MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES February 8, 2012 I. Attendance Present Mrs. Lois Ruckert, Vice President Ms. Barbara Kay, Treasurer Mrs. Tonia Crown, Secretary Ms. Marlena Lange Mr. Richard C. Bell Mr. Carl Berkowitz Mr. Matthew Pfisterer, Director Absent Mrs. Rosa Boyd, President - 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. Lois Ruckert, Vice President, opened the meeting at 7:00pm. B. Minutes Mr. Berkowitz moved for adoption of the organizational meeting minutes of the January 11, 2012 meeting. Ms. Kay seconded. Ayes: Bell, Berkowitz, Crown, Kay, Ruckert, Lange - 6 Noes: None Motion declared approved. (2/8/12 - 11) Ms. Lange moved for adoption of the minutes of the January 11, 2012 meeting. Mr. Bell seconded. Ayes: Bell, Berkowitz, Crown, Kay, Ruckert, Lange - 6 Noes: None Motion declared approved. (2/8/12 - 12) 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 No report. 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 No report. H. Library Staff Reports Brad McGovern, Head Custodian, reported on some quick fixes and on future projects. Discussion followed. I. Committee Reports Finance Committee: BUDGET AMENDMENT #9 (12/31/11) Ms. Lange moved that the Board of Trustees of Middletown Thrall Library amend the 2011 budget to be increased as follows: ADD Revenue L2705 Gifts & Donations FOMTL purchases $ 3,971.98 ADD Appropriations L7410.8522.12.3901.5 Adult Media $ 911.31 L7410.8522.12.3905.5 Foreign Films $ 420.76 L7410.8200.12.0000.7 Furniture & Equipment $ 439.91 L7410.8425.12.0000.0 Programs $2,200.00 Resolved, that the regular monthly disbursements for December 2011 in the amount of $92,366.05 having been audited by Carl Berkowitz and found to be correct, be approved. BUDGET TRANSFER #3(12/31/11) Resolved, that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: TO: L7410.8421.12.0000.0 refund prior year tax $72,050.00 FROM: L7410.8422.12.0000.0 judgements & claims $ 7,000.00 L7410.8900.12.0000.0 contingency/capital service $ 5,000.00 L9760.8600.12.7410.0 debt service $ 2,000.00 L7410.8462.12.0000.0 service contracts $18,000.00 L7410.8450.12.0000.0 utilities $30,000.00 L7410.8540.12.0000.5 repairs & maintenance $ 5,050.00 L7410.8200.12.0000.7 furniture & equipment $ 5,000.00 To accrue Town of Wallkill tax refund due to assessment reduction; letter dated 9/27/11 TO: L7410.8524.12.0000.5 subscriptions $ 5,514.00 FROM: L7410.8521.12.3810.5 adult books $ 5,514.00 To cover shortage TO: L7410.8161.12.0000.6 clerks-full time $ 8,571.00 FROM: L7410.8157.12.0000.6 librarians-full time $7,358.00 L7410.8160.12.0000.6 administrative $1,213.00 TO: L7410.8163.12.0000.6 custodial-full time $ 4,704.00 FROM: L7410.8160.12.0000.6 administrative $ 4,668.00 L7410.8167.12.0000.6 clerical-part time $ 36.00 TO: L7410.8158.12.0000.6 librarians part time $ 491.00 FROM: L7410.8167.12.0000.6 clerical- part time $ 491.00 TO: L7410.8164.12.0000.6 cleaners part time $ 3,412.00 FROM: L7410.8167.12.0000.6 clerical-part time $ 3,412.00 TO: L7410.8168.12.0000.6 security part time $ 7,372.00 FROM: L7410.8167.12.0000.6 clerical-part time $ 7,372.00 To accrue 12/31/11 payroll liability; includes 2 years retro pay TO: L9010.8802.12.0000.0 retirement $ 8,805.00 FROM: L7410.8200.12.0000.7 furniture & equipment $ 3,805.00 L7410.8540.12.0000.5 repairs & maintenance $ 5,000.00 To cover shortage due to accrual