MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES September 9, 2009 I. Attendance Mrs. Hutchinson called the roll: Present Ms. Marlena Lange, President Mr. Carl Berkowitz, Vice President Mrs. Joan Hutchinson, Secretary (arrived 7:07pm) Mr. Richard C. Bell Ms. Barbara Kay, Treasurer Mrs. Lois Ruckert Mr. Kevin J. Gallagher, Director Absent Mrs. Rosa Boyd (excused) Visitors Albari Nesbitt 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. Ms. Marlena Lange, President, opened the meeting at 7:00pm and led the pledge to the flag. Ms. Lange opened the public hearing on the 2010 library district budget at 7:01pm. Mr. Gallagher and Ms. Kay explained the proposed budget. B. Minutes Mrs. Hutchinson moved for adoption of the minutes of the July 8, 2009 meeting. Mr. Berkowitz seconded. Ayes: Lange, Bell, Kay, Berkowitz, Hutchinson, Ruckert – 6 Noes: None Motion declared approved. (9/09/09 – 50) 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 Ms. Lange reminded the Board that RCLS was coming on September 10th for a meeting with their Board and area trustees. Ms. Lange has received the evaluation forms back from the trustees and staff and will discuss it in executive session. Ms. Lange reported that she sent the ad in to RCLS for the journal. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Mr. Gallagher discussed looking into if the Drug-Free Zones Ordinances that applies to public schools can also be used to extend similar zones around public libraries. G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. H. Library Staff Reports No report. I. Committee Reports Finance Committee: Mrs. Ruckert moved that the regular monthly disbursements for July 2009 in the amount of $80,117.44 having been audited by Richard Bell and found to be correct, be approved. Ms. Kay seconded. Ayes: Lange, Bell, Kay, Hutchinson, Berkowitz, Ruckert – 6 Noes: None Motion declared approved. (9/09/09 – 51) Mrs. Ruckert moved that the regular monthly disbursements for August 2009 in the amount of $83,108.48 having been audited by Marlena Lange and found to be correct, be approved. Ms. Kay seconded. Ayes: Lange, Bell, Kay, Hutchinson, Berkowitz, Ruckert – 6 Noes: None Motion declared approved. (9/09/09 – 52) Mrs. Ruckert moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: BUDGET TRANSFER #2 TO: L7410.8462.12.0000.0 Service Contracts $293.00 FROM: L7410.8449.12.0000.0 Election $293.00 To cover ALOS micrographics maintenance fee TO: L7410.8506.12.0000.5 Circulation Control $1,370.00 FROM: L9010.8802.12.0000.0 Retirement $1,370.00* To cover cost of various printed materials needed TO: L7410.8540.12.0000.5 Repairs & Maintenance $1,000.00 FROM: L7410.8200.12.0000.7 Furniture & Equipment $1,000.00* To cover cost of a/c repairs *these amounts reflect July & August expenses Mr. Berkowitz seconded. Ayes: Lange, Bell, Kay, Hutchinson, Berkowitz, Ruckert – 6 Noes: None Motion declared approved. (9/09/09 – 53) Mrs. Ruckert moved that the Board of Trustees of Middletown Thrall Library amend the 2009 budget to be increased as follows: BUDGET AMENDMENT #3 ADD: Revenue L2705 Gifts & Donations $ 100.00 memorial donation for Helen Buteau L2761 LLSA Grant (RCLS) $ 300.00 summer reading program mini grant ADD: Appropriations: L7410.8521.12.3810.5 Adult Books (gardening) $ 100.00 L7410.8502.12.0000.5 library supplies (reimburse purchase) $ 149.99 L7410.8425.12.0000.0 program $ 150.01 Mrs. Hutchinson seconded. Ayes: Lange, Bell, Kay, Hutchinson, Berkowitz, Ruckert – 6 Noes: None Motion declared approved. (9/09/09 – 54) Building & Grounds: Ms. Lange reported that Brad is putting new edge molding on the magazine racks. The custodial staff has power washed the sidewalks by the main entrance. Police were called for a complaint about a man and woman entering the downstairs men's room. Police came and took both to the police station for possible drugs. The custodians sprayed in and around the Board Room for bees. J. Old Business Mr. Gallagher reported that at the July meeting he distributed the meeting room policy. The Board tabled approving it until Mr. Gallagher asked the insurance agent about the amount on the liability insurance. The