​Castleton Public Library Board of Trustees Meeting 
Monday, November 14, 2022 Minutes 

Welcome/Pledge of Allegiance
The meeting was called to order by President Mitchum at 6:06 pm. 

Roll Call
Present (physical): Shane Mitchum, President; Alyssa Mitchum, Treasurer; Kate Bielawa, Trustee; Melissa Tacke, Library Director
Present (virtual): Laurie Knaack, Secretary
Absent: Patrick Cartwright, Vice President; Colin Strainge, Trustee

Adoption of Agenda
The adoption of the agenda was motioned by Trustee A. Mitchum and seconded by Trustee Bielawa. Unanimously approved. 

Public Comment - None. 

New Business
Shane Mitchum trustee term: Trustee S. Mitchum’s board term will end after 2022. Trustee A. Mitchum motioned to nominate trustee S. Mitchum for the term January 1, 2023 to December 31, 2025. Seconded by Trustee Bielawa. Unanimously approved. 
Copy/print/fax fee changes: Trustee A. Mitchum motioned to implement the changes proposed by Director Tacke to copy/print/fax fees. These fees had been waived during the pandemic; small fees will return for print/copy services over a certain number of pages, with fax services remaining free. Seconded by Trustee Bielawa. Unanimously approved. 
2023 proposed meeting schedule: The proposed meeting schedule was discussed and the November date changed to November 13, 2023 to avoid the Thanksgiving week,. Most meetings will be held on the third Monday of the month at 7:00 pm. Approval of the meeting schedule was motioned by Trustee A. Mitchum and seconded by Trustee Bielawa. Unanimously approved. 

Old Business
2023 Draft Budget: Director Tacke and the Finance committee shared the 2023 proposed budget for further feedback (no changes) and plan to have the board vote on it at the December board meeting. 
Long-Range Planning: The board met in a board retreat in early November to identify areas most desired for community feedback and opportunities for long-range improvements. Director Tacke shared the draft community survey for board review, and outlined a possible timeline with finalizing the survey in December and sending a mailing linking to the online survey in January. A first draft of the new Long Range Plan with goals/objectives would then be created in March; one or two additional board retreat sessions to focus on the plan held around March-April, add action steps to the plan in the second draft, and aim to have the board approve the new LRP in April or May. 
Trustee Recruiting: Director Tacke encouraged trustees to continue recruitment efforts for one more trustee. 
Library word-of-mouth advertising: Director Tacke encouraged trustees to share that there will be a Thursday, December 1, 6:00 pm book signing with local author Jon Sorensen. 

Reports
President’s Report
Included with draft budget report above. 

Secretary’s Report
Trustee A. Mitchum motioned to approve the October 2022 meeting minutes. Seconded by Trustee Bielawa. Unanimously approved. 

Treasurer’s Report
Trustee Bielawa motioned to approve the October 2022 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved.  

Director’s Report
Director Tacke presented statistics for October, with a comparison against 2020 and 2021. The Halloween Parade returned to an in-person event at the Castleton Fire House, with lower attendance than the vehicle parade driving throughout the village that was held in the first two years of the COVID-19 pandemic. However, the in-person attendance at other events increased from previous years. Pumpkin painting was popular. Kits remain popular and circulation increased. 

Friends Report
The Friends of the Library will be again participating in the Barnes & Noble Bookfair on Saturday, November 19 at the Colonie Center location from 9 am to 9 pm.
Committee Reports

Finance: no report

Administrative: No report. Director Tacke will reach out to the committee to plan for 2023 continuing education for trustees.

Operations/Capital Projects: did not meet.

Policy: Personnel and circulation policies reviewed. 

Sustainable Funding: did not meet.

Library Space: did not meet.

Community Outreach & Visibility: did not meet. 

Announcements - None. 

Public Comment - None. 

Executive Session - None. 

Adjournment - The meeting was adjourned at 6:47 pm. 

