MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES July 9, 2014 I. Attendance Ms. Lange called the roll. Present Mrs. Lois Ruckert, President Ms. Barbara Kay, Treasurer (arrived 7:03pm) Ms. Marlena Lange, Secretary Mrs. Rosa Boyd Mr. Richard C. Bell Mr. Carl Berkowitz Mr. Matthew Pfisterer, Director Absent Mrs. Tonia Crown, Vice President (excused) Visitors 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. Lois Ruckert, 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 June 11, 2014 meeting with the following corrections: Under New Business add under Ayes, Ms. Lange and Mrs. Boyd for total of 6 for approving the resolution changing Treasurer to Financial Officer in the By-Laws. Ms. Lange seconded. Ayes: Ruckert, Bell, Berkowitz, Kay, Lange, Boyd - 6 Noes: None Motion declared approved. (07/09/14 - 47) C. Visitor Comments No comments. The Board moved the Business Office report by Jill Fiumano up on the agenda. D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. E. President's Report Mrs. Ruckert reported that there will be two workshops being held at RCLS. One is Library Law 101, October 21st and the other is Open Meeting Law on November 20th. You can register using the RCLS Calendar. F. Director's Report Con't. (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Mr. Berkowitz moved to go into executive session at 7:32pm to discuss personnel matters. Mr. Bell seconded. Ayes: Ruckert, Bell, Berkowitz, Kay, Lange, Boyd - 6 Noes: None Motion declared approved. (07/09/14 - 49) The Board returned from executive session at 8:00pm. G. Financial Report Mrs. Fiumano reported on the accounts and balances. (Attached to official minutes) H. Library Staff Reports Mrs. Fiumano reported on the audit and on the accounts and balances. I. Committee Reports Finance Committee: Ms. Kay moved that the regular monthly disbursements for June 2014 in the amount of $95,684.05 having been audited by Carl Berkowitz and found to be correct, be approved. BUDGET AMENDMENT #5 Resolved that the Board of Trustees of Middletown Thrall Library amend the 2014 budget to be increased as follows: ADD Revenue L2705 Donations N. Salz $ 21.00 book talk sales donation ADD APPROPRIATIONS L7410.8425.12.0000.0 Adult Program $ 21.00 Ms. Lange seconded. Ayes: Ruckert, Bell, Berkowitz, Kay, Lange, Boyd - 6 Noes: None Motion declared approved. (07/09/14 - 48) Building & Grounds: Ms. Lange reported on Building & Grounds. Mr. Pfisterer spoke to a local architect and asked him to submit a proposal for creating architectural blueprints for the remodel of the first floor bathroom area. Mr. Pfisterer asked Tri-County for an estimate of replacement costs for the library boilers. One of the library's two air-conditioning units has been serviced and we have experienced no cooling problems thus far. One of the surveillance cameras has malfunctioned and will be replaced. We will be installing heat/smoke detectors in the first floor bathrooms. J. Old Business Discussion was held on the proposed Amendments to the By-Laws. Mr. Berkowitz moved to accept the proposed Amendments to the Library District By- Laws. Ms. Kay seconded. Ayes: Ruckert, Bell, Berkowitz, Kay, Lange, Boyd - 6 Noes: None Motion declared approved. (07/09/14 - 50) Discussion was held. Ms. Lange and Mrs. Boyd will be on the By-Laws Committee. If any trustee has any changes e-mail them to Ms. Lange or Mrs. Boyd. K. New Business Ms. Lange moved that whereas, the adoption of this 2015 budget for the Thrall Public Library District of Middletown and Wallkill requires a tax levy increase that exceeds the tax cap imposed by state law as outlined in general Municipal Law Section 3-c adopted in 2011; and Whereas, general Municipal Law Section 3-c expressly permits the library board to override the tax levy limit by a resolution approved by a vote of sixty percent of qualified board members; now therefore be it Resolved, that the Board of Trustees of the Thrall Public Library District of Middletown and Wallkill vote and approve to exceed the tax levy limit for 2015. Mrs. Boyd seconded. Ayes: Ruckert, Bell, Berkowitz, Kay, Lange, Boyd - 6 Noes: None Motion declared approved. (07/09/14 - 51) Discussion was held on the preliminary budget for 2015. Ms. Lange moved that the Middletown Thrall Library Board of Trustees accept the Proposed 2015 preliminary budget as presented. Mr. Berkowitz seconded. Ayes: Ruckert, Bell, Berkowitz, Kay, Lange, Boyd - 6 Noes: None Motion declared approved. (07/09/14 - 52) L. Adjournment Ms. Lange moved to adjourn the meeting at 8:35pm. Mr. Berkowitz seconded. Ayes: Ruckert, Bell, Berkowitz, Kay, Lange, Boyd - 6 Noes: None Motion declared approved. (07/09/14 -53) 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 (05/15/14 - 36) Approval of 4/9/14 minutes (05/15/14 - 37) Approved monthly disbursement for April 2014 (05/15/14 - 38) Approved BUDGET TRANSFER #6 (05/15/14 - 39) Resolution that term Treasurer be changed to Financial Officer (05/15/14 - 40) Executive session (05/15/14 - 41) Adjournment (06/11/14 - 42) Approval of 5/15/14 minutes (06/11/14 - 43) Approved monthly disbursements for May 2014 & BUDGET AMENDMENT # 4 (06/11/14 - 44) Accepted changes to By-Laws for financial officer (06/11/14 - 45) Approved letter nominating c. Berkowitz to RCLS Board (06/11/14 - 46) Adjournment (07/09/14 - 47) Approval of 6/11/14 minutes with a correction (07/09/14 - 48) Approved monthly disbursements for June 2014 & BUDGET AMENDMENT #5 (07/09/14 - 49) Executive session (07/09/14 - 50) Approved proposed Amendments to By-Laws (07/09/14 - 51) Approved NYS Override Amendment (07/09/14 - 52) Accepted proposed 2015 preliminary Budget (07/09/14 - 53) Adjournment