MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES November 9, 2011 I. Attendance Mrs. Ruckert called the roll: Present Mr. Carl Berkowitz, President Mrs. Rosa Boyd, Vice President Mrs. Lois Ruckert, Secretary Ms. Barbara Kay, Treasurer Ms. Marlena Lange Mr. Richard C. Bell Mr. Matthew Pfisterer, Director Absent Mrs. Tonia Crown, excused Visitors None 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. Carl Berkowitz, President, opened the meeting at 7:00pm and led the pledge to the flag. B. Minutes Ms. Kay moved for adoption of the minutes of the October 5, 2011 meeting. Mr. Bell seconded. Ayes: Berkowitz, Bell, Boyd, Ruckert, Kay, Lange – 6 Noes: None Motion declared approved. (11/9/11 – 79) C. Visitor Comments No comments. D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. Mr. Berkowitz reported that he received a letter from a patron expressing his disappointment regarding the weather related closing of Thrall Library on Saturday, October 29, 2011. Mr. Pfisterer also received the same letter and sent the patron a response. (Letter attached to the official minutes) Mr. Berkowitz reported that he received a letter in reference to the library joining NYS Association of Library Trustees for a fee. Discussion followed and the Board decided not to join. Mr. Berkowitz reported receiving a letter from Ira Simon, Chair of the RCLS Board of Trustees Advocacy & Fundraising Committee, asking for input on fundraising responsibility the Committee now carries. Discussion followed. (Letter attached to the official minutes) E. President's Report Mr. Berkowitz said he covered his report under Correspondence. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Discussion was held on replacing the full-time vacancy brought about by a retirement in 2011. G. Treasurer's Report Discussion was held on accounts and balances. H. Library Staff Reports No report. I. Committee Reports Finance Committee: BUDGET AMENDMENT #7 Ms. Lange moved that the Board of Trustees of Middletown Thrall Library amend the 2011 budget to be increased as follows: ADD: Revenue L2761 Gifts & Donations $300.00 Summer reading program grant ADD Appropriations: L7410.8425.12.0000.0 Programs $300.00 AND BUDGET TRANSFER #2 Resolved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: TO: L7410.8425.12.0000.0 Programs $150.00 FROM: L7410.8521.12.3813.5 Children's Books $150.00 B. Manigo request for holiday supplies Mrs. Ruckert seconded. Ayes: Berkowitz, Bell, Boyd, Ruckert, Kay, Lange - 6 Noes: None Motion declared approved. (11/9/11 – 80) Ms. Lange moved that the regular monthly disbursements for October 2011 in the amount of $62,205.96 having been audited by Rosa Boyd and found to be correct, be approved. Ms. Kay seconded. Ayes: Berkowitz, Bell, Boyd, Ruckert, Kay, Lange - 6 Noes: None Motion declared approved. (11/9/11 – 81) Building & Grounds: Ms. Lange reported on Building & Grounds. The front entrance door is still not fixed. Brad McGovern, custodian, is recommending a Steel door. Mr. Pfisterer called O&R on Friday, November 4th after observing a strong intermittent gas odor on the staff entrance side of the building. A technician checked the lines and told Mr. Pfisterer there was no leak. The technician thought the odor was caused by septic line work being done in the area and the odor has not been detectable since. Following the snowfall recently the custodial staff cleared the clogged roof drains. Nominating Committee: Mr. Berkowitz appointed Mrs. Boyd and Mrs. Ruckert to the nominating committee for the 2012 slate of officers. J. Old Business Ms. Lange asked where we stand on the plaque. Mr. Pfisterer called and ordered it and is waiting for them to send a prototype. K. New Business Mr. Bell moved to adopt the 2012 Board meeting schedule as presented. Mrs. Boyd seconded. Ayes: Berkowitz, Bell, Boyd, Kay, Lange, Ruckert - 6 Noes: None Motion declared approved. (11/9/11 – 82) Ms. Lange moved to go into executive session at 8:00pm to discuss contractual obligations. Mrs. Ruckert seconded. Ayes: Berkowitz, Bell, Boyd, Kay, Lange, Ruckert - 6 Noes: None Motion declared approved. (11/9/11 – 83) The Board returned from executive session at 8:17pm. Mr. Bell moved that the salary increases discussed in executive session be put in writing by the Board President as discussed by this Board. Ms. Lange seconded. Ayes: Berkowitz, Bell, Boyd, Kay, Lange, Ruckert - 6 Noes: None Motion declared approved. (11/9/11 – 84) Mr. Bell moved to approve the contracts for the Librarians & Clerical/Custodians as presented, as the negotiations have been completed. Mrs. Ruckert seconded. Ayes: Berkowitz, Bell, Boyd, Kay, Lange, Ruckert - 6 Noes: None Motion declared approved. (11/9/11 – 85) K. New Business, Cont. Mr. Berkowitz thanked Ms. Lange and Ms. Kay for a job well