MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES May 8, 2002 I. Attendance Mr. Russo called the roll: Present Mr. Richard C. Bell, President Mrs. Joan Hutchinson, Vice President Mr. Ralph Russo, Secretary Mr. Stephen Shaw Mr. Carl Berkowitz Mrs. Rosa Boyd Ms. Helen Sherman Mr. Kevin J. Gallagher, Director Mr. Timothy J. Conway, Treasurer 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 PAGE 2 III. Discussion and Recommendation A. Mr. Richard C. Bell, President, opened the meeting at 7:00pm and led the pledge to the flag. B. Minutes Ms. Sherman moved for adoption of the minutes of April 10, 2002. Mr. Berkowitz seconded. Ayes: Bell, Hutchinson, Russo, Berkowitz, Shaw, Boyd, Sherman - 7 Noes: None Motion declared approved. (08/05/02 - 41) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. Mr. Bell read a memo from Lisa Rusk, Esq., saying in their opinion that until legislation is passed, the library should comply with the notice requirements of Education Law sections 2003, 2004 and 2601-a. (Memo attached to official minutes.) Discussion was held on an October 8th election. Mr. Gallagher discussed when to prepare a draft of the 2003 budget. The Finance Committee will meet with the Director to go over the 2003 budget. E. President’s Report Mr. Bell said his report on the status of the library district expansion has already been covered during correspondence. PAGE 3 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 Mr. Conway reported on the different accounts and revenues. H. Library Staff Reports The Board discussed a request from the staff to bar a patron from further use of the library. Mrs. Boyd moved to bar Ellen Samson from any direct borrowing services at this library. Mrs. Hutchinson seconded. Discussion followed. Ayes: Bell, Hutchinson, Russo, Boyd, Shaw, Sherman, Berkowitz - 7 Noes: None Motion declared approved. (08/05/02 - 42) I. Committee Reports Buildings & Grounds Committee: No report. Finance Committee: Mr. Berkowitz moved that the regular monthly disbursements for April 2002 in the amount of $114,553.07, having been audited by Joan Hutchinson and found to be correct, be approved. Mr. Russo seconded. Ayes: Bell, Hutchinson, Russo, Berkowitz, Shaw, Boyd, Sherman - 7 Noes: None Motion declared approved. (08/05/02 - 43) Mr. Berkowitz moved that the payroll register of deductions for April 3 ($17,607.87) and April 17 ($17,819.39), 2002, having been audited by Joan Hutchinson and found to be correct, be approved. Mr. Russo seconded. Ayes: Bell, Hutchinson, Russo, Shaw, Boyd, Berkowitz, Sherman - 7 Noes: None Motion declared approved. (08/05/02 - 44) PAGE 4 I. Committee Reports Con’t. Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library amend the 2002 budget to be increased by the following: Revenues:L.2705 Gifts & Donations $740.00 Appropriations:L.7410.8521.12.3813.05 Children’s Books $740.00 The above amount represents donations in memory of Deborah Monsour and will be used to purchase special books for the Children’s Dept. Revenues:L.2705 Gifts & Donations $5,000.00 Appropriations:L.7410.8522.12.3905.05 Foreign Media $5,000.00 Donations were received in memory of Dr. Reuben Mokotoff for the purchase of foreign film videos. Mrs. Boyd seconded. Ayes: Bell, Hutchinson, Russo, Shaw, Boyd, Berkowitz, Sherman - 7 Noes: None Motion declared approved. (08/05/02 - 45) J. Old Business Mr. Bell reported on the memo from Lisa Rusk, Esq. about Agricultural Property Taxes. The determination of tax relief for agricultural properties rests with the local assessors. (Memo attached to official minutes) Mr. Gallagher reported on restrictions on Bloomingburg Free Library cards. (Report attached to official minutes) PAGE 5 K. New Business Discussion was held on the draft policy on discarding library materials. Mr. Berkowitz moved that library materials that are removed from the collection of Middletown Thrall Library shall be given to the Friends of