MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES November 4, 2009 I. Attendance Ms. Lange called the roll: Present Ms. Marlena Lange, President Mr. Carl Berkowitz, Vice President Mrs. Joan Hutchinson, Secretary Ms. Barbara Kay, Treasurer Mr. Richard C. Bell Mrs. Lois Ruckert Mrs. Rosa Boyd Mr. Kevin J. Gallagher, Director Absent None Visitors Donna Gady, Head, Circulation Dept. Tonia Crown, Newly elected Board member 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. Ms. Marlena Lange, President, opened the meeting at 7:00pm and led the pledge to the flag. B. Minutes Mr. Berkowitz moved for adoption of the minutes of the October 7, 2009 meeting. Mrs. Ruckert seconded. Ayes: Lange, Bell, Berkowitz, Hutchinson, Boyd, Kay, Ruckert – 7 Noes: None Motion declared approved. (11/04/09 – 67) 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 Ms. Lange reported that she attended RCLS' celebration of their 50th Anniversary. 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 that a new film series for adults will begin January 20th and will be held weekday afternoons. G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. H. Library Staff Reports Donna Gady, Circulation Department Head, reported on procedures to obtain a library card. I. Committee Reports Finance Committee: Mr. Berkowitz moved that the regular monthly disbursements for October 2009 in the amount of $72,374.96 having been audited by Rosa Boyd and found to be correct, be approved. Mr. Bell seconded. Ayes: Lange, Bell, Hutchinson, Berkowitz, Kay, Boyd, Ruckert – 7 Noes: None Motion declared approved. (11/04/09 – 68) Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: BUDGET TRANSFER #4 FROM: L7410.8200.12.0000.7 Furniture & Equipment $2,200.00 TO: L7410.8440.12.0000.0 Professional Services $2,200.00 To cover unanticipated legal cost Mrs. Hutchinson seconded. Ayes: Lange, Bell, Hutchinson, Berkowitz, Kay, Boyd, Ruckert – 7 Noes: None Motion declared approved. (11/04/09 – 69) Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library amend the 2009 budget to be increased as follows: BUDGET AMENDMENT #5 ADD Revenue L2705 Gifts & Donations $25.00 (thank you) gift from E. Manzella L2705 Gifts & Donations $20.00 (thank you) gift from L Thompson ADD Appropriations L7410.8521.12.3810.5 Adult Books $45.00 Mr. Bell seconded. Ayes: Lange, Bell, Hutchinson, Berkowitz, Kay, Boyd, Ruckert – 7 Noes: None Motion declared approved. (11/04/09 – 70) Ms. Kay reported that Kevin, Jill and she met with Stifel Nicolaus about what they could do with money the library has to get better interest. Building & Grounds: Ms. Lange reported that the Director's office finally has heat. Ballasts for the exterior of the building have been ordered. The exterminator was called for yellow jackets above the Board Room. The custodians are looking for ways to raise the book drop in the Town of Wallkill. It is difficult to get the books out of it now. J. Old Business Mr. Berkowitz moved to accept the Thrall Public Library District of Middletown & Wallkill Gift Acceptance Policies & Guidelines with the following change: Deleting “at least” under section IV; C #1. Mrs. Boyd seconded. Ayes: Lange, Bell, Hutchinson, Berkowitz, Kay, Boyd, Ruckert – 7 Noes: None Motion declared approved. (11/04/09 – 71) K. New Business Ms. Lange appointed Mrs. Boyd and Mrs. Ruckert to the Nominating Committee for the 2010 officers. Mr. Gallagher discussed the state fiscal crisis and the impact on state library aid in 2009 and 2010. Mrs. Hutchinson moved to go into executive session at 8:15pm to discuss labor negotiations and salaries. Mrs. Ruckert seconded. Ayes: Lange, Bell, Boyd, Hutchinson, Berkowitz, Kay, Ruckert – 7 Noes: None Motion declared approved. (11/04/09 – 72) The Board returned from executive session at 8:55pm. The Board decided that they wanted to resolve the contracts before approving raises for Administration and part-time employees. L. Adjournment