Castleton Public Library Board of Trustees Special Meeting

Monday, August 27, 2018
​
Welcome/Pledge of Allegiance: The meeting was called to order by President Karis-Nix at 7:10 pm.
Roll Call: Present: Nathan Hans, Treasurer; Mary Claire Aitken, Secretary; Olivia Karis-Nix, President; Jacquelin Griffin, Vice President; Maria Marcucci, Trustee; and Melissa Tacke, Library Director.
 
New Business:  The Board was joined by Tim Burke of UHLS.  Options for sustainable funding were discussed.  No decisions or conclusions were reached.
 
Announcements: None
 
Public Comment: None
Executive Session: None
Meeting adjourned upon motion by President Karis-Nix and seconded by Treasurer Hans at 8:39 pm.

Castleton Public Library Board of Trustees July Meeting
Monday, July 16, 2018
Welcome/Pledge of Allegiance: The meeting was called to order by President Karis-Nix at 7:03 pm.
Roll Call: Present: Nathan Hans, Treasurer; Mary Claire Aitken, Trustee; Olivia Karis-Nix, President; Jacquelin Griffin, Trustee; Maria Marcucci, Trustee; and Melissa Tacke, Library Director. 
Adoption of Agenda: Agenda adopted on the motion of Treasurer Hans and seconded by Trustee Griffin.
Public Comment: None
President’s Report:  The Board publicly acknowledged the loss of Zack Goldstein and discussed a tangible remembrance in his memory.  
Secretary’s Report: Trustee Griffin motioned to approve the June 2018 meeting minutes.  Seconded by Treasurer Hans. Unanimously approved.   
Treasurer’s Report: Trustee Aitken motioned to approve the June 2018 Check Detail Report. Seconded by Trustee Griffin.  Unanimously approved.  
Director’s Report: Director Tacke presented her monthly report. There was excellent attendance for Summer Reading Program kickoff.
Friends’ Report: None
Committee Reports: 
Administrative Committee: None  
Finance Committee: None
Operations/Capital Projects Committee:  None
Policy Committee: None
Long Range Plan Committees:  Library space was discussed.  President Karis-Nix joined the Community Outreach and Visibility Committee.  
 
Old Business: The Lease Agreement was forwarded to the Village attorney with the Library Board’s proposed changes.  Vacant officer positions were filled through 12/31/2018.  Trustee Aitken was nominated as Secretary and Trustee Griffin was nominated as Vice President.  President Karis-Nix motioned to approve the nominations.  Seconded by Treasurer Hans.  Unanimously approved.  Two vacant trustee positions were discussed.  Advertisements will be run again.  
 
New Business:  Village funding was discussed.
 
Announcements: None
 
Public Comment: None
Executive Session: None
Meeting adjourned upon motion by President Karis-Nix and seconded by Treasurer Hans at 7:39 pm.

Castleton Public Library Board of Trustees Meeting
​
Monday, June 18, 2018
 
Welcome/Pledge of Allegiance: The meeting was called to order by President Karis-Nix at 7:00 pm.
 
Roll Call: Present: Nathan Hans, Treasurer; Mary Claire Aitken, Trustee; Olivia Karis-Nix, President; Jacquelin Griffin, Trustee; and Melissa Tacke, Library Director.  Excused: Zachary Goldstein, Trustee and Maria Marcucci, Trustee.
 
Adoption of Agenda: Agenda adopted on the motion of Treasurer Hans and seconded by Trustee Griffin.
 
Public Comment: None
 
President’s Report:  None
 
Secretary’s Report: Trustee Griffin motioned to approve the May 2018 meeting minutes.  Seconded by Treasurer Hans. Unanimously approved.   
 
Treasurer’s Report: Trustee Aitken motioned to approve the May 2018 Check Detail Report. Seconded by Trustee Griffin.  Unanimously approved. 
 
Director’s Report: Director Tacke presented her monthly report.  Circulation and program numbers continue to increase.  Class field trips and librarian visits to the Schodack schools were done over the last month.
 
