Castleton Public Library Board of Trustees Meeting
November 2017 Minutes
Welcome/Pledge of Allegiance: The meeting was called to order by President Karis Nix at 7:05 p.m.
Roll Call: Present: Nathan Hans, Treasurer; Maria Marcucci, Sarah Niemitalo; Secretary, Trustee; Zachary Goldstein, Trustee; Mary Claire Aitken, Trustee; Melissa Tacke, Library Director, Olivia Karis-Nix, President; Ryan Mullahy, Vice President.
Adoption of Agenda: Agenda was adopted by Trustee Aitken and seconded on the motion of Treasurer Hans. Unanimously approved.
Public Comment: None
President’s Report: Contract signed with UHLS for UHLAN Agreement extension for 1 year; a new 3-year contract was due to begin in 2018, but UHLS will produce a new contract for 2019-2021 instead. Officers need to be elected for 2018. President Karis-Nix is willing to serve her last year as President in 2018. Melissa and Olivia spoke at the last Village Board meeting regarding renovation of the Library Annex. The board was looking for something that would state that the library has decision making over the annex space if the surplus is used toward the renovation. The village stated there was a “use agreement.” President Karis-Nix is looking to create a Memorandum of Understanding (MOU) stating the annex and library room would be for the libraries use and that the village can use the room at the library’s discretion. The evaluation of the Director will be distributed to the board and staff this month by President Karis-Nix.
Secretary’s Report: Trustee Hans motioned to adopt the November minutes and seconded by Trustee Aitken. Unanimously approved.
Treasurer’s Report:
Check Detail is in good shape. The surplus number is currently $43,500. Hans expects the close of year for surplus to be around $35,000-$40,000. NYS Retirement costs will be reducing surplus. Treasure Aitken motioned to approve, Treasurer Maria seconded.
Director’s Report: Full report attached. The Youth Services Librarian Joelle Adler has started doing outreach by visiting with Castleton Kids (Grades K-2) twice per month. Holidays on the Hudson coming up on December 3. Cookie swap is December 9. Augmented Reality Sandbox Demonstration on December 9 which is an exhibit to learn about topography. The library will incorporate special visitors during our Thursday storytime during school break weeks, beginning this December (Dance Storytime on December 28).
Friends’ Report: Director Tacke reported on behalf of the Friends. The Barnes & Noble fundraiser went very well; total funds raised exceeded $2,600, which is a big increase over last year.
Committee Reports: None.
Old Business:
Long Range Planning – Board agreed to assign committees to each goal. President Karis Nix, Treasurer Hans, and Vice President Mullahy will work on the first goal, “secure sustainable library funding.”
Trustee Marcucci will be on the committee for the 3rd goal, “maximize usage of library space and increase available library space.”
Trustee Aitken and Trustee Goldstein will work on the 2nd goal, “Improve the library’s community outreach and visibility.
Board had discussed the different renovation options for Library Annex:
Option 1
Replace library front door only
Cost: $2,864
Option 2
Replace library front door & renovation of Annex room only (flooring, walls, and lighting – no flatscreen, laptop, counter w cabinet or local history shelving) + tables & 6 chairs
Cost $25,696
Option 3
Complete entire project as submitted for grant (both library doors & complete annex renovation/furnishings)
Cost $43,200
Option 4
Replace library front door & complete Annex renovation/furnishings minus local history shelving
Cost $37,048
Trustee Aitken expressed security concern with not fixing the back door as well. Treasurer Hans states he feels with should go with Option 2 so that we have money for the long range plan and marketing. Director Tacke states without the audio visual and other features it will not make a big impact and will not seem to be put together.
The board agreed to move forward with the front and back door replacement. President Karis-Nix motioned to approve the replacement and installation of the front and back doors up to $6,000. Trustee Marcucci seconded. Unanimously approved.
Library word of mouth advertising – Holidays on the Hudson on Sunday, December 3.
New Business:
Treasurer Hans motioned to approve the revised 2017 budget. Trustee Aiken seconded. Unanimously approved.
Director Tacke reviewed the 2018 preliminary budget with comparison to 2017 budget amounts and the differences. One major change in 2018 is the addition of a Library Assistant (approx. 10 hours per week) to perform cataloging, programming, collection management, online calendar entry, and other tasks. Director Tacke also proposed increasing the pay rate for the Youth Services Librarian position at a rate above the general 1.7% COLA increase.
Executive Session – Trustee Marcucci motioned to approve 4% raise for Director, Treasurer Hans seconded, unanimously approved.
Meeting adjourned upon motion by Trustee Aitken at 8:13 pm.
