MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES December 8, 2010 I. Attendance Mrs. Ruckert called the roll: Present Mr. Carl Berkowitz, President Mrs. Rosa Boyd, Vice President Ms. Barbara Kay, Treasurer Mrs. Lois Ruckert, Secretary Ms. Marlena Lange Mrs. Tonia Crown Mr. Richard C. Bell Mr. Kevin J. Gallagher, Director Absent None Visitors None 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. B. Minutes Ms. Lange moved for adoption of the minutes of the November 10, 2010 meeting. Ms. Kay seconded. Ayes: Berkowitz, Lange, Kay, Bell, Boyd, Crown, Ruckert - 7 Noes: None Motion declared approved. (12/08/10 - 86) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. Mr. Berkowitz read a letter from Assemblywoman Aileen Gunther in response to the Board's letter of 9/8/10. Assemblywoman Gunther said she was preparing for the new 2011 session year and would bring the Board's concern to Albany. (Letter attached to official minutes) Mr. Berkowitz read a letter from the SUNY New Paltz Foundation thanking the Board for their donation for Kevin's retirement. E. President's Report Mr. Berkowitz discussed the increases for the Retirement System over the next several years. Mr. Berkowitz thanked Shelley Milburn and Donna Gady for organizing the retirement party for Kevin Gallagher. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. (Attached to official minutes) H. Library Staff Reports No report. I. Committee Reports Finance Committee: Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library amend the 2010 budget to be increased as follows: BUDGET AMENDMENT #8 ADD Revenue L2705 Gifts & Donations $ 25.00 two donations received $ 36.00 in memory of E. Isseks Barmann L2705 Gifts & Donations $ 5.00 anonymous ADD Appropriations: L7410.8521.12.3810.5 Adult Books $ 66.00 Ms. Lange seconded. Ayes: Berkowitz, Lange, Kay, Bell, Boyd, Crown, Ruckert - 7 Noes: None Motion declared approved. (12/08/10 - 87) Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: BUDGET TRANSFER #5 To: L7410.8502.12.0000.5 Library & Office Supplies $ 625.00 L7410.8514.12.0000.5 A/V Supplies $ 175.00 From: L7410.8411.12.0000.0 Postage $800.00 to cover deficit To: L7410.8422.12.0000.0 Judgement & Claims $18,000.00 From:L7410.8900.12.0000.0 Contingency $10,000.00 L7410.8420.12.0000.0 Insurance $ 4,000.00 L9760.8600.12.7410.0 Debt Service $ 4,000.00 to encumber available funds for 2011 Town of Wallkill tax assessment refund Ms. Kay seconded. Ayes: Berkowitz, Lange, Kay, Bell, Boyd, Crown, Ruckert - 7 Noes: None Motion declared approved. (12/08/10 - 88) Mrs. Boyd moved that the regular monthly disbursements for November 2010 in the amount of $82,474.61 having been audited by Lois Ruckert and found to be correct, be approved. Ms. Lange seconded. Ayes: Berkowitz, Bell, Lange, Kay, Boyd, Crown, Ruckert - 7 Noes: None Motion declared approved. (12/08/10 - 89) Building & Grounds: The new digital video security system has been delivered and Brad will install them before the end of the year. Brad McGovern replaced one of the pneumatic door closers. Tri-County Heating & Cooling will be adding anti-freeze to the HVAC System. Brad McGovern and Robert Tiess are working with Day Automation to get remote access to the HVAC system. Nominating Committee: Discussion was held on the slate of officers for 2011. Mrs. Crown and Mr. Bell would like to nominate the following slate of officers for 2011: Carl Berkowitz - President Rosa Boyd - Vice President Barbara Kay - Treasurer Lois Ruckert - Secretary This will be voted at on at the January meeting. J. Old Business Mr. Berkowitz discussed the painting from Prudence Morrison Gow. Discussion followed. The Board tabled this until the January meeting. K. New Business Discussion was held on the NYS Education Law, Section 262, Use of Public Libraries. (Attached to official minutes) Ms. Lange moved that the Board of Trustees accept Kevin Gallagher's proposal of $150.00 for each half day worked with Matthew Pfisterer in January 2011 on transition issues. Mrs. Ruckert seconded. Ayes: Berkowitz, Bell, Crown, Kay, Boyd, Lange, Ruckert - 7 Noes: None Motion declared approved. (12/08/10 - 90) Ms. Lange moved to go into executive session at 8:18pm to discuss personnel, attorney matters and labor negotiations. Mrs. Ruckert seconded. Ayes: Berkowitz, Kay, Bell, Lange, Crown, Boyd, Ruckert - 7 Noes: None Motion declared approved. (12/08/10 - 91) The Board returned from executive session at 9:21pm. L. Adjournment Ms. Lange moved to adjourn the meeting at 9:22pm. Mrs. Boyd