MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES December 11, 2013 I. Attendance Mrs. Crown called the roll. Present Mrs. Rosa Boyd, President Mrs. Lois Ruckert, Vice President Mrs. Tonia Crown, Secretary Ms. Barbara Kay, Treasurer Mr. Richard C. Bell Mr. Carl Berkowitz Ms. Marlena Lange Mr. Matthew Pfisterer, 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 Mrs. Rosa Boyd, President, opened the meeting at 7:00pm and led the pledge to the flag. B. Minutes Ms. Kay moved for adoption of the minutes of the November 13, 2013 meeting. Mr. Berkowitz seconded. Ayes: Bell, Boyd, Berkowitz, Crown, Kay, Lange, Ruckert – 7 Noes: None Motion declared approved. (12/11/13 – 73) C. Visitor Comments No comments. D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. E. President's Report Mrs. Boyd thanked the Board for a wonderful experience as President. The starting time for the January 8, 2014 Board meeting has been changed to 5:30pm. Mr. Berkowitz discussed an article from American Libraries on the Toy Library. This is for children who has disabilities. Mr. Berkowitz wants the Board to think about Thrall Library hosting a toy library that would be available for people to bring their children from Sullivan and Orange Counties. Discussion followed. Mr. Pfisterer will put this on the January agenda under New Business. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Mr. Pfisterer thanked Barbara Kay and the Friends for coming to the rescue when the refrigerator in the meeting room died. G. Treasurer's Report Mr. Pfisterer reported on the accounts and balances. (attached to official minutes) H. Library Staff Reports No report. I. Committee Reports Finance Committee: BUDGET AMENDMENT #9 Ms. Kay moved that the Board of Trustees of Middletown Thrall Library amend the 2013 budget to be increased as follows: ADD Revenue L2705 Donations IMO F. Pfeffer $40.00 ADD Appropriations: L.7410.8521.12.3810.5 Adult Books $40.00 Resolved, that the regular monthly disbursements for November 2013 in the amount of $80,074.61 having been audited by Lois Ruckert and found to be correct, be approved. BUDGET TRANSFER #4 TO: L7410.8502.12.0000.5 Office & Library Supplies $1,400.00 FROM: L7410.8450.12.0000.0 Building Utilities $1,400.00 TO: L7410.8425.12.0000.0 Programs $ 900.00 FROM: L7410.8449.12.0000.00 Election $ 900.00 To cover the overdrawn Mr. Bell seconded. Ayes: Bell, Boyd, Berkowitz, Crown, Kay, Lange, Ruckert – 7 Noes: None Motion declared approved. (12/11/13 – 74) Mrs. Crown moved to authorize Matt Pfisterer to accept the Marshall & Sterling Insurance proposal for 2014 if it should be the lower of the bids received for insurance in 2014. Ms. Kay seconded. Ayes: Bell, Boyd, Berkowitz, Crown, Kay, Lange, Ruckert – 7 Noes: None Motion declared approved. (12/11/13 – 75) Building & Grounds: Ms. Lange reported on Building & Grounds. Mr. Pfisterer spoke with the Library District's exterminator and he has informed him that following his last inspection there is no evidence of roach infestation anywhere in the building. He has informed Mr. Pfisterer that we have a minor issue with ants and he is treating the area. Mr. Pfisterer spoke with the Library's locksmith who informed him that he knows of no way to make the current interior doors of the Board Room to function as both a locked door and also as an emergency exit. An anonymous vehicle caused minor damage to the laminate garbage corral on the staff parking side of the building. The corral is still operational. Mr. Pfisterer e-mailed pictures of the park bench area of the Library to the Board in advance of the 12/11/13 meeting. J. Old Business Discussion was held on the park bench and garden area policies. K. New Business Ms. Lange moved to revise our ILL Policy as stated in the Director's Report. Ms. Kay seconded. Ayes: Bell, Boyd, Berkowitz, Crown, Kay, Lange, Ruckert – 7 Noes: None Motion declared approved. (12/11/13 – 76) Discussion was held on the circulation statistics for 2013. L. Adjournment Mr. Berkowitz moved to adjourn the meeting at 