• Administrative Committee- President Schottenfeld shared that a slate of officers was created at the October meeting. Trustee Truesdell expressed that an interest in being Vice President. Trustee Karis-Nix also expressed an interest in being President. The Nominating Committee will meet and make a slate of officers for the January meeting.  
• Finance Committee/Treasurer's Report--Treasurer Hiser reviewed the Treasurer's report. Part of the recommendation from UHLS was that the financial transactions be signed by the Treasurer each month. Treasurer Hiser handed the signed forms to Director Peker during the meeting.  Treasure Hiser and Director Peker created a draft of the Financial Policies. Please review and bring questions to the January meeting.  Treasurer Hiser shared that we cannot issue any retroactive COLA or bonuses. There was a COLA increase given in 2012. No COLA increase was given in 2013. Treasurer Hiser recommends that we give the federal COLA increase (1.5%) to all staff and the director in 2014 effective January 1. Director Peker will notify Pam Smith from the Village about this change. Treasurer Hiser moved to authorize this increase for all staff.  Trustee Truesdell seconded. Approved 6-0.  Treasurer Hiser and Director Peker are working to tidy up the financial policies and procedures.  President Schottenfeld shared that the staff expressed an interest in a Keurig machine.  Treasurer Hiser moved to authorize the purchase a Keurig machine and a starter pack for staff, costing no more than $200. President Schottenfeld seconds. Approved 6-0.  Trustee Truesdell will pick it up at Staples.  
• Operations/Capital Projects--Trustee Karis-Nix reported that they had a committee meeting and things are beginning to move forward on the Capital Project. The inspection report came back but it is incomplete. The inspector will be returning to finish the inspection. Director Peker will follow up with Mayor Keegan about the Library's concerns about the inspection and share the proposed floor plan. Trustees Truesdell and Karis-Nix would like to be a part of a meeting between Mayor Keegan, Director Peker and the inspector. Trustee Karis-Nix will update the contract managers however, everything is still on hold until we hear back from the inspection.

Old Business

• Strategic Planning--The survey has been completed and Director Peker has the results to be shared with the Board at a later date. There were 150 responses from users (65%) and non-users (35%) of the library. The biggest challenges include lack of parking and traveling to other libraries.  Following up on the Strategic Plan, we are looking to conduct focus groups in January and February. We are still looking to have a long range plan in draft form by April 2014.  Vice President McKnight will come up with ideas on how and who will conduct the focus groups and solicit the participants. He will share more at the January meeting.  Village Financial Partnership--Treasurer Hiser said that UHLS has strongly recommended that we, not the Village, continue to complete our own AUD. Village of Castleton Trustee Jennifer Pratico shared that Pam Smith is available to help out where we need her.  
• School Board Feasibility Study--The School Board Feasibility Study was discussed.  President Schottenfeld spoke with Supervisor Denis Dowds and he is very supportive of the three library collaborations (Castleton, East Greenbush and Nassau). There is a concern about how collaborating resources with the Schodack Central School District fits in with our Strategic Plan. It was agreed that some of us will be a part of an initial conversation about the feasibility study. President Schottenfeld will be in touch with Mr.Horan to share that Trustees Truesdell and Karis-Nix are willing to meet with representatives from the Schodack Central School District regarding this topic.

New Business
Judy Hadley won the Kindle Fire from the raffle for completing the survey.

Announcements
None

Public Comment
None

Executive Session
President Schottenfeld made a motion to go into Executive Session to discuss personnel matters. Treasurer Hiser seconded. Treasurer Hiser motioned to conclude executive session. Trustee Truesdell seconded. Approved 6-0.

Meeting adjourned at 9:45 p.m.

The next Board of Trustees meeting is scheduled for Monday, January 20 at 7:00 p.m. EST.

Respectfully submitted,
Stacey Rattner
Secretary

Monday, November 18, 2013
Meeting was called to order at 7:05 p.m. EST by President Schottenfeld

Trustees present:
Janet Hiser, Olivia Karis-Nix, Don McKnight, Stacey Rattner, Faith Schottenfeld, Doreen
Truesdell
Absent:
Marge Kehrer
Adoption of Agenda
Trustee Karis-Nix proposed to adopt the agenda. President Schottenfeld seconds.
Approved 6-0.

Public Comment
Schodack Central School District Superintendent Bob Horan and Board of Education
Board Member Paul Puccio shared that they would like to conduct a feasibility study
with the Castleton Public Library that would look into collaborating resources at the
middle school to allow both libraries to possibly operate as one library together. There
is grant money available that could give up to $600,000 to repurpose the Middle School.
The grant applications will probably be due in early summer. A portion of the funding
could go back to the Castleton Public Library. All questions should be addressed to Mr.
Horan and Mr. Puccio. They will email the feasibility study outline to us. Currently, they
are just looking for a financial commitment from the library to conduct the study. To see
another school district that has collaborated similarly check out the Red Jacket School
District as a model.

President’s Report
President Schottenfeld reached out to Mayor Keegan asking him for help in recruiting
more Board members.

