
nov2023packet.pdf |
![]()
![]()
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. ![]()
Castleton Public Library Board of Trustees Meeting Monday, May 15, 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; Alyssa Mitchum, Treasurer; Laurie Knaack, Secretary; Colin Strainge, Trustee; Kate Bielawa, Trustee; Meghan Johnston, 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. Public Comment New Village of Castleton trustee Rebekah Timerman attended in person. New Business Library Funding Proposition – Presentation and Q&A: No members of the public were present at the beginning of the meeting for further Q&A. Director Tacke recapped the prior small Q&A held at the library and shared with the board that she will promptly post online to notify the public of the results after the May 16 vote. New Hire – Library Assistant: Trustee Johnston motioned to approve the hire and pay rate of new Library Assistant Melanie Sheldon. Trustee Knaack seconded. Unanimously approved. 2022 Financial Review: Consultant William C. Adams reviewed the 2022 financial activity of the library and provided a letter validating that records are current and accurate, and that the budget-to-actual comparison for the 2022 Fiscal Year shows that all line-item expenditures were within the original adopted budgeted amount. Old Business Long-range planning: Director Tacke will send a draft of the long-range plan to trustees prior to the June meeting for review and revision. Tim Burke of UHLS will attend the June meeting to discuss his thoughts about the draft long-range-plan. Library word-of-mouth advertising: Director Tacke encouraged trustees to share the date for the Summer Reading Club Kickoff on Saturday, June 24 from 10:30-3:30. Reports President’s Report No report. Secretary’s Report Trustee Cartwright motioned to approve the April 2023 regular meeting minutes. Seconded by Trustee Strainge. Unanimously approved. Treasurer’s Report Trustee Cartwright motioned to approve the April 2023 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report Director Tacke presented statistics for April, with a comparison against previous years. Notably, online marketing reach has increased significantly since 2021. Friends Report The Friends of the Library held a very successful Plant Sale on May 6 and are now 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 after the outcome of the sustainable funding vote. Finance: did not meet. Administrative: did not meet. Operations/Capital Projects: did not meet. Policy: did not meet. Sustainable Funding: updates included above. Library Space: did not meet. Community Outreach & Visibility: did not meet. Announcements Director Tacke will be away from the 19th-27th of May. During this time period, if President Mitchum cannot be reached due to his own travel plans, he has delegated his authority to respond to circumstances that necessitate Board involvement (such as emergency circumstances requiring temporary closure of the Library) to Trustee Knaack, who expects to be at home in the Village during this time period and has provided contact information for sharing with library staff. Public Comment None. Executive Session None. Adjournment The meeting was adjourned at 7:24 pm. ![]()
Castleton Public Library Board of Trustees Meeting Monday, April 17, 2023 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:11 pm. Roll Call Present: Shane Mitchum, President; Patrick Cartwright, Vice President; Alyssa Mitchum, Treasurer; Laurie Knaack, Secretary; Colin Strainge, Trustee; Meghan Johnston, Trustee; Melissa Tacke, Library Director Absent: Kate Bielawa, Trustee Adoption of Agenda The adoption of the agenda was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. Public Comment New Village of Castleton trustee Rebekah Timerman attended in person to introduce herself as the new library liaison from the village board. New Business None. Old Business Trustee continuing education: Director Tacke worked with UHLS to schedule 3 sessions of training that will be held onsite at the Village Hall in 2023 and will satisfy the annual continuing ed. requirement for trustees. The dates have been finalized. The first two sessions will be held by the McLean Group: Session 1 Tue Sep 26 5:30-7pm and Session 2 Tue Oct 10, 5:30-7pm. Session 3 is a 1 hour followup with UHLS Mon Oct 16 from approximately 7:15-8:15pm after an abbreviated board meeting at 7pm. Sustainable funding: An informational mailing was sent to 12033 and 12156 postal customers about the funding proposition that will appear on the May 16 Schodack Central School District budget vote and board election. Director Tacke will be speaking to various community stakeholders including the Schodack Town Board, Kiwanis, Main St. Association, and if possible at the school district’s Budget Hearing on May 4. Director Tacke also shared with the library trustees the revised Library Funding Proposition Q&A. Long-range planning: Trustees reviewed and discussed the previous Long Range Plan and brainstormed extensively for the new one. General consensus on goals focused on image, offerings, and physical space. Director Tacke took notes and will aim to share a draft with the board in approximately