insurance company feels the existing limit covers us. The review of the Gift & Acceptance Policy is tabled for the October meeting. K. New Business Mr. Berkowitz moved that the Board accept the proposed 2010 budget. Ms. Kay seconded. Ayes: Lange, Bell, Berkowitz, Kay, Hutchinson, Ruckert – 6 Noes: None Motion declared approved. (9/09/09 – 55) Discussion was held on the new ANSER fee schedule. Ms. Kay moved to approve the new ANSER Fee Schedule as discussed. Mrs. Hutchinson seconded. Ayes: Lange, Bell, Berkowitz, Kay, Hutchinson, Ruckert – 6 Noes: None Motion declared approved. (9/09/09 – 56) Mr. Berkowitz moved to go into executive session at 8:04pm to discuss personnel and labor negotiations. Mr. Bell seconded. Ayes: Lange, Bell, Kay, Hutchinson, Ruckert, Berkowitz – 6 Noes: None Motion declared approved. (9/09/09 – 57) The Board returned from executive session at 8:55pm. Mr. Berkowitz wanted to thank the Board for nominating him for the RCLS Board. L. Adjournment Mrs. Ruckert moved to adjourn the meeting at 9:00pm. Mrs. Hutchinson seconded. Ayes: Lange, Bell, Kay, Hutchinson, Berkowitz, Ruckert – 6 Noes: None Motion declared approved. (9/09//09 – 58) Respectfully submitted, Joan Hutchinson, Secretary TABLE OF MOTIONS (01/14/09 - 1) Accepted slate of officers (01/14/09 - 2) Designated Middletown Times Herald Record as official newspaper (01/14/09 - 3) Designated the Orange County Trust Company as official bank (01/14/09 - 4) Reappointed Richard Guertin as Library District Attorney (01/14/09 - 5) Adjournment (01/14/09 - 6) Approval of 12/10/08 minutes (01/14/09 - 7) Adjournment (02/11/09 – 8) Approval of 1/14/09 reorganizational minutes (02/11/09 – 9) Approval of 1/14/09 minutes (02/11/09 – 10) Approved monthly disbursements for December 2008 (02/11/09 – 11) Approved monthly disbursements for January 2009 (02/11/09 – 12) Approved BUDGET TRANSFER #8 – final transfers for 2008 (02/11/09 – 13) Approved BUDGET AMENDMENT #11 – received from Friends for 2008 (02/11/09 – 14) Approved increased hourly salaries for P.T. Librarians (02/11/09 – 15) Executive session (02/11/09 – 16) Adjournment (03/11/09 – 17) Approval of 2/11/09 minutes (03/11/09 – 18) Approved monthly disbursements for February 2009 (03/11/09 – 19) Executive session (03/11/09 – 20) Adjournment (04/07/09 – 21) Approval of 3/11/09 minutes (04/07/09 – 22) Approved monthly disbursements for March 2009 (04/07/09 – 23) Approved BUDGET AMENDMENT #1 (04/07/09 – 24) Approved February Treasurer's Report (04/07/09 – 25) Approved March Treasurer's Report (04/07/09 – 26) Approved October 6, 2009 election timetable (04/07/09 – 27) Approved increases for Election Inspectors (04/07/09 – 28) Accepted the establishment 0f 8/31 for setting final assessed values from Library District communities (04/07/09 – 29) Executive session (04/07/09 – 30) Adjournment (05/13/09 – 31) Approval of 4/7/09 minutes (05/13/09 – 32) Approved ¼ page ad for RCLS Journal (05/13/09 – 33) Approved monthly disbursements for April 2009 (05/13/09 – 34) Approved BUDGET TRANSFER #9 – due to Audit adjustments for 2008 (05/13/09 – 35) Approved the Gift Acceptance Policies & Guidelines (05/13/09 – 36) Executive session (05/13/09 – 37) Adjournment (06/10/09 – 38) Approval of 5/13/09 minutes (06/10/09 – 39) Approved BUDGET TRANSFER #1 (06/10/09 – 40) Approved monthly disbursements for May 2009 (06/10/09 – 41) Accepted 2008 Audit Report (06/10/09 – 42) Adjournment (07/08/09 – 43) Approval of 6/10/09 minutes (07/08/09 – 44) Approved monthly disbursements for June 2009 (07/08/09 – 45) Approved BUDGET AMENDMENT #2 (07/08/09 – 46) Approved $11,000 increase to proposed 2010 budget (07/08/09 – 47) Approved to nominate C. Berkowitz to RCLS Board (07/08/09 – 48) Executive session (07/08/09 – 49) Adjournment (09/09/09 – 50) Approval of 7/9/09 minutes (09/09/09 – 51) Approved monthly disbursements for July 2009 (09/09/09 – 52) Approved monthly disbursements for August 2009 (09/09/09 – 53) Approved BUDGET TRANSFER #2 (09/09/09 – 54) Approved BUDGET AMENDMENT #3 (09/09/09 – 55) Approved proposed 2010 budget (09/09/09 – 56) Approved new ANSER fee schedule (09/09/09 – 57) Executive session (09/09/09 – 58) Adjournment