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



September 11, 2013



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
Ms. Marlena Lange
Mr. Carl Berkowitz
Mr. Matthew Pfisterer, Director

Absent
Mr. Richard C. Bell (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
Mrs. Rosa Boyd, President, opened the meeting at 7:00pm and led the pledge to the
flag.

The Board had a moment of silence for 911 responders.

Ms. Lange moved to open the Public Hearing on the 2014 Proposed Budget at 7:01pm. Mr.
Berkowitz seconded.
Ayes: Boyd, Berkowitz, Crown, Kay, Lange, Ruckert – 6
Noes: None
Motion declared approved. (9/11/13 – 50)


B. Minutes
Ms. Lange moved for adoption of the minutes of the July 31, 2013 meeting. Mrs.
Ruckert seconded.
Ayes: Boyd, Berkowitz, Crown, Kay, Lange, Ruckert – 6
Noes: None
Motion declared approved. (9/11/13 – 51)


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 draft letter to the RCLS Direct Access Committee (Marilyn
McIntosh).

Mr. Berkowitz moved to adopt the draft letter to the RCLS Direct Access Committee as
presented with revisions and submit it with a copy to Port Jervis. Ms. Kay seconded.
Ayes: Boyd, Berkowitz, Crown, Kay, Lange, Ruckert – 6
Noes: None
Motion declared approved. (9/11/13 – 52)


E. President's Report
Mrs. Boyd reported on the Trustee training at RCLS on October 23rd. Mrs. Boyd is
planning on attending. Discussion followed.

Mrs. Boyd reported on the Book Discussion program “What I read This Summer.”

Mrs. Boyd reported that the YMCA now owns the Liberty Street School. They have
classes there and an after school program. The Director asked if the Library could
coordinate something with them and the Galleria. The Galleria is interested in us doing a
reading program there. Discussion followed.

Mr. Berkowitz reported that the RCLS Annual Meeting and Legislative Breakfast will be
held on Friday, September 20th.

Mr. Berkowitz reported that there is a vacancy on the RCLS Board if anyone is interested.


F. Director's Report Con't.
(A copy of the Director's Report sent to each Board member is attached to the official minutes.)


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


H. Library Staff Reports
Mr. Pfisterer reported that Donna Gady, Principal Library Clerk, will report on the
circulation department at the October meeting. Mr. Pfisterer has contacted Civil Service
requesting an exam for Principal Library Clerk.


I. Committee Reports
Finance Committee: BUDGET AMENDMENT #7
Ms. Kay moved that the Board of Trustees of Middletown Thrall Library amend the
2013 budget to be increased as follows.
ADD
Revenue L2761 LLSA Grant

Summer Reading Program $300.00 L2705 Donations $ 90.00
Merkel Family
ADD
Appropriations: L7410.8425.12.0000.0 Programs $300.00
L7410.8521.12.3810.5 Adult Books $ 90.00

Resolved, that the regular monthly disbursements for July 2013 in the amount of
$123,505.46 having been audited by Richard Bell and found to be correct, be approved.
Ms. Lange seconded.

Resolved, that the regular monthly disbursements for August 2013 in the amount of
$68,765.64 having been audited by Marlena Lange and found to be correct, be approved.
Mrs. Crown seconded.
Ayes: Boyd, Berkowitz, Crown, Kay, Lange, Ruckert – 6
Noes: None
Motion declared approved. (9/11/13 – 53)

Mr. Berkowitz moved to close the public hearing at 7:39pm. There were no visitors.
Mrs. Ruckert seconded.
Ayes: Boyd, Berkowitz, Crown, Kay, Lange, Ruckert – 6
Noes: None
Motion declared approved. (9/11/13 – 54)


Mr. Pfisterer received a preliminary estimate of certiorari from the Town of Wallkill for
2013.

Mr. Pfisterer reported that for municipalities, for the fiscal budget for 2014, it's been
Reduced from 2% to 1.66%. Discussion followed.

Building & Grounds: Ms. Lange reported on Building & Grounds.

