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Castleton Public Library Board of Trustees Meeting Monday, May 15, 2023 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:01 pm. Roll Call Present (physical): Shane Mitchum, President; Patrick Cartwright, Vice President; Alyssa Mitchum, Treasurer; Laurie Knaack, Secretary; Colin Strainge, Trustee; Kate Bielawa, Trustee; Meghan Johnston, Trustee; Melissa Tacke, Library Director Absent: none Adoption of Agenda The adoption of the agenda was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. Public Comment New Village of Castleton trustee Rebekah Timerman attended in person. New Business Library Funding Proposition – Presentation and Q&A: No members of the public were present at the beginning of the meeting for further Q&A. Director Tacke recapped the prior small Q&A held at the library and shared with the board that she will promptly post online to notify the public of the results after the May 16 vote. New Hire – Library Assistant: Trustee Johnston motioned to approve the hire and pay rate of new Library Assistant Melanie Sheldon. Trustee Knaack seconded. Unanimously approved. 2022 Financial Review: Consultant William C. Adams reviewed the 2022 financial activity of the library and provided a letter validating that records are current and accurate, and that the budget-to-actual comparison for the 2022 Fiscal Year shows that all line-item expenditures were within the original adopted budgeted amount. Old Business Long-range planning: Director Tacke will send a draft of the long-range plan to trustees prior to the June meeting for review and revision. Tim Burke of UHLS will attend the June meeting to discuss his thoughts about the draft long-range-plan. Library word-of-mouth advertising: Director Tacke encouraged trustees to share the date for the Summer Reading Club Kickoff on Saturday, June 24 from 10:30-3:30. Reports President’s Report No report. Secretary’s Report Trustee Cartwright motioned to approve the April 2023 regular meeting minutes. Seconded by Trustee Strainge. Unanimously approved. Treasurer’s Report Trustee Cartwright motioned to approve the April 2023 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report Director Tacke presented statistics for April, with a comparison against previous years. Notably, online marketing reach has increased significantly since 2021. Friends Report The Friends of the Library held a very successful Plant Sale on May 6 and are now preparing for baked goods sales at the Schodack Town Music in the Park events this summer. Committee Reports All committees report plans to meet again after the outcome of the sustainable funding vote. Finance: did not meet. Administrative: did not meet. Operations/Capital Projects: did not meet. Policy: did not meet. Sustainable Funding: updates included above. Library Space: did not meet. Community Outreach & Visibility: did not meet. Announcements Director Tacke will be away from the 19th-27th of May. During this time period, if President Mitchum cannot be reached due to his own travel plans, he has delegated his authority to respond to circumstances that necessitate Board involvement (such as emergency circumstances requiring temporary closure of the Library) to Trustee Knaack, who expects to be at home in the Village during this time period and has provided contact information for sharing with library staff. Public Comment None. Executive Session None. Adjournment The meeting was adjourned at 7:24 pm.
Castleton Public Library Board of Trustees Meeting Monday, April 17, 2023 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:11 pm. Roll Call Present: Shane Mitchum, President; Patrick Cartwright, Vice President; Alyssa Mitchum, Treasurer; Laurie Knaack, Secretary; Colin Strainge, Trustee; Meghan Johnston, Trustee; Melissa Tacke, Library Director Absent: Kate Bielawa, Trustee Adoption of Agenda The adoption of the agenda was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. Public Comment New Village of Castleton trustee Rebekah Timerman attended in person to introduce herself as the new library liaison from the village board. New Business None. Old Business Trustee continuing education: Director Tacke worked with UHLS to schedule 3 sessions of training that will be held onsite at the Village Hall in 2023 and will satisfy the annual continuing ed. requirement for trustees. The dates have been finalized. The first two sessions will be held by the McLean Group: Session 1 Tue Sep 26 5:30-7pm and Session 2 Tue Oct 10, 5:30-7pm. Session 3 is a 1 hour followup with UHLS Mon Oct 16 from approximately 7:15-8:15pm after an abbreviated board meeting at 7pm. Sustainable funding: An informational mailing was sent to 12033 and 12156 postal customers about the funding proposition that will appear on the May 16 Schodack Central School District budget vote and board election. Director Tacke will be speaking to various community stakeholders including the Schodack Town Board, Kiwanis, Main St. Association, and if possible at the school district’s Budget Hearing on May 4. Director Tacke also shared with the library trustees the revised Library Funding Proposition Q&A. Long-range planning: Trustees reviewed and discussed the previous Long Range Plan and brainstormed extensively for the new one. General consensus on goals focused on image, offerings, and physical space. Director Tacke took notes and will aim to share a draft with the board in approximately two weeks, give trustees a few days for comments, and share with Tim Burke of UHLS for his thoughts. Tim will be invited to the May board meeting. Library word-of-mouth advertising: Director Tacke encouraged trustees to share about Community Information Sessions on Monday, May 8 at 1pm and 6pm in-person at the library, where community members can come to ask questions and learn more about the library funding proposition. Reports President’s Report - No report. Secretary’s Report Trustee Cartwright motioned to approve the March 2023 regular meeting minutes. Seconded by Trustee Strainge. Unanimously approved. Treasurer’s Report Trustee Cartwright motioned to approve the March 2023 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report Director Tacke presented statistics for March, with a comparison against previous years. In-person attendance has continued to rise compared with the earlier years of the COVID-19 pandemic. Friends Report The Friends of the Library sent out their March membership drive mailing. Their next event will be the Plant Sale on May 6. Committee Reports Finance: did not meet. Administrative: did not meet. Operations/Capital Projects: did not meet. Policy: did not meet. Sustainable Funding: Updates included above. Library Space: will plan to meet again after sustainable funding vote. Community Outreach & Visibility: did not meet. Announcements None. Public Comment None. Executive Session None. Adjournment The meeting was adjourned at 8:06 pm.
