MINUTES OF THE MEETING
THRALL PUBLIC LIBRARY DISTRICT
OF MIDDLETOWN AND WALLKILL
BOARD OF TRUSTEES
SPECIAL MEETING
July 31, 2024
I. Attendance
Ms. Milburn called the roll.
Present
Ms. Marlena Lange, President
Ms. Frances Amelio, Vice President
Mrs. Tonia Crown, Financial Officer (Arrived at 4:07P.M.)
Ms. Shelley Milburn, Secretary
Mrs. Susan Wyman
Ms. Evelyn Ortega
Mr. Matthew Pfisterer, Director
Absent
Bishop Robert Smith (Excused)
Visitors
None
II. Pledge of Allegiance
III. Agenda
A. Roll Call
B. Visitor Comments
C. Executive Session
D. New Business
E. Adjournment
IV. Discussion and Recommendation
A. Ms. Lange, President, opened the meeting at 4:00pm.
B. Visitor Comments/Staff Report
None
C. Executive Session
Ms. Amelio moved to go into executive session at 4:01pm to discuss contracts.
Mrs. Wyman seconded.
Ayes: Lange, Amelio, Milburn, Wyman, Ortega -5
Noes: None
Motion declared approved. (7/31/24-47)
Came out of executive session at 4:13.
D. New Business
a. Award of Roof Services Contract:
Mrs. Crown moved, "WHEREAS: The Library has obtained public bids for the
application of a liquid roofing restoration system and related services for the Library
building's roof. The Library's architect prepared plans and specifications, which are
approved by the Board, and the Library received three bids for the work. Upon the
recommendation of the architect, the Library Board will award the bid to the low bidder,
BBR Contracting, in the amount of $360,000.00. In addition, the Library Board
determines that this contract is a "best value" contract with respect to the materials and
labor, and the contract was let in a manner consistent with state public bidding
requirements and state comptroller guidance. The materials are provided by TREMCO
Roofing, a national company, which provides a 25 year warranty on labor and materials,
which warranty includes periodic inspections through the fifteenth year following
completion of the work. The labor contractor, BBR Contracting, is a pre-qualified
contractor to perform roofing services and will work directly TREMCO Roofing to
perform the contract.
THEREFORE, IT IS RESOLVED that the roofing services work is a SEQR Type II
action and the roofing services contract is awarded to BBR Contracting in the amount of
$360,000.00. Ms. Ortega seconded.
Ayes: Lange, Amelio, Milburn, Crown, Wyman, Ortega -6
Noes: None
Motion declared approved. (7/31/24-48)
b. Board Resolution for NYS Aid and RCLS Assurance:
Ms. Amelio moved, "To approve the application and accompanying documents for
public library construction aid to be administered in accordance with the requirements of
Education Law §273-a (as amended by Chapter 148 of the laws of 2014) and
Commissioners Regulations §90.12 was read and duly adopted, and the conditions in the
RCLS Assurance letter have been accepted by the Board of Trustees of the Middletown
Thrall Library." Mrs. Wyman seconded.
Ayes: Lange, Amelio, Milburn, Crown, Wyman, Ortega -6
Noes: None
Motion declared approved. (7/31/24-49)
F. Adjournment
Mrs. Crown moved to adjourn the meeting at 4:14pm. Ms. Amelio seconded.
Ayes: Lange, Amelio, Milburn, Crown, Wyman, Ortega -6
Noes: None
Motion declared approved. (7/31/24-50)
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