mar2024packet.pdf |
Castleton Public Library Board of Trustees Meeting Tuesday, January 16, 2024 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:10 pm. Roll Call Present (physical): Shane Mitchum, President; Patrick Cartwright, Vice President; Colin Strainge, Trustee; Meghan Johnston, Trustee; Melissa Tacke, Library Director Present (virtual): Alyssa Mitchum, Treasurer Excused: Laurie Knaack, Secretary Adoption of Agenda The adoption of the agenda was motioned by Trustee Strainge and seconded by Trustee Cartwright. Unanimously approved. Public Comment None. New Business Slate of officers for 2024: All current officers agreed to continue in their roles and will be part of the 2024 slate. Hire of Librarian I for Programming and Outreach: The resume for a candidate for the new full-time Librarian I position was circulated with the board. The candidate brings very positive references and a background in elementary education and library science. A motion to approve the hire and salary for the position of Librarian I was made by Trustee Strainge. Seconded by Trustee Cartwright. Unanimously approved. 2023 Annual Report to the Community: Director Tacke shared the Annual Report. Trustees discussed and found the format to be clear and concise, giving a good overall picture of the Library’s accomplishments throughout the year. Trustee Cartwright suggested that the significant increases in several of the areas in the report between 2022-23 be specified where possible. Old Business Board self-evaluation: President Mitchum reviewed the main themes from evaluations, which included: ● continuing the need to fully represent and respond to diversity in our community, establishing tangible goals for committees to increase momentum ● the need for continued outreach and ongoing attention to maximizing library space ● improving the pipeline for potential board members, and ● updating the Library’s mission statement. Director evaluation: President Mitchum noted that Trustee responses were overwhelmingly positive. President Mitchum will meet with Director Tacke to review evaluations soon. Trustee recruitment: One Board seat is currently vacant. President Mitchum and Director Tacke will follow up with a community member who expressed preliminary interest. Follow-up on Racial Equity Training: The board discussed suggestions for further follow-up: ● consider a student representative from Maple Hill High School, checking with UHLS about precedent and possible bylaw language to describe such a role ● assign appropriate follow-up items from the Racial Equity training to committees ● consider participating in UHLS’ Equity Challenge, starting up in April ● update the Library mission and consider crafting a values statement to reflect the Board’s intention to recognize, include and promote equity and diversity in governance, management and programming ● add language to Library policies that expresses our intention regarding diversity, equity, and inclusion Library word-of-mouth advertising: Director Tacke shared the February calendar and asked Trustees to particularly share planned February vacation week activities with community members. Reports President’s Report No additional report. Secretary’s Report No report (secretary absent). Trustee Cartwright motioned to approve the December 2023 meeting minutes. Seconded by Trustee Strainge. Unanimously approved. Treasurer’s Report Trustee Cartwright motioned to approve the December 2023 Check Detail Reports. Seconded by Trustee Strainge. Unanimously approved. Director’s Report Director Tacke presented statistics for library use through 2023, noting several trends: ● visits and outreach are up ● cardholder numbers are slightly down after the artificial bump that followed the pandemic ● physical circulation and eContent continue to increase ● program attendance shows a big increase, reflecting a busy summer program. Friends Report The Friends of the Library are scheduled to meet January 17 to set their fundraising calendar for 2024. Village of Castleton Liaison Report None. Committee Reports All committees did not meet in January, and report plans to meet in February to establish goals for 2024. Announcements None. Public Comment None. Executive Session None. Adjournment The meeting was adjourned at 7:49 pm.
