MINUTES OF THE MEETING
THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES


December 12, 2002



I. Attendance
Mr. Russo called the roll:

Present
Mr. Richard C. Bell, President
Mrs. Joan Hutchinson, Vice President (arrived 7:15pm)
Mr. Ralph Russo, Secretary
Mr. Carl Berkowitz
Mrs. Rosa Boyd
Mr. Kevin J. Gallagher, Director
Mr. Timothy J. Conway, Treasurer

Absent
Ms. Helen Sherman (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. Mr. Richard C. Bell, President, opened the meeting at 7:00pm and led the pledge to the flag.

B. Minutes
Mr. Berkowitz moved for adoption of the minutes of November 13, 2002, November 21, 2002, and December 2, 2002. Mrs. Boyd seconded.

Ayes: Bell, Russo, Berkowitz, Boyd - 4
Noes: None
Motion declared approved. (12/12/02 - 116)
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C. Visitor Comments
No comments.

D. Correspondence
A copy of all the correspondence sent to each Board member is attached to the official minutes.

Mr. Bell received a letter from Leona Bidwell enclosing a check for $1500 as a donation from Middletown High School class of 1942.

Mr. Bell read a note from Shirley Hjertman noting that Maria Trinca has helped her so much and appreciates her kindness.

E. President’s Report
Mr. Bell will hold his report for executive session.

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 RCLS will be purging all cards from Minisink district effective January 2, 2003.

G. Treasurer’s Report
Mr. Conway reported on accounts and revenues.

Mr. Gallagher reported that Tom Scott sent over a representative to look at the software for the boiler.

Mr. Berkowitz moved WHEREAS, the Board of education of the Enlarged City School District of the City of Middletown, a municipal corporation having offices at 223 Wisner Avenue, Middletown, New York (hereinafter “School District”) and the Thrall Public Library District of Middletown and Wallkill, a public library district having offices at Middletown Thrall Library, 11-19 Depot Street, Middletown, New York (hereinafter “Library District”) entered into an agreement, dated as of January 1, 2002 for the provision of certain commodities and services (“Services Agreement”); and

WHEREAS, the School District and Library District previously amended the Services Agreement, dated January 1, 2002, and

WHEREAS, the School District and Library District desire to amend the Services Agreement again to extend the term of the agreement and to change the amount of the annual fee to be paid to the School District;
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G. Treasurer’s Report Con’t.
NOW THEREFORE, in consideration of the premises and other good and valuable consideration, the School District and Library District hereby agree as follows:
1. The Library District shall pay the School District the sum of $124,000, 50% of which shall be due and payable on April 1, 2003, and the remaining 50% of which shall be due and payable on September 1, 2003.
2. The term of this agreement shall be extended to December 31, 2003.
3. All other terms and conditions of the Services Agreement shall remain in full force and effect, to the extent that they do not conflict with the terms and conditions of this Services Agreement Amendment.

IN WITNESS WHEREOF, the School District and the Library District have, respectively,
Executed this Services Agreement Amendment as of the day and year written below:

Dated: Middletown, New York
January 1, 2003

Mr. Russo seconded.

Ayes: Bell, Russo, Berkowitz, Boyd – 4
Noes: None
Motion declared approved. (12/12/02 – 117)

H. Library Staff Reports
No report.


I. Committee Reports
Buildings & Grounds Committee: No report.

Finance Committee: Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfers:
FROM:L7410.8521.12.3810.05 Adult Books $10,000.00
TO: L.7410.8524.12.0000.05 Subscriptions $10,000.00
To cover subscriptions/standing orders.

FROM:L7410.8521.12.3813.05 Children’s Books $17,000.00
TO: L.9010.8802.12.0000.00 Employee Retire $17,000.00
To cover cost of NYS Retiree Premium due 12/13/02.

FROM:L.7410.8521.12.3813.05 Children’s Books $14,000.00
TO: L.9060.8804.12.0000.00 Health & Dental Ins. $14,000.00
To cover the cost of Health & Dental Premium due 12/31/02

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I. Committee Reports Con’t.
FROM: L.7410.8521.12.3814.05 Young Adult Books $ 1,500.00
TO: L.9060.8804.12.0000.00 Health & Dental Ins. $ 1,500.00
To cover the cost of Health & Dental Premium due 12/31/02

FROM: L.0691 Deferred Revenue $ 5,000.00
TO: L.7410.8420.12.0000.00 Insurance $ 5,000.00
To cover the cost of the Premium (Deposit/1st Payment)
Of Selective Insurance package policy due 12/31/02

Ms. Hutchinson seconded.

