MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES April 12, 2023 I. Attendance Ms. Shelly Milburn, called the roll Present Ms. Marlena Lange, President Ms. France Amelio, Vice President Ms. Evelyn Ortega Ms. Shelley Milburn, Secretary Mrs. Tonia Crown, Financial Officer Mrs. Susan Wyman Mr. Matthew Pfisterer, Director Absent Bishop Robert Smith (Excused) Visitors None II. Pledge of Allegiance III. Agenda A. Roll Call G. Financial Officer's Report B. Minutes H. Committee Report C. Visitor Comments I. Old Business D. Correspondence J. New Business E. President's Report K. Adjournment F. Director's Report IV. Discussion and Recommendation A. Ms. Marlena Lange, called the meeting at 5:00pm. B. Minutes Mrs. Crown moved for the adoption of the regular March 8, 2023 Minutes. Mrs. Wyman seconded. Ayes: Lange, Amelio, Milburn, Ortega, Crown, Wyman -6 Noes: None Motion declared approved. (4/12/23-21) C. Visitor Comments/Staff Report None PAGE 2 D. Correspondence None E. President's Report Ms. Lange spoke about the Brooklyn Baroque program which will be held in the Community Room on Sunday, April 16 starting at 2 p.m. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Added – Mr. Pfisterer stated that at the Business Improvement Meeting they informed that Middletown will be holding a huge Cinco de Mayo celebration and asked if the Library would hold a Bilingual Story Time for the children. He also spoke about the Library's 2022 Annual/Community Report which will be voted on in New Business. G. Financial Officer's Report 2023 Budget Transfer #1: Mrs. Crown moved, that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer, to reclassify Unemployment Insurance as an Employee Benefit. Ms. Amelio seconded. To: L9040.8804.12.0000.0 Unemployment Insurance $1,000.00 From: L7410.8420.12.0000.0 Insurance $1,000.00 Ayes: Lange, Amelio, Crown, Milburn, Ortega, Wyman - 6 Noes: None Motion declared approved. (4/12/2023-23) 2022 Budget Transfer #6: Mrs. Crown moved, that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer, to adjust for miscellaneous shortages. Mrs. Wyman seconded. To: L7410.8450.12.0000.0 Building Utilities $17,000.00 To: L7410.8160.12.0000.6 Administrative Expenses $8,500.00 From: L7410.8420.12.0000.0 Insurance $17,000.00 From: L7410.8157.12.0000.6 Librarian's F/T $8,500.00 Ayes: Lange, Amelio, Crown, Milburn, Ortega, Wyman - 6 Noes: None Motion declared approved. (4/12/2023-24) Mrs. Crown moved that the regular monthly disbursements for March, 2023 in the amount of $170,051.06 having been audited by Shelley Milburn and found to be correct, be approved. Ms. Amelio seconded. Ayes: Lange, Amelio, Crown, Milburn, Ortega, Wyman - 6 Noes: None Motion declared approved. (4/12/2023-25) H. Committee Report Building & Grounds: The HVAC engineering firm was in the building for an inspection of the facility and creation of engineering plans for the new system is underway. I have been told it will be approximately six to eight weeks before the plans are completed. We have potholes in a few of our parking spaces in front of the building. I am contacting paving companies to have repairs completed as soon as possible. There are also potholes in the roads around the perimeter of the building that are maintained by the City of Middletown. I have contacted the City for information about when repair work on those areas will begin. I am working with our telephone system contractor, and I expect the conversion to our new phone system to take place in the coming weeks. Our Head Custodian has mounted a permanent table along a corner wall in the Community Room. This will provide a more attractive space to put out refreshments or information to people attending library programs. Our exterminating contractor has notified us that we are not experiencing any infestation problems at this time. I. Old Business Mr. Pfisterer spoke about the Long Range Plan Committee Meeting and the upcoming meetings. J. New Business Mrs. Crown moved to approve the Library's 2022 Annual/Community Report. Ms. Ortega seconded. Ayes: Lange, Amelio, Milburn, Ortega, Crown, Wyman -6 Noes: None Motion declared approved. (4/12/23-22) Mrs. Crown and Ms. Amelio volunteered to be on the 2024 Budget Committee K. Adjournment Ms. Milburn moved to adjourn the meeting at 5:28 p.m. Ms. Ortega seconded. Ayes: Lange, Amelio, Milburn, Ortega, Crown, Wyman -6 Noes: None Motion declared approved. (4/12/23-26) Respectfully Submitted, Shelley Milburn, Secretary TABLE OF MOTIONS (01/11/23-1) Designated Middletown Times Herald Record Digital Edition official newspaper (01/11/23-2) Designated Orange Bank and Trust as official bank. (01/11/23-3) Appointment of Ben Gailey as the HR Personnel Library Attorney & Alex Smith as the Library's General Attorney. (01/11/23-4) Adjournment (01/11/23-5) Approval of adoption of the minutes of the 12/14/2022 minutes (01/11/23-6) Approval of extension of no fines until 6/30/2023 (01/11/23-7) Approved monthly disbursement for December, 2022 (01/11/23-8) Adjournment (02/15/23-9) Approval of adoption of the minutes for the 1/11/2023 Organizational Meeting (02/15/23-10) Approval of adoption of the minutes of the 1/11/23 minutes with amendment (02/15/23-11) Approved monthly disbursement for January, 2023 (02/15/23-12) Motion for extension of the Plan of Service through 2023 (02/15/23-13) Appointment of Nugent & Haeussler as Library District Financial Auditor (02/15/23-14) Adjournment (03/08/23-15) Approval of adoption of the minutes of the 2/15/2023 minutes (03/08/23-16) Approved monthly disbursement for February, 2023 (03/08/23-17) Approved the RCLS Agreement for Integrated Library System (03/08/23-18) Executive Session (03/08/23-19) Approval to accept the proposal as outlined from LAN Associates for the HVAC (03/08/23-20) Adjournment (04/12/23-21) Approval of the minutes of the 3/8/2023 minutes (04/12/23-22) Approval of the Library's 2022 Annual/Community Report (04/12/23-23) Approved 2023 Budget Transfer #1 (04/12/23-24) Approved 2022 Budget Transfer #6 (04/12/23-25) Approved monthly disbursement for March, 2023 (04/12/23-26) Adjournment