Minutes of the Special Meeting Thrall Public Library District of Middletown and Wallkill Board of Trustees October 8, 2015 I. Call to Order Mrs. Tonia Crown, Vice President, opened the meeting at 5:03pm and led the pledge to the flag. II. Roll Call Mrs. Ruckert called the roll. Present Mrs. Lois Ruckert, President Mrs. Tonia Crown, Vice President Ms. Marlena Lange, Secretary (arrived at 5:10pm) Mr. Richard C. Bell Mrs. Rosa Boyd Mr. Carl Berkowitz Mr. Matthew Pfisterer, Director Absent Ms. Barbara Kay, Financial Officer (excused) Visitors Tracy Barretta, Principal Account Clerk III. Visitor Comments No visitors. A. Mrs. Lois Ruckert, President, opened the meeting at 7:00pm and led the pledge to the flag. B. Minutes Mrs. Boyd moved for adoption of the minutes of the September 9, 2015 meeting. Mrs. Crown seconded. Ayes: Ruckert, Crown, Berkowitz, Bell, Boyd - 5 Noes: None Motion declared approved. (10/07/15 - 57) Mr. Berkowitz moved for adoption of the Special Meeting Minutes of September 15, 2015. Mrs. Crown seconded. Ayes: Ruckert, Crown, Berkowitz, Bell, Boyd - 5 Noes: None Motion declared approved. (10/07/15 - 58) C. Visitor Comments No visitors. D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. Mr. Pfisterer reported that the PILOT for Crystal Run is expiring at the end of this year. They are asking for a reduction in their Pilot. The Town of Wallkill is having a meeting at Town Hall to discuss this on October 27th at 10:30. E. President's Report No report. 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. Financial Officer's Report Mrs. Barretta, Principal Account Clerk, reported on the accounts and balances. Finance Committee: Ms. Lange moved that the regular monthly disbursements for September 2015 in the amount of $110,736.19 having been audited by Tonia Crown and found to be correct, be approved. Mr. Bell seconded. Ayes: Ruckert, Bell, Berkowitz, Boyd, Crown, Lange - 6 Noes: None Motion declared approved. (10/07/15 - 59) BUDGET AMENDMENT #5 Ms. Lange moved that the Board of Trustees of Middletown Thrall Library amend the 2015 budget to be increased as follows: ADD Revenue L2705 RCLS-Family Literacy Grant $340.00 ADD Appropriations L7410.8425.12.0000.0 Programs Children's SRP $340.00 Mr. Bell seconded. Ayes: Ruckert, Bell, Berkowitz, Boyd, Crown, Lange - 6 Noes: None Motion declared approved. (10/07/15 - 60) Building & Grounds: Ms. Lange reported on Building & Grounds. The tile flooring in the first floor Women's room has been replaced. A new sub-floor was also installed. The tile and sub-flooring will be replaced in the first floor Men's room at the end of this month. A patron alerted Library staff that there were insects in one of the cloth chairs in the Library's Reading Room. We called our exterminator's who arrived a short time later and determined that the chair and another in the reading room were infested with bed bugs and larvae. The chairs were immediately removed from the public area of the Library, bagged and discarded. A few days later I asked the exterminator to return and re-inspect all of the cloth chairs in the building. Following that inspection another chair in the Reading Room was determined to have evidence of infestation and was removed. The exterminator recommended that replacement of all of the Library's public furniture with a non cloth alternative would greatly reduce the risk of infestation. Mr. Pfisterer will bring seating samples to the meeting. Library custodial staff will continue to monitor the cloth furniture and we will continue to have it inspected by our exterminators on a monthly basis. Mr. Pfisterer received no further correspondence regarding our request for architectural blueprints for our boiler replacement project. I. Old Business No report. J. New Business Mr. Berkowitz moved the following: RESOLVED, that the Thrall Public Library District of Middletown & Wallkill Board of Trustees accept the