RAMAPO CATSKILL LIBRARY SYSTEM BOARD OF TRUSTEES MEETING FEBRUARY 20, 2018 MINUTES

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1 RAMAPO CATSKILL LIBRARY SYSTEM BOARD OF TRUSTEES MEETING FEBRUARY 20, 2018 BOT MINUTES BOARD MEMBERS PRESENT BOARD MEMBERS ABSENT Carla Randazzo Amthor Jain Jacob Diane Arcieri Helen Rados Anita Baumann Lynn Skolnick Carl S. Berkowitz (arrived 7:30 p.m.) Roslyn Applebaum Hurwitz Eleanor Kassner Bernard Marone Claudia Depkin, Director, Haverstraw King s Daughters Public Library, Directors Association Representative (left at 9:25 p.m.) Martha Anderson, President STAFF Ruth K. Daubenspeck, RCLS Administrative Assistant Robert Hubsher, RCLS Executive Director John Hurley, ANSER Manager & Network Administrator Martha Anderson, President, called the Board to order in Regular Session at 6:34 p.m., at RCLS, followed by the Pledge of Allegiance. A quorum was present. AGENDA Anita Baumann moved and Roslyn Applebaum Hurwitz seconded the motion to approve the February 20, 2018 Agenda as distributed. The motion passed unanimously. (motion ) RCLS MANAGER S PRESENTATION John Hurley, ANSER Manager and Network Administrator, gave a presentation describing the duties and responsibilities of the Automation Department. PUBLIC COMMENTS There were no public comments. Ramapo Catskill Library System 1 of 8 February 20, 2018

2 REORGANIZATION OF BOARD OF TRUSTEES Carl S. Berkowitz stated the following slate of officers had been nominated: Martha Anderson President Carla Randazzo Amthor Secretary Anita Bauman Vice President Bernard Marone Treasurer Eleanor Kassner moved and Roslyn Applebaum Hurwitz seconded the motion to approve the slate of officers for Being no other nominations, Martha Anderson asked that the secretary cast one ballot for the slate presented at the December 18, 2017 meeting by the Nominating Committee. The motion passed unanimously. (motion ) BOARD ORGANIZATION A. In Stephen P. Hoefer s absence, the Oath of Office will be administered to the newly elected Trustees and will be filed with the Orange County Clerk before the end of March B. Annual Conflict of Interest Disclosure Statements were completed by those present. C. Martha Anderson appointed Stephen P. Hoefer as Assistant Treasurer. D. Martha Anderson appointed Anita Baumann, Eleanor Kassner and Helen Rados as Trustees to review vouchers, each for four months during E. Martha Anderson appointed Nugent & Haeussler, P.C. of Montgomery as auditor. F. Martha Anderson appointed Grace Riario as Auditor for Payment of Bills. G. Martha Anderson stated that an attorney will be selected as needed. H. Martha Anderson stated that a negotiator will be selected as needed. I. Martha Anderson designated Orange Bank & Trust Company as the Official Bank. J. Martha Anderson appointed Stephen P. Hoefer for Authorization of Short-term Investment of Funds. K. Martha Anderson appointed herself as the Representative to the Library Trustees Association (LTA) of New York State. L. Committee appointments are as follows: Executive Martha Anderson, President (Ex Officio on all committees except Nominating) Anita Baumann, Vice President Carla Randazzo Amthor, Secretary Bernard Marone, Treasurer Carl S. Berkowitz, Past President Ramapo Catskill Library System 2 of 8 February 20, 2018