Ms. Kay seconded. Ayes: Bell, Berkowitz, Crown, Kay, Ruckert, Lange - 6 Noes: None Motion declared approved. (2/8/12 - 13) Ms. Lange moved that the Board of Trustees of Middletown Thrall Library amend the 2012 budget to be increased as follows: BUDGET AMENDMENT #1 Add Revenue L2705 Gifts & Donations $ 34,000.00 FOMTL $ 1,000.00 S. Pfeffer $ 35.00 KG for R Kurdyla $ 50.00 ML for R Kurdyla Add Appropriations L7410.8521.12.3810.5 Books (adult) $ 22,000.00 L7410.8200.12.0000.7 Furn & Equip $ 12,000.00 L7410.8425.12.0000.0 Programs (YA) $ 1,000.00 L7410.8425.12.0000.0 Programs (adult) $ 35.00 L7410.8425.12.0000.0 Programs (adult) $ 50.00 Resolved, that the regularly monthly disbursements for January 2012 in the amount of $270,720.98 having been audited by Richard Bell and found to be correct, be approved. Mr. Berkowitz seconded. PAGE 5 I. Committee Reports Con't. Ayes: Bell, Berkowitz, Crown, Kay, Ruckert, Lange - 6 Noes: None Motion declared approved. (2/8/12 - 14) Building & Grounds: Ms. Lange reported on Building & Grounds. Brad has spoken to the owner of Roe Brothers regarding the front doors for the Library. The estimated delivery date has been moved to April. This is due in part to a miscommunication between the owner of the company and one of his salespeople regarding our purchase. The temporary repair of the door is still effective. Partners in recognition who is constructing the donor recognition plaque for the library estimates that our plaque should be completed by mid-April. Mr. Pfisterer spoke with them regarding options for a second plaque to honor Library volunteers. A representative is going to work up some prototypes and will send them in the upcoming weeks. Tri-County was here and replaced water level sensors on the gas tanks. The service call was prompted by incidents of HVAC system failure in recent months. Since the sensors have been replaced, there have been no further system shut downs. J. Old Business No report. K. New Business Ms. Kay moved to use paper ballots again for the 2012 budget vote. Ms. Lange seconded. Ayes: Bell, Berkowitz, Crown, Kay, Ruckert, Lange - 6 Noes: None Motion declared approved. (2/8/12 - 15) . L. Adjournment Ms. Lange moved to adjourn the meeting at 7:58pm. Mr. Berkowitz seconded. Ayes: Bell, Berkowitz, Crown, Kay, Lange, Ruckert - 6 Noes: None Motion declared approved. (2/8/12 - 16) Respectfully submitted, Tonia Crown, Secretary TABLE OF MOTIONS (01/11/12 - 1) Accepted slate of officers (01/11/12 - 2) Designated Middletown Times Herald Record as official newspaper (01/11/12 - 3) Designated the Orange County Trust Company as official bank (01/11/12 - 4) Designated Stifel-Nicholas as Investment Firm (01/11/12 - 5) Appointed Robert Isseks as Library District's Attorney (01/11/12 - 6) Adjournment (01/11/12 - 7) Approval of 12/14/11 minutes (01/11/12 - 8) Approved BUDGET AMENDMENT 38 12/31/11 (01/11/12 - 9) Approved monthly disbursements for November 2011 (01/11/12 - 10) Adjournment (02/08/12 - 11) Approval of 1/11/12 organizational minutes (02/08/12 - 12) Approval of 1/11/12 minutes (02/08/12 - 13) Approved BUDGET AMENDMENT #9 (12/31/11); monthly disbursements for December 2011; BUDGET TRANSFER #3 (12/31/11) (02/08/12 - 14) Approved BUDGET AMENDMENT #1; monthly disbursements for January 2012 (02/08/12 - 15) Approved using paper ballots for 2012 budget vote (02/08/12 - 16) Adjournment