MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES January 19, 2011 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 Mrs. Tonia Crown (arrived at 7:15pm) Mr. Richard C. Bell Mr. Matthew Pfisterer, 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 7:10pm. B. Minutes Ms. Kay moved for adoption of the minutes of the December 8, 2010 meeting with the following change: Page2; Section E; Mr. Berkowitz thanked ….. Mrs. Boyd seconded. Ayes: Berkowitz, Lange, Kay, Bell, Boyd, Ruckert - 6 Noes: None Motion declared approved. (1/19/11 - 6) 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 was at the library on the last day of Kevin's work and thanked him very much on behalf of the Board. Mr. Berkowitz was also here before the library opened to welcome Matt on his first day. Mr. Berkowitz has also been signing checks. Now that the signature cards have been signed, Matt can sign the checks. Mr. Berkowitz reported that the Library has received a donation from Susan Beth Pfeffer to be used for the Young Adult collection. Discussion was held on holding training on strategic planning. 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 No report. The Business Office is in the process of closing out 2010. H. Library Staff Reports No report. I. Committee Reports Finance Committee: Mrs. Boyd moved that the regular monthly disbursements for December 2010 in the amount of $70,026.72 having been audited by Carl Berkowitz and found to be correct, be approved. Ms. Lange seconded. Ayes: Berkowitz, Bell, Lange, Kay, Boyd, Crown, Ruckert - 7 Noes: None Motion declared approved. (1/19/11 - 7) Building & Grounds: Mr. Pfisterer reported that the boiler had shut off on Sunday, January 16th. Brad McGovern was able to get it started. Discussion followed. Discussion was held on Committee Assignments for 2011. The Board decided to keep the Committee Assignments the same as 2010. Building & Grounds - Marlena Lange Contract Negotiations - Barbara Kay; Marlena Lange Finance & Budget - Tonia Crown; Lois Ruckert Personnel - Richard Bell; Rosa Boyd J. Old Business Ms. Kay moved that $30,000, to cover the Town of Wallkill tax case bill, be appropriated from the fund balance. Ms. Lange seconded. Ayes: Berkowitz, Bell, Lange, Kay, Boyd, Crown, Ruckert - 7 Noes: None Motion declared approved. (1/19/11 - 8) BUDGET AMENDMENT #1 Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library amend the 2011 budget to be increased as follows: ADD Revenue L2705 Gifts & Donations $ 1,000.00 Gift from Susan Beth Pfeffer L909 Fund Balance appropriation $30,000.00 ADD APPROPRIATIONS L7410.8521.12.3814.5 $ 1,000.00 Young adult books L7410.8422.12.0000.0 $30,000.00 Judgment & claims: refund Town of Wallkill prior tax collected Ayes: Berkowitz, Bell, Lange, Kay, Boyd, Crown, Ruckert - 7 Noes: None Motion declared approved. (1/19/11 - 9) Discussion was held on the painting from the estate of Prudence Morrison Gow. Mr. Berkowitz will contact a dealer to come in and look at the painting. K. New Business Ms. Kay moved to approve the Certified Copy of Resolution to open and maintain Bank Account. Mr. Bell seconded. Ayes: Berkowitz, Bell, Crown, Kay, Boyd, Lange, Ruckert - 7 Noes: None Motion declared approved. (1/19/11 - 10) Mrs. Boyd moved Whereas, the By-Laws of the Board of Trustees of the Thrall Public Library District of Middletown and Wallkill ("the By- Laws") provides that the Board of Trustees shall consist of seven members who shall be elected for terms of four years, and Whereas, the By-Laws also provides that no more than two Trustees shall be elected each year, unless a vacancy occurs, and Whereas, the term of three members of the Board of Trustee expire this year based, in part, on the filling of a vacancy in a prior year, and those three positions will be subject to an election to be held later this year, and Whereas, the Board of Trustees wants to honor the requirement of the By-Laws providing that no more than two Trustees shall be elected each year for four year terms each, but to do so this year would require that one of the positions be elected for a term less than four years to provide for proper staggering of terms, and Whereas, Article VII, Section 3 of the By-Laws provides that any rule contained in the By-Laws may be suspended temporarily "in connection with business at hand," but such suspension must be approved by all members of the Board of Trustees as indicated by a written waiver, and Whereas, it is the judgment of the Board of Trustees that the rule requiring no more than two Trustees to be elected this year for four year terms should be suspended in accordance with the above. Now, therefore, be it resolved by the Board of Trustees that two of the three Trustee positions subject to election this year shall be for four year terms expiring December 31, 2015, and one of the three Trustee positions subject to election this year shall be for a term expiring December 31, 2014. Be it further resolved by the Board of Trustees that at the election to be held later this year for members of the Board of Trustees, the two persons receiving the highest vote totals shall be elected for four year terms expiring December 31, 2015, and the person receiving the third highest vote total shall be elected for a three year term expiring December 31, 2014. We approve the waiver of the By-Laws in accordance with the above as set forth in Article VII, Section 3 of the By-Laws. Dated: Middletown, New York this _19th__ day of January, 2011. Ayes: Berkowitz, Bell, Boyd, Crown, Kay, Lange, Ruckert - 7 Noes: None Motion declared approved. (1/19/11 - 11) Official resolution with Board signatures are attached to official minutes. L. Adjournment Ms. Lange moved to adjourn the meeting at 7:58pm. Ms. Kay seconded. Ayes: Berkowitz, Kay, Bell, Lange, Crown, Boyd, Ruckert - 7 Noes: None Motion declared approved. (1/19/11 - 12) 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 (01/19/10 - 12) Adjournment