MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES April 9, 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 Mrs. Rosa Boyd Mrs. Lois Ruckert Mr. Kevin J. Gallagher, Director 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 Ms. Kay moved for adoption of the minutes of the March 12, 2008 meeting with the following addition to Building & Grounds on page 2, the last paragraph “The third floor can not be used.” Mrs. Hutchinson seconded. Ayes: Lange, Bell, Berkowitz, Hutchinson, Kay, Boyd, Ruckert – 7 Noes: None Motion declared approved. (04/09/08 – 27) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. Ms. Lange reported receiving a letter from Stephen Oppenheim, RCLS Board President, in response to this board's letter on March 12th about concerns with the ANSER contract. He has referred the letter to the ANSER committee. E. President's Report The Board discussed “Meet Your Legislator Day/Evening.” The Board decided to wait until everything was settled with the passing of the state budget to call and set a date. Ms. Lange suggested a sign be put on the piano saying “nothing should be placed on the piano.” 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 on the accounts and balances. Discussion followed. (Report attached to the official minutes.) Discussion was held on the City of Middletown back taxes and as of now we have not received any check for this year. H. Library Staff Reports No report. I. Committee Reports Finance Committee: Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: BUDGET TRANSFER #2 TO: L9010.8802.12.0000.0 Retirement $531.00 FROM: L9030.8803.12.0000.0 Social Security $531.00 Actual invoice higher than estimated projection. Mrs. Hutchinson seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell, Boyd, Ruckert – 7 Noes: None Motion declared approved. (04/09/08 – 28) Mrs. Boyd moved that the regular monthly disbursements for March 2008 in the amount of $117,736.69 having been audited by Lois Ruckert and found to be correct, be approved. Mr. Berkowitz seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell, Boyd, Ruckert – 7 Noes: None Motion declared approved. (04/09/08 – 29) Building & Grounds Committee: Ms. Lange reported that Mr. McGovern installed a new light on the column near the reference desk. Mr. Gallagher has received two bids for the air conditioning compressor on the roof. A third company has never responded. Mr. Bell moved to accept Tri-County A/C & Refrigeration's bid of $11,314.00, using funds from the capital reserve. In addition, the Board will examine replenishing the capital reserve fund at years end. Mr. Berkowitz seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell, Boyd, Ruckert – 7 Noes: None Motion declared approved. (04/09/08 – 30) The custodial staff has been replacing some stained ceiling tiles on the first floor. Some of the lights in the front parking lot are going to be replaced. Ms. Lange discussed how we can not use the third floor for any more storage. She suggested looking at the storage room behind the meeting room about possibly rearranging things to see if we can gain space there. Discussion was held on having the building plan drawings digitized and secured for future use. J. Old Business Discussion was held on the purchase of a “tree of life” for donors. Mr. Gallagher is going to check on prices and designs. The Board will discuss the criteria at the next meeting. K. New Business Mr. Berkowitz moved to accept the 2008 election timetable as presented. Mrs. Boyd seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell, Boyd, Ruckert – 7 Noes: None Motion declared approved. (04/09/08 – 31) Ms. Lange asked for volunteers for the finance committee to work on the draft of the 2009 budget. She appointed Mr. Berkowitz and Mrs. Hutchinson. L. Adjournment Mrs. Boyd moved to adjourn the meeting at 8:35 pm. Mrs. Ruckert seconded. Ayes: Lange, Hutchinson, Bell, Kay, Berkowitz, Boyd, Ruckert – 7 Noes: None Motion declared approved. (04/09/08 – 32) 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 (03/12/08 – 22) Approval of 2/20/08 minutes (03/12/08 – 23) Approved monthly disbursements for February 2008 (03/12/08 – 24) Approved BUDGET AMENDMENT #1 (03/12/08 – 25) Approved language change in by-laws under Article III; Section 6 (03/12/08 – 26) Adjournment (04/09/08 – 27) Approval of 3/12/08 minutes (04/09/08 – 28) Approved BUDGET TRANSFER #2 (04/09/08 – 29) Approved monthly disbursements for March 2008 (04/09/08 – 30) Approved Tri-County's bid for compressor (04/09/08 – 31) Approved 2008 election timetable (04/09/08 – 32) Adjournment