Castleton Public Library Board of Trustees Meeting Monday, March 20, 2023 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:02 pm. Roll Call Present (physical): Shane Mitchum, President; Patrick Cartwright, Vice President; Alyssa Mitchum, Treasurer; Laurie Knaack, Secretary; Kate Bielawa, Trustee; Colin Strainge, Trustee; Meghan Johnston, Trustee; Melissa Tacke, Library Director Absent: none Adoption of Agenda The adoption of the agenda was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. Public Comment Village of Castleton board member Lissa D’Aquanni attended in person, reminded trustees that Village board elections are March 21, and that there is a food drive for the Anchor food pantry March 25. New Business - None. Old Business Trustee continuing education: Director Tacke is working with UHLS to schedule 3 sessions of training that will be held onsite at the Village Hall in 2023 and will satisfy the annual continuing ed. requirement for trustees. Sustainable funding: Director Tacke attended the March Schodack School Board meeting and discussed the sustainable funding vote. Director Tacke also shared with the library trustees the Library Funding Proposition Q&A that has been reviewed by Upper Hudson. Long-range planning: Trustees reviewed and discussed feedback from community surveys, a UHLS focus group, and staff. Trustees will continue to discuss at the April board meeting and plan towards having a draft Long Range Plan by May in order to potentially obtain review from Tim Burke of UHLS in May. Library word-of-mouth advertising: Director Tacke encouraged trustees to spread the word about the many school break activities (Friday, April 7 through Saturday, April 15). Reports President’s Report No report. Secretary’s Report Trustee Cartwright motioned to approve the February 2023 regular meeting minutes. Seconded by Trustee Johnston. Unanimously approved. Trustee Cartwright motioned to approve the February 2023 Special Meeting minutes. Seconded by Trustee Strainge. Unanimously approved. Treasurer’s Report Funding from the town of Schodack and Friends of the Library has been received for this year. Trustee Cartwright motioned to approve the February 2023 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report Director Tacke presented statistics for February, with a comparison against previous years. In-person attendance has continued to rise compared with the earlier years of the COVID-19 pandemic. Friends Report The Friends of the Library has established their 2023 schedule of events and sent out their March membership drive mailings. A well-attended breakfast fundraiser was held on March 18. Committee Reports Finance: did not meet. Administrative: did not meet. Operations/Capital Projects: did not meet. Policy: did not meet. Sustainable Funding: Updates included above. Library Space: will plan to meet again after sustainable funding vote. Community Outreach & Visibility: did not meet. Announcements - None. Public Comment - None. Executive Session - None. Adjournment - The meeting was adjourned at 8:03 pm.
