MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES November 13, 2019 I. Attendance Ms. Martini called the roll. Present Mr. Carl Berkowitz, President Mrs. Marianne Sciucco, Vice President (arrived 5:02pm) Ms. Linda Martini, Secretary Mrs. Tonia Crown, Financial Officer (arrived at 5:03pm 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 5:00pm and led the pledge. B. Minutes Mr. Bell moved for adoption of the minutes of the October 16, 2019 meeting. Ms. Martini seconded. Ayes: Berkowitz, Bell, Lange, Martini - 4 Noes: None Motion declared approved. 11/13/19 - 82) C. Visitor Comments/Staff Report Mr. Pfisterer announced the library hired a full-time Librarian I for the Children's Room. D. Correspondence A copy of any correspondence is sent to each Board member and is attached to the official minutes. Mr. Berkowitz received a copy of a thank you card sent to Shelley Milburn from one of the election ladies thanking her for making their day each year. E. President's Report Mr. Berkowitz reported the Mr. Bell is having trouble receiving his Board packet. Mr. Berkowitz suggested that we contact the City of Middletown for better lighting in front of the Library. Mr. Berkowitz commented that the Orange County Audubon program was wonderful. It was discussed that the Board needs to appoint a negotiating committee. 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 October, 2019 in the amount of $111,184.89 having been audited by Rosa Boyd and found to be correct, be approved. Mr. Bell seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (11/1319 - 83) Building & Grounds: Carpet installation has been completed. I have received positive feedback from patrons and staff regarding the appearance and overall positive impact on the user experience. The project was completed with minimum disruption to the library users. Our HVAC service contract has been signed and they have serviced our boilers which are up and running. They are waiting on a replacement part to arrive and will call to schedule another appointment when it arrives. PAGE 3 We continue to wait the installation of software to allow us to regulate the heat controls on our boiler system. I have been told that they are awaiting a part and will complete the installation shortly. Our roofing contractor was here to replace tiles and repair the rubber roof. All of the repairs have been completed. I have been advised that the roof tiles were in very bad shape and many more than previously estimated are in need of replacement. They will come back for an inspection in the spring of 2020. The exterminators have informed the library that there are currently no infestation issues in the building. I. Old Business Discussion was held on the RCLS Budget. Ms. Martini moved to accept the 2020 RCLS Budget. Mrs. Sciucco seconded. Ayes: Berkowitz, Lange, Martini, Crown, Sciucco - 5 Noes: Bell - 1 Motion declared approved. (11/1319 - 84) J. New Business Mr. Pfisterer recommended to vote on a change of the Library Code of Conduct. Discussion followed. Ms. Lange moved for a change of the Library Patron Code of Conduct. Mr. Bell seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (11/1319 - 85) Mrs. Sciucco moved to approve the part-time salaries for 2020. Mrs. Crown seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (11/1319 - 86) Ms. Lange moved to go into executive session at 5:35pm to discuss salaries. Ms. Martini seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (11/13/19 - 87) The Board returned from executive session at 6:00pm. Ms. Lange moved to accept the administrative Salaries for 2020 with 1 1/4 % increase. Mr. Bell seconded. Ayes: Berkowitz, Bell, Lange, Martini, Crown, Sciucco - 6 Noes: None Motion declared approved. (11/13/19 - 88) K. Adjournment Ms. Lange moved to adjourn the meeting at 6:02pm. Mr. Bell seconded. Ayes: Berkowitz, Bell, Martini, Crown, Lange, Sciucco - 6 Noes: None Motion declared approved. (11/13/19 - 89) 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 (11/13/19-82) Approval of 10/16/19 minutes (11/13/19-83) Approved monthly disbursements for October (11/13/19-84) Accepted RCLS Budget (11/13/19-85) Approved to change Library Patron Code of Conduct (11/13/19-86) Approved Part-Time Salaries for 2020 (11/13/19-87) Executive session (11/13/19-88) Approved Administrative Salaries for 2020 (11/13/19-89) Adjournment