MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES November 4, 2020 I. Attendance Ms. Martini called the roll. Present Mr. Carl Berkowitz, President Mrs. Tonia Crown, Financial Officer Mrs. Marianne Sciucco, Vice President Ms. Linda Martini, Secretary Mr. Richard C. Bell Ms. Marlena Lange Mr. Matthew Pfisterer, Director Absent Visitors Tracy Barretta, Principal Account Clerk Bishop Robert Smith 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 5:00pm. B. Minutes Mr. Bell moved for adoption of the minutes of the October 7, 2020 meeting. Ms. Martini seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco – (6) Noes: None Motion declared approved. (11/4/20 – 60) C. Visitor Comments/Staff Report Bishop Robert Smith introduced himself to the Board. Bishop Smith was elected to the Board of Trustees at the 2020 election. His term will begin January 1, 2021. Tracy Barretta summarized the audited financial statement. Ms. Lange moved to approve the 2019 audit. Mrs. Crown seconded, Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco – (6) Noes: None Motion declared approved. (11/4/20 – 61) D. Correspondence A copy of any correspondence is sent to each Board member and is attached to the official minutes. Mr. Berkowitz read a letter from Mary Susan Climes announcing that she will be retiring December 30, 2020. E. President's Report Mr. Berkowitz discussed the Pandemic Plan Legislation. 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 Mrs. Sciucco moved that the regular monthly disbursements for August, 2020 in the amount of $61,950.94 having been audited by Marlena Lange and found to be correct, be approved. Mr. Bell seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco – (6) Noes: None Motion declared approved. (11/4/20 – 62) Mrs. Crown moved that the regular monthly disbursements for September, 2020 in the amount of $154,555.43 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. (11/4/20 – 63) BUDGET TRANSFER #2 Ms. Lange moved that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer, to cover necessary building repairs: TO: L7410.8540.12.0000.5 Repairs & Maintenance $41,000.00 L7410.8462.12.0000.0 Service Contracts 6,500.00 FROM: L7410.8521.12.3810.5 Adult Books $18,000.00 L7410.8521.12.3813.5 Children's Books $15,000.00 L7410.8521.12.3814.5 YA Books $ 5,500.00 L7410.8522.12.3901.5 Adult Media $ 5,000.00 L7410.8522.12.3902.5 CR Media $ 2,500.00 L7410.8522.12.3903.5 YA Media $ 1,500.00 Mr. Bell seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco – (6) Noes: None Motion declared approved. (11/4/20 – 64) BUDGET TRANSFER #3 Ms. Lange moved that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer, to cover COVID 19 related PPE and Signage expenses: TO: L7410.8503.12.0000.5 PPE/Signage: COVID $25,000.00 FROM: L7410.8200.12.0000.7 Furniture & Equipment $25,000.00 Mrs Sciucco seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco – (6) Noes: None Motion declared approved. (11/4/20 – 65) BUDGET TRANSFER #4 Mr. Bell moved that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer, to cover NY State Unemployment Insurance: TO: L7410.8420.12.0000.0 Insurance $25,000.00 FROM: L7410.8158.12.0000.6 Librarians, Part Time $18,000.00 L7410.8167.12.0000.6 Clerical, Part Time $ 7,000.00 Mrs Sciucco seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco – (6) Noes: None Motion declared approved. (11/4/20 – 66) BUDGET AMENDMENT #1 Mrs. Crown moved that the Board of Trustees of Middletown Thrall Public Library amend the 2020 budget to be increased as follows: ADD Revenue L1081 $290.05 Pilot (Senior Horizons) L2085 $425.00 Exam Proctoring L2690 $800.00 Other Compensation for Loss L2705 $640.00 Gifts and Donations L2401 $1200.00 Interest and Earnings ADD Appropriations: L7410.8503.12.0000.5 COVID related PPE/Signage $3,355.05 Ms. Lange seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco – (6) Noes: None Motion declared approved. (11/4/20 – 67) H. Committee Reports Building & Grounds: The Library's dry sprinkler system failed inspection and I am in receipt of a proposal from Johnson controls to complete the necessary repairs. This is a labor intensive project. I have priced out labor costs from two local companies both of which and found the Johnson Controls proposal to be the lowest. Mr. Pfisterer recommends that we accept the Johnson Controls offer and complete the necessary repairs. To date, Mr. Pfisterer has not received any competing bids for our necessary roof repairs. Mr. Pfisterer will continue to solicit more bids and hope to have them available for discussions at our December 9, 2020 meeting. Our HVAC contractor is reviewing our Engineers recommendation for repairs. They will be getting back to Mr. Pfisterer in advance of our December 9, 2020 meeting to offer their opinion on the project. We detected some insect activity in the vicinity of our public book drop area. We called our exterminating contractor who spot treated the area and notified us that the insect was likely brought in from materials placed in the book drop. The building is not currently experiencing any infestation issues. We have reports of animal activity in the ceiling in the vicinity of the Director's Office and the Reference area. Mr. Pfisterer had a call into an animal control specialist to assess how they are getting into the building and how we can prevent them from doing so in the future. H. Committee Reports Mrs. Sciucco moved to accept the estimate of $21,000 for repairs of the dry sprinkler system. Ms. Martini seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco – (6) Noes: None Motion declared approved. (11/4/20 – 68) Ms. Lange moved to accept the estimate of roof repairs as per Matthew Pfisterer. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco – (6) Noes: None Motion declared approved. (11/4/20 – 69) I. Old Business No report. J. New Business Mrs Crown will ask the Board who is interested to be on the slate of officers for 2021. K. Adjournment Ms. Lange moved to adjourn the meeting at 5:57pm. Mr. Bell seconded. Ayes: Berkowitz Martini, Lange, Bell, Crown, Sciucco – 6 Noes: None Motion declared approved. (11/4/20 – 70) Respectfully submitted, Linda Martini, Secretary TABLE OF MOTIONS (01/08/20-1) Accepted slate of officers (01/08/20-2) Designated Middletown Times Herald Record as official newspaper (01/08/20-3) Designated the Orange Bank and Trust as official bank (01/08/20-4) Appointed Alex Smith as Library District's Attorney (01/08/20-5) Adjournment (01/08/20-6) Approval of adoption of the minutes of the December 11, 2019 meeting (01/08/20-7) Approved to eliminate late fees for juvenile materials (01/08/20-8) Extend Long Range Plan through 2020 (01/08/20-9) Adjournment (02/12/20-10) Approval of adoption of the reorganizational minutes of the 1/8/20 mtg. (02/12/20-11) Approval of adoption of the minutes of the 1/8/20 mtg. (02/12/20-12) Amended Rules & Regulations from 8 to 10 yrs. of age (02/12/20-13) Approval of Children's Room Policies (02/12/20-14) Approved monthly disbursement for January (02/12/20-15) Approved $3,544.36 purchase workstation for HVAC & Boilers (02/12/20-16) Adjournment (03/11/20-17) Approval of adoption of the minutes of the 2/12/20 meeting (03/11/20-18) Approved for library close due to coronavirus if Mdtn. Schools close (03/11/20-19) Approved monthly disbursements for February (03/11/20-20) Accepted the ICE Policy & Procedure (03/11/20-21) Adjournment (04/15/20-22) Approval of adoption of the minutes of the 3/11/20 meeting (04/15/20-23) Accepted Pandemic Policy (04/15/20-24) Adopted Thrall Public Library Dist. Of Mdtn. & Wallkill Employees as part of the Library's Pandemic Response Policy (04/15/20-25) Adjournment (05/13/20-26) Approval of adoption of the minutes of the 4/15/20 meeting (05/13/20-27) Approved monthly disbursements for March (05/13/20-28) Approved monthly disbursements for April (05/13/20-29) Approved not more than $4000 to repair Dry System (05/13/20-30) Approved 2020 Election Timetable (05/13/20-31) Adjournment (06/10/20-32) Executive session (06/10/20-33) Approval of adoption of the minutes with corrections of the 5/13/20 mtg. (06/10/20-34) Approved monthly disbursements for May (06/10/20-35) Approved to rescind April motion of Part-Time (06/10/20-36) Approved 2019 Annual Report to community (06/10/20-37) Approved to re-open library (06/10/20-38) Accepted Rules & Regulations for Patrons Conduct due to COVID19 Pandemic (06/10/20-39) Authorized Matt to send letter to RCLS on behalf of Anita Baumann (06/10/20-40) Adjournment (07/08/20-41) Approval of adoption of the minutes of the June 10, 2020 meeting (07/08/20-42) Accepted 2021 preliminary library district budget (07/08/20-43) Adjournment (09/02/20-44) Opened Public Hearing for 2021 Vote (09/02/20-45) Approved of adoption of the minutes with corrections (09/02/20-46) Approved monthly disbursement for June (09/02/20-47) Approved monthly disbursements for July (09/02/20-48) Approved Budget Transfer #1 (09/02/20-49 Closed Hearing (09/02/20-50) Approved the 2021 Budget no tax levy increase (09/02/20-51) Adjournment (10/07/20-52) Approved of adoption of the minutes of the 9/2/20 (10/07/20-53) Approved to extend Fine Free period through 6/30/21 (10/07/20-54) Approved vacant trustee position for 2021 (10/07/20-55) Approved certification of 2021 Trustee Election Results (10/07/20-56) Accepted RCLS Budget 2021 (10/07/20-57) Executive Session (10/07/20-58) Approved to rollover union contract from 1/1/21-12/31/21 (10/07/20-59) Adjournment (11/04/20-60) Approved of adoption of the minutes of the 10/7/20 (11/04/20-61) Approved the 2019 audit (11/04/20-62) Approved monthly disbursements for August (11/04/20-63) Approved monthly disbursements for September (11/04/20-64) Approved Transfer #2 (11/04/20-65) Approved Transfer #3 (11/04/20-66) Approved Transfer #4 (11/04/20-67) Approved Amendment #1 (11/04/20-68) Accepted the repairs of Dry Sprinkler System (11/04/20-69) Accepted the roof repairs (11/04/20-70) Adjournment