​Castleton Public Library Board of Trustees Meeting 
Monday, October 17, 2022 Minutes 

Welcome/Pledge of Allegiance
The meeting was called to order by President Mitchum at 7:06 pm. 
Roll Call

Present (physical): Shane Mitchum, President; Patrick Cartwright, Vice President; Laurie Knaack,         
Secretary; Alyssa Mitchum, Treasurer; Colin Strainge, 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
None. 

New Business
2023 Draft Budget: Director Tacke and the Finance committee shared the 2023 proposed budget with the board for review and comment (to be formally approved at the December board meeting). Director Tacke also presented this to the Town of Schodack board at their last meeting. 


Old Business
Long-Range Planning: The board will review the existing Long Range Plan and reconvene in a board retreat in early November to plan an approach for community surveys and updating of the Plan. 

Trustee Recruiting: Director Tacke encouraged trustees to spread the word that one more trustee is needed. 
Library word-of-mouth advertising: Director Tacke encouraged trustees to share that there will be a Thursday, December 1 book signing with author Jon Sorensen. 


Reports

President’s Report
Included with Finance committee report. 

Secretary’s Report
Trustee Cartwright motioned to approve the September 2022 meeting minutes. Seconded by Trustee Strainge. Unanimously approved. 

Treasurer’s Report
Trustee Cartwright motioned to approve the September 2022 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved.  

Director’s Report
Director Tacke presented statistics for September, with a comparison against 2020 and 2021. Circulation and program attendance has continued to shift slightly back toward more physical materials and in-person program attendance compared with 2020. 

Friends Report
The Friends of the Library held a successful Pasta Dinner takeout event in early October and will be again participating in the Barnes & Noble Bookfair on Saturday, November 19 at the Colonie Center location. 


Committee Reports

Finance: met to draft the 2023 budget, shared with the board at the start of this meeting. 

Administrative: will plan to meet before the next board meeting to plan for 2023 continuing education for trustees.

Operations/Capital Projects: did not meet.

Policy: did not meet. Director Tacke will share current policies for review with the committee. 

Sustainable Funding: The committee met and created some proposed variants of a 2024 budget to discuss with the board, considering additional hours/services that could be offered if various proportions of sustained funding were achieved through a budget vote. 

Library Space: did not meet.

Community Outreach & Visibility: did not meet. 


Announcements
November meeting date change: The November Board of Trustees meeting will be held on Monday, November 14 at 6:00 pm.

Public Comment
None. 

Executive Session
None. 

Adjournment
The meeting was adjourned at 7:55 pm.

​Castleton Public Library Board of Trustees Meeting 
Monday, September 19, 2022 Minutes 

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

Roll Call
Present (physical): Shane Mitchum, President; Patrick Cartwright, Vice President; Laurie Knaack, Secretary; Alyssa Mitchum, Treasurer; Colin Strainge, Trustee; Kate Bielawa, Trustee; Melissa Tacke, Library Director

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 Trustee Lissa D’Aquanni attended virtually. 

New Business

Long-Range Planning: The existing Long Range Plan for the library covered through 2021 and had been retained into 2022 during the COVID-19 pandemic. The board as a whole will resume focus on this and revise the plan. Director Tacke will share previous planning information with trustees, as well as information on prior focus groups with library users and non-library users, and community surveys performed in the past. 

Trustee Recruiting: Director Tacke encouraged trustees to spread the word that one more trustee is needed. 

Old Business
Halloween Costume giveaway: Director Tacke encouraged trustees to share that gently used costumes and accessories can be donated in advance and that a costume giveaway will be held on October 15. 

Reports

President’s Report
Included with Finance committee report. 

Secretary’s Report
Trustee Cartwright motioned to approve the July 2022 meeting minutes. Seconded by Trustee Strainge. Unanimously approved. 

Treasurer’s Report
Trustee Cartwright motioned to approve the July 2022 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved.  
Trustee Cartwright motioned to approve the August 2022 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved.  

