MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES June 13, 2007 I. Attendance Mrs. Hutchinson called the roll: Present Mr. Richard C. Bell, President Mrs. Rosa Boyd, Treasurer (left at 7:20pm) Mrs. Joan Hutchinson, Secretary Mr. Carl Berkowitz Ms. Barbara Kay Mr. Kevin J. Gallagher, Director Absent Ms. Marlena Lange, Vice President (excused) Ms. Eileen Connolly Visitors Brian Fucci, Boy Scout Troop 169 Mary Susan Flannery Climes, Head of Reference 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 May 9, 2007 meeting. Mr. Berkowitz seconded. Ayes: Bell, Boyd, Berkowitz, Hutchinson, Kay - 5 Noes: None Motion declared approved. (06/13/07 - 37) C. Visitor Comments Brian Fucci, Boy Scout Troop 169, asked the Board for approval to do his Eagle Scout project here. Mr. Berkowitz moved that the Board accept Brian Fucci's proposal to work on an Eagle Scout project on beautifying the area outside the employee's entrance. Mrs. Hutchinson seconded. Ayes: Bell, Boyd, Hutchinson, Berkowitz, Kay - 5 Noes: None Motion declared approved. (6/13/07 - 38) Mr. Bell suspended the order of the agenda to move the voting items up before Mrs. Boyd had to leave the meeting. Ms. Kay moved to approve the 2007 budget/trustee election timetable. Mrs. Boyd seconded. Ayes: Bell, Boyd, Hutchinson, Berkowitz, Kay - 5 Noes: None Motion declared approved. (6/13/07 - 39) Mrs. Hutchinson moved to donate 40 stacking hard plastic chairs to the Interactive Children's Museum. Mr. Berkowitz seconded. Ayes: Bell, Boyd, Berkowitz, Kay, Hutchinson - 5 Noes: None Motion declared approved. (6/13/07 - 40) BUDGET AMENDMENT #4 Ms. Kay moved that the Board of Trustees of Middletown Thrall Library amend the 2007 budget to be increased as follows: Mrs. Hutchinson seconded. FROM: REVENUES: L2765 Bonacic/Gunther/Rabbitt Grant State $555.00 ADD: APPROPRIATIONS: L.7410.8521.12.3813.5 Children's Books $555.00 This amount represents Summer Reading Program Aid from Assemblywoman Annie Rabbitt. Ayes: Bell, Boyd, Berkowitz, Kay, Hutchinson - 5 Noes: None Motion declared approved. (6/13/07 - 41) PAGE 3 BUDGET TRANSFER #1 Mrs. Hutchinson moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: TO: L7410.8521.12.3817.5 Spanish Books $ 900.00 FROM: L7410.8522.12.3904.5 Spanish Media $ 900.00 TO: L7410.8540.12.0000.5 Repairs & Maintenance $6,000.00 FROM: L9010.8802.12.0000.0 Retirement $6,000.00 TO: L7410.8440.12.0000.0 Professional Services $2,000.00 FROM: L9010.8802.12.0000.0 Retirement $2,000.00 Mr. Berkowitz seconded. Ayes: Bell, Berkowitz, Boyd, Hutchinson, Kay - 5 Noes: None Motion declared approved. (6/13/07 - 42) Mr. Berkowitz moved that the regular monthly disbursements for May, 2007 in the amount of $61,120.93 having been audited by Richard C. Bell and found to be correct, be approved. Mrs. Hutchinson seconded. Ayes: Bell, Boyd, Hutchinson, Kay, Berkowitz - 5 Noes: None Motion declared approved. (06/13/07 - 43) Mary Susan Flannery Climes, Head of Reference, reported to the Board on the Reference Department, collection development and technical processing. D. Correspondence A copy of all the correspondence sent to each Board member is attached to the official minutes. E. President's Report Mr. Bell asked that the Board look over the audit report for the year ended 12/31/06 by Nugent & Haeussler, P.C. 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 Mr. Gallagher reported on the accounts and balances. Discussion followed. (Report attached to official minutes.) H. Library Staff Reports Report given earlier in meeting. I. Committee Reports Building & Grounds Committee: Mr. Gallagher reported that the HVAC system analysis funded by a state grant, is supposed to start next week. This analysis will examine and test all segments of the heating and cooling system. The result will be a report prioritizing repairs; estimates of costs; and identifying repairs that might qualify for additional grant support for energy efficiencies. Brad McGovern has been working on sealing and repairing damage around the roof drain in the corner of the Board Meeting Room. A mandatory elevator safety check will be completed this month. The custodial staff has been power washing the sidewalk in front of the entrance. The Reading Room carpet was shampooed prior to the installation of the Alexander Hamilton exhibit. Tri-County Heating & Cooling was in on Tuesday to fix a faulty air- conditioning sensor in the basement. This was leading to high temperatures in the original part of the building. Finance Committee: Given earlier in the meeting. J. Old Business Discussion was held on the proposed 2008 budget. Discussion was held on the proposed ANSER contract. K. New Business No report. L. Adjournment Mr. Berkowitz moved to adjourn the meeting at 9:00 pm. Ms. Kay seconded. Ayes: Bell, Hutchinson, Kay, Berkowitz - 4 Noes: None Motion declared approved. (06/13/07 - 44) 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 (06/13/07 - 37) Approval of 5/9/07 minutes (06/13/07 - 38) Approved Eagle Scout Project (06/13/07 - 39) Approved 2007 budget/trustee election schedule (06/13/07 - 40) Approved donation of 40 plastic chairs to Children's Museum (06/13/07 - 41) Approval of Budget Amendment #4 (06/13/07 - 42) Approval of Budget Transfer #1 PAGE 2 (06/13/07 - 43) Approval of disbursements for May 2007 (06/13/07 - 44) Adjournment