Castleton Public Library Board of Trustees Meeting Tuesday, February 21, 2023 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:00 pm. Roll Call Present: Shane Mitchum, President; Patrick Cartwright, Vice President; Alyssa Mitchum, Treasurer; Laurie Knaack, Secretary; Kate Bielawa, Trustee; Colin Strainge, Trustee; Meghan Johnston, Trustee; Melissa Tacke, Library Director Absent: none Adoption of Agenda The adoption of the agenda was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. Public Comment Village of Castleton board member Lissa D’Aquanni attended virtually, shared that Village board elections are March 21, and encouraged all Village residents to vote. New Business Annual Report to the Community: Director Tacke presented the one-page annual report for sharing with the community. The adoption of the 2022 Annual Report to the Community was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. New York State Annual Report: The adoption of the NYS Annual Report for 2022 was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. Annual Update Document for 2022: The board reviewed annual financial update documents. Old Business Sustainable funding: Director Tacke has discussed the Section 259 vote plan with the town supervisor, village mayor, and school district superintendent, and gave public comment at the most recent school board meeting; will formally put a letter in front of the board of education at their March meeting. Sustainable funding Resolution: Approval of a resolution to place a proposition to fund the Castleton Public Library on the May 2023 Schodack Central School District Ballot was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. [Note: wording of the resolution was supplanted by a revised version passed at the 3/3/23 special meeting] Long-range planning: Over 200 responses to the public survey were received. Upper Hudson also facilitated a focus group on February 15 on behalf of our library. Further detail will be shared with trustees soon. Trustee continuing education: Trustees communicated availability to Director Tacke and she will work with UHLS on scheduling the racial equity training that will satisfy the continuing education requirement for 2023. Library word-of-mouth advertising: Director Tacke encouraged trustees to spread the word about the late March Paint & Punch evening event for older teens and adults. Reports President’s Report Included with sustainable funding report above. Secretary’s Report Trustee Cartwright motioned to approve the January 2023 meeting minutes. Seconded by Trustee A. Mitchum. Unanimously approved. Treasurer’s Report The library received NYS Education Bullet Aid of $25,000 which is now shown in the financial statements. Trustee Cartwright motioned to approve the January 2023 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report Director Tacke presented statistics for January, with a comparison against previous years. Compared with intense distribution of kits during the earlier part of the COVID-19 pandemic, kit/prerecorded attendance has decreased; circulation and physical attendance continue to increase. Friends Report The Friends of CPL have established their 2023 schedule of events. March will be their membership drive. Committee Reports Finance: no report. Administrative: did not meet. Operations/Capital Projects: did not meet. Policy: did not meet. Trustee Johnston will join this committee. Sustainable Funding: Updates included above. On track for vote in May 2023 for funding that would go into effect for the 2024 budget. Library Space: met and will plan to meet again after sustainable funding vote. Community Outreach & Visibility: did not meet. Announcements None. Public Comment None. Executive Session None. Adjournment The meeting was adjourned at 7:41 pm. Addendum to February Castleton Public Library Board of Trustees Meeting Minutes Friday, March 3, 2023 Special Meeting Minutes Welcome The meeting was called to order by President Mitchum at 5:04 pm. Roll Call Present: Shane Mitchum, President; Patrick Cartwright, Vice President; Alyssa Mitchum, Treasurer; Laurie Knaack, Secretary; Kate Bielawa, Trustee; Meghan Johnston, Trustee; Melissa Tacke, Library Director Absent: Colin Strainge, Trustee Sustainable Funding Proposition Trustees met on Friday, March 3, 2023 to approve a revision to the wording of the proposed resolution that had previously been approved at the February board meeting. The Board of Trustees accepted signatures collected by the Friends of the Library, as required by Section 259 of New York State Education Law, from 28 registered voters in the school district who are in support of placing this proposition on the ballot. The collected signatures will be provided, along with a letter requesting the ballot measure, to the Schodack Central School District Superintendent and Board of Education. Approval of the Resolution below was motioned by Trustee Cartwright and seconded by Trustee Johnston. Unanimously approved. Resolution to Place a Proposition to Fund the Castleton Public Library on the May 2023 Schodack Central School District Ballot The Trustees of the Castleton Public Library respectfully request that, pursuant to Section 259 of New York State Education Law, the Schodack Central School District Board of Education place the following proposition before the voters at the next (May 16, 2023) School District election: "Resolved, that pursuant to Education Law, Section 259, the Board of Education of the Schodack Central School District is authorized to levy and collect an annual tax, separate and apart from the annual school district budget, in the amount of one hundred fifty-nine thousand dollars ($159,000), which shall be paid to the Castleton Public Library for the support and maintenance of the library; with this appropriated amount to be the annual appropriation until thereafter modified by a future vote of the electors of the Schodack Central School District." Adjournment The meeting was adjourned at 5:08 pm.
