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Castleton Public Library Board of Trustees Meeting Monday, May 16, 2022 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:03 pm. Roll Call Present: Shane Mitchum, President; Laurie Knaack, Secretary; Alyssa Mitchum, Treasurer; Colin Strainge, Trustee; Kate Bielawa, Trustee; Melissa Tacke, Library Director Excused: Patrick Cartwright, Vice President Adoption of Agenda The adoption of the agenda was motioned by Trustee A. Mitchum and seconded by Trustee Knaack. Unanimously approved. This meeting followed an abbreviated agenda, omitting several topics to make time for a presentation from Tim Burke of the Upper Hudson Library System (UHLS). Public Comment Village of Castleton Trustee Lissa D’Aquanni attended virtually. Reports Secretary’s Report Trustee A. Mitchum motioned to approve the April 2022 meeting minutes. Seconded by Trustee Strainge. Unanimously approved. Treasurer’s Report Trustee Bielawa motioned to approve the April 2022 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Announcements None. Public Funding Options for Libraries – Discussion with Tim Burke, UHLS Tim Burke gave a presentation regarding public library funding options. Public Comment None. Executive Session None. Adjournment The meeting was adjourned at 7:55pm.
Castleton Public Library Board of Trustees Meeting Monday, April 18, 2022 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:05 pm. Roll Call Present: Shane Mitchum, President; Patrick Cartwright, Vice President; Laurie Knaack, Secretary; Alyssa Mitchum, Treasurer; Colin Strainge, Trustee; Kate Bielawa, Trustee; Melissa Tacke, Library Director 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
Old Business
Reports President’s Report No report. Secretary’s Report Trustee Cartwright motioned to approve the March 2022 meeting minutes. Seconded by Trustee Strainge. Unanimously approved. Treasurer’s Report Trustee Cartwright motioned to approve the March 2022 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report The director reviewed with the board statistics for visitation and circulation in March, and comparison between 2022, 2021, 2020. Note that all comparisons now represent months affected by the COVID-19 pandemic. Friends Report The Friends of the Library held a breakfast fundraiser and has begun a membership drive. Committee Reports
Announcements None. Public Comment None. Executive Session None. Adjournment The meeting was adjourned at 7:34pm.
Castleton Public Library Board of Trustees Meeting \ Monday, March 21, 2022 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:09 pm. Roll Call Present: Shane Mitchum, President; Patrick Cartwright, Vice President; Laurie Knaack, Secretary; Kendra Rubin, Trustee; Colin Strainge, Trustee; Kate Bielawa, Trustee; Melissa Tacke, Library Director Excused: Alyssa Mitchum, Treasurer 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 NYS Annual Report for 2021: Trustee Cartwright motioned to adopt the Annual Report. Trustee Knaack seconded. Unanimously approved. Financial Annual Update: Trustee Cartwright motioned to adopt the Annual Financial Report Update Document for 2021. Trustee Knaack seconded. Unanimously approved. Annual Financial Review: The board reviewed the documentation by consultant William C. Adams and discussed retention of the same consultant to review finances annually for next year. Old Business Board self-evaluation results were presented by President Mitchum. The two areas where there was not a consensus that the status was satisfactory were training and concerns about sustainable funding. Trustee onboarding and continuing training of current trustees: Areas for improvement include an onboarding checklist for what to review (review long range plan, board packets, schedule UHLS training, etc.) and continuing training for trustees. In future meetings Director Tacke will bring information about the upcoming requirement for annual continuing education for trustees. Sustainable library funding: largest portion of the library budget currently comes from town of Schodack budget directly. The Sustainable Funding committee will explore school district vote as an option (beginning 2023 at earliest). Benefits would include guaranteeing a portion of the library budget annually if approved, but increases would then need to be approved by voters. The board will review sustainable funding presentations from UHLS discussing options (votes by towns, votes by school districts, rechartering). The board discussed upcoming programming. Director Tacke brought to the board’s attention the programs aligned with April school breaks and highlighted in-person activities targeted at various age groups. Reopening process: Mask requirement continues to be tied to COVID-19 Community Levels published by CDC since March 7, 2022 (required only when level is High). Starting in May, more traditional indoor in-person programs will continue to resume slowly. Walking Storytime will continue through April and then children’s in-person morning and evening storytime will be reintroduced. Take-home kit activities will be scaled down but continue while there is sufficient interest/demand from the community. Reports President’s Report Board and director evaluations were discussed earlier in the meeting. Secretary’s Report Trustee Cartwright motioned to approve the February 2022 meeting minutes. Seconded by Trustee Bielawa. Unanimously approved. Trustee Cartwright motioned to approve the February 2022 meeting transcript. Seconded