MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES March 9, 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 Mr. Richard C. Bell Mr. Matthew Pfisterer, Director 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 Mrs. Boyd moved for adoption of the minutes of the February 9, 2011 meeting. Ms. Kay seconded. Ayes: Berkowitz, Crown, Kay, Bell, Boyd, Lange, Ruckert – 7 Noes: None Motion declared approved. (3/9/11 – 23) C. Visitor Comments No comments. D. Correspondence Mr. Berkowitz received a letter from the comptroller in response to the Boards letter in September about why the increase for retirement was so late in coming. Discussion followed. E. President's Report Mr. Berkowitz thanked the Board for a very large turnout for Lobby Day in Albany. Discussion followed. Discussion was held on preparing the 2012 budget. Mr. Berkowitz would like to sit in on the meeting with the committee. 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 regular monthly disbursements for February 2011 in the amount of $124,670.05 having been audited by Marlena Lange and found to be correct, be approved. Mr. Bell seconded. Ayes: Berkowitz, Bell, Kay, Boyd, Crown, Lange, Ruckert - 7 Noes: None Motion declared approved. (3/9/11 – 24) Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: BUDGET TRANSFER #7 (12/31/10) To: L9010.8802.12.0000.0 Retirement $ 45,206.00 From: L9060.8804.12.0000.0 Health & Dental $ 40,000.00 L7410.8422.12.0000.0 Judgement & Claims $ 5,206.00 To cover deficit created by ERS accrual Ms. Kay seconded. Ayes: Berkowitz, Bell, Kay, Boyd, Crown, Lange, Ruckert - 7 Noes: None Motion declared approved. (3/9/11 – 25) Building & Grounds: Ms. Lange reported on Building & Grounds. A technician from Day Automation was at the Library to meet with Brad regarding establishing remote access to the Library's HVAC system. This issue was resolved and during the visit it was discovered that two of the damper actuators in the children's room were not operational. New parts were ordered and will be installed this week. I will meet with salesman Matthew Robbins and a technician from the company this Friday, March 11, 2011 regarding the library's heating and cooling issues. During this visit the technician and Brad will complete the installation of the damper actuators. We have been managing to keep the children's room temperature below 80 degrees through the use of fans and opening second floor windows. We have also replaced the existing humidifier. The room is now more comfortable than it had been previously. We have been having intermittent problems with the staff entrance/exit. Brad feels that he will be able to make the necessary repairs. A locksmith was called to make a minor repair to the door handle to the local history office. The partition wall has been installed in between the urinals in the second floor men's room. J. Old Business Mr. Pfisterer spoke with Robert Isseks in reference to the position of Library District Attorney. Mr. Issek's position has not changed since last month's meeting. There is nothing in his work for the city that would cause a conflict with him being the libraries lawyer. Discussion followed. Ms. Kay moved to retain Richard Guertin for the negotiations until they are finished, and to hire Robert Isseks to handle everything but these negotiations. Discussion followed. Mrs. Boyd seconded. Ayes: Berkowitz, Bell, Kay, Boyd, Crown, Lange, Ruckert - 7 Noes: None Motion declared approved. (3/9/11 – 26) Ms. Lange moved to go into executive session at 7:45pm to discuss labor negotiations. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Kay, Boyd, Crown, Lange, Ruckert - 7 Noes: None Motion declared approved. (3/9/11 – 27) The Board returned from executive session at 7:50pm. Discussion was held on the RCLS fees for 2012. K. New Business Mr. Bell moved to accept the NYS Annual Report for 2010. Mrs. Ruckert seconded. Ayes: Berkowitz, Bell, Kay, Boyd, Crown, Lange, Ruckert - 7 Noes: None Motion declared approved. (3/9/11 – 28) L. Adjournment Ms. Kay moved to adjourn the meeting at 8:40pm. Mrs. Boyd seconded. Ayes: Berkowitz, Kay, Bell, Crown, Boyd, Lange, Ruckert – 7 Noes: None Motion declared approved. (3/9/11 – 29) 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