MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES July 9, 2025 I. Attendance/Pledge of Allegiance Mrs. Wyman, called the roll Present Ms. Marlena Lange, President Ms. Evelyn Ortega, Vice President (arrived at 5:01pm) Mrs. Susan Wyman, Secretary Ms. Fran Amelio Ms. Narene Russell Mr. Matthew Pfisterer, Director Absent Mrs. Tonia Crown, Financial Officer (Excused) Mr. Joseph Ruyack (Excused) 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 June 11, 2025 regular minutes. Mrs. Wyman seconded. Ayes: Lange, Wyman, Amelio, Russell - 4 Nays: None Motion declared approved. (07/09/25-44) C. Visitor Comments/Staff Report Adult Reference Department Librarian II- Victoria Braidotti, discussed her role within the department, as well as presented the statistics for the Children's and Adult Reference Departments Programs. D. Correspondence None E. President's Report Ms. Lange mentioned that Grace Riario of RCLS will be here on August 20th to help whoever has not completed their Trustee Trainings for 2025. F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) Mr. Pfisterer mentioned that this year the Director's Office will be opening on the following Saturday's 8/9, 8/16, 8/23 and 8/30 from 10-2 to people interested in running for Trustee to pick up the Trustee Petition Packs. He also mentioned that the Friends of Middletown Thrall Public Library celebrated another successful year operating the used bookstore as well as with their popular events. G. Financial Officer's Report: Mrs. Wyman moved that the regular monthly disbursements for June, 2025 in the amount of $96,291.82 having been audited by Narene Russell and found to be correct, be approved. Ms. Amelio seconded. Ayes: Lange, Ortega, Wyman, Amelio, Russell - 5 Nays: None Motion declared approved. (07/09/25-45) 2025 Budget Transfer #3 Ms. Lange moved that the Board of Trustees of Middletown Thrall Library accept the following budget transfer, which facilitates 100% payment of the roof restoration project. Ms. Russell seconded. TO: L7410.8545.12.0000.5 Roof Restoration $366,000.00 FROM: L7410.8524.12.0000.5 Serials and Subscriptions $30,000.00 L7410.8900.12.0000.0 Contingency/Capital Reserve $90,000.00 L7410.8200.12.0000.7 Furniture & Equipment $20,000.00 L7410.8157.12.0000.6 Librarians, Full-Time $80,000.00 L7410.8161.12.0000.6 Clerks, Full-Time $60,000.00 L7410.8163.12.0000.6 Custodians, Full-Time $14,000.00 L7410.8158.12.0000.6 Librarians, Part-Time $4,000.00 L9030.8803.12.0000.0 Social Security/Medicare $28,000.00 L9060.8804.12.0000.0 Health & Dental Ins. $40,000.00 Ayes: Lange, Ortega, Crown, Wyman, Amelio, Russell - 5 Nays: None Motion declared approved. (07/09/25-46) H. Committee Report 1. Building & Grounds: Work is near complete on the roof project. Everything is complete except for the safety railings for the upper roof hatch and a covering for pipes in front of the building. These items are on order and work will be completed as soon as the parts arrive. Many parking places on the Union and James Street sides of the building in May and June where blocked off with construction equipment during late May and June which was an inconvenience for staff and patrons. Despite this inconvenience the project was completed without disruption of library service. 2. Service calls were place to our HVAC service providers in June. There was a leak due to condensation from HVAC pipes located above the children's room which damaged ceiling tiles and leaked onto the top bookshelf. Repairs have been completed and the cooling system is working. 3. An HVAC contractor accidently set of the buildings fire alarm. Our local fire company responded and shut off the alarm. A call was required to our fire alarm company who then came in to reset the system. Following their inspection it was found that there was an issue with a duct detector. I signed a work order and the repair will be undertaken soon. 4. Our exterminator has advised us that we are not experiencing any infection issues at this time. I. Old Business 2025 Library Trustee Training Easement Request tabled until September 10, 2025 meeting. J. New Business NYS Tax Cap Override Motion tabled until September 10, 2025 meeting. Ms.Wyman moved to accept the Library's Preliminary Budget for 2026. Ms. Russell seconded. Ayes: Lange, Ortega, Crown, Wyman, Amelio, Russell - 5 Nays: None Motion declared approved. (07/09/25-47) K. Adjournment Ms. Amelio moved to adjourn the meeting at 5:42pm. Ms. Ortega seconded. Ayes: Lange, Ortega, Wyman, Amelio, Russell - 5 Nays: None Motion declared approved. (07/09/25-48) Respectfully Submitted, Susan Wyman, Secretary TABLE OF MOTIONS (01/8/25-1) Designated Middletown Times Herald Record Digital Edition official newspaper (01/8/25-2) Designated Orange Bank and Trust as official bank (01/8/25-3) Appointment of JBG Law & Alex Smith as Library Council (01/8/25-4) Appointment of Nugent and Haeussler as Financial Audit Firm (01/8/25-5) Adjournment (01/8/25-6) Approval of adoption of the minutes for the December, 2024 meeting (01/8/25-7) Approved monthly disbursement for December, 2024 (01/8/25-8) Approved 2025 Slate of Officers (01/8/25-9) Executive Session (01/8/25-10) Approval to Change Bylaws Article VII, section 2 (01/8/25-11) Adjournment (02/12/25-12) Approval of adoption of the minutes for the January, 2025 reorganizational meeting (02/12/25-13) Approval of adoption of the minutes for the January, 2025 meeting (02/12/25-14) Approved monthly disbursement for January, 2025 (02/12/25-15) Approval for the purchase of new staff room furniture (02/12/25-16) Approval for the purchase of a new circulation desk (02/12/25-17) Adjournment (03/18/25-18) Approval of adoption of the minutes for the February, 2025 meeting (03/18/25-19) Approved monthly disbursement for February, 2025 (03/18/25-20) Executive Session (03/18/25-21) Approved moving forward with roof repair. (03/18/25-22) Approved Motion to Amend the Bylaws (03/18/25-23) Approved Trustee Appointment (03/18/25-24) Approved 2025 Annual Report to the State of New York (03/18/25-25) Approved Data Breach Notification Policy (03/18/25-26) Approved Policy on Employee Notification of Disciplinary Records Request (03/18/25-27) Adjournment (04/09/25-28) Approval of adoption of the minutes for the March, 2025 meeting (04/09/25-29) Approved monthly disbursement for March, 2025 (04/09/25-30) Executive Session (04/09/25-31) Approval of Cooling System preventative maintenance proposal (04/09/25-32) Adjournment (05/14/25-33) Approval of adoption of the minutes for the April, 2025 meeting (05/14/25-34) Approved monthly disbursement for April, 2025 (05/14/25-35) Approved 2025 Budget Transfer #1 (05/14/25-36) Executive Session (05/14/25-37) Approval to continue Fine Free Status through 2026 (05/14/25-38) Approval of Easement Request (05/14/25-39) Adjournment (06/11/25-40) Approval of adoption of the minutes for the May, 2025 meeting (06/11/25-41) Approved 2025 Budget Transfer #2 (06/11/25-42) Approved monthly disbursement for May, 2025 (06/11/25-43) Adjournment TABLE OF MOTIONS (07/09/25-44) Approval of adoption of the minutes for the June, 2025 meeting (07/09/25-45) Approved monthly disbursement for June, 2025 (07/09/25-46) Approved 2025 Budget Transfer #3 (07/09/25-47) Approval of Library's Preliminary Budget for 2026 (07/09/25-48) Adjournment