Director’s Report
Director Tacke presented statistics for July and August, highlighting the successful 2022 Summer Reading Program statistics with comparisons back to 2018. 

Friends Report
The Friends of the Library held Music on the Lawn events July and August, as well as a successful raffle for donated gift certificates from local businesses. Their next fundraiser will be a takeout-only pasta dinner at the Village Firehouse on October 15. Preorders are encouraged. 

Committee Reports
Finance: will meet in the next month. Budget is being drafted with approximately a 10% increase. A rough idea of the budget will be presented to the Town of Schodack board at their next meeting. 

Administrative: will reconvene in the fall to plan for continuing education for trustees.

Operations/Capital Projects: did not meet.

Policy: did not meet. Director Tacke will share current policies for review soon. 

Sustainable Funding: President Mitchum will talk to the Friends of the Library soon to keep them informed. The committee is planning 259 budget vote discussions with local leaders including town and school district and the Village board. Committee and Director are working on a mock 2024 budget to illustrate what services the library could offer if sustained funding were achieved through a budget vote. 
Library Space: Director met with Village of Castleton Mayor Joe Keegan and a landscape architect regarding the first design for the Village Hall lawn. 

Community Outreach & Visibility: did not meet. 

Announcements
None. 

Public Comment
Village of Castleton Trustee Lissa D’Aquanni shared that the Community Visioning Workshop held in August went well and she will share the report with trustees. In addition, Village Trustee Lissa D’Aquanni shared that Castleton is applying for a NY Forward grant, which is a grant program for cities throughout the state, focusing on smaller communities. If awarded, the grant could fund transformative economic development projects such as parks, community centers, or public space improvements for the Village Hall. The Village Local Waterfront Revitalization Plan committee has also applied for a grant to update the decades-old plan and focus on revitalization including Schermerhorn Park. 

Executive Session
None. 

Adjournment
The meeting was adjourned at 7:32 pm. 

​Castleton Public Library Board of Trustees Meeting 
Monday, July 18, 2022 Minutes 

Welcome/Pledge of Allegiance
The meeting was called to order by President Mitchum at 7:07 pm.
 
Roll Call
Present: Shane Mitchum, President; Patrick Cartwright, Vice President; Laurie Knaack, Secretary; Alyssa Mitchum, Treasurer; Colin Strainge, Trustee; Kate Bielawa, Trustee; Melissa Tacke, Library Director

Adoption of Agenda
The adoption of the agenda was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. 

Public Comment
None. 

New Business

Draft Administrative Calendar: The board reviewed the calendar developed by the Administrative Committee. The adoption of the Administrative Calendar was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. 

Draft Trustee Onboarding Checklist: The board reviewed the checklist developed by the Administrative Committee. The adoption of the Onboarding Checklist was motioned by Trustee Cartwright and seconded by Trustee Strainge. Unanimously approved.

Old Business

Summer Reading: Director Tacke encouraged trustees to share Summer Reading Club information and events for all ages; anyone can sign up for summer reading all summer long.

Reports

President’s Report
The board discussed holding committee meetings in August in lieu of the August meeting. The cancellation of the August meeting was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved.

Secretary’s Report
Trustee Cartwright motioned to approve the June 2022 meeting minutes. Seconded by Trustee A. Mitchum. Unanimously approved. 

Treasurer’s Report
Trustee Cartwright motioned to approve the June 2022 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved.  

Director’s Report
Director Tacke presented statistics with a comparison against June 2021 and 2020, all months affected by the COVID-19 pandemic. June marked a return to Castleton Elementary School class field trips to the library, serving most K-4 elementary students and issuing 118 new library cards!

Friends Report
The Friends of the Library held bake sales at Schodack Town Park Music in the Park events, and are preparing for two Music on the Lawn events July and August with food sales to be held at the Village Hall. A raffle for donated gift certificates from local businesses is ongoing, with the drawing to be held later in the summer.

