MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES September 10, 2003 I. Attendance Mr. Russo called the roll: Present Mr. Richard C. Bell, President Mr. Carl Berkowitz, Vice President Mr. Ralph Russo, Secretary Mrs. Joan Hutchinson Mrs. Rosa Boyd Ms. Marlena Lange Ms. Helen Sherman Mr. Kevin J. Gallagher, Director Mr. Timothy J. Conway, Treasurer 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. Mr. Richard Bell, President, opened the meeting at 7:00pm and led the pledge to the flag. Mr. Bell declared the public hearing on the proposed 2004 Library District Budget opened. There was no one from the public to speak and Mr. Bell closed the public hearing. B. Minutes Ms. Sherman moved for adoption of the minutes of July 9, 2003. Mrs. Boyd seconded. Ayes: Bell, Berkowitz, Russo, Boyd, Sherman, Hutchinson, Lange - 7 Noes: None Motion declared approved. (09/10/03 - 71) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. E. President’s Report Mr. Bell wanted to thank the Board for their kind wishes and the plant. 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 on the book drop in the Town of Wallkill. G. Treasurer’s Report Mr. Conway reported on the account balances. H. Library Staff Reports Summitfield Learning Center held a pizza party at the end of August for the Summer Reading Program. I. Committee Reports Buildings & Grounds Committee: (A copy of this report was in each Board members packet) Finance Committee: Mr. Berkowitz moved that the regular monthly disbursements for August 2003 in the amount of $59,207.38 having been audited by Ralph Russo and found to be correct, be approved. Ms. Sherman seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Sherman, Russo, Lange – 7 Noes: None Motion declared approved. (09/10/03 – 72) I. Committee Reports Con’t. Mr. Berkowitz moved that the payroll register of deductions for July 9, 2003 ($18,555.00), July 23, 2003 ($19,095.83) and August 6, 2003 ($18,827.18), having been audited by Ralph Russo and found to be correct, be approved. Mrs. Hutchinson seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Sherman, Russo, Lange – 7 Noes: None Motion declared approved. (09/10/03 – 73) Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: 1. TO:L.7410.8524.12.0000.05 Subscriptions $5,000.00 FROM:L.7410.8521.12.3810.05 Adult Books $5,000.00 This amount is to be added to subscriptions for anticipated invoices due in September and October. 2. TO:L.7410.8420.12.0000.00 Insurance $ 750.00 FROM:L.7410.8425.12.0000.00 Publicity/Program/Printing $ 750.00 This amount represents what is needed to cover the final payment to Selective Insurance for 2003. Mrs. Boyd seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Sherman, Russo, Lange – 7 Noes: None Motion declared approved. (09/10/03 – 74) J. Old Business Mr. Berkowitz moved to untable the resolution electing participation in NYS Public Employee and Retiree Long Term Care Insurance Plan. Mr. Russo seconded. Discussion followed. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Sherman, Russo, Lange – 7 Noes: None Motion declared approved. (09/10/03 – 75) Mr. Bell said there is a motion now to offer the participation in NYS Public Employee and Retiree Long Term Care Insurance Plan. Ayes: None Noes: Bell, Berkowitz, Russo, Lange, Sherman, Boyd, Hutchinson - 7 Motion denied. (09/10/03 – 76) Mr. Berkowitz asked if there was going to be a Meet the Candidates Night. Mr. Gallagher said it will be Monday, September 22 at 7:00pm at Thrall Library. K. New Business Mr. Berkowitz moved to adopt the Petition for Absolute Charter for Thrall Public Library District. Ms. Lange seconded. Ayes: Bell, Berkowitz, Russo, Boyd, Hutchinson, Lange, Sherman – 7 Noes: None Motion declared approved. (09/10/03 – 77) Discussion was held on the transfer of ownership of Middletown Thrall Library from the Middletown School District to the Thrall Public Library District of Middletown and Wallkill. Mr. Russo moved to adopt the 2004 Library Budget as presented. Mrs. Boyd seconded. Ayes: Bell, Berkowitz, Russo, Boyd, Hutchinson, Lange, Sherman – 7 Noes: None Motion declared approved. (09/10/03 – 78) K. New Business Con’t. Ms. Sherman moved to go into executive session at 7:46pm for the purpose of discussing labor negotiations. Mr. Berkowitz seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Sherman, Russo, Lange – 7 Noes: None Motion declared approved. (09/10/03 – 79) The Board returned from executive session at 8:32pm. L. Adjournment Mr. Russo