MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES July 31, 2013 I. Attendance Ms. Lange called the roll. Present Mrs. Rosa Boyd, President Mrs. Tonia Crown, Secretary (arrived at 7:25pm) Ms. Barbara Kay, Treasurer Ms. Marlena Lange Mr. Carl Berkowitz Mr. Richard C. Bell Mr. Matthew Pfisterer, Director Absent Mrs. Lois Ruckert, Vice President (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 Mrs. Rosa Boyd, President, opened the meeting at 7:00pm and led the pledge to the flag. B. Minutes Ms. Lange moved for adoption of the minutes of the June 12, 2013 meeting. Mr. Berkowitz seconded. Ayes: Boyd, Bell, Berkowitz, Kay, Lange – 5 Noes: None Motion declared approved. (7/31/13 – 44) C. Visitor Comments No comments. D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. Discussion was held on libraries that are over used according to the RCLS Direct Access formula. E. President's Report Mrs. Boyd reported on the Middletown's 125th Anniversary Parade. F. Director's Report Con't. (A copy of the Director's Report sent to each Board member is attached to the official minutes.) 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 Finance Committee: BUDGET AMENDMENT #6 Ms. Kay moved that the Board of Trustees of Middletown Thrall Library amend the 2013 budget to be increased as follows. ADD Revenue L2705 Gifts & Donations B&C Martin: obit copies $20.00 L. Thompsom: obit copies $20.00 ADD Appropriations: L7410.8521.12.3810.5 Adult Books $ 40.00 Resolved, that the regular monthly disbursements for June 2013 in the amount of $95,657.48 having been audited by Carl Berkowitz and found to be correct, be approved. Ms. Lange seconded. Ayes: Boyd, Bell, Berkowitz, Crown, Kay, Lange – 6 Noes: None Motion declared approved. (7/31/13 – 45) BUDGET TRANSFER #5 (12/31/12) Ms. Lange moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: Due to 12/31/12 Audit entries TO: L7410.8421.12.0000.0 Refund prior year tax $29,332.00 FROM: L7410.8422.12.0000.0 Judgements & Claims $22,000.00 FROM: L7410.8450.12.000.0 Bldg. Utilities $ 7,332.00 Accrual of Town of Wallkill 2012 “chargeback's” to be paid Feb. 2013 TO: L9010.8802.12.0000 NYS Retirement $58,728.00 FROM: L9060.8804.12.0000.0 Health & Dental $58,428.00 FROM: L9030.8803.12.0000.0 Social Security $ 300.00 Accrual of 3 months (Oct., Nov., Dec. 2012) Retirement to be paid Feb 2013 Mr. Berkowitz seconded. Ayes: Boyd, Bell, Berkowitz, Crown, Kay, Lange – 6 Noes: None Motion declared approved. (7/31/13 – 46) Building & Grounds: Ms. Lange reported on Building & Grounds. One of the two AC units has been converted to a new coolant as per law and in accordance with the Tri-County proposal approved at the June meeting. We still have to convert the other unit but will consider doing so next year. Currently the cooling system has been functioning acceptably and we have had no major interruptions in building cooling this summer. The plaque for the Middletown Rotary Club Historic Walking Tour of the City of Middletown has been installed and is located on the Depot Street side of the property in between a shrub and the first tree that lines the building walkway. The Library District has been selected by the Middletown Lowes home improvement center as a recipient of its community service program. This program allows local non-profit agencies to receive the materials and labor necessary to complete needed improvements to the property at no cost to the non-profit agency. I have submitted a proposal to Lowes to construct a garbage corral for the dumpster located on the staff parking side of the building, fix possible tripping hazards including the red brick walkway on the staff parking side of the building and to make minor sidewalk repairs all along the perimeter of the building. I have also requested the addition of some additional supplemental solar powered lighting around the perimeter of the building, including lighting for the flagpole. I have had correspondence with Lowes regarding this project and expect the work to take place on September 13. I did call Partners in Recognition to check on the progress of the proofs for the volunteer Plaque and I'm waiting for them to call back. J. Old Business No report. K. New Business 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 July 31, 2013. Mrs. Crown seconded. Ayes: Boyd, Bell, Crown, Berkowitz, Kay, Lange – 6 Noes: None Motion declared approved. (7/13/13 – 47) Mr. Berkowitz moved that the Middletown Thrall Library Board of trustees accept the proposed 2014 preliminary budget as presented. Mrs. Crown seconded. Ayes: Boyd, Bell, Crown, Berkowitz, Kay, Lange – 6 Noes: None Motion declared approved. (7/13/13 – 48) L. Adjournment Mr. Bell moved to adjourn the meeting at 8:05pm. Mrs. Crown seconded. Ayes: Boyd, Bell, Crown, Berkowitz, Kay, Lange – 6 Noes: None Motion declared approved. (7/13/13 – 49) 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 (07/31/13 – 44) Approval of 6/12/13 minutes (07/31/13 – 45) Approved BUDGET AMENDMENT #6 & monthly disbursements for June 2013 (07/31/13 – 46) Approved BUDGET TRANSFER #5 (2012) (07/31/13 – 47) Approved NYS Tax Override Amendment (07/31/13 – 48) Accepted proposed 2014 preliminary budget (07/31/13 – 49) Adjournment