MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES November 14, 2012 I. Attendance Mrs. Crown called the roll. Present Mrs. Rosa Boyd, President Mrs. Lois Ruckert, Vice President Mrs. Tonia Crown, Secretary Ms. Barbara Kay, Treasurer Mr. Carl Berkowitz Mr. Richard C. Bell Mr. Matthew Pfisterer, Director Absent Ms. Marlena Lange, excused Visitors No visitors 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. Rosa Boyd, President, opened the meeting at 7:00pm and led the pledge to the flag. B. Minutes Mr. Bell moved for adoption of the minutes of the October 3, 2012 meeting. Mrs. Crown seconded. Ayes: Boyd, Bell, Berkowitz, Kay, Crown, Ruckert - 6 Noes: None Motion declared approved. (11/14/12 - 60) C. Visitor Comments No comments D. Correspondence A copy of all correspondence sent to each Board member is attached to the official minutes. Discussion was held on a letter sent by Mrs. Boyd on behalf of the Board of Trustees, to Robert Hubsher, Executive Director of RCLS. There has been no response to this letter. (Letter attached to official minutes) E. President's Report Mrs. Boyd reported that she attended two programs at Thrall Library and remarked how wonderful they were. Mrs. Boyd thanks Gail Myker for arranging such wonderful programs. The Board discussed the Director's Evaluation. Mrs. Ruckert and Mrs. Crown will be on the committee to handle this. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Matt reported that he verified with Mrs. Fiumano, who checked with paychecks, about the MTA tax. Because we are a client of paychecks, they have filed the appropriate paperwork with regard to a potential refund of back MTA taxes. G. Treasurer's Report Mr. Pfisterer reported on the accounts and balances. Discussion followed. (Attached to official minutes) H. Library Staff Reports No report. I. Committee Reports Finance Committee: Mr. Berkowitz moved that the regular monthly disbursements for October 2012 in the amount of $85,602.35 having been audited by Rosa Boyd and found to be correct, be approved. Mrs. Ruckert seconded. Ayes: Boyd, Bell, Berkowitz, Kay, Ruckert, Crown - 6 Noes: None Motion declared approved. (11/14/12 - 61) Mrs. Boyd appointed Mr. Berkowitz and Mr. Bell to the nominating committee for 2013 slate of officers. Building & Grounds: Mr. Pfisterer reported on Building & Grounds. The library sustained no damage as a result of the storm (Sandy) on October 29-30. We experienced intermittent power outages on the 30th but we were able to open normal operations October 31. The wall separating the urinals in the second floor men's room was damaged by misuse and was removed by our custodians. We are currently investigating options to install a durable product. Repairs to electrical, plumbing and elevator systems as stated in the Library's safety inspection is ongoing. We are expecting the installation of the surveillance equipment to begin shortly. I have received proofs for new spine labels for the commemorative plaque in the reading room. The new proofs feature a larger font and dark letters which should stand out more prominently. J. Old Business Discussion was held on the RCLS ANSER Agreement for 2013-2018. Mr. Berkowitz moved that the Board authorize the President to sign the contractual agreement with ANSER. Mr. Bell seconded. Ayes: Boyd, Bell, Berkowitz, Crown, Kay, Ruckert - 6 Noes: None Motion declared approved. (11/14/12 - 62) K. New Business Discussion was held on the proposed 2012 Board Meeting dates. Mrs. Ruckert moved to accept the proposed 2013 meeting room dates. Ms. Kay seconded. Ayes: Boyd, Bell, Crown, Kay, Ruckert Berkowitz - 6 Noes: None Motion declared