Castleton Public Library Board of Trustees Meeting
Monday May 18, 2020 Minutes

Welcome/Pledge of Allegiance: The meeting was called to order by President Mitchum at 7:07 pm.

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

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

Public Comment:  None

Old Business:  The continuation of virtual library programs and digital resources was discussed. 
 
New Business:  The reopening process was discussed.  The re-introduction of personnel, curbside service and staffing suggestions were presented.  Approval with a vote was done for the measures with a motion by Secretary Aitken and seconded by Trustee Knaack.  Unanimously approved.  The State of Emergency Procedures Authorization Policy was presented and discussed.  Secretary Aitken motioned to approve the policy.  Seconded by Trustee Knack.  Unanimously approved.
 
President’s Report:  None.     
 
Secretary’s Report:  Treasurer Hans motioned to approve the April 2020 meeting minutes transcript.  Seconded by Trustee Knaack.  Unanimously approved.  
 
Treasurer’s Report:   Secretary Aitken motioned to approve the April 2020 Check Detail Reports.  Seconded by Trustee Knaack.  Unanimously approved.  
 
Director’s Report: Director Tacke presented her monthly reports for April 2020.  She discussed the continuing decrease in volumes due to the Coronavirus pandemic. A new metric was added to the report for e-content and will be followed.
 
Friends Report: None.
 
Committee Reports:  None. 
​
Announcements:  None.
 
Public Comment: None.
 
Executive Session:  None.
 
The meeting was adjourned upon motion by Treasurer Hans and seconded by Trustee Knaack at 7:38 pm.

Castleton Public Library Board of Trustees Meeting
Monday April 20, 2020 Minutes
(Virtual Meeting Held Via Zoom)
 
Welcome/Pledge of Allegiance: The meeting was called to order by President Mitchum at 7:08 pm.
 
Roll Call: Present: Shane Mitchum, President; Mary Claire Aitken, Secretary; Laurie Knaack, Trustee; Jacki Griffin, Vice President; Nathan Hans, Treasurer; and Melissa Tacke, Library Director.  Excused: Maria Marcucci, Trustee.
 
Adoption of Agenda:  Agenda adopted upon the motion of Vice President Griffin and seconded by Treasurer Hans.  Unanimously approved.
 
Public Comment:  None
 
Old Business:  Virtual library programs and resources were discussed. 
 
New Business:  The Board reviewed measures informally approved by email on March 16, 2020.  Formal approval with a vote was done for the following measures with a motion by Vice President Griffin and seconded by Treasurer Hans: 

1. Effective 3/16, during the closure, all regular staff will be paid for the hours they were originally scheduled to work. The Director will continue to work in the library, and may work from home as needed using a staff laptop. The Youth Services Librarian will work from home, using a staff laptop; she may also work limited hours in the library on specific projects (for example, inventorying program supplies in the storage area). When we are preparing for reopening, paraprofessional staff (Library Assistant and Library Aides) may be asked to come in to catalog materials, shelve books, run hold reports, etc.
2. Effective 3/16, making available the equivalent of an additional 3 weeks paid sick leave (equivalent to the staff member's scheduled hours) temporarily available during this time, to expire on 9/30/20. This would be intended to cover professional staff who will be working their full scheduled hours during the closure (Director and Librarian I), and all staff after reopening as the virus begins to ebb but new cases may still be occurring. This would be to cover coronavirus-related illness, suspected illness, quarantine (if after the library is reopened), or to offer paid leave when a doctor recommends staying home. This is to help our staff as they deal with any coronavirus-related illness without having to use their accrued sick time or vacation time.
3. Effective 3/16, and to remain in effect for the duration of the closure, to temporarily adjust check signing policies to allow one signature to sign checks $250 and over, and to authorize the Director to sign any checks $250 and over after written approval from President or Treasurer is obtained; Director will send a scan of vouchers/invoices for approval to the President and Treasurer via email and will attach their approval to the voucher and invoice to keep a paper trail of all approvals. These temporary adjustments to the policy would expire after the library is reopened to the public.
4. Effective 3/16, empowering the Director to purchase additional digital materials, with the Director using her discretion as to which other line items funds will be pulled from.
5. To approve the Library Service in Unusual Health Situations draft policy.

