MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES September 4, 2019 I. Attendance Mrs. Sciucco called the roll. Present Mr. Carl Berkowitz, President Mrs. Marianne Sciucco, Vice President Ms. Linda Martini, Secretary Mrs. Tonia Crown, Financial Officer (arrived 7:07pm) Mr. Richard C. Bell Ms. Marlena Lange Mr. Matthew Pfisterer, Director Absent Mrs. Rosa Boyd (excused) Visitors II. 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 III. Discussion and Recommendation A. Mr. Berkowitz, President, opened the meeting at 7:03pm and led the pledge. Mr. Bell moved to open the Public Hearing for the 2020 Library District Budget. Ms. Martini seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (9/4/19 - 59) B. Minutes Ms. Lange moved for adoption of the minutes of the July 10, 2019 meeting. Ms. Martini seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (9/4/19 - 60) Mrs. Sciucco moved for adoption of the Special Meeting minutes of the July 26, 2019 meeting. Ms. Martini seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (9/4/19 - 61) Mrs. Sciucco moved for adoption of the Special Meeting minutes of the August 9, 2019 meeting. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (9/4/19 - 62) C. Visitor Comments/Staff Report No report. D. Correspondence A copy of any correspondence is sent to each Board member and is attached to the official minutes. The Board received a memo from the Library Unions about starting contract negotiations. Discussion followed. E. President's Report Mr. Berkowitz reported that a candidate for RCLS Director is giving a presentation on 9/5/19. Discussion followed. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) G. Financial Officer's Report A copy of the accounts and balances are attached to the official minutes. H. Committee Reports Mrs. Sciucco moved that the regular monthly disbursements for July, 2019 in the amount of $122,268.43 having been audited by Richard Bell and found to be correct, be approved. Ms. Lange seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (9/4/19 - 63) Mrs. Sciucco moved that the regular monthly disbursements for August, 2019 in the amount of $136,939.36 having been audited by Marlena Lange and found to be correct, be approved. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (9/4/19 - 64) BUDGET TRANSFER #2 Mr. Bell moved that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer: TO: L7410.8540.12.0000.5 Repairs & Maintenance $20,000.00 FROM: L7410.8900.12.0000.0 Contingency/Capital Reserve $20,000.00 Mrs. Sciucco seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (9/4/19 - 65) BUDGET AMENDMENT #3 Mrs. Sciucco moved that the Board of Trustees of Middletown Thrall Public Library amend the 2019 budget to be increased as follows: ADD Revenue: L1081 $ 284.27 PILOT'S L2085 $ 450.00 Exam Proctoring L2690 $1227.04 Other Compensation for Loss L2082 $ 445.19 Library Charges ADD Appropriations: L7410.8521.12.3811.5 Local History Books $ 200.00 L7410.8406.12.0000.0 Telephone/Internet $ 800.00 L7410.8411.12.0000.0 Postage $250.00 L7410.8479.12.0000.0 Professional Membership/ Conference $1000.00 L7410.8475.12.0000.0 Travel-Staff/Trustees $ 156.50 Mrs. Crown seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (9/4/19 - 66) Mr. Bell moved to table Amendment #4. Mrs. Sciucco seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (9/4/19 - 67) Mr. Bell moved to go into executive session at 7:42pm to discuss contracts. Mrs. Sciucco seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (9/4/19 - 68) The Board returned from executive session at 7:46pm. BUDGET AMENDMENT #4 Mrs. Sciucco moved that the Board of Trustees of Middletown Thrall Public Library amend the 2019 budget to be increased as follows: ADD Revenue L2705 $100,000.00 Donations ADD Appropriations L7410.8540.12.0000.5 Repairs & Maintenance $100,000.00 Mr. Bell seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (9/4/19 - 69) Ms. Lange moved that hearing no one from the public, to close the Public Hearing on the Library District Budget. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (9/4/19 - 70) Building & Grounds: Here is a timeline of the air-conditioning repair project: July 17, 2019- Lack of cooling was apparent in the building and Mr. Pfisterer placed a service call. July 19, 2019- Service Tech said that an A/C compressor suffered a total mechanical failure, was not repairable and that there may also be a refrigerant leak. Mr. Pfisterer requested a repair estimate from the company. July 25, 2019- Received the repair estimate from the company July 26, 2019- The Board of Trustees held a special meeting to authorize the expenditure for the Air Conditioning repair. Mr. Pfisterer signed the repair order and the company ordered the equipment August 7, 2019 - Mr. Pfisterer was notified that the parts have arrived but that there is a delay while they locate a crane available to come to the library August 12, 2019- scheduled installation postponed due to heavy rain forecast in our area. The installation was rescheduled and took place on August 14, 2019 August 14-August 22- Continued work on the project until completion on August 22, 2019 Precision Roofing has ordered the materials necessary to complete the roof repairs. They will notify when the materials arrive and give Mr. Pfisterer a work date The exterminators have informed the library that there are currently no infestation issues in the building. I. Old Business No report. J. New Business Ms. Lange moved to approve the 2020 Budget for Middletown Thrall Library. Mrs. Sciucco seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (9/4/19 - 71) K. Adjournment Ms. Lange moved to adjourn the meeting at 8:01pm. Mr. Bell seconded. Ayes: Berkowitz, Bell, Boyd, Crown, Lange, Sciucco - 6 Noes: None Motion declared approved. (9/4/19 - 72) Respectfully submitted, Linda Martini, Secretary TABLE OF MOTIONS (01/09/19-1) Accepted slate of officers (01/09/19-2) Designated Middletown Times Herald Record as official newspaper (01/09/19-3) Designated the Orange Bank and Trust as official bank (01/09/19-4) Designated Stifel-Nicholas as Investment Firm (01/09/19-5) Appointed Alex Smith as Library District's Attorney (01/09/19-6) Adjournment (01/09/19-7) Executive session (01/09/19-8) Accepted bid from Barrier Free Access Systems, Inc. (01/09/19-9) Approved to extend Long Range Plan (01/09/19-10) Accepted appointment of full time cleaner (01/09/19-11) Adjournment (02/13/19-12) Approval of 1/09/19 Organization Meeting minutes (02/13/19-13) Approval of 1/09/19 minutes (02/13/19-14) Approval of 12/12/18 minutes (02/13/19-15) Approved monthly disbursements for December 2018 (02/13/19-16) Approved monthly disbursements for January 2019 (02/13/19-17) Executive session (02/13/19-18) Adjournment (03/13/19-19) Approval of 2/13/19 minutes (03/13/19-20) Approved monthly disbursements for February 2019 (03/13/19-21) Executive session (03/13/19-22) Accepted 2019 Annual Report to the State of NY (03/13/19-23) Accepted appointment of Theresa Zacek to Librarian II (03/13/19-24) Adjournment (04/10/19-25) Approval of 3/13/19 minutes (04/10/19-26) Approved monthly disbursements for March 2019 (04/10/19-27) Executive Session (04/10/19-28) Accepted timetable for 2020 Budget (04/10/19-29) Adjournment (05/08/19-30) Approval of 4/10/19 minutes (05/08/19-31) Approved monthly disbursements for April 2019 (05/08/19-32) Approved BUDGET AMENDMENT #1 (05/08/19-33) Approved BUDGET AMENDMENT #2 (05/08/19-34) Approved TRANSFER #1 (05/08/19-35) Executive Session (05/08/19-36) Adjournment (06/12/19-37) Approval of 5/8/19 minutes (06/12/19-38) Approved monthly disbursements (06/12/19-39) Accepted proposal for Johnson Controls (06/12/19-40) Executive session (06/12/19-41) Adjournment (07/10/19-42) Approval of 7/10/19 minutes (07/10/19-43) Approved NYS Override Amendment (07/10/19-44) Accepted proposed 2020 preliminary budget (07/10/19-45) Approved monthly disbursements (07/10/19-46) Approved to not exceed $6500 repair of roof tiles (07/10/19-47) Approved to revise the 2019 Budget Timetable (07/10/19-48) Approved Budget & Trustee Election to yearly reorganization agenda (07/10/19-49) Executive Session (07/10/19-50) Adjournment (07/26/19-51) Executive Session (07/26/19-52) Approved Expenditure with United for repairs (07/26/19-53) Adjournment (08/09/19-54) Nominate John Schneider for RCLS Board of Trustees (08/09/19-55) Executive Session (08/09/19-56) Approved expenditure with Superior Floors (08/09/19-57) Accepted proposal from Precision Roofing (08/09/19-58) Adjournment (09/04/19-59) Opened Public Hearing for 2020 Budget (09/04/19-60) Approval of 7/10/19 minutes (09/04/19-61) Approval of 7/26/19 Special Meeting minutes (09/04/19-62) Approval of 8/9/19 Special Meeting minutes (09/04/19-63) Approved monthly disbursements for July (09/04/19-64) Approved monthly disbursements for August (09/04/19-65) Approved BUDGET TRANSFER #2 (09/04/19-66) Approved BUDGET AMENDMENT #3 (09/04/19-67) Tabled Amendment #4 (09/04/19-68) Executive session (09/04/19-69) Approved Budget Amendment #4 (09/04/19-70) Closed Hearing (09/04/19-71) Approved proposed 2020 Library Budget (09/04/19-72) Adjournment