MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES April 9, 2014 I. Attendance Mrs. Ruckert called the roll. Present Mrs. Lois Ruckert, President Mrs. Tonia Crown, Vice President Ms. Marlena Lange, Secretary (arrived at 7:10pm) Ms. Barbara Kay, Treasurer Mr. Richard C. Bell Mrs. Rosa Boyd Mr. Carl Berkowitz Mr. Matthew Pfisterer, Director Absent None Visitors Robert Isseks, Library Attorney David Cole, Wawayanda Town Councilman 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. Mrs. Lois Ruckert, President, opened the meeting at 7:01pm and led the pledge to the flag. Mrs. Crown moved to go into executive session at 7:03pm for discussion of personnel. Mr. Berkowitz seconded. Ayes: Ruckert, Bell, Boyd, Berkowitz, Crown, Lange, Kay - 7 Noes: None Motion declared approved. (04/09/14 -29) The Board returned from executive session at 7:29pm. Mr. Berkowitz moved to approve the procedures discussed in executive session. Mrs. Boyd seconded. Ayes: Ruckert, Bell, Boyd, Berkowitz, Crown, Lange, Kay - 7 Noes: None Motion declared approved. (04/09/14 - 30) B. Minutes Ms. Lange moved for adoption of the regular minutes of the March12, 2014 meeting and the special meeting minutes from March 27, 2014. Mrs. Crown seconded. Ayes: Ruckert, Bell, Boyd, Berkowitz, Crown, Lange, Kay - 7 Noes: None Motion declared approved. (04/09/14 - 31) C. Visitor Comments Mr. David Cole, Wawayanda Town Councilman, read a letter from John Razzano, Supervisor and the Wawayanda Town Board and a letter from Janet Sutherland, Councilwoman, Town of Mt. Hope, in regards to the recent restrictions imposed upon holders of Port Jervis Library cards. Mr. Pfisterer will respond to both Boards' in writing. (Letter attached) D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. Mr. Berkowitz mentioned that his wife, Linda Emanuel, volunteers for the Children Room with the homework center. She commented what wonderful programs the library has to offer. E. President's Report Mrs. Ruckert reported that Thursday, April 10th there is an accountability seminar at RCLS that she and Mr. Berkowitz are attending. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) G. Financial Report Mr. Pfisterer reported on the accounts and balances. (Attached to official minutes) H. Library Staff Reports No report. I. Committee Reports Finance Committee: BUDGET AMENDMENT #3 Ms. Kay moved that the Board of Trustees of Middletown Thrall Library amend the 2014 budget to be increased as follows: ADD Revenue L2705 Gifts & Donations $50.00 Imo J. Parella from R. Enos ADD Appropriations L7410.8421.12.3810.5 Adult Books $50.00 Mrs. Boyd seconded. Ayes: Ruckert, Lange, Crown, Bell, Boyd, Berkowitz, Kay - 7 Noes: None Motion declared approved. (04/09/14 - 32) Ms. Kay moved that the regular monthly disbursements for March 2014 in the amount of $92,339.56 having been audited by Tonia Crown and found to be correct, be approved. BUDGET TRANSFER #1 Resolved that the Board of Trustees of Middletown Thrall Library accept the following budget transfer: TO: L7410.8200.12.0000.7 Furniture & Equipment $ 665.00 FROM: L7410.8521.12.3812.5 Gov Document books $665.00 To purchase new binding device for Government docs Mrs. Boyd seconded. Ayes: Ruckert, Lange, Crown, Bell, Boyd, Berkowitz, Kay - 7 Noes: None Motion declared approved. (04/09/14 - 33) Building & Grounds: Ms. Lange reported on Building & Grounds. As requested, Mr. Pfisterer contacted alternative providers to solicit bids to improve the library's wireless infrastructure. Mr. Pfisterer contacted Time Warner Cable who declined to provide a bid and he received a bid from RCLS to install hardware produced by a company called Blue Socket. This bid is comparable in price to the Alteva/Warwick proposal and all things being equal Mr. Pfisterer would prefer using RCLS for this work. Our head custodian has reset some tiles in the first floor women's bathroom that had come loose. This is a temporary fix and more extensive tile work will be required in the future. J. Old Business Mr. Berkowitz reported that there is a committee meeting of the Heritage Trail on Thursday, April 10th. Discussion followed. K. New Business Ms. Kay moved to approve the 2014 election timetable. Mrs. Boyd seconded. Ayes: Ruckert, Lange, Crown, Bell, Boyd, Berkowitz, Kay - 7 Noes: None Motion declared approved. (04/09/14 - 34) Discussion was held on an out of state fee for library card requests. Mrs. Boyd moved to charge $75 for out of state library cards. Mr. Berkowitz seconded. Discussion followed. Mrs. Boyd rescinded her motion. Discussion was held on forming a negotiation committee. Mrs. Boyd, Mrs. Crown, and Ms. Kay were appointed to the negotiation committee. L. Adjournment Ms. Lange moved to adjourn the meeting at 8:48pm. Mr. Berkowitz seconded. Ayes: Bell, Crown, Boyd, Berkowitz, Lange, Ruckert, Kay - 7 Noes: None Motion declared approved. (04/09/14 - 35) Respectfully submitted, Marlena Lange, Secretary TABLE OF MOTIONS (01/08/14 - 1) Accepted slate of officers (01/08/14 - 2) Designated Middletown Times Herald Record as official newspaper (01/08/14 - 3) Designated the Orange County Trust Company as official bank (01/08/14 - 4) Designated Stifel-Nicholas as Investment Firm (01/08/14 - 5) Appointed Robert Isseks as Library District's Attorney (01/08/14 - 6) Adjournment (01/08/14 - 7) Approval of 12/11/13 minutes (01/08/14 - 8) Approved President, Treasurer & Library Director as signatories to Orange County Trust Bank (01/08/14 - 9) Amended #8 motion to include R. Boyd as trustee signatory (01/08/14 - 10) Adjournment (02/12/14 - 11) Approval of 1/8/14 re-organizational minutes (02/12/14 - 12) Approval of 1/8/14 regular minutes (02/12/14 - 13) Approved BUDGET AMENDMENT #10 (12/31/13); monthly disbursements for 12/13; BUDGET AMENDMENT #1 (2/12/14); monthly disbursements for 1/14 (02/12/14 - 14) Executive session (02/12/14 - 15) Returned from executive session (02/12/14 - 16) Approved to follow through discussion in executive session (02/12/14 - 17) Adjournment (03/12/14 - 18) Approval of 2/24/14 minutes (03/12/14 - 19) Approved monthly disbursements for 2/14; BUDGET TRANSFER #5 (12/31/13) (03/12/14 - 20) Approved BUDGET AMENDMENT #2 (3/12/14) (03/12/14 - 21) Accepted NYS Annual Report for 2013 (03/12/14 - 22) Adopted revision to smoking policy (03/12/14 - 23) Adopted Children's Room Use Policy (03/12/14 - 24) Executive session (03/12/14 - 25) Adjournment (03/27/14 - 26) Executive session (03/27/14 - 27) Proceed what was discussed in executive session (03/27/14 - 28) Adjournment (04/09/14 - 29) Executive session (04/09/14 - 30) Approved procedures as discussed in executive session (04/09/14 - 31) Approved reg. mtg. minutes 3/12/14 & spec. mtg. minutes 3/27/14 (04/09/14 - 32) Approved BUDGET AMENDMENT #3 (04/09/14 - 33) Approved monthly disbursements for March 2014; BUDGET TRANSFER #1 (04/09/14 - 34) Approved 2014 election timetable (04/09/14 - 35) Adjournment