two weeks, give trustees a few days for comments, and share with Tim Burke of UHLS for his thoughts. Tim will be invited to the May board meeting. Library word-of-mouth advertising: Director Tacke encouraged trustees to share about Community Information Sessions on Monday, May 8 at 1pm and 6pm in-person at the library, where community members can come to ask questions and learn more about the library funding proposition. Reports President’s Report - No report. Secretary’s Report Trustee Cartwright motioned to approve the March 2023 regular meeting minutes. Seconded by Trustee Strainge. Unanimously approved. Treasurer’s Report Trustee Cartwright motioned to approve the March 2023 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report Director Tacke presented statistics for March, with a comparison against previous years. In-person attendance has continued to rise compared with the earlier years of the COVID-19 pandemic. Friends Report The Friends of the Library sent out their March membership drive mailing. Their next event will be the Plant Sale on May 6. Committee Reports Finance: did not meet. Administrative: did not meet. Operations/Capital Projects: did not meet. Policy: did not meet. Sustainable Funding: Updates included above. Library Space: will plan to meet again after sustainable funding vote. Community Outreach & Visibility: did not meet. Announcements None. Public Comment None. Executive Session None. Adjournment The meeting was adjourned at 8:06 pm. ![]()
Castleton Public Library Board of Trustees Meeting Monday, March 20, 2023 Minutes Welcome/Pledge of Allegiance The meeting was called to order by President Mitchum at 7:02 pm. Roll Call Present (physical): Shane Mitchum, President; Patrick Cartwright, Vice President; Alyssa Mitchum, Treasurer; Laurie Knaack, Secretary; Kate Bielawa, Trustee; Colin Strainge, Trustee; Meghan Johnston, 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. Public Comment Village of Castleton board member Lissa D’Aquanni attended in person, reminded trustees that Village board elections are March 21, and that there is a food drive for the Anchor food pantry March 25. New Business - None. Old Business Trustee continuing education: Director Tacke is working with UHLS to schedule 3 sessions of training that will be held onsite at the Village Hall in 2023 and will satisfy the annual continuing ed. requirement for trustees. Sustainable funding: Director Tacke attended the March Schodack School Board meeting and discussed the sustainable funding vote. Director Tacke also shared with the library trustees the Library Funding Proposition Q&A that has been reviewed by Upper Hudson. Long-range planning: Trustees reviewed and discussed feedback from community surveys, a UHLS focus group, and staff. Trustees will continue to discuss at the April board meeting and plan towards having a draft Long Range Plan by May in order to potentially obtain review from Tim Burke of UHLS in May. Library word-of-mouth advertising: Director Tacke encouraged trustees to spread the word about the many school break activities (Friday, April 7 through Saturday, April 15). Reports President’s Report No report. Secretary’s Report Trustee Cartwright motioned to approve the February 2023 regular meeting minutes. Seconded by Trustee Johnston. Unanimously approved. Trustee Cartwright motioned to approve the February 2023 Special Meeting minutes. Seconded by Trustee Strainge. Unanimously approved. Treasurer’s Report Funding from the town of Schodack and Friends of the Library has been received for this year. Trustee Cartwright motioned to approve the February 2023 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report Director Tacke presented statistics for February, with a comparison against previous years. In-person attendance has continued to rise compared with the earlier years of the COVID-19 pandemic. Friends Report The Friends of the Library has established their 2023 schedule of events and sent out their March membership drive mailings. A well-attended breakfast fundraiser was held on March 18. Committee Reports Finance: did not meet. Administrative: did not meet. Operations/Capital Projects: did not meet. Policy: did not meet. Sustainable Funding: Updates included above. Library Space: will plan to meet again after sustainable funding vote. Community Outreach & Visibility: did not meet. Announcements - None. Public Comment - None. Executive Session - None. Adjournment - The meeting was adjourned at 8:03 pm. ![]()
