MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES SPECIAL MEETING July 31, 2024 I. Attendance Ms. Milburn called the roll. Present Ms. Marlena Lange, President Ms. Frances Amelio, Vice President Mrs. Tonia Crown, Financial Officer (Arrived at 4:07P.M.) Ms. Shelley Milburn, Secretary Mrs. Susan Wyman Ms. Evelyn Ortega Mr. Matthew Pfisterer, Director Absent Bishop Robert Smith (Excused) Visitors None II. Pledge of Allegiance III. Agenda A. Roll Call B. Visitor Comments C. Executive Session D. New Business E. Adjournment IV. Discussion and Recommendation A. Ms. Lange, President, opened the meeting at 4:00pm. B. Visitor Comments/Staff Report None C. Executive Session Ms. Amelio moved to go into executive session at 4:01pm to discuss contracts. Mrs. Wyman seconded. Ayes: Lange, Amelio, Milburn, Wyman, Ortega -5 Noes: None Motion declared approved. (7/31/24-47) Came out of executive session at 4:13. D. New Business a. Award of Roof Services Contract: Mrs. Crown moved, "WHEREAS: The Library has obtained public bids for the application of a liquid roofing restoration system and related services for the Library building's roof. The Library's architect prepared plans and specifications, which are approved by the Board, and the Library received three bids for the work. Upon the recommendation of the architect, the Library Board will award the bid to the low bidder, BBR Contracting, in the amount of $360,000.00. In addition, the Library Board determines that this contract is a "best value" contract with respect to the materials and labor, and the contract was let in a manner consistent with state public bidding requirements and state comptroller guidance. The materials are provided by TREMCO Roofing, a national company, which provides a 25 year warranty on labor and materials, which warranty includes periodic inspections through the fifteenth year following completion of the work. The labor contractor, BBR Contracting, is a pre-qualified contractor to perform roofing services and will work directly TREMCO Roofing to perform the contract. THEREFORE, IT IS RESOLVED that the roofing services work is a SEQR Type II action and the roofing services contract is awarded to BBR Contracting in the amount of $360,000.00. Ms. Ortega seconded. Ayes: Lange, Amelio, Milburn, Crown, Wyman, Ortega -6 Noes: None Motion declared approved. (7/31/24-48) b. Board Resolution for NYS Aid and RCLS Assurance: Ms. Amelio moved, "To approve the application and accompanying documents for public library construction aid to be administered in accordance with the requirements of Education Law §273-a (as amended by Chapter 148 of the laws of 2014) and Commissioners Regulations §90.12 was read and duly adopted, and the conditions in the RCLS Assurance letter have been accepted by the Board of Trustees of the Middletown Thrall Library." Mrs. Wyman seconded. Ayes: Lange, Amelio, Milburn, Crown, Wyman, Ortega -6 Noes: None Motion declared approved. (7/31/24-49) F. Adjournment Mrs. Crown moved to adjourn the meeting at 4:14pm. Ms. Amelio seconded. Ayes: Lange, Amelio, Milburn, Crown, Wyman, Ortega -6 Noes: None Motion declared approved. (7/31/24-50) 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