following results from the October 6, 2015 Library Budget and Trustee Election. BUDGET VOTE (with absentee ballots) 102 YES 33 NO TRUSTEE TOTALS: Marlena F. Lange 112 Rose M. Boyd 108 Write-in: Peter B. Swenson 2 Mrs. Crown seconded. Ayes: Ruckert, Bell, Berkowitz, Boyd, Crown, Lange - 6 Noes: None Motion declared approved. (10/07/15 - 61) Ms. Lange moved to go into executive session at 6:04pm to discuss potential employment of a local company. Mrs. Boyd seconded. Ayes: Ruckert, Bell, Berkowitz, Boyd, Crown, Lange - 6 Noes: None Motion declared approved. (10/07/15 - 62) The Board returned from executive session at 6:07pm. L. Adjournment Mr. Berkowitz moved to adjourn the meeting at 6:09pm. Ms. Lange seconded. Ayes: Ruckert, Bell, Berkowitz, Boyd, Crown, Lange - 6 Noes: None Motion declared approved. (10/07/15 - 63) Respectfully submitted, Marlena Lange, Secretary TABLE OF MOTIONS (01/14/15 - 1) Accepted slate of officers (01/14/15 - 2) Designated Middletown Times Herald Record as official newspaper (01/14/15 - 3) Designated the Orange County Trust Company as official bank (01/14/15 - 4) Designated Stifel-Nicholas as Investment Firm (01/14/15 - 5) Appointed Robert Isseks as Library District's Attorney (01/14/15 - 6) Adjournment (01/14/15 - 7) Approval of 12/18/14 minutes (01/14/15 - 8) Approved BUDGET AMENDMENT #8 (12/31/14); BUDGET AMENDMENT #1 (01/14/15) (01/08/15 - 9) Adjournment (02/11/15 - 10) Approval of 1/14/15 reorganizational minutes (02/11/15 - 11) Approval of 1/14/15 minutes (02/11/15 - 12) Executive session (02/11/15 - 13) Approved BUDGET AMENDMENT #2; monthly disbursements for December 2014 and January 2015 (02/11/15 - 14) Executive session (02/11/15 - 15) Adjournment (03/11/15 - 16) Approval of 2/11/15 minutes (03/11/15 - 17) Approved BUDGET AMENDMENT #9 (12/31/2014) (03/11/15 - 18) Approved BUDGET TRANSFER #3 (Final - 12/31/2014) (03/11/15 - 19) Approved monthly disbursements for February 2015 (03/11/15 - 20) Executive session (03/11/15 - 21) Accepted NYS Annual Report for 2014 (03/11/15 - 22) Adjournment (04/08/15 - 23) Approval of 3/11/15 minutes (04/08/15 - 24) Approved monthly disbursements for March 2015 (04/08/15 - 25) Approved 2015 election timetable (04/08/15 - 26) Adjournment (05/13/15 - 27) Approval of 4/8/15 minutes (05/13/15 - 28) Executive session (05/13/15 - 29) Executive session (05/13/15 - 30) Approved monthly disbursements for April 2015; BUDGET TRANSFER #1 (05/13/15 - 31) Adopted Collection Management Policy (05/13/15 - 32) Executive session (05/13/15 - 33) Adjournment (06/10/15 - 34) Approval of 5/13/15 minutes (06/10/15 - 35) Approved monthly disbursements for May 2015 (06/10/15 - 36) Approved BUDGET AMENDMENT # 3 (06/10/15 - 37) Executive session (06/10/15 - 38) Accepted Memorandum of Agreement with Lib./Clerks/Custodians (06/10/15 - 39) Executive session (06/10/15 - 40) Adjournment (07/08/15 - 41) Approval of 6/10/15 minutes (07/08/15 - 42) Executive session PAGE 2 (07/08/15 - 43) Approved monthly disbursements for June 2015 (07/08/15 - 44) Approved BUDGET AMENDMENT #4 (07/08/15 - 45) Approved contractual employee for 6 weeks (07/08/15 - 46) Accepted proposed 2016 preliminary budget (07/08/15 - 47) Approved NYS Override Amendment (07/08/15 - 48) Accepted 2014 Library Audit Report (07/08/15 - 49) Adjournment (09/09/15 - 50) Approval of 7/8/15 minutes (09/09/15 - 51) Approved monthly disbursements for August 2015 (09/09/15 - 52) Approved monthly disbursements for July 2015 (09/09/15 - 53) Approved BUDGET TRANSFER #2 (09/09/15 - 54) Adjournment (09/15/15 - 55) Approved 2016 Library District Budget (09/15/15 - 56) Adjournment (10/07/15 - 57) Approval of 9/9/15 minutes (10/07/15 - 58) Approval of 9/15/15 Special Meeting Minutes (10/07/15 - 59) Approved monthly disbursements for September 2015 (10/07/15 - 60) Approved BUDGET AMENDMENT #5 (10/07/15 - 61) Certified Election (10/07/15 - 62) Executive session (10/07/15 - 63) Adjournment