Castleton Public Library Board of Trustees Meeting Monday, December 18, 2023 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:06 pm. Roll Call Present: Shane Mitchum, President; Patrick Cartwright, Vice President; Laurie Knaack, Secretary; Alyssa Mitchum, Treasurer; Colin Strainge, Trustee; Melissa Tacke, Library Director Absent: Meghan Johnston, Trustee; Kate Bielawa, Trustee Excused: none 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 2023 revised budget: Trustees reviewed the final expenses for 2023. Trustee Cartwright motioned to approve the 2023 revised budget. Seconded by Trustee Strainge. Unanimously approved. 2024 staff pay rates: Director Tacke shared pay rates effective 1/1/2024. Trustee Cartwright motioned to approve the 2024 wage increases for library staff. Seconded by Trustee Strainge. Unanimously approved. Policy update – Personnel Policy: The Policy Committee worked with Director Tacke to review and revise the personnel policy. Changes include refining definitions of each employee position, defining responsibilities for the new full-time Librarian I position, updating guidelines for remote work, updating holidays and vacation accrual, and clarifying leave procedures including sick leave and jury duty. Conditional upon the addition of a sentence on the first page to indicate that the policy will be reviewed annually, Trustee Cartwright motioned to approve the Personnel Policy. Seconded by Trustee Strainge. Unanimously approved. Hours of operation: Library hours will be changing to 11am-4pm on Saturday and Sunday (no change to weekday hours). Trustee Cartwright motioned to approve the 2024 hours. Seconded by Trustee Strainge. Unanimously approved. Hire of Library Aide: Trustee Strainge motioned to approve the hire and pay rate of a Library Aide to begin work 1/6/2024. Seconded by Trustee Cartwright. Unanimously approved. Tax cap resolution re: May 2023 vote: Trustee Cartwright motioned to approve the Resolution to Override Tax Cap – 2024 Budget. Seconded by Trustee Strainge. Unanimously approved. The text follows: Resolution to Override Tax Cap -- 2024 Budget (pertains to vote held in May 2023) Whereas, the adoption of the 2024 budget for the Castleton Public Library required a tax levy increase that exceeded the tax cap imposed by state law as outlined in General Municipal Law Section 3-c adopted in 2011; and Whereas, General Municipal Law Section 3-c expressly permits the library board to override the tax levy limit by a resolution approved by a vote of sixty percent of qualified board members; now therefore be it Resolved, that the Board of Trustees of the Castleton Public Library voted and approved to exceed the tax levy limit for 2024 by at least the sixty percent of the Board of Trustees as required by state law on 12/18/2023. Discussion of slate of officers for Annual Meeting (January 16, 2024): Trustees discussed remaining with the same slate of officers for 2024. Board self-evaluation and Director evaluation: Director Tacke will send the evaluation forms electronically to trustees. The board will submit evaluations to President Mitchum by January 12. Old Business 2024 budget: Trustee Cartwright motioned to approve the 2024 Budget. Seconded by Trustee Strainge. Unanimously approved. Village of Castleton – Sunday library hours: The Village and Library are in agreement on Sunday hours and the Village plans to approve an addendum to the Library’s lease to clarify winter shoveling procedure. Follow-up on Racial Equity Training: The board discussed retaining this item on the agenda and plans to set action items at the January meeting so that committees can meet before February. Library word-of-mouth advertising: Promote Sunday hours starting January 2024! Reports President’s Report No report. Secretary’s Report Trustee Strainge motioned to approve the November 2023 meeting minutes. Seconded by Trustee A. Mitchum. Unanimously approved. Treasurer’s Report Trustee Cartwright motioned to approve the November 2023 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report Director Tacke presented statistics for November, with a comparison against previous years. Circulation and total program attendance continues to be up since 2021, with a significant increase in in-person program attendance. Friends Report The Friends of the Library will meet in January to set their fundraising calendar for 2024. Village of Castleton Liaison Report No report. Committee Reports Finance: did not meet. Administrative: did not meet. Operations/Capital Projects: did not meet. Policy: reviewed Personnel Policy (discussed above). Long Range Plan Committees: Marketing & Community Connections: did not meet. Library Services & Outreach: did not meet. Library Space: did not meet. Announcements None. Public Comment None. Executive Session None. Adjournment The meeting was adjourned at 8:04 pm.
