MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES April 10, 2002 I. Attendance Mr. Shaw called the roll: Present Mr. Richard C. Bell, President Mrs. Joan Hutchinson, Vice President (arrived 7:05pm) Mr. Stephen Shaw Mr. Carl Berkowitz Mrs. Rosa Boyd (arrived 7:05pm) Ms. Helen Sherman Mr. Kevin J. Gallagher, Director Mr. Timothy J. Conway, Treasurer Absent Mr. Ralph Russo, Secretary (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 PAGE 2 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. Berkowitz moved for adoption of the minutes of March 13, 2002. Mr. Shaw seconded. Ayes: Bell, Berkowitz, Shaw, Sherman - 4 Noes: None Motion declared approved. (10/04/02 - 30) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. E. President’s Report Mr. Bell reported having a conversation with Dan Depew, Town of Wallkill Board member, about Agricultural Property Tax Relief in the Town of Wallkill. Discussion followed. Mr. Bell reported being in touch with the Assembly and Mr. Gallagher has been in touch with the Senate with regard to the dates in the bill for Minisink. They asked that the dates be adjusted in the bill. Mr. Gallagher’s conversation with the Senate was that they would be happy to make that adjustment. They could not say when the bill would be passed but it was being held up because of rules that local bills are to follow the approval of the budget and that there is no budget in sight. PAGE 3 E. President’s Report Con’t. Mr. Bell spoke to Mr. Gunther’s office and they wanted to leave the June 30th date in on the basis that: 1. It applies pressure on the leadership to get the bill through. 2. The Senate was going to pass the bill soon. They feel the budget was going to be adopted this week or early next week. They agreed that if it got to the point where the bill wasn’t getting passed, they would change the wording. Mr. Berkowitz reported speaking with Mr. Gunther at Legislative Day in Albany. Mr. Gunther spoke to him about LVA. 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 he heard from Library Bureau about the library shelving and the order has been placed and there is no shipping charge. G. Treasurer’s Report Mr. Conway reported we are through the first quarter of the budget year and about 27% of the budget has been spent which is normal. Mr. Conway discussed the different accounts. H. Library Staff Reports Mr. Gallagher reported that the library has submitted an application for a library web site for American Library Association. The winners will be announced later this summer. I. Committee Reports Buildings & Grounds Committee: Mr. Conway asked the Building & Grounds Department about the stairwell treads and they are on order from a company in Newburgh. The boiler controls have been replaced and all the circuit boards have been replaced. The district has found a company with the software that would be installed here. The company is putting a proposal together and getting it to the Board of Education. PAGE 4 I. Committee Reports Con’t. Finance Committee: Mr. Berkowitz moved that the regular monthly disbursements for March 2002 in the amount of $24,960.15, having been audited by Rosa Boyd and found to be correct, be approved. Mr. Shaw seconded. Ayes: Bell, Hutchinson, Berkowitz, Shaw, Boyd, Sherman - 6 Noes: None Motion declared approved. (10/04/02 - 31) Mr. Berkowitz moved that the manual checks for February 2002 in the amount of $13,421.52 having been audited by Rosa Boyd and found to be correct, be approved. Mrs. Hutchinson seconded. Ayes: Bell, Hutchinson, Shaw, Berkowitz, Boyd, Sherman - 6 Noes: None Motion declared approved. (10/04/02 - 32) Mr. Berkowitz moved that the payroll register of deductions for March 6 ($17,502.67) and March 20 ($17,652.75, 2002, having been audited by Rosa Boyd and found to be correct, be approved. Mrs. Sherman seconded. Ayes: Bell, Hutchinson, Shaw, Boyd, Berkowitz, Sherman - 6 Noes: None Motion declared approved. (10/04/02 - 33) Mr. Berkowitz discussed the budget cuts for the 2002 budget. Mr. Berkowitz asked if the Board wanted to restore some of the Materials cuts since we received the PILOT from the Galleria. Discussion was held and decided to leave it as is for now. J. Old Business The Board discussed the library budget and trustee vote. Mr. Gallagher reported we still don’t know when the state is going to pass this bill. If it goes much longer a June vote isn’t going to be practical. Mr. Bell and Mr. Gallagher discussed looking that if it passes in time to permit a June vote have it June 25th, if not then October 8th. PAGE 5 J. Old Business Mr. Berkowitz moved to set dates of June 25th and October 8th for votes in conjunction with three items: 1. The expansion of the library tax district to include the Minisink Valley School District. 2. The library budget for 2003. 