Friends’ Report: None
 
Committee Reports:
 
Administrative Committee: None 
 
Finance Committee: None
 
Operations/Capital Projects Committee:  None
 
Policy Committee: None
 
Long Range Plan Committees:  The Sustainable Funding Committee discussed the need to schedule a planning meeting for the full board on August 27, 2018. The Director provided a calendar of events and resources for the Community Outreach and Visibility Committee.
 
Old Business: The Board discussed the Lease Agreement and it will be forwarded to the Village attorney with the Library Board’s proposed changes.
 
New Business: The Board discussed the vacant officer positions of Vice President and Secretary. The Board also discussed recruitment for an additional Trustee.
 
Announcements: None
 
Public Comment: None
 
Executive Session: None
 
Meeting adjourned upon motion by President Karis-Nix and seconded by Treasurer Hans at 7:48 pm.         
 

​Castleton Public Library Board of Trustees Meeting
Monday, May 21, 2018
Welcome/Pledge of Allegiance: The meeting was called to order by President Karis-Nix at 7:05 pm.
Roll Call: Present: Nathan Hans, Treasurer; Zachary Goldstein, Trustee; Mary Claire Aitken, Trustee; Olivia Karis-Nix, President; Maria Marcucci, Trustee; Jacquelin Griffin, Trustee; and Melissa Tacke, Library Director.  
Adoption of Agenda: Agenda adopted on the motion of President Karis-Nix and seconded by Treasurer Hans.
Public Comment: None
President’s Report:  None
Secretary’s Report: Treasurer Hans motioned to approve the April 2018 meeting minutes.  Seconded by President Karis-Nix. Unanimously approved.   
Treasurer’s Report: President Karis-Nix motioned to approve the April 2018 Check Detail Report. Seconded by Trustee Griffin.  Unanimously approved.  
Director’s Report: Director Tacke presented her monthly report.  Rensselaer County funds were received at the end of April 2018. The Director participated in a webinar from the American Library Association.  The Summer Reading Program will be presented next month.
Friends’ Report: None
Committee Reports: 
Administrative Committee: None  
 
Finance Committee: None
 
Operations/Capital Projects Committee:  None
 
Policy Committee: See Old Business
 
Long Range Plan Committees:  The Sustainable Funding Committee discussed the need to stabilize sustainable funding.  The Community Outreach and Visibility Committee again discussed improving library visibility with Board members by attending Local Government meetings and attending community events.  The Director will provide calendars of events and resources for this endeavor.  
 
Old Business: The Board discussed the Lease Agreement with the intention to formalize the Lease.  
 
New Business – Policy Review:
The policies were reviewed and discussed.  The following was determined:
Personnel Policy: Treasurer Hans motioned to approve and seconded by Trustee Goldstein.  Unanimously approved.
Financial Policy: Treasurer Hans motioned to approve and seconded by Trustee Griffin.  Unanimously approved.
Remaining Policies: Treasurer Hans motioned to approve and seconded by Trustee Goldstein.  Unanimously approved.
 
Announcements: The UHLS dinner will be held June 19, 2018 for those who wish to attend.  
 
Public Comment: None
Executive Session: None
Meeting adjourned upon motion by President Karis-Nix and seconded by Treasurer Hans at 8:20 pm.
 

