MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES September 10, 2008 I. Attendance Mrs. Hutchinson called the roll: Present Ms. Marlena Lange, President Mr. Carl Berkowitz, Vice President (arrived 7:05 pm) Mrs. Joan Hutchinson, Secretary Ms. Barbara Kay, Treasurer Mrs. Rosa Boyd Mrs. Lois Ruckert Mr. Kevin J. Gallagher, Director Absent Mr. Richard C. Bell, 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 7:00 pm and led the pledge to the flag. B. Minutes Mrs. Ruckert moved for adoption of the minutes of the July 9, 2008 meeting. Mrs. Hutchinson seconded. Ayes: Lange, Hutchinson, Boyd, Kay, Ruckert – 5 Noes: None Motion declared approved. (09/10/08 - 49) C. Visitor Comments Ms. Lange opened the public hearing on the 2009 library district budget. 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 will send Bridget Manigo a card from the Board on the birth of her baby. 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 Eagle Scout project outside. Discussion was held on moving the Union Newsstand. G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. Discussion followed. (Report attached to official minutes) H. Library Staff Reports Mr. Gallagher reported that the staff is getting complaints from the public about people hanging around out in front of the library, in the parking lot and by the Friends bookstore. Mr. Gallagher explained to the staff that the Board has written letters to the Police Chief and the Mayor and that the Administrative office is referring the public to contact the Police Chief and the Mayor also. I. Committee Reports Finance Committee: Mrs. Boyd moved that the monthly disbursements for June 2008 in the amount of $76,717.72 having been audited by Richard Bell and found to be correct, be approved. Ms. Kay seconded. Ayes: Lange, Berkowitz, Hutchinson, Boyd, Kay, Ruckert - 6 Noes: None Motion declared approved. (09/10/08 - 50) I. Committee Reports, Con't. Mrs. Boyd moved that the regular monthly disbursements for July 2008 in the amount of $99,612.04 having been audited by Marlena Lange and found to be correct, be approved. Mr. Berkowitz seconded. Ayes: Lange, Berkowitz, Hutchinson, Boyd, Kay, Ruckert - 6 Noes: None Motion declared approved. (09/10/08 - 51) Mrs. Boyd moved that the regular monthly disbursements for August 2008 in the amount of $69,971.37 having been audited by Carl Berkowitz and found to be correct, be approved. Mrs. Hutchinson seconded. Ayes: Lange, Berkowitz, Hutchinson, Boyd, Kay, Ruckert - 6 Noes: None Motion declared approved. (09/10/08 - 52) Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: BUDGET TRANSFER #4 1.TO:L7410.8521.12.3814.5 YA Books $23.40 FROM:L7410.8522.12.3903.5 YA Media $23.40 To cover overage 2. TO:L7410.8462.12.0000.0 Service contracts $1,600.00 L7410.8900.12.0000.0 Capital Reserve $1,600.00 To cover new postage meter (mandated) leasing 3. TO:L7410.8440.12.0000.0 Professional Services $1,062.00 L7410.8900.12.0000.0 Capital Reserve $1,062.00 To cover unanticipated Paychex fees (incl. one time conversion) Mrs. Ruckert seconded. Ayes: Lange, Berkowitz, Hutchinson, Boyd, Kay, Ruckert - 6 Noes: None Motion declared approved. (09/10/08 - 53) Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library amend the 2008 budget to be increased as follows: BUDGET AMENDMENT #5 Add: REVENUE L2705 Gifts & Donations $150.00 Add: APPROPRIATIONS: L7410.8425.12.0000.0 Programs (adult) $100.00 L7410.8521.12.3810.5 Books (adult) $ 25.00 L7410.8522.12.3901.5 Media (adult) $ 25.00 Add: FUND BALANCE L599 $614.20 Add: APPROPRIATIONS: L7410.8415.12.0000.0 NEH: B. Franklin Exhibit* $614.20 *This amount is the balance of grant monies received in 2007; targeted for Franklin events. Ms. Kay seconded. Ayes: Lange, Berkowitz, Hutchinson, Boyd, Kay, Ruckert - 6 Noes: None Motion declared approved. (09/10/08 - 54) Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library amend the 2008 budget to be increased as follows: BUDGET AMENDMENT #6 Add: REVENUE L2761 RCLS summer reading grant $250.00 Add: APPROPRIATIONS L7410.8425.12.0000.0 Programs $250.00 Mr. Berkowitz seconded. Ayes: Lange, Berkowitz, Hutchinson, Boyd, Kay, Ruckert - 6 Noes: None Motion declared approved. (09/10/08 - 55) Building & Grounds: Ms. Lange reported that the parking lot lights have been installed in the front parking lot. Two burned out ballasts have been replaced in technical processing. The new DSL lines have been installed in the Administrative offices and Robert Tiess' office. Ms. Lange closed the public hearing on the proposed 2009 library district budget. J. Old Business Mr. Berkowitz moved to accept the proposed 2009 library budget. Ms. Kay seconded. Discussion followed. Ayes: Lange, Berkowitz, Hutchinson, Boyd, Kay, Ruckert - 6 Noes: None Motion declared approved. (09/10/08 - 56) The Board discussed recognition of the Friends of Middletown Thrall Library. Discussion was tabled