MINUTES OF THE MEETING
THRALL PUBLIC LIBRARY DISTRICT
OF MIDDLETOWN AND WALLKILL
BOARD OF TRUSTEES
                        				

December 12, 2018



  I.  Attendance
      Ms. Lange called the roll.
      Present
      Mr. Richard C. Bell, President   
      Mr. Carl Berkowitz, Vice President 
      Mrs. Tonia Crown, Financial Officer   (arrived at 5:29pm)
      Ms. Linda Martini 
      Ms. Marlena Lange 
      Mr. Matthew Pfisterer, Director 
     
      Absent
      Mrs. Marianne Sciucco, Secretary (excused)
      Mrs. Rosa Boyd, (excused)

      Visitors
      None



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. Bell, President, opened the meeting at 5:00pm and led the pledge
                        


B. Minutes
	Mr. Berkowitz moved for adoption of the minutes of the November 13, 2018 meeting.  Ms. 
	Lange seconded.  
	Ayes:  Bell, Berkowitz, Lange, Martini - 4
	Noes:  None
	Motion declared approved.  (12/12/18 – 75)


C.    Visitor Comments/Staff Report
	   No report.


D.    Correspondence 
	A copy of any correspondence is sent to each Board member and is attached to the official
	minutes.

	Mr. Bell read a letter from Grace Riario, Asst. Director at RCLS, thanking Matt Pfisterer 
	for advocating libraries.  (Attached to 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.)

	Mr. Pfisterer thanked the Friends of Thrall Library for the gift baskets to the staff. 

	Discussion was held on the Anti-Discrimination Policy.


G.    Financial Officer's Report
	A copy of the accounts and balances are attached to the official minutes.


H.   Committee Reports
	Mr. Berkowitz moved that the regular monthly disbursements for November, 2018 in the 
	amount of $192,090.91 having been audited by Richard Bell and found to be 
	correct, be approved.  Ms. Lange seconded.
	Ayes:  Bell, Berkowitz, Crown, Martini, Lange – 5
	Noes:  None
	Motion declared approved.  (12/12/18 – 76)

	BUDGET AMENDMENT #5 
	Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Public Library
	amend the 2018 budget to record appropriation NY State Construction Grant:
	ADD
	Revenue L3840		State Aid-Construction Grant	     $65,023.00

	ADD 
	Appropriations: L7410.8545.12.0000.5  Boiler Replacement		$65,023.00

	Ms. Martini seconded.
	Ayes:  Bell, Berkowitz, Crown, Martini, Lange - 5
	Noes:  None
	Motion declared approved.  (12/12/18 – 77)

	Mr. Berkowitz moved to accept the following alterations to Budget Transfer #5 (original
	from 11/13/18 minutes) which became necessary due to the approval of unexpected 
	purchase requisitions:	      	

	As written…					Altered…
	FROM: Serials & Subscriptions   (1700.00)		FROM: Serials & Subscriptions   (1100.00)	
	Spanish Books	     (160.00)		              Spanish Books                      (0.00)
	Children's Books	    (2200.00)			Children's Books	           (2960.00)
	Total		    4060.00                                                 Total                        4060.00
	Ms. Lange seconded.
	Ayes:  Bell, Berkowitz, Crown, Martini, Lange – 5
	Noes:  None
	Motion declared approved.  (12/12/18 – 78)

	Building & Grounds: We have been informed that the work has been completed for the 
	installation of the new boilers.  The boilers are working well but are not currently being 
	regulated by a computerized software system.  We are still experiencing a problem with 
	the pooling of the heat on the Library's second floor.  There have been occasions when 
	we have opened doors and windows on the second floor to vent the heat.  I have asked 
	Westar to look into software programs that can regulate the new boilers.  Westar also has 
	a copy of the building blueprint and they are going to make recommendations to improve 
	the building ventilation system. 

	Early this month I received a complaint that one of the automatic door openers at the 
	library entrance was not functional.  I called the company that installed the door opener 
	and necessary repairs were made.  I have received a quote for the installation of a higher 
	quality door opening system from this company.

	The new surveillance system has been installed and the old equipment removed the 
	image resolution and field of view have been significantly improved.

	We have a call into an electrician to replace lights in the Board Room.

	Our exterminating contractor has informed us that we are not experiencing any 
	infestation issues in the building.

	Nominating Committee: The Nominating Committee will be mailing a slate of officers 
	to the Board shortly for the reorganization meeting in January.


I.   Old Business 
	No report.


J.   New Business   
	Mr. Berkowitz reported that he would like to see a committee that looks at the long term 
	needs of the building and how we can meet those needed.

	Mr. Berkowitz moved to go into executive session at 5:39pm to discuss employment 
	history of a particular individual.  Ms. Lange seconded.
	Ayes:  Bell, Berkowitz, Martini, Crown, Lange - 5
	Noes:  None
	Motion declared approved.  (12/12/18 –79)

	The Board returned from executive session at 5:49pm.

	Ms. Lange moved to accept that the Board increase the Library Director and the 
	Administrative Assistant salary by 1 Ό%.  Mrs. Crown seconded.
	Ayes:  Bell, Berkowitz, Martini, Crown, Lange - 5
	Noes:  None
	Motion declared approved.  (12/12/18 –80)

	Discussion was held on the NYPL Advertisement in the New York Times.  