3 Advocacy and Fundraising Anita Baumann, Chair Carla Randazzo Amthor Carl S. Berkowitz Roslyn Applebaum Hurwitz Annual Meeting and Awards Lynn Skolnick, Chair Carl S. Berkowitz Carla Randazzo Amthor Eleanor Kassner Helen Rados Directors Association Representative Board Development / Nominating Jain Jacob, Chair Diane Arcieri Lynn Skolnick Bylaws / Policy Review Carl S. Berkowitz, Chair Anita Baumann Bernard Marone Facilities Eleanor Kassner, Chair Diane Arcieri Jain Jacob Lynn Skolnick Member Library Trustee Outreach and Orientation Helen Rados, Chair Carla Randazzo Amthor Anita Baumann Eleanor Kassner Personnel and Finance Bernard Marone, Chair Carl S. Berkowitz, Vice Chair Diane Arcieri Roslyn Applebaum Hurwitz Jain Jacob Plan of Service Review Roslyn Applebaum Hurwitz, Chair Anita Baumann Bernard Marone Helen Rados MINUTES Diane Arcieri moved and Carl S. Berkowitz seconded the motion that the minutes of the December 18, 2017 meeting be approved as submitted. The motion passed unanimously. (motion ) EXECUTIVE DIRECTOR S REPORT Robert Hubsher reported that the building renovations are on schedule. He is confident they will be completed by the end of March. The frozen Town of Wallkill water main resolved itself by Monday, January 29. RCLS was 22 days without water from the Town. The problem occurred in the lateral (under the roadway) from the water main to the curb box on the RCLS side of the road. The Town of Wallkill installed the lateral up to the curb box. Once the construction project is completed, Robert Hubsher plans to contact a lawyer to help us with the situation as the Town will not take responsibility to repair the problem. Robert Hubsher updated the Board on the New York Library Association Library Advocacy Day preparations. Ramapo Catskill Library System 3 of 8 February 20, 2018

4 Bernard Marone moved and Roslyn Applebaum Hurwitz seconded the motion to approve authorizing the Executive Director to enter into a contract with Candoris to acquire the hardware as outlined for the ANSER Central Site Infrastructure Replacement Project at the total cost of $286, The motion passed unanimously. (motion ) FINANCIAL REPORTS A. Carla Randazzo Amthor moved and Diane Arcieri seconded the motion that the Treasurer s Reports for December 31, 2017 and January 31, 2018 be accepted as submitted. The motion passed unanimously. (motion ) B. Roslyn Applebaum Hurwitz moved and Bernard Marone seconded the motion that the Fiscal Officer s Reports for December 31, 2017 and January 31, 2018 be accepted as submitted. The motion passed unanimously. (motion ) C. Anita Baumann had examined the Vouchers for December 2017 and January 2018 and moved for approval. Eleanor Kassner seconded the motion. The motion passed unanimously. (motion ) D. Roslyn Applebaum Hurwitz moved and Carl S. Berkowitz seconded the motion to approve the following authorization: Transfer from General Fund to RCLS Capital Fund for Vehicles $ 2, Sale of 2004 Delivery van for $2,100 and additional calendar sales of $230 = additional transfer of $2,330. The motion passed unanimously. (motion ) E. Eleanor Kassner moved and Carla Randazzo Amthor seconded the motion to approve the following authorization: Remove the 2004 Dodge van VIN #WD2PD from RCLS Inventory as it was sold on December 18, 2017 for $2,100. The motion passed unanimously. (motion ) F. Roslyn Applebaum Hurwitz moved and Bernard Marone seconded the motion to approve the following 2017 Normal December Monthly Budget Adjustments: Debit Credit To increase the budget for transfer to Capital Fund for Vehicles for activity since the December 2017 Board meeting Sale of Fixed Assets $2, Fundraising Transfer to Capital-Vehicle Reserve Fund $2, To increase the Capital Budget for Delivery Vehicles for the additional transfer of funds Revenue-Interfund transfers $2, Ramapo Catskill Library System 4 of 8 February 20, 2018

