Castleton Public Library Board of Trustees Meeting
 
Monday, June 21, 2021 Minutes
 
Welcome/Pledge of Allegiance:  The meeting was called to order by President Mitchum at 7:08 pm.
 
Roll Call: Present: Shane Mitchum, President; Alyssa Mitchum, Treasurer; Laurie Knaack, Trustee; Patrick Cartwright, Trustee; Kendra Rubin, Trustee; and Melissa Tacke, Library Director.  Excused: Mary Claire Aitken, Secretary. Absent: Jacki Griffin, Vice President.
 
Adoption of Agenda: The adoption of the agenda was motioned by Trustee Knaack and seconded by Treasurer Mitchum. Unanimously approved.
 
Public Comment: None.
 
New Business: 
An addendum to the Reopening Plan was discussed.  Masks are required for everyone over two years of age inside the library.  Masks are now no longer required during outdoor activities. This is in line with NYS and CDC guidance and  is in line with the Schodack Central School District.  Trustee Knaack motioned to approve the addendum to the Reopening Plan. Treasurer Mitchum seconded. Unanimously approved.
There was a revision to the Code of Ethics.  A disclosure of interest section was added.  Trustee Knaack motioned to approve the revised Code of Ethics. Treasurer Mitchum seconded. Unanimously approved.
There was a discussion about the Library Closure policy.  A minor update was added to share information will be posted for closing updates in addition to the website and social media. Trustee Knaack motioned to approve the revised Library Closure Policy. Treasurer Mitchum seconded. Unanimously approved.
The Disaster Plan was discussed.  A Disaster Team was assigned.  Two additional roles were needed.  Trustee Knaack and Trustee Rubin volunteered.  Director Tacke will provide updated copies of the Disaster Plan to the team. 
The Open Meetings Law was reviewed.  The Governor keeps pushing out the date to resume in-person meetings.  The board discussed whether meet in person before required by law or to continue to meet virtually.  Excused board members will need to provide opinions.  Director Tacke will email the Board with changes.
 
Old Business: Library programs were discussed, including the Summer Reading Club.  Copies of the program were sent home with students K-8 in the Schodack Central School District.  Registration can occur all summer long.  T. Scandurra from the Friends offered a tent for all the outdoor events which was approved by the Village Board.  The reopening process was further discussed.  More furniture will be moved back.  The capacity limit will be removed along with time limits.  Director Tacke will monitor COVID-19 metrics and other libraries’ progress toward fully reopening.
 
President’s Report: None.
 
Secretary’s Report: Trustee Knaack motioned to approve the May 2021 meeting minutes and transcript. Treasurer Mitchum seconded. Unanimously approved.
 
Treasurer’s Report: The May 2021 Check Detail was reviewed.  Trustee Knaack motioned to approve the May 2021 Check Detail Report.  Seconded by Treasurer Mitchum.  Unanimously approved. 
 
Director’s Report: Director Tacke presented her monthly report for May 2021.  The library was closed to the public for May 2020.  June 2021 should provide a more apples-to-apples comparison, as library service in the building resumed in June 2020.
 
Friends Report: The Music on the Lawn bake sales went well.  Updates will be provided next month.
 
Committee Reports: 
Finance Committee and Sustainable Funding Committee have not met, but will meet soon.
Policy Committee met to review the policy changes proposed for approval at tonight’s meeting. The committee will meet again later this month to complete the policy review.
Community Outreach and Visibility Committee did not meet, but Director Tacke reminded trustees about volunteering to give a public comment about the library at Schodack Town Board meetings. Trustee Rubin volunteered to give the public comment at the July Town Board meeting.
 
Announcements:  None.
 
Public Comment: None. 
 
Executive Session: None.
 
Trustee Knaack motioned to adjourn the meeting.  Seconded by Treasurer Mitchum.  Unanimously approved. The meeting was adjourned at 7:48 p.m.

​Castleton Public Library Board of Trustees Meeting
 
Monday, May 17, 2021 Minutes
 
Welcome/Pledge of Allegiance:  The meeting was called to order by President Mitchum at 7:02 pm.
 
