MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES September 12, 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 (arrived at 7:05pm) 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. Mr. Berkowitz moved to open the Public Budget Hearing for the Library District 2013 Budget. Mrs. Ruckert seconded. Ayes: Boyd, Bell, Berkowitz, Kay, Crown, Ruckert - 6 Noes: None Motion declared approved. (9/12/12 - 47) B. Minutes Ms. Kay moved for adoption of the minutes of the July 25, 2012 meeting. Mrs. Crown seconded. Ayes: Boyd, Bell, Berkowitz, Kay, Crown, Ruckert - 6 Noes: None Motion declared approved. (9/12/12 - 48) 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 a letter sent to Port Jervis from this Board in reference to them overusing resources at Middletown Thrall Library. (Letter attached to official minutes) Mr. Pfisterer received a phone call from Senator Bonacic regarding a complaint he received from a Thrall Library patron. Discussion followed. Mr. Berkowitz reported that he had spoken to Mr. Dan Depew, Town of Wallkill Supervisor. Mr. Berkowitz asked him about notifying the library when they receive the information about certiorari's. Mr. Depew said he would make sure that when they receive the information that we would be notified also. Mr. Depew asked that he put the request in writing. Mr. Berkowitz will write something up and have Ms. Milburn put it on library stationery. Discussion followed. E. President's Report Mrs. Boyd commented on how wonderful the new front doors look. Discussion followed. The Board said to discard the old doors because they can't be repaired. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Mr. Pfisterer reported that Bridget Manigo, Children's Librarian, is on extended sick leave. Mr. Pfisterer is waiting for an update on her condition. She gave a tentative date of September 20th to return to work. Mr. Pfisterer reported that he received a letter from Donna Gady, Principal Library Clerk, stating that she will be retiring effective January 8, 2014. F. Director's Report Con't. Mr. Berkowitz moved to close the public budget hearing at 7:25pm. Mrs. Crown seconded. Ayes: Boyd, Bell, Berkowitz, Kay, Crown, Lange, Ruckert - 7 Noes: None Motion declared approved. (9/12/12 - 49) 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 #4 Ms. Kay moved that the Board of Trustees of Middletown Thrall Library amend the 2012 budget to be increased as follows: ADD Revenue L2705 Gifts & Donations $ 1,000.00 FOMTL K. Gallagher Sport's collection Anonymous $ 50.00 L. Thompson (in lieu copy fee) $ 20.00 ADD Appropriations: L7410.8524.12.0000.5 Subscription/Serials $ 1,000.00 L7410.8521.12.3810.5 Adult Books $ 35.00 L7410.8522.12.3901.5 Adult Media $ 35.00 Ms. Kay moved that the regular monthly disbursements for July 2012 in the amount of $129,464.59 having been audited by Richard Bell and found to be correct, be approved. Ms. Kay moved that the regular monthly disbursements for August 2012 in the amount of $63,118.44 having been audited by Marlena Lange and found to be correct, be approve. Mrs. Ruckert seconded. Ayes: Boyd, Bell, Berkowitz, Lange, Kay, Ruckert, Crown - 7 Noes: None Motion declared approved. (9/12/12 - 50) Building & Grounds: Ms. Lange reported on Building & Grounds. The new front doors have been painted and installed. Brad has attached decorative metal kick plates and hand guards to the interior sides of the doors. He will attach decorative wood panels to the front of the door in the near future. I have received one complaint from a patron regarding her dislike of the appearance of the new doors. I explained to her that the original doors were damaged and were replaced to improve durability and function. She indicated to me that she may write a letter to our Board of Trustees stating her concerns but I have not received a letter to date. We do still have the original doors stored in the ante-room area of the front lobby but we have been ordered to remove them from that location by our City Fire Department safety inspector. The Library had a safety inspection on 9-10-12. We have been asked to correct issues with our elevator recall, sprinkler system backflow and the storage of doors in the lobby ante- room. We are addressing these concerns and will forward to the city fire inspector the required documentation. After receiving positive references from two former clients of CDR electronics I authorized their proposal to install the new surveillance equipment. Wiring has begun for the new equipment and I expect the project to be completed in the next few weeks. Boss construction has completed the necessary roof repairs. We anticipate that this will eliminate the roof leaks we were experiencing. Brad is working on a solution to the issue with the skylight but this may require professional attention at some point in the future. We have hung the first partners in Recognition Plaque in the reading room. They are waiting for us to provide them with a list of names so that they can provide proofs for the second plaque. After a proof has been approved it will take approximately 5 - 7 weeks to produce the plaque. J. Old Business Discussion was held on the Procurement Policy. Ms. Lange moved that the Board accept the Procurement Policy as amended by Tonia Crown. Mr. Berkowitz seconded. (Policy attached to official minutes) Ayes: Boyd, Bell, Berkowitz, Lange, Kay, Ruckert, Crown - 7 Noes: None Motion declared approved. (9/12/12 - 51) K. New Business Discussion was held on the 2013 Library District Budget. Discussion was held on the RCLS 2013 budget. Mr. Pfisterer reviewed the Library District Policies and has found that we are lacking some. Mr. Pfisterer will review them and run it by Mr. Isseks. He will then bring it to the Board for discussion. L. Adjournment Mrs. Crown moved to adjourn the meeting at 8:30pm. Ms. Lange seconded. Ayes: Bell, Boyd, Ruckert, Kay, Lange, Berkowitz, Crown - 7 Noes: None Motion declared approved. (9/12/12 - 52) 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 (09/12/12 - 47) Opened Public Budget Hearing (09/12/12 - 48) Approval of 7/25/12 minutes (09/12/12 - 49) Closed Public Budget hearing (09/12/12 - 50) Approved BUDGET AMENDMENT #4 & monthly disbursements for July and August 2012 (09/12/12 - 51) Approved Procurement Policy (09/12/12 - 52) Adjournment