moved to adjourn the meeting at 8:33pm. Mr. Berkowitz seconded. Ayes: Bell, Hutchinson, Berkowitz, Boyd, Sherman, Russo, Lange - 7 Noes: None Motion declared approved. (09/10/03 - 80) Respectfully submitted, Ralph Russo, Secretary TABLE OF MOTIONS (01/08/03 - 1) Accepted slate of officers (01/08/03 - 2) Designated Middletown Times Herald Record as official newspaper (01/08/03 - 3) Adjournment of reorganizational meeting (01/08/03 - 4) Approval of 12/12/03 minutes (01/08/03 - 5) Appointed Treasurer (01/08/03 - 6) Amended 2003 budget – Amendment #1 (01/08/03 - 7) Approval of disbursements for December 2002 (01/08/03 - 8) Approval of payroll register of deductions for 11/27 & 12/11/02 (01/08/03 - 9) Adopted Internet Policy (01/08/03 - 10) Approved Walts bequest be put in CD (01/08/03 - 11) Approved Records Retention Policy (01/08/03 - 12) Executive Session (01/08/03 - 13) Appointed David Shaw & law firm as negotiator for labor contracts (01/08/03 - 14) Adjournment (02/12/03 - 15) Approval of 1/8/03 minutes (02/12/03 - 16) Approval of 1/8/03 organizational minutes (02/12/03 - 17) Rescind suspension for borrowing privileges of Ellen Sampson (02/12/03 - 18) Approved final monthly disbursements for fiscal year 2002 (02/12/03 - 19) Approved manual checks for November 2002 (02/12/03 - 20) Approved payroll register of deductions for Dec. 20; & Jan. 8, 2003 (02/12/03 - 21) Accepted Meeting Room Policy as written (02/12/03 - 22) Established first Tuesday in October as date for annual election (02/12/03 - 23) Amended previous resolution to include the vote be held at Thrall (02/12/03 - 24) Denied request to Town of Wawayanda resident for library privileges (02/12/03 - 25) Adopted Subpoena Policy (02/12/03 - 26) Executive Session (02/12/03 - 27) Promote Robert Winship to custodian (02/12/03 - 28) Raise – Mary Roberto (02/12/03 - 29) Adjournment (03/12/03 - 30) Approval of 2/12/03 minutes (03/12/03 - 31) Approval of part-time position for Debbie Libassi (03/12/03 - 32) Approval of funding for new account (bindery books) (03/12/03 - 33) Approved budget transfer for foreign films (03/12/03 - 34) Approved budget transfer for legal costs/audit (03/12/03 - 35) Approved certificate of appreciation for William Stevens (03/12/03 - 36) Executive session (03/12/03 - 37) Adjournment (04/09/03 - 38) Approval of 3/12/03 minutes (04/09/03 - 39) Approve summer hours (04/09/03 - 40) Adjournment (05/14/03 - 41) Approval of 4/9/03 minutes (05/14/03 - 42) Approval of disbursements for February 2003 (05/14/03 – 43) Approval of payroll register of deductions for 1/22 & 2/5 (05/14/03 – 44) Approval of disbursements for March 2003 (05/14/03 – 45) Approval of payroll register of deductions for 3/5 & 3/19 (05/14/03 – 46) Approval of disbursements for April 2003 (05/14/03 – 47) Approval of payroll register of deductions for 4/2 (05/14/03 – 48) Amended 2003 budget – Amendment #2 (05/14/03 – 49) Approved to close 7/5/03 (05/14/03 – 50) Tabled vote on Long-Term care Insurance Plan (05/14/03 – 51) Executive session (05/14/03 – 52) Adjournment (06/11/03 – 53) Approval of 5/14/03 minutes (06/11/03 – 54) Approval of payroll register of deductions for 2/19 (06/11/03 – 55) Approval of disbursements for May 2003 (06/11/03 – 56) Approval of payroll register of deductions for 4/16 & 4/30 (06/11/03 – 57) Approval of manual checks for January 2003, February 2003 & March/April 2003 (06/11/03 – 58) Approved Budget Transfer #2 (06/11/03 – 59) Adopted 2003 election timetable (06/11/03 – 60) Approved new part-time Librarian I position (06/11/03 – 61) Executive Session (06/11/03 – 62) Approved tentative 2004 budget (06/11/03 – 63) Adjournment (07/09/03 – 64) Approval of 6/11/03 minutes (07/09/03 – 65) Approval of disbursements for June 2003 (07/09/03 – 66) Approval of payroll register of deductions for 5/4, 5/28 & 6/11 (07/09/03 – 67) Amended 2003 budget – Amendment #3 (07/09/03 – 68) Tabled vote on Long-Term Care Insurance Plan (07/09/03 – 69) Executive Session (07/09/03 – 70) Adjournment (09/10/03 – 71) Approval of 7/9/03 minutes (09/10/03 – 72) Approval of disbursements for August 2003 (09/10/03 – 73) Approval of payroll register of deductions for 7/9, 7/23 and 8/6 (09/10/03 – 74) Approved budget transfer #3 (09/10/03 – 75) Untabled resolution on Long Term Care Insurance Plan (09/10/03 – 76) Declined Long Term Insurance Plan (09/10/03 – 77) Adopted petition for Absolute Charter (09/10/03 – 78) Adopted 2004 budget (09/10/03 – 79) Executive session (09/10/03 – 80) Adjournment