approved. (11/14/12 - 63) L. Adjournment Mr. Berkowitz moved to adjourn the meeting at 7:45pm. Mr. Bell seconded. Ayes: Bell, Boyd, Ruckert, Kay, Berkowitz, Crown - 6 Noes: None Motion declared approved. (11/14/12 - 64) Respectfully submitted, Tonia Crown, Secretary TABLE OF MOTIONS (01/11/12 - 1) Accepted slate of officers (01/11/12 - 2) Designated Middletown Times Herald Record as official newspaper (01/11/12 - 3) Designated the Orange County Trust Company as official bank (01/11/12 - 4) Designated Stifel-Nicholas as Investment Firm (01/11/12 - 5) Appointed Robert Isseks as Library District's Attorney (01/11/12 - 6) Adjournment (01/11/12 - 7) Approval of 12/14/11 minutes (01/11/12 - 8) Approved BUDGET AMENDMENT 38 12/31/11 (01/11/12 - 9) Approved monthly disbursements for November 2011 (01/11/12 - 10) Adjournment (02/08/12 - 11) Approval of 1/11/12 organizational minutes (02/08/12 - 12) Approval of 1/11/12 minutes (02/08/12 - 13) Approved BUDGET AMENDMENT #9 (12/31/11); monthly disbursements for December 2011; BUDGET TRANSFER #3 (12/31/11) (02/08/12 - 14) Approved BUDGET AMENDMENT #1; monthly disbursements for January 2012 (02/08/12 - 15) Approved using paper ballots for 2012 budget vote (02/08/12 - 16) Adjournment (03/14/12 - 17) Approval of 2/8/12 minutes (03/14/12 - 18) Approved monthly disbursements for February 2012 (03/14/12 - 19) Approved BUDGET TRANSFER #1 (03/14/12 - 20) Approved Stifel Nicolaus & Co. resolution (03/14/12 - 21) Adjournment (04/11/12 - 22) Approval of 3/14/12 minutes (04/11/12 - 23) Approved monthly disbursements for March 2012 (04/11/12 - 24) Approved timetable for October 2, 2012 election (04/11/12 - 25) Accepted NYS Annual Report for 2011 (04/11/12 - 26) Executive session (04/11/12 - 27) Adjournment (05/09/12 - 28) Approval of 4/11/12 minutes (05/09/12 - 29) Approved monthly disbursements for April 2012 (05/09/12 - 30) Approved BUDGET AMENDMENT #2 (05/09/12 - 31) Approved asking RCLS to look into service for unserved areas (05/09/12 - 32) Approved Public Comment at Board Meeting Policy (05/09/12 - 33) Adjournment (06/13/12 - 34) Approval of 5/9/12 minutes (06/13/12 - 35) Approved BUDGET TRANSFER #4 (12/31/11) (06/13/12 - 36) Approved to rescind Amendment #1 & approve corrected Amendment #1 (06/13/12 - 37) Approved monthly disbursements for May 2012 (06/13/12 - 38) Approved emergency repair on roof shingles (06/13/12 - 39) Adjournment (07/25/12 - 40) Approval of 6/13/12 minutes (07/25/12 - 41) Approved BUDGET AMENDMENT #3 & monthly disbursements for (07/25/12 - 42) Accepted CDR proposal contingent on references (07/25/12 - 43) Accepted Boss Construction proposal (07/25/12 - 44) Accepted Proposed Budget for 2013 (07/25/12 - 45) Approved NYS Tax Cap Override (07/25/12 - 46) Adjournment (09/12/12 - 47) Opened Public Budget Hearing (09/12/12 - 48) Approval of 7/25/12 minutes (09/12/12 - 49) Closed Public Budget hearing (09/12/12 - 50) Approved BUDGET AMENDMENT #4 & monthly disbursements for July and August 2012 (09/12/12 - 51) Approved Procurement Policy (09/12/12 - 52) Adjournment (10/03/12 - 53) Approval of 9/12/12 minutes (10/03/12 - 54) Approved BUDGET TRANSFER #2 (10/03/12 - 55) Approved BUDGET AMENDMENT #5 (10/03/12 - 56) Approved monthly disbursements for September 2012 (10/03/12 - 57) Motion failed to approve RCLS Preliminary Budget (10/03/12 - 58) Accepted results from 10/3/12 Election (10/03/12 - 59) Adjournment (11/14/12 - 60) Approval of 10/3/12 minutes (11/14/12 - 61) Approved monthly disbursements for October 2012 (11/14/12 - 62) Approved President to sign contractual agreement with ANSER (11/14/12 - 63) Approved 2013 Board Meeting dates (11/14/12 - 64) Adjournment