Castleton Public Library Board of Trustees Meeting
​
Tuesday, January 19, 2021 Minutes
 
Welcome/Pledge of Allegiance:  The meeting was called to order by President Mitchum at 7:03 pm.
 
Roll Call: Present: Shane Mitchum, President; Jacki Griffin, Vice President; Mary Claire Aitken, Secretary; Laurie Knaack, Trustee; Maria Marcucci, Trustee; Alyssa Mitchum, Trustee and Melissa Tacke, Library Director. 
 
Adoption of Agenda: The adoption of the agenda was motioned by Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.
 
Public Comment: None.
 
New Business:  Alyssa Mitchum was introduced as a new trustee.  The slate of officers for the Library Board in 2021 was presented as Shane Mitchum as President, Jacki Griffin as Vice President, Alyssa Mitchum as Treasurer, and Mary Claire Aitken as Secretary.  A motion to accept the slate was given by Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.  Committee assignments were discussed.  Alyssa Mitchum was added to the Policy, Finance, and Sustainable Funding committees.  All other assignments stayed the same. 
 
Old Business: Library programs, including the Take and Make Crafts projects and the Break Week Fun Packs were discussed.  The re-opening process was discussed, with continued concerns raised with the COVID case increases.  Changes were instituted to cap library visits to 15 minutes or less and limit visitors to three at a time unless in a family group.  The director indicated one staff member was taking a leave of absence due to COVID concerns.  Other staff will be able to cover the absence. 
 
President’s Report: None.
 
Secretary’s Report: Vice President Griffin motioned to approve the December 2020 meeting minutes and transcript.  Seconded by Trustee Knaack.  Unanimously approved.
 
Treasurer’s Report: Vice President Griffin motioned to approve the December 2020 Check Detail Reports.  Seconded by Trustee Knaack.  Unanimously approved.
 
Director’s Report: Director Tacke presented her annual report for 2020.  Some conclusions drawn from the report include overall visitation decreased, e-content use increased, and physical circulation is down by approximately one half.  This is not unexpected according to the Director and consistent with information from other libraries.  Virtual program attendance is not high, but the distribution of craft kits is up and pre-recorded programs are better attended.
 
Friends Report: None.
 
Committee Reports:  None.
 
Announcements:  None.
 
Public Comment: None. 
 
Executive Session: None.
 
The meeting was adjourned at 7:32 pm.  

Castleton Public Library Board of Trustees Meeting
​
Monday, December 21, 2020 Minutes
 
Welcome/Pledge of Allegiance:  The meeting was called to order by President Mitchum at 7:02 pm.
 
Roll Call: Present: Shane Mitchum, President; Nathan Hans, Treasurer; Mary Claire Aitken, Secretary; Laurie Knaack, Trustee; Maria Marcucci, Trustee; and Melissa Tacke, Library Director.  Excused: Jacki Griffin, Vice President.
 
Adoption of Agenda: Agenda adopted upon the motion of Trustee Knaack and seconded by Treasurer Hans.  Unanimously approved.
 
Public Comment: None.
 
New Business:  Terms of Board members were discussed.  The position of Treasurer needs to be filled.  Vote on the slate of officers will be done in January 2021.  A motion to approve the staff pay rates was given by Trustee Knaack and seconded by Treasurer Hans.  Unanimously approved. 
 
Old Business: The proposed budget, unchanged since the November 2020 Board meeting was voted upon with a motion by Trustee Knaack and seconded by Treasurer Hans.  Unanimously approved.  Library programs, including the Snowflake Community Art project were discussed.  The re-opening process was discussed, with concerns raised with the COVID increases.  Metrics were discussed with the confirmation of the reopening plan to roll back if necessary with specific actions such as limiting in-library visits to 15 minutes and reduction of capacity from five patrons to three if not in a family group.  The director indicated staff was comfortable with the current practices. 
 
President’s Report: President Mitchum thanked Treasurer Hans for years of service to the Board.
 
Secretary’s Report: Trustee Knaack motioned to approve the November 2020 meeting minutes and transcript.  Seconded by Treasurer Hans.  Unanimously approved.
 
Treasurer’s Report: Trustee Knaack motioned to approve the November 2020 Check Detail Reports.  Seconded by Treasurer Hans.  Unanimously approved.
 
Director’s Report was provided but not discussed.
 
Friends Report: The Barnes and Noble fundraiser was held in November 2020.
 
