CASTLETON PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
Castleton Village Hall
January 20, 2015 at 7:00p.m.
Welcome/Pledge of Allegiance: The meeting was called to order by Trustee Karis-Nix at 7:00p.m. The Pledge of Allegiance was recited.
Roll Call: Olivia Karis-Nix - President
Doreen Truesdell - Vice President
Janet Hiser - Treasurer, excused
Nathan Hans - Trustee
Margie Harris - Trustee
Don McKnight - Trustee
Ryan Mullahy - Trustee
Visitors: Jen Pratico, liaison to the Village Board; Pam Smith, library staff representative
Adoption of Agenda: Trustee McKnight made a motion to approve the proposed agenda with the addition of Survey Results under New Business. It was seconded by Trustee Hans. None opposed. All in favor. Approved 6-0.
Public Comment: None.
President’s Report: Trustee Karis-Nix reported that there are two contracts to be signed by her as President of the Board of Trustees. One is with the Town of Schodack which was received on January 6, 2015. The town will provide $104,000.00 in exchange for full library services. This amount matches the library’s request for funding in 2015. The second is from Rensselaer County and was received January 9, 2015. The county is providing $3,325.00 to support library services at the Castleton Public Library in 2015. The contracts may be reviewed after the meeting for anyone who wishes to do so.
Secretary’s Report: The minutes from the December 15th, 2014 meeting were reviewed. Trustee Mullahy made a motion that the December 2014 minutes be approved as amended by adding the following information for the dates for the Board of Trustees meetings in the second half of 2015 be: July 20th
September 21st
October 19th
November 16th
December 14th
It was seconded by Trustee McKnight. None opposed. All in favor. Approved 6-0.
Director’s Report: None.
Friends Report: None.
Committee Reports:
Administrative Committee: Trustee Karis-Nix shared that Trustee Hiser has been advocating for the Board of Trustees of the library to receive greater detail from the village with regard to the payroll account and payroll transactions. The Board agrees that they need to make an overture to the Village and recommends that Trustee Hiser, who knows precisely what is needed, be the one to send an e-mail to Pam Smith, the Village Treasurer, stating the specifics of our request.
Finance Committee: Trustee Hiser provided copies of the monthly check detail for December 2014. Trustee McKnight made a motion that the check detail report for December 2014 be approved. It was seconded by Trustee Hans. None opposed. All in favor. Approved 6-0.
Operations/Capital Projects: Trustee Truesdell reported that the library is starting movie nights back up and Pam would like to purchase 2 DVDs. The Board agreed that they should be purchased as they normally would and approval from the Board is not needed.
Trustee Truesdell reported that all documentation has been provided to NYSERDA in order to apply for a rebate of the cost of installing the library’s new energy efficient lighting. If approved, the rebate would amount to about $600.
Trustee Truesdell reported that the coat rack and bench have been ordered and the magazine racks are finished and in place. Trustee Truesdell also recommended that school district photos of the new library be posted on the library’s website.
Old Business:
Vote on book drop: Trustee Karis-Nix made a motion to approve a custom made book drop by Creative Library Concepts for inside the library at a cost of $1510.00 to be paid for from the reserve funds. It was seconded by Trustee Mullahy. None opposed. All in favor. Approved 6-0.
Vote on Board officer positions: Trustee McKnight made a motion to approve the following slate of officers for 2015:
President – Olivia Karis-Nix, 2nd year
Vice President – Doreen Truesdell, 2nd year
Treasurer – Janet Hiser, 3rd year
Secretary – Margie Harris., 1st year
It was seconded by Trustee Hans. None opposed. All in favor. Approved 6-0.
New Business:
Board member terms: Trustee Hans suggested that terms for new board members be staggered by year. The goal is to fix terms by the calendar year and not the month that members join the Board. Trustee Hans will pull information together and report back at the next meeting. He requested that Board members e-mail him with their understanding of when their term is up. Trustee McKnight’s term is up in July. The Board agreed that there is a need to recruit new members and will continue the discussion at the next meeting.
Formation of policy committee: There is a consensus by the Board that a policy committee needs to be formed to review and create a personnel policy specifically for the library. Jen reported that the Village is in the process of examining their policies and that the Mayor urges the library to have one in place as well. Trustee Karis-Nix appointed Trustees Mullahy, Hans and Harris to serve on the policy committee. They are charged with reviewing the Village Personnel Policy, which has been the default policy that the library has relied upon, and recommending any changes that would be more in line with library personnel and operations. Issues would include vacation, sick-time, leave and part-time employee benefits.
New Programming: Trustee Truesdell reported that some children’s programming is being offered again. Miss Linda is leading a pre-school story hour every Thursday at 11:30.
Survey Results: Board evaluations were completed by each Trustee, anonymously, to determine how well the Board is functioning in the furtherance of its mission. Trustee McKnight compiled the results and passed out copies. He noted that the Board had high scores in finance and an overall score of 3 out of 5 for new member orientation. All the comments were listed at the end.
Announcements: None.
Executive Session: The Board adjourned into executive session at 8:50p.m.
Adjournment: The Board returned from executive session at 9:05p.m. Trustee Karis-Nix made a motion to extend an offer of employment to Melissa Tacke. It was seconded by Trustee Hans. None opposed. 1 abstained. Approved 5-0. Trustee Karis-Nix will contact her by telephone to offer her the position and follow up with a letter if she accepts.
The board will draft a letter to the Village on an issue that was brought to their attention.
Trustee Karis-Nix made a motion to adjourn the meeting. It was seconded by Trustee Hans. None opposed. All in favor. Approved 6-0. The meeting was adjourned at 9:10p.m.