Roll Call: Present: Shane Mitchum, President; Jacki Griffin, Vice President; Alyssa Mitchum, Treasurer; Mary Claire Aitken, Secretary; Laurie Knaack, Trustee; Patrick Cartwright, Trustee; Kendra Rubin, Trustee; and Melissa Tacke, Library Director. 
 
Adoption of Agenda: The adoption of the agenda was motioned by Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.
 
Public Comment: None.
 
New Business:  The revision of the Financial Policies was discussed.  A revision was made to the Credit/Debit card to align the total amount with the cap on the limit for checks for equivalency.     Vice President Griffin motioned to approve the revised Financial Policies, and seconded by Trustee Knaack.  Unanimously approved.  A new policy for Art Exhibition was discussed.  Vice President Griffin motioned to approve the new Art Exhibition Policy with the removal of bullet #4 and seconded by Trustee Knaack.  Unanimously approved.  
 
Old Business: Library programs were discussed, including the Summer Reading Program.  Reopening items were presented, including the resumption of a computer station and an increase in capacity to ten patrons.  The mask requirement was discussed with the consensus that masks should still be required with the six foot spacing also, so no change will occur at this time.
 
President’s Report: None.
 
Secretary’s Report: Vice President Griffin motioned to approve the April 2021 meeting minutes and transcript.  Seconded by Trustee Knaack.  Unanimously approved.
 
Treasurer’s Report: The April 2021 Check Detail was reviewed.  Vice President Griffin motioned to approve the April 2021 Check Detail Reports.  Seconded by Trustee Knaack.  Unanimously approved. 
 
Director’s Report: Director Tacke presented her monthly report for April 2021.  There was discussion for the comparisons from the month of April 2020 to April 2021.  The library was closed to the public for April 2020.  Charts show a decrease in e-content though still in demand.  The spring’s first in-person outdoor activity, rock painting, was well attended. 
 
Friends Report: The May plant sale fundraiser went well.
 
Committee Reports:  The Finance Committee met to discuss a preliminary budget for Town funding requests.  The Policy Committee met and will continue to review policies.  The Sustainable Funding Committee met and will continue to explore the path forward on funding.  The Community Outreach & Visibility Committee met.  Resumption of board member attendance to the Town Board meetings to present different topics of library interest and the Mascot Competition were discussed.
 
Announcements:  None.
 
Public Comment: None. 
 
Executive Session: None.
 
Vice President Griffin motioned to adjourn the meeting.  Seconded by Trustee Knaack.  The meeting was adjourned at 7:36pm.  

​Castleton Public Library Board of Trustees Meeting
 
Monday, April 19, 2021 Minutes
 
Welcome/Pledge of Allegiance:  Meeting was called to order by President Mitchum at 7:03 pm.
 
Roll Call: Present: Shane Mitchum, President; Jacki Griffin, Vice President; Alyssa Mitchum, Treasurer; Laurie Knaack, Trustee; Patrick Cartwright, Trustee; Kendra Rubin, Trustee; and Melissa Tacke, Library Director.  Excused: Mary Claire Aitken, Secretary.
 
Adoption of Agenda: The adoption of the agenda was motioned by Vice President Griffin and seconded by Trustee Rubin.  Unanimously approved.
 
Public Comment: None
 
New Business:  The Circulation Policy revision was discussed.  Key changes were the removal of a fee for an out-of-system library card and allowance for the option of temporary library cards.  Vice President Griffin motioned to approve the revised Circulation Policy, and seconded by Treasurer Mitchum.  Unanimously approved.  The Children and Dependent Individuals Policy revision was discussed.  The key change was a reduction in age to reflect a reasonable age for independent library use in line with other libraries that have a lower age (age 9) permitted without caregiver supervision.  This change reflects the actual permission in reality and issues with younger patrons not following the patron conduct policy has not been noted.  Vice President Griffin motioned to approve the revised Children and Dependent Individuals Policy and seconded by Trustee Cartwright.  Unanimously approved.  
 
