MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES September 11, 2024 I. Attendance/Pledge of Allegiance Ms. Milburn, called the roll Present Ms. Marlena Lange, President Ms. Fran Amelio, Vice President (Arrived at 7:12pm) Mrs. Tonia Crown, Treasurer Ms. Shelley Milburn, Secretary Ms. Evelyn Ortega Mr. Matthew Pfisterer, Director Absent Bishop Robert Smith (Excused) Mrs. Susan Wyman (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. Shelly Milburn moved to open the Public Budget Hearing at 7:04pm. Mrs. Crown seconded. Ayes: Lange, Crown, Milburn, Ortega-4 Noes: None Motion declared approved. (09/11/24-51) B. Minutes Ms. Milburn moved for the adoption of the July 10, 2024 regular monthly meeting minutes. Ms. Ortega seconded. Ayes: Lange, Crown, Milburn, Ortega-4 Noes: None Motion declared approved. (09/11/24-52) Mrs. Crown moved for the adoption of the July 31, 2024 special monthly meeting minutes. Ms. Milburn seconded. Ayes: Lange, Crown, Milburn, Ortega-4 Noes: None Motion declared approved. (09/11/24-53) C. Visitor Comments/Staff Report None D. Correspondence None E. President's Report Ms. Lange spoke about the RCLS Annual Meeting held on September 6, 2024 in which Thrall staff member, Jacqueline Cooper, won an award for her All Abilities Adults Craft program. 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 upcoming internal changes within the Library, as well as, the upcoming Active Shooter Training scheduled on September 27, 2024. He also spoke about the Battle of the Books, organized and run by Gretchen Chandra and Kimberly Schneider, both from our Youth Services Department. G. Financial Officer's Report Ms. Milburn moved that the regular monthly disbursements for July, 2024 in the amount of $143,343.78 having been audited by Evelyn Ortega and found to be correct, be approved. Ms. Amelio seconded. Ayes: Lange, Amelio, Crown, Milburn, Ortega-5 Noes: None Motion declared approved. (09/11/24-54) Ms. Amelio moved that the regular monthly disbursements for August, 2024 in the amount of $102,175.31 having been audited by Marlena Lange and found to be correct, be approved. Mrs. Crown seconded. Ayes: Lange, Amelio, Crown, Milburn, Ortega-5 Noes: None Motion declared approved. (09/11/24-55) H. Committee Report Building & Grounds: New public computers for the adult services reference area have been received at RCLS headquarters. The computers are being configured, loaded with word processing, security and time and print management software before delivery and set up here. The computers will be connected to the fiber network of RCLS which will ensure high speed and reliable connectivity. The door handle and crash bar needed replacement on the staff entrance to the building. Repairs were completed in August. The NYS Construction Grant application for the roof reconstruction and resurfacing project has been submitted to the Ramapo Catskill Library System. Our exterminating contractor has notified us that we are not experiencing any infestation problems at this time. Mrs. Crown moved to adjourn the Public Budget Hearing at 7:23. Ms. Milburn seconded. Ayes: Lange, Amelio, Crown, Milburn, Ortega-5 Noes: None Motion declared approved. (09/11/24-56) I. Old Business 2024 Library Trustee Training and NYS Library Construction Grant. J. New Business Ms. Amelio moved to approve the Library District's 2025 Budget per how it was presented and discussed in the July 10, 2024 meeting. Ms. Milburn seconded. Ayes: Lange, Amelio, Crown, Milburn, Ortega-5 Noes: None Motion declared approved. (09/11/24-57) Ms. Milburn moved to approve the Library Security Camera Policy. Ms. Amelio seconded. Ayes: Lange, Amelio, Crown, Milburn, Ortega-5 Noes: None Motion declared approved. (09/11/24-58) Also discussed was the Library Experience Committee. K. Adjournment Ms. Amelio moved to adjourn the meeting at 7:35pm. Ms. Ortega seconded. Ayes: Lange, Amelio, Crown, Milburn, Ortega-5 Noes: None Motion declared approved. (09/11/24-59) 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