for further discussion until January 2009. Mr. Berkowitz asked if there was any response from Mrs. Mokotoff's family. Ms. Lange said no. Mr. Berkowitz asked the Board to nominate him for the vacant Orange County seat on the RCLS Board of Trustees. Mrs. Boyd moved to nominate Carl Berkowitz for the vacant Orange County seat on the RCLS Board of Trustees. Mrs. Hutchinson seconded. Ayes: Lange, Berkowitz, Hutchinson, Boyd, Kay, Ruckert - 6 Noes: None Motion declared approved. (09/10/08 - 57) The Board discussed overuse by neighboring libraries. K. New Business Mr. Gallagher distributed the proposed tax rates for the Library District. (Attached to official minutes) Ms. Lange reported that she sent a letter to NYSUT offering to start negotiations on new labor contracts this fall. Discussion was held on selecting a negotiating team. Mrs. Hutchinson and Ms. Kay offered to be on the negotiating team again. Mr. Berkowitz moved to go into executive at 8:37pm to discuss personnel. Mrs. Ruckert seconded. Ayes: Lange, Berkowitz, Boyd, Kay, Hutchinson, Ruckert - 6 Noes: None Motion declared approved. (09/10/08 - 58) The Board returned from executive session at 8:55pm. Mrs. Ruckert moved to begin disciplinary action resulting in 30 calendar days' suspension without pay followed by a 60 day review performance in attendance for a full-time employee effective September 12th. Mrs. Hutchinson seconded. Ayes: Lange, Berkowitz, Boyd, Hutchinson, Ruckert - 5 Noes: None Abstain: Kay - 1 Motion declared approved. (09/10/08 - 59) L. Adjournment Mrs. Boyd moved to adjourn the meeting at 8:59 pm. Mrs. Hutchinson seconded. Ayes: Lange, Berkowitz, Boyd, Hutchinson, Kay, Ruckert - 6 Noes: None Motion declared approved. (09/10/08 - 60) Respectfully submitted, Joan Hutchinson, Secretary TABLE OF MOTIONS (01/09/08 - 1) Accepted slate of officers (01/09/08 - 2) Designated Middletown Times Herald Record as official newspaper (01/09/08 - 3) Designated the Orange County Trust Company as official bank (01/09/08 - 4) Reappointed Richard Guertin as Library District Attorney (01/09/08 - 5) Adjournment (01/09/08 - 6) Approval of 12/12/07 minutes (01/09/08 - 7) Executive Session (01/09/08 - 8) Adjournment (02/20/08 - 9) Approval of 1/9/08 reorganization and regular minutes (02/20/08 - 10) Approved DVD collection of foreign film be the Gertrude Mokotoff Collection (02/20/08 - 11) Approved monthly disbursements for December 2007 (02/20/08 - 12) Approve monthly disbursements for January 2008 (02/20/08 - 13) Approved BUDGET TRANSFER #1 (02/20/08 - 14) Approved BUDGET TRANSFER #5 - final transfers for year 2007 (02/20/08 - 15) Approved BUDGET AMENDMENT #9 - purchases made by FOMTL 1/1- 12/31/07 (02/20/08 - 16) Approval of $7250.00 for purchase of piano (02/20/08 - 17) Approved ANSER contract (02/20/08 - 18) Executive session (02/20/08 - 19) Approve for R. Guertin to proceed with change of status for library employee (02/20/08 - 20) Appointed Lois Ruckert to vacant Board seat (02/20/08 - 21) Adjournment (03/12/08 - 22) Approval of 2/20/08 minutes (03/12/08 - 23) Approved monthly disbursements for February 2008 (03/12/08 - 24) Approved BUDGET AMENDMENT #1 (03/12/08 - 25) Approved language change in by-laws under Article III; Section 6 (03/12/08 - 26) Adjournment (04/09/08 - 27) Approval of 3/12/08 minutes (04/09/08 - 28) Approved BUDGET TRANSFER #2 (04/09/08 - 29) Approved monthly disbursements for March 2008 (04/09/08 - 30) Approved Tri-County's bid for compressor (04/09/08 - 31) Approved 2008 election timetable (04/09/08 - 32) Adjournment (05/21/08 - 33) Approval of 4/9/08 minutes (05/21/08 - 34) Approved monthly disbursements for April 2008 (05/21/08 - 35) Approved BUDGET AMENDMENT #2 (05/21/08 - 36) Approved BUDGET TRANSFER #3 (05/21/08 - 37) Approved monthly disbursements for May 2008 (05/21/08 - 38) Approved maternity leave for B. Manigo (05/21/08 - 39) Adjournment (06/11/08 - 40) Approval of 5/21/08 minutes (06/11/08 - 41) Approved BUDGET AMENDMENT #3 (06/11/08 - 42) Approved closing Summitfield Children's Resource Center 7/4/08 (06/11/08 - 43) Adjournment (07/09/08 - 44) Approval of 6/11/08 minutes (07/09/08 - 45) Approved BUDGET AMENDMENT #4 (07/09/08 - 46) Approved proposed 2009 budget (07/09/08 - 47) Executive session (07/09/08 - 48) Adjournment (09/10/08 - 49) Approval of 7/9/08 minutes (09/10/08 - 50) Approved monthly disbursements for June 2008 (09/10/08 - 51) Approved monthly disbursements for July 2008 (09/10/08 - 52) Approved monthly disbursements for August 2008 (09/10/08 - 53) Approved BUDGET TRANSFER #4 (09/20/08 - 54) Approved BUDGET AMENDMENT #5 (09/10/08 - 55) Approved BUDGET AMENDMENT #6 (09/10/08 - 56) Accepted 2009 proposed library budget (09/20/08 - 57) Nominated Carl Berkowitz for vacant seat on RCLS Board (09/10/08 - 58) Executive session (09/10/08 - 59) Disciplinary action for full-time employee (09/10/08 - 60) Adjournment