Castleton Public Library Board of Trustees Meeting Monday, November 13, 2023 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:03 pm. Roll Call Present (physical): Shane Mitchum, President; Laurie Knaack, Secretary; Alyssa Mitchum, Treasurer; Meghan Johnston, Trustee; Kate Bielawa, Trustee; Colin Strainge, Trustee; Melissa Tacke, Library Director Excused: Patrick Cartwright, Vice President Adoption of Agenda The adoption of the agenda was motioned by Trustee Strainge and seconded by Trustee Johnson. Unanimously approved. Public Comment None. New Business Trustee terms: The terms of Trustees A. Mitchum and Bielawa will end after December 2023. Trustee Bielawa did not express an interest in serving again at this time; Trustee A. Mitchum wishes to serve again. Trustee Johnson motioned to put Trustee A. Mitchum’s name before the Village board at their December meeting for appointment for another term from January 2024 through December 2026. Seconded by Trustee Strainge. Unanimously approved. Proposed 2024 meeting schedule: Trustee Strainge motioned to approve the 2024 meeting dates. Seconded by Trustee Knaack. Unanimously approved. Draft 2024 budget: Trustees reviewed a draft budget for 2024 and prepared to have feedback by the next meeting. Follow-up on Racial Equity Training: Trustees reviewed notes from the UHLS follow-up session and recommended that the Policy Committee review the mission and values updates, and that this item appear on the next board agenda so that it can be revisited in future meetings. Old Business Village of Castleton – Sunday library hours: Discussion has been ongoing with the Village about determining a written agreement/procedure for what occurs during inclement weather on Sundays. Library word-of-mouth advertising: Director Tacke encouraged trustees to share upcoming events including the Holidays on the Hudson on December 3 and Holiday Cookie Swap on December 9. Reports President’s Report No report. Secretary’s Report Trustee Johnson motioned to approve the October 2023 meeting minutes. Seconded by Trustee Strainge. Unanimously approved. Treasurer’s Report Trustee Johnson motioned to approve the October 2023 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report Director Tacke presented statistics for October, with a comparison against previous years. Circulation and total program attendance continues to be up since 2021. Friends Report The Friends of the Library have completed their fundraisers for 2023. Village of Castleton Liaison Report No report. Committee Reports Finance: did not meet. Administrative: did not meet. Operations/Capital Projects: did not meet. Policy: did not meet. Will reconvene before next board meeting. Long Range Plan Committees: Marketing & Community Connections: did not meet Library Services & Outreach: did not meet Library Space: did not meet Announcements None. Public Comment None. Executive Session None. Adjournment The meeting was adjourned at 7:32 pm.
Castleton Public Library Board of Trustees Meeting Monday, October 16, 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; Laurie Knaack, Secretary; Alyssa Mitchum, Treasurer; Kate Bielawa, Trustee; Meghan Johnston, 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. This meeting was held with an abbreviated agenda to permit trustees to attend the final UHLS Racial Equity Training session immediately following the review of essential business. Public Comment None. Reports Secretary’s Report Trustee Cartwright motioned to approve the September 2023 meeting minutes. Seconded by Trustee Strainge. Unanimously approved. Treasurer’s Report Trustee Cartwright motioned to approve the September 2023 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report Director Tacke presented statistics for September. Announcements None. Public Comment None. Executive Session None. Adjournment The meeting was adjourned at 7:05 pm.