Old Business: Library programs, including the resumption of the in-person book club in May 2021 for the afternoon group and Storytime on the Lawn, both outdoors, were discussed.  The evening book club will remain virtual.  The re-opening process was discussed.  Changes include a plan to bring back one public computer station and one other table and chair.  Staff who have notified the library director of COVID-19 vaccinations are expected to be fully vaccinated by May 1, 2021.  Newspaper subscription will resume.  The library director will continue to monitor local COVID-19 statistics.  Time limits to be in the library will increase to 60 minutes with a capacity of five patrons.
 
President’s Report: None.
 
Secretary’s Report: Vice President Griffin motioned to approve the March 2021 meeting minutes.  Seconded by Trustee Rubin.  Unanimously approved. Vice President Griffin motioned to approve the March 2021 meeting transcript.  Seconded by Trustee Rubin.  Unanimously approved.
 
Treasurer’s Report: The March 2021 Check Detail was reviewed.  Vice President Griffin motioned to approve the March 2021 Check Detail Reports.  Seconded by Treasurer Mitchum.  Unanimously approved. 
 
Director’s Report: Director Tacke presented her monthly report for March 2021.  There was discussion for the comparisons from the month of March 2020 to March 2021.  The library was closed to the public for half of March 2020.  Charts show a decrease in curbside demand, more in-person visits and a slight decrease in e-content, though still in demand.  The Wifi hotspots are regularly checked out and there is good use of the building Wifi as well. 
 
Friends Report: The April 17, 2021 Pancake Breakfast fundraiser at the Cherrybrook Café was very successful, with net profit total of $988 including the event itself and additional donations.  Local government representatives presented a resolution to Theresa Scandurra, president of the Friends of the Castleton Public Library, in honor of National LibraryWeek.
 
Committee Reports:  The policy committee met to review the policies reviewed today, April 19, 2021.  The policy committee will meet again May 3, 2021 to continue the annual policy review.  No other committees had reports. 
 
Announcements:  None.
 
Public Comment: None. 
 
Executive Session: None.
 
Vice President Griffin motioned to adjourn the meeting.  Seconded by Treasurer Mitchum.  The meeting was adjourned at 7:28pm.  

​Castleton Public Library Board of Trustees Meeting
Monday, March 15, 2021 Minutes
 
Welcome/Pledge of Allegiance:  The meeting was called to order by President Mitchum at 7:06 pm.
 
Roll Call: Present: Shane Mitchum, President; Alyssa Mitchum, Treasurer; Laurie Knaack, Trustee; Patrick Cartwright, Trustee; Kendra Rubin, Trustee; and Melissa Tacke, Library Director. 
Excused: Jacki Griffin, Vice President.  Absent: Mary Claire Aitken, Secretary.
 
Adoption of Agenda: The adoption of the agenda was motioned by Trustee Cartwright and seconded by Trustee Rubin.  Unanimously approved.
 
Public Comment: Theresa Scandurra, President of the CPL Friends of the Library introduced herself.  The first 2021 fundraiser for the group will be a pancake breakfast at Cherrybrook Café on April 17.  T. Scandurra will share a calendar of events once confirmed.  The Friends are looking for more active members.
 
New Business:  New trustee assignments for committees were discussed.  Trustee Cartwright will join the Operations/ Capital Projects and Long Range Planning Library Space committees.  Trustee Rubin will join the Operations/ Capital Projects and Policy committees.  The 2020 New York State annual report was reviewed.  Trustee Cartwright motioned to approve the 2020 annual report, and seconded by Treasurer Mitchum.  Unanimously approved.  Director Tacke provided information to the trustees for the 2020 AUD.  Director Tacke proposed an offer to all staff for paid time off for COVID vaccinations to include the entire scheduled shift for the day of vaccination and the following day for each dose.  Trustee Cartwright motioned to approve the adoption of COVID vaccine sick leave and seconded by Trustee Rubin.  Unanimously approved.  
 
Old Business: Library programs, including the photo challenges in the past and the share-a-joke video submission were discussed.  The re-opening process was discussed.  Changes include outdoor activity scheduling to begin.  Indoor activities are on hold.
 
President’s Report: None.
 
Secretary’s Report: Trustee Cartwright motioned to approve the February 2021 meeting minutes and transcript.  Seconded by Trustee Rubin.  Unanimously approved.
 