Ayes: Bell, Hutchinson, Berkowitz, Boyd, Russo -5 Noes: None
Motion declared approved. (12/12/02 - 118)

Mr. Berkowitz moved that the regular monthly disbursements for November 2002 in the amount of $47,057.38 having been audited by Rosa Boyd and found to be correct, be approved. Mr. Russo seconded.

Ayes: Bell, Hutchinson, Boyd, Berkowitz, Russo - 5
Noes: None
Motion declared approved. (12/12/02 - 119)

Mr. Berkowitz moved that the manual checks for October, 2002 in the amount of $13,647.36, having been audited by Rosa Boyd and found to be correct, be approved. Mrs. Hutchinson seconded.

Ayes: Bell, Hutchinson, Berkowitz, Boyd, Russo - 5
Noes: None
Motion declared approved. (12/12/02 - 120)

Mr. Berkowitz moved that the payroll register of deductions for October 16, ($21,830.20),
October 30, ($17,270.27), and November 13, ($19,219.05), 2002, having been audited by Rosa Boyd and found to be correct, be approved. Mrs. Boyd seconded.

Ayes: Bell, Hutchinson, Berkowitz, Boyd, Russo – 5
Noes: None
Motion declared approved. (12/12/02 – 121)





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I. Committee Reports Con’t.
Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library amend the 2002 budget to be increased by the following:
REVENUES: L.2705 Gifts & Donations $1,500.00
APPROPRIATIONS: L.7410.8521.12.3810.05 Adult Books $ 750.00
APPROPRIATIONS:L.7410.8521.12.3813.05
Children’s Books $ 500.00
APPROPRIATIONS:L.7410.8521.12.3814.05
Young Adult Books $ 250.00
The above amount represents a donation from the Middletown High School Class
Of 1942 for the purchase of books.

REVENUES: L.2770 Miscellaneous Income $ 200.00
APPROPRIATIONS:L.7410.8425.12.0000.00
Publicity/Program/Printing $ 200.00
This amount represents a RCLS Grant to be used for book discussion.

REVENUES: L.2705 Gifts & Donations $26,496.61
APPROPRIATIONS:L.0691 Deferred Revenue $26,496.61
This amount represents the third/final distribution from the estate of Thomas Walts.

Mrs. Hutchinson seconded.

Ayes: Bell, Hutchinson, Russo, Boyd, Berkowitz – 5
Noes: None
Motion declared approved. (12/12/02 – 122)

J. Old Business
Mr. Gallagher discussed the future of David Moore Heights.

Mr. Berkowitz moved to close David Moore Heights with the understanding that we would seek to reopen it in some form at some future time if feasible. Mrs. Boyd seconded. Discussion followed.

Ayes: Bell, Hutchinson, Russo, Berkowitz, Boyd – 5
Noes: None
Motion declared approved. (12/12/02 – 123)







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K. New Business
Mr. Bell asked for two volunteers to nominate officers for 2003. Mr. Berkowitz and Mrs. Boyd will come back in January with a slate of officers.

Mr. Russo moved to go into executive session at 7:47pm to discuss several personnel and legal items. Mrs. Hutchinson seconded.

Ayes: Bell, Hutchinson, Boyd, Berkowitz, Russo - 5
Noes: None
Motion declared approved. (12/12/02 - 124)

The Board returned from executive session at 9:05pm.

Mr. Berkowitz moved the Administrative salaries for 2003 will be established as outlined in the memorandum from the finance committee chairman. Mrs. Hutchinson seconded.

Ayes: Bell, Hutchinson, Boyd, Russo, Berkowitz – 5
Noes: None
Motion declared approved. (12/12/02 – 125)

Mrs. Boyd moved to appoint Marlena Lange and Helen Sherman as trustees for the next year ending December 31, 2003. Mrs. Hutchinson seconded.

Ayes: Bell, Hutchinson, Berkowitz, Russo, Boyd – 5
Noes: None
Motion declared approved. (12/12/02 – 126)

Mr. Berkowitz moved to approve the budget as presented with the gross budget at $2,249,197.00 for 2003. Mrs. Boyd seconded.