3. To fill the trustee positions and also expand the Board. The actual date to be resolved by the passage of the bill to establish the vote for the Minisnk Valley Central School District. Mr. Shaw seconded. Ayes: Bell, Boyd, Hutchinson, Shaw. Berkowitz, Sherman - 6 Noes: None Motion declared approved. (10/04/02 - 34) Mr. Berkowitz moved that if there is no vote scheduled for June to enlarge the library district and if no interim contract is derived between now and July 1st with the Minisink School District, that we continue from July 1st to December 31st library services for juvenile cardholders. There was no second. Discussion followed. Discussion was held on Trustee Stephen Shaw’s impending resignation. K. New Business Discussion was held on restrictions on library cardholders from the Bloomingburg Free Library. Mrs. Hutchinson moved to call on RCLS to impose restrictions on borrowing by patrons from the Bloomingburg Library District as outlined in the memo from Mr. Gallagher. Mr. Shaw seconded. Discussion followed. Ayes: Bell, Hutchinson, Berkowitz, Shaw, Boyd, Sherman - 6 Noes: None Motion declared approved. (10/04/02 - 35) Ms. Sherman moved to approve the Bulletin Board and Display Cases and Exhibit Space rules as currently written. Mr. Berkowitz seconded. Ayes: Bell, Boyd, Hutchinson, Shaw, Berkowitz, Sherman - 6 Noes: None Motion declared approved. (10/04/02 - 36) PAGE 6 K. New Business Con’t. Mrs. Boyd moved to appoint Nugent & Haeussler, PC as the audit service for the library. Mrs. Hutchinson seconded. Ayes: Bell, Hutchinson, Boyd, Sherman, Berkowitz, Shaw - 6 Noes: None Motion declared approved. (10/04/02 - 37) Mr. Berkowitz moved to go into executive session at 8:27pm to discuss a personnel item. Mrs. Boyd seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Shaw, Sherman - 6 Noes: None Motion declared approved. (10/04/02 - 38) The Board returned from executive session at 8:34pm. Mr. Berkowitz moved to approve a leave without pay for Georgie Cuffee. Mrs. Hutchinson seconded. Ayes: Bell, Hutchinson, Boyd, Shaw, Berkowitz, Sherman - 6 Noes: None Motion declared approved. (10/04/02 - 39) L. Adjournment Mrs. Hutchinson moved to adjourn the meeting at 8:35pm. Mrs. Boyd seconded. Ayes: Bell, Hutchinson, Berkowitz, Boyd, Shaw, Sherman - 6 Noes: None Motion declared approved. (10/04/02 - 40) Respectfully submitted, Ralph Russo, Secretary TABLE OF MOTIONS (02/01/02 - 1) Approval of 12/12/01 minutes (02/01/02 - 2) Regular monthly disbursements for December. (02/01/02 - 3) Correction to Transfer #3 (for 7/1/01-12/31/01 budget) into insurance. (02/01/02 - 4) Accept all practices & policies of previous Board. (02/01/02 - 5) Tabled resolution moving full-time custodians to clerical unit. (02/01/02 - 6) Adjournment of January 2nd meeting. (13/02/02 - 7) Approval of 1/2/02 organizational meeting minutes. (13/02/02 - 8) Approval of 1/2/02 Regular meeting minutes. (13/02/02 - 9) Approval of disbursement for payroll & benefits for Dec. 2001. (13/02/02 - 10) Approval of monthly disbursements for fiscal year 7/1/01-12/31/01. (13/02/02 - 11) Approval of payroll register of deductions for December 2001. (13/02/02 - 12) Accepted budget transfer from Furn. & Equip. to Insurance. (13/02/02 - 13) Untabled motion (02/01/02 - 5) moving F.T. Custodians to Clerical Unit. (13/02/02 - 14) Approved moving Full-time Custodians to Clerical Unit. (13/02/02 - 15) Amended 2002 budget to increase Furn. & Equip. - balance of Centennial checking account (13/02/02 - 16) Summer Hours effective 6/9 - Regular hours resume 9/7 (13/02/02 - 17) Executive session to discuss personnel. (13/02/02 - 18) Adjournment of 2/13 meeting. (13/03/02 - 19) Approval of 2/13/02 minutes. (13/03/03 - 20) Approval of disbursements for partial payroll 2/6 & manual checks (13/03/02 - 21) Approval of payroll register of deductions for 1/23; 2/6; & 2/20/02 (13/03/02 - 22) Approval of regular monthly disbursements for February 2002. (13/03/02 - 23) Approval of “correction” for payroll deductions. (13/03/02 - 24) Accepted budget transfer from Pass-Through from district to insurance. (13/03/02 - 25) Budget cuts for 2002 budget. (13/03/02 - 26) Approved revised Mission Statement. (13/03/02 - 27) Approved to permit Advest to set-up no charge account. (13/03/02 - 28) Executive session. (13/03/02 - 29) Adjournment of 3/13 meeting (10/04/02 - 30) Approval of 3/13/02 minutes. (10/04/02 - 31) Approval of disbursements for March 2002 (10/04/02 - 32) Approval of manual checks for February 2002 (10/04/02 - 33) Approval of payroll register deductions for March 6 & March 20 (10/04/02 - 34) Set dates for Minisink vote. (10/04/02 - 35) Restrictions on Bloomingburg cardholders. (10/04/02 - 36) Approval of Bulletin Board & Display Case Policy (10/04/02 - 37) Approval of Nugent & Haeussler as audit service. (10/04/02 - 38) Executive session. PAGE 2 (10/04/02 - 39) Approval of leave without pay for Georgie Cuffee. (10/04/02 - 40) Adjournment of 4/10/02 meeting.