MINUTES OF THE MEETING
THRALL PUBLIC LIBRARY DISTRICT
OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES
October 3, 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
Mrs. Lois Ruckert moved for adoption of the minutes of the September 12, 2012 meeting.
Ms. Lange seconded.
Ayes: Boyd, Bell, Berkowitz, Kay, Crown, Ruckert, Lange - 7
Noes: None
Motion declared approved. (10/3/12 - 53)
C. Visitor Comments
No comments
D. Correspondence
A copy of all correspondence sent to each Board member is attached to the official
minutes.
Mr. Pfisterer received a verbal notification from Ashley Maraffino, part-time librarian.
She has accepted a full-time position at Valley Cottage.
E. President's Report
Mrs. Boyd is very pleased with the election results and congratulated Mrs. Ruckert and
Ms. Kay. She looks forward to serving with them for another year.
Mrs. Boyd discussed doing an evaluation for the Director's position.
F. Director's Report
(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. Discussion followed. (Attached to
official minutes)
H. Library Staff Reports
No report.
I. Committee Reports
Finance Committee: BUDGET TRANSFER #2
Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library accept the
the following budget transfers:
TO:L7410.8420.12.0000.0 Insurance $ 300.00
L7410.8514.12.0000.5 A/V Supplies $ 500.00
FROM: L7410.8450.12.0000.0 Utilities $ 800.00
(to cover deficits)
Ms. Lange seconded.
Ayes: Boyd, Bell, Berkowitz, Lange, Kay, Ruckert, Crown - 7
Noes: None
Motion declared approved. (10/3/12 - 54)
BUDGET AMENDMENT #5
Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library amend the
2012 budget to be increased as follows:
ADD
Revenue L2705 Gifts & Donations $ 5.00
S. Miller: obit copies
L2705 Gifts & Donations $ 10.00
K. Ferguson: obit copies
RCLS $300.00
Summer reading mini-grant
ADD
APPROPRIATIONS:
L7410.8521.12.3810.5 Adult Books $ 15.00
L7410.8425.12.0000.0 Programs $300.00
Ms. Lange seconded.
Ms. Lange seconded.
Ayes: Boyd, Bell, Berkowitz, Lange, Kay, Ruckert, Crown - 7
Noes: None
Motion declared approved. (10/3/12 - 55)
Mr. Berkowitz moved that the regular monthly disbursements for September 2012 in the
amount of $69,012.64 having been audited by Tonia Crown and found to be correct, be
approved.
Mr. Bell seconded.
Ayes: Boyd, Bell, Berkowitz, Lange, Kay, Ruckert, Crown - 7
Noes: None
Motion declared approved. (10/3/12 - 56)
The Board thanked Jill Fiumano for her work on the financial reports.
Building & Grounds: Ms. Lange reported on Building & Grounds.
The library had a safety inspection on September 10, 2012. We have been asked to correct
issues with our elevator recall, sprinkler system backflow and the storage of doors in the
lobby ante-room.
a. Dodd plumbing was here to inspect the backflow valves for the sprinkler system
and the main water supply. The sprinkler system valve passed inspection the
other valve did not. I am waiting to hear back from Dodd for an estimate for the
valve replacement. We are addressing these concerns and will forward to the city
fire inspector the required documentation.
b. We have had our elevator inspected by an electrician, the alarm company and the
elevator company and there is still some confusion as to who is qualified to make
the necessary repairs to the system. It seems that when the elevator was
originally installed, a safety mechanism that regulates the movement of the
elevator during smoke or fire emergency was wired but never connected to a
power source. There needs to be some communication between the elevator and
alarm company before we can determine the best way to complete the
installation. The alarm company also pointed out an issue with a fire damper
near the HVAC system on the third floor of the library that also is in need of
repair. I am awaiting an estimate for this work.
CDR has completed the wiring installation and has ordered the surveillance equipment. I
expect the installation to begin in the next couple of weeks.
I will contact Partners in Recognition to discuss with them ways in which we can make the
nameplates of the plaque be more visible. We may want to consider ordering darker spine
labels and/or using some supplemental lighting to make the names more visible.
J. Old Business
Mr. Berkowitz moved that the Board approve the RCLS Preliminary Budget as proposed.
Ms. Kay seconded. Discussion followed.
Ayes: Berkowitz - 1
Noes: Boyd, Bell, Crown, Kay, Lange, Ruckert - 6
Motion failed. (10/3/12 - 57)
K. New Business
Mr. Berkowitz moved that the Thrall Public Library District of Middletown & Wallkill
Board of Trustees accept the following results from the October 2, 2012 Library Budget
Election.
BUDGET VOTE (with absentee ballots) 142 YES 71 NO
TRUSTEE TOTALS:
Barbara Kay 175
Lois D. Ruckert 158
(Write-In)
Risa Hamaras 1
John Feely 1
Betty Lauritzen 1
Mr. Bell seconded.
Ayes: Boyd, Bell, Crown, Kay, Lange, Ruckert Berkowitz - 7
Noes: None
Motion passed. (10/3/12 - 58)
Discussion was held on the ANSER 2013-2018 contract.
Ms. Lange moved to opt-in for the 2013-2018 ANSER contract. Mr. Bell seconded.
Discussion followed.
Mr. Bell withdrew his second to the motion and the Board tabled this discussion until the
November meeting.
L. Adjournment
Ms. Kay moved to adjourn the meeting at 8:35pm. Mrs. Ruckert seconded.
Ayes: Bell, Boyd, Ruckert, Kay, Lange, Berkowitz, Crown - 7
Noes: None
Motion declared approved. (10/3/12 - 59)
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
PAGE 2
(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
(10/03/12 - 53) Approval of 9/12/12 minutes
(10/03/12 - 54) Approved BUDGET TRANSFER #2
(10/03/12 - 55) Approved BUDGET AMENDMENT #5
(10/03/12 - 56) Approved monthly disbursements for September 2012
(10/03/12 - 57) Motion failed to approve RCLS Preliminary Budget
(10/03/12 - 58) Accepted results from 10/3/12 Election
(10/03/12 - 59) Adjournment