Ayes: Bell, Hutchinson, Russo, Boyd, Berkowitz – 5
Noes: None
Motion declared approved. (12/12/02 – 127)

L. Adjournment
Mrs. Boyd moved to adjourn the meeting at 9:13pm. Mrs. Hutchinson seconded.

Ayes: Bell, Hutchinson, Berkowitz, Boyd, Russo - 5
Noes: None
Motion declared approved. (12/12/02 - 128)

Respectfully submitted,

Ralph Russo, Secretary
TABLE OF MOTIONS

(01/02/02 - 1) Approval of 12/12/01 minutes
(01/02/02 - 2) Regular monthly disbursements for December.
(01/02/02 - 3) Correction to Transfer #3 (for 7/1/01-12/31/01 budget) into insurance.
(01/02/02 - 4) Accept all practices & policies of previous Board.
(01/02/02 - 5) Tabled resolution moving full-time custodians to clerical unit.
(01/02/02 - 6) Adjournment of January 2nd meeting.
(02/13/02 - 7) Approval of 1/2/02 organizational meeting minutes.
(02/13/02 - 8) Approval of 1/2/02 Regular meeting minutes.
(02/13/02 - 9) Approval of disbursement for payroll & benefits for Dec. 2001.
(02/13/02 - 10) Approval of monthly disbursements for fiscal year 7/1/01-12/31/01.
(02/13/02 - 11) Approval of payroll register of deductions for December 2001.
(02/13/02 - 12) Accepted budget transfer from Furn. & Equip. to Insurance.
(02/13/02 - 13) Untabled motion (02/01/02 - 5) moving F.T. Custodians to
Clerical Unit.
(02/13/02 - 14) Approved moving Full-time Custodians to Clerical Unit.
(02/13/02 - 15) Amended 2002 budget to increase Furn. & Equip. - balance of
Centennial checking account
(02/13/02 - 16) Summer Hours effective 6/9 - Regular hours resume 9/7
(02/13/02 - 17) Executive session to discuss personnel.
(02/13/02 - 18) Adjournment of 2/13 meeting.
(02/13/02 - 19) Approval of 2/13/02 minutes.
(03/13/03 - 20) Approval of disbursements for partial payroll 2/6 & manual checks
(03/13/02 - 21) Approval of payroll register of deductions for 1/23; 2/6; & 2/20/02
(03/13/02 - 22) Approval of regular monthly disbursements for February 2002.
(03/13/02 - 23) Approval of “correction” for payroll deductions.
(03/13/02 - 24) Accepted budget transfer from Pass-Through from district to insurance.
(03/13/02 - 25) Budget cuts for 2002 budget.
(03/13/02 - 26) Approved revised Mission Statement.
(03/13/02 - 27) Approved to permit Advest to set-up no charge account.
(03/13/02 - 28) Executive session.
(03/13/02 - 29) Adjournment of 3/13 meeting
(04/10/02 - 30) Approval of 3/13/02 minutes.
(04/10/02 - 31) Approval of disbursements for March 2002
(04/10/02 - 32) Approval of manual checks for February 2002
(04/10/02 - 33) Approval of payroll register deductions for March 6 & March 20
(04/10/02 - 34) Set dates for Minisink vote.
(04/10/02 - 35) Restrictions on Bloomingburg cardholders.
(04/10/02 - 36) Approval of Bulletin Board & Display Case Policy
(04/10/02 - 37) Approval of Nugent & Haeussler as audit service.
(04/10/02 - 38) Executive session.

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(04/10/02 - 39) Approval of leave without pay for Georgie Cuffee.
(04/10/02 - 40) Adjournment of 4/10/02 meeting.
(05/08/02 - 41) Approval of 4/10/02 Minutes.
(05/08/02 - 42) Bar patron from direct borrowing services.
(05/08/02 - 43) Approval of disbursements for April 2002.
(05/08/02 - 44) Approval of payroll register deductions for April 3 and
April 17, 2002.
(05/08/02 - 45) Accepted amendment to 2002 budget for donations received.
(05/08/02 - 46) Approved policy and disposition of discarded books.
(05/08/02 - 47) Executive Session 5/8/02.
(05/08/02 - 48) Adjournment of 5/5/02 meeting.
(06/12/02 - 49) Approval of 5/8/02 minutes.
(06/12/02 - 50) Approval of disbursements for May 2002
(06/12/02 - 51) Approval of payroll register deductions for May 1, 15 & 29.
(06/12/02 - 52) Approval of manual checks for April & May 2002.
(06/12/02 - 53) Accepted amendment to 2002 budget
(06/12/02 - 54) Accepted budget transfer.
(06/12/02 - 55) Executive session
(06/12/02 - 56) Resolution authorizing Thrall Public Library District to be registered as an independent agency with the NYS Retirement
System.
(06/12/02 - 57) Adjournment of 6/12/02 meeting.
(07/10/02 - 58) Approval of 6/12/02 minutes.
(07/10/02 - 59) Approval of disbursements for June 2002.
(07/10/02 - 60) Accepted amendment #4 to 2002 budget.
(07/10/02 - 61) Approved administrative salary schedule.
(07/10/02 - 62) Approved proposed 2003 budget.
(07/10/02 - 63) Approved unused sick leave credits by retirees.
(07/10/02 - 64) Approved 2002 NYS Retirement System Incentive for Tier 1.
(07/10/02 - 65) Approved timetable for October election.
(07/10/02 - 66) Approved informational hearing dates.
(07/10/02 - 67) Approved stipend for election.
(07/10/02 - 68) Subpoena’s must be directed to library Director.
(07/10/02 - 69) Adjournment of 7/10/02 meeting.
(07/24/02 - 70) Approved third polling place in Circleville.
(07/24/02 - 71) Adjournment of 7/24/02 meeting.
(09/10/02 - 72) Approval of 7/10/02 minutes.
(09/10/02 - 73) Approval of 7/24/02 minutes.
(09/10/02 - 74) Approval of disbursements for July 2002.
(09/10/02 - 75) Approval of payroll register deductions for June 26, July 10 & July 24th.
(09/10/02 - 76) Accepted amendment #5 to 2002 budget.


