MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES April 27, 2011 I. Attendance Mrs. Ruckert called the roll: Present Mr. Carl Berkowitz, President Mrs. Rosa Boyd, Vice President Mrs. Lois Ruckert, Secretary Mrs. Tonia Crown Mr. Richard C. Bell Mr. Matthew Pfisterer, Director Absent Ms. Barbara Kay, Treasurer (excused) Ms. Marlena Lange (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. Mr. Carl Berkowitz, President, opened the meeting at 7:00pm and led the pledge to the flag. B. Minutes Mrs. Boyd moved for adoption of the minutes of the March 9, 2011 meeting. Mrs. Ruckert seconded. Ayes: Berkowitz, Crown, Bell, Boyd, Ruckert - 5 Noes: None Motion declared approved. (4/27/11 - 30) C. Visitor Comments No comments. D. Correspondence No correspondence. E. President's Report Mr. Berkowitz reported that Assemblywoman Annie Rabbitt is having a Meet & Greet Day on Friday, May 6th, at the Town of Wallkill Town Hall. Senator John Bonacic will be meeting right after that, at the Town of Wallkill Golf Course. Mr. Berkowitz reported that RCLS has been working the last couple of years doing the Plan of Service. The state requires that the Plan of Service be a five year plan. RCLS would like feedback, including comments or suggestions for changes or additions to the Plan by July 1, 2011. Mr. Berkowitz proposed for the May meeting that the Board deal with the issue of fees to offset the anticipated RCLS member fee for 2012. Discussion followed. 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 the surveillance cameras. Mr. Bell moved to temporarily adopt the draft Camera Policy and review it with the aim of adopting a permanent policy by our July meeting. Mrs. Crown seconded. (Copy attached to official minutes) Ayes: Berkowitz, Bell, Crown, Boyd, Ruckert - 5 Noes: None Motion declared approved. (4/27/11 - 31) G. Treasurer's Report Discussion was held on accounts and balances. H. Library Staff Reports No report. I. Committee Reports Finance Committee: Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library amend the 2011 budget to be increased as follows: BUDGET AMENDMENT #2 ADD Revenue L2705 Gifts & Donations $ 70.00 Gift T. Howell for research L2705 Gifts & Donations $ 2.50 L2705 Gifts & Donations $ 5.25 ADD Appropriations: L7410.8521.12.3810.5 Adult Books $ 77.75 Mr. Bell seconded. Ayes: Berkowitz, Bell, Crown, Boyd, Ruckert - 5 Noes: None Motion declared approved. (4/27/11 - 32) Mrs. Boyd moved that the regular monthly disbursements for March 2011 in the amount of $106,989.61 having been audited by Tonia Crown and found to be correct, be approved. Mr. Bell seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Ruckert - 5 Noes: None Motion declared approved. (4/27/11 - 33) Building & Grounds: Mr. Pfisterer reported on Building & Grounds. Mr. Pfisterer met with Matthew Robbins and Ed Garland of Day automation regarding the problems we have been experiencing with the heating and airflow in the children's room. Following the meeting Mr. Pfisterer received the following recommendations: a. Repair the exhaust fan in the children's room b. Make sure dampers are not binding The new damper actuators have been installed and Brad will order a new exhaust fan. The temperature in the children's room has stabilized and generally remains between 70-75 degrees. On Monday, April 11, 2011, we had a problem with the flush handle on the toilet of the first floor women's room. A plumber was called. Brad has connected five of the cameras to the new surveillance system DVR and the system is now monitoring and recording library activities. The system has the ability to manage up to eight camera stations however, this will not be sufficient to adequately cover all of the public areas in the building. We should consider adding another system with additional camera stations in the future. Each set is approximately $850.00 and includes a monitor and 4 cameras. I also recommend that the equipment be moved from its present location in the custodial office to the director's office. This will require some additional wiring run from the second floor into the director's office. J. Old Business Mrs. Ruckert moved to go into executive session at 8:18pm to discuss personnel and labor negotiations. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Ruckert - 5 Noes: None Motion declared approved. (4/27/11 - 34) The Board returned from executive session at 8:33pm. K. New Business Mr. Bell moved to approve the 2011 Election Timetable. Mrs. Ruckert seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Ruckert - 5 Noes: None Motion declared approved. (4/27/11 - 35) Mrs. Boyd moved that any of the following five, Matthew Pfisterer, Director/Jill Fiumano, Business Manager/Carl S. Berkowitz, President/Rosa Boyd, Vice- President/Barbara A. Kay, Treasurer, are hereby authorized to initiate buy and sell transactions and sell, assign and endorse for transfer certificates representing stocks, bonds, or other securities now registered or hereafter registered in the name of this Chartered Special District Public Library. Transactions of $20,000.00 or greater, require authorization by any two of the five listed above. We, Matthew Pfisterer, Director/Jill Fiumano, Business Manager/Carl S. Berkowitz, President/Rosa Boyd, Vice President/Barbara A. Kay, Treasurer, of the Thrall Public Library District of Middletown and Wallkill hereby certify that the foregoing is a true copy of a resolution duly adopted by the Board of Trustees of the said Thrall Public Library District of Middletown and Wallkill. Mr. Bell seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Ruckert - 5 Noes: None Motion declared approved. (4/27/11 - 36) L. Adjournment Mrs. Ruckert moved to adjourn the meeting at 8:42pm. Mrs. Boyd seconded. Ayes: Berkowitz, Bell, Crown, Boyd, Ruckert - 5 Noes: None Motion declared approved. (4/27/11 - 37) Respectfully submitted, Lois Ruckert, Secretary TABLE OF MOTIONS (01/19/11 - 1) Accepted slate of officers (01/19/11 - 2) Designated Middletown Times Herald Record as official newspaper (01/19/11 - 3) Designated the Orange County Trust Company as official bank (01/19/11 - 4) Appointed Richard Guertin as Library District Attorney for Jan. & Feb. (01/19/11 - 5) Adjournment (01/19/11 - 6) Approval of 12/08/10 minutes (01/19/11 - 7) Approved monthly disbursements for December 2010 (01/19/11 - 8) Approved that monies be appropriated from fund balance for Town of Wallkill tax case bill (01/19/11 - 9) Approved BUDGET AMENDMENT #1 (01/19/11 - 10) Approved Cert. Copy of Resolution to open & Maintain Bank Account (01/19/11 - 11) Approved waiver of the By-Laws (01/19/11 - 12) Adjournment (02/09/11 - 13) Approval of 1/19/11 minutes (02/09/11 - 14) Approval of 1/19/11 re-organizational minutes (02/09/11 - 15) Approved using term "a patron" not names (02/09/11 - 16) Approved monthly disbursements for January 2011 (02/09/11 - 17) Approved BUDGET AMENDMENT #9 FINAL (02/09/11 - 18) Approved BUDGET TRANSFER #6 2010 (02/09/11 - 19) Appointed R. Guertin as Library District Attorney for March and April (02/09/11 - 20) Executive session (02/09/11 - 21) Request that auditors attend May mtg. to give report (02/09/11 - 22) Adjournment (03/09/11 - 23) Approval of 2/9/11 minutes (03/09/11 - 24) Approved monthly disbursements for February 2011 (03/09/11 - 25) Approved BUDGET TRANSFER #7 2010 (03/09/11 - 26) Appointed R. Guertin to finish negotiations & R. Isseks as Library District Attorney (03/09/11 - 27) Executive session (03/09/11 - 28) Accepted NYS Annual Report for 2010 (03/09/11 - 29) Adjournment (04/27/11 - 30) Approval of 3/9/11 minutes (04/27/11 - 31) Temporarily adopted camera policy (04/27/11 - 32) Approved BUDGET AMENDMENT #2 (04/27/11 - 33) Approved monthly disbursements for March 2011 (04/27/11 - 34) Executive session (04/27/11 - 35) Approved 2011 Election Timetable (04/27/11 - 36) Approved Stifel Nicolaus & Co. resolution to change name of library director on account (04/27/11 - 37) Adjournment