MINUTES OF THE MEETING
THRALL PUBLIC LIBRARY DISTRICT
OF MIDDLETOWN AND WALLKILL
BOARD OF TRUSTEES
April 10, 2024
I. Attendance/Pledge of Allegiance
Ms. Milburn, called the roll
Present
Ms. Marlena Lange, President
Mrs. Tonia Crown, Financial Officer
Ms. Shelley Milburn, Secretary
Bishop Robert Smith
Ms. Evelyn Ortega (arrived at 5:10pm)
Mrs. Susan Wyman
Mr. Matthew Pfisterer, Director
Absent
Ms. Frances Amelio, Vice President (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 March 13, 2024 regular monthly meeting minutes.
Bishop Smith seconded.
Ayes: Lange, Smith, Crown, Milburn, Wyman -5
Noes: None
Motion declared approved. (04/10/24-22)
C. Visitor Comments/Staff Report
Senior Library Clerk Gretchen Judge read her letter to the Board about her upcoming retirement.
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D. Correspondence
None
E. President's Report
Ms. Lange thanked Gretchen Judge for her many years of service.
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 the 2025 Budget and Trustee Timeline to be
voted on in New Business. He also discussed being interviewed by Inside Edition regarding
the increase of unhoused people and the services they use within Libraries. Also discussed
was the continuation of waiving fines for overdue books, upcoming Library Week, and the
April 8, 2024 Solar Eclipse event. Mr. Pfisterer also read Librarian II, Victoria Turner's,
letter of her upcoming retirement.
G. Financial Officer's Report:
Mrs. Crown moved that the regular monthly disbursements for March, 2024 in the
amount of $157,905.28 having been audited by Shelley Milburn and found to be correct, be
approved. Mrs. Wyman seconded.
Ayes: Lange, Smith, Crown, Milburn, Wyman, Ortega -6
Noes: None
Motion declared approved. (04/10/24-23)
H. Committee Report
Building & Grounds: Opening of bids for phase one of the HVAC project were opened on
March 21, 2024. This will be discussed in Executive Session. Mrs. Crown moved.
Mrs. Wyman seconded.
Ayes: Lange, Smith, Crown, Milburn, Wyman, Ortega -6
Noes: None
Motion declared approved. (04/10/24-27)
Following concerns expressed by our architectural firm and several contractors who
attended a building walkthrough, I met with a member of our architectural firm who
recommended an infrared scan of our rubber roofs. This scan will be conducted by a third
party and will have to take place in the evening hours after we have had dry weather for a
few days. I will need a vote of the Board to authorize the scan to take place. As of April 9,
2024 I have not heard back regarding a date for the scan to take place but I have asked for it
to be done as soon as possible. Ms. Milburn moved to have the scan done at a cost of no
more than $4,000. Bishop Smith seconded.
Ayes: Lange, Smith, Crown, Milburn, Wyman, Ortega -6
Noes: None
Motion declared approved. (04/10/24-28)
There are holes and beams that need to be replaced in the overhanging roof structure located
in the area of the staff entrance to the building. These are providing access points for
animals to enter the building. I have received a proposal from our roofing contractor to
complete these repairs. Bishop Smith moved to have the repairs done with a cost of no more
than $10,000. Mrs. Crown seconded.
Ayes: Lange, Smith, Crown, Milburn, Wyman, Ortega -6
Noes: None
Motion declared approved. (04/10/24-29)
Two service calls were placed for clogged plumbing in the Library's restrooms. Repairs
were completed.
Our exterminating contractor has notified us that we are not experiencing any infestation
problems at this time.
Mr. Pfisterer will be presenting a draft at the May Long Range Plan meeting.
I. Old Business
2024 Library Trustee Training and policy updates.
J. New Business
Ms. Milburn moved to accept the continuance of “Fine Free” Status through 2024.
Ms. Ortega seconded.
Ayes: Lange, Smith, Crown, Milburn, Wyman, Ortega -6
Noes: None
Motion declared approved. (04/10/24-24)
Bishop Smith moved to accept the 2025 Budget Vote and Trustee Election Timeline.
Ms. Milburn seconded.
Ayes: Lange, Smith, Crown, Milburn, Wyman, Ortega -6
Noes: None
Motion declared approved. (04/10/24-25)
Mrs. Wyman moved to go into Executive Session at 5:30pm to discuss contracts.
Ms. Ortega seconded.
Ayes: Lange, Smith, Crown, Milburn, Wyman, Ortega -6
Noes: None
Motion declared approved. (04/10/24-26)
Exited Executive Session at 5:46pm.
K. Adjournment
Mrs. Crown moved to adjourn the meeting at 5:47pm. Bishop Smith seconded.
Ayes: Lange, Smith, Crown, Milburn, Wyman, Ortega -6
Noes: None
Motion declared approved. (04/10/24-30)
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