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


May 8, 2013


I. Attendance
Ms. Lange called the roll.

Present
Mrs. Rosa Boyd, President
Mrs. Lois Ruckert, Vice President (arrived at 7:14pm)
Mrs. Tonia Crown, Secretary (arrived at 7:13pm)
Ms. Barbara Kay, Treasurer
Ms. Marlena Lange
Mr. Carl Berkowitz
Mr. Richard C. Bell
Mr. Matthew Pfisterer, Director

Absent
none

Visitors
Mrs. Karen Heil, Government Documents 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. 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 April 10, 2013 meeting. Ms.
Kay seconded.
Ayes: Boyd, Bell, Berkowitz, Kay, Lange - 5
Noes: None
Motion declared approved. (5/08/13 - 33)


C. Visitor Comments
No comments.


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

Mrs. Boyd read a letter from Claudia Tenney, State Assembly, regarding Mrs. Boyd's
e-mail about the 2013 state budget and funding for libraries. (Attached to official minutes)


E. Library Staff Reports
Mrs. Karen Heil, Government Documents Librarian, reported on the Government
Document Department. (Report attached to official minutes)


F. Treasurer's Report
Mr. Pfisterer reported on the accounts and balances. (attached to official minutes)

Ms. Kay moved to set-up a budget line item for the re-imbursement of the MTA payroll
tax. Ms. Lange seconded.
Ayes: Boyd, Bell, Berkowitz, Crown, Kay, Lange, Ruckert - 7
Noes: None
Motion declared approved. (5/08/13 - 34)


G. President's Report
Mrs. Boyd congratulated Mr. Pfisterer for being elected as the President of the Orange
County Library Association for 2013.

Mrs. Boyd reported on the Middletown's 125th Anniversary parade to be held on June 29,
2013. Also, anyone wanting to participate is welcomed. Discussion followed.

Mr. Berkowitz reported on the amount of money that RCLS receives. At a recent RCLS
Board meeting, they made a proposal to simply add that money into the reserve fund and
keep the fee at the current rate. Mr. Berkowitz said no, that his Board would like to see
that 50% of the money is used to reduce fees that libraries are paying and 50% go into the
reserve fund. It was decided that they would go with the original proposal and will not
reduce the fee.


H. Director's Report
(A copy of the Director's Report sent to each Board member is attached to the official minutes.)

The Orange County Trust Bank wanted to express their appreciation for our business at
their bank. They have offered to reimburse the library for incidental costs related to the
incident. Mrs. Fiumano doesn't have an exact figure yet. Discussion followed.

Mr. Pfisterer reported that he has a list of names for the volunteer plaque. Discussion
followed.


I. Committee Reports
Finance Committee: BUDGET AMENDMENT #4
Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library amend the
2013 budget to be increased as follows.
ADD
Revenue L2705 Gifts & Donations $20.00
L. Thompson
ADD
Appropriations: L7410.8521.12.3810.5 Books (adult) $20.00

Mrs. Ruckert seconded.
Ayes: Boyd, Bell, Berkowitz, Crown, Kay, Lange, Ruckert - 7
Noes: None
Motion declared approved. (5/08/13 - 35)


BUDGET TRANSFER #3
Mr. Berkowitz moved that the Board of Trustees of Middletown Thrall Library accept the
following budget transfers:
To: L7410.8420.12.0000.0 Insurance $8,000.00
FROM: L7410.8450.12.0000.0 Building Utilities $8,000.00
Cover the additional (unexpected) cost of Workman's Comp insurance

Ms. Lange seconded.
Ayes: Boyd, Bell, Berkowitz, Crown, Ruckert, Kay, Ruckert - 7
Noes: None
Motion declared approved. (5/08/13 - 36)

Mr. Berkowitz moved that the regular monthly disbursements for April 2013 in the
amount of $92,751.93 having been audited by Rosa Boyd and found to be correct, be
approved. Ms. Kay seconded.
Ayes: Boyd, Bell, Berkowitz, Crown, Ruckert, Kay, Lange - 7
Noes: None
Motion declared approved. (5/08/13 - 37)


Building & Grounds: Ms. Lange reported on Building & Grounds.
Simplex Grinnell and Hunter Elevator project has been completed.