​Castleton Public Library Board of Trustees
April Meeting Minutes
 
Monday, April 15, 2018
 
Welcome/Pledge of Allegiance: The meeting was called to order by President Karis-Nix at 7:06 pm.
Roll Call: Present: Nathan Hans, Treasurer; Zachary Goldstein, Trustee; Mary Claire Aitken, Trustee; Olivia Karis-Nix, President; Maria Marcucci, Trustee; and Melissa Tacke, Library Director.  Absent: Jacquelin Griffin, Trustee.
Adoption of Agenda: Agenda adopted on the motion of President Karis-Nix and seconded by Treasurer Hans.
Public Comment: None
President’s Report:  None
Secretary’s Report: Trustee Marcucci motioned to approve the March 2018 meeting minutes. Trustee Goldstein seconded. Unanimously approved.   
Treasurer’s Report: There was a motion from Trustee Marcucci to modify the monthly transfer to $12,300 from $10,000.  Seconded by Trustee Goldstein.  Unanimously approved.   President Karis-Nix motioned to approve the March 2018 Check Detail Report. Seconded by Trustee Goldstein.  Unanimously approved.  
Director’s Report: Director Tacke presented her monthly report.  Statistical comparisons for eContent borrowing are now more accurate, since UHLS changed the patron record field what determines how a patron is determined as belonging to a particular library in late February 2017.  In March, a $750 donation from Stewart’s Shops Holiday Match was received, up from $600 last year.  The donation will be used for library programming for children.  There will be an outreach table for the library at the Castleton Main Street Association’s Main Street Mile Kickoff on April 21, 2018.
Friends’ Report: Friends President Theresa Scandurra discussed the events calendar for 2018.  There is new signage out in front of the library listing the Friends activities.  There will be a bottle drive at the library April 21-28, 2018.  There will be a standing account with 6Center Redemption in Rensselaer for the rest of 2018.  There will be a Mother’s Day raffle beginning April 19, 2018.
Committee Reports: 
Administrative Committee: President Karis-Nix appointed Jacquelin Griffin to the Administrative and Library Space committees.  
Finance Committee: None
Operations/Capital Projects Committee:  None
Policy Committee: None
Long Range Plan Committees: 
The Sustainable Funding Committee confirmed with UHLS that CPL is eligible to go out for a 414 or 259 vote without changing our chartered service area. 
The Community Outreach and Visibility Committee discussed improving library visibility with Board members by attending local government meetings and attending community events.  Thanking local institutions for funding and engaging in publicizing library events was also discussed.
 
Old Business: The Board discussed Library programming and trustee attendance.
 
New Business:
Encore, the UHLS online catalog patrons can access from home, now offers a feature for patrons to be able to pay their fines using PayPal or a credit card.  The feature will not be enabled until the Directors Association vote to approve turning on this new feature.  The pros and cons of the feature were discussed.  President Karis-Nix proposed a resolution endorsing enabling this feature in Encore.  Trustee Goldstein seconded.  Unanimously approved.
 
S. Boivin was proposed as the new Library Aide.  Treasurer Hans motioned to approve the appointment and Trustee Goldstein seconded. Unanimously approved.
 
Policies were reviewed and discussed.  Finalization will be done next month.  
 
Announcements: None
 
Public Comment: None
Executive Session:None
Meeting adjourned upon motion by President Karis-Nix and seconded by Treasurer Hans at 8:45 pm.
 

Castleton Public Library, Board of Trustees
March 2018 Minutes
 
Monday, March 19, 2018
 


Welcome/Pledge of Allegiance: The meeting was called to order by President Karis-Nix at 7:03 pm.


Roll Call: Present: Nathan Hans, Treasurer; Zachary Goldstein, Trustee; Mary Claire Aitken, Trustee; Olivia Karis-Nix, President; Ryan Mullahy, Vice President; and Melissa Tacke, Library Director.  Absent: Maria Marcucci, Trustee.


Adoption of Agenda: Agenda adopted on the motion of Treasurer Hans and seconded by Trustee Goldstein.


Public Comment: None


President’s Report:  The Village Board was asked for a funding increase of $1,500.00, for a total of $14,500 in library funding.


Secretary’s Report: Treasurer Hans motioned to approve the January 2018 meeting minutes. Vice President Mullahy seconded. Unanimously approved.  


Treasurer’s Report:  The library received the Town of Schodack funding in February 2018.    President Karis-Nix motioned to approve the January and February 2018 Check Detail Reports.  Vice-President Mullahy seconded.  Unanimously approved. 


Director’s Report: Director Tacke presented her monthly report.  Information was provided for public computer usage.  Ten days of computer usage was not tracked due to a glitch; an estimate of usage for those 10 days is included in the statistics for this month.  The library received a grant from Capital District Library Council (CDLC) in the amount of $210 for cataloging local history material.  This will cover costs to catalog 21 local history items that are not in our library’s catalog. The cataloging will be performed by CDLC staff.


