MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES October 2, 2024 I. Attendance Ms. Milburn, called the roll Present Ms. Marlena Lange, President Ms. Frances Amelio, Vice President Ms. Shelley Milburn, Secretary Ms. Evelyn Ortega (Arrived at 5:07pm) Mr. Matthew Pfisterer, Director Absent Mrs. Tonia Crown, Financial Officer (Excused) Bishop Robert Smith (Excused) Visitors None 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 September, 2024 Minutes. Mrs. Wyman seconded. Ayes: Lange, Amelio, Milburn, Wyman - 4 Noes: None Motion declared approved. (10/2/24-60) C. Visitor Comments/Staff Report Ms. Jacqueline Cooper, Library Assistant, stopped in and was recognized by the director, Matt Pfisterer, who spoke briefly about her accomplishments, as well as the award received from RCLS for her All Abilities Craft Program. D. Correspondence None E. President's Report Ms. Lange spoke about the Election and carrying through of the Budget that passed. Also mentioned the Nominating Committee 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 added that he will be putting out an email to the Library Experience Committee to speak about the grant we received to make Care Packages for the unhoused. Mrs. Wyman moved to go into Executive Session to discuss employment history of particular individual at 5:19pm. Ms. Amelio seconded. Ayes: Lange, Amelio, Milburn, Wyman, Ortega - 5 Noes: None Motion declared approved. (10/2/24-61) Exited Executive Session at 5:24pm G. Financial Officer's Report Monthly Disbursements and Transfers for the month of September will be discussed in the November 13, 2024 meeting. H. Committee Report Building & Grounds: The front door mechanical opener failed. A service call was placed and I am awaiting pricing for either a repair or replacement. A crash bar was replaced and the key punch code reactivated on the Depot Street library delivery entrance. Our exterminating contractor has informed us that we are not currently experiencing any infestation problems. I. Old Business Completion of the 2024 Library Trustee Training J. New Business Mrs. Susan Wyman moved the following: That the Thrall Public Library District of Middletown & Wallkill Board of Trustees accept the following results from the October 2, 2024 Library Budget and Trustee Election. Ms. Shelley Milburn seconded. BUDGET VOTE (with absentee ballots): 92 YES 38 NO TRUSTEES TOTALS: Joseph E Ruyack III Esq 115 Write-Ins: 3- Alfred Mingione Nicole Hueson Monica Irlbacher Ayes: Lange, Amelio, Milburn, Wyman, Ortega– 5 Noes: None Motion declared approved. (10/2/24-62) Policy for Banning Patrons from the Library Building and Grounds. K. Adjournment Ms. Milburn moved to adjourn the meeting at 5:40pm. Ms. Amelio seconded. Ayes: Lange, Milburn, Amelio, Ortega, Wyman – 5 Noes: None Motion declared approved. (10/2/24-63) 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