MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES September 1, 2010 I. Attendance Mrs. Ruckert called the roll: Present Mr. Carl Berkowitz, President Mrs. Rosa Boyd, Vice President (arrived at 7:05 PM) Ms. Barbara Kay, Treasurer Mrs. Lois Ruckert, Secretary Ms. Marlena Lange Mrs. Tonia Crown Mr. Richard C. Bell Mr. Kevin J. Gallagher, Director Absent None 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. The Board discussed item A (adoption of proposed 2011 budget), under New Business on the agenda first. Mr. Bell moved to suspend the regular meeting and opened the public hearing on the proposed 2011 Library District budget at 7:10pm. Ms. Lange seconded. Ayes: Berkowitz, Lange, Kay, Bell, Boyd, Crown, Ruckert - 7 Noes: None Motion declared approved. (09/01/10 - 55) B. Minutes Mr. Bell moved for adoption of the minutes of the July 14, 2010 meeting with the following correction: Page 2; item F - second paragraph: state aid will be cut to approximately…… Mrs. Ruckert seconded. Ayes: Berkowitz, Lange, Kay, Bell, Boyd, Crown, Ruckert - 7 Noes: None Motion declared approved. (09/01/10 - 56) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. A thank you note was received from Ms. Barnhard thanking the library for allowing her to do her internship at Thrall. E. President's Report Mr. Berkowitz reported that he is on the RCLS Budget Committee and they have a meeting the week of July 19th. Mr. Berkowitz has received a copy of the budget and there isn't any where to cut anything. It is down to bare bones. Mr. Berkowitz will keep the Board informed. 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 borrowing restrictions for the Town of Mount Hope cardholders. Mr. Berkowitz closed the public hearing at 7:20pm. There were no visitor's for the public hearing. 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. Boyd moved that the Board of Trustees of Middletown Thrall Library amend the 2010 budget to be increased as follows: BUDGET AMENDMENT #5 ADD Revenue L2705 Gifts & Donations $25.00 ADD Appropriations: L7410.8521.12.3813.5 Children's Books $25.00 Ms. Lange seconded. Ayes: Berkowitz, Lange, Kay, Bell, Boyd, Crown, Ruckert - 7 Noes: None Motion declared approved. (09/01/10 - 57) Mrs. Boyd moved that the regular monthly disbursements for July 2010 in the amount of $93,065.50 having been audited by Richard Bell and found to be correct, be approved. Ms. Kay seconded. Ayes: Berkowitz, Bell, Lange, Kay, Boyd, Crown, Ruckert - 7 Noes: None Motion declared approved. (09/01/10 - 58) Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: BUDGET TRANSFER #3 TO: L7410.8521.12.3814.5 Young Adult Books $150.00 FROM: L7410.8525.12.0000.0 Pub./Program/Printing $150.00 Per request from Bridget Manigo, dept. head for Upcoming Halloween events. Ms. Lange seconded. Ayes: Berkowitz, Bell, Lange, Kay, Boyd, Crown, Ruckert - 7 Noes: None Motion declared approved. (09/01/10 - 59) Building & Grounds: Ms. Lange reported that the ceiling fans and new light fixtures have been installed. New lights have been installed in the green soffits, lining the original train station wall. A toilet needed to be replaced in the men's room on the second floor due to vandalism. Simplex Grinnell worked on several sprinkler head problems throughout the building. These problems were uncovered during the inspection earlier this year. J. Old Business Discussion was held on the painting from the estate of Prudence Morrison Gow. K. New Business (The following item was discussed at the beginning of the meeting.) Discussion was held on the recommendation from the Budget Committee to address the estimated 2011 New York State Retirement System costs. Ms. Kay moved to amend the proposed 2011 Library District Budget. Mrs. Boyd seconded. Ayes: Berkowitz, Bell, Crown, Kay, Boyd, Lange, Ruckert - 7 Noes: None Motion declared approved. (09/01/10 - 54) (motion was made at beginning of meeting) Ms. Lange moved to accept the amended policy regarding Violence-Free Work Place. Mr. Bell seconded. (Policy attached to official minutes) Ayes: Berkowitz, Bell, Crown, Boyd, Lange, Kay, Ruckert - 7 Noes: None Motion declared approved. (09/01/10 - 60) Ms. Kay moved to adopt the proposed 2011 Library District Budget as amended. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Crown, Boyd, Lange, Kay, Ruckert - 7 Noes: None Motion declared approved. (09/01/10 - 61) K. New Business Mrs. Crown moved to accept the amended meeting room policy as follows: The meeting room may not be used for partisan political events. It cannot be used for an appearance by a government official or individual who has announced a candidacy for re-election or to another elected position during the campaign period. (The campaign period is defined as the time from the candidate's announcement through the date of the election for that position.) The meeting room cannot be used by any group or individual for religious services, or distribute religious materials. Ms. Lange seconded. Ayes: Berkowitz, Kay, Bell, Lange, Crown, Boyd, Ruckert - 7 Noes: None Motion declared approved. (09/01/10 - 62) Discussion was held on restricting Mount Hope cardholders. Mrs. Crown moved that due to the significant, and growing, overuse of Middletown Thrall Library's collection by Town of Mount Hope residents who have obtained borrowing cards from the Port Jervis Free Library, the following restrictions will go into effect to limit overuse by those cardholders: no borrowing of print materials less than one year old; no borrowing of any audio-visual materials. These restrictions will go into effect Thursday, September 2nd, or as soon thereafter as is practical. Mrs. Ruckert seconded. Ayes: Berkowitz, Kay, Bell, Lange, Crown, Boyd, Ruckert - 7 Noes: None Motion declared approved. (09/01/10 - 63) Mrs. Ruckert moved to go into executive session at 8:02pm to discuss contract negotiations and the director search. Ms. Kay seconded. Ayes: Berkowitz, Kay, Bell, Lange, Crown, Boyd, Ruckert - 7 Noes: None Motion declared approved. (09/01/10 - 64) The Board returned from executive session at 9:11pm. Mr. Bell moved to approve the salary for Library Director as discussed in executive session. Mrs. Ruckert seconded. Ayes: Berkowitz, Kay, Bell, Lange, Crown, Boyd, Ruckert - 7 Noes: None Motion declared approved. (09/01/10 - 65) L. Adjournment Mrs. Boyd moved to adjourn the meeting at 9:12pm. Mrs. Crown seconded. Ayes: Berkowitz, Kay, Bell, Lange, Crown, Boyd, Ruckert - 7 Noes: None Motion declared approved. (09/01/10 - 66) 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 (06/09/10 - 42) Approval of 5/12/10 minutes (06/09/10 - 43) Approved monthly disbursement for May 2010 (06/09/10 - 44) Approved Dress Code Policy (06/09/10 - 45) Executive Session (06/09/10 - 46) Adjournment (07/14/10 - 47) Approval of 6/9/10 minutes (07/14/10 - 48) Approved monthly disbursement for June 2010 (07/14/10 - 49) Approved BUDGET TRANSFER #2 (07/14/10 - 50) Approved BUDGET AMENDMENT #4 (07/14/10 - 51) Approved Proposed 2011 Budget (07/14/10 - 52) Executive session (07/14/10 - 53) Adjournment (09/01/10 - 54) Approved amending the proposed 2011 budget (09/01/10 - 55) Opened public hearing (09/01/10 - 56) Approval of 7/14/10 minutes (09/01/10 - 57) Approved BUDGET AMENDMENT #5 (09/01/10 - 58) Approved monthly disbursements for July 2010 (09/01/10 - 59) Approved BUDGET TRANSFER #3 (09/01/10 - 60) Accepted amended policy for Violence-Free Workplace (09/01/10 - 61) Adopted proposed 2011 budget as amended (09/01/10 - 62) Accepted amended meeting room policy (09/01/10 - 63) Approved restricting Mount Hope cardholders (09/01/10 - 64) Executive session (09/01/10 - 65) Approved Director's salary (09/01/10 - 66) Adjournment (09/07/10 - 67) Executive session (09/07/10 - 68) Provisional appointment of new Director (09/07/10 - 69) Adjournment