Friends Report: Friends President Theresa Scandurra provided an events calendar for 2018.  There will be a bottle drive at the library April 21-28, 2018.  There will be a standing account with 6cent Redemption for the rest of 2018.  The spaghetti dinner will be held on June 9, 2018 at the Castleton Fire House.


Committee Reports:


Administrative Committee: The formal lease for the library is with Village Board for review.  The Memorandum of Agreement (MOA) is on hold.


Finance Committee: None


Operations/Capital Projects Committee:  The Board will apply for a Library construction grant in early summer 2018.


Policy Committee: Postponed until April 2018.  There was a discussion regarding sustainable funding.


Long Range Plan Committees: None


Old Business: The Board discussed Library programming, specifically the April 2018 vacation break.


New Business:


President Karis-Nix moved to recommend the appointment of Jacquelin Griffin to the library board forward to the Village Board for approval.  Trustee Goldstein seconded.


D. LaGue started March 5, 2018 as the new library assistant.  Treasurer Hans motioned to approve the appointment and Trustee Goldstein seconded. 


President Karis-Nix motioned to approve the 2017 Annual Report.  Trustee Goldstein seconded.


President Karis-Nix motioned to approve the 2017 Financial Review.  Vice President Mullahy seconded.


The Board reviewed its self-evaluation.


Announcements: Vice President Mullahy announced his resignation from the board.  He was thanked for his service.


Public Comment: None


Executive Session: None


Meeting adjourned upon motion by President Karis-Nix and seconded by Treasurer Hans at 8:15 pm.

No February 2018 meeting minutes; there was not a quorum for this meeting. 

Castleton Public Library, Board of Trustees
JANUARY 2018 Minutes
 
Tuesday, January 16, 2018
 
Welcome/Pledge of Allegiance: 
The meeting was called to order by President Karis-Nix at 7:10 p.m.


Roll Call: Present: Olivia Karis-Nix, President; Ryan Mullahy, Vice President; Maria Marcucci, Trustee; Mary Claire Aitken, Trustee; and Melissa Tacke, Library Director. Absent: Nathan Hans, Treasurer; Zack Goldstein; Trustee


Adoption of Agenda:
The agenda was adopted upon the motion of Trustee Aitken, seconded by Trustee Marcucci.  The agenda, as amended, was approved 4-0.


Public Comment:
None.


President’s Report:
None.    


Secretary’s Report:
No changes were made to the December 18, 2017 meeting minutes. Trustee Aitken motioned to adopt; Trustee Marcucci seconded. Approved 4-0.


Treasurer’s Report:
President Nix presented the Treasurer’s Report in Treasurer Hans’ absence. 
Trustee Aitken motioned to approve the Check Detail report; Trustee Marcucci   seconded. Approved 4-0.


Director’s Report:
Director Tacke presented her monthly report which reflected a comparison of various library statistics and data between 2017 and previous years.  The report reflected a 15% increase in overall circulation during the period of time in question as well as an increase in the number of cardholders.  In addition the report reflected an increase of 26% in total program attendance for the period of time in question. 


Friends Report:
None. 


Committee Reports:
 
Administrative Committee- None.


Finance Committee—None.   


Operations/Capital Projects Committee— None.


Policy Committee: The Board discussed the need for a complete review of its current policies, to be undertaken on an annual basis.  Vice-President Mullahy requested electronic copies of the Library’s policies to facilitate such a review. 


Old Business
The Board agreed to make efforts to support the Community Blood Drive to be held on February 8, 2018.


New Business
The Board installed its slate of Officers for the 2018 fiscal year. 
The Board agreed to discuss its self-evaluation at the February meeting in order to have the greatest number of trustees present.


Announcements
None.


Public Comment
None.


Executive Session
None.


Meeting adjourned upon motion by President Karis-Nix and Vice-President Mullahy at 8:01 p.m.