Castleton Public Library Board of Trustees Meeting Monday, September 18, 2023 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:06 pm. Roll Call Present (physical): Shane Mitchum, President; Patrick Cartwright, Vice President; Laurie Knaack, Secretary; Kate Bielawa, Trustee; Melissa Tacke, Library Director Absent: Colin Strainge, Trustee Excused: Alyssa Mitchum, Treasurer; Meghan Johnston, Trustee 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 Library Construction Grant - rear entrance project: Trustee Cartwright motioned to approve the application for the library construction grant. Seconded by Trustee Knaack. Unanimously approved. Public Comment Policy for Library Board Meetings: Trustee Cartwright motioned to approve the new Public Comment Policy. Seconded by Trustee Bielawa. Unanimously approved. Freedom of Information Law (FOIL) Policy: Trustees reviewed a draft FOIL policy that will be presented for approval next month.. Discussion included ensuring the timeframes align with NYS law and that the policy must allow the library to charge fees for items such as extensive printing and copying. Old Business Village of Castleton - direct funding and in-kind services: Director Tacke summarized discussion at the last VIllage Board meeting, including concerns about the cost of utilities for Sunday building use and the estimated value of in-kind services provided (building space & shared services such as payroll and electricity). Library word-of-mouth advertising: Director Tacke encouraged trustees to share that the library is accepting gently used Halloween costumes and accessories through Thursday, October 12 to prepare for the Saturday October 14 10am-4pm Free Halloween Costume Giveaway. Reports President’s Report No report. Secretary’s Report Trustee Cartwright motioned to approve the August 2023 meeting minutes. Seconded by Trustee Bielawa. Unanimously approved. Treasurer’s Report Trustee Cartwright motioned to approve the August 2023 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report Director Tacke presented statistics for August, with a comparison against previous years. Summer Reading Program registration was similar to 2022; attendance at in-person summer events increased and returned nearly to 2019 numbers. Additionally, Director Tacke shared the Upper Hudson Library System annual report. Friends Report The Friends of the Library completed their raffle in August and held a Music on the Lawn event during the September VIllage-wide garage sale. Their next event will be a takeout pasta dinner held on October 14. Village of Castleton Liaison Report No report. Committee Reports All committees report plans to meet in late summer or fall. Finance: did not meet. Administrative: did not meet. Operations/Capital Projects: did not meet. Policy: Met regarding policies and UHLS templates discussed earlier in this meeting. Long Range Plan Committees: Committees have been updated as follows to reflect the new goals in the 2023-2026 Long Range Plan: Marketing & Community Connections – P. Cartwright, L. Knaack Library Services & Outreach – A. Mitchum, S. Mitchum Library Space – K. Bielawa, C. Strainge, M. Johnston Announcements Director Tacke reminded trustees of dates for upcoming training, including the final session following an abbreviated board meeting on October 16. Public Comment None. Executive Session None. Adjournment The meeting was adjourned at 7:56 pm.
Castleton Public Library Board of Trustees Meeting Monday, August 21, 2023 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:04 pm. Roll Call Present: 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 Adoption of Agenda The adoption of the agenda was motioned by Trustee Cartwright and seconded by Trustee Johnson. Unanimously approved. Public Comment None. New Business Feedback from Village of Castleton-on-Hudson: Village of Castleton board member and Library liaison Rebekah Timerman attended to share positive feedback on the library pursuing a construction grant for accessibility renovations for the back door, as well as some concerns after the sustainable funding vote regarding future Sunday hours as well as residents being taxed via Village funding that continues for the library as well as through school taxes. This will be discussed at the next Village board meeting on September 11 at 7pm. Director Tacke and President Mitchum plan to discuss again with Village Trustee Timerman beforehand and Director Tacke will reach out to UHLS Director Tim Burke as well. Rechartering discussion: The Town of Schodack expressed some interest in discussing what would be needed to make the Village library a Town library. Long Range Plan Committee Assignments: Trustees volunteered for assignments as follows: Marketing & Community Connections: Knaack, Cartwright; Library Services & Outreach: S. Mitchum, A. Mitchum; Library Space: Johnson, Bielawa, Strainge. Old Business Library word-of-mouth advertising: Director Tacke shared that the last day to turn in reading