MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES May 14, 2003 I. Attendance Ms. Lange called the roll: Present Mr. Richard C. Bell, President Mr. Carl Berkowitz, Vice President Mrs. Joan Hutchinson Ms. Marlena Lange Mrs. Rosa Boyd Ms. Helen Sherman Mr. Kevin J. Gallagher, Director Mr. Timothy J. Conway, Treasurer Absent Mr. Ralph Russo, Secretary (excused) Visitors Brent Napoleon, C.P. A. - Nugent & Haeussler, P.C. 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. Richard C. Bell, President, opened the meeting at 7:00pm and led the pledge to the flag. The Board had a moment of silence in the passing of Tony Knipp who was a real friend to libraries. B. Minutes Ms. Sherman moved for adoption of the minutes of April 19, 2003. Mr. Berkowitz seconded. Ayes: Bell, Berkowitz, Sherman, Boyd, Lange, Hutchinson - 6 Noes: None Motion declared approved. (05/14/03 - 41) C. Visitor Comments Brent Napoleon, C.P.A., reported on the audit of the financial statements of Thrall Public Library District of Middletown and Wallkill for the year ended December 31, 2002. (Audit is attached to official minutes) D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. E. President's Report Mr. Bell reported on a letter he sent to the Town of Wallkill. (Letter attached to official minutes) The book drop for the Town of Wallkill has been delivered and arrangements are being made to have the library name placed on the sides. 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 a donation in memory of A. Hutt. G. Treasurer's Report Mr. Conway went over the account balances. H. Library Staff Reports Mr. Gallagher announced that Bonnie Hill was hired from an Orange County Civil Service list of eligibles for Library Clerk full-time to replace Florence Gertsen who resigned. I. Committee Reports Buildings & Grounds Committee: (A copy of this report was in each Board members packet) Mr. Gallagher reported that there was a software problem for the operation of the HVAC system and it has been fixed. Mr. Gallagher reported that the work on the soffit lights on the exterior of the building began May 12th. Finance Committee: Mr. Berkowitz moved that the regular monthly disbursements for February 2003 in the amount of $18,579.32 having been audited by Richard Bell and found to be correct, be approved. Ms. Lange seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Lange, Sherman - 6 Noes: None Motion declared approved. (05/14/03 - 42) Mr. Berkowitz moved that the payroll register of deductions for January 22, 2003 ($17,304.25) and February 5, 2003 ($17,684.61), having been audited by Richard Bell and found to be correct, be approved. Mrs. Hutchinson seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Lange, Sherman - 6 Noes: None Motion declared approved. (05/14/03 - 43) Mr. Berkowitz moved that the regular monthly disbursements for March 2003 in the amount of $40,065.52 having been audited by Marlena Lange and found to be correct, be approved. Ms. Sherman seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Lange, Sherman - 6 Noes: None Motion declared approved. (05/14/03 - 44) Mr. Berkowitz moved that the payroll register of deductions for March 5, 2003 ($17,572.77) and March 19, 2003 ($17,914.24), having been audited by Marlena Lange and found to be correct, be approved. Mrs. Boyd seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Lange, Sherman - 6 Noes: None Motion declared approved. (05/14/03 - 45) I. Committee Reports Con't. Mr. Berkowitz moved that the regular monthly disbursements for April 2003 in the amount of $97,445.19 having been audited by Helen Sherman and found to be correct, be approved. Ms. Lange seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Lange, Sherman - 6 Noes: None Motion declared approved. (05/14/03 - 46) Mr. Berkowitz moved that the payroll register of deductions for April 2, 2003 ($17,812.10), having been audited by Helen Sherman and found to be correct, be approved. Mrs. Hutchinson seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Lange, Sherman - 6 Noes: None Motion declared approved. (05/14/03 - 47) Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library amend the 2003 budget to be increased by the following: REVENUES: L.2770 Miscellaneous Income $1,000.00 APPROPRIATIONS: L.7410.8475.12.0000.00 Travel-Staff $1,000.00 This amount represents a Grant from the National Endowment for the Humanities to be used for Travel Expenses for the attendance of Barbara Chumard to Forever Free: Abraham Lincoln's Journey to Emancipation. REVENUES: L.2705 Gifts & Donations $5,000.00 APPROPRIATIONS: L.7410.8522.12.3905.05 Media-Foreign Film $5,000.00 This amount represents a donation that was received in memory of Dr. Reuben