by Trustee Bielawa. Unanimously approved. Treasurer’s Report Trustee Cartwright motioned to approve the February 2022 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report The director reviewed statistics for visitation and circulation in February, and comparison between 2022, 2021, 2020. Note that this is the last time statistics are shown compared to a 2020 month that occurred before shutdowns at the start of the COVID-19 pandemic. Friends Report The Friends of the Library fundraising calendar of events and mailer was distributed to trustees. Committee Reports Finance: annual financial review was discussed earlier in the meeting. Administrative: met; planning to set up administrative calendar to aid the board in annual activities. Policy: no report; will resume later in spring to align with reviewing policies annually. Sustainable Funding: met; will update board on recommendations next meeting. Library Space: met and discussed outdoor ideas. Had previously considered possibility of extra parking spaces, but determined this not feasible in the near term. Committee will explore possibility of more permanent outdoor space in the front of the building after the usefulness of a temporary tent structure that was used in summer 2021 - exploring structures like a pavilion with a roof that could be in line with historical style of the area, to maintain and improve the appearance of the usable outdoor space. Committee welcomes ideas. Community Outreach & Visibility: met, revisited the plan delayed from 2020 to offer a library mascot competition to area students. Will meet again in April for brainstorming and welcomes further ideas. Announcements None. Public Comment None. Executive Session None. Adjournment The meeting was adjourned at 7:43 pm.
Castleton Public Library Board of Trustees Meeting Tuesday, February 22, 2022 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:02 pm. Roll Call Present: None physically (fully virtual meeting) Attending Virtually: Shane Mitchum, President; Alyssa Mitchum, Treasurer; Patrick Cartwright, Vice President; Laurie Knaack, Secretary; Kendra Rubin, Trustee; Colin Strainge, Trustee; Kate Bielawa, Trustee; Melissa Tacke, Library Director Excused: 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-on-Hudson Board member Lissa D’Aquanni in attendance informed the board and encouraged publicizing a February 28th physical and virtual Village meeting about the recent tree inventory and recommendations, and Hudson River riverfront access. New Business Trustee Cartwright motioned to approve the hire of Eric Michael Stewart as Library Aide. Trustee Knaack seconded. Unanimously approved. Old Business The Board discussed upcoming programming. Director Tacke brought to the board’s attention the afternoon and after-dinner book clubs for adults and highlighted programming that provides an opportunity to meet in person. Reopening process: Director Tacke plans to put library staff workspace back in order to have all staff working at the front desk (had previously been split with staff members physically distancing from each other). The mask mandate in New York State has been dropped but the library and Village Hall continue to monitor local status before making changes. [Note as of preparation of these minutes: change in mask guidance was later discussed over email with the board who did not express any concerns with Director Tacke’s adjustment of the library’s policy to align with CDC recommendations in early March 2022 to require masks for staff and visitors only when local COVID-19 level is High.] Reports President’s Report Board and director evaluations will be compiled for the next meeting. Secretary’s Report Trustee Cartwright motioned to approve the January 2022 meeting minutes. Seconded by Trustee Bielawa. Unanimously approved. Trustee Cartwright motioned to approve the January 2022 meeting transcript. Seconded by Trustee Bielawa. Unanimously approved. Treasurer’s Report Withdrawal of NYS Retirement funds from late 2021 continues to have delays; the director is working with the village treasurer to reconcile this and it is expected to be withdrawn in March. Trustee Cartwright motioned to approve the January 2022 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report The director reviewed statistics for visitation and circulation. In light of a number of recent instances across the nation where library users have had a complaint or concern with materials, Director Tacke is preparing to give staff a refresher on the complaint form and response to book challenges. Friends Report The Friends of the Library group’s fundraising calendar of events will be released soon and the director will share it with the board when available. Committee Reports Policy committee will resume later in spring to align with reviewing policies annually. Other committees have no report at this time and all are planning to schedule soon. Announcements Annual financial review and annual report to NYS will be in the next board packet. Next meeting is planned to be in person as fully virtual meetings were permitted while the NYS State of Emergency was in effect, and it is expected to expire before the next meeting. Open meetings law does now permit hybrid virtual/physical meetings without publishing home addresses, so if this is needed the library will be available as a location for people to join the meeting physically or virtually. Public Comment None. Executive Session None. Adjournment The meeting was adjourned at 7:25 pm.
