MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES November 13, 2002 I. Attendance Mr. Gallagher called the roll: Present Mr. Richard C. Bell, President Mrs. Joan Hutchinson, Vice President Mr. Carl Berkowitz Mrs. Rosa Boyd Ms. Helen Sherman Mr. Kevin J. Gallagher, Director Absent Mr. Ralph Russo, Secretary (excused) Mr. Timothy J. Conway, Treasurer (excused) Visitors Seth Arluck Marlena Lange Pat Reineke Carole Sutton 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 PAGE 2 III. Discussion and Recommendation A. Mr. Richard C. Bell, President, opened the meeting at 7:00pm and led the pledge to the flag. B. Minutes Ms. Sherman moved for adoption of the minutes of October 9, 2002. Mrs. Hutchinson seconded. Ayes: Hutchinson, Berkowitz, Boyd, Sherman - 4 Noes: None Motion declared approved. (11/13/02 - 96) Mr. Berkowitz moved for adoption of the special meeting minutes of October 23, 2002 with the following changes. Ms. Sherman seconded. Add: The Board returned from executive session. Correct the spelling of Berkowitz in the vote. Ayes: Hutchinson, Berkowitz, Boyd, Sherman – 4 Noes: None Motion declared approved. (11/13/02 – 97) Mr. Berkowitz moved for adoption of the special meeting minutes of November 6, 2002. Ms. Sherman seconded. Ayes: Hutchinson, Berkowitz, Boyd, Sherman – 4 Noes: None Motion declared approved. (11/13/02 – 98) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. A thank you note was read thanking the board for their retirement gift to Teresa Craft. Mr. Bell reported purchasing a gift for Shelley on behalf of the board thanking her for the work on the election. Mr. Bell received a copy of a letter to Kevin from Tim Conway with a change in the tax rates. They are considerably different but as close as Mr. Conway can get at this time. PAGE 3 E. President’s Report Mr. Bell will hold his report pending the executive session. 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 Viola Martini, part-time library clerk, father passed away. Mr. Gallagher reported an offer for legal help from Bob Isseks. G. Treasurer’s Report Mr. Conway was out of town but sent a printout of the accounts and revenues. H. Library Staff Reports Mr. Gallagher reported that Betsey Mudrick, part-time head of Summitfield, resigned to take a full-time position with a private employer. Henry Zellmer, part-time cleaner, resigned. That vacancy has been filled by John Winship. Florence Gertsen has been hired from the Orange County Personnel Civil Service list for Library Clerk to fill the vacancy in Technical Services. Ms. Helen Sherman moved for the Board to congratulate Kevin Gallagher for the two positions that he has been elected to. The positions are to the Executive Board of PLS section of NYLA and the Executive Board of the Director’s Association at RCLS. Mrs. Hutchinson seconded. Ayes: Hutchinson, Berkowitz, Boyd, Sherman – 4 Noes: None. Motion declared approved. (11-13-02 – 99) I. Committee Reports Buildings & Grounds Committee: (A copy was sent to each Board member and is attached to the official minutes.) Boiler #1 had not been working well and is now working properly. The temperature controls need to be replaced. PAGE 4 I. Committee Reports Con’t. Finance Committee: Mrs. Hutchinson moved that the regular monthly disbursements for October 2002 in the amount of $25,414.25, having been audited by Carl Berkowitz and found to be correct, be approved. Ms. Sherman seconded. Ayes: Hutchinson, Berkowitz, Boyd, Sherman -4 Noes: None Motion declared approved. (11/13/02 - 100) Mrs. Hutchinson moved that the payroll register of deductions for August 7, 2002 in the amount of $17,629.66; September 4, 2002 in the amount of $18,889.88; September 18, 2002 in the amount of $18,924.65 and October 2, 2002 in the amount of $19,825.39, having been audited by Carl Berkowitz and found to be correct, be approved. Mrs. Boyd seconded. Ayes: Hutchinson, Boyd, Berkowitz, Sherman - 4 Noes: None Motion declared approved. (11/13/02 - 101) Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library amend the 2002 budget to be increased by the following: REVENUES: L.2705 Gifts & Donations $6,790.00 APPROPRIATIONS: Acct.L.7410.8200.12.0000.07 Furn. & Equipment $6,790.00 The above amount represents a donation from the Friends of Thrall Library for the purchase