Mr. Berkowitz moved to adjourn the meeting at 8:56pm. Mrs. Boyd seconded. Ayes: Lange, Bell, Hutchinson, Berkowitz, Boyd, Kay, Ruckert – 7 Noes: None Motion declared approved. (11/04//09 – 73) Respectfully submitted, Joan Hutchinson, Secretary TABLE OF MOTIONS (01/14/09 - 1) Accepted slate of officers (01/14/09 - 2) Designated Middletown Times Herald Record as official newspaper (01/14/09 - 3) Designated the Orange County Trust Company as official bank (01/14/09 - 4) Reappointed Richard Guertin as Library District Attorney (01/14/09 - 5) Adjournment (01/14/09 - 6) Approval of 12/10/08 minutes (01/14/09 - 7) Adjournment (02/11/09 – 8) Approval of 1/14/09 reorganizational minutes (02/11/09 – 9) Approval of 1/14/09 minutes (02/11/09 – 10) Approved monthly disbursements for December 2008 (02/11/09 – 11) Approved monthly disbursements for January 2009 (02/11/09 – 12) Approved BUDGET TRANSFER #8 – final transfers for 2008 (02/11/09 – 13) Approved BUDGET AMENDMENT #11 – received from Friends for 2008 (02/11/09 – 14) Approved increased hourly salaries for P.T. Librarians (02/11/09 – 15) Executive session (02/11/09 – 16) Adjournment (03/11/09 – 17) Approval of 2/11/09 minutes (03/11/09 – 18) Approved monthly disbursements for February 2009 (03/11/09 – 19) Executive session (03/11/09 – 20) Adjournment (04/07/09 – 21) Approval of 3/11/09 minutes (04/07/09 – 22) Approved monthly disbursements for March 2009 (04/07/09 – 23) Approved BUDGET AMENDMENT #1 (04/07/09 – 24) Approved February Treasurer's Report (04/07/09 – 25) Approved March Treasurer's Report (04/07/09 – 26) Approved October 6, 2009 election timetable (04/07/09 – 27) Approved increases for Election Inspectors (04/07/09 – 28) Accepted the establishment 0f 8/31 for setting final assessed values from Library District communities (04/07/09 – 29) Executive session (04/07/09 – 30) Adjournment (05/13/09 – 31) Approval of 4/7/09 minutes (05/13/09 – 32) Approved Ό page ad for RCLS Journal (05/13/09 – 33) Approved monthly disbursements for April 2009 (05/13/09 – 34) Approved BUDGET TRANSFER #9 – due to Audit adjustments for 2008 (05/13/09 – 35) Approved the Gift Acceptance Policies & Guidelines (05/13/09 – 36) Executive session (05/13/09 – 37) Adjournment (06/10/09 – 38) Approval of 5/13/09 minutes (06/10/09 – 39) Approved BUDGET TRANSFER #1 (06/10/09 – 40) Approved monthly disbursements for May 2009 (06/10/09 – 41) Accepted 2008 Audit Report (06/10/09 – 42) Adjournment (07/08/09 – 43) Approval of 6/10/09 minutes (07/08/09 – 44) Approved monthly disbursements for June 2009 (07/08/09 – 45) Approved BUDGET AMENDMENT #2 (07/08/09 – 46) Approved $11,000 increase to proposed 2010 budget (07/08/09 – 47) Approved to nominate C. Berkowitz to RCLS Board (07/08/09 – 48) Executive session (07/08/09 – 49) Adjournment (09/09/09 – 50) Approval of 7/9/09 minutes (09/09/09 – 51) Approved monthly disbursements for July 2009 (09/09/09 – 52) Approved monthly disbursements for August 2009 (09/09/09 – 53) Approved BUDGET TRANSFER #2 (09/09/09 – 54) Approved BUDGET AMENDMENT #3 (09/09/09 – 55) Approved proposed 2010 budget (09/09/09 – 56) Approved new ANSER fee schedule (09/09/09 – 57) Executive session (09/09/09 – 58) Adjournment (10/07/09 – 59) Approval of 9/9/09 minutes (10/07/09 – 60) Approved monthly disbursements for September 2009 (10/07/09 – 61) Approved BUDGET AMENDMENT #4 (10/07/09 – 62) Approved BUDGET TRANSFER #3 (10/07/09 – 63) Accepted certification of 10/6/09 budget & trustee results (10/07/09 – 64) Approved to send dollar amount of tax levy to municipalities (10/07/09 – 65) Executive session (10/07/09 – 66) Adjournment (11/04/09 – 67) Approval of 10/7/09 minutes (11/04/09 – 68) Approved monthly disbursements for October 2009 (11/04/09 – 69) Approved BUDGET TRANSFER #4 (11/04/09 – 70) Approved BUDGET AMENDMENT #5 (11/04/09 – 71) Accepted Gift & Acceptance Policies & Guidelines (11/04/09 – 72) Executive Session (11/04/09 – 73) Adjournment