Committee Reports
Finance: will meet in the next month.
Administrative: will reconvene in the fall to plan for continuing education for trustees.
Operations/Capital Projects: grant from Community Room construction has been received and will be reflected in July finances. 
Policy: will resume policy review in the next month.
Sustainable Funding: committee is planning 259 budget vote discussions with local leaders including town and school district and the Village board. 
Library Space: no report; Director will update if any news from the Village on potential front lawn renovations. 
Community Outreach & Visibility: no report.

Announcements
None. 

Public Comment
Village of Castleton Trustee Lissa D’Aquanni shared that a Community Visioning Workshop will be held Saturday, August 20, 9:30-noon at the Castleton Elementary School gym. All ages are welcome, and village residents as well as anyone who uses the library are encouraged to attend. In addition, regarding improvement of the front lawn space of the Village Hall which had been of interest to the Library Board, the Village is awaiting proposed redesigns from a professional architect for the front yard and walk.

Executive Session
None. 

Adjournment
The meeting was adjourned at 7:29 pm. 

​Castleton Public Library Board of Trustees Meeting 
Monday, June 20, 2022 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; Laurie Knaack,
Secretary; Alyssa Mitchum, Treasurer; Colin Strainge, Trustee; Kate Bielawa, Trustee; Melissa Tacke, Library Director

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 Trustee Lissa D’Aquanni attended in person. 

New Business

Sustainable Funding: The board discussed the option of pursuing a 259 budget vote and recapped some of the May presentation from Tim Burke of UHLS. Trustee Cartwright put forward a motion to begin investigating the option in earnest and empower the board and director to pursue conversations with representatives of the town, village, school board, and members of the public. Seconded by Trustee Knaack. Unanimously approved.
 
Mask policy: Director Tacke requested the board consider making masks optional for the foreseeable future, rather than required in the library as they had been at some CDC COVID-19 Community Levels. The Director will continue to monitor the local public health situation. Trustee Cartwright motioned to adopt a policy of optional face masks for staff and patrons. Seconded by Trustee Knaack. Unanimously approved.  

COVID-19 leave policy: Trustee Cartwright motioned to extend the Library’s COVID-19 leave for staff through 12/31/2022. Seconded by Trustee Knaack. Unanimously approved.  

Old Business
Director Tacke shared the Summer Reading Club packet, and encouraged board members to share the word about the kickoff on June 25 and the option to sign up at any time thereafter during the summer. 

Reports

President’s Report
None.

Secretary’s Report
Trustee A. Mitchum motioned to approve the May 2022 meeting minutes. Seconded by Trustee Strainge. Unanimously approved. 

Treasurer’s Report
Trustee Cartwright motioned to approve the May 2022 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved.  

Director’s Report
Director Tacke presented statistics with a comparison against May 2021 and 2020, all months affected by the COVID-19 pandemic. 

Friends Report
The Friends of the Library are preparing for bake sales at Schodack Town Park Music in the Park events as well as two Music on the Lawn events with food sales to be held at the Village Hall.

Committee Reports

Finance: no report

Administrative: will share at next board meeting the administrative calendar and onboarding checklist developed by the committee; will reconvene committee in the fall to plan for continuing education for trustees

Operations/Capital Projects: no report

Policy: no report; will resume policy review in the next month

Sustainable Funding: continuing to discuss funding options and 259 budget vote as brought to the board’s attention earlier in the meeting

Library Space: no report

Community Outreach & Visibility: met with Director to brainstorm outreach opportunities and identify priorities for community connections to start or resume; will reconvene later in the year 

Announcements
None. 

Public Comment
Village of Castleton Trustee Lissa D’Aquanni brought to the Library Board’s attention that the Village Comprehensive Plan committee met recently and that a Community Visioning Workshop will be held Saturday, August 20, 9:30-noon at the Castleton Elementary School gym. All ages are welcome, and village residents as well as anyone who uses the library are encouraged to attend. In addition, regarding improvement of the front lawn space of the Village Hall which had been of interest to the Library Board, the Village is awaiting proposed redesigns from a professional architect for the front yard and walk.

