MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES June 12, 2013 I. Attendance Mrs. Crown called the roll. Present Mrs. Rosa Boyd, President Mrs. Tonia Crown, Secretary Ms. Marlena Lange Mr. Carl Berkowitz Mr. Richard C. Bell Mr. Matthew Pfisterer, Director Absent Mrs. Lois Ruckert, Vice President (excused) Ms. Barbara Kay, Treasurer (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. 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 May 8, 2013 meeting. Mr. Berkowitz seconded. Ayes: Boyd, Bell, Berkowitz, Crown, Lange - 5 Noes: None Motion declared approved. (6/12/13 - 39) C. Visitor Comments No comments. D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. E. President's Report Mrs. Boyd reported on the Middletown's 125th Anniversary Parade. Mr. Berkowitz reported that RCLS, through its outreach program, is dealing with a major situation in our prisons with literacy and its Spanish language. The library in the prisons have made a request for Spanish language books that the instructor's can use in their literacy programs to teach the inmates Spanish. The Friends gave them a whole box of books. 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 staff member Bridget Manigo is going out on extended sick leave starting on July 2nd. We are expecting her back in mid November. G. Treasurer's Report Mr. Pfisterer reported on the accounts and balances. (attached to official minutes) H. Library Staff Reports No report. I. Committee Reports Budget Committee: Discussion was held on the 2014 budget. Mr. Berkowitz moved that whereas, the adoption of this 2014 budget for the Thrall Public Library District of Middletown and Wallkill requires a tax levy increase that exceeds the tax cap imposed by state law as outlined in General Municipal Law Section 3-c adopted in 2011; and Whereas, General Municipal Law Section 3-c expressly permits the library board to override the tax levy limit by a resolution approved by a vote of sixty percent of qualified board members; now therefore be it Resolved, that the Board of Trustees of the Thrall Public Library District of Middletown and Wallkill voted and approved to exceed the tax levy limit for 2014 by at least the sixty percent of the Board of Trustees as required by state law on June 12, 2013. Discussion followed and the Board tabled this resolution until the July meeting. Finance Committee: BUDGET AMENDMENT #5 Ms. Lange moved that the Board of Trustees of Middletown Thrall Library amend the 2013 budget to be increased as follows. ADD Revenue L2705 Gifts & Donations $ 300.00 ADD Appropriations: L7410.8200.12.0000.7 Furn & Equip $ 300.00 Sponsorship of signage for Historic Audio Walking Tour Mr. Berkowitz seconded. Ayes: Boyd, Bell, Berkowitz, Crown, Lange - 5 Noes: None Motion declared approved. (6/12/13 - 40) Ms. Lange moved that the regular monthly disbursements for May 2013 in the amount of $80,057.02 having been audited by Lois Ruckert and found to be correct, be approved. Mrs. Crown seconded. Ayes: Boyd, Bell, Berkowitz, Crown, Lange - 5 Noes: None Motion declared approved. (6/12/13 - 41) Building & Grounds: Ms. Lange reported on Building & Grounds. The flagpole mechanism has been repaired and a new flag has been installed. A representative from Middletown Rotary Club has asked us to reconsider our choice of having a plaque affixed to the building for their historical walking audio tour of the City of Middletown. She is recommending that we allow them to install a free standing sign on the property facing Depot Street. She believes we may have to prune a shrub in order to accommodate this placement but on the plus side, the placement would provide easier sign access to pedestrian traffic and will not damage the building's brickwork. I have had a conversation with a representative of Tri-County AC and Refrigeration regarding two issues with our AC system. There is a leak in the system and preliminary investigation has been unable to uncover the cause. The system will have to be drained and tested for the source of the possible leak. The second issue concerns the refrigerant currently used by the system. Our current refrigerant is being phased out and we will need to convert the system to use a different refrigerant. He strongly suggests addressing both issues at the same time. I am awaiting clarification of a proposal he has sent and I expect to have more precise information at the meeting. Discussion was held. Ms. Lange moved to accept Tri-State $4,866 estimate for fixing one of the two air- conditioning unit's problems that we have. Mr. Berkowitz seconded. Ayes: Boyd, Bell, Berkowitz, Crown, Lange - 5 Noes: None Motion declared approved. (6/12/13 - 42) I expect to receive proofs back from Partners in Recognition for the volunteer plaque available for review at our July 31st meeting. J. Old Business Discussion was held on the Library Evacuation Plan. K. New Business Mr. Berkowitz reported that it is coming up time for RCLS to conduct its annual meeting at which new members are elected. Currently there is someone who is serving on the RCLS Board as a nominated replacement for someone who left. There is an opening that she would like to be permanently elected to. She would like Middletown Thrall Library to send a letter of nomination for her on her behalf. L. Adjournment Ms. Lange moved to adjourn the meeting at 8:05pm. Mr. Bell seconded. Ayes: Boyd, Bell, Crown, Berkowitz, Lange - 5 Noes: None Motion declared approved. (6/12/13 - 43) 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 (06/12/13 - 39) Approval of 5/8/13 minutes (06/12/13 - 40) Approved BUDGET AMENDMENT #5 (06/12/13 - 41) Approved monthly disbursements for May 2013 (06/12/13 - 42) Accepted Tri-State est. to repair one air-conditioning unit (06/12/13 - 43) Adjournment