 
All measures were unanimously approved.  
 
President’s Report:  None.     
 
Secretary’s Report:  Vice President Griffin motioned to approve the February 2020 meeting minutes.  Seconded by Treasurer Hans.  Unanimously approved.  
 
Treasurer’s Report:   Vice President Griffin motioned to approve the February and March 2020 Check Detail Reports.  Seconded by Secretary Aitken.  Unanimously approved.  
 
Director’s Report: Director Tacke presented her monthly report for March 2020.  She discussed the statistics and the changes in volume due to the Coronavirus pandemic.  The usage of the wifi hotspots was reviewed.
 
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 Secretary Aitken at 7:37 pm.

Castleton Public Library Board of Trustees Meeting
Tuesday February 18, 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; Mary Claire Aitken, Secretary; Laurie Knaack, Trustee; Maria Marcucci, Trustee; and Melissa Tacke, Library Director.  Excused: Jacki Griffin, Vice President and Nathan Hans, Treasurer.
Adoption of Agenda:  Agenda adopted upon the motion of Trustee Marcucci and seconded by Trustee Knaack.  Unanimously approved.
Public Comment:  None
Old Business:  Library programs were discussed. 
 
New Business:  The Board reviewed the 2019 New York State Annual Report. The report was approved upon the motion of Trustee Marcucci and seconded by Trustee Knaack.  Unanimously  approved.  The Board discussed the Finance Report and the need to increase funds for monthly transfers from the savings to the checking account.  Trustee Marcucci motioned to approve the increase in monthly transfers and was seconded by Trustee Knaack.  Unanimously approved.
 
President’s Report:  None.     
 
Secretary’s Report:  Trustee Marcucci motioned to approve the January 2020 meeting minutes.  Seconded by Trustee Knaack.  Unanimously approved.  
 
Treasurer’s Report:  Trustee Marcucci motioned to approve the January 2020 Check Detail Reports.  Seconded by Trustee Knaack.  Unanimously approved.  
 
Director’s Report: Director Tacke presented her monthly report for January 2020 and presented information on the staff development day held January 24, 2020 which included a webinar that may be of interest to the Board for continuing education purposes.
 
Friends Report: None.
 
Committee Reports:  None. 
Announcements:  None.
 
Public Comment: None.
 
Executive Session:  None.
 
The meeting was adjourned upon motion by Trustee Marcucci and seconded by Trustee Knaack at 7:25 pm

Castleton Public Library Board of Trustees Meeting
Tuesday January 21, 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; Mary Claire Aitken, Secretary; Nathan Hans, Treasurer; Laurie Knaack, Trustee; Maria Marcucci, Trustee; and Melissa Tacke, Library Director. 

Adoption of Agenda:  Agenda adopted upon motion of Treasurer Hans and seconded by Vice President Griffin.  Unanimously approved.

Public Comment:  None

Old Business:  Library programs were discussed.  The Director evaluation was presented.  The Board self-evaluation was discussed, including ongoing Board member recruitment and training.  Continuing education for current Board members was also discussed, including the possibility of UHLS presentations and webinar attendance. 
​
New Business:  The Board reviewed changes to the Circulation Policy.  Treasurer Hans motioned to approve the Circulation Policy with changes to the loan period for DVDs, new DVDs, and Wifi hotspots.  Seconded by Vice President Griffin.  The annual policy review was discussed.  This review will be worked on and presented at a future Board meeting.
 
President’s Report:  None.     
 
Secretary’s Report:  Treasurer Hans motioned to approve the December 2019 meeting minutes.  Seconded by Vice President Griffin.  Unanimously approved.  
 
Treasurer’s Report:  Trustee Marcucci motioned to approve the December 2019 Check Detail Reports.  Seconded by President Mitchum.  Unanimously approved.  
 
Director’s Report: Director Tacke presented her monthly report for December 2019 which included comparative statistics for 2018 and 2019. Metrics were discussed for the the loan of Wifi hotspots.
 
Friends Report: None.
 
Committee Reports:  None. 
Announcements:  None.
 
Executive Session:  None.  
 
The meeting was adjourned upon motion by Treasurer Hans and seconded by Vice President Griffin at 8:15 pm.
 

