MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES November 10, 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 Mr. Kevin J. Gallagher, Director Visitors Barbara Kay 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 7:02pm and led the pledge to the flag. B. Minutes Ms. Connolly moved for adoption of the minutes of October 13, 2004 with the following corrections: Page 4 - (New Business): date to close is January 1, 2005 Correct the spelling of Connolly on all motions Mrs. Hutchinson seconded. Ayes: Berkowitz, Bell, Lange, Hutchinson, Boyd, Connolly - 6 Noes: None Motion declared approved. (11/10/04 - 81) 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 reported that he and Mr. Bell attended the RCLS Annual meeting. Mr. Berkowitz thanked Mr. Bell and Mrs. Hutchinson for their work on settling the union contracts. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Mr. Gallagher reported that Luquinas Lorick will be filling the position that will be vacated due to Judith Martin's retirement at the end of this month. Mr. Gallagher reported that the weekend security staff from Benjamin Enterprises began Saturday, November 6th. Mr. Gallagher reported on the Horizon migration. Discussion followed. Mr. Gallagher reported that there is enough in this year's budget for the retro pay. 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: (Report attached to official minutes) Discussion followed. Finance Committee: Mrs. Boyd moved that the regular monthly disbursements for October, 2004 in the amount of $71,441.50 having been audited by Joan Hutchinson and found to be correct, be approved. Ms. Lange seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Connolly - 6 Noes: None Motion declared approved. (11/10/04 - 82) Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library amend the 2004 budget to be increased by the following: BUDGET AMENDMENT #3 REVENUES: L2770 Miscellaneous Income $3,243.00 APPROPRIATIONS: L7410.8420.12.0000.0 Insurance $3,243.00 (This amount represents Dividend Checks received ($1,417 for 2002 & $1,826 for 2003) from Selective Insurance for Workers Compensation Policy. Ms. Connolly seconded. Ayes: Berkowitz, Bell, Hutchinson, Boyd, Lange, Connolly - 6 Noes: None Motion declared approved. (11/10/04 - 83) Mrs. Boyd moved that Board of Trustees of Middletown Thrall Library amend the 2004 Revenue to be increased by the following: REVENUE AMENDMENT #2 L2770 Miscellaneous Income $279.08 Copico Commission Checks (Public Copy Machine-3rd Qtr.) L1081 Pilot's $620.73 I. Committee Reports City of Middletown IDA/Fleurchem Pilot Payment (we received more money than anticipated) Ms. Lange seconded. Ayes: Berkowitz, Bell, Boyd, Hutchinson, Lange, Connolly - 6 Noes: None Motion declared approved. (11/10/04 - 84) Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: BUDGET TRANSFER #5 1. TO: L7410.8522.12.3902.05 Children's Media $1,500.00 FROM: L7410.8521.12.3813.05 Children's Books $1,500.00 2. TO: L7410.8450.12.0000.0 Building Utilities $3,000.00 FROM: L7410.8406.12.0000.0 Telephone $3,000.00 Mr. Bell seconded. Ayes: Berkowitz, Bell, Boyd, Lange, Hutchinson, Connolly - 6 Noes: None Motion declared approved: (11/10/04 - 85) J. Old Business Ms. Connolly moved that the Board hereby ratifies the provisions of the 2003-2006 Collectively Negotiated Agreements between the Library and the Clerks and Custodians, as well as Librarians Collective Negotiations Units: and BE IT FURTHER RESOLVED that the Board authorizes those monies necessary to fund the terms of said collectively negotiated agreements. A copy of the Agreements shall be incorporated by reference within the minutes of this meeting. Mr. Bell seconded. Ayes: Berkowitz, Bell, Boyd, Lange, Hutchinson, Connolly - 6 Noes: None Motion declared approved. (11/10/04 - 86) K. New Business Mr. Gallagher reported on the estimates for the 2005 library district insurance. Discussion followed. Mr. Gallagher reported on the 2005 and 2006 New York State Retirement System costs. Discussion followed. (Report attached to official minutes) Mr. Gallagher reported on the carpet estimates. Discussion followed. The Board discussed a nominating committee. Ms. Connolly and Mrs. Boyd volunteered. Mrs. Boyd moved to go into executive session at 8:45pm for the purpose of labor issues. Ms. Connelly seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Connolly - 6 Noes: None Motion declared approved. (11/10/04 -87) The Board returned from executive session at 9:32pm. Mr. Bell moved that the President of the Board be directed to finalize with Shelley Milburn the agreements regarding salary for her for this year and next year as we have discussed in executive session. Ms. Lange seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Connolly - 6 Noes: None Motion declared approved. (11/10/04 - 88) Ms. Lange moved that the Board give the part-time employees the same percentage increases as provided for the full-time. Mrs. Boyd seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Connolly - 6 Noes: None Motion declared approved. (11/10/04 - 89) L. Adjournment Ms. Connolly moved to adjourn the meeting at 9:35pm. Mrs. Hutchinson seconded. Ayes: Berkowitz, Bell, Hutchinson, Lange, Boyd, Connolly - 6 Noes: None Motion declared approved. (11/10/04 - 90) 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 (11/10/04 - 81) Approval of 10/13/04 minutes (11/10/04 - 82) Approved disbursements for October 2004 (11/10/04 - 83) Approved Budget Amendment #3 (11/10/04 - 84) Approved Revenue Amendment #2 (11/10/04 - 85) Approved Budget Transfer #5 (11/10/04 - 86) Approved 2003-2006 Negotiated Agreements with units (11/10/04 - 87) Executive Session (11/10/04 - 88) Appointed Board President to finalize salary with Administrative Assistant (11/10/04 - 89) Approved part-time salary increases (11/10/04 - 90) Adjournment