​Castleton Public Library Board of Trustees Meeting
December 2017 Minutes
Welcome/Pledge of Allegiance: The meeting was called to order by President Karis Nix at 7:05 p.m.
Roll Call: Present: Nathan Hans, Treasurer; Secretary, Trustee; Zachary Goldstein, Trustee; Mary Claire Aitken, Trustee; Melissa Tacke, Library Director, Olivia Karis-Nix, President; Ryan Mullahy, Vice President. Absent: Maria Marcucci, Sarah Niemitalo;
Vice President Mullahy made a motion to acknowledge Sarah’s last board meeting. The board acknowledges Sarah’s service to the board and to the library. She has made many contributions to our board and she will be missed.
Adoption of Agenda: Agenda was adopted by Treasurer Hans and seconded on the motion of Vice President Mullahy. Unanimously approved.
Public Comment: None
President’s Report: In January we will vote on a new slate of officers. The slate proposed is:
President: Olivia Karis-Nix
Vice President: Ryan Mullahy
Treasurer: Nathan Hans
Secretary: Vacant
The board is seeking a suitable candidate for the open board position and the Secretary’s position.
President Karis-Nix has not yet drafted an MOU for the village for use of the annex. The MOU is needed to assure that the space is library space prior to the renovation. Vice President Mullahy offered to draft the MOU.
Secretary’s Report: Trustee Hans motioned to adopt the November minutes and seconded by Trustee Aitken.  Passed 4 yes, 1 abstention (Vice President Mullahy not present at prior meeting).
Treasurer’s Report:
Trustee Aitken motioned to approve, President Karis-Nix seconded. Approved unanimously.
 
Director’s Report: Full report attached. The library’s Thursday morning storytime will change to “Learn & Play Storytime” and will incorporate more early literacy learning techniques like rhymes, songs, and fingerplays.  Joelle continues her twice-monthly outreach visits to Castleton Kids. The library is continuing to collaborate with the Schodack Island State Park. The park will upgrade the starting signage for the StoryWalk this spring. Director Tacke is creating a brochure for the park to give to campers about library services. The park is still collaborating with the library on Movie Nights in August and Raptor Fest in May. They do outreach here and do programs for CPL. We have a good relationship.
 
Friends’ Report: Director Tacke reported on behalf of the Friends. The Barnes & Noble fundraiser went very well; total funds raised was around $2,500 plus $250 for the raffle baskets. They do not have any major fundraisers until spring.
Committee Reports:
Policy Committee – It was suggested the committee perform an annual policy review.
Treasurer Hans asked about tracking hours. The board determined the procedure in place is acceptable.
Sustainable Funding – The committee met and had preliminary discussions about possibilities.
Library Space – The committee will prioritize the annex renovations.
Community Outreach & Visibility – No report.
Old Business:
Library word of mouth advertising – school break week programs.
New Business:
Treasurer Hans motioned to approve pay increases for staff and director for 2018. Vice President seconded.  4 yes. 0 no.  1 abstention (Trustee Goldstein’s Mother-in-Law works at the library).
Trustee Aitken motioned to approve the 2018 budget. Trustee Goldstein seconded. Unanimously approved.
Director Tacke reviewed the 2018 preliminary budget with comparison to 2017 budget amounts and the differences. One major change in 2018 is the addition of a Library Assistant (approx. 11 hours per week) to perform cataloging, programming, collection management, online calendar entry, and other tasks. Director Tacke also proposed increasing the pay rate for the Youth Services Librarian position at a rate of 4%.
Executive Session – None.
Meeting adjourned upon motion by Trustee Aitken at 7:54 pm.

