MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES October 13, 2004 I. Attendance Ms. Lange called the roll: Present Mr. Carl Berkowitz, President Mr. Richard C. Bell, Vice President Ms. Marlena Lange, Secretary Mrs. Rosa Boyd, Treasurer Mrs. Joan Hutchinson Ms. Eileen Connolly (arrived at 7:23pm) Mr. Kevin J. Gallagher, Director 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. Mr. Carl Berkowitz, President, opened the meeting at 7:00pm and led the pledge to the flag. Mr. Berkowitz read a letter of resignation from the position of Trustee from Sally Taylor. (Letter attached to official minutes) B. Minutes Mrs. Boyd moved for adoption of the minutes of September 8, 2004 with a correction on page 2, section C. It should read “renovation” not “history” of the cemetery. Ms. Lange seconded. Ayes: Berkowitz, Bell, Lange, Hutchinson, Boyd – 5 Noes: None Motion declared approved. (10/13/04 – 69) Mr. Bell moved for adoption of the special meeting minutes of September 21, 2004. Ms. Lange seconded. Ayes: Berkowitz, Bell, Lange, Hutchinson, Boyd – 5 Noes: None Motion declared approved. (10/13/04 – 70) Ms. Lange moved for adoption of the special meeting minutes of October 5, 2004. Mrs. Hutchinson seconded. Ayes: Berkowitz, Bell, Lange, Boyd, Hutchinson – 5 Noes: None Motion declared approved. (10/13/04 – 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. Berkowitz distributed copies of a statement he made to the New York State Assembly Standing Committee on Library and Education Technology. F. Director’s Report Mr. Gallagher reported on the circulation and ILL report. (Report attached to official minutes) Mr. Gallagher reported that he received a call from the Town of Wallkill that they couldn’t find the key to the book drop. They needed the key because they had a bomb threat called in and needed to check the book drop. G. Treasurer’s Report Mr. Gallagher reported on the accounts and balances. Discussion followed. (Report attached to the official minutes) H. Library Staff Reports No report. I. Committee Reports Building & Grounds Committee: Mr. Gallagher reported that someone came to look at the roof and we are expecting an estimate soon. Mr. Gallagher reported that we did get samples of carpeting and we are waiting for estimates on some of the samples. Finance Committee: Mrs. Boyd moved that the regular monthly disbursements for August, 2004 in the amount of $63,115.56 having been audited by Richard Bell and found to be correct, be approved. Ms. Lange seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Connolly – 6 Noes: None Motion declared approved. (10/13/04 – 72) Mrs. Boyd moved that the regular monthly disbursements for September, 2004 in the amount of $56,206.90 having been audited by Carl Berkowitz and found to be correct, be approved. M. Connelly seconded. Ayes: Berkowitz, Bell, Hutchinson, Boyd, Lange, Connolly – 6 Noes: None Motion declared approved. (10/13/04 – 73) J. Old Business No report. K. New Business The Board discussed the 2005 district tax rates. (Tax rates attached to official minutes) Mr. Bell moved to accept the attached library district tax rates for 2005. Mrs. Boyd seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Connolly – 6 Noes: None Motion declared approved. (10/13/04 – 74) Ms. Connelly moved to close the library on December 24th and 25th, a half day on December 31st, and close January 1, 2005. Mrs. Hutchinson seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Connolly – 6 Noes: None Motion declared approved. (10/13/04 – 75) Ms. Lange moved to go into executive session at 8:14pm for the purpose of labor negotiations. Ms. Connelly seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Connolly – 6 Noes: None Motion declared approved. (10/13/04 – 76) The Board returned from executive session at 8:35pm. Ms. Connelly moved that the agreement for the clerks and custodians and the agreement for the librarians association be reviewed by legal counsel and pending legal approval, submitted for signature by both associations and the President is authorized to sign after legal review and organizations sign. Mrs. Boyd seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Connolly – 6 Noes: None Motion declared approved. (10/13/04 – 77) Ms. Connelly moved to increase part-time clerical and librarian staff to have the same pay raise as provided for the full-time staff and to be retroactive. Mrs. Hutchinson seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Connolly – 6 Noes: None Motion declared approved. (10/13/04 – 78) K. New Business Ms. Connelly moved that we sign the contract with Benjamin Enterprises contingent on a couple of conditions we had