Castleton Public Library Board of Trustees Meeting Tuesday, February 21, 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; Patrick Cartwright, Vice President; Alyssa Mitchum, Treasurer; Laurie Knaack, Secretary; Kate Bielawa, Trustee; Colin Strainge, Trustee; Meghan Johnston, 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. Public Comment Village of Castleton board member Lissa D’Aquanni attended virtually, shared that Village board elections are March 21, and encouraged all Village residents to vote. New Business Annual Report to the Community: Director Tacke presented the one-page annual report for sharing with the community. The adoption of the 2022 Annual Report to the Community was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. New York State Annual Report: The adoption of the NYS Annual Report for 2022 was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. Annual Update Document for 2022: The board reviewed annual financial update documents. Old Business Sustainable funding: Director Tacke has discussed the Section 259 vote plan with the town supervisor, village mayor, and school district superintendent, and gave public comment at the most recent school board meeting; will formally put a letter in front of the board of education at their March meeting. Sustainable funding Resolution: Approval of a resolution to place a proposition to fund the Castleton Public Library on the May 2023 Schodack Central School District Ballot was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. [Note: wording of the resolution was supplanted by a revised version passed at the 3/3/23 special meeting] Long-range planning: Over 200 responses to the public survey were received. Upper Hudson also facilitated a focus group on February 15 on behalf of our library. Further detail will be shared with trustees soon. Trustee continuing education: Trustees communicated availability to Director Tacke and she will work with UHLS on scheduling the racial equity training that will satisfy the continuing education requirement for 2023. Library word-of-mouth advertising: Director Tacke encouraged trustees to spread the word about the late March Paint & Punch evening event for older teens and adults. Reports President’s Report Included with sustainable funding report above. Secretary’s Report Trustee Cartwright motioned to approve the January 2023 meeting minutes. Seconded by Trustee A. Mitchum. Unanimously approved. Treasurer’s Report The library received NYS Education Bullet Aid of $25,000 which is now shown in the financial statements. Trustee Cartwright motioned to approve the January 2023 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. Director’s Report Director Tacke presented statistics for January, with a comparison against previous years. Compared with intense distribution of kits during the earlier part of the COVID-19 pandemic, kit/prerecorded attendance has decreased; circulation and physical attendance continue to increase. Friends Report The Friends of CPL have established their 2023 schedule of events. March will be their membership drive. Committee Reports Finance: no report. Administrative: did not meet. Operations/Capital Projects: did not meet. Policy: did not meet. Trustee Johnston will join this committee. Sustainable Funding: Updates included above. On track for vote in May 2023 for funding that would go into effect for the 2024 budget. Library Space: met and will plan to meet again after sustainable funding vote. Community Outreach & Visibility: did not meet. Announcements None. Public Comment None. Executive Session None. Adjournment The meeting was adjourned at 7:41 pm. Addendum to February Castleton Public Library Board of Trustees Meeting Minutes Friday, March 3, 2023 Special Meeting Minutes Welcome The meeting was called to order by President Mitchum at 5:04 pm. Roll Call Present: Shane Mitchum, President; Patrick Cartwright, Vice President; Alyssa Mitchum, Treasurer; Laurie Knaack, Secretary; Kate Bielawa, Trustee; Meghan Johnston, Trustee; Melissa Tacke, Library Director Absent: Colin Strainge, Trustee Sustainable Funding Proposition Trustees met on Friday, March 3, 2023 to approve a revision to the wording of the proposed resolution that had previously been approved at the February board meeting. The Board of Trustees accepted signatures collected by the Friends of the Library, as required by Section 259 of New York State Education Law, from 28 registered voters in the school district who are in support of placing this proposition on the ballot. The collected signatures will be provided, along with a letter requesting the ballot measure, to the Schodack Central School District Superintendent and Board of Education. Approval of the Resolution below was motioned by Trustee Cartwright and seconded by Trustee Johnston. Unanimously approved. Resolution to Place a Proposition to Fund the Castleton Public Library on the May 2023 Schodack Central School District Ballot The Trustees of the Castleton Public Library respectfully request that, pursuant to Section 259 of New York State Education Law, the Schodack Central School District Board of Education place the following proposition before the voters at the next (May 16, 2023) School District election: "Resolved, that pursuant to Education Law, Section 259, the Board of Education of the Schodack Central School District is authorized to levy and collect an annual tax, separate and apart from the annual school district budget, in the amount of one hundred fifty-nine thousand dollars ($159,000), which shall be paid to the Castleton Public Library for the support and maintenance of the library; with this appropriated amount to be the annual appropriation until thereafter modified by a future vote of the electors of the Schodack Central School District." Adjournment The meeting was adjourned at 5:08 pm. ![]()
|
Archives
November 2023
Categories |