08/03 - 11) Approved Records Retention Policy
(01/08/03 - 12) Executive Session
(01/08/03 - 13) Appointed David Shaw & law firm as negotiator for labor contracts
(01/08/03 - 14) Adjournment
(02/12/03 - 15) Approval of 1/8/03 minutes
(02/12/03 - 16) Approval of 1/8/03 organizational minutes
(02/12/03 - 17) Rescind suspension for borrowing privileges of Ellen Sampson
(02/12/03 - 18) Approved final monthly disbursements for fiscal year 2002
(02/12/03 - 19) Approved manual checks for November 2002
(02/12/03 - 20) Approved payroll register of deductions for Dec. 20; & Jan. 8, 2003
(02/12/03 - 21) Accepted Meeting Room Policy as written
(02/12/03 - 22) Established first Tuesday in October as date for annual election
(02/12/03 - 23) Amended previous resolution to include the vote be held at Thrall
(02/12/03 - 24) Denied request to Town of Wawayanda resident for library privileges
(02/12/03 - 25) Adopted Subpoena Policy
(02/12/03 - 26) Executive Session
(02/12/03 - 27) Promote Robert Winship to custodian
(02/12/03 - 28) Raise – Mary Roberto
(02/12/03 - 29) Adjournment
(03/12/03 - 30) Approval of 2/12/03 minutes
(03/12/03 - 31) Approval of part-time position for Debbie Libassi
(03/12/03 - 32) Approval of funding for new account (bindery books)
(03/12/03 - 33) Approved budget transfer for foreign films
(03/12/03 - 34) Approved budget transfer for legal costs/audit
(03/12/03 - 35) Approved certificate of appreciation for William Stevens
(03/12/03 - 36) Executive session
(03/12/03 - 37) Adjournment
(04/09/03 - 38) Approval of 3/12/03 minutes
(04/09/03 - 39) Approve summer hours
(04/09/03 - 40) Adjournment