MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES May 21, 2008 I. Attendance Mrs. Hutchinson called the roll: Present Ms. Marlena Lange, President Mr. Carl Berkowitz, Vice President Mrs. Joan Hutchinson, Secretary Ms. Barbara Kay, Treasurer (arrived 7:05) Mr. Richard C. Bell Mrs. Rosa Boyd Mrs. Lois Ruckert Mr. Kevin J. Gallagher, Director Visitors Robert Tiess, Electronic Services-Thrall Library 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 Mr. Berkowitz moved for adoption of the minutes of the April 9, 2008 meeting. Mr. Bell seconded. Ayes: Lange, Bell, Berkowitz, Hutchinson, Boyd, Ruckert – 6 Noes: None Motion declared approved. (05/21/08 – 33) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. Ms. Lange read a letter from Hudson Valley Community College thanking the library for the use of the meeting room. Discussion was held on the concerns the Board has with ANSER. E. President's Report Ms. Lange distributed a copy of the Summer Reading Program and reported that the Friends bought an ad on page 4 promoting the bookstore. Ms. Manigo will co-ordinate with the schools to get these programs distributed. Ms. Lange reported that she attended a panel discussion on May 3rd. 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 on June 17th we are going to have a staff security workshop with Detective Tobin from the Middletown Police Department. Mr. Gallagher received a phone call from Brian Fucci about three weeks ago after he met with the Garden Club and hasn't heard anything since. G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. Discussion followed. (Report attached to the official minutes.) Discussion was held on the auditors. H. Library Staff Reports Mr. Robert Tiess, Electronic Services, gave a report to the Board and explained the updates and how the library has expanded its homepage. I. Committee Reports Finance Committee: Mrs. Hutchinson moved that the regular monthly disbursements for April 2008 in the amount of $88,200.49 having been audited by Rosa Boyd and found to be correct, be approved. Mr. Bell seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell, Boyd, Ruckert – 7 Noes: None Motion declared approved. (05/21/08 – 34) Mrs. Hutchinson moved that the Board of Trustees of Middletown Thrall Library amend the 2008 budget to be increased as follows: BUDGET AMENDMENT #2 ADD: REVENUES L2765 $2,500.00 L2765 555.00 ADD: APPROPRIATIONS Repairs & Maintenance L7410.8540.12.0000.5 $2,500.00 Summer Reading(for programs) L7410.8425.12.0000.0 555.00 (The amounts represents a donation from Senator Bonacic and Assemblywoman Rabbitt) Mr. Berkowitz seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell, Boyd, Ruckert – 7 Noes: None Motion declared approved. (05/21/08 – 35) Mrs. Hutchinson moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: BUDGET TRANSFER #3 TO:L7410.8462.12.0000.0 Service Contract $731.00 FROM: L7410.8540.12.0000.5 Repairs & Maintenance $731.00 (additional fire alarm installed Sept. 2007) Mrs. Ruckert seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell, Boyd, Ruckert – 7 Noes: None Motion declared approved. (05/21/08 – 36) I. Committee Reports Con't. Mrs. Hutchinson moved that the regular monthly disbursements for May 2008 in the amount of $89,348.18 having been audited by Carl Berkowitz and found to be correct, be approved. Ms. Kay seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell, Boyd, Ruckert – 7 Noes: None Motion declared approved. (05/21/08 – 37) Building & Grounds: Ms. Lange reported that a new numerical code lock has been installed on the staff entrance door. The custodians have been replacing ceiling tiles on both floors. All the exterior windows on the first floor have been washed. Custodial staff has been removing material from the storage room off the meeting room. Mr. Bell reported that the tread on the stairwell going up to the second floor is beginning to come loose on a few steps. Mr. Gallagher reported that the compressor work on the roof has been completed. J. Old Business Discussion was held on the design of a “tree of life” for donors. K. New Business Mr. Berkowitz moved to accept a request from Bridget Manigo for a maternity leave effective August 25,2008 – December 28,2008. Mrs. Boyd seconded. Ayes: Lange, Berkowitz, Hutchinson, Kay, Bell, Boyd, Ruckert – 7 Noes: None Motion declared approved. (05/21/08 – 38) Discussion was held on the draft of the 2009 library district budget. Ms. Lange asked the Board to look the budget over and they will discuss it at the June meeting. L. Adjournment Mrs. Ruckert moved to adjourn the meeting at 8:51 pm. Mrs. Boyd seconded. Ayes: Lange, Hutchinson, Bell, Kay, Berkowitz, Boyd, Ruckert – 7 Noes: None Motion declared approved. (05/21/08 – 39) Respectfully submitted, Joan Hutchinson, Secretary TABLE OF MOTIONS (01/09/08 - 1) Accepted slate of officers (01/09/08 - 2) Designated Middletown Times Herald Record as official newspaper (01/09/08 - 3) Designated the Orange County Trust Company as official bank (01/09/08 - 4) Reappointed Richard Guertin as Library District Attorney (01/09/08 - 5) Adjournment (01/09/08 - 6) Approval of 12/12/07 minutes (01/09/08 - 7) Executive Session (01/09/08 - 8) Adjournment (02/20/08 – 9) Approval of 1/9/08 reorganization and regular minutes (02/20/08 – 10) Approved DVD collection of foreign film be the Gertrude Mokotoff Collection (02/20/08 – 11) Approved monthly disbursements for December 2007 (02/20/08 – 12) Approve monthly disbursements for January 2008 (02/20/08 – 13) Approved BUDGET TRANSFER #1 (02/20/08 – 14) Approved BUDGET TRANSFER #5 – final transfers for year 2007 (02/20/08 – 15) Approved BUDGET AMENDMENT #9 – purchases made by FOMTL 1/1- 12/31/07 (02/20/08 – 16) Approval of $7250.00 for purchase of piano (02/20/08 – 17) Approved ANSER contract (02/20/08 – 18) Executive session (02/20/08 – 19) Approve for R. Guertin to proceed with change of status for library employee (02/20/08 – 20) Appointed Lois Ruckert to vacant Board seat (02/20/08 – 21) Adjournment (03/12/08 – 22) Approval of 2/20/08 minutes (03/12/08 – 23) Approved monthly disbursements for February 2008 (03/12/08 – 24) Approved BUDGET AMENDMENT #1 (03/12/08 – 25) Approved language change in by-laws under Article III; Section 6 (03/12/08 – 26) Adjournment (04/09/08 – 27) Approval of 3/12/08 minutes (04/09/08 – 28) Approved BUDGET TRANSFER #2 (04/09/08 – 29) Approved monthly disbursements for March 2008 (04/09/08 – 30) Approved Tri-County's bid for compressor (04/09/08 – 31) Approved 2008 election timetable (04/09/08 – 32) Adjournment (05/21/08 – 33) Approval of 4/9/08 minutes (05/21/08 – 34) Approved monthly disbursements for April 2008 (05/21/08 – 35) Approved BUDGET AMENDMENT #2 (05/21/08 – 36) Approved BUDGET TRANSFER #3 (05/21/08 – 37) Approved monthly disbursements for May 2008 (05/21/08 – 38) Approved maternity leave for B. Manigo (05/21/08 – 39) Adjournment