MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES September 13, 2023 I. Attendance Ms. Milburn, called the roll Present Ms. Marlena Lange, President Ms. Shelley Milburn, Secretary Mrs. Tonia Crown, Financial Officer (Arrived at 7:04) Bishop Robert Smith Ms. Evelyn Ortega Mrs. Susan Wyman Mr. Matthew Pfisterer, Director Absent Ms. Francis Amelio, Vice President (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. Milburn moved to open the Public Budget meeting at 7:01pm Bishop Smith seconded. Ayes: Lange, Milburn, Bishop Smith, Ortega, Wyman - 5 Noes: None Motion declared approved. (9/13/23-46) B. Minutes Mrs. Wyman moved for the adoption of the regular July 12, 2023 Minutes. Bishop Smith seconded. Ayes: Lange, Crown, Milburn, Bishop Smith, Ortega, Wyman - 6 Noes: None Motion declared approved. (9/13/23-47) C. Visitor Comments/Staff Report Mr. David Medlar D. Correspondence None E. President's Report Ms. Lange stated that the three candidates who are running for the 2024 Board of Trustees submitted their petitions and the order in which the names will appear on the ballot was drawn. And to please remind people to come out and vote. She also spoke about our former Trustee, Mr. Carl Berkowitz, who won the Trustee of the Year award. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Mr. Pfisterer spoke about the upcoming Election on Tuesday, October, 10, 2023; as well as RCLS reaching out to its member libraries about the Yearly RCLS Budget Vote. It does need to be voted on by the Board which will take place at the next meeting in October. G. Financial Officer's Report Mrs. Crown moved, that the regular monthly disbursements for July, 2023 in the amount of $127,552.76 having been audited by Ms. Marlena Lange and found to be correct, be approved. Mrs. Wyman seconded. Ayes: Lange, Crown, Milburn, Bishop Smith, Ortega, Wyman- 6 Noes: None Motion declared approved. (9/13/23-51) Ms. Lange moved, that the regular monthly disbursements for August, 2023 in the amount of $104,699.20 having been audited by Ms. Evelyn Ortega and found to be correct, be approved. Mrs. Crown seconded. Ayes: Lange, Crown, Milburn, Bishop Smith, Ortega, Wyman- 6 Noes: None Motion declared approved. (9/13/23-52) G. Financial Officer's Report Budget Amendment #1: Ms. Lange moved that the Board of Trustees of Middletown Thrall Public Library amend the 2023 budget as follows to allow for the purchase of 2 ScanPro 2500 Microfilm Readers: Reduce: Revenue: L1082 Orange Co. Library Aid $12,000.00 L2085 Exam Proctoring $2190.00 L2761 LLSA $780.00 L2770 Misc. Income $700.00 Increase: Appropriations: L7410.8200.12.0000.7 Furniture & Equipment $15,670.00. Ms. Wyman seconded. Ayes: Lange, Crown, Milburn, Bishop Smith, Ortega, Wyman- 6 Noes: None Motion declared approved. (9/13/23-53) 2023 Budget Transfer #4: Ms. Lange moved that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer, to adjust various payroll budget accounts per Library scheduling needs: 1. TO: L7410.8160.12.0000.6 Administrative Expenses $5,000.00 L7410.8164.12.0000.6 Cleaners, P/T $7,000.00 L7410.8167.12.0000.6 Clerical, P/T $27,600.00 L7410.8168.12.0000.6 Security, P/T $35,600.00 FROM: L7410.8157.12.0000.6 Librarians, Full Time $13,000.00 L7410.8161.12.0000.6 Clerks, Full Time $24,500.00 L7410.8163.12.0000.6 Custodians, Full Time $5,500.00 L9030.8803.12.0000.0 Social Security $9,200.00 L7410.8158.12.0000.6 Librarian's P/T $23,000.00 Mrs. Crown seconded. Ayes: Lange, Crown, Milburn, Bishop Smith, Ortega, Wyman- 6 Noes: None Motion declared approved. (9/13/23-54) 2023 Budget Transfer #5: Ms. Lange moved that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer, to cover shortage in Repairs & Maintenance budget line: 1. TO: L7410.8540.12.0000.5 Repairs & Maintenance $30,000.00 FROM: L7410.8462.12.0000.0 Service Contracts $10,000.00 L9060.8804.12.0000.0 Health & Dental $15,000.00 L7410.8450.12.0000.0 Building Utilities $5,000.00 Ms. Milburn seconded. Ayes: Lange, Crown, Milburn, Bishop Smith, Ortega, Wyman- 6 Noes: None Motion declared approved. (9/13/23-55) Mrs. Crown moved to enter into Executive Session at 7:43PM. Mrs. Wyman seconded. Ayes: Lange, Crown, Milburn, Bishop Smith, Ortega, Wyman- 6 Noes: None Motion declared