MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES June 9, 2004 I. Attendance Ms. Lange called the roll: Present Mr. Carl Berkowitz, President Mr. Richard C. Bell, Vice President Ms. Marlena Lange, Secretary Mrs. Rosa Boyd, Treasurer Mrs. Joan Hutchinson (arrived at 7:05pm) Ms. Sally Taylor Mr. Kevin J. Gallagher, Director Absent Ms. Eileen Connolly 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. Mr. Carl Berkowitz, 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 May 12, 2004. Mrs. Boyd seconded. Ayes: Berkowitz, Bell, Boyd, Lange, Taylor - 5 Noes: None Motion declared approved. (06/09/04 - 38) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. Mr. Berkowitz reported on a letter that was sent to Robert Hubsher and forwarded to Thrall. Discussion followed. (Letter attached to official minutes) E. President's Report Mr. Berkowitz reported going to Chorley School and reading to second graders. Mr. Berkowitz met with Circleville Elementary School about library tours. Mr. Berkowitz received a call from Robert Hubsher and they met with two women who are interested in re-establishing library service for the Town of Greenville. Mr. Gallagher reported that Dave Cole from the Town of Wawayanda Board stopped in to see him about library service. 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 we have two new home delivery patrons. Mr. Gallagher reported that Maria Trinca has resigned as Children's Librarian. Her last day will be July 5, 2004. Ms. Trinca accepted a position in Binghamton. G. Treasurer's Report Mrs. Boyd reported on the accounts. H. Library Staff Reports No report. I. Committee Reports Building & Grounds Committee: (Report attached to official minutes.) Discussion followed. Finance Committee: Mrs. Hutchinson moved that the regular monthly disbursements for May, 2004 in the amount of $79,429.09 having been audited by Rosa Boyd and found to be correct, be approved. Ms. Lange seconded. Ayes: Berkowitz, Bell, Boyd, Hutchinson, Lange, Taylor - 6 Noes: None Motion declared approved. (06/09/04 - 39) Mrs. Hutchinson moved that the Board of Trustees of Middletown Thrall Library amend the 2004 budget to be increased by the following: REVENUES:L.2765 Senator Bonacic Grant $5,000.00 APPROPRIATIONS:L7410.8540.12.0000.5 Repairs & Maintenance $5,000.00 This amount represents State Aid that was received for capital improvements. (Budget Amendment #1) Ayes: Berkowitz, Bell, Boyd, Hutchinson, Lange, Taylor - 6 Noes: None Motion declared approved. (06/09/04 - 40) Mrs. Hutchinson moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: TO:L7410.8440.12.0000.0 Professional Services $11,500.00 FROM:L7410.8462.12.0000.0 Service Contracts $ 9,500.00 FROM:L7410.8425.12.0000.0 Pub/Program/Printing $ 2,000.00 This amount represents what is needed to cover the following attorney fees: *March 2003-April 2004 for negotiations - related services *March 2003-March 2004 for other general counsel services Ms. Taylor seconded. Ayes: Berkowitz, Bell, Boyd, Hutchinson, Lange, Taylor - 6 Noes: None Motion declared approved. (06/09/04 - 41) J. Old Business No report. K. New Business Ms. Taylor moved to accept the attached policy for banning use of cell phones in the library. Mrs. Hutchinson seconded. Discussion was held to switch the first and second sentences. Ayes: Berkowitz, Bell, Boyd, Hutchinson, Lange, Taylor - 6 Noes: None Motion declared approved. (06/09/04 - 42) The Board held discussion on Seasonal Borrowing cards. Mr. Bell moved to accept the attached policy for Seasonal Borrowing cards per recommendation. Ms. Lange seconded. Ayes: Berkowitz, Bell, Boyd, Hutchinson, Lange, Taylor - 6 Noes: None Abstain: Boyd - 1 Motion declared approved. (06/09/04 - 43) Ms. Lange moved to go into executive session at 7:55pm for the purpose of discussion on service to Greenville & Wawayanda, personnel and contract negotiations. Mrs. Boyd seconded. Ayes: Berkowitz, Bell, Boyd, Hutchinson, Lange, Taylor - 6 Noes: None Motion declared approved. (06/09/04 - 44) The Board returned from executive session at 9:02pm. L. Adjournment Mrs. Boyd moved to adjourn the meeting at 9:02pm. Mrs. Hutchinson seconded. Ayes: Berkowitz, Bell, Boyd, Hutchinson, Lange, Taylor - 6 Noes: None Motion declared approved. (06/09/04 - 45) Respectfully submitted, Marlena Lange, Secretary TABLE OF MOTIONS (01/14/04 - 1) Accepted slate of officers (01/14/04 - 2) Designated Middletown Times Herald Record as official newspaper (01/14/04 - 3) Accepted resolution to open bank account at Orange County Trust Company (01/14/04 - 4) Approval of 12/10/03 minutes (01/14/04 - 5) Approval of disbursements for November 2003 (01/14/04 - 6) Approval of payroll register of deductions for 10/29, 11/12 & 11/26/03 (01/14/04 - 7) Approved manual checks for October 2003 (01/14/04 - 8) Approval of disbursements for December 2003 (01/14/04 - 9) Approval of payroll register of deductions for 12/10 & 12/19/03 (01/14/04 - 10) Approved Budget Transfer #1 (01/14/04 - 11) Approved to rollover Walts CD for 30 days (01/14/04 - 12) Resolution authorizing Board Pres. & Exec. Director to execute necessary documents & pay the necessary fees (01/14/04 - 13) Executive Session (01/14/04 - 14) Adjournment (03/10/04 - 15) Approval of 1/14/04 minutes (03/10/04 - 16) Approval of regular monthly disbursements for 3/2/04 (03/10/04 - 17) Approval of manual checks for January 2004 (03/10/04 - 18) Approved budget transfer #2 (03/10/04 - 19) Approved savings account be closed and transfer funds to money market account (03/10/04 - 20) Approved two accounts at Bank of New York be closed and transferred to money market account at Orange County Trust (03/10/04 - 21) Resolution on vehicles parked overnight on Thrall Library property (03/10/04 - 22) Replacement for vacant Board seat (03/10/04 - 23) Pay membership to OLA (03/10/04 - 24) Executive session (03/10/04 - 25) Adjournment (04/14/04 - 26) Approval of 3/10/04 minutes (04/14/04 - 27) Executive Session (04/14/04 - 28) Approval of disbursements for 3/26/04 (04/14/01 - 29) Approved submitting documents for Parent & Child Genealogy & Local History Grant (04/14/04 - 30) Authorized donation of old chairs to local non-profit group (04/14/04 - 31) Adjournment (05/12/04 - 32) Approval of 4/14/04 minutes (05/12/04 - 33) Approval of disbursements for April 2004 (05/12/04 - 34) Approval of timetable for 2004 election (05/12/04 - 35) Approved summer schedule (05/12/04 - 36) Executive session (05/12/04 - 37) Adjournment (06/09/04 - 38) Approval of 5/12/04 minutes (06/09/04 - 39) Approval of disbursements for May 2004 (06/09/04 - 40) Approved Budget Amendment #1 (06/09/04 - 41) Approved Budget Transfer #3 (06/09/04 - 42) Approved policy for banning cell phones (06/09/04 - 43) Approved policy for Seasonal Borrowing Cards (06/09/04 - 44) Executive Session (06/09/04 - 45) Adjournment