Treasurer’s Report: The February 2021 Check Detail was reviewed.  Any amounts over $250 has had the review  of President Mitchum and Treasurer Mitchum with Director Tacke over email.  Trustee Cartwright motioned to approve the February 2021 Check Detail Reports.  Seconded by Trustee Rubin.  Unanimously approved.  Funding from the Town of Schodack was received, which was flat as requested and expected.
 
Director’s Report: Director Tacke presented her monthly report for February 2021.  There was discussion for the comparisons from year to year, including the effect of the COVID pandemic. Director Tacke also spoke with local lawmakers about what service has looked like during the pandemic.
 
Friends Report: No further comment from the Public Comment period above, nothing additional.
 
Committee Reports:  None.
 
Announcements:  None.
 
Public Comment: None. 
 
Executive Session: None.
 
Trustee Cartwright motioned to adjourn the meeting.  Seconded by Trustee Rubin.  The meeting was adjourned.  

​Castleton Public Library Board of Trustees Meeting
Tuesday, February 16, 2021 Minutes
 
Welcome/Pledge of Allegiance:  Meeting called to order by President Mitchum at 7:01 pm.
 
Roll Call: Present: Shane Mitchum, President; Jacki Griffin, Vice President; Mary Claire Aitken, Secretary; Alyssa Mitchum, Treasurer; Laurie Knaack, Trustee; Maria Marcucci, Trustee; & Melissa Tacke, Lib. Dir. 
 
Adoption of Agenda: The adoption of the agenda was motioned by Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.
 
Public Comment: None.
 
New Business:  Two new trustee applicants attended the meeting.  Kendra Rubin and Patrick Cartwright were introduced, discussed their interest in the positions and were able to ask questions.  The vacant terms are for the period of March 1, 2021 to December 31, 2022 and March 1, 2021 to December 2021.  Based on confirmation of interest, the new trustees will be recommended to the Village Board at their next meeting.  The 2020 annual report to the community was reviewed.  The Board expressed their appreciation of the work and format done by the Library Director for this report.   Vice President Griffin motioned to approve the 2020 annual report, and seconded by Trustee Knaack.  Unanimously approved.  The Library Director presented the resume of a proposed new hire which was reviewed.  Vice President Griffin motioned to approve the hiring of the new library aide, E. O’Connor and seconded by Trustee Knaack.  Unanimously approved.  
 
Old Business: Library programs, including the Craft and Chat hour and Coffee and Conversation hour were discussed.  The re-opening process was discussed.  Changes were instituted to return to library visits of 30 minutes or less and limit visitors back to five from three.
 
President’s Report: None.
 
Secretary’s Report: Vice President Griffin motioned to approve the January 2021 meeting minutes and transcript.  Seconded by Trustee Knaack.  Unanimously approved.
 
Treasurer’s Report: The January 2021 Check Detail and 2020 Financial Statement were reviewed.  Vice President Griffin motioned to approve the January 2021 Check Detail Reports.  Seconded by Trustee Knaack.  Unanimously approved.  The 2020 Financial Statement was found acceptable and will be filed with the State Comptroller office.
 
Director’s Report: Director Tacke presented her monthly report for January 2021.  Overall circulation and visitation decreased in comparison to January 2020. 
 
Friends Report: A Zoom meeting was held, with discussion about finances and fundraising.
 
Committee Reports:  None.
 
Announcements:  Trustee Marcucci was thanked for her service to the Board.
 
Public Comment: None. 
 
Executive Session: None.
 
Vice President Griffin motioned to adjourn the meeting.  Seconded by Trustee Knaack.  The meeting was adjourned at 7:45pm.  

Castleton Public Library Board of Trustees Meeting
​
Tuesday, January 19, 2021 Minutes
 
Welcome/Pledge of Allegiance:  The meeting was called to order by President Mitchum at 7:03 pm.
 
Roll Call: Present: Shane Mitchum, President; Jacki Griffin, Vice President; Mary Claire Aitken, Secretary; Laurie Knaack, Trustee; Maria Marcucci, Trustee; Alyssa Mitchum, Trustee and Melissa Tacke, Library Director. 
 