Castleton Public Library Board of Trustees Meeting
Monday, December 16, 2019 Minutes
Welcome/Pledge of Allegiance: The meeting was called to order by Vice President Griffin at 7:00 pm.
Roll Call: Present: Jacki Griffin, Vice President; Mary Claire Aitken, Secretary; Shane Mitchum, Trustee; Nathan Hans, Treasurer; Laurie Knaack, Trustee; and Melissa Tacke, Library Director.  Excused: Maria Marcucci, Trustee.
Adoption of Agenda:  Agenda adopted upon motion of Treasurer Hans and seconded by Trustee Mitchum.  Unanimously approved.
Public Comment:  None
Old Business:  Library programs were discussed.  The 2019 revised budget was reviewed.  Treasurer Hans motioned to approve the 2019 revised budget.  Vice President Griffin seconded.  Unanimously approved.  The 2020 budget was reviewed.  Treasurer Hans motioned to approve the 2020 budget.  Seconded by Vice President Griffin.  Unanimously approved.  The 2020 staff pay rates were reviewed.  Treasurer Hans motioned to approve the 2020 staff pay rates.  Seconded by Trustee Mitchum.  Unanimously approved.​

New Business:  The board discussed the slate of officers for 2020.  The slate of officers proposed is S. Mitchum as President; J. Griffin as Vice President; M. Aitken as Secretary; and N. Hans as Treasurer.  Treasurer Hans motioned to approve the slate of officers.  Seconded by Vice President Griffin.  Unanimously approved.  The UHLAN agreement was reviewed.  Treasurer Hans motioned to approve the UHLAN agreement.  Seconded by Trustee Mitchum.  Unanimously approved.  Trustee Knaack agreed to act as a third check signer.  The board agreed to the 2020 meeting dates.  

President’s Report:  None.     

Secretary’s Report:  Treasurer Hans motioned to approve the November 2019 meeting minutes.  Seconded by Vice President Griffin.  Unanimously approved.  

Treasurer’s Report:  Vice President Griffin motioned to approve the November 2019 Check Detail Reports.  Seconded by Trustee Mitchum.  Unanimously approved.  

Director’s Report: Director Tacke presented her monthly report for November 2019. She also discussed her participation on a panel for the fine free experience.

Friends Report: None.

Committee Reports:  None. 

Announcements:  None.

Executive Session:  None.  

The meeting was adjourned upon motion by Vice President Griffin and seconded by Trustee Mitchum at 7:45 pm.

Castleton Public Library Board of Trustees Meeting
Monday November 18, 2019 Minutes
Welcome/Pledge of Allegiance: The meeting was called to order by President Karis-Nix at 7:00 pm.
Roll Call: Present: Olivia Karis-Nix, President; Jacki Griffin, Vice President; Mary Claire Aitken, Secretary; Shane Mitchum, Trustee; Nathan Hans, Treasurer; Maria Marcucci, Trustee; L. Knaack, Trustee; and Melissa Tacke, Library Director.
Adoption of Agenda:  Agenda adopted upon motion of Treasurer Hans and seconded by Trustee Marcucci.  Unanimously approved.
Public Comment:  None
Old Business:  Library programs were discussed.  Evaluations for the Board and the library director were submitted to be collated for discussion at the December 2019 Board meeting.

New Business:  The proposed CPL Mascot Contest document was reviewed and critiqued.  Library Director Tacke will set up meetings with the Schodack CSD Superintendent and school principals to present the contest.  The 2019 revised budget, 2020 budget, and the 2020 staff pay rates were presented and reviewed.  A vote to adopt will be taken at the December 2019 meeting.  Committee assignments were reviewed and reassigned.  Trustee Knack was added to the Administrative, Policy and Community Outreach & Visibility Committees.  Trustee Mitchum was added to the Finance and Sustainable Funding Committees.  Secretary Aitken was added to the Operations/ Capital Projects.  

President’s Report:  None.     

Secretary’s Report:  Treasurer Hans motioned to approve the October 2019 meeting minutes.  Seconded by Vice President Griffin.  Unanimously approved.  

Treasurer’s Report:  Trustee Marcucci motioned to approve the October 2019 Check Detail Reports.  Seconded by Vice President Griffin.  Unanimously approved.  