seconded. Ayes: Berkowitz, Kay, Bell, Lange, Crown, Boyd, Ruckert - 7 Noes: None Motion declared approved. (12/08/10 - 92) Respectfully submitted, Lois Ruckert, Secretary TABLE OF MOTIONS (01/13/10 - 1) Accepted slate of officers (01/13/10 - 2) Designated Middletown Times Herald Record as official newspaper (01/13/10 - 3) Designated the Orange County Trust Company as official bank (01/13/10 - 4) Reappointed Richard Guertin as Library District Attorney (01/13/10 - 5) Adjournment (01/13/10 - 6) Approval of 12/09/09 minutes (01/14/10 - 7) Approved BUDGET AMENDMENT #6 (12/31/09) (01/13/10 - 8) Approved BUDGET AMENDMENT #1 (01/13/10 - 9) Accepted Insurance change from Chubb to Utica National (01/13/10 - 10) Executive session (01/13/10 - 11) Adjournment (02/11/10 - 12) Approval of 1/13/10 organizational meeting minutes (02/11/10 - 13) Approval of 1/13/10 minutes (02/11/10 - 14) Approved monthly disbursement for December 2009 (02/11/10 - 15) Approved BUDGET TRANSFER #5 (12/31/2009) (02/11/10 - 16) Approved resolution on library systems (02/11/10 - 17) Executive session (02/11/10 - 18) Adjournment (03/10/10 - 19) Approval of 2/11/10 minutes (03/10/10 - 20) Approved monthly disbursement for January 2010 (03/10/10 - 21) Approved monthly disbursement for February 2010 (03/10/10 - 22) Accepted NYS Annual Report (03/10/10 - 23) Approved Stifel Nicolaus as investment firm (03/10/10 - 24) Executive session (03/10/10 - 25) Adjournment (04/14/10 - 26) Approval of 3/10/10 minutes (04/14/10 - 27) Approved BUDGET AMENDMENT #2 (04/14/10 - 28) Approved monthly disbursement for March 2010 (04/14/10 - 29) Accepted timetable for 10/5/10 election (04/14/10 - 30) Executive session (04/14/10 - 31) Resumed regular board meeting (04/14/10 - 32) Adjournment (05/12/10 - 33) Accepted auditor's report (05/12/10 - 34) Approval of 4/14/10 minutes (05/12/10 - 35) Approved monthly disbursement for April 2010 (05/12/10 - 36) Approved BUDGET AMENDMENT #3 (05/12/10 - 37) Approved BUDGET TRANSFER #1 (05/12/10 - 38) Approved donating old lounge chairs to Emergency Housing (05/12/10 - 39) Executive Session (05/12/10 - 40) Resumed regular Board Meeting (05/12/10 - 41) Adjournment (06/09/10 - 42) Approval of 5/12/10 minutes (06/09/10 - 43) Approved monthly disbursement for May 2010 (06/09/10 - 44) Approved Dress Code Policy (06/09/10 - 45) Executive Session (06/09/10 - 46) Adjournment (07/14/10 - 47) Approval of 6/9/10 minutes (07/14/10 - 48) Approved monthly disbursement for June 2010 (07/14/10 - 49) Approved BUDGET TRANSFER #2 (07/14/10 - 50) Approved BUDGET AMENDMENT #4 (07/14/10 - 51) Approved Proposed 2011 Budget (07/14/10 - 52) Executive session (07/14/10 - 53) Adjournment (09/01/10 - 54) Approved amending the proposed 2011 budget (09/01/10 - 55) Opened public hearing (09/01/10 - 56) Approval of 7/14/10 minutes (09/01/10 - 57) Approved BUDGET AMENDMENT #5 (09/01/10 - 58) Approved monthly disbursements for July 2010 (09/01/10 - 59) Approved BUDGET TRANSFER #3 (09/01/10 - 60) Accepted amended policy for Violence-Free Workplace (09/01/10 - 61) Adopted proposed 2011 budget as amended (09/01/10 - 62) Accepted amended meeting room policy (09/01/10 - 63) Approved restricting Mount Hope cardholders (09/01/10 - 64) Executive session (09/01/10 - 65) Approved Director's salary (09/01/10 - 66) Adjournment (09/07/10 - 67) Executive session (09/07/10 - 68) Provisional appointment of new Director (09/07/10 - 69) Adjournment (10/06/10 - 70) Approval of 9/1/10 minutes (10/06/10 - 71) Approval of 9/7/10 special meeting minutes (10/06/10 - 72) Approved monthly disbursements for August 2010 (10/06/10 - 73) Approved monthly disbursements for September 2010 (10/06/10 - 74) Approved BUDGET AMENDMENT #6 (10/06/10 - 75) Approved 10/5/10 election results (10/06/10 - 76) Executive session (10/06/10 - 77) Adjournment (11/10/10 - 78) Approval of 10/6/10 minutes (11/10/10 - 79) Approved BUDGET AMENDMENT #7 (11/10/10 - 80) Approved BUDGET TRANSFER #4 (11/10/10 - 81) Approved monthly disbursements for October 2010 (11/10/10 - 82) Approved to have painting examined by Main Frame (11/10/10 - 83) Approved 2011 Board meeting schedule (11/10/10 - 84) Executive session (11/10/10 - 85) Adjournment (12/08/10 - 86) Approval of 11/10/10 minutes (12/08/10 - 87) Approved BUDGET AMENDMENT #8 (12/08/10 - 88) Approved BUDGET TRANSFER #5 (12/08/10 - 89) Approved monthly disbursements for November 2010 (12/08/10 - 90) Approved $150.00 for each half day for transition of Director (12/08/10 - 91) Executive session (12/08-10 - 92) Adjournment