MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES May 9, 2007 I. Attendance Mrs. Hutchinson called the roll: Present Mr. Richard C. Bell, President Ms. Marlena Lange, Vice President Mrs. Rosa Boyd, Treasurer Mrs. Joan Hutchinson, Secretary Mr. Carl Berkowitz Ms. Barbara Kay Ms. Eileen Connolly Mr. Kevin J. Gallagher, Director 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. Richard Bell, 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 April 11, 2007 meeting. Mr. Berkowitz seconded. Ayes: Bell, Boyd, Berkowitz, Hutchinson, Lange, Kay - 6 Noes: None Motion declared approved. (05/09/07 - 32) 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 No report. 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 the billboard for the Alexander Hamilton Exhibit went up today. G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. Discussion followed. (Report attached to official minutes.) H. Library Staff Reports Mr. Gallagher reported that Karen Heil, Government Documents Librarian, returned to light duties on Monday, May 7th. Mr. Gallagher reported that the librarians from the Children's Department are going to Summitfield on a rotating basis. I. Committee Reports Building & Grounds Committee: Ms. Lange reported that the custodians moved two sections of shelves in the Children's Room to open up the central part of the room as part of the space analysis project. Tri-County Heating & Plumbing has started the work on the heating and cooling coil replacement work in the area above the Children's Room. Once that's completed, and we are satisfied that there aren't any leaks, the custodial staff will replace the missing/stained ceiling tiles on both floors. Lighting ballasts in both Kevin and Shelley's office were replaced. Estimates are being gathered for paving repairs and possible re-striping of parking spaces in the front parking lot. A new fiber optic line was installed by Hudson Valley DataNet as part of RCLS' move to replace the phone lines used for the ANSER system. Brad McGovern is getting information on the costs of a power lift, or winch, to improve safety and access to the third floor level. (Another recommendation as part of the space analysis project.) Finance Committee: Mrs. Boyd moved that the regular monthly disbursements for April, 2007 in the amount of $81,832.03 having been audited by Barbara Kay and found to be correct, be approved. Ms. Lange seconded. Ayes: Bell, Boyd, Hutchinson, Lange, Kay, Connolly, Berkowitz - 7 Noes: None Motion declared approved. (05/09/07 - 33) BUDGET AMENDMENT #3 Mrs. Boyd moved that the Board of Trustees of Middletown Thrall Library amend the 2007 budget to be increased as follows: FROM: REVENUES: L2705 GIFTS & DONATIONS $3,000.00 ADD: APPROPRIATIONS: L.7410.8200.12.0000.7 FURN. & EQUIP. $3,000.00 Donation from Gertrude Mokotoff for chairs for meeting room. Ms. Connolly seconded. Ayes: Bell, Boyd, Hutchinson, Lange, Kay, Connolly, Berkowitz - 7 Noes: None Motion declared approved. (05/09/07 - 34) Mr. Gallagher, Mrs. Boyd and Ms. Kay gave a preliminary report on the 2008 budget. J. Old Business Discussion was held on the RCLS fee. Ms. Connolly moved to reject payment of the RCLS fee because of the questions that have been raised regarding the legality of the fee and the need for the fee to replenish the funding balance and that a letter to that effect be sent to RCLS. Ms. Kay seconded. Ayes: Bell, Boyd, Hutchinson, Lange, Kay, Connolly - 6 Noes: None Abstain: Berkowitz - 1 Motion declared approved. (05/09/07 - 35) Mr. Berkowitz reported that he had brought up at a previous meeting about an Eagle Scout doing work on the grounds and that scout did not come forward. Mr. Berkowitz mentioned it to another scout who is very interested in this project. K. New Business Discussion was held on the election timetable. The Board decided to table this until the June meeting to make sure the machines would be available due to shifting this year's state primary to a week after 9/11. Mrs. Boyd mentioned that Betsey Mudrick called her in reference to the Summitfield Branch. L. Adjournment Mr. Berkowitz moved to adjourn the meeting at 8:27 pm. Mrs. Boyd seconded. Ayes: Bell, Boyd, Hutchinson, Lange, Kay, Connolly, Berkowitz - 7 Noes: None Motion declared approved. (05/09/07 - 36) Respectfully submitted, Joan Hutchinson, Secretary TABLE OF MOTIONS (01/10/07 - 1) Accepted slate of officers (01/10/07 - 2) Designated Middletown Times Herald Record as official newspaper (01/10/07 - 3) Designated the Orange County Trust Company as official bank (01/10/07 - 4) Reappointed Richard Guertin as Library District Attorney (01/10/07 - 5) Adjournment (01/10/07 - 6) Approval of 12/13/06 minutes (01/10/07 - 7) Executive Session (01/10/07 - 8) Approved part-time salaries for 2007 (01/10/07 - 9) Approved Director & Administrative Assistant salaries for 2007 (01/10/07 - 10) Approved the contract for librarians (01/10/07 - 11) Approval of disbursements for December 2006 (01/10/07 - 12) Approved revised leave request for D. Libassi (01/10/07 - 13) Adjournment (02/07/07 - 14) Approval of 1/10/07 reorganizational minutes (02/07/07 - 15) Approval of 1/10/07 minutes (02/07/07 - 16) Approved disbursements for January 2007 (02/07/07 - 17) Approved the contract for clerical unit (02/07/07 - 18) Adjournment (03/14/07 - 19) Approval of 2/7/07 minutes (03/14/07 - 20) Approval of disbursements for January & February 2007 (03/14/07 - 21) Approval of Budget Amendment #7 for 2006 budget (03/14/07 - 22) Approval of Budget Amendment #1 for 2007 budget (03/14/07 - 23) Approved NYS Statistical Report (03/14/07 - 24) Approved policy to follow Fed Govt. System weekend holiday & Wednesday before Thanksgiving closing at 6:00pm (03/14/07 - 25) Approved new retainer agreement with Richard Guertin (03/14/07 - 26) Approved amendment to labor contracts to permit carrying over up to 10 days vacation for use in 2008 (03/14/07 - 27) Adjournment (04/11/07 - 28) Approval of 3/14/07 minutes (04/11/07 - 29) Approval of disbursements for January and March 2007 (04/11/07 - 30) Approval of Budget Amendment #2 (04/11/07 - 31) Adjournment (05/09/07 - 32) Approval of 4/11/07 minutes (05/09/07 - 33) Approval of disbursements for April 2007 (05/11/07 - 34) Approval of Budget Amendment #3 (05/11/07 - 35) Reject payment for RCLS fee (05/11/07 - 36) Adjournment