approved. (9/13/23-56) Out of Executive Session at 7:55PM H. Committee Report Building & Grounds: Following a recent inspection of our fire alarm system our contractor notified me that we have several smoke detectors and two alarm pull stations that need to be replaced. I have a bid from our alarm company to complete the work that requires Board approval. Mrs. Wyman moved to accept the bid, Bishop Smith seconded. Ayes: Lange, Crown, Milburn, Bishop Smith, Ortega, Wyman- 6 Noes: None Motion declared approved. (9/13/23-57) The Library's microfilm readers are outdated, failing and difficult to use. They have frequently been out of service due to difficulty in obtaining replacement parts. The microfilm readers are very popular with people coming to the library to do genealogical research. I am recommending that we purchase two new readers to replace the ones that are failing. I have a proposal for the purchase of two modern units that requires Board approval. The necessary seasonal repairs to the Library's ceramic roof tiles and rubberized roof have been completed. The municipal parking lot in front of the Library on the North Street side was recently milled and repaved by the City of Middletown. This includes the parking spaces and the access roads in between the spaces. All of the parking spaces belonging to the Library in front of the building have now been repaved. All repairs to the Library's AC system have been completed. Library staff have shared their concerns with me regarding the difficulty in finding parking spaces immediately around the building. Most of the Municipal parking in the vicinity of the building is limited to four hours at a time and parking enforcement has been ticketing vehicles left in municipal spaces in excess of 4 hours. The problem times are weekday mornings between 9:00am - 4:00pm. Our exterminating contractor has notified us that we are not experiencing any infestation problems at this time. I. Old Business The Long Range Planning Committee put out a Survey to find out what type of services the Community is looking for from the Library. Next meeting will be held at the end of October. Mrs. Crown moved to close the Public Budget Hearing at 7:28pm. Mrs. Wyman seconded. Ayes: Lange, Crown, Milburn, Bishop Smith, Ortega, Wyman- 6 Noes: None Motion declared approved. (9/13/23-48) J. New Business Ms. Milburn moved to accept The Library District's 2024 Budget. Mrs. Crown seconded. Ayes: Lange, Crown, Milburn, Bishop Smith, Ortega, Wyman- 6 Noes: None Motion declared approved. (9/13/23-49) Mrs. Crown moved to accept the Financial Audit of 2022. Bishop Smith seconded. Ayes: Lange, Crown, Milburn, Bishop Smith, Ortega, Wyman- 6 Noes: None Motion declared approved. (9/13/23-50) K. Adjournment Ms. Milburn moved to adjourn the meeting at 7:56pm. Mrs. Wyman seconded. Ayes: Lange, Crown, Milburn, Bishop Smith, Ortega, Wyman - 6 Noes: None Motion declared approved. (9/13/23-58) 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 (06/14/23-35) Approved 2023 Budget Transfer #3 (06/14/23-36) Executive Session (06/14/23-37) Approval for recommendation for Attorney, Ms. Amy Levine (07/12/23-38) Adjournment (07/12/23-39) Approval of the minutes for the 6/14/23 meeting (07/12/23-40) Approved monthly disbursement for June, 2023 (07/12/23-41) Approval of the proposal for yearly roof repairs TABLE OF MOTIONS (07/12/23-42) Approval of the proposal for repair to the AHU#1 (07/12/23-43) Approval of the Tax Cap Increase (07/12/23-44) Approval of the Proposed 2024 Library Budget (07/12/23-45) Adjournment (09/13/23-46) Motion to open the Public Budget Meeting (09/13/23-47) Approval of the minutes for the 7/12/23 Board Meeting (09/13/23-48) Motion to close the Public Budget Meeting (09/13/23-49) Approval of The Library District's 2024 Budget (09/13/23-50) Approval of the Financial Audit of 2022 (09/13/23-51) Approved monthly disbursement for July, 2023 (09/13/23-52) Approved monthly disbursement for August, 2023 (09/13/23-53) Approved Budget Amendment #1 (09/13/23-54) Approved 2023 Budget Transfer #4 (09/13/23-55) Approved 2023 Budget Transfer #5 (09/13/23-56) Executive Session (09/13/23-57) Approval of bid for repairs to fire alarm system (09/13/23-58) Adjournment