MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES February 12, 2003 I. Attendance Mr. Conway called the roll: Present Mr. Richard C. Bell, President Mr. Carl Berkowitz, Vice President Mr. Ralph Russo, Secretary Mrs. Joan Hutchinson Ms. Helen Sherman Ms. Marlena Lange Mr. Kevin J. Gallagher, Director Mr. Timothy J. Conway, Treasurer Absent Mrs. Rosa Boyd Visitors No visitors. 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, Vice President, opened the meeting at 7:02pm and led the pledge to the flag. PAGE 2 B. Minutes Ms. Lange moved for adoption of the minutes of January 8, 2003. Mr. Berkowitz seconded. Ayes: Bell, Russo, Berkowitz, Hutchinson, Sherman, Lange - 6 Noes: None Motion declared approved. (02/12/03 - 15) Mr. Berkowitz moved for adoption of the organizational minutes of January 8, 2003. Mrs. Hutchinson seconded. Ayes: Bell, Russo, Berkowitz, Hutchinson, Sherman, Lange – 6 Noes: None Motion declared approved. (02/12/03 – 16) C. Visitor Comments No comments. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. Mr. Bell reported receiving a letter from Sue Kelly thanking him for contacting her regarding her support for libraries, specifically the Library Services & Technology Act. The Board held discussion about a patron being barred from the library. Mr. Berkowitz moved to rescind the suspension for Ellen Sampson. Mrs. Hutchinson seconded. Discussion followed. Ayes: Bell, Berkowitz, Russo, Hutchinson, Lange, Sherman – 6 Noes: None Motion declared approved. (02/12/03 – 17) E. President’s Report Mr. Bell reported that the state proposed cuts for libraries. There is a Library Lobby Day on Tuesday, March 18th in Albany. Mr. Bell urged any Board member to go. PAGE 3 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 Cable 6 came in today and did a little piece on the George Washington exhibit. Mr. Gallagher reported that the auditor was in today to work on the audit. Mr. Berkowitz and the Board wanted to thank Barbara Chumard and her husband Geary, Rob Winship, Brad McGovern and Shelley Milburn for coming in on a snow day to set up the George Washington exhibit. G. Treasurer’s Report Mr. Conway reported on accounts and revenues. Mr. Conway said it looks like the fund balance for 2002 will be around $300,000. H. Library Staff Reports Mr. Gallagher wanted to recognize Barbara Chumard for all her work on the George Washington exhibit. I. Committee Reports Buildings & Grounds Committee: (A copy of this report was sent to each Board member and is attached to the official minutes.) Discussion was held on the boilers. Finance Committee: Mr. Berkowitz moved that the final monthly disbursements for the fiscal year 2002 in the amount of $14,451.12 having been audited by Ralph Russo and found to be correct, be approved. Ms. Lange seconded. Ayes: Bell, Hutchinson, Berkowitz, Russo, Sherman, Lange - 6 Noes: None Motion declared approved. (02/12/03 – 18) Mr. Berkowitz moved that the manual checks for November, 2002 in the amount of $15,314.56, having been audited by Ralph Russo and found to be correct, be approved. Ayes: Bell, Berkowitz, Russo, Hutchinson, Lange, Sherman – 6 Noes: None Motion declared approved. (02/12/03 – 19) PAGE 4 I. Committee Reports Con’t. Mr. Berkowitz moved that the payroll register of deductions for December 20, 2002 ($17,421.51) and January 8, 2003 ($17,472.07), having been audited by Ralph Russo and found to be correct, be approved. Mrs. Hutchinson seconded. Ayes: Bell, Hutchinson, Berkowitz, Russo, Sherman, Lange – 6 Noes: None Motion declared approved. (02/12/03 – 20) J. Old Business Ms. Lange moved to accept the Middletown Thrall Library Use of Public Meeting Room Policy as written. Mr. Russo seconded. Discussion was held. Ayes: Bell, Hutchinson, Russo, Berkowitz, Sherman, Lange – 6 Noes: None Motion declared approved. (02/12/03 – 21) K. New Business Discussion was held on a date for the budget and trustee vote. Mr. Berkowitz moved that the Board establish as policy that the annual budget and trustee vote be held on the first Tuesday in October unless there are conflicts for that date. Mrs. Hutchinson seconded. Ayes: Bell, Berkowitz, Hutchinson, Lange, Russo, Sherman – 6 Noes: None Motion declared approved. (02/12/03 – 22) Mr. Russo moved to amend the resolution on the annual election to include the fact that the vote shall be held at Middletown Thrall Library. Ms. Sherman seconded. Ayes: Bell, Berkowitz, Hutchinson, Lange, Sherman, Russo – 6 Noes: None Motion declared approved. (02/12/03 – 23) The Board discussed a request from a Town of Wawayanda resident, that volunteers for Radio Vision, be able to get a library card. PAGE 5 K. New Business Con’t. Ms. Sherman moved that the Board of Trustees denies the request of Mary Markiewicz for library privileges in support of the decision of the Director. Mr. Berkowitz seconded. Ayes: Bell, Berkowitz, Russo, Hutchinson, Sherman, Lange – 6 Noes: None Motion declared approved. (02/12/03 – 24) Mr. Berkowitz moved to adopt the Library District policy regarding subpoenas with changes. Ms. Lange seconded. Ayes: Bell, Hutchinson, Berkowitz, Russo, Lange, Sherman – 6 Noes: None Motion declared approved. (02/12/03 – 25) Ms. Sherman moved to go into executive session at 8:19pm to discuss personnel and labor issues. Mrs. Hutchinson seconded. Ayes: Bell, Hutchinson, Berkowitz, Russo, Sherman, Lange - 6 Noes: None Motion declared approved. (02/12/03 - 26) The Board returned from executive session at 9:17pm. Ms. Sherman moved to promote Robert Winship to the position of custodian. Mrs. Hutchinson seconded. Ayes: Bell, Hutchinson, Berkowitz, Russo, Lange, Sherman – 6 Noes: None Motion declared approved. (02/12/03 – 27) Mr. Russo moved to raise the rate of pay for Mary Roberto from $8.30 per hour to $10.00 per hour effective March 1, 2003. Mr. Berkowitz seconded. Ayes: Bell, Russo, Berkowitz, Lange, Sherman, Hutchinson – 6 Noes: None Motion declared approved. (02/12/03 – 28) PAGE 6 L. Adjournment Mr. Russo moved to adjourn the meeting at 9:20pm. Mr. Berkowitz seconded. Ayes: Bell, Hutchinson, Berkowitz, Russo, Sherman, Lange - 6 Noes: None Motion declared approved. (02/12/03 - 29) 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