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(09/10/02 - 77) Accepted budget transfer #4.
(09/10/02 - 78) Moved vote out of rotation.
(09/10/02 - 79) Approved assistant for October election.
(09/10/02 - 80) Restored $25,000 of the $80,000 cut from materials.
(09/10/02 - 81) Executive session.
(09/10/02 - 82) Adjournment of 9/10/02 meeting.
(10/09/02 - 83) Approval of 9/10/02 minutes.
(10/09/02 - 84) Approval for disbursements for September.
(10/09/02 - 85) Approval for payroll register deductions for 8/21.
(10/09/02 - 86) Accepted amendment #6 to 2002 budget.
(10/09/02 - 87) Certified 10/8/02 election results.
(10/09/02 - 88) Extend library service to Minisink.
(10/09/02 - 89) Executive session.
(10/09/02 - 90) Adjournment of 10/9/02 meeting.
(10/23/02 - 91) Executive session.
(10/23/02 - 92) Ending borrowing privileges for Towns of Greenville, Minisink,
Wawayanda, & Mt. Hope.
(10/23/02 - 93) Adjournment of 10/23/02 special meeting.
(11/06/02 – 94) Extend services to enlarged district until 1/1/03
(11/06/02 – 95) Adjournment of 11/6/02 meeting.
(11/13/02 – 96) Approval of 10/9/02 minutes.
(11/13/02 – 97) Approval of special meeting minutes of 10/23/02.
(11/13/02 – 98) Approval of special meeting minutes of 11/6/02.
(11/13/02 – 99) Congratulations to Kevin for being elected to two new positions.
(11/13/02 – 100) Approval for disbursements for October.
(11/13/02 – 101) Approval for payroll register deductions for 8/7; 9/4; 9/18 & 10/2.
(11/13/02 – 102) Accepted amendment #7 to 2002 budget.
(11/13/02 – 103) Contact Howard Mills to discuss taxes exemptions for working farms.
(11/13/02 – 104) Executive session.
(11/13/02 – 105) Authorize money for legal expenses.
(11/13/02 – 106) Adjournment of 11/13/02 meeting.
(11/21/02 – 107) Executive Session.
(11/21/02 – 108) Out of Executive Session.
(11/21/02 – 109) Executive Session.
(11/21/02 – 110) Out of Executive Session.
(11/21/02 – 111) Decertify October 8, 2002 election.
(11/21/02 – 112) Establish existing 2002 budget for 2003 fiscal year.
(11/21/02 – 113) Adjournment of 11/21/02 meeting.
(12/02/02 – 114) Adoption of 2003 tax levies.
(12/02/02 – 115) Adjournment of 12/02/02 meeting.
(12/12/02 – 116) Approval of 11/13, 11/21 & 12/2/02 minutes.
(12/12/02 – 117) Approval of services Agreement.
(12/12/02 – 118) Approval of budget transfer #5
(12/12/02 – 119) Approval of disbursement for November 2002
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(12/12/02 – 120) Approval of manual checks for October 2002
(12/12/02 – 121) Approval of payroll register deductions for 10/16, 10/30, & 11/13/02.
(12/12/02 – 122) Approval of budget amendment #8
(12/12/02 – 123) Approved to close David Moore Heights.
(12/12/02 – 124) Executive Session
(12/12/02 – 125) Approved Administrative salaries for 2003
(12/12/02 – 126) Approved appointing two trustees for 2003
(12/12/02 – 127) Approved 2003 budget
(12/12/02 – 128) Adjourment of 12/12/02 meeting.