	Mrs. Crown moved to adopt the Anti-Discrimination Policy as presented.  Ms. Martini 
	seconded.
	Ayes:  Bell, Berkowitz, Martini, Crown, Lange - 5
	Noes:  None
	Motion declared approved.  (12/12/18 –81)


K.  Adjournment
	Mr. Berkowitz moved to adjourn the meeting at 6:14pm.  Mrs. Crown seconded.
	Ayes:  Bell, Berkowitz, Crown, Martini, Lange – 5
	Noes:  None
	Motion declared approved.  (12/12/18 – 82)	

	Respectfully submitted,
	Marianne Sciucco, Secretary




TABLE OF MOTIONS

(01/11/18–1)		Accepted slate of officers 
(01/11/18–2)		Designated Middletown Times Herald Record as official newspaper  
(01/11/18–3)		Designated the Orange Bank and Trust as official bank
(01/11/18–4)		Designated Stifel-Nicholas as Investment Firm
(01/11/18–5)		Appointed Alex Smith as Library District's Attorney
(01/11/18–6)		Adjournment
(01/11/18–7)		Approval of 12/13/17 minutes
(01/11/18–8)		Approved monthly disbursements for December 2017
(01/11/18–9)		Approved establishing Capital Reserve Fund
(01/11/18-10)		Accepted Harassment Policy
(01/11/18-11)		Approved to extend Long Range Plan
(01/08/18-12)		Adjournment
(02/14/18-13)		Approval of 1/10/18 Organizational Meeting minutes
(02/14/18-14)		Approval of 1/10/18 minutes
(02/14/18-15)		Approved monthly disbursements for January 2018
(02/14/18-16)		Accepted Library Districts Annual Report for 2017
(02/14/18-17)		Adjournment
(03/14/18-18)		Approval of 2/14/18 minutes
(03/14/18-19)		Approved monthly disbursements for February 2018
(03/14/18-20)		Adjournment
(04/11/18-21)		Approval of 3/14/18 minutes
(04/11/18-22)		Approved monthly disbursements for March 2018
(04/11/18-23)		Approved BUDGET AMENDMENT #1
(04/11/18-24)		Approved BUDGET TRANSFER #1
(04/11/18-25)		Amended Patron Code of Conduct
(04/11/18-26)		Accepted 2018 Budget Vote & Trustees Timetable
(04/11/18-27)		Approved out-of-district users proctored pay $25
(04/11/18-28)		Adjournment
(05/09/18-29)		Approval of 4/11/18 minutes
(05/09/18-30)		Executive session
(05/09/18-31)		Approved monthly disbursements for April 2018
(05/09/18-32)		Adjournment
(06/13/18-33)		Approval of 5/9/18 minutes
(06/13/18-34)		Approved monthly disbursements for May 2018
(06/13/18-35)		Adjournment
(07/11/18-36)		Approval of 6/13/18 minutes
(07/11/18-37)		Approved monthly disbursements for June 2018
(07/11/18-38)		Approved BUDGET TRANSFER #2
(07/11/18-39)		Approved BUDGET AMENDMENT #2
(07/11/18-40)		Approved BUDGET TRANSFER 3
(07/11/18-41)		Executive Session
(07/11/18-42)		Approved NYS Override Amendment
(07/11/18-43)		Accepted proposed 2019 Preliminary Budget
(07/11/18-44)		Approved Bid for Boiler Project
PAGE 2

(07/11/18-45)		Accepted 2017 Financial Audit
(07/11/18-46)		Adjournment
(09/05/18-47)		Opened Public Hearing for 2019 Budget
(09/05/18-48)		Approval of 7/11/18 minutes
(09/05/18-49)		Approved monthly disbursements for July 2018
(09/05/18-50)		Approved monthly disbursements for August 2018
(09/05/18-51)		Closed the Public Hearing
(09/05/18-52)		Approved proposed 2019 Budget
(09/05/18-53)		Executive Session
(09/05/18-54)		Approved Professional Librarian Memorandum
(09/05/18-55)		Adjournment
(10/03/18-56)		Approval of 9/5/18 minutes
(10/03/18-57)		Approved changing November Board meeting to 11/13/18
(10/03/18-58)		Approved monthly disbursement for September 2018
(10/03/18-59)		Executive session
(10/03/18-60)		Certified Election
(10/03/18-61)		Accepted proposed contract for security camera
(10/03/18-62)		Adjournment
(11/13/18-63)		Approved 10/3/18 minutes
(11/13/18-64)		Approved monthly disbursements for October 2018
(11/13/18-65)		Approved BUDGET AMENDMENT #3
(11/13/18-66)		Approved BUDGET AMENDMENT #4
(11/13/18-67)		Approved BUDGET TRANSFER #4
(11/13/18-68)		Approved BUDGET TRANSFER #5
(11/13/18-69)		Approved BUDGET TRANSFER #6
(11/13/18-70)		Accepted 2019 RCLS Budget
(11/13/18-71)		Accepted 2019 Board of Trustees Meeting Schedule
(11/13/18-72)		Approved 2019 staff salaries
(11/13/18-73)		Executive Session
(11/13/18-74)		Adjournment
(12/12/18-75)		Approved 11/13/18 minutes
(12/12/18-76)		Approved monthly disbursements for November 2018
(12/12/18-77)		Approved BUDGET AMENDMENT #5
(12/12/18-78)		Approved alterations to BUDGET TRANSFER #5
(12/12/18-79)		Executive session
(12/12/18-80)		Approved Administrative Salary for 2019
(12/12/18-81)		Adopted Anti-Discrimination Policy
(12/12/18-82)		Adjournment