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

                        				
May 8, 2013

  
I.    Attendance
      Ms. Lange called the roll.

      Present
      Mrs. Rosa Boyd, President 
      Mrs. Lois Ruckert, Vice President  (arrived at 7:14pm)
      Mrs. Tonia Crown, Secretary (arrived at 7:13pm)
      Ms. Barbara Kay, Treasurer 
      Ms. Marlena Lange
      Mr. Carl Berkowitz 
      Mr. Richard C. Bell
      Mr. Matthew Pfisterer, Director

      Absent
      none

      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.  Mrs. Rosa Boyd, President, opened the meeting at 7:00pm and led the pledge to the 
    flag. 

     
B.  Minutes
     Mr. Bell moved for adoption of the minutes of the April 10, 2013 meeting.  Ms. 
     Kay seconded.  
		Ayes:  Boyd, Bell, Berkowitz, Kay, Lange - 5
		Noes:  None
		Motion declared approved.  (5/08/13 - 33)


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 letter from Claudia Tenney, State Assembly, regarding Mrs. Boyd's
	  e-mail about the 2013 state budget and funding for libraries.  (Attached to official minutes)
	  

E.   Library Staff Reports
	   Mrs. Karen Heil, Government Documents Librarian, reported on the Government 
	   Document Department.  (Report attached to official minutes)
       

F.   Treasurer's Report
               Mr. Pfisterer reported on the accounts and balances.  (attached to official minutes)

	   Ms. Kay moved to set-up a budget line item for the re-imbursement of the MTA payroll 
	   tax.  Ms. Lange seconded.  
		Ayes:  Boyd, Bell, Berkowitz, Crown, Kay, Lange, Ruckert - 7
		Noes:  None
		Motion declared approved.  (5/08/13 - 34)


G.   President's Report  
	  Mrs. Boyd congratulated Mr. Pfisterer for being elected as the President of the Orange 
	  County Library Association for 2013.

	   Mrs. Boyd reported on the Middletown's 125th Anniversary parade to be held on June 29, 
	   2013.  Also, anyone wanting to participate is welcomed.  Discussion followed.

	   Mr. Berkowitz reported on the amount of money that RCLS receives.  At a recent RCLS 
	   Board meeting, they made a proposal to simply add that money into the reserve fund and 
	   keep the fee at the current rate.  Mr. Berkowitz said no, that his Board would like to see 
	   that 50% of the money is used to reduce fees that libraries are paying and 50% go into the 
	   reserve fund.  It was decided that they would go with the original proposal and will not 
	   reduce the fee.	   
	  

H.   Director's Report
	  (A copy of the Director's Report sent to each Board member is attached to the official minutes.)	 
	
	   The Orange County Trust Bank wanted to express their appreciation for our business at 
	   their bank.  They have offered to reimburse the library for incidental costs related to the 
	   incident.  Mrs. Fiumano doesn't have an exact figure yet.  Discussion followed.

	  Mr. Pfisterer reported that he has a list of names for the volunteer plaque.  Discussion 
	  followed.


I.   Committee Reports
  Finance Committee: BUDGET AMENDMENT #4
  Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library amend the
  2013 budget to be increased as follows.
	ADD
	  Revenue   L2705   Gifts & Donations			$20.00
			            L. Thompson
	ADD
	  Appropriations:  L7410.8521.12.3810.5  Books (adult)		$20.00

   Mrs. Ruckert seconded.
		Ayes:  Boyd, Bell, Berkowitz, Crown, Kay, Lange, Ruckert - 7
		Noes:  None
		Motion declared approved.  (5/08/13 - 35)


   BUDGET TRANSFER #3
   Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library accept the  
   following budget transfers:
	To: L7410.8420.12.0000.0      Insurance			$8,000.00
	  FROM: L7410.8450.12.0000.0  Building Utilities				$8,000.00
    Cover the additional (unexpected) cost of Workman's Comp insurance
		
   Ms. Lange seconded.	
	Ayes: Boyd, Bell, Berkowitz, Crown, Ruckert, Kay, Ruckert - 7
	Noes: None
	Motion declared approved.  (5/08/13 - 36)
        
     Mr. Berkowitz moved that the regular monthly disbursements for April 2013 in the  
     amount of $92,751.93 having been audited by Rosa Boyd and found to be correct, be 
     approved.  Ms. Kay seconded.
		Ayes:  Boyd, Bell, Berkowitz, Crown, Ruckert, Kay, Lange - 7
		Noes:  None
		Motion declared approved.  (5/08/13 - 37)


    Building & Grounds: Ms. Lange reported on Building & Grounds.
	 Simplex Grinnell and Hunter Elevator project has been completed.

