MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES May 8, 2024 I. Attendance/Pledge of Allegiance Ms. Milburn, called the roll Present Ms. Marlena Lange, President Ms. Fran Amelio, Vice President Mrs. Tonia Crown, Financial Officer Ms. Shelley Milburn, Secretary Bishop Robert Smith Ms. Evelyn Ortega Mrs. Susan Wyman Mr. Matthew Pfisterer, Director Absent None Visitors None 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. Ms. Marlena Lange, called the meeting at 5:00pm. B. Minutes Ms. Amelio moved for the adoption of the April 10, 2024 regular monthly meeting minutes. Ms. Milburn seconded. Ayes: Lange, Amelio, Smith, Crown, Milburn, Wyman, Ortega -7 Noes: None Motion declared approved. (05/08/24-31) C. Visitor Comments/Staff Report None D. Correspondence None E. President's Report Ms. Lange brought up contractual matters to the Negotiation Committee. Also, discussed was to form a Library Experience committee. Both Ms. Ortega and Bishop Smith agreed to be on the committee. Mrs. Crown called to go into Executive Session at 5:03pm to discuss contractual matters. Bishop Smith seconded. Ayes: Lange, Amelio, Smith, Crown, Milburn, Wyman, Ortega -7 Noes: None Motion declared approved. (05/08/24-32) Exited Executive Session at 5:06pm. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Mr. Pfisterer reminded that there will be a gathering at 6pm at Old Erie for both Gretchen Judge and Victoria Turner who are retiring. He also mentioned the NYS Budget and the interview from Inside Edition. He also touched upon the new computers that will be ordered for the Library. G. Financial Officer's Report: Mrs. Crown moved that the regular monthly disbursements for April, 2024 in the amount of $113,159.07 having been audited by Robert Smith and found to be correct, be approved. Ms. Milburn seconded. Ayes: Lange, Amelio, Smith, Crown, Milburn, Wyman, Ortega -7 Noes: None Motion declared approved. (05/08/24-33) H. Committee Report Building & Grounds: The thermal scan of the library's rubber roofs was completed over the course of two days in late April. I am awaiting a report from the company that conducted the scan. Repairs to the awning fascia in the exterior staff entrance to the building area has been completed. We have not noticed any animal activity in the roof since the repair was completed. I have a proposal to purchase three enhanced literacy computers for our children's area. This will allow us to move the existing literacy computers downstairs for adult use and provide new and enhanced literacy computers which will be covered under a NYS Bullet Aide Grant we received earlier this year. H. Committee Report Cont'd Ms. Amelio moved to purchase the three enhanced literacy computers with the NYS Bullet Aide Grant. Mrs. Wyman seconded. Ayes: Lange, Amelio, Smith, Crown, Milburn, Wyman, Ortega -7 Noes: None Motion declared approved. (05/08/24-34) Our exterminating contractor has notified us that we are not experiencing any infestation problems at this time. I. Old Business Mr. Pfisterer presented a preliminary draft from the Long Range Plan Committee to be discussed and voted on in the June meeting. 2024 Trustee Training. J. New Business Ms. Ortega and Mrs. Wyman volunteered to be on the 2025 Budget Committee. Policy Updates. Mrs. Wyman moved to go into Executive Session at 5:36pm to discuss contracts. Bishop Smith seconded. Ayes: Lange, Amelio, Smith, Crown, Milburn, Wyman, Ortega -7 Noes: None Motion declared approved. (05/08/24-35) Exited Executive Session at 5:40pm. K. Adjournment Ms. Amelio moved to adjourn the meeting at 5:45pm. Bishop Smith seconded. Ayes: Lange, Amelio, Smith, Crown, Milburn, Wyman, Ortega -7 Noes: None Motion declared approved. (05/08/24-36) 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