offered to Kevin. Such as bonding, recommendations in the contract are built around actual staff here and the escape clause if the library district is unsatisfied with the service. Ms. Lange seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Connolly – 6 Noes: None Motion declared approved. (10/13/04 – 79) L. Adjournment Mrs. Hutchinson moved to adjourn the meeting at 8:40pm. Mrs. Boyd seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Connolly - 6 Noes: None Motion declared approved. (10/13/04 - 80) Respectfully submitted, Marlena Lange, Secretary TABLE OF MOTIONS (01/14/04 - 1) Accepted slate of officers (01/14/04 - 2) Designated Middletown Times Herald Record as official newspaper (01/14/04 - 3) Accepted resolution to open bank account at Orange County Trust Company (01/14/04 - 4) Approval of 12/10/03 minutes (01/14/04 - 5) Approval of disbursements for November 2003 (01/14/04 - 6) Approval of payroll register of deductions for 10/29, 11/12 & 11/26/03 (01/14/04 - 7) Approved manual checks for October 2003 (01/14/04 - 8) Approval of disbursements for December 2003 (01/14/04 - 9) Approval of payroll register of deductions for 12/10 & 12/19/03 (01/14/04 - 10) Approved Budget Transfer #1 (01/14/04 - 11) Approved to rollover Walts CD for 30 days (01/14/04 - 12) Resolution authorizing Board Pres. & Exec. Director to execute necessary documents & pay the necessary fees (01/14/04 - 13) Executive Session (01/14/04 - 14) Adjournment (03/10/04 – 15) Approval of 1/14/04 minutes (03/10/04 – 16) Approval of regular monthly disbursements for 3/2/04 (03/10/04 – 17) Approval of manual checks for January 2004 (03/10/04 – 18) Approved budget transfer #2 (03/10/04 – 19) Approved savings account be closed and transfer funds to money market account (03/10/04 – 20) Approved two accounts at Bank of New York be closed and transferred to money market account at Orange County Trust (03/10/04 – 21) Resolution on vehicles parked overnight on Thrall Library property (03/10/04 – 22) Replacement for vacant Board seat (03/10/04 – 23) Pay membership to OLA (03/10/04 – 24) Executive session (03/10/04 – 25) Adjournment (04/14/04 – 26) Approval of 3/10/04 minutes (04/14/04 – 27) Executive Session (04/14/04 – 28) Approval of disbursements for 3/26/04 (04/14/01 – 29) Approved submitting documents for Parent & Child Genealogy & Local History Grant (04/14/04 – 30) Authorized donation of old chairs to local non-profit group (04/14/04 – 31) Adjournment (05/12/04 – 32 Approval of 4/14/04 minutes (05/12/04 – 33) Approval of disbursements for April 2004 (05/12/04 – 34) Approval of timetable for 2004 election (05/12/04 – 35) Approved summer schedule (05/12/04 – 36) Executive session (05/12/04 – 37) Adjournment (06/09/04 – 38) Approval of 5/12/04 minutes (06/09/04 – 39) Approval of disbursements for May 2004 (06/09/04 - 40) Approved Budget Amendment #1 (06/09/04 – 41) Approved Budget Transfer #3 (06/09/04 – 42) Approved policy for banning cell phones (06/09/04 – 43) Approved policy for Seasonal Borrowing Cards (06/09/04 – 44) Executive Session (06/09/04 – 45) Adjournment (07/14/04 – 46) Approval of 6/9/04 minutes (07/14/04 – 47) Executive Session (07/14/04 – 48) Approval of disbursements for June 2004 (07/14/04 – 49) Extend Summitfield hours to 12:30-5 (07/14/04 – 50) Executive Session (07/14/04 – 51) Adjournment (07/28/04 – 52) Executive session (07/28/04 – 53) Adjournment (09/08/04 – 54) Approval of 7/14/04 minutes (09/08/04 – 55) Approval of 7/28/04 special meeting minutes (09/08/04 – 56) Approval of disbursements for July 2004 (09/08/04 – 57) Approved Budget Amendment #2 (09/08/04 – 58) Approved Revenue Amendment #1 (09/08/04 – 59) Approved Budget Transfer #4 (09/08/04 – 60) Accepted a proposed budget for 2005 (09/08/04 – 61) Executive Session (09/08/04 – 62) Approved to support resolution from negotiating committee (09/08/04 – 63) Adjournment (09/21/04 – 64) Executive session (09/21/04 – 65) Adjournment (10/05/04 – 66) Approved Election Results (10/05/04 – 67) Executive Session (10/05/04 – 68) Adjournment (10/13/04 – 69) Approval of 9/8/04 minutes (10/13/04 0 70) Approval of 9/21/04 special meeting minutes (10/13/04 – 71) Approval of 10/5/04 special meeting minutes to accept election results (10/13/04 – 72) Approval of disbursements for August 2004 (10/13/04 – 73) Approval of disbursements for September 2004 (10/13/04 – 74) Approved 2005 library district tax rates (10/13/04 – 75) Approved holiday schedule (10/13/04 – 76) Executive session (10/13/04 – 77) Approved labor contracts pending legal review (10/13/04 – 78) Approved part-time pay raises (10/13/04 – 79) Approved proposal for weekend security (10/13/04 – 80) Adjournment