Adoption of Agenda: The adoption of the agenda was motioned by Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.
 
Public Comment: None.
 
New Business:  Alyssa Mitchum was introduced as a new trustee.  The slate of officers for the Library Board in 2021 was presented as Shane Mitchum as President, Jacki Griffin as Vice President, Alyssa Mitchum as Treasurer, and Mary Claire Aitken as Secretary.  A motion to accept the slate was given by Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.  Committee assignments were discussed.  Alyssa Mitchum was added to the Policy, Finance, and Sustainable Funding committees.  All other assignments stayed the same. 
 
Old Business: Library programs, including the Take and Make Crafts projects and the Break Week Fun Packs were discussed.  The re-opening process was discussed, with continued concerns raised with the COVID case increases.  Changes were instituted to cap library visits to 15 minutes or less and limit visitors to three at a time unless in a family group.  The director indicated one staff member was taking a leave of absence due to COVID concerns.  Other staff will be able to cover the absence. 
 
President’s Report: None.
 
Secretary’s Report: Vice President Griffin motioned to approve the December 2020 meeting minutes and transcript.  Seconded by Trustee Knaack.  Unanimously approved.
 
Treasurer’s Report: Vice President Griffin motioned to approve the December 2020 Check Detail Reports.  Seconded by Trustee Knaack.  Unanimously approved.
 
Director’s Report: Director Tacke presented her annual report for 2020.  Some conclusions drawn from the report include overall visitation decreased, e-content use increased, and physical circulation is down by approximately one half.  This is not unexpected according to the Director and consistent with information from other libraries.  Virtual program attendance is not high, but the distribution of craft kits is up and pre-recorded programs are better attended.
 
Friends Report: None.
 
Committee Reports:  None.
 
Announcements:  None.
 
Public Comment: None. 
 
Executive Session: None.
 
The meeting was adjourned at 7:32 pm.  

Castleton Public Library Board of Trustees Meeting
​
Monday, December 21, 2020 Minutes
 
Welcome/Pledge of Allegiance:  The meeting was called to order by President Mitchum at 7:02 pm.
 
Roll Call: Present: Shane Mitchum, President; Nathan Hans, Treasurer; Mary Claire Aitken, Secretary; Laurie Knaack, Trustee; Maria Marcucci, Trustee; and Melissa Tacke, Library Director.  Excused: Jacki Griffin, Vice President.
 
Adoption of Agenda: Agenda adopted upon the motion of Trustee Knaack and seconded by Treasurer Hans.  Unanimously approved.
 
Public Comment: None.
 
New Business:  Terms of Board members were discussed.  The position of Treasurer needs to be filled.  Vote on the slate of officers will be done in January 2021.  A motion to approve the staff pay rates was given by Trustee Knaack and seconded by Treasurer Hans.  Unanimously approved. 
 
Old Business: The proposed budget, unchanged since the November 2020 Board meeting was voted upon with a motion by Trustee Knaack and seconded by Treasurer Hans.  Unanimously approved.  Library programs, including the Snowflake Community Art project were discussed.  The re-opening process was discussed, with concerns raised with the COVID increases.  Metrics were discussed with the confirmation of the reopening plan to roll back if necessary with specific actions such as limiting in-library visits to 15 minutes and reduction of capacity from five patrons to three if not in a family group.  The director indicated staff was comfortable with the current practices. 
 
President’s Report: President Mitchum thanked Treasurer Hans for years of service to the Board.
 
Secretary’s Report: Trustee Knaack motioned to approve the November 2020 meeting minutes and transcript.  Seconded by Treasurer Hans.  Unanimously approved.
 
Treasurer’s Report: Trustee Knaack motioned to approve the November 2020 Check Detail Reports.  Seconded by Treasurer Hans.  Unanimously approved.
 
Director’s Report was provided but not discussed.
 
Friends Report: The Barnes and Noble fundraiser was held in November 2020.
 
Committee Reports:  None.
 
Announcements:  None.
 
Public Comment: None. 
 
Executive Session: None.
 
The meeting was adjourned on the motion by Trustee Knaack and seconded by Treasurer Hans at 7:26 pm.