MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES November 9, 2016 I. Attendance Mr. Berkowitz called the roll. Present Mr. Richard C. Bell, Vice President Mr. Carl Berkowitz, Secretary (arrived 5:04pm) Mrs. Rosa Boyd Mrs. Lois Ruckert (arrived 5:08pm) Ms. Marlena Lange Mr. Matthew Pfisterer, Director Absent Mrs. Tonia Crown, President (excused) Visitors Mrs. Marianne Sciucco II. Agenda A. Roll Call G. Financial Officer's Report B. Minutes H. Committee Report C. Visitor Comments I. Old Business D. Correspondence J. New Business E. President's Report K. Adjournment F. Director's Report III. Discussion and Recommendation A. Mr. Richard Bell, President, opened the meeting at 5:02pm and led the pledge. B. Minutes Ms. Lange moved for adoption of the minutes of the October 5, 2016 meeting. Mrs. Boyd seconded. Ayes: Bell, Berkowitz, Boyd, Lange - 4 Noes: None Motion declared approved. (11/09/16 - 74) C. Visitor Comments/Staff Report Mr. Pfisterer introduced Marianne Sciucco, who was elected to the Board effective January 1, 2017. Mr. Pfisterer said she has been instrumental in the Local Author event. She has been coordinating this event and they have been very successful. Mrs. Sciucco just had a second book published. Discussion followed. Bridget Manigo will give a report on the Children's Room and the Young Adult Department at the December meeting. D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. 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 Mr. Pfisterer reported on the accounts and balances. H. Committee Reports Finance Committee: Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer: BUDGET TRANSFER #4 TO: L7410.8422.12.0000.0 Judgements & Claims $1050.00 FROM: L7410.8421.12.0000.0 Refund Prior Year Tax $1050.00 Mr. Berkowitz seconded. Ayes: Bell, Berkowitz, Lange, Boyd, Ruckert - 5 Noes: None Motion declared approved. (11/09/16-75) Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer: BUDGET TRANSFER #5 TO: L7410.8522.12.3905.5 Media-Foreign Films $30.00 FROM: L7410.8425.12.0000.0 Publicity/Program/Printing $30.00 Mrs. Ruckert seconded. Ayes: Bell, Berkowitz, Lange, Boyd, Ruckert - 5 Noes: None Motion declared approved. (11/09/16-76) Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library amend the 2016 budget to be increased as follows: BUDGET AMENDMENT #4 ADD REVENUE L2705 $65.00 Unrestricted Donations from Anonymous Donor(s) ADD Appropriations L7410.8502.12.0000.5 Office & Library Supplies $65.00 Ms. Lange seconded. Ayes: Bell, Berkowitz, Lange, Boyd, Ruckert - 5 Noes: None Motion declared approved. (11/09/16-77) Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library amend the 2016 budget to be increased as follows: BUDGET AMENDMENT #5 ADD REVENUE L2765 $5000.00 New York State Special Legislative Aid 2016-2017 ADD Appropriations L7410.8200.12.0000.7 Furniture & Equipment $5000.00 Mr. Berkowitz seconded. Ayes: Bell, Berkowitz, Lange, Boyd, Ruckert - 5 Noes: None Motion declared approved. (11/09/16-78) Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library accepts the following revenue transfer: REVENUE TRANSFER #1 TO: L2761 LLSA Grant (RCLS/STATE) $11,000.00 FROM: L1082 Orange County Library Aid $11,000.00 (To correct initial error in entry of 2016 Budget) Ms. Lange seconded. Ayes: Bell, Berkowitz, Lange, Boyd, Ruckert - 5 Noes: None Motion declared approved. (11/09/16-79) Mr. Berkowitz moved that the regular monthly disbursements for October, 2016 in the amount of $99,319.38 having been audited by Rosa Boyd and found to be correct, be approved. Mrs. Ruckert seconded. Ayes: Bell, Berkowitz, Lange, Boyd, Ruckert - 5 Noes: None Motion declared approved. (11/09/16 - 80) Mr. Berkowitz moved to authorize looking at surveillance cameras up to a dollar amount of $12,000 to be paid out of furniture and Equipment. Mrs. Boyd seconded. Ayes: Bell, Berkowitz, Lange, Boyd, Ruckert - 5 Noes: None Motion declared approved. (11/09/16 - 81) Discussion was held on the Volunteer Recognition Plaque/Policy. Building & Grounds: Ms. Lange reported on Building & Grounds. Library staff arrived to work on October 26, 2016 and discovered that a vehicle had hit and destroyed one of the lampposts located in the staff parking area located at the back of the building. No one claimed responsibility for the accident and we do not have camera surveillance in that area to review. We have ordered a replacement lamppost along with two others and expect them to arrive in December. We will have it installed as soon as possible after it arrives. I have solicited bids for the installation of additional surveillance equipment throughout the interior and exterior of the building. These additional cameras would cover areas of the building that are currently not under surveillance. I will continue to investigate companies who are willing to enter into a service agreement with us for repairs and maintenance of our HVAC systems. Our