Castleton Public Library Board of Trustees Meeting Tuesday, January 18, 2022 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:05 pm. Roll Call Present: None physically (fully virtual meeting) Attending Virtually: Shane Mitchum, President; Alyssa Mitchum, Treasurer; Patrick Cartwright, Trustee; Kendra Rubin, Trustee; Laurie Knaack, Trustee; Colin Strainge, Trustee; Kate Bielawa, Trustee; Melissa Tacke, Library Director Excused: 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-on-Hudson Board member Lissa D’Aquanni in attendance informed the board about two upcoming Village meetings related to Hudson River access and sewer rate increases. New Business A slate of officers for 2022 was discussed and proposed as follows: President Shane Mitchum, Vice President Patrick Cartwright, Treasurer Alyssa Mitchum, Secretary Laurie Knaack. Trustee Rubin motioned and trustee Strainge seconded the full slate of officers. Unanimously approved. 2021 Annual Report was presented by Director Tacke. The board’s approval of the report was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. Updated staff COVID-19 protocol was presented by Director Tacke, removing the requirement to document self-reported health screening and consolidating information to make a clear decision tree for staff. The board’s approval of the guidelines was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. Old Business President Mitchum will compile board evaluation and director evaluation results for the next meeting. The Board discussed upcoming programming. The reopening process remains at the same stage given the surge of the omicron COVID-19 variant. Reports President’s Report None. Secretary’s Report Trustee Cartwright motioned to approve the December 2021 meeting minutes. Seconded by Trustee Knaack. Unanimously approved. Treasurer’s Report Going forward the NYS Retirement funds for staff will be in the January budget rather than December to accommodate the Village’s timing for withdrawing these funds. December 2021 retirement funds will be taken out of Library accounts in January 2022. The December 2021 Check Detail was reviewed. Trustee Cartwright motioned to approve the December 2021 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report The director reviewed statistics for visitation and circulation. In 2021, visitation was the actual count for the year tallied by front desk staff; in 2022 this will return to tallying one month (October) and extrapolating throughout, as in prior years. Director Tacke explained that UHLS directors meet monthly and that a cross-UHLS report will be available mid-2022 at which point real data across system libraries can be compared. Friends Report None. Friends group is expected to meet later in January. Committee Reports No report. Committee reassignments added Trustee Strainge to Library Space and Administrative committees and Trustee Bielawa to Community Outreach and Administrative committees. Committee meetings will be planned for early 2022. Attendance of trustees at Schodack Town Board meeting was discussed and planned. Announcements None. Public Comment Lissa D’Aquanni added that the Village is in the process of an update to the Comprehensive Plan and is conducting a survey through the end of March. Asked trustees to consider completing the survey and encourage others to do so. Executive Session None. Adjournment The meeting was adjourned at 7:43 pm.
