MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES November 13, 2024 I. Attendance Ms. Milburn, called the roll Present Ms. Marlena Lange, President Ms. Frances Amelio, Vice President Mrs. Tonia Crown, Financial Officer Mrs. Susan Wyman Ms. Evelyn Ortega Mr. Matthew Pfisterer, Director Absent Bishop Robert Smith (Excused) Ms. Shelley Milburn, Secretary (Excused) Visitors Jacqueline Cooper 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. Amelio moved for the adoption of the regular October, 2024 Minutes. Mrs. Wyman seconded. Ayes: Lange, Amelio, Wyman. Ortega, Crown - 5 Noes: None Motion declared approved. (11/13/24-64) C. Visitor Comments/Staff Report Ms. Jacqueline Cooper made a visitor comment. Mrs. Wyman moved to go into Executive Session to discuss employment history of particular individuals at 5:08pm. Ms. Amelio seconded. Ayes: Lange, Amelio, Wyman. Ortega, Crown - 5 Noes: None Motion declared approved. (11/13/24-65) Exited Executive Session at 5:18pm D. Correspondence Ms. Lange read a donation letter from Ms. Jean DeWitt. E. President's Report Ms. Lange spoke about appointing others to fill positions on the Board of Trustees. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Mr. Pfisterer also spoke about RCLS approving our 2025 Construction Grant for the roof repair. G. Financial Officer's Report Mrs. Wyman moved that the regular monthly disbursements for September 2024 in the amount of $115,684.15 having been audited by Shelley Milburn and found to be correct, be approved. Mrs. Crown seconded. Ayes: Lange, Amelio, Wyman. Ortega, Crown - 5 Noes: None Motion declared approved. (11/13/24-66) Mrs. Wyman moved that the regular monthly disbursements for October 2024 in the amount of $109,350.04 having been audited by Marlena Lange and found to be correct, be approved. Ms. Amelio seconded. Ayes: Lange, Amelio, Wyman. Ortega, Crown - 5 Noes: None Motion declared approved. (11/13/24-67) Budget Amendment #1 Mrs. Wyman moved that the Board of Trustees of Middletown Thrall Public Library amend the 2024 budget as follows, to allow for the purchase of 2 AWE computers for Children's Room: Reduce: Revenue L2765 Skoufis Grant $7500.00 Increase: Appropriations: L.7410.8200.12.0000.7 Furniture & Equipment $7500.00 Mrs. Crown seconded. Ayes: Lange, Amelio, Wyman. Ortega, Crown - 5 Noes: None Motion declared approved. (11/13/24-68) Budget Amendment #2: Mrs. Wyman moved that the Board of Trustees of Middletown Thrall Public Library amend the 2024 budget as follows, to facilitate additional adult programs, per new Adult Program Coordinator: Reduce: Revenue L2082 Library Charges $2000.00 Increase: Appropriations: L7410.8425.12.0000.0 Programs/Supplies, Adult $2000.00 Ms. Amelio seconded. Ayes: Lange, Amelio, Wyman. Ortega, Crown - 5 Noes: None Motion declared approved. (11/13/24-69) 2024 Budget Transfer #1: Mrs. Wyman moved that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer, to cover shortages in budget lines: To: L7410.8514.12.0000.5 A/V Supplies $2000.00 L7410.8502.12.0000.5 Office & Library Supplies $8000.00 From: L7410.8420.12.0000.0 Insurance $10000.00 Mrs. Crown seconded. Ayes: Lange, Amelio, Wyman. Ortega, Crown - 5 Noes: None Motion declared approved. (11/13/24-70) 2024 Budget Transfer #2: Mrs. Wyman moved that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer to over shortages in budget lines: To: L7410.8500.12.3903.5 Media-YA Dept. $1000.00 From: L7410.8522.12.3902.5 Media-CR Dept. $1000.00 Ms. Amelio seconded. Ayes: Lange, Amelio, Wyman. Ortega, Crown - 5 Noes: None Motion declared approved. (11/13/24-71) 2024 Budget Transfer #3: Mrs. Wyman moved that the Board of Trustees of Middletown Thrall Library accepts the following budget transfer, to cover shortages in budget lines: To: L9040.8804.12.0000.1 Unemployment Insurance $2500.00 From: L9060.8804.12.0000.0 Health Insurance $2500.00 Mrs. Crown seconded. Ayes: Lange, Amelio, Wyman. Ortega, Crown - 5 Noes: None Motion declared approved. (11/13/24-72) H. Committee Report Building & Grounds: New patron computers have been installed in the first floor adult reference area. The new workstations feature larger screens, along with updated security, word processing, and time and print management software systems. The new computers are now on the secure and high speed fiber network provided by the Ramapo Catskill Library System. The front door mechanical opener failed. A service technician told me that the unit could not be repaired and a new one was installed. In order for the new opener to be operational, we need an electrical outlet installed and are awaiting an electrician to come and do this. The handle on the Depot Street door was discovered to be not functioning. A service call was placed to a locksmith who installed a crash bar. Following reports of insect activity in the adult services patron computer workstation area our exterminator was called to spot treat the area. There have been no further reports of insect activity on this area since the treatment. Our exterminating contractor has informed us that we are not currently experiencing any infestation problems. Ms. Ortega volunteered to be on the 2025 Nominating