Director’s Report: Director Tacke presented her monthly report for October 2019. An outreach smartphone class at Castle Hill and Kindergarten class visits to the library were discussed.  

Friends Report: T. Scandurra, the Friends President attended the meeting and reported on fundraising events. 

Committee Reports:  None 
Announcements:  President Karis-Nix was thanked for her service to the Board and the library.  Vice President will be the acting President for the December meeting.

Executive Session:  None  

The meeting was adjourned upon motion by Vice President Griffin and seconded by President Karis-Nix at 7:52 pm.

Castleton Public Library Board of Trustees Meeting
Monday October 21, 2019 Minutes

Welcome/Pledge of Allegiance: The meeting was called to order by President Karis-Nix at 7:00 pm.

Roll Call: Present: Olivia Karis-Nix, President; Jacki Griffin, Vice President; Mary Claire Aitken, Secretary; Shane Mitchum, Trustee; Nathan Hans, Treasurer; Maria Marcucci, Trustee and Melissa Tacke, Library Director.

Adoption of Agenda:  Agenda adopted upon motion of Treasurer Hans and seconded by ?Vice President Griffin.  Unanimously approved.

Public Comment:  None

Old Business:  Library programs were discussed.

New Business:  President Karis-Nix announced her resignation.  The November 2019 meeting will be her last.  Schodack Town board meeting attendance was discussed, it has been favorable.  

President’s Report:  A potential Trustee, L. Knaack was presented and welcomed.     

Secretary’s Report:  President Karis-Nix motioned to approve the September 2019 meeting minutes.  Seconded by Vice President Griffin.  Unanimously approved.  

Treasurer’s Report:  Trustee Mitchum motioned to approve the September 2019 Check Detail Reports.  Seconded by Trustee Marcucci.  Unanimously approved.  

Director’s Report: Director Tacke presented her monthly report for September 2019. The Fine and Donation Revenue was analyzed.  Usage of a potential wifi hotspot was reviewed.  Usage of borrowed bakeware now on a more visible rack was discussed.   

Friends Report: None

Committee Reports:  The Community Outreach and Visibility Committee discussed preliminaries of a Mascot Contest.  The contest will be geared to grades kindergarten through 12th and prizes will be awarded.  The criteria will be related to local history, nature or areas.  The goal is run the contest in Spring 2020, with the Board determining the winner.  
Announcements:  None

Executive Session:  None  

The meeting was adjourned upon motion by Vice President Griffin and seconded by President Karis-Nix at 7:38pm.

​Castleton Public Library Board of Trustees Meeting

Monday September 16, 2019 Minutes

Welcome/Pledge of Allegiance: The meeting was called to order by President Karis-Nix at 7:08 pm.

Roll Call: Present: Olivia Karis-Nix, President; Jacki Griffin, Vice President; Mary Claire Aitken, Secretary; Shane Mitchum, Trustee; and Melissa Tacke, Library Director.  Absent: Nathan Hans, Treasurer.  Excused: Maria Marcucci, Trustee and Jillian Farrell, Trustee.

Adoption of Agenda:  Agenda adopted upon motion of Vice President Griffin and seconded by Trustee Mitchum.  Unanimously approved.

Public Comment:  None

Old Business:  Library programs were discussed.

New Business:  The forms to be used for the staff evaluations and Board self-evaluation will be reviewed.

President’s Report:  Jillian Farrell has resigned her Trustee position.  Recruitment of a new Trustee is needed and was discussed.   

Secretary’s Report:  Vice President Griffin motioned to approve the July 2019 meeting minutes.  Seconded by Trustee Mitchum.  Unanimously approved.  

Treasurer’s Report:  President Karis-Nix motioned to approve the July and August 2019 Check Detail Reports.  Seconded by Vice President Griffin.  Unanimously approved.  

Director’s Report: Director Tacke presented her monthly report for July and August 2019. The status of the budget was reviewed.  The director spoke of her presentation to the Town Board.  A 12.5% increase was requested.  

Friends Report: None

Committee Reports:  The Sustainable Funding Committee discussed meeting with and collaborating with other libraries. 

Announcements:  None

Executive Session:  None  

The meeting was adjourned upon motion by Vice President Griffin and seconded by President Karis-Nix at 7:42pm.