MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES July 13, 2011 I. Attendance Mrs. Ruckert called the roll: Present Mr. Carl Berkowitz, President Mrs. Lois Ruckert, Secretary Ms. Barbara Kay, Treasurer Mrs. Rosa Boyd, Vice President Ms. Marlena Lange (arrived at 7:20pm) Mr. Richard C. Bell Mr. Matthew Pfisterer, Director Absent Mrs. Tonia Crown (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 Ms. Kay moved for adoption of the minutes of the June 8, 2011 meeting. Mrs. Ruckert seconded. Ayes: Berkowitz, Bell, Ruckert, Kay, Boyd - 5 Noes: None Motion declared approved. (7/13/11 - 50) 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 Mr. Berkowitz reported that Robert Hubsher was injured doing work around the house. Mr. Berkowitz discussed using twitter as an institution. Mr. Pfisterer reported that it was discussed at Department Heads meeting and they had concerns about it. Discussion was held about facebook. Mr. Bell asked if there was anything new with the RCLS fees. Mr. Berkowitz answered no. 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 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 #5 ADD Revenue L2705 Gifts & Donations $ 50.00 memorial donation for N. Costello L2705 Gifts & Donations $ 5.00 Misc. copy fee donation L2705 Gifts & Donations Estate of Emma Romer $ 57,050.64 ADD Appropriations: L7410.8521.12.3810.5 Adult Books $ 50.00 L7410.8521.12.3810.5 Adult Books $ 5.00 L7410.8521.12.3810.5 Adult Books $57,050.64 Discussion followed about where to put the $57,050.64 under appropriations. It was decided to leave it in adult books for now. Mrs. Ruckert seconded. Ayes: Berkowitz, Bell, Boyd, Ruckert, Kay, Lange - 6 Noes: None Motion declared approved. (7/13/11 - 52) Mr. Bell moved that the regular monthly disbursements for June 2011 in the amount of $103,850.27 having been audited by Carl Berkowitz and found to be correct, be approved. Ms. Lange seconded. Ayes: Berkowitz, Bell, Boyd, Ruckert, Kay, Lange - 6 Noes: None Motion declared approved. (7/13/11 - 52) Building & Grounds: Ms. Lange reported on Building & Grounds. A few tiles in the downstairs men's room bathroom have been replaced where they had come loose. We are looking to re-tile the entire bathroom once we select an appropriate tile. The cooling system has been functioning well this summer. The leak in the second floor children's area has been repaired. The staff entrance to the building is not closing automatically but will close when pulled shut. Will attempt to repair or call the locksmith. J. Old Business Discussion was held on the letter to the City of Middletown Treasurer. The Board asked Mr. Pfisterer to follow-up with another letter if there is no response by August 1st and copy it to the Mayor. Ms. Lange moved to adopt the Library Camera Policy, which is in motion #31 as preliminary, and now we adopt it permanently. Mrs. Boyd seconded. Ayes: Berkowitz, Bell, Boyd, Kay, Lange, Ruckert - 6 Noes: None Motion declared approved. (7/13/11 - 53) Discussion was held on the giving tree. K. New Business Discussion was held on the Long Range Plan. Mrs. Boyd moved to accept the Long Range Plan as amended by the discussion held. (See attached) Ms. Lange seconded. Ayes: Berkowitz, Bell, Boyd, Kay, Lange, Ruckert - 6 Noes: None Motion declared approved. (7/13/11 - 54) Ms. Lange moved that the Board authorize Carl Berkowitz to sign the following resolution for the Application of Certificate of Registration. At a legal meeting of the Board of Trustees of the said library, held on July 13, 2011 at Thrall Public Library District of Middletown and Wallkill, 11-19 Depot Street, Middletown, NY 10940 at which there were present the following trustees: Carl Sandler Berkowitz, Rose M. Boyd, Lois D. Ruckert, Barbara A. Kay, Richard C. Bell and Tonia A. Crown being a quorum of the full Board, it was voted, that, inasmuch as public interest will be prompted by such action the president of this Board: Carl Sandler Berkowitz be hereby directed to apply to the New York State Education Department/New York State Library for the registration of this library under the name of Thrall Public Library District of Middletown and Wallkill. Now, therefore, I Carl Sandler Berkowitz, President of the Board of trustees of the Thrall Public Library District of Middletown and Wallkill and on its behalf, do hereby request the New York State Education Department/New York State Library to register the library as maintaining proper standards for registration. Ms. Kay seconded. Ayes: Berkowitz, Bell, Boyd, Kay, Lange, Ruckert - 6 Noes: None Motion declared approved. (7/13/11 - 55) Discussion was held the Oath of Office filing. Mr. Bell moved to go into executive session at 8:03pm to discuss labor negotiations. Mrs. Ruckert seconded. Ayes: Berkowitz, Bell, Boyd, Kay, Lange, Ruckert - 6 Noes: None Motion declared approved. (7/13/11 - 56) The Board returned from executive session at 8:33pm. L. Adjournment Mrs. Boyd moved to adjourn the meeting at 8:35pm. Mrs. Ruckert seconded. Ayes: Berkowitz, Bell, Boyd, Kay, Lange, Ruckert - 6 Noes: None Motion declared approved. (7/13/11 - 57) 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 (05/18/11 - 38) Approval of 4/27/11/ minutes (05/18/11 - 39) Approved BUDGET AMENDMENT #3 (05/18/11 - 40) Approved monthly disbursements for April 2011 (05/18/11 - 41) Approved BUDGET TRANSFER #7 Audit Final Transfers (05/18/11 - 42) Executive session (05/18/11 - 43) Adjournment (06/08/11 - 44) Approval of 5/18/11 minutes (06/08/11 - 45) Approved three yr. contract with Cengage Learning (Gale) (06/08/11 - 46) Approved BUDGET AMENDMENT #4 (06/08/11 - 47) Approved monthly disbursements for May 2011 (06/08/11 - 48) Executive session (06/08/11 - 49) Adjournment (07/13/11 - 50) Approval of 6/8/11 minutes (07/13/11 - 51) Approved BUDGET AMENDMENT #5 (07/13/11 - 52) Approved monthly disbursements for June 2011 (07/13/11 - 53) Permanently adopted Camera Policy from Motion #31 (07/13/11 - 54) Accepted the Long Range Plan (07/13/11 - 55) Approved C. Berkowitz to sign resolution for Application of Library Registration (07/13/11 - 56) Executive Session (07/13/11 - 57) Adjournment (08/10/11 - 58) Accepted preliminary budget for 2012 (08/10/11 - 59) Executive Session (08/10/11 - 60) Adjournment