MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES October 11, 2023 I. Attendance Ms. Milburn, called the roll Present Ms. Marlena Lange, President Ms. Frances Amelio, Vice President Ms. Shelley Milburn, Secretary Mrs. Tonia Crown, Financial Officer Bishop Robert Smith Ms. Evelyn Ortega 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 5:00pm. B. Minutes Ms. Amelio moved for the adoption of the regular September, 2023 Minutes. Mrs. Milburn seconded. Ayes: Lange, Amelio, Bishop Smith, Crown, Milburn, Ortega-6 Noes: None Motion declared approved. (10/11/23-59) C. Visitor Comments/Staff Report Tracy Barretta - Principle Account Clerk, Business Office - the new conference booth and the purchase of additional new furniture for the reading room was discussed. D. Correspondence None E. President's Report Ms. Lange thanked the Director, as well as staff, for a well done Election and carrying through of the Budget that passed. And reminded the other Trustees that trainings need to be completed before the end of this year. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes. Mr. Pfisterer also spoke about the October 10th Election. He congratulated the elected Trustees. He also mentioned that NYS Senator Skoufis was able to secure a grant for libraries in his district for digital literacy and announced that the Library will be closed on November 3, 2023 for staff training G. Financial Officer's Report Mrs. Crown moved, that the regular monthly disbursements for September, 2023 in the amount of $147,128.46 having been audited by Ms. Shelley Milburn and found to be correct, be approved. Ms. Amelio seconded. Ayes: Lange, Amelio, Bishop Smith, Crown, Milburn, Ortega-6 Noes: None Motion declared approved. (10/11/23-60) H. Committee Report Building & Grounds: Following inspection by a local service company it was determined that the mechanisms inside the flagpole in front of the Library building are damaged beyond repair. The company recommended a conversion of the existing flagpole to an external unit. They have provided a proposal to complete the conversion. Work on the Library's sprinkler system is scheduled to begin on Friday, October 13, 2023. Our exterminating contractor has notified us that we are not experiencing any infestation problems at this time. Mrs. Crown moved to accept the proposal for the new furniture for the Reading Room. Ms. Milburn seconded. Ayes: Lange, Amelio, Bishop Smith, Crown, Milburn, Ortega- 6 Noes: None Motion declared approved. (10/11/23-62) I. Old Business Discussion on how the Long Range Plan Community Survey is going. Next meeting will be held prior to the November 8th Board meeting. J. New Business Tonia Crown moved the following: That the Thrall Public Library District of Middletown & Wallkill Board of Trustees accept the following results from the October 10th, 2023 Library Budget and Trustee Election. Ms. Frances Amelio seconded. BUDGET VOTE (with absentee ballots): 146 YES 54 NO TRUSTEES TOTALS: Marlena Lange -147 Evelyn Ortega - 116 Carl S. Berkowitz- 112 Write-In: 1- Gerald Kleiner Ayes: Lange, Amelio, Bishop Smith, Crown, Milburn, Ortega- 6 Noes: None Motion declared approved. (10/11/23-61) The Board decided to postpone voting on the RCLS 2024 Budget until the November 8th meeting. No Executive Session K. Adjournment Mrs. Crown moved to adjourn the meeting at 5:40pm. Bishop Smith seconded. Ayes: Lange, Amelio, Bishop Smith, Crown, Milburn, Ortega - 6 Noes: None Motion declared approved. (10/11/23-63) 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 (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 (10/11/23-59) Approval of the minutes for the 9/13/23 meeting (10/11/23-60) Approved monthly disbursement for September, 2023 (10/11/23-61) Approved Certification of the Results of the Public Budget Vote And Trustee Election of October 10, 2023. (10/11/23-62) Approval of proposal for new Reading Room Furniture (10/11/23-63) Adjournment