Committee. Library Experience Committee: Ms. Ortega also spoke about the distributions of Care Bags for the unhoused population that was made possible from a grant that we received from RCLS. Also spoke about police access to exterior cameras. Will be voted on under new business. I. Old Business Completion of the 2024 Library Trustee Training J. New Business Administrative Salaries and Part Time Salaries will be discussed and voted on in the December meeting. Ms. Amelio moved to provide exterior camera access to Middletown Police. Mrs. Wyman seconded. Ayes: Lange, Amelio, Wyman. Ortega, Crown - 5 Noes: None Motion declared approved. (11/13/24-73) Mrs. Wyman moved to accept our portion of the RCLS 2025 Budget. Ms. Amelio seconded. Ayes: Lange, Amelio, Wyman. Ortega, Crown - 5 Noes: None Motion declared approved. (11/13/24-74) K. Adjournment Mrs. Wyman moved to adjourn the meeting at 5:44pm. Ms. Amelio seconded. Ayes: Lange, Milburn, Amelio, Ortega, Wyman – 5 Noes: None Motion declared approved. (11/13/24-75) Respectfully Submitted, Shelley Milburn, Secretary TABLE OF MOTIONS (01/10/24-1) Designated Middletown Times Herald Record Digital Edition official newspaper (01/10/24-2) Designated Orange Bank and Trust as official bank. (01/10/24-3) Appointment of JBG Law as the HR Personnel Library Attorney & Alex Smith as the Library's General Attorney (01/10/24-4) Designation of Financial Audit Firm (01/10/24-5) Adjournment (01/10/24-6) Approval of adoption of the December, 2023 minutes (01/10/24-7) Approved monthly disbursement for October, 2023 (01/10/24-8) Approved monthly disbursement for November, 2023 (01/10/24-9) Approved monthly disbursement for December, 2023 (01/10/24-10) Discussion of HVAC construction project. (01/10/24-11) Adjournment (02/14/24-12) Approval of adoption of the January, 2024 Organizational Minutes (02/14/24-13) Approval of adoption of the January, 2024 regular minutes (02/14/24-14) Approved motion to proceed with HVAC bid process (02/14/24-15) Adjournment (03/13/24-16) Approval of adoption of the February, 2024 regular minutes (03/13/24-17) Approved monthly disbursement for January, 2024 (03/13/24-18) Approved monthly disbursement for February, 2024 (03/13/24-19) Approval of the 2023 NYS Annual Report (03/13/24/20) Executive Session (03/13/24-21) Adjournment (04/10/24-22) Approval of adoption of the March, 2024 minutes (04/10/24-23) Approved monthly disbursement for March, 2024 (04/10/24-24) Approval to continue “Fine Free” through 2024 (04/10/24-25) Approval of 2025 Budget and Trustee Vote Timeline (04/10/24-26) Executive Session (04/10/24-27) Approval of HVAC Phase One opening bids (04/10/24-28) Approval of roof scan (04/10/24/29) Approval of overhanging roof (04/10/24-30) Adjournment (05/08/24-31) Approval of adoption of the April, 2024 regular minutes (05/08/24-32) Executive Session (05/08/24-33) Approved monthly disbursement for April, 2024 (05/08/24-34) Approval to purchase three enhanced literacy program computers with the NYS Bullet Aide Grant (05/08/24-35) Executive Session (05/08/24-36) Adjournment No June 2024 Meeting (07/10/24-37) Approval of adoption of the May, 2024 regular minutes (07/10/24-38) Approved monthly disbursement for May, 2024 (07/10/24-39) Approved monthly disbursement for June, 2024 (07/10/24-40) NYS Tax Cap Override TABLE OF MOTIONS (07/10/24-41) Acceptance of the Library's Preliminary 2025 Budget (07/10/24-42) Nomination of Carl S. Berkowitz for Seat on RCLS Board (07/10/24-43) Executive Session (07/10/24-44) Approval of the 2024-2027 Long Range Plan (07/10/24-45) Approval of the LAN Roof Architectural Proposal (07/10/24-46) Adjournment (07/31/24-47) Executive Session (07/31/24-48) Accepted Award of Roof Services Contract (07/31/24-49) Accepted Board Resolution for Aid and RCLS Assurance (07/31/24-50) Adjournment (09/11/24-51) Motion to open the Public Budget Hearing Meeting (09/11/24-52) Approval of adoption of the July, 2024 regular minutes (09/11/24-53) Approval of adoption of the July 31, 2024 special meeting minutes (09/11/24-54) Approved monthly disbursement for July, 2024 (09/11/24-55) Approved monthly disbursement for August, 2024 (09/11/24-56) Adjournment of the Public Budget Hearing Meeting (09/12/24-57) Approval of the Library District's 2025 Budget (09/13/24-58) Approval of the Library Security Camera Policy (09/13/24-59) Adjournment (10/02/24-60) Approval of the September, 2024 regular minutes (10/02/24-61) Executive Session (10/02/24-62) Acceptance of the 2025 Library Budget and Trustee Election (10/02/24-63) Adjournment (11/13/24-64) Approval of adoption of the October 2024 minutes (11/13/24-65) Executive Session (11/13/24-66) Approved monthly disbursement for September 2024 (11/13/24-67) Approved monthly disbursement for October 2024 (11/13/24-68) Approval of Budget Amendment #1 (11/13/24-69) Approval of Budget Amendment #2 (11/13/24-70) Approval of 2024 Budget Transfer #1 (11/13/24-71) Approval of 2024 Budget Transfer #2 (11/13/24-72) Approval of 2024 Budget Transfer #3 (11/13/24-73) Allowance for MPD to access exterior cameras (11/13/24-74) Acceptance of our portion of the RCLS 2025 Budget (11/13/24-75) Adjournment