Castleton Public Library Board of Trustees Meeting
Tuesday, June 20, 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; Alyssa Mitchum, Treasurer; Laurie Knaack, Secretary; Colin Strainge, Trustee; Kate Bielawa, Trustee; Meghan Johnston, Trustee; Melissa Tacke, Library Director
Excused: Patrick Cartwright, Vice President
Guest: Tim Burke, Executive Director of the Upper Hudson Library System (UHLS)
Adoption of Agenda
The adoption of the agenda was motioned by Trustee Johnson and seconded by Trustee Knaack. Unanimously approved.
Public Comment
Village of Castleton trustee Rebekah Timerman attended in person and expressed interest in the discussion on NYS Library Construction Aid.
New Business
Discussion of Long Range Plan draft with Tim Burke of UHLS: UHLS Executive Director Tim Burke attended and expressed enthusiasm for the draft shared by Director Tacke. His feedback and suggestions included ensuring that the target audience (people in the community including the school district, not just village residents) see themselves reflected in the text of the plan; acknowledgement of the need to update communications strategy to keep in touch with a wider community; plan for ways to deliver service outside the village, including some of what is already done such as pop-up events and visits to the schools.
Director Tacke will finalize changes and present for board approval in July. The Board acknowledges that the Long Range Plan steps will occur mainly in calendar years 2024, 2025, 2026 aligning with the library’s fiscal year; will begin to implement the plan in 2023.
Library funding proposition on SCSD ballot - Review: The library funding proposition passed with 60% of the vote (compared to the school district budget with 68%). The board discussed which strategies were most effective, with communications and the sparsely-attended information sessions prior to the vote as an area for potential improvement. The board discussed with Tim Burke some recommendations from UHLS including thanking all of the voters and community, continuing open dialogue with the village and town to emphasize that their support is still crucial, and considering when to pursue any increases in future years.
NYS Library Construction Aid: There is a deadline of the end of July for an initial application for this aid this year (must include quotes and description of project - not locked in to using a specific contractor after quote). Review process is lengthy. Director Tacke and the board discussed that these grants cannot cover architect’s fees or landscaping, only construction, so quotes/invoices must break out these items. Trustees wish to prioritize fixing the accessibility of the rear entrance. President Mitchum and Director Tacke will work this and discuss with Village Mayor soon; Director Tacke will attend July Village of Castleton board meeting as well.
Old Business
Library word-of-mouth advertising: Director Tacke encouraged trustees to share Summer Reading Club information and to remind potential participants that they can register all summer long. Lots of exciting, fun, and educational summer programming is planned.
Reports
President’s Report
No report.
Secretary’s Report
Trustee Strainge motioned to approve the May 2023 meeting minutes. Seconded by Trustee Bielawa. Unanimously approved.
Treasurer’s Report
Trustee Johnson motioned to approve the May 2023 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved.
Director’s Report
Director Tacke presented statistics for May, with a comparison against previous years. Circulation remains similar to 2022 (up significantly from 2021), with higher attendance at in-person events and improved marketing reach since 2022.
Friends Report
The Friends of the Library are 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 now that the sustainable funding vote is complete.
Finance: did not meet.
Administrative: did not meet.
Operations/Capital Projects: did not meet.
Policy: did not meet. Director Tacke will touch base with the committee soon about revising and creating policies related to intellectual freedom issues.
Sustainable Funding: did not meet.
Library Space: did not meet.
Community Outreach & Visibility: did not meet.
Announcements
None.
Public Comment
Rebekah Timerman suggested that the Castleton Fire Department breakfasts might be a good way to reach patrons including those living outside the village.
Executive Session
None.
Adjournment
The meeting was adjourned at 8:07 pm.
Tuesday, June 20, 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; Alyssa Mitchum, Treasurer; Laurie Knaack, Secretary; Colin Strainge, Trustee; Kate Bielawa, Trustee; Meghan Johnston, Trustee; Melissa Tacke, Library Director
Excused: Patrick Cartwright, Vice President
Guest: Tim Burke, Executive Director of the Upper Hudson Library System (UHLS)
Adoption of Agenda
The adoption of the agenda was motioned by Trustee Johnson and seconded by Trustee Knaack. Unanimously approved.
Public Comment
Village of Castleton trustee Rebekah Timerman attended in person and expressed interest in the discussion on NYS Library Construction Aid.
New Business
Discussion of Long Range Plan draft with Tim Burke of UHLS: UHLS Executive Director Tim Burke attended and expressed enthusiasm for the draft shared by Director Tacke. His feedback and suggestions included ensuring that the target audience (people in the community including the school district, not just village residents) see themselves reflected in the text of the plan; acknowledgement of the need to update communications strategy to keep in touch with a wider community; plan for ways to deliver service outside the village, including some of what is already done such as pop-up events and visits to the schools.
Director Tacke will finalize changes and present for board approval in July. The Board acknowledges that the Long Range Plan steps will occur mainly in calendar years 2024, 2025, 2026 aligning with the library’s fiscal year; will begin to implement the plan in 2023.
Library funding proposition on SCSD ballot - Review: The library funding proposition passed with 60% of the vote (compared to the school district budget with 68%). The board discussed which strategies were most effective, with communications and the sparsely-attended information sessions prior to the vote as an area for potential improvement. The board discussed with Tim Burke some recommendations from UHLS including thanking all of the voters and community, continuing open dialogue with the village and town to emphasize that their support is still crucial, and considering when to pursue any increases in future years.
NYS Library Construction Aid: There is a deadline of the end of July for an initial application for this aid this year (must include quotes and description of project - not locked in to using a specific contractor after quote). Review process is lengthy. Director Tacke and the board discussed that these grants cannot cover architect’s fees or landscaping, only construction, so quotes/invoices must break out these items. Trustees wish to prioritize fixing the accessibility of the rear entrance. President Mitchum and Director Tacke will work this and discuss with Village Mayor soon; Director Tacke will attend July Village of Castleton board meeting as well.
Old Business
Library word-of-mouth advertising: Director Tacke encouraged trustees to share Summer Reading Club information and to remind potential participants that they can register all summer long. Lots of exciting, fun, and educational summer programming is planned.
Reports
President’s Report
No report.
Secretary’s Report
Trustee Strainge motioned to approve the May 2023 meeting minutes. Seconded by Trustee Bielawa. Unanimously approved.
Treasurer’s Report
Trustee Johnson motioned to approve the May 2023 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved.
Director’s Report
Director Tacke presented statistics for May, with a comparison against previous years. Circulation remains similar to 2022 (up significantly from 2021), with higher attendance at in-person events and improved marketing reach since 2022.
Friends Report
The Friends of the Library are 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 now that the sustainable funding vote is complete.
Finance: did not meet.
Administrative: did not meet.
Operations/Capital Projects: did not meet.
Policy: did not meet. Director Tacke will touch base with the committee soon about revising and creating policies related to intellectual freedom issues.
Sustainable Funding: did not meet.
Library Space: did not meet.
Community Outreach & Visibility: did not meet.
Announcements
None.
Public Comment
Rebekah Timerman suggested that the Castleton Fire Department breakfasts might be a good way to reach patrons including those living outside the village.
Executive Session
None.
Adjournment
The meeting was adjourned at 8:07 pm.
| june2023packet.pdf |
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