5 To increase the budget for a slight overage in Salaries Administrative Salaries $50.00 To increase the budget to match actual employee benefits transferred to Automation. This overage is due entirely to increased costs in Health Insurance Employee Benefits-Transfer to Program Budget $23, Employee Benefits-Automation $23, The motion passed unanimously. (motion ) G. Carl S. Berkowitz moved and Carla Randazzo Amthor seconded the motion to approve the 2017 Year End Journal Entries as presented. The motion passed unanimously. (motion ) H. Eleanor Kassner moved and Carla Randazzo Amthor seconded the motion to approve the 2018 Opening Budget Adjustments as presented. The motion passed unanimously. (motion ) I. Anita Baumann moved and Bernard Marone seconded the motion to approve the 2018 Capital Fund Budget for Delivery Vehicles as presented. The motion passed unanimously. (motion ) J. Anita Baumann moved and Bernard Marone seconded the motion to approve the 2018 Capital Fund Budget for Automation as presented. The motion passed unanimously. (motion ) K. Carla Randazzo Amthor moved and Bernard Marone seconded the motion to approve the Revised NYS Public Construction Funds allocation as presented. The motion passed unanimously. (motion ) L. Eleanor Kassner moved and Diane Arcieri seconded the motion to approve Construction Activity not already budged for in 2018 as follows: Debit Credit Other State Grants $152, (90% of the RCLS NYS Public Library Construction Grant award expected in September 2018) Equipment, Furniture & Fixtures $ 8, (Refrigerator, stove, microwave, kitchen tables & chairs, filing cabinets, trash cans) Professional Fees-Bldg. Related 20, (Additional Engineering Fees & Asbestos testing) Repairs to Building-Restroom/Kit. 30, (Change Orders: Concrete slab replacement, new footing, gas piping, pump, asbestos abatement, additional electrical) The motion passed unanimously. (motion ) Ramapo Catskill Library System 5 of 8 February 20, 2018

6 DIRECTORS ASSOCIATION REPRESENTATIVE Claudia Depkin reported that the Fine Free Project was initiated by a session held at the New York Library Association (NYLA) Conference last fall. The presenters, staff from the Syracuse Public Library and the Rochester Public Library, discussed going fine free for children s and teen materials at their libraries. Each library used a different approach for going fine free. Those at the session were amazed and inspired, including Claudia Depkin. She found at her library that over 20% of the children under 18 years old are blocked from borrowing materials because they have fines that prevent them from using their library card. She and her board felt this is not what they want. About a dozen libraries met after the January Directors Association meeting to discuss if this could work for them. These libraries have decided to go ahead with a three-month trial of removing fines from children s and teens materials. They will see if it adversely affects their fine income and the rate at which materials are returned. The idea is to get materials into kids hands. In conjunction with this, the rules for borrowed materials will switch from the owning library to the lending library. The current rules can be confusing for borrowers who are getting materials from two or more libraries, as the return dates and fines for similar type of materials can vary depending which library owns the materials. COMMITTEE REPORTS A. Library Trustees Association (LTA) of New York State Martha Anderson, Representative. No report. B. Ad-Hoc Committee Board Goals/Follow-up to Board Retreat. No report. C. Advocacy and Fundraising Anita Baumann, Chair. No report. D. Annual Meeting and Awards Lynn Skolnick, Chair. No report. E. Board Development / Nominating Jain Jacob, Chair. No report. F. Bylaws /Policy Review Anita Baumann presented the Bylaws as revised at the December meeting for a first reading. G. Facilities Eleanor Kassner, Chair. No report. H. Member Library Trustee Outreach and Orientation Helen Rados, Chair. No report. I. Personnel and Finance Bernard Marone, Chair. No report. J. Plan of Service Review Roslyn Applebaum Hurwitz, Chair. No report. UNFINISHED BUSINESS Roslyn Applebaum Hurwitz moved and Carla Randazzo Amthor seconded the motion to approve that the President, Treasurer, Past President and Fiscal Officer continue as Bank Signers for The motion passed unanimously. (18-017) Ramapo Catskill Library System 6 of 8 February 20, 2018

