MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES May 12, 2010 I. Attendance Mrs. Ruckert called the roll: Present Mr. Carl Berkowitz, President Mrs. Rosa Boyd, Vice President Ms. Barbara Kay, Treasurer Mrs. Lois Ruckert, Secretary Ms. Marlena Lange Mr. Richard C. Bell Mrs. Tonia Crown Mr. Kevin J. Gallagher, Director Absent None Visitors No visitors 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. Mr. Brent Napoleon, Nugent & Haeussler, presented the 2009 audit. (Attached to official minutes) Mrs. Boyd moved to accept the auditor's report as presented to the Board. Mr. Bell seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Lange, Kay, Ruckert - 7 Noes: None Motion declared approved. (5/12/10 - 33) B. Minutes Mr. Bell moved for adoption of the minutes of the April 14, 2010 meeting. Ms. Lange seconded. Ayes: Berkowitz, Lange, Kay, Bell, Crown, Ruckert, Boyd - 7 Noes: None Motion declared approved. (5/12/10 - 34) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. E. President's Report Mr. Berkowitz reported that he attended the Friends concert on April 25th at the library. Mr. Berkowitz reported that on May 19th Thrall will be hosting the RCLS information meeting on the need for system fees. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Mr. Gallagher reported on the Mount Hope contract and patron borrowing at Port Jervis and Middletown. (Report attached to official minutes) G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. (Attached to official minutes) H. Library Staff Reports No report. I. Committee Reports Finance Committee: Mrs. Crown moved that the regular monthly disbursements for April 2010 in the amount of $89,160.46 having been audited by Rosa Boyd and found to be correct, be approved. Ms. Lange seconded. Ayes: Berkowitz, Bell, Lange, Crown, Kay, Ruckert, Boyd - 7 Noes: None Motion declared approved. (5/12/10 - 35) Mrs. Crown moved that the Board of Trustees of Middletown Thrall Library amend the 2010 budget to be increased as follows: BUDGET AMENDMENT #3 ADD Revenue L2705 Gifts & Donations $150.00 Mr. & Mrs. Horn ADD APPROPRIATIONS: L7410.8425.12.0000.0 $150.00 Programs (adult) Ms. Lange seconded. Ayes: Berkowitz, Bell, Lange, Crown, Kay, Ruckert, Boyd - 7 Noes: None Motion declared approved. (5/12/10 - 36) Mrs. Crown moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: BUDGET TRANSFER #1 1. TO: L7410.8524.12.0000.5 subscriptions/serials $2,536.00 FROM: L7410.8521.3810.5 adult books $2,536.00 To properly budget for Gale Books now in electronic format: "Encyclopedia of Associations; Gale Directory of Publications & Broadcast Media" Mr. Bell seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Lange, Kay, Ruckert - 7 Noes: None Motion declared approved. (5/12/10 - 37) Budget Committee: Mr. Gallagher reported that they can't start working on a draft budget yet because there is so much uncertainty. One big issue is that we do not have the retirement rates yet from the state. Personnel Committee: Mr. Bell reported that the committee has met to establish procedures and on placing the ad. We are getting resumes in and each committee member will read them and make notes. The committee will meet again after all resumes are in. Building & Grounds: The new computer for the HVAC system has been installed. However, due to very warm weather, no test could be done on the heating system. Tri-County did some repair work on the roof top aid handler that stopped working. The ceiling fans arrived and will be installed soon. J. Old Business Mr. Gallagher asked the Board about 2010 raises for hourly part-time employees. K. New Business Discussion was held on the donation of a painting from the estate of Prudence Morrison Gow. Discussion was held on donating old lounge chairs from the children's room. Ms. Lange moved to donate the old lounge chairs from the children's room to emergency housing. Mrs. Ruckert seconded. Ayes: Berkowitz, Bell, Boyd, Lange, Crown, Kay, Ruckert - 7 Noes: None Motion declared approved. (5/12/10 - 38) Ms. Lange moved to go into executive session at 8:41pm to discuss labor Negotiations and personnel. Ms. Kay seconded. Ayes: Berkowitz, Kay, Bell, Lange, Crown, Boyd, Ruckert - 7 Noes: None Motion declared approved. (5/12/10 - 39) The Board returned from executive session at 8:54pm. Mrs. Ruckert moved to resume the regular Board meeting. Ms. Kay seconded. Ayes: Berkowitz, Boyd, Kay, Bell, Lange, Crown, Ruckert - 7 Noes: None Motion declared approved. (5/12/10 - 40) L. Adjournment Mr. Bell moved to adjourn the meeting at 8:55pm. Ms. Lange seconded. Ayes: Berkowitz, Kay, Bell, Boyd, Crown, Lange, Ruckert - 7 Noes: None Motion declared approved. (5/12/10 - 41) Respectfully submitted, Lois Ruckert, Secretary TABLE OF MOTIONS (01/13/10 - 1) Accepted slate of officers (01/13/10 - 2) Designated Middletown Times Herald Record as official newspaper (01/13/10 - 3) Designated the Orange County Trust Company as official bank (01/13/10 - 4) Reappointed Richard Guertin as Library District Attorney (01/13/10 - 5) Adjournment (01/13/10 - 6) Approval of 12/09/09 minutes (01/14/10 - 7) Approved BUDGET AMENDMENT #6 (12/31/09) (01/13/10 - 8) Approved BUDGET AMENDMENT #1 (01/13/10 - 9) Accepted Insurance change from Chubb to Utica National (01/13/10 - 10) Executive session (01/13/10 - 11) Adjournment (02/11/10 - 12) Approval of 1/13/10 organizational meeting minutes (02/11/10 - 13) Approval of 1/13/10 minutes (02/11/10 - 14) Approved monthly disbursement for December 2009 (02/11/10 - 15) Approved BUDGET TRANSFER #5 (12/31/2009) (02/11/10 - 16) Approved resolution on library systems (02/11/10 - 17) Executive session (02/11/10 - 18) Adjournment (03/10/10 - 19) Approval of 2/11/10 minutes (03/10/10 - 20) Approved monthly disbursement for January 2010 (03/10/10 - 21) Approved monthly disbursement for February 2010 (03/10/10 - 22) Accepted NYS Annual Report (03/10/10 - 23) Approved Stifel Nicolaus as investment firm (03/10/10 - 24) Executive session (03/10/10 - 25) Adjournment (04/14/10 - 26) Approval of 3/10/10 minutes (04/14/10 - 27) Approved BUDGET AMENDMENT #2 (04/14/10 - 28) Approved monthly disbursement for March 2010 (04/14/10 - 29) Accepted timetable for 10/5/10 election (04/14/10 - 30) Executive session (04/14/10 - 31) Resumed regular board meeting (04/14/10 - 32) Adjournment (05/12/10 - 33) Accepted auditor's report (05/12/10 - 34) Approval of 4/14/10 minutes (05/12/10 - 35) Approved monthly disbursement for April 2010 (05/12/10 - 36) Approved BUDGET AMENDMENT #3 (05/12/10 - 37) Approved BUDGET TRANSFER #1 (05/12/10 - 38) Approved donating old lounge chairs to Emergency Housing (05/12/10 - 39) Executive Session (05/12/10 - 40) Resumed regular Board Meeting (05/12/10 - 41) Adjournment