Castleton Public Library Board of Trustees Meeting
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Monday, August 17, 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; Mary Claire Aitken, Secretary; Laurie Knaack, Trustee; Maria Marcucci, Trustee; Nathan Hans, Treasurer; and Melissa Tacke, 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

Abbreviated Business:    
 
Secretary’s Report: Trustee Knaack motioned to approve the July 2020 meeting minutes and transcript.  Seconded by Treasurer Hans.  Unanimously approved.  

Treasurer’s Report:   Trustee Knaack motioned to approve the July 2020 Check Detail Reports.  Seconded by Trustee Marcucci.  Unanimously approved.  
 
Long Range Planning: Impact of Coronavirus - Discussion with Tim Burke, UHLS: The Board met with Tim Burke to discuss possible changes to the library’s long range plan based on the impact on the Coronavirus and its implications.  
 
Announcements:  Committees should be meeting to discuss library initiatives.  Another trustee is needed.  Outreach should be done by the Board and the director.
 
Public Comment: None.
 
Executive Session:  None.
 
The meeting was adjourned upon motion by Trustee Knaack and seconded by Treasurer Hans at 8:14 pm.

Castleton Public Library Board of Trustees Meeting
​
Monday, July 20, 2020 Minutes

Welcome/Pledge of Allegiance: The meeting was called to order by President Mitchum at 7:01 pm.
Roll Call: Present: Shane Mitchum, President; Mary Claire Aitken, Secretary; Laurie Knaack, Trustee; Jacki Griffin, Vice President; Maria Marcucci, Trustee; Nathan Hans, Treasurer; and Melissa Tacke, Director.
Adoption of Agenda:  Agenda adopted upon the motion of Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.
Public Comment:  None
Old Business:  The reopening process was discussed with curbside services more popular than in-house services.  The safety of staff was discussed, with all resources needed for meeting the coronavirus rules supplied.  The Summer Reading program was discussed with registration down and a request made for Board members to spread the news of the reading program.
 
New Business: There was discussion for a Board meeting to be held in August 2020.
 
President’s Report:  None.     
 
Secretary’s Report: Vice President Griffin motioned to approve the June 2020 meeting minutes and transcript.  Seconded by Trustee Knaack.  Unanimously approved.  
 
Treasurer’s Report:   Vice President Griffin motioned to approve the June 2020 Check Detail Reports.  Seconded by Trustee Knaack.  Unanimously approved.  
 
Director’s Report: Director Tacke presented her monthly reports for June 2020.  She discussed the robust usage of e-content, including Hoopla, and virtual programs.  There is increased use of the wifi available within the library and the hotspots.
 
Friends Report: None.
 
Committee Reports:  None. 
 
Announcements:  None.
 
Public Comment: None.
 
Executive Session:  An executive session was held for budget and compensation discussions.
 
The meeting was adjourned upon motion by Vice President Griffin and seconded by Trustee Knaack at 7:41 pm.

Castleton Public Library Board of Trustees Meeting
Monday June 15, 2020 Minutes
Welcome/Pledge of Allegiance: The meeting was called to order by President Mitchum at 7:04 pm.
Roll Call: Present: Shane Mitchum, President; Mary Claire Aitken, Secretary; Laurie Knaack, Trustee; Jacki Griffin, Vice President; and Melissa Tacke, Library Director.  Excused: Maria Marcucci, Trustee and Nathan Hans, Treasurer.
Adoption of Agenda:  Agenda adopted upon the motion of Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.
Public Comment:  None
Old Business:  The reopening process was discussed.  Basic and transactional services by appointment will begin June 22, 2020.  25% capacity rules will be followed.  Curbside service continues.    ​

New Business: The NY Forward Safety Plan was presented and discussed.  Approval with a vote was done for the plan with a motion by Vice President Griffin and seconded by Trustee Knaack.  Unanimously approved.  The hire of a new substitute library aide was presented and discussed.  Vice President Griffin motioned to approve the hire.  Seconded by Trustee Knaack.  Unanimously approved.  An increase in the base pay for substitute library aides was presented and discussed.  There will be no significant impact to the budget.  Vice President Griffin motioned to approve the increase.  Seconded by Trustee Knack.  Unanimously approved.  

President’s Report:  None.     

Secretary’s Report: Vice President Griffin motioned to approve the May 2020 meeting minutes and transcript.  Seconded by Trustee Knaack.  Unanimously approved.  

Treasurer’s Report:   Vice President Griffin motioned to approve the May 2020 Check Detail Reports.  Seconded by Trustee Knaack.  Unanimously approved.  

Director’s Report: Director Tacke presented her monthly reports for May 2020.  She discussed the increase in usage of e-content and virtual programs.  The Summer 2020 Reading Program was discussed, including its change in format to incorporate online reading tracking.

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 Trustee Knaack at 7:39 pm.

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
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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.