Mokotoff for the purchase of Foreign Films and the purchase of a DVD Player. Mrs. Boyd seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Lange, Sherman - 6 Noes: None Motion declared approved. (05/14/03 - 48) PAGE 5 J. Old Business Mr. Gallagher reported that Shaw & Perelson had not heard from NYSUT concerning a first meeting on library staff contract negotiations. Lisa Rusk has called NYSUT to try to set a date and time. Mr. Bell reported that the four townships that lost library services as of January 1, 2003 have sent a survey on options for library services to their residents. Discussion followed. K. New Business Mr. Berkowitz moved to close the library July 5, 2003. Ms. Sherman seconded. Ayes: Bell, Berkowitz, Hutchinson, Lange, Boyd, Sherman - 6 Noes: None Motion declared approved. (05/14/03 - 49) Mr. Bell reported that the Director's evaluation should be scheduled this year. Mr. Bell suggested that the personnel committee look over the forms, choose one and distribute it to the Board. The Board discussed the NYS Public Employee and Retiree-Long-Term Care Insurance Plan. It is an employee pay-all plan. Mr. Berkowitz moved to table a vote on the Long-Term Care Insurance Plan. Ms. Lange seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Lange, Sherman - 6 Noes: None Motion declared approved. (05/14/03 - 50) Ms. Sherman moved to go into executive session at 8:35pm to discuss matters pertaining to the labor contract. Mrs. Hutchinson seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Lange, Sherman - 6 Noes: None Motion declared approved. (05/14/03 51 The Board returned from executive session at 8:44pm. PAGE 6 L. Adjournment Mrs. Boyd moved to adjourn the meeting at 8:44pm. Mr. Berkowitz seconded. Ayes: Bell, Hutchinson, Berkowitz, Boyd, Lange, Sherman - 6 Noes: None Motion declared approved. (05/14/03 - 52) Respectfully submitted, Ralph Russo, Secretary TABLE OF MOTIONS (01/08/03 - 1) Accepted slate of officers (01/08/03 - 2) Designated Middletown Times Herald Record as official newspaper (01/08/03 - 3) Adjournment of reorganizational meeting (01/08/03 - 4) Approval of 12/12/03 minutes (01/08/03 - 5) Appointed Treasurer (01/08/03 - 6) Amended 2003 budget - Amendment #1 (01/08/03 - 7) Approval of disbursements for December 2002 (01/08/03 - 8) Approval of payroll register of deductions for 11/27 & 12/11/02 (01/08/03 - 9) Adopted Internet Policy (01/08/03 - 10) Approved Walts bequest be put in CD (01/08/03 - 11) Approved Records Retention Policy (01/08/03 - 12) Executive Session (01/08/03 - 13) Appointed David Shaw & law firm as negotiator for labor contracts (01/08/03 - 14) Adjournment (02/12/03 - 15) Approval of 1/8/03 minutes (02/12/03 - 16) Approval of 1/8/03 organizational minutes (02/12/03 - 17) Rescind suspension for borrowing privileges of Ellen Sampson (02/12/03 - 18) Approved final monthly disbursements for fiscal year 2002 (02/12/03 - 19) Approved manual checks for November 2002 (02/12/03 - 20) Approved payroll register of deductions for Dec. 20; & Jan. 8, 2003 (02/12/03 - 21) Accepted Meeting Room Policy as written (02/12/03 - 22) Established first Tuesday in October as date for annual election (02/12/03 - 23) Amended previous resolution to include the vote be held at Thrall (02/12/03 - 24) Denied request to Town of Wawayanda resident for library privileges (02/12/03 - 25) Adopted Subpoena Policy (02/12/03 - 26) Executive Session (02/12/03 - 27) Promote Robert Winship to custodian (02/12/03 - 28) Raise - Mary Roberto (02/12/03 - 29) Adjournment (03/12/03 - 30) Approval of 2/12/03 minutes (03/12/03 - 31) Approval of part-time position for Debbie Libassi (03/12/03 - 32) Approval of funding for new account (bindery books) (03/12/03 - 33) Approved budget transfer for foreign films (03/12/03 - 34) Approved budget transfer for legal costs/audit (03/12/03 - 35) Approved certificate of appreciation for William Stevens (03/12/03 - 36) Executive session (03/12/03 - 37) Adjournment (04/09/03 - 38) Approval of 3/12/03 minutes (04/09/03 - 39) Approve summer hours (04/09/03 - 40) Adjournment (05/14/03 - 41) Approval of 4/9/03 minutes (05/14/03 - 42) Approval of disbursements for February 2003 PAGE 2 (05/14/03 - 43) Approval of payroll register of deductions for 1/22 & 2/5 (05/14/03 - 44) Approval of disbursements for March 2003 (05/14/03 - 45) Approval of payroll register of deductions for 3/5 & 3/19 (05/14/03 - 46) Approval of disbursements for April 2003 (05/14/03 - 47) Approval of payroll register of deductions for 4/2 (05/14/03 - 48) Amended 2003 budget - Amendment #2 (05/14/03 - 49) Approved to close 7/5/03 (05/14/03 - 50) Tabled vote on Long-Term care Insurance Plan (05/14/03 - 51) Executive session (05/14/03 - 52) Adjournment