7 NEW BUSINESS The Board had no new business to discuss. PUBLIC COMMENTS There were no public comments. PRESIDENT S COMMENTS Martha Anderson had no further comments. BOARD DISCUSSIONS / COMMITTEE OF THE WHOLE The Board had no discussion. CORRESPONDENCE A. Course Evaluation Report dated December 26, 2017 from Kelly Wells, Director of the Fallsburg Library, recipient of a RCLS Management Professional Development Scholarship, on her participation in the Harwood Institute Public Innovators Lab. B. Letter dated January 8, 2018 from Lisa Palmer, Director of the Wallkill Public Library to RCLS accompanying her application for the Management Professional Development Scholarship. C. Letter dated January 16, 2018 from Assemblywoman Didi Barrett to Robert Hubsher exclaiming that the Assembly Committee on Libraries and Education Technology Budget Hearing held on January 10, 2018 was a great success thanks to all the participants. TALKING POINTS RCLS ANSER Manager & Network Administrator John Hurley presented to the RCLS Board an overview of ANSER and all the complexities of the automation and technology department in providing services to the member libraries. Reorganization of the RCLS Board of Trustees including the election of the following officers: Martha Anderson President Anita Bauman Vice President Carla Randazzo Amthor Secretary Bernard Marone Treasurer New York Library Association Library Advocacy Day has 157 registered to attend from the RCLS region. Ramapo Catskill Library System 7 of 8 February 20, 2018

8 Approved the Revised NYS Public Construction Funds allocation; bringing up all awards at least 37%. ADJOURNMENT Carl S. Berkowitz moved and Eleanor Kassner seconded the motion that the meeting adjourn at 9:35 p.m. The motion passed unanimously. (motion ) MOTIONS Approve February 20, 2018 Agenda Approve the slate of officers for Approve December 18, 2017 Minutes Approve authorizing the Executive Director to enter into a contract with Candoris to acquire the hardware as outlined for the ANSER Central Site Infrastructure Replacement Project at the total cost of $286, Approve the Treasurer s Report for December 31, 2017 and January 31, Approve the Fiscal Officer s Report for December 31, 2017 and January 31, Approve the Vouchers for December 2017 and January Approve a transfer from General Fund to RCLS Capital Fund for Vehicles Approve removing the 2004 Dodge van VIN #WD2PD from RCLS Inventory Approve the following 2017 Normal December Monthly Budget Adjustments Approve the 2017 Year End Journal Entries as presented Approve the 2018 Opening Budget Adjustments as presented Approve the 2018 Capital Fund Budget for Delivery Vehicles as presented Approve the 2018 Capital Fund Budget for Automation as presented Approve the Revised NYS Public Construction Funds allocation as presented Approve Construction Activity not already budged for in Approve list of Bank Signers Adjournment Ramapo Catskill Library System 8 of 8 February 20, 2018

9 RAMAPO CATSKILL LIBRARY SYSTEM TREASURER'S REPORT FEBRUARY 28, 2018 PAGE 1 BOT GENERAL FUND: OPERATING FUND - ORANGE BANK & TRUST CO. BALANCE ON HAND AS OF JANUARY 31, 2018 $ 205, PLUS DEPOSITS: 2401 INTEREST FUNDRAISING GIFTS - NYLA ADVOCACY 1, ACCOUNTS RECEIVABLE 281, APPROPRIATION EXPENSE RECOVERED TOTAL DEPOSITS 282, LESS DISBURSEMENTS: TOTAL APPROPRIATION EXPENSE 278, TOTAL DISBURSEMENTS 278, BALANCE ON HAND AS OF FEBRUARY 28, CHECKING - OB&T $ 210, PLUS DEPOSITS: BALANCE ON HAND AS OF JANUARY 31, 2018 $ 432, INTEREST TOTAL DEPOSITS LESS DISBURSEMENTS: GENERAL FUND: MONEY MARKET - ORANGE BANK & TRUST CO. TOTAL APPROPRIATION EXPENSE - TOTAL DISBURSEMENTS - BALANCE ON HAND AS OF FEBRUARY 28, 2018 MONEY MARKET - OB&T. $ 432, CERTIFICATE OF DEPOSIT # OB&T DUE APRIL 2, (AUTOMATION) 500, CERTIFICATE OF DEPOSIT # OB&T DUE JUNE 1, (GENERAL) 500, CERTIFICATE OF DEPOSIT # OB&T DUE DECEMBER 3, (GENERAL) 2,000, TOTAL CASH IN GENERAL $ 3,643,294.57