logs to be entered in the prize drawing is August 28. Logs can be turned in starting August 14 and can be turned in after the end of the program even after the drawing. Children can receive a goody bag! Reports President’s Report No report. Secretary’s Report Trustee Cartwright motioned to approve the July 2023 meeting minutes. Seconded by Trustee Strainge. Unanimously approved. Treasurer’s Report Trustee Cartwright motioned to approve the July 2023 Check Detail Reports. Seconded by Trustee Johnson. Unanimously approved. Director’s Report Director Tacke presented statistics for July, with a comparison against previous years. Circulation remains similar to 2022 (up significantly from 2021), with continued increase in attendance at in-person events and improved Facebook reach. Many Summer Reading Club programs have been well-attended. Director Tacke reminded trustees of the dates in September and October for racial equity training. Friends Report The Friends of the Library is wrapping up selling tickets for a drawing to be held on August 23 at the Music on the Lawn event at the library. Village of Castleton Liaison Report This new item will be added to the agenda each month to ensure time is allotted for report/discussion. Committee Reports All committees report plans to meet in late summer or fall. Finance: did not meet. Administrative: did not meet. Operations/Capital Projects: did not meet. Policy: did not meet; Director Tacke shared policies for review and information from Upper Hudson for recommendations, particularly on intellectual freedom issues. Long range plan committees: These will change to reflect the new goals in the 2023-2026 Long Range Plan as discussed in New Business. Announcements None. Public Comment None. Executive Session None. Adjournment The meeting was adjourned at 8:01 pm.
Castleton Public Library Board of Trustees Meeting Monday, July 17, 2023 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:02 pm. Roll Call Present: Shane Mitchum, President; Patrick Cartwright, Vice President; Alyssa Mitchum, Treasurer; Laurie Knaack, Secretary; Colin Strainge, Trustee; Kate Bielawa, Trustee; Melissa Tacke, Library Director Excused: Meghan Johnston, Trustee 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 Rebekah Timerman attended and reported that the Village board is also interested in the library pursuing construction aid toward a project to fix accessibility of the rear entrance of the Village Hall, and the Village is separately considering renovations to the front lawn area. New Business None. Old Business Long Range Plan (2023-2026): The adoption of the Long Range Plan was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. NYS Library Construction Aid: Director Tacke is working to get a quote and provide the required initial information to meet a July 26 application deadline for aid for a project to make the rear building entrance accessible. If the grant is received, Village approval will be needed to begin the project. Library word-of-mouth advertising: Director Tacke encouraged trustees to continue to share Summer Reading Club information and to remind potential participants that they can register all summer. Lots of exciting, fun, and educational summer programming is planned. Reports President’s Report No report. Secretary’s Report Trustee Bielawa motioned to approve the June 2023 meeting minutes. Seconded by Trustee Cartwright. Unanimously approved. Treasurer’s Report Trustee Johnson motioned to approve the June 2023 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report Director Tacke presented statistics for June, with a comparison against previous years. Circulation remains similar to 2022 (up significantly from 2021), with higher attendance at in-person events and improved Facebook reach since 2022. The Summer Reading Club kickoff was well attended. Friends Report The Friends of the Library held baked goods sales at Schodack Town Music in the Park events and is currently selling tickets for a drawing to be held on August 23 at the Music on the Lawn event at the library. Committee Reports All committees report plans to meet in late summer or fall. Finance: did not meet. Administrative: did not meet. Operations/Capital Projects: did not meet. Policy: did not meet. Long range plan committees: These will change to reflect the new goals in the 2023-2026 Long Range Plan. Trustees will think about in which areas they can best contribute and choose assignments next month. Sustainable Funding: did not meet. Library Space: did not meet. Community Outreach & Visibility: did not meet. Announcements None. Public Comment Rebekah Timerman conveyed that the Village board has some questions regarding the sustainable funding proposition and Sunday hours, and will gather these for discussion with Director Tacke. Executive Session None. Adjournment The meeting was adjourned at 7:22 pm.
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.
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