MINUTES OF THE MEETING
THRALL PUBLIC LIBRARY DISTRICT
OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES
July 25, 2012
I. Attendance
Mrs. Crown called the roll.
Present
Mrs. Rosa Boyd, President
Mrs. Lois Ruckert, Vice President
Mrs. Tonia Crown, Secretary
Ms. Barbara Kay, Treasurer
Ms. Marlena Lange
Mr. Carl Berkowitz
Mr. Richard C. Bell
Mr. Matthew Pfisterer, Director
Absent
None
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. Mrs. Rosa Boyd, 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 13, 2012 meeting. Mr.
Bell seconded. Discussion was held on a question asked at June's meeting in reference to a
Board member's absence from a meeting. The answer is that a member's absence from the
meeting for which minutes are being approved does NOT prevent the member from
participating in their correction or approval.
Ayes: Boyd, Bell, Berkowitz, Kay, Lange, Crown, Ruckert - 7
Noes: None
Motion declared approved. (7/25/12 - 40)
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 thanked the budget committee for their work on the proposed 2013 budget.
The subject of library policies was discussed. It was suggested that the Director compile a
list of essential library policies and to make sure that the Library District has these
policies up to date.
Mr. Berkowitz mentioned the RCLS Trustee's had a recent tour of RCLS Libraries who
have established computer labs and suggests that a committee be formed to explore
funding for such a facility for the Library District.
F. Director's Report
(A copy of the Director's Report sent to each Board member is attached to the official minutes.)
The first half of the 2012 circulation statistics were discussed. A more than 5% decline in
total circulation was noted. Possible reasons for the decline were discussed.
G. Treasurer's Report
Mr. Pfisterer reported on the accounts and balances. Discussion followed. (Attached to
official minutes)
H. Library Staff Reports
No report.
I. Committee Reports
Finance Committee: BUDGET AMENDMENT #3
Ms. Lange moved that the Board of Trustees of Middletown Thrall Library amend the
2012 budget to be increased as follows:
ADD
Revenue L2705 Gifts & Donations $ 20.00 M. Reynolds
"copy fee" donation
ADD
Appropriations:
L7410.8521.12.3810.5 Books (adult) $ 20.00
Ms. Lange moved that the regular monthly disbursements for June 2012 in the amount of
$85,899.22 having been audited by Carl Berkowitz and found to be correct, be approved.
Mr. Bell seconded.
Ayes: Boyd, Bell, Berkowitz, Lange, Kay, Ruckert, Crown - 7
Noes: None
Motion declared approved. (7/25/12 - 41)
Building & Grounds: Ms. Lange reported on Building & Grounds.
The Library District's attorney has recommended to me that we obtain bids for the
surveillance equipment installation. I contacted three additional security/electronics
companies to request proposals. Two declined to submit proposals but CDR Electronics
has submitted a bid which will be available for review at the meeting.
Partners in recognition needs a list of names to be included on the volunteer recognition
plaque so that they can work up a proof. After a proof has been approved it will take
approximately 5-7 weeks to produce the plaque.
I called the construction firm that submitted a bid for the "emergency" roof tile repair and
I have been told that the work should be completed sometime this week.
Custodial staff has applied two coats of paint to the new front doors. The prep work is
almost complete and the doors should be hung in the next few weeks.
Custodial staff has replaced light bulbs in the front of the building under the canopy.
We have received the security polo shirts and security staff has been wearing then during
their work shifts.
Mr. Berkowitz moved to accept the CDR surveillance equipment proposal contingent upon
the Director obtaining satisfactory references from past CDR clients. Mrs. Crown
seconded.
Ayes: Boyd, Bell, Berkowitz, Lange, Kay, Ruckert, Crown - 7
Noes: None
Motion declared approved. (7/25/12 - 42)
Mrs. Crown moved to accept Boss Construction proposal for roof repairs. Mrs. Ruckert
seconded
Ayes: Boyd, Bell, Berkowitz, Lange, Kay, Ruckert, Crown - 7
Noes: None
Motion declared approved. (7/25/12 - 43)
J. Old Business
Discussion was held on the proposed budget for 2013.
Mr. Berkowitz moved to accept the proposed budget for 2013. Mr. Bell seconded.
Ayes: Boyd, Bell, Berkowitz, Lange, Kay, Ruckert, Crown - 7
Noes: None
Motion declared approved. (7/25/12 - 44)
K. New Business
Discussion was held on the draft audit response letter. Mr. Pfisterer will amend the letter
and send it to Nugent and Haeussler, P.C.
Discussion was held on the NYS Tax Cap.