Committee Reports:  None.
 
Announcements:  None.
 
Public Comment: None. 
 
Executive Session: None.
 
The meeting was adjourned on the motion by Trustee Knaack and seconded by Treasurer Hans at 7:26 pm.  

Castleton Public Library Board of Trustees Meeting
 
Monday, November 16, 2020 Minutes
 
Welcome/Pledge of Allegiance:  The meeting was called to order by President Mitchum at 7:00 pm.
 
Roll Call: Present: Shane Mitchum, President; Jacki Griffin, Vice President; Nathan Hans, Treasurer; Mary Claire Aitken, Secretary; Laurie Knaack, Trustee; and Melissa Tacke, Library Director.  Excused: Maria Marcucci, Trustee
 
Adoption of Agenda: Agenda adopted upon the motion of Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.
 
Public Comment: None.
 
New Business:  Terms of Board members were discussed.  A slate of officers will be approved in December 2020 or January 2021.  Treasurer Hans will not renew his term.  Vice President Griffin will renew her term for the period of January 2021 to December 2023. The Director will bring this term renewal to the Village Board for confirmation in December 2020.  The proposed schedule for Board meetings in 2021 was reviewed and accepted.  The revised 2020 budget was reviewed.  A motion to approve the revised budget was given by Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.  The 2021 budget was discussed.  A vote will be taken in December 2020 after the public posting of the budget.
 
Old Business: Library programs, including the Castleton-Schodack Community Window Art project were discussed. The re-opening process was discussed, with concerns raised with the COVID increases.  Metrics were discussed with the confirmation of the reopening plan to roll back if necessary. 
 
President’s Report: None
 
Secretary’s Report: Vice President Griffin motioned to approve the October 2020 meeting minutes and transcript.  Seconded by Trustee Knaack.  Unanimously approved.
 
Treasurer’s Report: Vice President Griffin motioned to approve the October 2020 Check Detail Reports.  Seconded by Trustee Knaack.  Unanimously approved.
 
Director’s Report: Director Tacke presented her monthly report for October 2020.  In-person visits are increasing.  Curbside pickup continues to decline. 
 
Friends Report: The Barnes and Noble fundraiser will be held November 21-25.
 
Committee Reports:  None.
​
Announcements:  None.

Public Comment: None. 

Executive Session: None.
 
The meeting was adjourned on the motion by Vice President Griffin and seconded by Trustee Knaack at 7:41 pm.  

​Castleton Public Library Board of Trustees Meeting
 
Monday, October 19, 2020 Minutes
 
Welcome/Pledge of Allegiance:  The meeting was called to order by President Mitchum at 7:03 pm.
 
Roll Call: Present: Shane Mitchum, President; Jacki Griffin, Vice President; Nathan Hans, Treasurer; Mary Claire Aitken, Secretary; Maria Marcucci, Trustee; Laurie Knaack, Trustee; and Melissa Tacke, Library Director.
 
Adoption of Agenda: Agenda adopted upon the motion of Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.
 
Public Comment: None.
 
New Business:  Changes to the Personnel Policy, including changes to sick leave and library closure pay, were reviewed and discussed.  A motion to approve the changes was given by Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.  The Sexual Harassment Prevention Policy was also reviewed and discussed.  A motion to approve this policy was given by Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.  A motion to approve the hire of Elizabeth Kilcer as a Library Aide was given by Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved. 
 
Old Business: Library programs, especially the Halloween Car Parade, were discussed.  The reopening process was discussed, with a proposed return to normal hours of operation on November 2, 2020, at a minimum to include Saturday operating hours. 
 
President’s Report: None
 
Secretary’s Report: Vice President Griffin motioned to approve the September 2020 meeting minutes and transcript.  Seconded by Trustee Knaack.  Unanimously approved.
 
Treasurer’s Report: Vice President Griffin motioned to approve the September 2020 Check Detail Report.  Seconded by Trustee Knaack.  Unanimously approved.
 
Director’s Report: Director Tacke presented her monthly report for September 2020.  Circulation and walk-in usage is increasing.  Curbside pickup is decreasing.  The inter-library borrowing is increasing.
 
Friends Report: None.
 
Committee Reports:  The Finance Committee worked on the draft 2021 budget, both proposed and contingency based on final town funding amounts.  The Policy Committee had worked on the policies presented in New Business.  No other committees met. 
 