Middletown Thrall Library for resale. The proceeds from such sales will be used by Middletown Thrall Library for such purposes as the purchase of new materials, equipment, publications, and/or program support. Mr. Shaw seconded. Ayes: Bell, Hutchinson, Russo, Berkowitz, Shaw, Boyd, Sherman - 7 Noes: None Motion declared approved. (08/05/02 - 46) Mrs. Boyd moved to go into executive session at 8:08pm to discuss personnel. Mr. Shaw seconded. Ayes: Bell, Boyd, Russo, Hutchinson, Shaw, Berkowitz, Sherman - 7 Noes: None Motion declared approved. (08/05/02 - 47) The Board returned from executive session at 8:18pm. L. Adjournment Mr. Russo moved to adjourn the meeting at 8:23pm. Mr. Berkowitz seconded. Ayes: Bell, Hutchinson, Russo, Berkowitz, Boyd, Shaw, Sherman - 7 Noes: None Motion declared approved. (08/05/02 - 48) Respectfully submitted, Ralph Russo, Secretary (TABLE OF MOTIONS (02/01/02 - 1) Approval of 12/12/01 minutes (02/01/02 - 2) Regular monthly disbursements for December. (02/01/02 - 3) Correction to Transfer #3 (for 7/1/01-12/31/01 budget) into insurance. (02/01/02 - 4) Accept all practices & policies of previous Board. (02/01/02 - 5) Tabled resolution moving full-time custodians to clerical unit. (02/01/02 - 6) Adjournment of January 2nd meeting. (13/02/02 - 7) Approval of 1/2/02 organizational meeting minutes. (13/02/02 - 8) Approval of 1/2/02 Regular meeting minutes. (13/02/02 - 9) Approval of disbursement for payroll & benefits for Dec. 2001. (13/02/02 - 10) Approval of monthly disbursements for fiscal year 7/1/01-12/31/01. (13/02/02 - 11) Approval of payroll register of deductions for December 2001. (13/02/02 - 12) Accepted budget transfer from Furn. & Equip. to Insurance. (13/02/02 - 13) Untabled motion (02/01/02 - 5) moving F.T. Custodians to Clerical Unit. (13/02/02 - 14) Approved moving Full-time Custodians to Clerical Unit. (13/02/02 - 15) Amended 2002 budget to increase Furn. & Equip. - balance of Centennial checking account (13/02/02 - 16) Summer Hours effective 6/9 - Regular hours resume 9/7 (13/02/02 - 17) Executive session to discuss personnel. (13/02/02 - 18) Adjournment of 2/13 meeting. (13/03/02 - 19) Approval of 2/13/02 minutes. (13/03/03 - 20) Approval of disbursements for partial payroll 2/6 & manual checks (13/03/02 - 21) Approval of payroll register of deductions for 1/23; 2/6; & 2/20/02 (13/03/02 - 22) Approval of regular monthly disbursements for February 2002. (13/03/02 - 23) Approval of “correction” for payroll deductions. (13/03/02 - 24) Accepted budget transfer from Pass-Through from district to insurance. (13/03/02 - 25) Budget cuts for 2002 budget. (13/03/02 - 26) Approved revised Mission Statement. (13/03/02 - 27) Approved to permit Advest to set-up no charge account. (13/03/02 - 28) Executive session. (13/03/02 - 29) Adjournment of 3/13 meeting (10/04/02 - 30) Approval of 3/13/02 minutes. (10/04/02 - 31) Approval of disbursements for March 2002 (10/04/02 - 32) Approval of manual checks for February 2002 (10/04/02 - 33) Approval of payroll register deductions for March 6 & March 20 (10/04/02 - 34) Set dates for Minisink vote. (10/04/02 - 35) Restrictions on Bloomingburg cardholders. (10/04/02 - 36) Approval of Bulletin Board & Display Case Policy (10/04/02 - 37) Approval of Nugent & Haeussler as audit service. (10/04/02 - 38) Executive session. PAGE 2 (10/04/02 - 39) Approval of leave without pay for Georgie Cuffee. (10/04/02 - 40) Adjournment of 4/10/02 meeting. (08/05/02 - 41) Approval of 4/10/02 Minutes. (08/05/02 - 42) Bar patron from direct borrowing services. (08/05/02 - 43) Approval of disbursements for April 2002. (08/05/02 - 44) Approval of payroll register deductions for April 3 and April 17, 2002. (08/05/02 - 45) Accepted amendment to 2002 budget for donations received. (08/05/02 - 46) Approved policy and disposition of discarded books. (08/05/02 - 47) Executive Session 5/8/02. (08/05/02 - 48) Adjournment of 5/5/02 meeting.