Mr. Bell moved that whereas, the adoption of this 2013 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 2013 by at least the sixty
percent of the board of trustees as required by state law on July 25, 2012. Mr. Berkowitz
seconded.
Ayes: Boyd, Bell, Berkowitz, Lange, Kay, Ruckert, Crown - 7
Noes: None
Motion declared approved. (7/25/12 - 45)
Mr. Pfisterer distributed and discussed the proposed Purchasing Policy. The trustees will
review this policy and discuss it at their September meeting.
Discussion was held on the overuse of materials from Port Jervis Library. A letter will be
sent to the Port Jervis Board of Trustees notifying them of the overuse and requesting a
resolution of the problem.
Ms. Kay mentioned that the 125th year celebration of Middletown will be held June 23-29,
2013. Ms. Kay has been appointed to the Celebration Committee and will be representing
both the Friends of Middletown Thrall Library and the Thrall Library Board of trustees.
Ms. Kay suggests having the library serve as a display center for local history artifacts
during the month of June 2013.
L. Adjournment
Ms. Lange moved to adjourn the meeting at 8:20pm. Mr. Berkowitz seconded.
Ayes: Bell, Boyd, Ruckert, Kay, Lange, Berkowitz, Crown - 7
Noes: None
Motion declared approved. (7/25/12 - 46)
Respectfully submitted,
Tonia Crown, Secretary
TABLE OF MOTIONS
(01/11/12 - 1) Accepted slate of officers
(01/11/12 - 2) Designated Middletown Times Herald Record as official newspaper
(01/11/12 - 3) Designated the Orange County Trust Company as official bank
(01/11/12 - 4) Designated Stifel-Nicholas as Investment Firm
(01/11/12 - 5) Appointed Robert Isseks as Library District's Attorney
(01/11/12 - 6) Adjournment
(01/11/12 - 7) Approval of 12/14/11 minutes
(01/11/12 - 8) Approved BUDGET AMENDMENT 38 12/31/11
(01/11/12 - 9) Approved monthly disbursements for November 2011
(01/11/12 - 10) Adjournment
(02/08/12 - 11) Approval of 1/11/12 organizational minutes
(02/08/12 - 12) Approval of 1/11/12 minutes
(02/08/12 - 13) Approved BUDGET AMENDMENT #9 (12/31/11); monthly disbursements
for December 2011; BUDGET TRANSFER #3 (12/31/11)
(02/08/12 - 14) Approved BUDGET AMENDMENT #1; monthly disbursements for January 2012
(02/08/12 - 15) Approved using paper ballots for 2012 budget vote
(02/08/12 - 16) Adjournment
(03/14/12 - 17) Approval of 2/8/12 minutes
(03/14/12 - 18) Approved monthly disbursements for February 2012
(03/14/12 - 19) Approved BUDGET TRANSFER #1
(03/14/12 - 20) Approved Stifel Nicolaus & Co. resolution
(03/14/12 - 21) Adjournment
(04/11/12 - 22) Approval of 3/14/12 minutes
(04/11/12 - 23) Approved monthly disbursements for March 2012
(04/11/12 - 24) Approved timetable for October 2, 2012 election
(04/11/12 - 25) Accepted NYS Annual Report for 2011
(04/11/12 - 26) Executive session
(04/11/12 - 27) Adjournment
(05/09/12 - 28) Approval of 4/11/12 minutes
(05/09/12 - 29) Approved monthly disbursements for April 2012
(05/09/12 - 30) Approved BUDGET AMENDMENT #2
(05/09/12 - 31) Approved asking RCLS to look into service for unserved areas
(05/09/12 - 32) Approved Public Comment at Board Meeting Policy
(05/09/12 - 33) Adjournment
(06/13/12 - 34) Approval of 5/9/12 minutes
(06/13/12 - 35) Approved BUDGET TRANSFER #4 (12/31/11)
(06/13/12 - 36) Approved to rescind Amendment #1 & approve corrected Amendment #1
(06/13/12 - 37) Approved monthly disbursements for May 2012
(06/13/12 - 38) Approved emergency repair on roof shingles
(06/13/12 - 39) Adjournment
(07/25/12 - 40) Approval of 6/13/12 minutes
(07/25/12 - 41) Approved BUDGET AMENDMENT #3 & monthly disbursements for June 2012
(07/25/12 - 42) Accepted CDR proposal contingent on references
(07/25/12 - 43) Accepted Boss Construction proposal
(07/25/12 - 44) Accepted Proposed Budget for 2013
(07/25/12 - 45) Approved NYS Tax Cap Override
(07/25/12 - 46) Adjournment