Castleton Public Library Board of Trustees Meeting Tuesday, January 17, 2023 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:08pm. Roll Call Present (Physical): Shane Mitchum, President; Alyssa Mitchum, Treasurer; Kate Bielawa, Trustee; Colin Strainge, Trustee; Meghan Johnston, Trustee. Present (Zoom): Melissa Tacke, Library Director; Patrick Cartwright, Vice President. Absent: Laurie Knaack, Secretary. Adoption of Agenda The adoption of the agenda was motioned by Trustee Cartwright and seconded by Trustee Strainge. Unanimously approved. Public Comment None. New Business Election of officers: The adoption of the 2023 Election of officers was motioned by Trustee Cartwright and seconded by Trustee Strainge. Unanimously approved. Committee Assignments: All board members will remain on the same committee assignments. Trustee Johnston selected Library Space and will notify Director Tacke by the next board meeting of her second selection. UHLAN Agreement: The adoption of the 2023 UHLAN Agreement was motioned by Trustee Cartwright and seconded by Trustee Strainge. Unanimously approved. Old Business Board self evaluations: President Mitchum received all Director and Self Evaluations for the 2022 year. Areas to call out for improvement were noted as:
Corrections to the 2022 Revised Budget: Corrections regarding the grant income line. The adoption of the 2022 Revised Budget was motioned by Trustee Cartwright and seconded by Trustee Strainge. Unanimously approved. Long-range planning: We have received 160 online public survey responses. Postcards went out the previous week of the January board meeting. Upper Hudson is going to hold a focus group on our behalf in February. Director Tacke asked for assistance in identifying anyone who is not a library user to suggest for this focus group. Library word-of-mouth advertising: Director Tacke shared the events that are taking place during the month of February and highlighted all of the in person events during the February school break. Presidents Report: None Secretary’s Report: Trustee Cartwright motioned to approve the December 2022 meeting minutes. Seconded by Trustee Strainge. Unanimously approved. Treasurer’s Report: Trustee Cartwright motioned to approve the December 2022 Check Detail Reports. Seconded by Trustee Strainge. Unanimously approved. Director’s Report: Director Tacke presented the Comparative Statistics for 2022. We are not quite back to 2019 numbers however there has been a significant increase from 2021. Director Tacke noted the library card holders had an artificial inflation in 2020 and 2021 due expired cards being renewed systemwide in that time period. Friends Report: Friends of Library meeting taking place January 17th to discuss what fundraisers they will have for the 2023 year. Committee Reports: Finance: No report. Administrative: No reports. Operations/Capital Projects: Did not meet. Policy: Did not meet. Sustainable Funding: Rescheduling meeting. Director Tacke shared an infographic with President Mitchum and Trustee Mitchum and will share with the board at the February meeting. Library Space: Did not meet. Community Outreach and Visibility: Did not meet. Announcements: None Public Comment: None Executive Session: None Adjournment: The meeting was adjourned at 7:36pm.
Castleton Public Library Board of Trustees Meeting Monday, December 19, 2022 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:00 pm. Roll Call Present (physical): Shane Mitchum, President; Patrick Cartwright, Vice President; Alyssa Mitchum, Treasurer; Laurie Knaack, Secretary; Kate Bielawa, Trustee; Colin Strainge, Trustee; Melissa Tacke, Library Director Absent: none Adoption of Agenda The adoption of the agenda was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. Public Comment None. New Business Prospective trustee: Meghan Johnston, who was a board member some years in the past, attended to become familiar with the board meetings. Revised 2022 budget: The adoption of the revised 2022 budget was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. 2023 staff pay rates: The adoption of the revised 2022 budget was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. 2023 trustee continuing education options: The administrative committee recommends the “full board, smaller commitment” option for Racial Equity training available at no cost to our library next year, with two 90-minute full-board sessions and one 60-minute session. Consensus was to pursue this option which would fulfill training requirements for all trustees for 2023. Director Tacke will explore scheduling for fall 2023 and will communicate possible times with the board. Board self-evaluation and director evaluation: Director Tacke will share a fillable form. Trustees are asked to complete the evaluations by January 10 and return to President Mitchum. Slate of officers: The proposed slate of officers for 2023 is the same as the current officers, with all willing to serve again. The board will vote at the January meeting. Old Business 2023 Budget: Director Tacke and the Finance committee shared the 2023 proposed budget (limited revisions from last month’s version). The adoption of the revised 2023 budget was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. Library word-of-mouth advertising: Director Tacke encouraged trustees to share the upcoming Special Visitor Storytime. Reports President’s Report Included with sustainable funding report below. Secretary’s Report Trustee Cartwright motioned to approve the November 2022 meeting minutes. Seconded by Trustee Strainge. Unanimously approved. Treasurer’s Report Trustee Cartwright motioned to approve the November 2022 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report Director Tacke presented statistics for November, with a comparison against 2020 and 2021. Friends Report The Friends of the Library is wrapping up 2022 fundraising and will be planning for 2023, with a membership drive in March likely being their next event. Committee Reports Finance: no report. Administrative: included in New Business above. Operations/Capital Projects: did not meet. Policy: did not meet. Sustainable Funding: The committee met and worked through preparation of messaging around the sustainable funding vote (why, benefits, financial context); will share with the board at the next meeting. The committee is planning meetings with local stakeholders including school superintendent and Village board. On track for vote in May 2023 for funding that would go into effect for the 2024 budget. Library Space: did not meet. Community Outreach & Visibility: did not meet; Director Tacke will reach out to committee to revisit mascot contest and future town board attendance by library trustees. Announcements Director Tacke shared the 2023 board calendar. Public Comment Meghan Johnston asked to meet the board members and asked questions about the topics and structure of board activities. Executive Session None. Adjournment The meeting was adjourned at 7:41 pm.
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