MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES December 18, 2014 I. Attendance Ms. Lange called the roll. Present Mrs. Lois Ruckert, President (arrived 5:03pm) Mrs. Tonia Crown, Vice President (arrived 5:03pm) Ms. Marlena Lange, Secretary Mrs. Rosa Boyd Mr. Richard C. Bell Mr. Carl Berkowitz Mr. Matthew Pfisterer, Director Absent Ms. Barbara Kay, Treasurer Visitors Linda Pedersen, Circulation Supervisor 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. Mrs. Tonia Crown, Vice President, opened the meeting at 5:03pm and led the pledge to the flag. B. Minutes Mr. Berkowitz moved for adoption of the minutes of the November 12, 2014 meeting. Mrs. Crown seconded. Ayes: Ruckert, Bell, Berkowitz, Crown, Lange, Boyd - 6 Noes: None Motion declared approved. (12/18/14 - 74) C. Visitor Comments Linda Pedersen, Circulation Supervisor, was introduced to the Board. D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. Discussion was held on exchange food for fines. E. President's Report Mrs. Ruckert asked if anyone from the Board attended the seminar in November on Open Meeting Laws. Discussion followed. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) G. Financial Officer's Report Mr. Pfisterer reported on the accounts and balances. (Attached to official minutes) H. Committee Reports Finance Committee: Mr. Berkowitz moved that the regular monthly disbursements for November 2014 in the amount of $87,231.50 having been audited by Lois Ruckert and found to be correct, be approved. Resolved, that the Board of Trustees of Middletown Thrall Library accept the following budget transfer: TO: L7410.8502.12.0000.5 Library & Office Supplies $ 2,250.00 TO: L7410.8514.12.0000.5 A-V Supplies $ 1,500.00 FROM: L7410.8450.12.0000.0 Building Utilities $3,750.00 To cover overdrafts Mr. Bell seconded. Ayes: Ruckert, Bell, Berkowitz, Crown, Lange, Boyd - 6 Noes: None Motion declared approved. (12/18/14 - 76) Building & Grounds: Ms. Lange reported on Building & Grounds. The library recently experienced issues with the library's elevator that have caused us to shut it down while we awaited inspection and repair. The first issue that caused an interruption of service was the sporadic failure of the elevator to fully rise to floor level before the door opening on the second floor. This caused a potential tripping hazard that has been repaired. The second issue involved shaking of the elevator car and occasional stoppage of the car between floors. This too has been repaired. Both of these issues led to the elevator being unavailable for use for a couple of days while we awaited a service technician to conduct a repair. I have been told that while the occasional repair become more frequent over time, we should expect at least ten more years of good service from the elevator before needing a replacement. Mr. Pfisterer has received no new proposals to replace the library's boilers and will be continuing to reach out to companies to secure bids on the project. The decorative gutter downspout that was damaged as a result of a car accident has been repaired at no cost to the Library district by Perks Welding Company of Port Jervis, NY. Following some touch-up paint work the downspout will once again be ready for use. Mr. Pfisterer has sent a letter of thanks to the company. Mr. Pfisterer has received no further reports of materials infested with insects and the exterminator has not reported any evidence of infestation in the collection or in the building. Nominating Committee: Ms. Lange reported that each person already in office has been approached and is willing to stay in office for 2015. I. Old Business (The Board moved the following discussion and motion to the Director's Report) Discussion was held on the Conflict of Interest Policy. Ms. Lange moved that the conflict of Interest Policy be adopted. Mr. Bell seconded. Ayes: Ruckert, Bell, Berkowitz, Crown, Lange, Boyd - 6 Noes: None Motion declared approved. (12/18/14 - 75) J. New Business Mr. Berkowitz moved to go into executive session at 5:57pm to discuss personnel. Mrs. Boyd seconded. Ayes: Ruckert, Bell, Berkowitz, Crown, Lange, Boyd - 6 Noes: None Motion declared approved. (12/18/14 - 77) The Board returned from executive session at 6:40pm. J. New Business Con't. Mr. Berkowitz moved to adopt the employee's salary adjustment that was discussed in executive session. Mrs. Crown seconded. Ayes: Ruckert, Bell, Berkowitz, Crown, Lange, Boyd - 6 Noes: None Motion declared approved. (12/18/14 - 78) K. Adjournment Ms. Lange moved to adjourn the meeting at 6:45pm. Mrs. Boyd seconded. Ayes: Ruckert, Bell, Berkowitz, Crown, Lange, Boyd - 6 Noes: None Motion declared approved. (11/12/14 -79) Respectfully submitted, Marlena Lange, Secretary TABLE OF MOTIONS (01/08/14 - 1) Accepted slate of officers (01/08/14 - 2) Designated Middletown Times Herald Record as official newspaper (01/08/14 - 3) Designated the Orange County Trust Company as official bank (01/08/14 - 4) Designated Stifel-Nicholas as Investment Firm (01/08/14 - 5) Appointed Robert Isseks as Library District's Attorney (01/08/14 - 6) Adjournment (01/08/14 - 7) Approval of 12/11/13 minutes (01/08/14 - 8) Approved President, Treasurer & Library Director as signatories to Orange County Trust Bank (01/08/14 - 9) Amended #8 motion to include R. Boyd as trustee signatory (01/08/14 - 10) Adjournment (02/12/14 - 11) Approval of 1/8/14 re-organizational minutes (02/12/14 - 12) Approval of 1/8/14 regular minutes (02/12/14 - 13) Approved BUDGET AMENDMENT #10 (12/31/13); monthly disbursements for 12/13; BUDGET AMENDMENT #1 (2/12/14); monthly disbursements for 1/14 (02/12/14 - 14) Executive session (02/12/14 - 15) Returned from executive session (02/12/14 - 16) Approved to follow through discussion in executive session (02/12/14 - 17) Adjournment (03/12/14 - 18) Approval of 2/24/14 minutes (03/12/14 - 19) Approved monthly disbursements for 2/14; BUDGET TRANSFER #5 (12/31/13) (03/12/14 - 20) Approved BUDGET AMENDMENT #2 (3/12/14) (03/12/14 - 21) Accepted NYS Annual Report for 2013 (03/12/14 - 22) Adopted revision to smoking policy (03/12/14 - 23) Adopted Children's Room Use Policy (03/12/14 - 24) Executive session (03/12/14 - 25) Adjournment (03/27/14 - 26) Executive session (03/27/14 - 27) Proceed what was discussed in executive session (03/27/14 - 28) Adjournment (04/09/14 - 29) Executive session (04/09/14 - 30) Approved procedures as discussed in executive session (04/09/14 - 31) Approved reg. mtg. minutes 3/12/14 & spec. mtg. minutes 3/27/14 (04/09/14 - 32) Approved BUDGET AMENDMENT #3 (04/09/14 - 33) Approved monthly disbursements for March 2014; BUDGET TRANSFER #1 (04/09/14 - 34) Approved 2014 election timetable (04/09/14 - 35) Adjournment (05/15/14 - 36) Approval of 4/9/14 minutes (05/15/14 - 37) Approved monthly disbursement for April 2014 (05/15/14 - 38) Approved BUDGET TRANSFER #6 (05/15/14 - 39) Resolution that term Treasurer be changed to Financial Officer (05/15/14 - 40) Executive session (05/15/14 - 41) Adjournment (06/11/14 - 42) Approval of 5/15/14 minutes (06/11/14 - 43) Approved monthly disbursements for May 2014 & BUDGET AMENDMENT # 4 (06/11/14 - 44) Accepted changes to By-Laws for financial officer (06/11/14 - 45) Approved letter nominating c. Berkowitz to RCLS Board (06/11/14 - 46) Adjournment (07/09/14 - 47) Approval of 6/11/14 minutes with a correction (07/09/14 - 48) Approved monthly disbursements for June 2014 & BUDGET AMENDMENT #5 (07/09/14 - 49) Executive session (07/09/14 - 50) Approved proposed Amendments to By-Laws (07/09/14 - 51) Approved NYS Override Amendment (07/09/14 - 52) Accepted proposed 2015 preliminary Budget (07/09/14 - 53) Adjournment (09/10/14 - 54) Opened Public Hearing for 2015 Budget (09/10/14 - 55) Approval of 7/9/14 minutes (09/10/14 - 56) Approval monthly disbursements for July and August 2014 (09/10/14 - 57) Approved BUDGET AMENDMENT #6 (09/10/14 - 58) Closed Public Hearing (09/10/14 - 59) Accepted amendments to By-Laws (09/10/14 - 60) Executive Session (09/10/10 - 61) Board supports Heritage Trail (09/10/14 - 62) Adjournment (10/08/14 - 63) Approval of 9/10/14 minutes (10/08/14 - 64) Executive session (10/08/14 - 65) Approved monthly disbursements for Sept.; BUDGET AMENDMENT #7 (10/08/14 - 66) Certified Election (10/08/14 - 67) Executive session (10-08-14 - 68) Adjournment (11/12/14 - 69) Approval of 10/8/14 minutes (11/12/14 - 70) Approved monthly disbursements for October 2014 (11/12/14 - 71) Executive session (11/12/14 - 72) RCLS 2015 Budget vote denied (11/12/14 - 73) Adjournment (12/18/14 - 74) Approval of 11/12/14 (12/18/14 - 75) Adopted Conflict of Interest Policy (12/18/14 - 76) Approved monthly disbursements for Nov.; BUDGET TRANSFER #2 (12/18/14 - 77) Executive Session (12/18/14 - 78) Adopted employees salary adjustment (12/18/14 - 79) Adjournment