Mr. Pfisterer spoke with a locksmith regarding the security issues we have been
experiencing in the first floor bathrooms. He advised Mr. Pfisterer that there is no lock or
door solution to making the area less private but advised Mr. Pfisterer that we should
consider improving our surveillance of the area. Subsequently Mr. Pfisterer contacted the
contractor who installed the Library's surveillance equipment last year and asked for a
proposal to add two camera's to the area. In addition, Mr. Pfisterer asked for an estimate to
install one or two cameras in the technical processing area focused on the exit to Depot
Street. Mr. Pfisterer is hoping to be in receipt of this estimate prior to our September
meeting. In addition to this camera installation Mr. Pfisterer is recommending a large (3X5
foot) sign to be hung on the wall over the entrance to the restrooms advertising the facts
that the area is under surveillance and that illegal activities will be prosecuted to the full
extent of the law. The idea is to maximize the deterrence effect. This to me would seem to
be a much more cost effective approach than to consider remodeling or moving the
bathrooms.

The Library District has been selected by the Middletown Lowes home improvement center
as a recipient of its community service program. This program allows local non-profit
agencies to receive the materials and labor necessary to complete needed improvements to
the property at no cost to the non-profit agency. Mr. Pfisterer is expecting the work on the
garbage corral and the walkway surfaces to take place on either Friday, September 13, 2013
or Friday, September 20, 2013.

Mr. Pfisterer expressed concerns from staff members about placing camera's in the work
areas. Discussion followed on security issues.

Ad-Hoc Committee: A map of the heritage trail was dropped off to us. Discussion
followed. The committee passed along the Board's concerns.


J. Old Business
Ms. Lange moved to accept the 2012 audit. Ms. Kay seconded.
Ayes: Boyd, Berkowitz, Crown, Kay, Lange, Ruckert – 6
Noes: None
Motion declared approved. (9/11/13 – 55)

Mr. Pfisterer had a proof for the Volunteer Recognition Plaque for review. Discussion
followed.

Mr. Pfisterer discussed the Whistle Blower Policy. Mr. Isseks said he has serious
concerns about that policy. Discussion followed. The Board asked to move this to the
November agenda.

Mr. Pfisterer also had Mr. Isseks review the Evacuation Policy. He has no problems with
this policy.

Mr. Berkowitz moved to accept the Building Evacuation Policy Draft as presented with
the amendments. Mrs. Ruckert seconded.
Ayes: Boyd, Berkowitz, Crown, Kay, Lange, Ruckert – 6
Noes: None
Motion declared approved. (9/11/13 – 56)


K. New Business
Ms. Lange moved that the Board adopt the 2014 Budget as presented. Ms. Kay seconded.
Ayes: Boyd, Berkowitz, Crown, Kay, Lange, Ruckert – 6
Noes: None
Motion declared approved. (9/11/13 – 57)


L. Adjournment
Mr. Berkowitz moved to adjourn the meeting at 8:25pm. Ms. Lange seconded.
Ayes: Boyd, Crown, Berkowitz, Kay, Lange, Ruckert – 6
Noes: None
Motion declared approved. (9/11/13 – 58)


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
(06/12/13 – 39) Approval of 5/8/13 minutes
(06/12/13 – 40) Approved BUDGET AMENDMENT #5
(06/12/13 – 41) Approved monthly disbursements for May 2013
(06/12/13 – 42) Accepted Tri-State est. to repair one air-conditioning unit
(06/12/13 – 43) Adjournment
(07/31/13 – 44) Approval of 6/12/13 minutes
(07/31/13 – 45) Approved BUDGET AMENDMENT #6 & monthly disbursements for June 2013
(07/31/13 – 46) Approved BUDGET TRANSFER #5 (2012)
(07/31/13 – 47) Approved NYS Tax Override Amendment
(07/31/13 – 48) Accepted proposed 2014 preliminary budget
(07/31/13 – 49) Adjournment
(09/11/13 – 50) Opened Public Hearing
(09/11/13 – 51) Approval of 7/31/13 minutes
(09/11/13 – 52) Adopted Draft letter with revisions to Direct Access Committee
(09/11/13 – 53) Approved BUDGET AMENDMENT #7; monthly disbursements for July & August
(09/11/13 – 54) Closed Public Hearing
(09/11/13 – 55) Accepted 2012 audit
(09/11/13 – 56) Accepted Evacuation Plan
(09/11/13 – 57) Approved 2014 Budget
(09/11/13 – 58) Adjournment