MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES April 10, 2013 I. Attendance Mrs. Ruckert called the roll. Present Mrs. Rosa Boyd, President Mrs. Lois Ruckert, Vice President Ms. Barbara Kay, Treasurer Ms. Marlena Lange Mr. Carl Berkowitz Mr. Richard C. Bell Mr. Matthew Pfisterer, Director Absent Mrs. Tonia Crown, Secretary (excused) Visitors Mrs. Jill Fiumano, Principal Account Clerk 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. Rosa Boyd, President, opened the meeting at 7:00pm and led the pledge to the flag. B. Minutes Mr. Bell moved for adoption of the minutes of the March 13, 2013 meeting. Ms. Kay seconded. Ayes: Boyd, Bell, Berkowitz, Ruckert, Kay, Lange - 6 Noes: None Motion declared approved. (4/10/13 - 26) C. Visitor Comments No comments. D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. E. President's Report Mrs. Boyd reported that Donna Gady will be heading up the library committee for the 125th anniversary of the City of Middletown. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Mr. Pfisterer reported that we received good news from RCLS. They have resolved the issue with the tax rebates for 2012. Discussion followed. Mr. Pfisterer reported that the Middletown Rotary Club is planning an audio walking tour of historic sites in the downtown Middletown area. Mr. Pfisterer is going to ask the Friends if they would like to sponsor one of the historic building signs. Mr. Pfisterer commemorated Shelley Milburn for completing 40 years of service at Middletown Thrall Library. G. Treasurer's Report Mr. Pfisterer reported on the accounts and balances. (attached to official minutes) H. Library Staff Reports Mrs. Jill Fiumano discussed the Orange County Trust accounts. Discussion followed. Mrs. Fiumano reported that we were told that we did well with the audit. I. Committee Reports Finance Committee: BUDGET TRANSFER #2 Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library accept the Budget transfers: To: L7410.8200.12.0000.7 Furniture & Equip. $7,800.00 FROM: L7410.8521.12.3813.5 Children's Books $7,800.00 As per request from B. Manigo; to purchase 2 AWE computers Mr. Bell seconded. Ayes: Boyd, Bell, Berkowitz, Ruckert, Kay, Ruckert - 6 Noes: None Motion declared approved. (4/10/13 - 27) Finance Committee: Ms. Lange moved that the regular monthly disbursements for March 2013 in the amount of $92,798.00 having been audited by Tonia Crown and found to be correct, be approved. Mr. Berkowitz seconded. Ayes: Boyd, Bell, Berkowitz, Ruckert, Kay, Lange - 6 Noes: None Motion declared approved. (4/10/13 - 28) Building & Grounds: Ms. Lange reported on Building & Grounds. Simplex Grinnell and Hunter Elevator have been here and work has begun on the elevator fire safety project. I expect the work to be completed sometime in the near future. The building safety committee had a meeting in March. Our Head Custodian is gathering prices for replacement tiles for the main staircase. According to custodial staff, these tiles should have been installed with epoxy to hold them on to the frame. The tiles have been separating from the frames causing potential trip hazards. He has replaced four tiles thus far with good results. The door handle on the tech processing service entrance will need to be replaced. We are ordering replacement parts for the fix. A plumber was called to fix a problem with the flushing mechanism on a toilet in the second floor men's room. J. Old Business No report. K. New Business Mr. Berkowitz moved to accept the 2012 NYS Annual Report. Mr. Bell seconded. Ayes: Boyd, Bell, Berkowitz, Kay, Lange, Ruckert - 6 Noes: None Motion declared approved. (4/10/13 - 29) Ms. Lange moved to accept the timetable for the October 1, 2013 election. Ms. Kay seconded. Ayes: Boyd, Bell, Berkowitz, Kay, Lange, Ruckert - 6 Noes: None Motion declared approved. (4/10/13 - 30) Discussion was held on the Library Evacuation Plan Policy. It was decided that the Board will e-mail Mr. Pfisterer any changes and/or corrections and they will vote on a revised policy at the May meeting. Discussion was held on the Tutoring Policy. Mr. Berkowitz moved to adopt the District Policy on Tutoring. Mrs. Ruckert seconded. (Attached to official minutes) Ayes: Boyd, Bell, Berkowitz, Kay, Lange, Ruckert - 6 Noes: None Motion declared approved. (4/10/13 - 31) Discussion was held about an article on "How Public Libraries Have Become Spare Homeless Shelters (Hard Times USA)." L. Adjournment Mr. Berkowitz moved to adjourn the meeting at 8:47pm. Ms. Kay seconded. Ayes: Boyd, Bell, Ruckert, Berkowitz, Kay, Lange - 6 Noes: None Motion declared approved. (4/10/13 - 32) Respectfully submitted, Tonia Crown, Secretary TABLE OF MOTIONS (01/09/13 - 1) Accepted slate of officers (01/09/13 - 2) Designated Middletown Times Herald Record as official newspaper (01/09/13 - 3) Designated the Orange County Trust Company as official bank (01/09/13 - 4) Designated Stifel-Nicholas as Investment Firm (01/09/13 - 5) Appointed Robert Isseks as Library District's Attorney (01/09/13 - 6) Adjournment (01/09/13 - 7) Approval of 12/12/12 minutes (01/09/13 - 8) Approved BUDGET AMENDMENT 1 (01/09/13 - 9) Executive session (01/09/13 - 10) Adjournment (02/13/13 - 11) Approval of 1/9/13 re-organizational minutes (02/13/13 - 12) Approval of 1/9/13 minutes (02/13/13 - 13) Approved BUDGET TRANSFER #4 (12/31/12) (02/13/13 - 14) Approved monthly disbursement for December 2012 (02/13/13 - 15) Approved BUDGET AMENDMENT #6 (12/31/12) (02/13/13 - 16) Approved BUDGET TRANSFER #1 (02/13/13 - 17) Approved BUDGET AMENDMENT #2 (02/13/13 - 18) Approved monthly disbursement for January 2013 (02/13/13 - 19) Approved Simplex Grinnell proposal (02/13/13 - 20) Executive session (02/13/13 - 21) Adjournment (03/13/13 - 22) Approval of 2/13/13/minutes (03/13/13 - 23) Approved BUDGET AMENDMENT #3 (03/13/13 - 24) Approved monthly disbursement for February 2013 (03/13/13 - 25) Adjournment (04/10/13 - 26) Approval of 3/13/13 minutes (04/10/13 - 27) Approved BUDGET TRANSFER #2 (04/10/13 - 28) Approved monthly disbursements for March 2013 (04/10/13 - 29) Accepted NYS Annual Report for 2012 (04/10/13 - 30) Approved timetable for October 2, 2013 election (04/10/13 - 31) Adopted the District Policy on Tutoring (04/10/13 - 32) Adjournment