MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES July 8, 2009 I. Attendance Mrs. Hutchinson called the roll: Present Ms. Marlena Lange, President Mr. Carl Berkowitz, Vice President Mrs. Joan Hutchinson, Secretary Mrs. Rosa Boyd Mr. Richard C. Bell Mrs. Lois Ruckert Mr. Kevin J. Gallagher, Director Absent 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. 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 June 10, 2009 meeting. Mrs. Ruckert seconded. Ayes: Lange, Bell, Boyd, Berkowitz, Hutchinson, Ruckert – 6 Noes: None Motion declared approved. (7/08/09 – 43) C. Visitor Comments No visitors. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. E. President's Report Ms. Lange reported that she attended the RCLS Board meeting. Ms. Lange reported that the Friend's of the Library are entering into a lease with the city for 10 years. They will pay no rent but will pay all utilities and insurance, snow removal, and any repairs. The Board discussed doing an evaluation on the Director. Ms. Lange said to get the forms to her by September and then the Board will discuss it at the October meeting. Ms. Lange reported that Barbara Kay is in the hospital. 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 the contract came for the grant from Orange County Quadricentennial Funds. Mr. Gallagher reported that the vote on the ANSER fee structure at the Director's Association meeting on July 1st passed. G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. H. Library Staff Reports No report. I. Committee Reports Finance Committee: Mrs. Boyd moved that the regular monthly disbursements for June 2009 in the amount of $109,186.41 having been audited by Lois Ruckert and found to be correct, be approved. Mr. Bell seconded. Ayes: Lange, Bell, Boyd, Hutchinson, Berkowitz, Ruckert – 6 Noes: None Motion declared approved. (7/08/09 – 44) Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library amend the 2009 budget to be increased as follows: BUDGET AMENDMENT #2 ADD: Revenue L2705 Gifts & Donations $ 25.00 L2705 Gifts & Donations $ 50.00 ADD: Appropriations: L7410.8521.12.3811.5 Local History gift from Jacqueline Henry $ 25.00 L7410.8521.12.3810.5 gift from Elizabeth Tracy $ 50.00 Mrs. Ruckert seconded. Ayes: Lange, Bell, Boyd, Hutchinson, Berkowitz, Ruckert – 6 Noes: None Motion declared approved. (7/08/09 – 45) Building & Grounds: Ms. Lange reported that the shelving for the first floor area in front of the Union News has been installed. Ms. Lange reported that the Friends purchased the job center computer. The library security staff and the Middletown Police officers had implemented a crack down on individuals loitering in front of the building. J. Old Business Mr. Gallagher reported meeting with Barbara Kay on the proposed 2010 budget. They recommend changes from the June meeting. Discussion followed. Mr. Bell, moved to approve the $11,000 increase to the proposed 2010 budget. Mrs. Ruckert seconded. Ayes: Lange, Bell, Boyd, Hutchinson, Berkowitz, Ruckert – 6 Noes: None Motion declared approved. (7/08/09 – 46) The Board discussed possible borrowing restrictions on area libraries due to overuse under RCLS' Direct Access provisions. The library will watch this. K. New Business Mr. Berkowitz reported that he is serving as an appointed member to the RCLS Board. That seat is open for re-election and therefore he needs to be nominated. He asked the Board to nominate him for that seat. Mrs. Boyd moved to nominate Carl Berkowitz to the RCLS Board of Trustees. Mrs. Hutchinson seconded. Ayes: Lange, Bell, Boyd, Hutchinson, Ruckert – 5 Noes: None Abstain: Berkowitz - 1 Motion declared approved. (7/08/09 – 47) The Board discussed the existing meeting room policy. The Board tabled this discussion until the September meeting. Mrs. Ruckert moved to go into executive session at 8:19pm to discuss personnel. Mr. Berkowitz seconded. Ayes: Lange, Bell, Boyd, Hutchinson, Ruckert, Berkowitz – 6 Noes: None Motion declared approved. (7/08/09 – 48) The Board returned from executive session at 8:30pm. L. Adjournment Mrs. Hutchinson moved to adjourn the meeting at 8:30pm. Mrs. Boyd seconded. Ayes: Lange, Bell, Boyd, Hutchinson, Berkowitz, Ruckert – 6 Noes: None Motion declared approved. (7/08//09 – 49) 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 ¼ 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 (06/10/09 – 38) Approval of 5/13/09 minutes (06/10/09 – 39) Approved BUDGET TRANSFER #1 (06/10/09 – 40) Approved monthly disbursements for May 2009 (06/10/09 – 41) Accepted 2008 Audit Report (06/10/09 – 42) Adjournment (07/08/09 – 43) Approval of 6/10/09 minutes (07/08/09 – 44) Approved monthly disbursements for June 2009 (07/08/09 – 45) Approved BUDGET AMENDMENT #2 (07/08/09 – 46) Approved $11,000 increase to proposed 2010 budget (07/08/09 – 47) Approved to nominate C. Berkowitz to RCLS Board (07/08/09 – 48) Executive session (07/08/09 – 49) Adjournment