exterminator has reported that we are experiencing no infestations anywhere in the building. I. Old Business Discussion was held on NYLA Library institutional membership fee. J. New Business Mrs. Boyd moved to accept the RCLS 2017 Budget. Mrs. Ruckert seconded. Discussion followed. Ayes: Berkowitz, Boyd - 2 Noes: Lange, Ruckert, Bell - 3 Motion failed. (11/09/16 - 82) Ms. Lange moved to institute the State of New York Deferred Compensation Plan. No employer cost associated. Mrs. Ruckert seconded. Ayes: Bell, Berkowitz, Boyd, Lange, Ruckert - 5 Noes: None Motion declared approved. (11/09/16 - 83) Discussion was held on Administrative Salaries for 2017. The Board will discuss it at the December meeting. Discussion was held on the New York State Public Library Construction Grant Award. L. Adjournment Mrs. Boyd moved to adjourn the meeting at 6:04pm. Ms. Lange seconded. Ayes: Bell, Berkowitz, Lange, Boyd, Ruckert - 5 Noes: None Motion declared approved. (11/09/16 - 84) Respectfully submitted, Carl S. Berkowitz, Secretary TABLE OF MOTIONS (01/20/16 - 1) Accepted slate of officers (01/20/16 - 2) Designated Middletown Times Herald Record as official newspaper (01/20/16 - 3) Designated the Orange County Trust Company as official bank (01/20/16 - 4) Designated Stifel-Nicholas as Investment Firm (01/20/16 - 5) Appointed Robert Isseks as Library District's Attorney (01/20/16 - 6) Adjournment (01/20/16 - 7) Approval of 12/09/15 minutes (01/20/16 - 8) Approval of 12/29/15 Special Meeting minutes (01/20/16 - 9) Executive Session (01/20/16-10) Approved monthly disbursements for December 2015 (01/20/16-11) Approved .50 per item - per day for 3 months (01/20/16-12) Approved to extend Long Range Plan through 2016 (01/20/16-13) Approved to extend for one month the change of signatory parties (01/20/16-14) Adjournment (02/10/16-15) Approval of 1/20/16 reorganizational minutes (02/10/16-16) Approval of 1/20/16 minutes (02/10/16-17) Adjournment (03/09/16-18) Approval of 2/10/16 minutes (03/09/16-19) Executive Session (03/09/16-20) Approved monthly disbursements for January & February 2016 (03/09/16-21) Approved repairs for backflow valves (03/09/16-22) Accepted the NYS Annual Report for 2015 (03/09/16-23) Adjournment (04/13/16-24) Approval of 3/9/16 minutes (04/13/16-25) Executive session (04/13/16-26) Approved monthly disbursements for March 2016 (04/13/16-27) Executive session (04/13/16-28) Approved 2016 Timetable for budget vote (04/13/16-29) Approved RCLS Direct Access Plan for 2017-2021 (04/13/16-30) Adjournment (05/11/16-31) Approval of 4/13/16 minutes (05/11/16-32) Approved monthly disbursements for April 2016 (05/11/16-33) Approved BUDGET AMENDMENT #1 (05/11/16-34) Executive session (05/11/16-35) Approved sending letter re: Town of Wallkill Dial-A-Bus (05/11/16-36) Adjournment (06/08/16-37) Approval of 5/11/16 minutes (06/08/16-38) Approved monthly disbursements for May 2016 (06/08/16-39) Approved BUDGET TRANSFER #1 (06/08/16-40) Approved BUDGET AMENDMENT #2 (06/08/16-41) Accepted 403(b) Plan (06/06/16-42) Accepted Credit Card Policy (06/08/16-43) Accepted Dress Code Policy (06/08/16-44) Adjournment (06/28/16-45) Executive session (06/28/16-46) Approved to enter into conciliatory negotiations (06/28/16-47) Adjourn (07/13/16-48) Approval of 6/8/16 minutes (07/13/16-49) Approval of 6/28/16 Special Mtg. Minutes (07/13/16-50) Approved Application for Library Construction Grant (07/13/16-51) Approved monthly disbursements for June 2016 (07/13/16-52) Approved NYS Override Amendment (07/13/16-53) Accepted Proposed 2017 Preliminary Budget (07/13/16-54) Executive session (07/13/16-55) Adjournment (09/07/16-56) Opened Public Hearing for 2017 Budget (09/07/16-57) Approval of 7/13/16 minutes (09/07/16-58) Approved BUDGET TRANSFER #2 (09/07/16-59) Approved BUDGET AMENDMENT #3 (09/07/16-60) Approved monthly disbursements for July 2016 (09/07/16-61) Closed Public Hearing (09/07/16-62) Approved proposed 2017 Budget (09/07/16-63) Executive session (09/07/16-64) Approved nominations Anita Bauman for RCLS Bd. (09/07/16-65) Adjournment (10/05/16-66) Approval of 9/7/16 minutes (10/05/16-67) Approved monthly disbursements for September 2016 (10/05/16-68) Approved monthly disbursements for August 2016 (10/05/16-69) Approved BUDGET TRANSFER #3 (10/05/16-70) Approved to rescind Tax Cap Override (10/05/16-71) Certified Election (10/05/16-72) Executive session (10/05/16-73) Adjournment (11/09/16-74) Approval of 10/5/16 minutes (11/09/16-75) Approved BUDGET TRANSFER #4 (11/09/16-76) Approved BUDGET TRANSFER #5 (11/09/16-77) Approved BUDGET AMENDMENT #4 (11/09/16-78) Approved BUDGET AMENDMENT #5 (11/09/16-79) Approved REVENUE TRANSFER #1 (11/09/16-80) Approved monthly disbursements for October 2016 (11/09/16-81) Approved up to $12,000 for camera's (11/09/16-82) Motion failed to accept RCLS Budget for 2017 (11/09/16-83) Approved NYS Deferred Comp Plan (11/09/16-84) Adjournment