of a new ALOS Z43 Reader-Printer Microform Machine. Mrs. Hutchinson seconded. Ayes: Hutchinson, Berkowitz, Boyd, Sherman - 4 Noes: None Motion declared approved. (11/13/02 - 102) Mr. Gallagher reported that the Middletown High School class of 1942 held their 60th reunion recently and had money left over and voted to donate it to the library. Mr. Berkowitz also distributed an estimated Election Expenses report for October 2002. (Attached to official minutes) PAGE 5 J. Old Business No report. K. New Business The Board discussed the library district tax levies for 2003. Discussion was held on City of Middletown’s Finance Commissioner’s letter. (Letter attached to official minutes) Mr. Gallagher reported on David Moore Heights and shifting staff around. The Board also discussed moving the equipment out of David Moore Heights. Mrs. Hutchinson moved to contact Assemblyman Howard Mills to discuss tax exemptions for working farms. Mrs. Boyd seconded. Ayes: Hutchinson, Berkowitz, Boyd, Sherman – 4 Noes: None Motion declared approved. (11/13/02 – 103) Mr. Berkowitz moved to go into executive session at 7:51pm to discuss legal matters. Mrs. Hutchinson seconded. Ayes: Hutchinson, Boyd, Berkowitz, Sherman - 4 Noes: None Motion declared approved. (11/13/02 - 104) The Board returned from executive session at 8:52pm. Mr. Berkowitz moved to authorize the appropriation of $3200 for legal expenses to Shaw & Perelson. Mrs. Hutchinson seconded. Ayes: Hutchinson, Boyd, Sherman, Berkowitz – 4 Noes: None Motion declared approved. (11/13/02 – 105) L. Adjournment Mrs. Boyd moved to adjourn the meeting at 8:53pm. Mrs. Hutchinson seconded. Ayes: Hutchinson, Berkowitz, Boyd, Sherman - 4 Noes: None Motion declared approved. (11/13/02 - 106) Respectfully submitted, Ralph Russo, Secretary TABLE OF MOTIONS (01/02/02 - 1) Approval of 12/12/01 minutes (01/02/02 - 2) Regular monthly disbursements for December. (01/02/02 - 3) Correction to Transfer #3 (for 7/1/01-12/31/01 budget) into insurance. (01/02/02 - 4) Accept all practices & policies of previous Board. (01/02/02 - 5) Tabled resolution moving full-time custodians to clerical unit. (01/02/02 - 6) Adjournment of January 2nd meeting. (02/13/02 - 7) Approval of 1/2/02 organizational meeting minutes. (02/13/02 - 8) Approval of 1/2/02 Regular meeting minutes. (02/13/02 - 9) Approval of disbursement for payroll & benefits for Dec. 2001. (02/13/02 - 10) Approval of monthly disbursements for fiscal year 7/1/01-12/31/01. (02/13/02 - 11) Approval of payroll register of deductions for December 2001. (02/13/02 - 12) Accepted budget transfer from Furn. & Equip. to Insurance. (02/13/02 - 13) Untabled motion (02/01/02 - 5) moving F.T. Custodians to Clerical Unit. (02/13/02 - 14) Approved moving Full-time Custodians to Clerical Unit. (02/13/02 - 15) Amended 2002 budget to increase Furn. & Equip. - balance of Centennial checking account (02/13/02 - 16) Summer Hours effective 6/9 - Regular hours resume 9/7 (02/13/02 - 17) Executive session to discuss personnel. (02/13/02 - 18) Adjournment of 2/13 meeting. (02/13/02 - 19) Approval of 2/13/02 minutes. (03/13/03 - 20) Approval of disbursements for partial payroll 2/6 & manual checks (03/13/02 - 21) Approval of payroll register of deductions for 1/23; 2/6; & 2/20/02 (03/13/02 - 22) Approval of regular monthly disbursements for February 2002. (03/13/02 - 23) Approval of “correction” for payroll deductions. (03/13/02 - 24) Accepted budget transfer from Pass-Through from district to insurance. (03/13/02 - 25) Budget cuts for 2002 budget. (03/13/02 - 26) Approved revised Mission Statement. (03/13/02 - 27) Approved to permit Advest to set-up no charge account. (03/13/02 - 28) Executive session. (03/13/02 - 29) Adjournment of 3/13 meeting (04/10/02 - 30) Approval of 3/13/02 minutes. (04/10/02 - 31) Approval of disbursements for March 2002 (04/10/02 - 32) Approval of manual checks for February 2002 (04/10/02 - 33) Approval of payroll register deductions for March 6 & March 20 (04/10/02 - 34) Set dates for Minisink vote. (04/10/02 - 35) Restrictions on Bloomingburg cardholders. (04/10/02 - 36) Approval of Bulletin Board & Display Case Policy (04/10/02 - 37) Approval of Nugent & Haeussler as audit service. (04/10/02 - 38) Executive session. PAGE 2 (04/10/02 - 39) Approval of leave without