	 We are purchasing eight (8) high quality (plywood core) tables for the community room to
	  Replace old and worn tables.
	
     The mechanism required to raise and lower the American flag in front of the library is non-
	  functional.  The head custodian and I have been looking for someone to service our 
     flagpole.  This is proving to be difficult because of the height of the flagpole.

     A survey crew from Fusco Engineering was her and put permanent markers down on the 
	  Library District property lines.

	   I have made enquiries and received at least one bid to acquire a set of basic schematic 
	  drawings of the library interior showing all exits from the building.  This is in conjunction 
 	  with our previous discussions regarding a building evacuation plan.


J.  Old Business
	  Discussion was held on the untaxed areas.  Mr. Pfisterer offered to compose a letter to 
	  Robert Hubsher, RCLS Director, asking for any updates on this subject.


K.  New Business
   Discussion was held on a draft copy of the Evacuation Plan.

   Discussion was held on the 2014 Budget.

   Discussion was held on the Friends list of replacement additions to our collection.  (List 
   attached to official minutes.)

   Mr. Berkowitz and Mrs. Crown have been appointed to the budget committee.  Mr. 
   Pfisterer will contact them to set up a meeting.
	
        L.   Adjournment
              Mr. Berkowitz moved to adjourn the meeting at 8:45pm.  Mrs. Ruckert seconded.
		Ayes:  Boyd, Bell, Crown, Ruckert, Berkowitz, Kay, Lange - 7
		Noes:  None
		Motion declared approved.  (5/08/13 - 38)

	  							Respectfully submitted,
         								Tonia Crown, Secretary


TABLE OF MOTIONS

	(01/09/13 - 1)		Accepted slate of officers 
(01/09/13 - 2)		Designated Middletown Times Herald Record as official newspaper  
(01/09/13 - 3)		Designated the Orange County Trust Company as official bank
(01/09/13 - 4)		Designated Stifel-Nicholas as Investment Firm
(01/09/13 - 5)		Appointed Robert Isseks as Library District's Attorney
(01/09/13 - 6)		Adjournment
(01/09/13 - 7)		Approval of 12/12/12 minutes
(01/09/13 - 8)		Approved BUDGET AMENDMENT 1
(01/09/13 - 9)		Executive session
(01/09/13 - 10)	Adjournment	
(02/13/13 - 11)	Approval of 1/9/13 re-organizational minutes
(02/13/13 - 12)	Approval of 1/9/13 minutes
(02/13/13 - 13)	Approved BUDGET TRANSFER #4 (12/31/12)
(02/13/13 - 14)	Approved monthly disbursement for December 2012
(02/13/13 - 15)	Approved BUDGET AMENDMENT #6 (12/31/12)
(02/13/13 - 16)	Approved BUDGET TRANSFER #1
(02/13/13 - 17)	Approved BUDGET AMENDMENT #2
(02/13/13 - 18)	Approved monthly disbursement for January 2013
(02/13/13 - 19)	Approved Simplex Grinnell proposal
(02/13/13 - 20)	Executive session
(02/13/13 - 21)	Adjournment
(03/13/13 - 22)	Approval of 2/13/13/minutes
(03/13/13 - 23)	Approved BUDGET AMENDMENT #3
(03/13/13 - 24)	Approved monthly disbursement for February 2013
(03/13/13 - 25)	Adjournment
(04/10/13 - 26)	Approval of 3/13/13 minutes
(04/10/13 - 27)	Approved BUDGET TRANSFER #2
(04/10/13 - 28)	Approved monthly disbursements for March 2013
(04/10/13 - 29)	Accepted NYS Annual Report for 2012
(04/10/13 - 30)	Approved timetable for October 2, 2013 election
(04/10/13 - 31)	Adopted the District Policy on Tutoring
(04/10/13 - 32)	Adjournment
(05/08/13 - 33)	Approval of 4/10/13 minutes
(05/08/13 - 34)	Approved adding budget line item for MTA payroll tax
(05/08/13 - 35)	Approved BUDGET AMENDMENT #4
(05/08/13 - 36)	Approved BUDGET TRANSFER #3
(05/08/13 - 37)	Approved monthly disbursements for April 2013
(05/08/13 - 38)	Adjournment