Executive Session
None. 

Adjournment
The meeting was adjourned at 7:35 pm. 

Castleton Public Library Board of Trustees Meeting 
Monday, May 16, 2022 Minutes 

Welcome/Pledge of Allegiance
The meeting was called to order by President Mitchum at 7:03 pm.
 
Roll Call
Present: Shane Mitchum, President; Laurie Knaack, Secretary; Alyssa Mitchum, Treasurer; Colin 
Strainge, Trustee; Kate Bielawa, Trustee; Melissa Tacke, Library Director
Excused: Patrick Cartwright, Vice President

Adoption of Agenda
The adoption of the agenda was motioned by Trustee A. Mitchum and seconded by Trustee Knaack. Unanimously approved. This meeting followed an abbreviated agenda, omitting several topics to make time for a presentation from Tim Burke of the Upper Hudson Library System (UHLS). 

Public Comment
Village of Castleton Trustee Lissa D’Aquanni attended virtually. 

Reports
Secretary’s Report
Trustee A. Mitchum motioned to approve the April 2022 meeting minutes. Seconded by Trustee Strainge. Unanimously approved. 
Treasurer’s Report
Trustee Bielawa motioned to approve the April 2022 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved.  

Announcements
None. 

Public Funding Options for Libraries – Discussion with Tim Burke, UHLS
Tim Burke gave a presentation regarding public library funding options. 

Public Comment
None.

Executive Session
None. 
​
Adjournment
The meeting was adjourned at 7:55pm. 

Castleton Public Library Board of Trustees Meeting 
Monday, April 18, 2022 Minutes 

Welcome/Pledge of Allegiance
The meeting was called to order by President Mitchum at 7:05 pm. 

Roll Call
Present: Shane Mitchum, President; Patrick Cartwright, Vice President; Laurie Knaack, 
Secretary; Alyssa Mitchum, Treasurer; Colin Strainge, Trustee; 
Kate Bielawa, Trustee; Melissa Tacke, Library Director

Adoption of Agenda
The adoption of the agenda was motioned by Trustee Cartwright and seconded by Trustee Knaack. Unanimously approved. 

Public Comment
None.

New Business

• New Hire - Library Assistant: Trustee Cartwright motioned to approve the hiring of Kate Shannon at the Library Assistant rate. Trustee Knaack seconded. Unanimously approved. 
• Trustee education requirements beginning 2023: two hours of training, specifically related to Trustee role and from providers approved by the NYS Division of Library Development, will be required annually for each trustee beginning in 2023. The board will need to keep records of such training. This topic will be revisited as more information becomes available. 

Old Business

• Word of mouth advertising: Director Tacke presented the May event calendar and highlighted for the board that two weekly in-person children’s storytimes have returned. 
• Reopening process: More in-person programming returns in May with fewer drop-in activities and more synchronous activities. Mask requirements remain aligned to COVID-19 community levels with masks required only when community level is High. Community room reservations are now permitted. 

Reports

President’s Report
No report. 

Secretary’s Report
Trustee Cartwright motioned to approve the March 2022 meeting minutes. Seconded by Trustee Strainge. Unanimously approved. 

Treasurer’s Report
Trustee Cartwright motioned to approve the March 2022 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. 

Director’s Report
The director reviewed with the board statistics for visitation and circulation in March, and comparison between 2022, 2021, 2020. Note that all comparisons now represent months affected by the COVID-19 pandemic. 

Friends Report
The Friends of the Library held a breakfast fundraiser and has begun a membership drive.