done in negotiations. L. Adjournment Ms. Lange moved to adjourn the meeting at 8:23pm. Mr. Bell seconded. Ayes: Berkowitz, Bell, Boyd, Kay, Lange, Ruckert – 6 Noes: None Motion declared approved. (11/9/11 – 86) Respectfully submitted, Lois Ruckert, Secretary TABLE OF MOTIONS (01/19/11 - 1) Accepted slate of officers (01/19/11 - 2) Designated Middletown Times Herald Record as official newspaper (01/19/11 - 3) Designated the Orange County Trust Company as official bank (01/19/11 - 4) Appointed Richard Guertin as Library District Attorney for Jan. & Feb. (01/19/11 - 5) Adjournment (01/19/11 - 6) Approval of 12/08/10 minutes (01/19/11 - 7) Approved monthly disbursements for December 2010 (01/19/11 – 8) Approved that monies be appropriated from fund balance for Town of Wallkill tax case bill (01/19/11 – 9) Approved BUDGET AMENDMENT #1 (01/19/11 – 10) Approved Cert. Copy of Resolution to open & Maintain Bank Account (01/19/11 – 11) Approved waiver of the By-Laws (01/19/11 – 12) Adjournment (02/09/11 – 13) Approval of 1/19/11 minutes (02/09/11 – 14) Approval of 1/19/11 re-organizational minutes (02/09/11 – 15) Approved using term "a patron" not names (02/09/11 – 16) Approved monthly disbursements for January 2011 (02/09/11 – 17) Approved BUDGET AMENDMENT #9 FINAL (02/09/11 – 18) Approved BUDGET TRANSFER #6 2010 (02/09/11 – 19) Appointed R. Guertin as Library District Attorney for March and April (02/09/11 – 20) Executive session (02/09/11 – 21) Request that auditors attend May mtg. to give report (02/09/11 – 22) Adjournment (03/09/11 – 23) Approval of 2/9/11 minutes (03/09/11 – 24) Approved monthly disbursements for February 2011 (03/09/11 – 25) Approved BUDGET TRANSFER #7 2010 (03/09/11 – 26) Appointed R. Guertin to finish negotiations & R. Isseks as Library District Attorney (03/09/11 – 27) Executive session (03/09/11 - 28) Accepted NYS Annual Report for 2010 (03/09/11 – 29) Adjournment (04/27/11 – 30) Approval of 3/9/11 minutes (04/27/11 – 31) Temporarily adopted camera policy (04/27/11 – 32) Approved BUDGET AMENDMENT #2 (04/27/11 – 33) Approved monthly disbursements for March 2011 (04/27/11 – 34) Executive session (04/27/11 – 35) Approved 2011 Election Timetable (04/27/11 – 36) Approved Stifel Nicolaus & Co. resolution to change name of library director on account (04/27/11 – 37) Adjournment (05/18/11 – 38) Approval of 4/27/11/ minutes (05/18/11 – 39) Approved BUDGET AMENDMENT #3 (05/18/11 – 40) Approved monthly disbursements for April 2011 (05/18/11 – 41) Approved BUDGET TRANSFER #7 Audit Final Transfers (05/18/11 – 42) Executive session (05/18/11 – 43) Adjournment (06/08/11 – 44) Approval of 5/18/11 minutes (06/08/11 – 45) Approved three yr. contract with Cengage Learning (Gale) (06/08/11 – 46) Approved BUDGET AMENDMENT #4 (06/08/11 – 47) Approved monthly disbursements for May 2011 (06/08/11 – 48) Executive session (06/08/11 – 49) Adjournment (07/13/11 – 50) Approval of 6/8/11 minutes (07/13/11 – 51) Approved BUDGET AMENDMENT #5 (07/13/11 – 52) Approved monthly disbursements for June 2011 (07/13/11 – 53) Permanently adopted Camera Policy from Motion #31 (07/13/11 – 54) Accepted the Long Range Plan (07/13/11 – 55) Approved C. Berkowitz to sign resolution for Application of Library Registration (07/13/11 – 56) Executive Session (07/13/11 – 57) Adjournment (08/10/11 – 58) Accepted preliminary budget for 2012 (08/10/11 – 59) Executive Session (08/10/11 – 60) Adjournment (09/07/11 – 61) Approval of 7/13/11 minutes (09/07/11 – 62) Approval of 8/10/11 special meeting minutes (09/07/11 – 63) Approved BUDGET AMENDMENT#6 & BUDGET TRANSFER #1 (09/07/11 – 64) Approved monthly disbursements for August (09/07/11 – 65) Approved 2012 Library District Budget (09/07/11 – 66) Executive session (09/07/11 – 67) Adjournment (10/05/11 – 68) Approval of 9/7/11 minutes (10/05/11 – 69) Approved monthly disbursements for September 2011 (10/05/11 – 70) Approved to move forward on commemorative plaque (10/05/11 – 71) Approved 2011 Election results (10/05/11 – 72) Board abstained from voting on 2012 RCLS Preliminary Budget (10/05/11 – 73) Rejected Direct Access Plan for 2012-2016 (10/05/11 – 74) Executive session (10/05/11 – 75) Accepted Librarian & Clerical contract with amendments (10/05/11 – 76) Executive session (10/05/11 – 77) Approved part-time salaries based on signing of union contracts (10/05/11 – 78) Adjourned (11/09/11 – 79) Approval of 10/5/11 minutes (11/09/11 – 80) Approved BUDGET AMENDMENT # 7 & TRANSFER #2 (11/09/11 – 81) Approved monthly disbursements for October 2011 (11/09/11 – 82) Approved 2012 Board Meeting Schedule (11/09/11 – 83) Executive session (11/09/11 – 84) Approved salary increases for Director & Administrative Asst. (11/09/11 – 85) Approved Librarians & Clerical/Custodians contracts (11/09/11 – 86) Adjournment