Castleton Village Hall
January 20, 2015 at 7:00p.m.
Welcome/Pledge of Allegiance: The meeting was called to order by Trustee Karis-Nix at 7:00p.m. The Pledge of Allegiance was recited.
Roll Call: Olivia Karis-Nix - President
Doreen Truesdell - Vice President
Janet Hiser - Treasurer, excused
Nathan Hans - Trustee
Margie Harris - Trustee
Don McKnight - Trustee
Ryan Mullahy - Trustee
Visitors: Jen Pratico, liaison to the Village Board; Pam Smith, library staff representative
Adoption of Agenda: Trustee McKnight made a motion to approve the proposed agenda with the addition of Survey Results under New Business. It was seconded by Trustee Hans. None opposed. All in favor. Approved 6-0.
Public Comment: None.
President’s Report: Trustee Karis-Nix reported that there are two contracts to be signed by her as President of the Board of Trustees. One is with the Town of Schodack which was received on January 6, 2015. The town will provide $104,000.00 in exchange for full library services. This amount matches the library’s request for funding in 2015. The second is from Rensselaer County and was received January 9, 2015. The county is providing $3,325.00 to support library services at the Castleton Public Library in 2015. The contracts may be reviewed after the meeting for anyone who wishes to do so.
Secretary’s Report: The minutes from the December 15th, 2014 meeting were reviewed. Trustee Mullahy made a motion that the December 2014 minutes be approved as amended by adding the following information for the dates for the Board of Trustees meetings in the second half of 2015 be: July 20th
September 21st
October 19th
November 16th
December 14th
It was seconded by Trustee McKnight. None opposed. All in favor. Approved 6-0.
Director’s Report: None.
Friends Report: None.
Committee Reports:
Administrative Committee: Trustee Karis-Nix shared that Trustee Hiser has been advocating for the Board of Trustees of the library to receive greater detail from the village with regard to the payroll account and payroll transactions. The Board agrees that they need to make an overture to the Village and recommends that Trustee Hiser, who knows precisely what is needed, be the one to send an e-mail to Pam Smith, the Village Treasurer, stating the specifics of our request.
Finance Committee: Trustee Hiser provided copies of the monthly check detail for December 2014. Trustee McKnight made a motion that the check detail report for December 2014 be approved. It was seconded by Trustee Hans. None opposed. All in favor. Approved 6-0.
Operations/Capital Projects: Trustee Truesdell reported that the library is starting movie nights back up and Pam would like to purchase 2 DVDs. The Board agreed that they should be purchased as they normally would and approval from the Board is not needed.
Trustee Truesdell reported that all documentation has been provided to NYSERDA in order to apply for a rebate of the cost of installing the library’s new energy efficient lighting. If approved, the rebate would amount to about $600.
Trustee Truesdell reported that the coat rack and bench have been ordered and the magazine racks are finished and in place. Trustee Truesdell also recommended that school district photos of the new library be posted on the library’s website.
Old Business:
Vote on book drop: Trustee Karis-Nix made a motion to approve a custom made book drop by Creative Library Concepts for inside the library at a cost of $1510.00 to be paid for from the reserve funds. It was seconded by Trustee Mullahy. None opposed. All in favor. Approved 6-0.
Vote on Board officer positions: Trustee McKnight made a motion to approve the following slate of officers for 2015:
President – Olivia Karis-Nix, 2nd year
Vice President – Doreen Truesdell, 2nd year
Treasurer – Janet Hiser, 3rd year
Secretary – Margie Harris., 1st year
It was seconded by Trustee Hans. None opposed. All in favor. Approved 6-0.
New Business:
Board member terms: Trustee Hans suggested that terms for new board members be staggered by year. The goal is to fix terms by the calendar year and not the month that members join the Board. Trustee Hans will pull information together and report back at the next meeting. He requested that Board members e-mail him with their understanding of when their term is up. Trustee McKnight’s term is up in July. The Board agreed that there is a need to recruit new members and will continue the discussion at the next meeting.
Formation of policy committee: There is a consensus by the Board that a policy committee needs to be formed to review and create a personnel policy specifically for the library. Jen reported that the Village is in the process of examining their policies and that the Mayor urges the library to have one in place as well. Trustee Karis-Nix appointed Trustees Mullahy, Hans and Harris to serve on the policy committee. They are charged with reviewing the Village Personnel Policy, which has been the default policy that the library has relied upon, and recommending any changes that would be more in line with library personnel and operations. Issues would include vacation, sick-time, leave and part-time employee benefits.
New Programming: Trustee Truesdell reported that some children’s programming is being offered again. Miss Linda is leading a pre-school story hour every Thursday at 11:30.
Survey Results: Board evaluations were completed by each Trustee, anonymously, to determine how well the Board is functioning in the furtherance of its mission. Trustee McKnight compiled the results and passed out copies. He noted that the Board had high scores in finance and an overall score of 3 out of 5 for new member orientation. All the comments were listed at the end.
Announcements: None.
Executive Session: The Board adjourned into executive session at 8:50p.m.
Adjournment: The Board returned from executive session at 9:05p.m. Trustee Karis-Nix made a motion to extend an offer of employment to Melissa Tacke. It was seconded by Trustee Hans. None opposed. 1 abstained. Approved 5-0. Trustee Karis-Nix will contact her by telephone to offer her the position and follow up with a letter if she accepts.
The board will draft a letter to the Village on an issue that was brought to their attention.
Trustee Karis-Nix made a motion to adjourn the meeting. It was seconded by Trustee Hans. None opposed. All in favor. Approved 6-0. The meeting was adjourned at 9:10p.m.
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