Announcements:  N. Hans will leave the Board in January 2021.  The Board thanked him his years of service.
 
Public Comment: None.
 
Executive Session: None.
 
The meeting was adjourned on the motion by Vice President Griffin and seconded by Trustee Knaack at 7:37 pm.  

​Castleton Public Library Board of Trustees Meeting
 
Monday, September 21, 2020 Minutes
 
Welcome/Pledge of Allegiance:  The meeting was called to order by President Mitchum at 7:03 pm.
 
Roll Call: Present: Shane Mitchum, President; Jacki Griffin, Vice President; Nathan Hans, Treasurer; Mary Claire Aitken, Secretary; Maria Marcucci, Trustee; Laurie Knaack, Trustee; and Melissa Tacke, Library Director.
 
Adoption of Agenda: Agenda adopted upon the motion of Vice President Griffin and seconded by Trustee Mitchum.  Unanimously approved.
 
Public Comment: None.
 
Old Business:  Changes in library operating hours were discussed.  During the reopening process, walk-in service started on September 9, 2020 and the volume of patrons is monitored.  Director Tacke will consider increase in library hours.  The COVID 19 NYS website will be monitored for infection rates to address occupancy.  Trustee recruitment is needed.  The Board is to promote the one vacancy available.  Director Tacke will add this announcement to the Library Facebook page and publications The Advertiser and Our Towne. 
 
New Business: The policy for the COVID leave due to infection and/or quarantine was originally approved through September 2020.  The policy was discussed and proposed to extend through June 30, 2021.  A motion was made to approve the extension by Vice President Griffin and seconded by Trustee Marcucci.  Unanimously approved.  Board discussed a change to employee sick leave accruals, to permanently increase to one hour of sick leave for every 30 hours of work, starting September 30, 2020, to take after January 1, 2021.  The sick leave policy was further discussed in terms of policy, impact on the budget and current accrual policy.  This increase in sick leave was accepted until the policy can be updated and reviewed upon the motion of Vice President Griffin and seconded by Trustee Marcucci.  Unanimously approved. 
 
President’s Report: None
 
Secretary’s Report: Vice President Griffin motioned to approve the August 2020 meeting minutes and transcript.  Seconded by Trustee Marcucci.  Unanimously approved.
 
Treasurer’s Report: Vice President Griffin motioned to approve the August 2020 Check Detail Reports.  Seconded by Trustee Marcucci.  Unanimously approved.
 
Director’s Report: Director Tacke presented her monthly report for August 2020.  The 2020 Summer Reading Program was discussed.  While the program was very different in terms of signups, programs and attendance, the Trustees praised the initiative for its engagement during this time. 
 
Friends Report: None.
 
Committee Reports:  The Finance committee is working on the 2021 budget.  The Operations committee met and agreed to provide funds to the Village of Castleton for radiator improvements in the Village Hall.  The Outreach committee met and discussed the promotion of library services.  It was noted that Instagram is not a project that will be pursued.  No other committees met. 
 
Announcements:  None.
 
Public Comment: None.
 
Prior to the Executive Session, there was a brief pause to present a non-public announcement. 
 
Executive Session: There was a motion to adjourn by Vice President Griffin and seconded by Trustee Marcucci.  A discussion of pay raises for the staff was held.
 
The meeting was adjourned on the motion by Vice President Griffin and seconded by Trustee Marcucci at 8:15 pm.  

Castleton Public Library Board of Trustees Meeting
​
Monday, August 17, 2020 Minutes

Welcome/Pledge of Allegiance: The meeting was called to order by President Mitchum at 7:02 pm.

Roll Call: Present: Shane Mitchum, President; Mary Claire Aitken, Secretary; Laurie Knaack, Trustee; Maria Marcucci, Trustee; Nathan Hans, Treasurer; and Melissa Tacke, Director.  Excused: Jacki Griffin, Vice President

​Adoption of Agenda:  Agenda adopted upon the motion of Trustee Knaack and seconded by Treasurer Hans.  Unanimously approved.

Public Comment: None

Abbreviated Business:    
 
Secretary’s Report: Trustee Knaack motioned to approve the July 2020 meeting minutes and transcript.  Seconded by Treasurer Hans.  Unanimously approved.  

Treasurer’s Report:   Trustee Knaack motioned to approve the July 2020 Check Detail Reports.  Seconded by Trustee Marcucci.  Unanimously approved.  
 
