MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES April 11, 2012 I. Attendance Mrs. Crown called the roll. Present Mrs. Rosa Boyd, President Ms. Barbara Kay, Treasurer Mrs. Tonia Crown, Secretary Ms. Marlena Lange Mr. Carl Berkowitz Mr. Richard C. Bell Mr. Matthew Pfisterer, Director Absent Mrs. Lois Ruckert, Vice President(excused) 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.Mrs. Rosa Boyd, President, opened the meeting at 7:00pm and led the pledge to the flag. B. Minutes Ms. Lange moved for adoption of the minutes of the March 14, 2012 meeting.Ms. Kay seconded. Ayes:*Boyd,*Bell, Crown, Kay, Lange -- 5 Noes:None Abstain:Berkowitz - 1 Motion declared approved.(4/11/12 -- 22) C. Visitor Comments No comments D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. Mrs. Boyd read a thank you letter from the Ontario Hose Company for a donation. (Attached to official minutes) Mrs. Boyd read a thank you note to the Board from Shelley Milburn for a donation made in memory of her father. E. President's Report Mrs. Boyd reported on a memo from Robert Hubsher saying 1.3 million dollars in MTA tax will be reimbursed to libraries. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Discussion was held on unserved areas. G. Treasurer's Report Mr. Pfisterer reported on the accounts and balances.(attached to official minutes) H. Library Staff Reports No report. I. Committee Reports Finance Committee:Mr. Berkowitz moved that the regular monthly disbursements for March 2012 in the amount of $75,958.76 having been audited by Tonia Crown and found to be correct, be approved.Mr. Bell seconded. Ayes: Boyd, Bell, Crown, Lange, Kay, Berkowitz -- 6 Noes:None Motion declared approved.(4/11/12 -- 23) **Building & Grounds: Ms. Lange reported on Building & Grounds. We have noticed an increase in the number of homeless/transient individuals using the library over the course of the last few weeks.Some of these individuals are presenting security concerns by violating library policies.Most of these violations are minor in nature such as sleeping, talking loudly and loitering.In addition to these minor violations, we have also experienced an increase in the number of more serious violations such as vandalism and trespassing.This has contributed to an increase in the number of calls we have made for Police assistance over the course of the past few weeks. The new door has arrived from Roe Brothers.Our head custodian who placed the order is unhappy with the window dimensions and the lack of customized styling.He is currently trying to resolve the issue with the vendor. The plaque has arrived from Partners in Recognition and Mr. Pfisterer will bring proofs for the customized nameplates to our April meeting.Still to be decided, is where to hang the plaque which is currently in the director's office. J. Old Business Discussion was held on Library District expansion. Discussion was held on a Volunteer Commemorative Plaque.Ms. Kay said this was brought up at a Friend's meeting and was decided that the Friends would help support it. K. New Business Mr. Berkowitz moved that the Election Timetable for October 2, 2012 be adopted as presented.Mr. Bell seconded.(Timetable attached to official minutes) Ayes:Boyd, Bell, Berkowitz, Crown, Kay, Lange -- 6 Noes:None Motion declared approved.(4/11/12 -- 24) Discussion was held on having a visitor policy.The Board will review a sample policy distributed at the meeting and give any comments to Mrs. Ruckert.Mrs. Ruckert will then work with Mr. Pfisterer on designing a policy and discussing it at the next meeting. Discussion was held on an Agenda policy. Ms. Lange moved to accept the NYS 2011 annual report.Mrs. Crown seconded. Ayes:Boyd, Bell, Berkowitz, Crown, Kay, Lange -- 6 Noes:None Motion declared approved.(4/11/12 -- 25) Mr. Berkowitz moved to go into executive session at 8:03pm to discuss personnel matters. Ms. Kay seconded. Ayes:Boyd, Bell, Berkowitz, Crown, Kay, Lange -- 6 Noes:None Motion declared approved.(4/11/12 -- 26) The Board returned from executive session at 8:13pm. L. Adjournment Mr. Berkowitz moved to adjourn the meeting at 8:15pm.Ms. Kay seconded. Ayes: Bell, Boyd, Crown, Kay, Lange, Berkowitz -- 6 Noes:None Motion declared approved.(4/11/12 -- 27) Respectfully submitted, Tonia Crown, Secretary TABLE OF MOTIONS (01/11/12 - 1)Accepted slate of officers (01/11/12 - 2)Designated Middletown Times Herald Record as official newspaper (01/11/12 - 3)Designated the Orange County Trust Company as official bank (01/11/12 - 4)Designated Stifel-Nicholas as Investment Firm (01/11/12 - 5)Appointed Robert Isseks as Library District's Attorney (01/11/12 - 6)Adjournment (01/11/12 -- 7)Approval of 12/14/11 minutes (01/11/12 -- 8)Approved BUDGET AMENDMENT 38 12/31/11 (01/11/12 -- 9)Approved monthly disbursements for November 2011 (01/11/12 -- 10)Adjournment (02/08/12 -- 11)Approval of 1/11/12 organizational minutes (02/08/12 -- 12)Approval of 1/11/12 minutes (02/08/12 -- 13)Approved BUDGET AMENDMENT #9 (12/31/11); monthly disbursements for December 2011; BUDGET TRANSFER #3 (12/31/11) (02/08/12 -- 14)Approved BUDGET AMENDMENT #1; monthly disbursements for January 2012 (02/08/12 -- 15)Approved using paper ballots for 2012 budget vote (02/08/12 -- 16)Adjournment (03/14/12 -- 17)Approval of 2/8/12 minutes (03/14/12 -- 18)Approved monthly disbursements for February 2012 (03/14/12 -- 19)Approved BUDGET TRANSFER #1 (03/14/12 -- 20)Approved Stifel Nicolaus & Co. resolution (03/14/12 -- 21)Adjournment (04/11/12 -- 22)Approval of 3/14/12 minutes (04/11/12 -- 23)Approved monthly disbursements for March 2012 (04/11/12 -- 24)Approved timetable for October 2, 2012 election (04/11/12 -- 25)Accepted NYS Annual Report for 2011 (04/11/12 -- 26)Executive session (04/11/12 -- 27)Adjournment