MINUTES OF THE MEETING
THRALL PUBLIC LIBRARY DISTRICT
OF MIDDLETOWN AND WALLKILL
BOARD OF TRUSTEES
March 13, 2024
I. Attendance/Pledge of Allegiance
Ms. Milburn, called the roll
Present
Ms. Marlena Lange, President
Ms. Frances Amelio, Vice President
Mrs. Tonia Crown, Financial Officer
Ms. Shelley Milburn, Secretary
Ms. Evelyn Ortega
Mrs. Susan Wyman
Mr. Matthew Pfisterer, Director
Absent
Bishop Robert Smith (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. Milburn moved for the adoption of the February 14, 2024 regular monthly
meeting minutes. Mrs. Crown seconded.
Ayes: Lange, Amelio, Crown, Milburn, Wyman, Ortega -6
Noes: None
Motion declared approved. (03/13/24-16)
C. Visitor Comments/Staff Report
Part-Time Library Assistant, Jacqueline Cooper, spoke about displays/events/
programs (Past, Present and Future) at the Library.
D. Correspondence
None
E. President's Report
Ms. Lange briefly spoke about two upcoming staff retirements happening in July. And
spoke about the Friends Bird Program that was held on Sunday, March 10th.
F. Director's Report
(A copy of the Director's Report sent to each Board member is attached to the official
minutes.) In addition, Mr. Pfisterer distributed and touched upon the 2023 NYS Annual
Report which will be voted on in New Business. Also discussed was the Encore program
held at SUNY Orange.
G. Financial Officer's Report:
Mrs. Wyman moved that the regular monthly disbursements for January, 2024 in the
amount of $116,585.80 having been audited by Marlena Lange and found to be correct, be
approved. Ms. Milburn seconded.
Ayes: Lange, Amelio, Crown, Milburn, Wyman, Ortega -6
Noes: None
Motion declared approved. (03/13/24-17)
Mrs. Crown moved that the regular monthly disbursements for February, 2024 in the amount
of $135,718.78 having been audited by Evelyn Ortega and found to be correct, be approved.
Ms. Amelio seconded.
Ayes: Lange, Amelio, Crown, Milburn, Wyman, Ortega -6
Noes: None
Motion declared approved. (03/13/24-18)
H. Committee Report
Building & Grounds: Legal advertisements have been placed for bids on the HVAC
replacement project. A contractor's walk through was held on March 7, 2024 at the Library
which was attended by representatives of two contracting firms. As of Monday, March 9,
2024, five contractors had picked up copies of the Bid Documents. Opening of bids will
take place on March, 21, 2024 at 3:00pm at the Library.
I have been advised that contractors who attended the March 7, 2024 walkthrough
expressed concern regarding the integrity of the roof. Our architectural firm sent their
roofing specialist to come to the Library to assess the condition of the roof on March 11,
2024. He told me that he might be able to determine the condition of the roof by his
inspection but if he is unable to come to make a determination, a test will have to be
performed to determine of the roof is repairable or needs to be replaced prior to any HVAC
equipment replacement. I should have more information about this in advance of our
meeting. Should a test be required, I have a proposal for the testing work that will require a
vote of the Board for authorization.
We have been informed that we will be receiving a furniture delivery at the Library on
either March 21st or March 22nd. The day and time are yet to be determined. The Library
will need to close early on the day that the furniture arrives in order for assembly and setup.
We will post this information on our website and phone system once the delivery date is
confirmed.
A service call was placed for our HVAC contractor after our boilers went offline following
a power outage. A service call was placed to a plumbing contractor for a clogged toilet.
Our exterminating contractor has notified us that we are not experiencing any infestation
problems at this time.
Mr. Pfisterer will meet with staff to make recommendations and then call a meeting of the
Long Range Planning Committee to discuss.
I. Old Business
2024 Library Trustee Training.
J. New Business
Ms. Amelio moved to accept the 2023 NYS Annual Report. Ms. Milburn seconded.
Ayes: Lange, Amelio, Crown, Milburn, Wyman, Ortega -6
Noes: None
Motion declared approved. (03/13/24-19)
Also discussed was updates to two of our policies.
Mrs. Wyman moved to go into Executive Session to discuss the Employment History of a
particular individual at 5:51pm. Ms. Milburn seconded.
Ayes: Lange, Amelio, Crown, Milburn, Wyman, Ortega -6
Noes: None
Motion declared approved. (03/13/24-20)
Exited Executive Session at 5:52pm.
K. Adjournment
Ms. Amelio moved to adjourn the meeting at 5:55pm. Ms. Ortega seconded.
Ayes: Lange, Amelio, Crown, Milburn, Wyman, Ortega -6
Noes: None
Motion declared approved. (03/13/24-21)
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