8:08pm. Mrs. Ruckert seconded. Ayes: Bell, Crown, Boyd, Berkowitz, Kay, Lange, Ruckert – 7 Noes: None Motion declared approved. (12/11/13 – 77) Respectfully submitted, Tonia Crown, Secretary TABLE OF MOTIONS (01/09/13 – 1) Accepted slate of officers (01/09/13 – 2) Designated Middletown Times Herald Record as official newspaper (01/09/13 – 3) Designated the Orange County Trust Company as official bank (01/09/13 – 4) Designated Stifel-Nicholas as Investment Firm (01/09/13 – 5) Appointed Robert Isseks as Library District's Attorney (01/09/13 – 6) Adjournment (01/09/13 – 7) Approval of 12/12/12 minutes (01/09/13 – 8) Approved BUDGET AMENDMENT 1 (01/09/13 – 9) Executive session (01/09/13 – 10) Adjournment (02/13/13 – 11) Approval of 1/9/13 re-organizational minutes (02/13/13 – 12) Approval of 1/9/13 minutes (02/13/13 – 13) Approved BUDGET TRANSFER #4 (12/31/12) (02/13/13 – 14) Approved monthly disbursement for December 2012 (02/13/13 – 15) Approved BUDGET AMENDMENT #6 (12/31/12) (02/13/13 – 16) Approved BUDGET TRANSFER #1 (02/13/13 – 17) Approved BUDGET AMENDMENT #2 (02/13/13 – 18) Approved monthly disbursement for January 2013 (02/13/13 – 19) Approved Simplex Grinnell proposal (02/13/13 – 20) Executive session (02/13/13 – 21) Adjournment (03/13/13 – 22) Approval of 2/13/13/minutes (03/13/13 – 23) Approved BUDGET AMENDMENT #3 (03/13/13 – 24) Approved monthly disbursement for February 2013 (03/13/13 – 25) Adjournment (04/10/13 – 26) Approval of 3/13/13 minutes (04/10/13 – 27) Approved BUDGET TRANSFER #2 (04/10/13 – 28) Approved monthly disbursements for March 2013 (04/10/13 – 29) Accepted NYS Annual Report for 2012 (04/10/13 – 30) Approved timetable for October 2, 2013 election (04/10/13 – 31) Adopted the District Policy on Tutoring (04/10/13 – 32) Adjournment (05/08/13 – 33) Approval of 4/10/13 minutes (05/08/13 – 34) Approved adding budget line item for MTA payroll tax (05/08/13 – 35) Approved BUDGET AMENDMENT #4 (05/08/13 – 36) Approved BUDGET TRANSFER #3 (05/08/13 – 37) Approved monthly disbursements for April 2013 (05/08/13 – 38) Adjournment (06/12/13 – 39) Approval of 5/8/13 minutes (06/12/13 – 40) Approved BUDGET AMENDMENT #5 (06/12/13 – 41) Approved monthly disbursements for May 2013 (06/12/13 – 42) Accepted Tri-State est. to repair one air-conditioning unit (06/12/13 – 43) Adjournment (07/31/13 – 44) Approval of 6/12/13 minutes (07/31/13 – 45) Approved BUDGET AMENDMENT #6 & monthly disbursements for June 2013 (07/31/13 – 46) Approved BUDGET TRANSFER #5 (2012) (07/31/13 – 47) Approved NYS Tax Override Amendment (07/31/13 – 48) Accepted proposed 2014 preliminary budget (07/31/13 – 49) Adjournment (09/11/13 – 50) Opened Public Hearing (09/11/13 – 51) Approval of 7/31/13 minutes (09/11/13 – 52) Adopted Draft letter with revisions to Direct Access Committee (09/11/13 – 53) Approved BUDGET AMENDMENT #7; monthly disbursements for July & August (09/11/13 – 54) Closed Public Hearing (09/11/13 – 55) Accepted 2012 audit (09/11/13 – 56) Accepted Evacuation Plan (09/11/13 – 57) Approved 2014 Budget (09/11/13 – 58) Adjournment (10/02/13 – 59) Approval of 9/11/13 minutes (10/02/13 – 60) Approved monthly disbursements for September 2013 (10/02/13 – 61) Accepted Whistleblower Policy (10/02/13 – 62) Accepted 2013 Election Results (10/02/13 – 63) Adjournment (11/13/13 – 64) Approval of 10/2/13 (11/13/13 – 65) Approved BUDGET AMENDMENT #8 (11/13/13 – 66) Approved monthly disbursements for October 2013 (11/13/13 – 67) Approved RCLS Budget (11/13/13 – 68) Approved additional raise for part-time under $14.00 (11/13/13 – 69) Accepted 2014 Board Meeting dates (11/13/13 – 70) Executive session (11/13/13 – 71) Approved 2014 salaries for administration (11/13/13 – 72) Adjournment (12/11/13 – 73) Approval of 11/13/13 minutes (12/11/13 – 74) Approved BUDGET AMENDMENT #9; monthly disbursements for November 2013; BUDGET TRANSFER #4 (12/11/13 – 75) Approved Marshall & Sterling proposal if lowest bid for insurance for 2014 (12/11/13 – 76) Approved to revise ILL policy as stated in Director's Report (12/11/13 – 77) Adjournment