Castleton Public Library Board of Trustees Meeting Tuesday, December 14, 2021 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, Trustee; Kendra Rubin, Trustee attending virtually; Mary Claire Aitken, Secretary; and Melissa Tacke, Library Director. Excused: Alyssa Mitchum, Treasurer and Laurie Knaack, Trustee. Adoption of Agenda: The adoption of the agenda was motioned by Trustee Cartwright and seconded by Trustee Rubin. Unanimously approved. Public Comment: None New Business: Colin Strainge was approved by the Village of Castleton Board as a Library Trustee. The Board reviewed the letter of intent for Kate Bielawa to join the Board. A motion to recommenda Kate Bielawa’s appointment to the Board by the Village of Castleton Board of Trustees was given by Trustee Cartwright and seconded by Trustee Rubin. Unanimously approved. Ms. Bielawa’s nomination will be forwarded to the Village Board for approval. The staff pay rates for 2022 were discussed. A motion to approve the pay rates was given by Trustee Cartwright and seconded by Trustee Rubin. Unanimously approved. The long-range plan for the Board was discussed. The current plan will expire at the end of 2021. There was a proposed extension to the current plan discussed. A motion was given to extend the current long-range plan through 2022, given by Trustee Cartwright and seconded by Trustee Rubin. Unanimously approved. The Board meeting format was discussed. Future meeting formats will be determined on a month by month basis. The January 2022 meeting will be held virtually, provided that the ability to hold public meetings virtually is extended by Gov. Hochul. Old Business: The 2021 revised budget was reviewed due to revisions requested in the November 2021 Board meeting. A motion to re-approve the 2021 revised budget was given by Trustee Cartwright and seconded by Trustee Rubin. Unanimously approved. The 2022 budget was reviewed. A motion to approve the 2022 proposed budget was given Trustee Cartwright and seconded by Trustee Rubin. Unanimously approved. The Board discussed upcoming programming. The reopening process has had no changes made. President’s Report: None. Secretary’s Report: Trustee Cartwright motioned to approve the November 2021 meeting minutes. Seconded by Trustee Rubin. Unanimously approved. Treasurer’s Report: The November 2021 Check Detail was reviewed. Trustee Cartwright motioned to approve the November 2021 Check Detail Reports. Seconded by Trustee Rubin. Unanimously approved. Director’s Report: The director reviewed statistics regarding visitation and circulation. 2019 statistics were added to the current report format for comparison. Friends Report: None. Committee Reports: None. Committee assignments and reassignments will be done during the January 2022 Board meeting. Announcements: None. Public Comment: None. Executive Session: None. Trustee Cartwright motioned to adjourn the meeting. Seconded by Trustee Rubin. The meeting was adjourned at 7:30 pm.
Castleton Public Library Board of Trustees Meeting Monday, November 15, 2021 Minutes Welcome/Pledge of Allegiance: The meeting was called to order by President Mitchum at 7:00 pm. Roll Call: Present: Shane Mitchum, President; Alyssa Mitchum, Treasurer; Patrick Cartwright, Trustee; Kendra Rubin, Trustee; Mary Claire Aitken, Secretary; Laurie Knaack, Trustee; and Melissa Tacke, Library Director. 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: Trustee terms were reviewed. Trustees Cartwright and Knaack indicated their acceptance of another term. In place of Secretary Aitken who is not seeking another term, the Board reviewed the letter of intent for Colin Strainge to join the Board. A motion for the recommendation for these appointments to the Board was given by Trustee Rubin and seconded by Treasurer Mitchum. Uanimously approved. The names of the proposed Board members will be forwarded to the Village Board for appointment. Vice President Griffin has resigned from the Board effective November 15, 2021. The need for an Interim Vice President was discussed. Trustee Knaack volunteered to serve as the Interim Vice President until the new term begins in January 2022. A motion to approve Trustee Knaack as Interim Vice President was given by Trustee Cartwright and seconded by Trustee Rubin. Unanimously approved. The 2021 revised budget and the 2022 proposed budget was reviewed and discussed. A motion to approve the 2021 revised budget was given by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. The vote for the 2022 proposed budget will be held in December 2021. The 2022 proposed Board Meeting schedule was reviewed. A motion to approve the 2022 Board Meeting schedule was given by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. The Director evaluation and the Board self-evaluation were discussed. President Mitchum asked that these evaluations be completed and returned to him before the December 2021 Board meeting. Old Business: The Board discussed upcoming programming. The director updated the reopening process. On November 1, 2021, the child table and chairs were re-installed as space for weekly drop-in activities. The mask policy continues for patrons greater than two years of age. President’s Report: None. Secretary’s Report: Trustee Cartwright motioned to approve the October 2021 meeting minutes. Seconded by Trustee Knaack. Unanimously approved. Treasurer’s Report: The October 2021 Check Detail was reviewed. Trustee Cartwright motioned to approve the October 2021 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report: The director reviewed annual statistics indicating visitation and circulation is increasing. President Mitchum requested that, going forward, 2019 statistics be added to the monthly report for comparison. Friends Report: None. Committee Reports: None. Committee assignments and reassignments will be done during the January 2022 Board meeting. Announcements: None. Public Comment: None. Executive Session: A motion was given by Trustee Cartwright to go into Executive Session at 7:13 pm and seconded by Trustee Knaack. Unanimously approved. A motion was given by Trustee Cartwright to end Executive Session at 7:28 pm and seconded by Trustee Knaack. Unanimously approved. Trustee Cartwright motioned to adjourn the meeting. Seconded by Trustee Knaack. The meeting was adjourned at 7:45 pm.
