MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES October 16, 2019 I. Attendance Ms. Martini called the roll. Present Mr. Carl Berkowitz, President Mrs. Marianne Sciucco, Vice President Ms. Linda Martini, Secretary Mrs. Tonia Crown, Financial Officer 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 4:57pm and led the pledge. B. Minutes Mr. Bell moved for adoption of the minutes of the September 4, 2019 meeting. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. 10/16/19 - 73) 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. E. President's Report No report. Discussion was held on looking into a permanent sign for events outside. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Ms. Martini moved the following: Resolved, that the Public Library District of Middletown & Wallkill Board of Trustees accept the following results from the October 15, 2019 Library Budget and Trustee Election. BUDGET VOTE (with absentee ballots) 120 YES 39 NO TRUSTEE TOTALS: Rose M. Boyd 131 Marlena Lange 126 WRITE-IN: Ms. Rikkia N. Garnere 1 Sammy Caquais 1 Steven Keeler 1 John J. McGarvey 1 Mrs. Crown seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. 10/16/19 - 74) G. Financial Officer's Report A copy of the accounts and balances are attached to the official minutes. H. Committee Reports Mr. Bell moved that the regular monthly disbursements for September, 2019 in the amount of $96,666.63 having been audited by Linda Martini and found to be correct, be approved. Ms. Lange seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (10/1619 - 75) PAGE 3 Mr. Bell moved to go into executive session at 5:18pm to discuss contracts. Ms. Martini seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (10/16/19 - 76) The Board returned from executive session at 5:29pm. Building & Grounds: Carpet installation has begun on October 15, 2019. The project will take approximately 2 weeks to complete. They are starting the upstairs and will work their way down to the first floor. Installation may require brief closures of certain areas of the library, but I anticipate the building being open to the public at all times during the installation. Ms. Lange moved to approve Mr. Fusco's proposal for the HVAC System to spend $7,500.00. Mrs. Sciucco seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (10/16/19 - 77) Ms. Lange moved for the proposal for a service contract with United AC System for $11,688.00. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (10/16/19 - 78) Ms. Lange moved for the proposal from Day Automation which includes technical services regarding software for boilers and pumps. Ms. Martini seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (10/16/19 - 79) Ms. Lange moved to go with the proposal to repair the roof for $4000.00. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (10/16/19 - 80) The exterminators have informed the library that there are currently no infestation issues in the building. I. Old Business No report J. New Business No report K. Adjournment Ms. Lange moved to adjourn the meeting at 5:34pm. Mrs. Sciucco seconded. Ayes: Berkowitz, Bell, Martini, Crown, Lange, Sciucco - 6 Noes: None Motion declared approved. (10/16/19 - 81) 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 (10/16/19-73) Approval of 9/4/19 minutes (10/16/19-74) Certified Election (10/16/19-75) Approved monthly disbursements for September (10/16/19-76) Executive session (10/16/19-77) Approved Fusco proposal for HVAC System (10/16/19-78) Approved proposal with United AC for service contract (10/16/19-79) Approved Day Automation for software (10/16/19-80) Approved to proposal to repair roof (10/16/19-81) Adjournment