pay for Georgie Cuffee. (04/10/02 - 40) Adjournment of 4/10/02 meeting. (05/08/02 - 41) Approval of 4/10/02 Minutes. (05/08/02 - 42) Bar patron from direct borrowing services. (05/08/02 - 43) Approval of disbursements for April 2002. (05/08/02 - 44) Approval of payroll register deductions for April 3 and April 17, 2002. (05/08/02 - 45) Accepted amendment to 2002 budget for donations received. (05/08/02 - 46) Approved policy and disposition of discarded books. (05/08/02 - 47) Executive Session 5/8/02. (05/08/02 - 48) Adjournment of 5/5/02 meeting. (06/12/02 - 49) Approval of 5/8/02 minutes. (06/12/02 - 50) Approval of disbursements for May 2002 (06/12/02 - 51) Approval of payroll register deductions for May 1, 15 & 29. (06/12/02 - 52) Approval of manual checks for April & May 2002. (06/12/02 - 53) Accepted amendment to 2002 budget (06/12/02 - 54) Accepted budget transfer. (06/12/02 - 55) Executive session (06/12/02 - 56) Resolution authorizing Thrall Public Library District to be registered as an independent agency with the NYS Retirement System. (06/12/02 - 57) Adjournment of 6/12/02 meeting. (07/10/02 - 58) Approval of 6/12/02 minutes. (07/10/02 - 59) Approval of disbursements for June 2002. (07/10/02 - 60) Accepted amendment #4 to 2002 budget. (07/10/02 - 61) Approved administrative salary schedule. (07/10/02 - 62) Approved proposed 2003 budget. (07/10/02 - 63) Approved unused sick leave credits by retirees. (07/10/02 - 64) Approved 2002 NYS Retirement System Incentive for Tier 1. (07/10/02 - 65) Approved timetable for October election. (07/10/02 - 66) Approved informational hearing dates. (07/10/02 - 67) Approved stipend for election. (07/10/02 - 68) Subpoena’s must be directed to library Director. (07/10/02 - 69) Adjournment of 7/10/02 meeting. (07/24/02 - 70) Approved third polling place in Circleville. (07/24/02 - 71) Adjournment of 7/24/02 meeting. (09/10/02 - 72) Approval of 7/10/02 minutes. (09/10/02 - 73) Approval of 7/24/02 minutes. (09/10/02 - 74) Approval of disbursements for July 2002. (09/10/02 - 75) Approval of payroll register deductions for June 26, July 10 & July 24th. (09/10/02 - 76) Accepted amendment #5 to 2002 budget. PAGE 3 (09/10/02 - 77) Accepted budget transfer #4. (09/10/02 - 78) Moved vote out of rotation. (09/10/02 - 79) Approved assistant for October election. (09/10/02 - 80) Restored $25,000 of the $80,000 cut from materials. (09/10/02 - 81) Executive session. (09/10/02 - 82) Adjournment of 9/10/02 meeting. (10/09/02 - 83) Approval of 9/10/02 minutes. (10/09/02 - 84) Approval for disbursements for September. (10/09/02 - 85) Approval for payroll register deductions for 8/21. (10/09/02 - 86) Accepted amendment #6 to 2002 budget. (10/09/02 - 87) Certified 10/8/02 election results. (10/09/02 - 88) Extend library service to Minisink. (10/09/02 - 89) Executive session. (10/09/02 - 90) Adjournment of 10/9/02 meeting. (10/23/02 - 91) Executive session. (10/23/02 - 92) Ending borrowing privileges for Towns of Greenville, Minisink, Wawayanda, & Mt. Hope. (10/23/02 - 93) Adjournment of 10/23/02 special meeting. (11/06/02 – 94) Extend services to enlarged district until 1/1/03 (11/06/02 – 95) Adjournment of 11/6/02 meeting. (11/13/02 – 96) Approval of 10/9/02 minutes. (11/13/02 – 97) Approval of special meeting minutes of 10/23/02. (11/13/02 – 98) Approval of special meeting minutes of 11/6/02. (11/13/02 – 99) Congratulations to Kevin for being elected to two new positions. (11/13/02 – 100) Approval for disbursements for October. (11/13/02 – 101) Approval for payroll register deductions for 8/7; 9/4; 9/18 & 10/2. (11/13/02 – 102) Accepted amendment #7 to 2002 budget. (11/13/02 – 103) Contact Howard Mills to discuss taxes exemptions for working farms. (11/13/02 – 104) Executive session. (11/13/02 – 105) Authorize money for legal expenses. (11/13/02 – 106) Adjournment of 11/13/02 meeting. (11/21/02 – 107) Executive Session. (11/21/02 – 108) Out of Executive Session. (11/21/02 – 109) Executive Session. (11/21/02 – 110) Out of Executive Session. (11/21/02 – 111) Decertify October 8, 2002 election. (11/21/02 – 112) Establish existing 2002 budget for 2003 fiscal year. (11/21/02 – 113) Adjournment of 11/21/02 meeting. 12/02/02 – 114) Adoption of 2003 tax levies. 12/02/02 – 115) Adjournment of 12/02/02 meeting.