Long Range Planning: Impact of Coronavirus - Discussion with Tim Burke, UHLS: The Board met with Tim Burke to discuss possible changes to the library’s long range plan based on the impact on the Coronavirus and its implications.  
 
Announcements:  Committees should be meeting to discuss library initiatives.  Another trustee is needed.  Outreach should be done by the Board and the director.
 
Public Comment: None.
 
Executive Session:  None.
 
The meeting was adjourned upon motion by Trustee Knaack and seconded by Treasurer Hans at 8:14 pm.

Castleton Public Library Board of Trustees Meeting
​
Monday, July 20, 2020 Minutes

Welcome/Pledge of Allegiance: The meeting was called to order by President Mitchum at 7:01 pm.
Roll Call: Present: Shane Mitchum, President; Mary Claire Aitken, Secretary; Laurie Knaack, Trustee; Jacki Griffin, Vice President; Maria Marcucci, Trustee; Nathan Hans, Treasurer; and Melissa Tacke, Director.
Adoption of Agenda:  Agenda adopted upon the motion of Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.
Public Comment:  None
Old Business:  The reopening process was discussed with curbside services more popular than in-house services.  The safety of staff was discussed, with all resources needed for meeting the coronavirus rules supplied.  The Summer Reading program was discussed with registration down and a request made for Board members to spread the news of the reading program.
 
New Business: There was discussion for a Board meeting to be held in August 2020.
 
President’s Report:  None.     
 
Secretary’s Report: Vice President Griffin motioned to approve the June 2020 meeting minutes and transcript.  Seconded by Trustee Knaack.  Unanimously approved.  
 
Treasurer’s Report:   Vice President Griffin motioned to approve the June 2020 Check Detail Reports.  Seconded by Trustee Knaack.  Unanimously approved.  
 
Director’s Report: Director Tacke presented her monthly reports for June 2020.  She discussed the robust usage of e-content, including Hoopla, and virtual programs.  There is increased use of the wifi available within the library and the hotspots.
 
Friends Report: None.
 
Committee Reports:  None. 
 
Announcements:  None.
 
Public Comment: None.
 
Executive Session:  An executive session was held for budget and compensation discussions.
 
The meeting was adjourned upon motion by Vice President Griffin and seconded by Trustee Knaack at 7:41 pm.

Castleton Public Library Board of Trustees Meeting
Monday June 15, 2020 Minutes
Welcome/Pledge of Allegiance: The meeting was called to order by President Mitchum at 7:04 pm.
Roll Call: Present: Shane Mitchum, President; Mary Claire Aitken, Secretary; Laurie Knaack, Trustee; Jacki Griffin, Vice President; and Melissa Tacke, Library Director.  Excused: Maria Marcucci, Trustee and Nathan Hans, Treasurer.
Adoption of Agenda:  Agenda adopted upon the motion of Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.
Public Comment:  None
Old Business:  The reopening process was discussed.  Basic and transactional services by appointment will begin June 22, 2020.  25% capacity rules will be followed.  Curbside service continues.    ​

New Business: The NY Forward Safety Plan was presented and discussed.  Approval with a vote was done for the plan with a motion by Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.  The hire of a new substitute library aide was presented and discussed.  Vice President Griffin motioned to approve the hire.  Seconded by Trustee Knaack.  Unanimously approved.  An increase in the base pay for substitute library aides was presented and discussed.  There will be no significant impact to the budget.  Vice President Griffin motioned to approve the increase.  Seconded by Trustee Knack.  Unanimously approved.  

President’s Report:  None.     

Secretary’s Report: Vice President Griffin motioned to approve the May 2020 meeting minutes and transcript.  Seconded by Trustee Knaack.  Unanimously approved.  

Treasurer’s Report:   Vice President Griffin motioned to approve the May 2020 Check Detail Reports.  Seconded by Trustee Knaack.  Unanimously approved.  

Director’s Report: Director Tacke presented her monthly reports for May 2020.  She discussed the increase in usage of e-content and virtual programs.  The Summer 2020 Reading Program was discussed, including its change in format to incorporate online reading tracking.

Friends Report: None.

Committee Reports:  None. 
Announcements:  None.

Public Comment: None.

Executive Session:  None.

The meeting was adjourned upon motion by Vice President Griffin and seconded by Trustee Knaack at 7:39 pm.