MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES November 8, 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 Evelyn Ortega (arrived at 5:13pm) Mrs. Susan Wyman Mr. Matthew Pfisterer, Director Absent None 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. Milburn moved for the adoption of the regular October, 2023 minutes. Ms. Amelio seconded. Ayes: Lange, Amelio, Bishop Smith, Crown, Milburn, Wyman -6 Noes: None Motion declared approved. (11/8/23-64) C. Visitor Comments/Staff Report None D. Correspondence None E. President's Report Ms. Lange reminded the Trustees about completing the necessary trainings prior to the December 13, 2023 meeting. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Mr. Pfisterer distributed the following 2024 Schedules/Lists: Warrants, Holiday, Board Meeting Dates, and Updated Trustee Contact Information. He mentioned hanging the banner over circulation during the last week of October in honor of National Friends and Library Week, the Friends of Middletown program featuring, Mr. Tony Mappo, which was held on Sunday, November 5th, highlighted the increase in social media outreach, and concluded with upcoming Operation Warm. G. Financial Officer's Report: Budget Amendment #2 Mrs. Crown moved, that the Board of Trustees of Middletown Thrall Public Library amend the 2023 budget as follows, to allocate revenue to needed budget lines. Ms. Amelio seconded. REDUCE REVENUE: L2690 Other Compensation for Loss $1,895.00 L2401 Interest & Earning $740.00 L3840 State Aid-Construction Grant $22,600.00 INCREASE Appropriations: L7410.8406.12.0000.0 Telephone/Internet $4,000.00 L7410.8514.12.0000.5 A/V Supplies $2,735.00 L7410.8540.12.0000.5 Repairs & Maintenance $8,500.00 L7410.8200.12.0000.7 Furniture & Equipment $10,000.00 Ayes: Lange, Amelio, Bishop Smith, Crown, Milburn, Wyman, Ortega-7 Noes: None Motion declared approved. (11/8/23-65) No monthly disbursement. 2023 Budget Transfer #6 Mrs. Crown moved, that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer, to cover misc. shortages in budget lines. Bishop Smith seconded. TO: L7410.8522.12.3901.5 MEDIA-ADULT DEPT. $6,000.00 L7410.8502.12.0000.5 OFFICE & LIBRARY SUPPLIES $3,500.00 L7410.8425.12.0000.0 PROGRAMS/SUPPLIES; ADULT $1,500.00 FROM: L7410.8521.12.3810.5 ADULT BOOKS $11,000.00 Ayes: Lange, Amelio, Bishop Smith, Crown, Milburn, Wyman, Ortega-7 Noes: None Motion declared approved. (11/8/23-66) H. Committee Report Building & Grounds: Parts have been ordered for the repair/conversion of the flagpole in front of the building. I have been told that the repair should take place sometime over the next several weeks. The building's elevator has failed to operate on two separate occasions requiring service calls. The second incident occurred on November 5, 2023. A mechanic is scheduled to arrive on November 5, 2023 to make necessary repairs. Our HVAC service company has conducted seasonal maintenance on our boiler heating system. We anticipate that our new microfilm readers will be installed prior to November 8, 2023. Our exterminating contractor has notified us that we are not experiencing any infestation problems at this time. I. Old Business Discussion on how the Long Range Plan Community Survey is going. Next meeting will be held prior to the December 13th Board meeting. J. New Business The Board decided to abstain on the RCLS 2024 Budget Vote Ms. Milburn moved to go into Executive Session at 5:37pm to discuss employment histories of particular individuals. Mrs. Wyman seconded. Ayes: Lange, Amelio, Bishop Smith, Crown, Milburn, Wyman, Ortega-7 Noes: None Motion declared approved. (11/8/23-67) Out of Executive Session at 5:41pm. Bishop Smith moved to accept Administrative Salaries for 2024 in accordance to the terms discussed in Executive Session. Ms. Milburn seconded. Ayes: Lange, Amelio, Bishop Smith, Crown, Milburn, Wyman, Ortega-7 Noes: None Motion declared approved. (11/8/23-68) K. Adjournment Mrs. Wyman moved to adjourn the meeting at 5:43pm. Ms. Milburn seconded. Ayes: Lange, Crown, Milburn, Bishop Smith, Ortega, Wyman - 6 Noes: None Motion declared approved. (10/11/23-69) 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 (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 (11/08/23-64) Approval of the minutes for the 10/11/23 meeting (11/08/23-65) Approved Budget Amendment #2 (11/08/23-66) Approved Budget Transfer #6 (11/02/23-67) Executive Session (11/08/23-68) Approved 2024 Administrative Salaries (11/08/23-69) Adjournment