10 RAMAPO CATSKILL LIBRARY SYSTEM TREASURER'S REPORT FEBRUARY 28, 2018 PAGE 2 TRUST AND AGENCY FUND: ORANGE BANK & TRUST CO. BALANCE ON HAND AS OF JANUARY 31, 2018 $ 5, PLUS DEPOSITS: 2005 TRANSFER FROM PAYPAL ONLINE ACCOUNT 2, INTEREST 1.37 PAYROLL TRANSFERS 180, TOTAL DEPOSITS 183, LESS DISBURSEMENTS: PAYROLL LIABILITIES 180, TOTAL DISBURSEMENTS 180, BALANCE ON HAND AS OF FEBRUARY 28, CHECKING - OB&T. $ 9, TRUST AND AGENCY FUND: PAYPAL ONLINE ACCOUNT PLUS DEPOSITS: BALANCE ON HAND AS OF JANUARY 31, 2018 $ 2, SALES-ITF MEMBER LIBRARIES DEPOSITS-ITF MEMBER LIBRARIES 2, TOTAL DEPOSITS 2, LESS DISBURSEMENTS: 2003 TRANSFER TO TRUST & AGENCY- OB&T 2, PAYPAL FEES TOTAL DISBURSEMENTS 3, BALANCE ON HAND AS OF FEBRUARY 28, CHECKING - PAYPAL $ 2, TOTAL CASH IN TRUST & AGENCY $ 12,082.68

11 RAMAPO CATSKILL LIBRARY SYSTEM TREASURER'S REPORT FEBRUARY 28, 2018 PAGE 3 CAPITAL FUND FOR AUTOMATION: ORANGE BANK & TRUST CO. BALANCE ON HAND AS OF JANUARY 31, 2018 $ 584, PLUS DEPOSITS: 2401 REVENUE-INTEREST TOTAL DEPOSITS LESS DISBURSEMENTS: TOTAL APPROPRIATION EXPENSE 19, TOTAL DISBURSEMENTS 19, BALANCE ON HAND AS OF FEBRUARY 28, CHECKING - OB&T. $ 565, CERTIFICATE OF DEPOSIT # OB&T DUE SEPTEMBER 2, (AUTOMATION) $ 960, CAPITAL FUND FOR VEHICLES: ORANGE BANK & TRUST CO. PLUS DEPOSITS: BALANCE ON HAND AS OF JANUARY 31, 2018 $ 189, REVENUE-INTEREST TOTAL DEPOSITS LESS DISBURSEMENTS TOTAL APPROPRIATION EXPENSE - TOTAL DISBURSEMENTS - BALANCE ON HAND AS OF FEBRUARY 28, CHECKING - OB&T. $ 189, GRAND TOTAL OF ALL CASH BALANCES AS OF FEBRUARY 28, 2018 $ 5,371,024.49

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27 RAMAPO CATSKILL LIBRARY SYSTEM BOARD OF TRUSTEES MEETING MARCH 19, 2018 FISCAL OFFICER S SUMMARY OF ACTIVITY BOARD INFORMATION All 47 member library Annual Reports were completed and filed on time with the Division of Library Development (DLD). DLD has reviewed them all and had this to say, They really looked good this year. Not too many corrections. The CPAs have finished their on-site audit work and we are on schedule to present the audited statements at the April or May meeting. BUDGET ADJUSTMENTS Debit Credit None OATH OF OFFICE The following Trustees will need to take the Oath of Office and if you cannot attend March s meeting, please schedule a time with me ASAP so that you can executed the Oath. Diane Arcieri Roslyn Applebaum Hurwitz Eleanor Kassner 2018 CONFLICT OF INTEREST STATEMENTS The following Trustees will need to complete their 2018 Conflict of Interest Statements and if you cannot attend March s meeting, please me a completed statement by March 16, Carla Randazzo Amthor Martha Anderson Carl Berkowitz Jain Jacob Helen Rados Fiscal Officer s Report March 19, 2018