Castleton Public Library Board of Trustees Meeting Monday, October 18, 2021 Minutes Welcome/Pledge of Allegiance: The meeting was called to order by Vice President Griffin at 7:02 pm. Roll Call: Present: Jacki Griffin, Vice President; Patrick Cartwright, Trustee; Kendra Rubin, Trustee; Mary Claire Aitken, Secretary; Laurie Knaack, Trustee; and Melissa Tacke, Library Director. Excused: Shane Mitchum, President and Alyssa Mitchum, Treasurer. 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: The director presented the resume for a new hire, Justin Zimmerman as a Library Aide. A motion for approval of the hire was given by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. The director indicated that the Library Assistant will be leaving. The director indicates she will cover the position for a two month period so the job description can be better developed for a future hire. The director told the Board about Mary Lou Hulek, a former library employee who passed away recently and had worked for the library for 46 years. The director discussed ideas to honor Mary Lou, with plans to be determined for a dedication in her honor. Old Business: The Board discussed upcoming programming. The director updated the reopening process. The community room will continue to be used for work space and also used for adult small group programs. The weekly story time will be held at the Schodack Island State Park for November and December to avoid indoors. Drop-in fun will be done instead of timed activity to avoid crowding. The child table and chairs will be re-installed as space for the drop-in activity. President’s Report: None. Secretary’s Report: Trustee Cartwright motioned to approve the September 2021 meeting minutes. Seconded by Trustee Knaack. Unanimously approved. Treasurer’s Report: The September 2021 Check Detail was reviewed. Trustee Cartwright motioned to approve the September 2021 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report: The director reviewed annual statistics that indicated circulation decreased but programming has increased. The director also discussed the library presentation for the Schodack Town Board given recently. Friends Report: None. Committee Reports: None. Announcements: None. Public Comment: None. Executive Session: None. Trustee Cartwright motioned to adjourn the meeting. Seconded by Trustee Knaack. The meeting was adjourned at 7:37 pm.
Castleton Public Library Board of Trustees Meeting Monday, September 20, 2021 Minutes Welcome/Pledge of Allegiance: The meeting was called to order by President Mitchum at 6:58 pm. Roll Call: Present: Shane Mitchum, President; Patrick Cartwright, Trustee; Kendra Rubin, Trustee; Mary Claire Aitken, Secretary; Alyssa Mitchum, Treasurer; and Melissa Tacke, Library Director. Excused: Jacki Griffin, Vice President and Laurie Knaack, Trustee. Adoption of Agenda: The adoption of the agenda was motioned by Trustee Cartwright and seconded by Trustee Rubin. Unanimously approved. Public Comment: None New Business: The director presented the resume for a new hire, Sarah Shook as a Library Aide. A motion for approval of the hire was given by Trustee Cartwright and seconded by Trustee Rubin. Unanimously approved. Secretary’s Report: Trustee Cartwright motioned to approve the August 2021 meeting minutes. Seconded by Trustee Rubin. Unanimously approved. Treasurer’s Report: The August 2021 Check Detail was reviewed. Trustee Cartwright motioned to approve the August 2021 Check Detail Reports. Seconded by Trustee Rubin. Unanimously approved. Public Funding Options for Libraries – A presentation and discussion was held for different library funding options with Tim Burke of the Upper Hudson Library System. Announcements: None. Public Comment: None. Executive Session: None. Trustee Cartwright motioned to adjourn the meeting. Seconded by Trustee Rubin. The meeting was adjourned at 7:55 pm.
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