November 2017 Minutes
Welcome/Pledge of Allegiance: The meeting was called to order by President Karis Nix at 7:05 p.m.
Roll Call: Present: Nathan Hans, Treasurer; Maria Marcucci, Sarah Niemitalo; Secretary, Trustee; Zachary Goldstein, Trustee; Mary Claire Aitken, Trustee; Melissa Tacke, Library Director, Olivia Karis-Nix, President; Ryan Mullahy, Vice President.
Adoption of Agenda: Agenda was adopted by Trustee Aitken and seconded on the motion of Treasurer Hans. Unanimously approved.
Public Comment: None
President’s Report: Contract signed with UHLS for UHLAN Agreement extension for 1 year; a new 3-year contract was due to begin in 2018, but UHLS will produce a new contract for 2019-2021 instead. Officers need to be elected for 2018. President Karis-Nix is willing to serve her last year as President in 2018. Melissa and Olivia spoke at the last Village Board meeting regarding renovation of the Library Annex. The board was looking for something that would state that the library has decision making over the annex space if the surplus is used toward the renovation. The village stated there was a “use agreement.” President Karis-Nix is looking to create a Memorandum of Understanding (MOU) stating the annex and library room would be for the libraries use and that the village can use the room at the library’s discretion. The evaluation of the Director will be distributed to the board and staff this month by President Karis-Nix.
Secretary’s Report: Trustee Hans motioned to adopt the November minutes and seconded by Trustee Aitken. Unanimously approved.
Treasurer’s Report:
Check Detail is in good shape. The surplus number is currently $43,500. Hans expects the close of year for surplus to be around $35,000-$40,000. NYS Retirement costs will be reducing surplus. Treasure Aitken motioned to approve, Treasurer Maria seconded.
Director’s Report: Full report attached. The Youth Services Librarian Joelle Adler has started doing outreach by visiting with Castleton Kids (Grades K-2) twice per month. Holidays on the Hudson coming up on December 3. Cookie swap is December 9. Augmented Reality Sandbox Demonstration on December 9 which is an exhibit to learn about topography. The library will incorporate special visitors during our Thursday storytime during school break weeks, beginning this December (Dance Storytime on December 28).
Friends’ Report: Director Tacke reported on behalf of the Friends. The Barnes & Noble fundraiser went very well; total funds raised exceeded $2,600, which is a big increase over last year.
Committee Reports: None.
Old Business:
Long Range Planning – Board agreed to assign committees to each goal. President Karis Nix, Treasurer Hans, and Vice President Mullahy will work on the first goal, “secure sustainable library funding.”
Trustee Marcucci will be on the committee for the 3rd goal, “maximize usage of library space and increase available library space.”
Trustee Aitken and Trustee Goldstein will work on the 2nd goal, “Improve the library’s community outreach and visibility.
Board had discussed the different renovation options for Library Annex:
Option 1
Replace library front door only
Cost: $2,864
Option 2
Replace library front door & renovation of Annex room only (flooring, walls, and lighting – no flatscreen, laptop, counter w cabinet or local history shelving) + tables & 6 chairs
Cost $25,696
Option 3
Complete entire project as submitted for grant (both library doors & complete annex renovation/furnishings)
Cost $43,200
Option 4
Replace library front door & complete Annex renovation/furnishings minus local history shelving
Cost $37,048
Trustee Aitken expressed security concern with not fixing the back door as well. Treasurer Hans states he feels with should go with Option 2 so that we have money for the long range plan and marketing. Director Tacke states without the audio visual and other features it will not make a big impact and will not seem to be put together.
The board agreed to move forward with the front and back door replacement. President Karis-Nix motioned to approve the replacement and installation of the front and back doors up to $6,000. Trustee Marcucci seconded. Unanimously approved.
Library word of mouth advertising – Holidays on the Hudson on Sunday, December 3.
New Business:
Treasurer Hans motioned to approve the revised 2017 budget. Trustee Aiken seconded. Unanimously approved.
Director Tacke reviewed the 2018 preliminary budget with comparison to 2017 budget amounts and the differences. One major change in 2018 is the addition of a Library Assistant (approx. 10 hours per week) to perform cataloging, programming, collection management, online calendar entry, and other tasks. Director Tacke also proposed increasing the pay rate for the Youth Services Librarian position at a rate above the general 1.7% COLA increase.
Executive Session – Trustee Marcucci motioned to approve 4% raise for Director, Treasurer Hans seconded, unanimously approved.
Meeting adjourned upon motion by Trustee Aitken at 8:13 pm.
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