MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES December 11, 2024 I. Attendance Mrs. Wyman, called the roll Present Ms. Marlena Lange, President Ms. Frances Amelio, Vice President Mrs. Tonia Crown, Financial Officer (Arrived at 5:17pm) Mrs. Susan Wyman Ms. Evelyn Ortega (Arrived at 5:12pm) Mr. Matthew Pfisterer, Director Absent Bishop Robert Smith (Excused) Visitors Mr. Joseph Ruyack 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 November, 2024 minutes. Mrs. Wyman seconded. Ayes: Lange, Amelio, Wyman. Milburn - 4 Noes: None Motion declared approved. (12/11/24-76) C. Visitor Comments/Staff Report Bridget Manigo, Head of Adult Services, and Theresa Zacek, Head of Youth Services, both discussed their new roles and described events and activities taking place in their respective departments. An individual came to make a visitor comment regarding the employment history of particular individuals, and the Board moved to address her comments in Executive Session. Mrs. Crown moved to go into Executive Session to discuss the employment history of a particular individual and Administrative Salaries for 2025. Ms. Amelio seconded. Ayes: Lange, Crown, Milburn, Amelio, Ortega, Wyman – 6 Noes: None Motion declared approved. (12/11/24-77) Exited Executive Session at 5:41pm D. Correspondence None E. President's Report Ms. Lange discussed the biographies of potential candidates to fill the vacancies on the Board of Trustees. 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 discussed the Care Bags, funded by the grant received from RCLS, the Stuffed Animal Giveaway presented by NYS Senator Skoufis as well as the upcoming Repair Café event. G. Financial Officer's Report Mrs. Wyman moved that the regular monthly disbursements for November 2024 in the amount of $136,890.80 having been audited by Frances Amelio and found to be correct, be approved. Mrs. Crown seconded. Ayes: Lange, Crown, Milburn, Amelio, Ortega, Wyman – 6 Noes: None Motion declared approved. (12/11/24-80) H. Committee Report Building & Grounds: 1. The front door mechanical opener has been replaced and is now operational. The push button openers need to be serviced and I will have that done in the near future.      2. As per our service contract a preventative maintenance has been conducted on the Library's heating system.  Following reports of insect activity in the adult services patron computer workstation area our exterminator was called to spot treat the area. There have been no further reports of insect activity in this area since the treatment.    3. Our exterminating contractor has informed us that we are not currently experiencing any infestation issues in the building.  I. Old Business Completion of the 2024 Library Trustee Training. J. New Business Mrs. Wyman moved to go into Executive Session to discuss the employment history of a particular individuals. Ms. Amelio seconded. Ayes: Lange, Crown, Milburn, Amelio, Ortega, Wyman – 6 Noes: None Motion declared approved. (12/11/24-82) Exited Executive Session at 5:55pm Ms. Amelio moved to accept the 2025 Administrative Assistant Salary. Ms. Milburn seconded. Ayes: Lange, Crown, Milburn, Amelio, Ortega, Wyman – 6 Noes: None Motion declared approved. (12/11/24-78) Mrs. Wyman moved to accept the 2025 Library Director Salary. Ms. Amelio seconded. Ayes: Lange, Crown, Milburn, Amelio, Ortega, Wyman – 6 Noes: None Motion declared approved. (12/11/24-79) Revisions to Art. VII, Section 2 were discussed to be voted on at the January meeting. Ms. Amelio moved to accept 2025 Part Time salaries. Mrs. Crown seconded. Ayes: Lange, Crown, Milburn, Amelio, Ortega, Wyman – 6 Noes: None Motion declared approved. (12/11/24-81) Mrs. Wyman moved to accept Ms. Fran Amelio to fill her seat on the Board of Trustees for this coming year (2025). Ms. Milburn seconded. Ayes: Lange, Crown, Milburn, Amelio, Ortega, Wyman – 6 Noes: None Motion declared approved. (12/11/24-83) Two potential appointees to fill an existing vacancy on the Board of Trustees were discussed but neither received a majority vote for appointment to the Board. K. Adjournment Ms. Amelio moved to adjourn the meeting at 6:05pm. Mrs. Wyman seconded. Ayes: Lange, Crown, Milburn, Amelio, Ortega, Wyman – 6 Noes: None Motion declared approved. (12/11/24-84) 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 (11/13/24-64) Approval of adoption of the October 2024 minutes (11/13/24-65) Executive Session (11/13/24-66) Approved monthly disbursement for September 2024 (11/13/24-67) Approved monthly disbursement for October 2024 (11/13/24-68) Approval of Budget Amendment #1 (11/13/24-69) Approval of Budget Amendment #2 (11/13/24-70) Approval of 2024 Budget Transfer #1 (11/13/24-71) Approval of 2024 Budget Transfer #2 (11/13/24-72) Approval of 2024 Budget Transfer #3 (11/13/24-73) Allowance for MPD to access exterior cameras (11/13/24-74) Acceptance of our portion of the RCLS 2025 Budget (11/13/24-75) Adjournment