Committee Reports

• Finance: met; discussed planning for budget submission to town of Schodack in August 2022.
• Administrative: met; planning to set up administrative calendar to aid the board in annual activities. 
• Operations/Capital Projects: planning next meeting.
• Policy: no report; will resume in May to align with reviewing policies annually.
• Sustainable Funding: met; discussed funding options and considering whether school board vote method may be an option in 2023. Director Tacke is working to schedule Tim Burke of UHLS to present at an upcoming board meeting, focused on the school board vote option and planning out what preparation would be needed.
• Library Space: Director Tacke plans to meet again with Village mayor and Village board member(s) to discuss potential permanent outdoor space for Library and Village use in front of the building. 
• Community Outreach & Visibility: will meet again for brainstorming and welcomes further ideas.  

Announcements
None. 

Public Comment
None.

Executive Session
None. 

Adjournment
The meeting was adjourned at 7:34pm. 

​Castleton Public Library Board of Trustees Meeting 
Tuesday, February 22, 2022 Minutes 

Welcome/Pledge of Allegiance
The meeting was called to order by President Mitchum at 7:02 pm. 

Roll Call
Present: None physically (fully virtual meeting) 
Attending Virtually:  Shane Mitchum, President; Alyssa Mitchum, Treasurer; Patrick Cartwright, Vice President; Laurie Knaack, Secretary; Kendra Rubin, Trustee; Colin Strainge, Trustee; Kate Bielawa, Trustee; Melissa Tacke, Library Director
Excused: 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-on-Hudson Board member Lissa D’Aquanni in attendance informed the board and encouraged publicizing a February 28th physical and virtual Village meeting about the recent tree inventory and recommendations, and Hudson River riverfront access. 

New Business
Trustee Cartwright motioned to approve the hire of Eric Michael Stewart as Library Aide. Trustee Knaack seconded. Unanimously approved. 

Old Business
The Board discussed upcoming programming. Director Tacke brought to the board’s attention the afternoon and after-dinner book clubs for adults and highlighted programming that provides an opportunity to meet in person. 

Reopening process: 
Director Tacke plans to put library staff workspace back in order to have all staff working at the front desk (had previously been split with staff members physically distancing from each other). 
The mask mandate in New York State has been dropped but the library and Village Hall continue to monitor local status before making changes. 
[Note as of preparation of these minutes: change in mask guidance was later discussed over email with the board who did not express any concerns with Director Tacke’s adjustment of the library’s policy to align with CDC recommendations in early March 2022 to require masks for staff and visitors only when local COVID-19 level is High.]

Reports
President’s Report
Board and director evaluations will be compiled for the next meeting. 

Secretary’s Report
Trustee Cartwright motioned to approve the January 2022 meeting minutes. Seconded by Trustee Bielawa. Unanimously approved. 
Trustee Cartwright motioned to approve the January 2022 meeting transcript. Seconded by Trustee Bielawa. Unanimously approved. 

Treasurer’s Report
Withdrawal of NYS Retirement funds from late 2021 continues to have delays; the director is working with the village treasurer to reconcile this and it is expected to be withdrawn in March. 
Trustee Cartwright motioned to approve the January 2022 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved. 

Director’s Report
The director reviewed statistics for visitation and circulation.
In light of a number of recent instances across the nation where library users have had a complaint or concern with materials, Director Tacke is preparing to give staff a refresher on the complaint form and response to book challenges. 

Friends Report
The Friends of the Library group’s fundraising calendar of events will be released soon and the director will share it with the board when available. 

Committee Reports
Policy committee will resume later in spring to align with reviewing policies annually. Other committees have no report at this time and all are planning to schedule soon. 

Announcements
Annual financial review and annual report to NYS will be in the next board packet. 

Next meeting is planned to be in person as fully virtual meetings were permitted while the NYS State of Emergency was in effect, and it is expected to expire before the next meeting. Open meetings law does now permit hybrid virtual/physical meetings without publishing home addresses, so if this is needed the library will be available as a location for people to join the meeting physically or virtually. 

Public Comment
None.

Executive Session
None. 

Adjournment
The meeting was adjourned at 7:25 pm.