​Castleton Public Library Board of Trustees Meeting
November 2017 Minutes
Welcome/Pledge of Allegiance: The meeting was called to order by President Karis Nix at 7:05 p.m.
Roll Call: Present: Nathan Hans, Treasurer; Maria Marcucci, Sarah Niemitalo; Secretary, Trustee; Zachary Goldstein, Trustee; Mary Claire Aitken, Trustee; Melissa Tacke, Library Director, Olivia Karis-Nix, President; Ryan Mullahy, Vice President.
Adoption of Agenda: Agenda was adopted by Trustee Aitken and seconded on the motion of Treasurer Hans. Unanimously approved.
Public Comment: None
President’s Report: Contract signed with UHLS for UHLAN Agreement extension for 1 year; a new 3-year contract was due to begin in 2018, but UHLS will produce a new contract for 2019-2021 instead.  Officers need to be elected for 2018. President Karis-Nix is willing to serve her last year as President in 2018. Melissa and Olivia spoke at the last Village Board meeting regarding renovation of the Library Annex. The board was looking for something that would state that the library has decision making over the annex space if the surplus is used toward the renovation. The village stated there was a “use agreement.” President Karis-Nix is looking to create a Memorandum of Understanding (MOU) stating the annex and library room would be for the libraries use and that the village can use the room at the library’s discretion.  The evaluation of the Director will be distributed to the board and staff this month by President Karis-Nix.
Secretary’s Report: Trustee Hans motioned to adopt the November minutes and seconded by Trustee Aitken.  Unanimously approved.  
Treasurer’s Report:
Check Detail is in good shape. The surplus number is currently $43,500. Hans expects the close of year for surplus to be around $35,000-$40,000. NYS Retirement costs will be reducing surplus. Treasure Aitken motioned to approve, Treasurer Maria seconded.
 
Director’s Report: Full report attached. The Youth Services Librarian Joelle Adler has started doing outreach by visiting with Castleton Kids (Grades K-2) twice per month. Holidays on the Hudson coming up on December 3. Cookie swap is December 9. Augmented Reality Sandbox Demonstration on December 9 which is an exhibit to learn about topography. The library will incorporate special visitors during our Thursday storytime during school break weeks, beginning this December (Dance Storytime on December 28).
Friends’ Report: Director Tacke reported on behalf of the Friends. The Barnes & Noble fundraiser went very well; total funds raised exceeded $2,600, which is a big increase over last year.
Committee Reports: None.
Old Business:
Long Range Planning – Board agreed to assign committees to each goal. President Karis Nix, Treasurer Hans, and Vice President Mullahy will work on the first goal, “secure sustainable library funding.”
Trustee Marcucci will be on the committee for the 3rd goal, “maximize usage of library space and increase available library space.”
Trustee Aitken and Trustee Goldstein will work on the 2nd goal, “Improve the library’s community outreach and visibility.
Board had discussed the different renovation options for Library Annex:
Option 1
Replace library front door only
Cost: $2,864
 
Option 2
Replace library front door & renovation of Annex room only (flooring, walls, and lighting – no flatscreen, laptop, counter w cabinet or local history shelving) + tables & 6 chairs
Cost $25,696
 
Option 3
Complete entire project as submitted for grant (both library doors & complete annex renovation/furnishings)
Cost $43,200
 
Option 4
Replace library front door & complete Annex renovation/furnishings minus local history shelving
Cost $37,048
 
Trustee Aitken expressed security concern with not fixing the back door as well. Treasurer Hans states he feels with should go with Option 2 so that we have money for the long range plan and marketing. Director Tacke states without the audio visual and other features it will not make a big impact and will not seem to be put together.
The board agreed to move forward with the front and back door replacement. President Karis-Nix motioned to approve the replacement and installation of the front and back doors up to $6,000. Trustee Marcucci seconded. Unanimously approved.
Library word of mouth advertising – Holidays on the Hudson on Sunday, December 3.
New Business:
Treasurer Hans motioned to approve the revised 2017 budget. Trustee Aiken seconded. Unanimously approved.
Director Tacke reviewed the 2018 preliminary budget with comparison to 2017 budget amounts and the differences. One major change in 2018 is the addition of a Library Assistant (approx. 10 hours per week) to perform cataloging, programming, collection management, online calendar entry, and other tasks. Director Tacke also proposed increasing the pay rate for the Youth Services Librarian position at a rate above the general 1.7% COLA increase.
Executive Session – Trustee Marcucci motioned to approve 4% raise for Director, Treasurer Hans seconded, unanimously approved.
Meeting adjourned upon motion by Trustee Aitken at 8:13 pm.