MINUTES OF THE MEETING THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES March 18, 2025 I. Attendance/Pledge of Allegiance Mrs. Wyman, called the roll Present Ms. Marlena Lange, President Mrs. Tonia Crown, Financial Officer Mrs. Susan Wyman, Secretary Mr. Joseph Ruyack Mr. Matthew Pfisterer, Director Absent Ms. Evelyn Ortega, Vice President (Excused) Ms. Fran Amelio (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 Mrs. Crown moved for the adoption of the February, 2025 regular minutes. Mr. Ruyack seconded. Ayes: Lange, Crown, Wyman, Ruyack -4 Nays: None Motion declared approved. (03/18/25-18) C. Visitor Comments/Staff Report None. D. Correspondence None E. President's Report None F. Director's Report (A copy of the Director's Report sent to each Board member is attached to the official minutes.) G. Financial Officer's Report: Mrs. Crown moved that the regular monthly disbursements for February, 2025 in the amount of $86,620.86 having been audited by Evelyn Ortega and found to be correct, be approved. Mrs. Wyman seconded. Ayes: Lange, Crown, Wyman, Ruyack - 4 Nays: None Motion declared approved. (03/18/25-19) Mr. Ruyack moved to go into Executive Session to discuss Buildings and Grounds. Mrs. Crown seconded. Ayes: Lange, Crown, Wyman, Ruyack - 4 Nays: None Motion declared approved. (03/18/25-20) H. Committee Report 1. Building & Grounds: The Building and Grounds Committee will meet prior to the March 18, 2025 Board of Trustees to discuss the Library's 2024 NYS Construction Grant.   2. On Saturday, February 22, 2025, I was notified that one of the cushions on a first floor patron study pod had been damaged.  Review of information contained on the library's surveillance system revealed that the furniture was damaged by a patron's improper use of the USB phone charger located in the pod resulting in a device becoming overheated and damaging the seat cushion.  We later learned that a repair is not possible and the seat will have to be replaced.  The patron has been notified that his library privileges have been suspended indefinitely until he makes financial restitution to the Library for the damage caused.  Subsequent to this incident signs have been placed around all charging devices that they are to be used for phone, or computer charging only.      3. New furniture has arrived for the staff room.  It is both functional and attractive. The new furniture has been received very favorably by staff.   4. Our exterminator has advised us that we are not experiencing any infestation issues at this time.  PAGE 3 Mr. Ruyack moved to go forward with having the roof repaired. Mrs. Wyman seconded. Ayes: Lange, Crown, Wyman, Ruyack - 4 Nays: None Motion declared approved. (03/18/25-21) I. Old Business 2025 Library Trustee Training. J. New Business Mr. Ruyack moved the following: THRALL PUBLIC LIBRARY DISTRICT OF MIDDLETOWN AND WALLKILL BOARD OF TRUSTEES AMENDMENT TO BY-LAWS AUTHORIZING INCREASE IN NUMBER OF PRESIDENT'S TERMS WHEREAS, the Board of Trustees determines that allowing the Board President to serve additional terms, beyond the two consecutive terms limit currently in the By-Laws, if no other Trustee is willing to serve as President or if the Board is unable to approve a successor, promotes the interest of the public and the Board by facilitating continuity in leadership and operation of the Board's affairs and ensuring that an interested and agreed upon person remains in that governing position. NOW, THEREFORE, IT IS RESOLVED that the By-Laws of the Thrall Public Library District of Middletown and Wallkill are amended by adding the following to the end of Article III, Section 2 of the By-Laws: “and except the President who may serve continuous consecutive terms in the event that no other Trustee is willing to serve or if the Board is unable to approve a successor.” Mrs. Wyman seconded. Ayes: Lange, Crown, Wyman, Ruyack - 4 Nays: None Motion declared approved. (03/18/25-22) Mrs. Wyman moved to appoint Ms. Nareen Russell as a Trustee to serve out the rest of the 2025 term. Mrs. Crown seconded. Ayes: Lange, Crown, Wyman, Ruyack - 4 Nays: None Motion declared approved. (03/18/25-23) Mrs. Crown moved to accept the 2025 Annual Report to the State of New York. Mr. Ruyack seconded. Ayes: Lange, Crown, Wyman, Ruyack - 4 Nays: None Motion declared approved. (03/18/25-24) PAGE 4 J. New Business Cont'd: Mrs. Wyman moved to accept the Data Breach Notification Policy. Mrs. Crown seconded. Ayes: Lange, Crown, Wyman, Ruyack - 4 Nays: None Motion declared approved. (03/18/25-25) Mr. Ruyack moved to accept the Policy on Employee Notification of Disciplinary Records Request. Mrs. Crown seconded. Ayes: Lange, Crown, Wyman, Ruyack - 4 Nays: None Motion declared approved. (03/18/25-26) K. Adjournment Mrs. Wyman moved to adjourn the meeting at 5:38pm. Ms. Crown seconded. Ayes: Lange, Crown, Wyman, Ruyack - 4 Noes: None Motion declared approved. (03/18/25-27) Respectfully Submitted, Susan Wyman, Secretary TABLE OF MOTIONS (01/8/25-1) Designated Middletown Times Herald Record Digital Edition official newspaper (01/8/25-2) Designated Orange Bank and Trust as official bank (01/8/25-3) Appointment of JBG Law & Alex Smith as Library Council (01/8/25-4) Appointment of Nugent and Haeussler as Financial Audit Firm (01/8/25-5) Adjournment (01/8/25-6) Approval of adoption of the minutes for the December, 2024 meeting (01/8/25-7) Approved monthly disbursement for December, 2024 (01/8/25-8) Approved 2025 Slate of Officers (01/8/25-9) Executive Session (01/8/25-10) Approval to Change Bylaws Article VII, section 2 (01/8/25-11) Adjournment (02/12/25-12) Approval of adoption of the minutes for the January, 2025 reorganizational meeting (02/12/25-13) Approval of adoption of the minutes for the January, 2025 meeting (02/12/25-14) Approved monthly disbursement for January, 2025 (02/12/25-15) Approval for the purchase of new staff room furniture (02/12/25-16) Approval for the purchase of a new circulation desk (02/12/25-17) Adjournment (03/18/25-18) Approval of adoption of the minutes for the February, 2025 meeting (03/18/25-19) Approved monthly disbursement for February, 2025 (03/18/25-20) Executive Session (03/18/25-21) Approved moving forward with roof repair. (03/18/25-22) Approved Motion to Amend the Bylaws (03/18/25-23) Approved Trustee Appointment (03/18/25-24) Approved 2025 Annual Report to the State of New York (03/18/25-25) Approved Data Breach Notification Policy (03/18/25-26) Approved Policy on Employee Notification of Disciplinary Records Request (03/18/25-27) Adjournment