MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES May 10, 2023 I. Attendance Mrs. Crown, called the roll Present Ms. Francis Amelio, Vice President Ms. Evelyn Ortega Ms. Shelley Milburn, Secretary Mrs. Tonia Crown, Financial Officer Mr. Matthew Pfisterer, Director Absent Bishop Robert Smith (Excused) Ms. Marlena Lange, President (Excused) Mrs. Susan Wyman (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. Francis Amelio, called the meeting at 5:00pm. B. Minutes Mrs. Crown moved for the adoption of the regular April 12, 2023 Minutes. Ms. Milburn seconded. Ayes: Amelio, Ortega, Milburn, Crown – 4 Noes: None Motion declared approved. (5/10/23-27) C. Visitor Comments/Staff Report None D. Correspondence None E. President's Report None 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 spoke about the increase of people looking to take ESL classes, Literacy Connection, and the NYS Library Funding. G. Financial Officer's Report Mrs. Crown moved, that the regular monthly disbursements for April, 2023 in the amount of $116,626.47 having been audited by Bishop Robert Smith and found to be correct, be approved. Ms. Milburn seconded. Ayes: Amelio, Ortega, Milburn, Crown – 4 Noes: None Motion declared approved. (5/10/23-28) There were no Budget Transfers for the month of April. H. Committee Report Building & Grounds: Still awaiting receipt of the HVAC engineering plans for the new system. I have been told it will be completed shortly. We have potholes in a few of our parking spaces in front of the building. After contacting several blacktop companies only one submitted a proposal for the repair. I recommend we move forward with the proposal to repair the blacktop in the damaged parking spaces in front of the library. We anticipate that the new telephone system will be installed on or around May 18, 2023. Our Head Custodian has completed work on a refreshment area in the Community Room. A permanent table has been mounted and tile flooring and backsplash has been installed. A locksmith was called to replace one of the hinges on the electronic front door of the Library. 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 and the upcoming meetings. J. New Business Mrs. Crown moved to approve received proposal to repair the damaged Library parking spaces in the front parking lot. Ms. Milburn seconded. Ayes: Amelio, Ortega, Milburn, Crown – 4 Noes: None Motion declared approved. (5/10/23-29) Ms. Milburn moved to approve the 2024 Election Timeline. Mrs. Crown seconded. Ayes: Amelio, Ortega, Milburn, Crown – 4 Noes: None Motion declared approved. (5/10/23-30) No Executive Session K. Adjournment Mrs. Crown moved to adjourn the meeting at 5:28 p.m. Ms. Milburn seconded. Ayes: Amelio, Ortega, Milburn, Crown – 4 Noes: None Motion declared approved. (5/10/23-31) 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 (05/10/23-27) Approval of adoption of the minutes for 4/12/2023 minutes (05/10/23-28) Approved monthly disbursement for April, 2023 (05/10/23-29) Approved proposal for repair to damaged Library parking spaces (05/11/23-30) Approval of 2024 Election Timeline (05/12/23-31) Adjournment