Monday, October 21, 2013
Meeting was called to order at 7:04 p.m. EST by President Schottenfeld

Trustees present:
Janet Hiser, Olivia Karis-Nix, Don McKnight, Stacey Rattner, Faith Schottenfeld


Absent:
Marge Kehrer, Doreen Truesdell

Adoption of Agenda
There were a couple of additions to the agenda: Add “Reviewing the Social Media
Policy” under Old Business and “Nominating Committee” under New Business.
President Schottenfeld proposed to adopt the agenda. Treasurer Hiser seconds.
Approved 5-0.

Public Comment
None

President’s Report
Beginning tonight, Director Peker and President Schottenfeld have instituted a “pre”
meeting prior to every board meeting.

The collaboration meeting of Nassau/East Greenbush/Castleton libraries met on
September 23. Since both the Nassau Library and Castleton Public Library are both at
the beginning stages of their strategic planning, the group decided they would meet
again after the libraries developed their strategic plans and established priorities of each
library.

Regarding the budget, there has been positive feedback from Supervisor Denis Dowds
on our budget and our collaboration between the three libraries. We are still waiting to
hear how the budget will proceed with the Town Board. The president of the East
Greenbush Library recommended that as we work on our strategic plan, we also include
discussions of having a 414 and becoming a special district library in the future.

Secretary’s Report
President Schottenfeld moved to accept the September 2013 minutes with the change
from Treasurer Heiser and President Schottenfeld; Vice President McKnight seconded.
Approved 5-0.

Director’s Report
See attached. Additional highlights include:
★Story Hour numbers have gone down. Director Peker is looking for ways to market
story hour in the community.
★Director Peker is waiting for Civil Service to approve hiring Natalie Schipano as
Librarian Trainee and then as the Librarian I once she receives her degree.


Friends Report
Barb Kelp reported.
★She thanked the Board for the support for the Village Wide garage sale book sale and
the Schodack Island Festival.
★The Barnes and Noble event is Saturday, November 23. Volunteers are needed from
9:00 am - 10:00 pm. Any donations for the raffles and baskets are appreciated. Gift
wrapping volunteers are also needed for December 20, 21, 22 and 23.


Committee Reports
Administrative Committee- Social Media policy will be discussed under Old Business.

Finance Committee/Treasurer’s Report--Treasurer Hiser reviewed the treasurer’s report.
Because staff expenses were lower than anticipated it is projected that there will
probably be a surplus at the year’s end. This money will be moved into the Money
Market fund. Treasurer Hiser and Director Peker anticipate that they will be able to
present a preliminary budget at the November meeting. They are having a consultation
with UHLS to discuss financial policies and procedures and from that meeting they will
assess if and how they will need to reallocate financial responsibilities.

Operations/Capital Projects--Trustee Karis-Nix shared that the Committee met following
the Board meeting last month and are putting everything on hold until after the building
inspection. Director Peker shared that an inspector has been contacted. She will reach
out to the Village to clarify the process and how the cost of the inspection will be
covered.

Old Business
Strategic Planning--Vice President McKnight shared that the survey is set to go using
Survey Monkey. It will go out in an email to patrons. The other ways to reach out to the
community is in print advertising such as the Castletonian and the Advertiser. The
Board agreed to volunteer or pay staff for additional hours to enter data, if needed.
Treasurer Hiser suggested that the survey monkey link be on the print survey. Other
suggestions included reaching out to the school district and Castleton Kids by asking
the survey link be included on their FaceBook page and/or website. The end date for
the survey will be three weeks from the start date. The drawing date will be one week
after the end date.

Social Media Policy--Treasurer Hiser moves to accept the Social Media Policy. Trustee
Karis-Nix seconds. Approved 5-0.

New Business
Castleton-in-Bloom fundraising raffle--Andrea who is a staff person who also happens to
be the chairperson of Castleton-in-Bloom. She asked if they could raffle off a basket to
raise funds for a scholarship. A discussion ensued that fundraising would only be
limited to the Friends of the Library and we would not allow fundraising opportunities
from other organizations in the library.

Nominating Committee--Vice President McKnight reminded the Board that it is now time
to discuss the slate of officers for the next year. President Schottenfeld will send an
email to Mayor Keegan about the possibility of recruiting new Board members in the
Castletonian. Director Peker reminded the Board we had discussed inviting community
members join committees without the commitment of becoming a Board member.
President Schottenfeld will email the Personnel committee regarding this issue.
The process of the AUD was discussed. The AUD will be on the agenda as Old
Business in future meetings.

Vice President McKnight would prefer not to be the vice president next year. Trustee
Karis-Nix expressed an interest in taking over that position.

Public Comment
Barb Kelp shared that the East Greenbush Fire Department will be donating portions of
their Saturday pizza night to Peter’s Dairy. You can also go to the Schodack Central
School District website to donate online. Nonperishable items are also being accepted
at the Castleton Ambulance.

Executive Session
President Schottenfeld made a motion to go into Executive Session to continue the
conversation from last month regarding personnel. Trustee Karis-Nix seconded.
Approved 5-0. President Schottenfeld made a motion to conclude Executive Session.
Treasurer Hiser seconded. Approved 5-0.

Personnel
President Schottenfeld motioned to appropriate $500 from our checking account as a
gesture of our support for the director’s service, payable within the next 30 days. Vice
President McKnight seconded. Approved 5-0.

Meeting adjourned at 9:34 p.m.

The next Board of Trustees meeting is scheduled for Monday, November 18 at 7:00
p.m. EST.

Respectfully submitted,
Stacey Rattner
Secretary