MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES November 14, 2007 I. Attendance Mrs. Hutchinson called the roll: Present Mr. Richard C. Bell, President Ms. Marlena Lange, Vice President Mrs. Joan Hutchinson, Secretary Mrs. Rosa Boyd, Treasurer Mr. Carl Berkowitz Mr. Kevin J. Gallagher, Director Absent Ms. Barbara Kay (excused) Ms. Eileen Connolly Visitors Ms. Karen Konopa, Librarian 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 Ms. Boyd moved for adoption of the minutes of the October 3, 2007 meeting. Mr. Berkowitz seconded. Ayes: Bell, Berkowitz, Hutchinson, Lange, Boyd – 5 Noes: None Motion declared approved. (11/14/07 – 72) 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 Mr. Bell and Mr. Gallagher met with people from the Middletown School District television channel. Discussion followed. 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 he was a guest reader at the Middletown Day Nursery. G. Treasurer's Report Mr. Gallagher reported on the accounts and balances. Discussion followed. (Report attached to official minutes.) H. Library Staff Reports Karen Konopa, Librarian, reported to the Board on her work with cataloging and ordering adult Spanish materials. I. Committee Reports Building & Grounds Committee: Ms. Lange reported that Brad has installed some new emergency exit signs in the Reading Room and Technical Processing area. The building operating permit has been received and is on display. The repairs to the dumpster enclosure have been completed. Finance Committee: Mr. Berkowitz moved that an additional monthly disbursement for September, 2007 in the amount of $60.00 having been audited by Rosa Boyd and found to be correct, be approved. (This was additional Election Inspectors' fee for September) Mrs. Hutchinson seconded. Ayes: Bell, Hutchinson, Lange, Boyd, Berkowitz – 5 Noes: None Motion declared approved. (11/14/07 – 73) I. Committee Reports Con't. Mr. Berkowitz moved that the regular monthly disbursements for October, 2007 in the amount of $105,600.62 having been audited by Rosa Boyd and found to be correct, be approved. Mrs. Hutchinson seconded. Ayes: Bell, Hutchinson, Lange, Boyd, Berkowitz – 5 Noes: None Motion declared approved. (11/14/07 – 74) BUDGET AMENDMENT #8 Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library amend the 2007 budget to be increased as follows: FROM: REVENUES: L2705 Gifts & Donations $3,838.06 TO: APPROPRIATIONS: L7410.8521.12.3810.5 Adult Books $ 40.00 $2,591.27 L7410.8200.12.0000.7 Furniture & Equipment $1,224.80 L7410.8522.12.3901.5 Adult Media $ 21.99 This amount represents the receipt of funds from FOMTL as reimbursement for items paid in error my MTL.. Ms. Lange seconded. Ayes: Bell, Hutchinson, Lange, Boyd, Berkowitz – 5 Noes: None Motion declared approved. (11/14/07 – 75) BUDGET TRANSFER #3 Ms. Lange moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers: TO: L7410.8540.12.0000.5 Repairs & Maintenance $15,000.00 FROM: L7410.8422.12.0000.0 Judgements & Claims $15,000.00 (This transfer is due to the unexpected repairs, installation, maintenance such as light poles, barrier free access TO: L7410.8440.12.0000.0 Professional Services $ 2,500.00 FROM: L7410.8900.12.0000.0 Contingency $ 2,500.00 I. Committee Reports Con't. (This transfer is due to the unexpected Business Office needs; Auditor fee higher, attorney fees) Ayes: Bell, Hutchinson, Lange, Boyd, Berkowitz – 5 Noes: None Motion declared approved. (11/14/07 – 76) J. Old Business Discussion was held on the Computer Usage Policy. Mrs. Boyd moved to approve the Computer Usage Policy as presented. Mrs. Hutchinson seconded. Ayes: Bell, Hutchinson, Lange, Boyd, Berkowitz – 5 Noes: None Motion declared approved. (11/14/07 – 77) Mr. Berkowitz moved to approve the Workplace Violence Protection Act policy. It has been reviewed by the Board's attorney and union representatives. Mrs. Boyd seconded. (Policy attached). Ayes: Bell, Lange, Hutchinson, Boyd, Berkowitz - 5 Noes: None Motion declared approved. (11/14/07 – 78) Discussion was held on the space needs problems. K. New Business Mr. Bell appointed Joan Hutchinson and Carl Berkowitz to the nominating committee for the 2008 officers. Mr. Berkowitz discussed the status of Board member Eileen Connolly. Ms. Lange moved to go into executive session at 8:15pm for discussion of salaries for the Director and Administrative Assistant. Mr. Berkowitz seconded. Ayes: Bell, Lange, Hutchinson, Boyd, Berkowitz - 5 Noes: None Motion declared approved. (11/14/07 – 79) The Board returned from executive session at 8:31p.m. PAGE 5 K. New Business Con't. Ms. Lange moved to approve the salaries for the Director and Administrative Assistant as discussed in executive session. Mrs. Boyd seconded. Ayes: Bell, Hutchinson, Lange, Boyd, Berkowitz – 5 Noes: None Motion declared approved. (11/14/07 – 80) L. Adjournment Mr. Berkowitz moved to adjourn the meeting at 8:33 pm. Ms. Lange seconded. Ayes: Bell, Hutchinson, Lange, Boyd, Berkowitz – 5 Noes: None Motion declared approved. (11/14/07 – 81) 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 (07/11/07 – 45) Approval of 6/13/07 minutes (07/11/07 – 46) Approval of Budget Amendment #5 (07/11/07 – 47) Approval of disbursements for June 2007 (07/11/07 – 48) Approved proposed 2008 budget (07/11/07 – 49) Approval of 2006 audit report (07/11/07 – 50) Approved patron challenge of library material policy (07/11/07 – 51) Executive session (07/11/07 – 52) Approved action of council on personnel matter (07/11/07 – 53) Adjournment (09/05/07 – 54) Approval of 7/11/07 minutes (09/05/07 – 55) Executive session (09/05/07 – 56) Nominated Carl Berkowitz for RCLS Board (09/05/07 – 57) Approval of additional monthly disbursement for June 2007 (09/05/07 – 58) Approval of disbursements for July 2007 (09/05/07 – 59) Approval for disbursements for August 2007 (09/05/07 – 60) Approval of Budget Amendment #6 (09/05/07 – 61) Adopted proposed 2008 Library District Budget (09/05/07 – 62) Adjournment (10/03/07 – 63) Approval of 9/5/07 minutes (10/03/07 – 64) Executive session (10/03/07 – 65) Approval of Budget Transfer #2 (10/03/07 – 66) Approval of Budget Amendment #7 (10/03/07 – 67) Approval of disbursements for August 2007 & September 2007 (10/03/07 – 68) Motion failed to pay RCLS service fee (10/03/07 – 69) Accepted October 2, 2007 election results (10/03/07 – 70) Approved proposed tax rates (10/03/07 – 71) Adjournment (11/14/07 – 72) Approval of 10/3/07 minutes (11/14/07 – 73) Approval of additional monthly disbursements for Sept. 2007 (11/14/07 – 74) Approval of monthly disbursements for October 2007 (11/14/07 – 75) Approval of Budget Amendment #8 (11/14/07 – 76) Approval of Budget Transfer #3 (11/14/07 – 77) Approved Computer Usage Policy (11/14/07 – 78) Approved Workplace Violence Protection Act Policy (11/14/07 – 79) Executive session (11/14/07 – 80) Approved salaried for Director & Administrative Assistant (11/14/07 – 81) Adjournment