MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES June 14, 2023 I. Attendance Ms. Milburn, called the roll Present Ms. Marlena Lange, President Ms. Francis Amelio, Vice President Mrs. Tonia Crown, Financial Officer Ms. Shelley Milburn, Secretary Bishop Robert Smith (arrived at 5:07pm) Ms. Evelyn Ortega (arrived at 5:03pm) Mr. Matthew Pfisterer, Director Absent 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. Marlena Lange, called the meeting at 5:01pm. B. Minutes Mrs. Crown moved for the adoption of the regular May 10, 2023 Minutes. Ms. Amelio seconded. Ayes: Lange, Amelio, Crown, Milburn, Ortega, Bishop Smith – 6 Noes: None Motion declared approved. (6/14/23-32) C. Visitor Comments/Staff Report The Director, Matt Pfisterer, thanked both Theresa Z. (Librarian II) and Jennifer B. (Librarian I) both from Adult Reference, for the extra responsibilities they have taken on, along with all the work they are currently doing. Matt also spoke about the outside of the Library book discussion group (Books on Tap) that will start on July 20th, 2023 at Clemson Brothers. Theresa Z. also discussed the RCLS Road Trip. 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, Kids Celebration at Thrall Park on June 10th was a big success G. Financial Officer's Report Mrs. Crown moved, that the regular monthly disbursements for May, 2023 in the amount of $105,040.05 having been audited by Ms. Fran Amelio and found to be correct, be approved. Bishop Smith seconded. Ayes: Lange, Amelio, Crown, Milburn, Ortega, Bishop Smith – 6 Noes: None Motion declared approved. (6/14/23-33) 2023 BUDGET TRANSFER #2 Mrs. Crown moved that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer, which provides funding for the library's new telephone system. Ms. Amelio seconded. 1. TO: L7410.8545.12.0000.5 Telephone System Replacement $56,000.00 FROM: L7410.8420.12.0000.0 Insurance $10,000.00 L7410.8506.12.0000.5 Circulation Control $10,000.00 L7410.8421.12.0000.0 Refund Prior Years Tax $12,000.00 L7410.8900.12.0000.0 Contingency/Reserve $4,000.00 L7410.8200.12.0000.7 Furniture & Equipment $20,000.00 Ayes: Lange, Amelio, Crown, Milburn, Ortega, Bishop Smith – 6 Noes: None Motion declared approved. (6/14/23-34) 2023 BUDGET TRANSFER #3 Mrs. Crown moved that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer to cover Engineering Studies not originally budgeted for. Ms. Milburn seconded. 1. TO: L7410.8440.12.0000.0 Professional Services $58,000.00 FROM: L7410.8900.12.0000.0 Contingency/Reserve $58,000.00 Ayes: Lange, Amelio, Crown, Milburn, Ortega, Bishop Smith – 6 Noes: None Motion declared approved. (6/14/23-35) Bishop Smith moved to go into Executive Session at 5:31pm. Ms. Milburn seconded. Ayes: Lange, Amelio, Crown, Milburn, Ortega, Bishop Smith – 6 Noes: None Motion declared approved. (6/14/23-36) Out of Executive Session at 5:45pm. H. Committee Report Building & Grounds: We have received the HVAC engineering plans and have a meeting scheduled to review the documents with the architects. I am waiting to schedule the paving project for the library spaces facing the Friends of Middletown Thrall Library building. The spaces will need to be clear for the project to being and I have been informed that if it becomes necessary to tow a vehicle on the day of the work is scheduled, we must have a sign posted stating that the spaces will be closed on that date. We will need the signs posted at least a week in advance of the start of the work. I expect to have the signs in a week or two and the work will commence shortly thereafter. The new phone system was installed on May 18th. The new system was up and running on that date with minimal disruption to our patrons and staff. I will receive specific system training later this week. We once again have the ability to make page calls over the Library's Public address system. Our exterminating contractor has notified us that we are not experiencing any infestation problems at this time. I. Old Business Mr. Pfisterer advised that the Long Range Plan Committee will meet up in July. J. New Business Ms. Amelio moved to accept the recommendation for the attorney to work on contractual matters. Ms. Milburn seconded. Ayes: Lange, Amelio, Crown, Milburn, Ortega, Bishop Smith – 6 Noes: None Motion declared approved. (6/14/23-37) K. Adjournment Ms. Milburn moved to adjourn the meeting at 5:46pm. Ms. Ortega seconded. Ayes: Lange, Amelio, Crown, Milburn, Ortega, Bishop Smith – 6 Noes: None Motion declared approved. (6/14/23-38) 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 (05/10/23-30) Approval of 2024 Election Timeline (05/10/23-31) Adjournment (06/14/23-32) Approval of the minutes of the 5/10/23 minutes (06/14/23-33) Approved monthly disbursement for May, 2023 (06/14/23-34) Approved 2023 Budget Transfer #2 (06/14/23-34) Approved 2023 Budget Transfer #3 (06/14/23-35) Approval for recommendation for Attorney, Ms. Amy Levine (06/14/23-36) Adjournment