MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES May 9, 2012 I. Attendance Mrs. Ruckert called the roll. Present Mrs. Rosa Boyd, President Mrs. Lois Ruckert, Vice President Ms. Barbara Kay, Treasurer Ms. Marlena Lange Mr. Carl Berkowitz Mr. Richard C. Bell Mr. Matthew Pfisterer, Director Absent Mrs. Tonia Crown, Secretary (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 Mr. Bell moved for adoption of the minutes of the April 11, 2012 meeting. Mr. Berkowitz seconded. Ayes: Boyd, Bell, Berkowitz, Kay, Lange - 5 Noes: None Abstain: Ruckert - 1 Motion declared approved. (5/9/12 - 28) C. Visitor Comments No comments D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. Mr. Pfisterer reported receiving an e-mail from Maria Bruni, Middletown BID office, announcing that Polonia Tower will be having a ribbon cutting ceremony on May 10th at twelve noon. E. President's Report Mrs. Boyd discussed the e-books petition asking publisher's to sell to libraries. Discussion followed. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Mr. Pfisterer reported that DLD has certified the population figures for service area. Middletown Thrall Library's population figure is 54,179. Discussion followed. G. Treasurer's Report Mr. Pfisterer reported on the accounts and balances. (Attached to official minutes) Mr. Pfisterer reported that the audit is almost finished. H. Library Staff Reports No report. I. Committee Reports Finance Committee: Mr. Berkowitz moved that the regular monthly disbursements for April 2012 in the amount of $93,551.05 having been audited by Rosa Boyd and found to be correct, be approved. Ms. Lange seconded. Ayes: Boyd, Bell, Berkowitz, Lange, Kay, Ruckert - 6 Noes: None Motion declared approved. (5/9/12 - 29) BUDGET AMENDMENT #2 Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library amend the 2012 budget to be increased as follows: ADD Revenue L2705 Gifts & Donations $5.00 American Research ADD Appropriations: L7410.8521.12.3810.5 Books (adult $5.00 Mr. Bell seconded. Ayes: Boyd, Bell, Berkowitz, Lange, Kay, Ruckert - 6 Noes: None Motion declared approved. (5/9/12 - 30) Building & Grounds: Ms. Lange reported on Building & Grounds. Mr. Pfisterer has had discussions with our building security regarding the use of security garments (shirts) which are identifiable. Some of our security officers are concerned that the quality of their investigative work will be degraded if they are easily identifiable. Others who are not opposed requested a dark color shirt with perhaps a small insignia or label that they are Thrall Library Staff. The number of security incidents seems to have leveled off for the time being. We did have two requests for emergency medical attention at the Library during the past month. Our head custodian has been experimenting with decorative wood panels for the new front doors. The doors must be primed and painted before the decorative trim can be attached. The doors will be painted green. I have heard back from both Susan Beth Pfeffer and Gert Mokotoff regarding their preferred name as it will appear on our plaques. I have provided this information to Partners in Recognition and the finished nameplates should be back to us shortly. I. Committee Reports Con't. Mr. Pfisterer has ordered the Volunteer Recognition Plaque from Partners in Recognition. He was told to expect to receive that plaque in late July. Mr. Pfisterer will need a list of names to submit for inclusion on the plaque sometime in the next month or so. The names will be printed on a single sheet of acetate. Each time the list is updated, we will be required to order a new sheet of acetate at a cost of $95.00. A plumber was called on May 4th to clear a blockage in the first floor men's room toilet. J. Old Business Discussion was held on Library District expansion. Mr. Berkowitz brought this topic up at last month's RCLS Board meeting. Mr. Berkowitz explained that this Board had discussed it and thought RCLS should handle it. The feeling from the RCLS Board was that we needed to request it in writing to have RCLS handle this. Mr. Bell moved to ask RCLS to look into developing a plan that will provide service to the unserved areas through annexation or through any means that RCLS can develop. Mr. Berkowitz seconded. Ayes: Boyd, Bell, Berkowitz, Lange, Kay, Ruckert - 6 Noes: None Motion declared approved. (5/9/12 - 31) Discussion was held on a policy for Public Comment at Library Board Meetings. Mrs. Ruckert moved to accept the Public Comment at Library Board Meetings Policy with the corrections so mentioned. Ms. Lange seconded. Discussion was held on item #10. (Policy attached to official minutes.) Ayes: Boyd, Bell, Berkowitz, Lange, Kay, Ruckert - 6 Noes: None Motion declared approved. (5/9/12 - 32) Ms. Kay suggested that Mr. Pfisterer look into the possibility of the library selling the Prudence Gow painting. K. New Business Mr. Berkowitz reported that the RCLS Board does not meet in August and has done a Board retreat instead. They visit other libraries to see what they are like. Mr. Berkowitz would like to suggest that RCLS visit our library this year. The Board is fine with this. L. Adjournment Ms. Lange moved to adjourn the meeting at 8:12pm. Mrs. Ruckert seconded. Ayes: Bell, Boyd, Ruckert, Kay, Lange, Berkowitz - 6 Noes: None Motion declared approved. (5/9/12 - 33) 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 (05/09/12 - 28) Approval of 4/11/12 minutes (05/09/12 - 29) Approved monthly disbursements for April 2012 (05/09/12 - 30) Approved BUDGET AMENDMENT #2 (05/09/12 - 31) Approved asking RCLS to look into service for unserved areas (05/09/12 - 32) Approved Public Comment at Board Meeting Policy (05/09/12 - 33) Adjournment