MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES May 13, 2009 I. Attendance Mrs. Ruckert called the roll: Present Ms. Marlena Lange, President Mr. Carl Berkowitz, Vice President Ms. Barbara Kay, Treasurer Mrs. Rosa Boyd Mr. Richard C. Bell Mrs. Lois Ruckert Mr. Kevin J. Gallagher, Director Absent Mrs. Joan Hutchinson, 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 III. Discussion and Recommendation A. Ms. Marlena Lange, President, opened the meeting at 7:00pm and led the pledge to the flag. B. Minutes Mrs. Boyd moved for adoption of the minutes of the April 7, 2009 meeting. Ms. Kay seconded. Ayes: Lange, Bell, Boyd, Kay, Ruckert – 5 Noes: None Abstain: Berkowitz - 1 Motion declared approved. (5/13/09 – 31) C. Visitor Comments No visitors. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. Ms. Lange reported receiving a thank you note from Luz Maldonado's family on the death of her mother. E. President's Report Ms. Lange reported that she received information from RCLS about selling space in their journal for their October gala. Ms. Lange reported on the repair job in the Board Room. Mrs. Boyd moved to take a 1/4 page ad in the RCLS Journal and asking the Friends if they would care to split the cost and ad with Thrall. Mr. Berkowitz seconded. Ayes: Lange, Bell, Boyd, Berkowitz, Kay, Ruckert – 6 Noes: None Motion declared approved. (5/13/09 – 32) 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 the MTA “bailout bill.” G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. H. Library Staff Reports No report. I. Committee Reports Finance Committee: Mr. Berkowitz moved that the regular monthly disbursements for April 2009 in the amount of $112,151.32 having been audited by Rosa Boyd and found to be correct, be approved. Ms. Kay seconded. Ayes: Lange, Bell, Boyd, Kay, Berkowitz, Ruckert – 6 Noes: None Motion declared approved. (5/13/09 – 33) BUDGET TRANSFER #9 Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library accept the Following budget transfers: 1. TO: L7410.8200.12.0000.7 Furniture & Equipment $1,406.00 FROM: L7410.8540.12.0000.0 Building Utilities $1,406.00 2. TO: L7410.8160.12.0000.6 Admin. Salaries $1,742.00 L7410.8161.12.0000.6 Clerks Full-time $ 999.00 L7410.8163.12.0000.6 Custodial Full-time $1,635.00 FROM: L7410.8167.12.0000.6 Clerks Part-time $4,376.00 (These transfers are due to Auditor Adjustments for Fiscal Year 2008) Ms. Kay seconded. Ayes: Lange, Bell, Boyd, Kay, Berkowitz, Ruckert – 6 Noes: None Motion declared approved. (5/13/09 – 34) Building & Grounds: Ms. Lange reported that Rob and Jeff have begun power washing the windows. The new shelving for DVD's has arrived and will be installed behind and inside the union newsstand. Brad power washed the front sidewalk by the main entrance. Brad repainted one of the walls in the downstairs men's room due to graffiti. We have received word that the new shelving for the main floor, where the union newsstand use to be, is scheduled to be shipped either the end of this week or the beginning of next week. It will be installed by a crew provided by the vendor. The shelves will be used to house the video collection. J. Old Business The auditor did not attend this meeting. Mr. Gallagher distributed copies of the audit report for the year ended December 31, 2008 to the Board. Mr. Gallagher suggested taking them home and read it and it will be discussed at the June meeting. The Board discussed the draft copy of the Revised Gift Acceptance Policy. They made a few changes. Mr. Berkowitz moved to adopt the Gift Acceptance Policies and Guidelines as presented in the draft that was received and with the corrections discussed. Mrs. Boyd seconded. Ayes: Lange, Bell, Boyd, Kay, Berkowitz, Ruckert – 6 Noes: None Motion declared approved. (5/13/09 – 35) Mrs. Ruckert moved to go into executive session at 7:55pm for discussion of labor negotiations. Mrs. Boyd seconded. Ayes: Lange, Bell, Boyd, Kay, Berkowitz, Ruckert – 6 Noes: None Motion declared approved. (5/13/09 – 36) The Board returned from executive session at 8:05pm. K. New Business The Board discussed a letter dated 4/30/09 from Maria Hazapis, New York Division of Library Development, in response to Richard Guertin's letter of January 10, 2007. (Attached to official minutes) L. Adjournment Mrs. Ruckert moved to adjourn the meeting at 8:08pm. Mrs. Boyd seconded. Ayes: Lange, Bell, Boyd, Kay, Berkowitz, Ruckert – 6 Noes: None Motion declared approved. (5/13//09 – 37) Respectfully submitted, Joan Hutchinson, Secretary TABLE OF MOTIONS (01/14/09 - 1) Accepted slate of officers (01/14/09 - 2) Designated Middletown Times Herald Record as official newspaper (01/14/09 - 3) Designated the Orange County Trust Company as official bank (01/14/09 - 4) Reappointed Richard Guertin as Library District Attorney (01/14/09 - 5) Adjournment (01/14/09 - 6) Approval of 12/10/08 minutes (01/14/09 - 7) Adjournment (02/11/09 – 8) Approval of 1/14/09 reorganizational minutes (02/11/09 – 9) Approval of 1/14/09 minutes (02/11/09 – 10) Approved monthly disbursements for December 2008 (02/11/09 – 11) Approved monthly disbursements for January 2009 (02/11/09 – 12) Approved BUDGET TRANSFER #8 – final transfers for 2008 (02/11/09 – 13) Approved BUDGET AMENDMENT #11 – received from Friends for 2008 (02/11/09 – 14) Approved increased hourly salaries for P.T. Librarians (02/11/09 – 15) Executive session (02/11/09 – 16) Adjournment (03/11/09 – 17) Approval of 2/11/09 minutes (03/11/09 – 18) Approved monthly disbursements for February 2009 (03/11/09 – 19) Executive session (03/11/09 – 20) Adjournment (04/07/09 – 21) Approval of 3/11/09 minutes (04/07/09 – 22) Approved monthly disbursements for March 2009 (04/07/09 – 23) Approved BUDGET AMENDMENT #1 (04/07/09 – 24) Approved February Treasurer's Report (04/07/09 – 25) Approved March Treasurer's Report (04/07/09 – 26) Approved October 6, 2009 election timetable (04/07/09 – 27) Approved increases for Election Inspectors (04/07/09 – 28) Accepted the establishment 0f 8/31 for setting final assessed values from Library District communities (04/07/09 – 29) Executive session (04/07/09 – 30) Adjournment (05/13/09 – 31) Approval of 4/7/09 minutes (05/13/09 – 32) Approved 1/4 page ad for RCLS Journal (05/13/09 – 33) Approved monthly disbursements for April 2009 (05/13/09 – 34) Approved BUDGET TRANSFER #9 – due to Audit adjustments for 2008 (05/13/09 – 35) Approved the Gift Acceptance Policies & Guidelines (05/13/09 – 36) Executive session (05/13/09 – 37) Adjournment