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

December 12, 2012


I. Attendance
Mrs. Crown called the roll.

Present
Mrs. Rosa Boyd, President
Mrs. Lois Ruckert, Vice President (arrived at 7:03pm)
Mrs. Tonia Crown, Secretary
Ms. Barbara Kay, Treasurer
Ms. Marlena Lange
Mr. Carl Berkowitz
Mr. Richard C. Bell
Mr. Matthew Pfisterer, Director

Absent
None

Visitors
Frank Bellotto


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. Berkowitz moved for adoption of the minutes of the November 14, 2012 meeting with
a correction on page 4 under Adjournment. It should read that the meeting adjourned at
7:45pm. Mr. Bell seconded.
Ayes: Boyd, Bell, Berkowitz, Kay, Crown, Lange - 6
Noes: None
Motion declared approved. (12/12/12 - 65)

C. Visitor Comments
Mr. Bellotto spoke to the Board about how long the old copies of the magazines are to be
held and patrons asking for magazines that are to be discarded. Mr. Bellotto noted that the
library was able to accommodate his request through alternate means. Mr. Pfisterer had
spoken to Mr. Bellotto previously and admitted that a mistake was made and apologized to him.


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


E. President's Report
Mrs. Boyd reported that the old Liberty Street School building is being purchased by the
YMCA. The YMCA would like Thrall to think about having an auxiliary place there like
we had at Summitfield.


F. Director's Report
(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. Discussion followed. (Attached to
official minutes)


H. Library Staff Reports
No report.


I. Committee Reports
Finance Committee: Mrs. Crown moved that the regular monthly disbursements for
November 2012 in the amount of $73,999.69 having been audited by Lois Ruckert and
found to be correct, be approved. Ms. Lange seconded.
Ayes: Boyd, Bell, Berkowitz, Kay, Ruckert, Crown, Ruckert - 7
Noes: None
Motion declared approved. (12/12/12 - 66)

BUDGET TRANSFER #3
Mrs. Crown moved that the Board of Trustees of Middletown Thrall Library accept the
following budget transfers:
TO: L7410.8502.12.0000.5 Library & Office Supplies $2,000.00
L7410.8514.12.0000.5 A-V Supplies $2,000.00
FROM:L7410.8411.12.0000.0 Postage $4,000.00


TO:L7410.8522.12.3904.5 Spanish Media $ 200.00
FROM: L7410.8521.12.3817.5 Spanish Books $200.00
to cover shortages

Ms. Lange seconded.
Ayes: Boyd, Bell, Berkowitz, Crown, Lange Kay, Ruckert - 7
Noes: None
Motion declared approved. (12/12/12 - 67)

Building & Grounds: Ms. Lange reported on Building & Grounds.
The Library District has received a number of recommendations as a result of a safety
inspection conducted by Hannover Insurance Company; the company through which we
receive our workman's compensation insurance. They have made a number of
recommendations regarding staff training and the formation of a "safety committee" to
identify and address potential concerns throughout the building and grounds. They have
also requested that we hire a qualified contractor to address what they have identified as
tripping hazards on exterior premises.

Mr. Pfisterer expects the installation of the new surveillance equipment to be complete by
the end of next week.

A recent New York Times article discussed the potential for the transmittal of bed bugs
through Library books. We may want to discuss the feasibility of obtaining a bed bug
eradication system as described now or in the future.

Kick plates were installed on the front doors.

Nominating Committee: Mr. Berkowitz reported that the nominating committee submits
the current slate of officers which is as follows:

Rosa Boyd President
Lois Ruckert Vice President
Tonia Crown Secretary
Barbara Kay Treasurer


J. Old Business

Ms. Crown reported that she has sent the Board and Department Heads an e-mail on the
Director's Evaluation. Discussion followed.

The Board went into executive session at 7:58pm.

The Board returned from executive session at 8:12pm.

Mr. Bell moved that the salary for Shelley Milburn be set at the rate discussed in
executive session and that the figure be placed in her personnel file.

Mr. Bell seconded.
Ayes: Boyd, Bell, Berkowitz, Crown, Kay, Ruckert, Lange - 7
Noes: None
Motion declared approved. (12/12/12 - 68)


K. New Business

Discussion was held on a sample copy of "Confidentiality of Library Patron Records"
policy from LaGrange Association Library.

Ms. Lange moved to make this "Confidentiality of Library Patron Records" policy for
Middletown Thrall Library. Ms. Kay seconded.

Ayes: Boyd, Bell, Crown, Kay, Ruckert Berkowitz, Lange - 7
Noes: None
Motion declared approved. (12/12/12 - 69)

L. Adjournment
Ms. Lange moved to adjourn the meeting at 8:25pm. Ms. Kay seconded.
Ayes: Bell, Boyd, Ruckert, Kay, Berkowitz, Crown, Lange - 7
Noes: None
Motion declared approved. (12/12/12 - 70)

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 June 2012
(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
(12/12/12 - 65) Approval of 11/14/12 minutes
(12/12/12 - 66) Approved monthly disbursements for November 2012
(12/12/12 - 67) Approved BUDGET TRANSFER #3
(12/12/12 - 68) Approved 2013 salary for Admin. Asst.
(12/12/12 - 69) Approved confidentiality of Library Patron Records Policy
(12/12/12 - 70) Adjournment