We are purchasing eight (8) high quality (plywood core) tables for the community room to
Replace old and worn tables.

The mechanism required to raise and lower the American flag in front of the library is non-
functional. The head custodian and I have been looking for someone to service our
flagpole. This is proving to be difficult because of the height of the flagpole.

A survey crew from Fusco Engineering was her and put permanent markers down on the
Library District property lines.

I have made enquiries and received at least one bid to acquire a set of basic schematic
drawings of the library interior showing all exits from the building. This is in conjunction
with our previous discussions regarding a building evacuation plan.


J. Old Business
Discussion was held on the untaxed areas. Mr. Pfisterer offered to compose a letter to
Robert Hubsher, RCLS Director, asking for any updates on this subject.


K. New Business
Discussion was held on a draft copy of the Evacuation Plan.

Discussion was held on the 2014 Budget.

Discussion was held on the Friends list of replacement additions to our collection. (List
attached to official minutes.)

Mr. Berkowitz and Mrs. Crown have been appointed to the budget committee. Mr.
Pfisterer will contact them to set up a meeting.

L. Adjournment
Mr. Berkowitz moved to adjourn the meeting at 8:45pm. Mrs. Ruckert seconded.
Ayes: Boyd, Bell, Crown, Ruckert, Berkowitz, Kay, Lange - 7
Noes: None
Motion declared approved. (5/08/13 - 38)

Respectfully submitted,
Tonia Crown, Secretary


TABLE OF MOTIONS

(01/09/13 - 1) Accepted slate of officers
(01/09/13 - 2) Designated Middletown Times Herald Record as official newspaper
(01/09/13 - 3) Designated the Orange County Trust Company as official bank
(01/09/13 - 4) Designated Stifel-Nicholas as Investment Firm
(01/09/13 - 5) Appointed Robert Isseks as Library District's Attorney
(01/09/13 - 6) Adjournment
(01/09/13 - 7) Approval of 12/12/12 minutes
(01/09/13 - 8) Approved BUDGET AMENDMENT 1
(01/09/13 - 9) Executive session
(01/09/13 - 10) Adjournment
(02/13/13 - 11) Approval of 1/9/13 re-organizational minutes
(02/13/13 - 12) Approval of 1/9/13 minutes
(02/13/13 - 13) Approved BUDGET TRANSFER #4 (12/31/12)
(02/13/13 - 14) Approved monthly disbursement for December 2012
(02/13/13 - 15) Approved BUDGET AMENDMENT #6 (12/31/12)
(02/13/13 - 16) Approved BUDGET TRANSFER #1
(02/13/13 - 17) Approved BUDGET AMENDMENT #2
(02/13/13 - 18) Approved monthly disbursement for January 2013
(02/13/13 - 19) Approved Simplex Grinnell proposal
(02/13/13 - 20) Executive session
(02/13/13 - 21) Adjournment
(03/13/13 - 22) Approval of 2/13/13/minutes
(03/13/13 - 23) Approved BUDGET AMENDMENT #3
(03/13/13 - 24) Approved monthly disbursement for February 2013
(03/13/13 - 25) Adjournment
(04/10/13 - 26) Approval of 3/13/13 minutes
(04/10/13 - 27) Approved BUDGET TRANSFER #2
(04/10/13 - 28) Approved monthly disbursements for March 2013
(04/10/13 - 29) Accepted NYS Annual Report for 2012
(04/10/13 - 30) Approved timetable for October 2, 2013 election
(04/10/13 - 31) Adopted the District Policy on Tutoring
(04/10/13 - 32) Adjournment
(05/08/13 - 33) Approval of 4/10/13 minutes
(05/08/13 - 34) Approved adding budget line item for MTA payroll tax
(05/08/13 - 35) Approved BUDGET AMENDMENT #4
(05/08/13 - 36) Approved BUDGET TRANSFER #3
(05/08/13 - 37) Approved monthly disbursements for April 2013
(05/08/13 - 38) Adjournment