MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES January 9, 2013 I. Attendance Mrs. Crown called the roll. Present Mrs. Rosa Boyd, President Mrs. Lois Ruckert, Vice President Mrs. Tonia Crown, Secretary Ms. Marlena Lange Mr. Carl Berkowitz Mr. Richard C. Bell Mr. Matthew Pfisterer, Director Absent Ms. Barbara Kay, Treasurer (excused) 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. Mrs. Rosa Boyd, President, opened the meeting at 7:05pm. B. Minutes Mr. Bell moved for adoption of the minutes of the December 12, 2012 meeting. Ms. Lange seconded. Ayes: Boyd, Bell, Berkowitz, Ruckert, Crown, Lange - 6 Noes: None Motion declared approved. (1/09/13 - 7) C. Visitor Comments None D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. A letter was sent to a patron to acknowledge receipt of their comments regarding a DVD and where it should be placed. Mr. Pfisterer discussed our policy for challenged materials. (Letter attached to official minutes) A patron contacted the Director's office to make a complaint about seating in the Reading Room. The patron has been frustrated because he has been unable to use a particular seat in the reading room that he prefers. His suggestions to the Board are 1) he feels that it might be a good idea to put a sign over the chairs with some kind of time limit for how long you are allowed to sit in the chairs. 2)he thought we could provide a lounge area for patrons who are not actively engaged in using library materials. (His contention was that this individual was not reading. They do read.) E. President's Report Mrs. Boyd reported that she will not be at the February meeting. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Discussion was held on snow removal. Mr. Pfisterer reported that he attended the RCLS Director's Association meeting on January 9th. At that meeting Robert Hubsher mentioned that he spoke to the four Town Boards, in all four towns, acting on the letter he received from the Thrall Board asking that RCLS investigate the possibility of expanding the library district into the four towns. He's waiting to hear back from them if they have any interest. He did say that one town Board told him that they'll consider it but, if they were to join a library district it would be Port Jervis and not Middletown. Mr. Hubsher said that even if one of the four towns shows interest the he would pursue it on their behalf. Discussion followed. G. Treasurer's Report No report. H. Library Staff Reports No report. I. Committee Reports Finance Committee: BUDGET AMENDMENT #1 Mr. Bell moved that the Board of Trustees of Middletown Thrall Library amend the 2012 budget to be increased as follows: ADD Revenue L2705 Gifts & Donations $1,100 S. Pfeffer & C. Berkowitz ADD Appropriations: L7410.8521.12.3810.5 Books (adult) $ 100.00 L7410.8521.12.3814.5 YA Books $ 500.00 L7410.8522.12.3903.5 YA Media $ 500.00 Ms. Lange seconded. Ayes: Boyd, Bell, Berkowitz, Ruckert, Crown, Ruckert - 6 Noes: None Motion declared approved. (1/09/13 - 8) Building & Grounds: Ms. Lange reported on Building & Grounds. The front parking lot of the library was not plowed following the snowfall of Saturday, December 29, 2012. This led to subsequent icing conditions following a number of days of thawing and refreezing. The library has received a number of complaints regarding conditions in the parking lot and steps have been taken to speed the removal of ice in the lot. Mr. Pfisterer met with City DPW officials regarding this incident and he is soliciting bids from independent contractors to service that lot in the future. On Thursday, January 4, 2013 small chunks of ice melted and fell off the overhang in the vicinity of the front entrance. We sectioned off the area with construction horses and caution tape to protect the public. This situation was brought about by a pattern of thawing and refreezing of existing snow on the roof. The situation was exacerbated by damaged and defective downspouts. Installation of the new surveillance equipment is complete. J. Old Business Ms. Lange moved to go into executive session at 7:55pm for the purpose of discussion of the Director's evaluation. Mr. Berkowitz seconded. Ayes: Boyd, Bell, Berkowitz, Ruckert, Crown, Ruckert - 6 Noes: None Motion declared approved. (1/09/13 - 9) The Board returned from executive session at 8:20pm. K. New Business Following adjournment a demonstration will be held in the Director's office of the new surveillance equipment. L. Adjournment Mr. Bell moved to adjourn the meeting at 8:21pm. Ms. Lange seconded. Ayes: Bell, Boyd, Ruckert, Berkowitz, Crown, Lange - 6 Noes: None Motion declared approved. (1/09/13 - 10) 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