CASTLETON PUBLIC LIBRARY BOARD OF TRUSTEES MEETING MINUTES
Castleton Village Hall
March 16, 2015 at 7:00p.m.
Welcome/Pledge of Allegiance: The meeting was called to order by Trustee Hiser at 7:01p.m. The Pledge of Allegiance was recited.
Roll Call: Olivia Karis-Nix – President, excused
Doreen Truesdell - Vice President
Janet Hiser – Treasurer
Margie Harris - Secretary
Nathan Hans - Trustee
Don McKnight - Trustee
Ryan Mullahy – Trustee, excused
Melissa Tacke, Library Director
Visitors: Barb Kelp
Adoption of Agenda: Trustee McKnight made a motion to adopt the proposed agenda. It was seconded by Trustee Hiser. None opposed. All in favor. Approved 5-0.
Public Comment: None.
President’s Report: None.
Secretary’s Report: The minutes from the February 23, 2015 meeting were reviewed. Trustee McKnight made a motion that the February 2015 minutes be approved. It was seconded by Trustee Truesdell. None opposed. All in favor. Approved 5-0.
Director’s Report: Melissa presented the Director’s Report. She had also prepared a handout for the public explaining the upcoming Library Software Upgrade. It had a list of FAQ and information on how to stay informed of the changes.
Mellissa is making arrangements for promoting an Open House to showcase the newly renovated library. April 18th was chosen as the first date with April 25th as a backup in case there were conflicts. The Open House would begin at 11:30 with ribbon and cake cutting at Noon. She will place announcements in Our Town, Times Union and other local papers, contact the Maple Hill Schools and send invitations to local officials and supporters of the library.
Melissa presented the Castleton Public Library’s Annual Report for Public and Association Libraries for 2014. An adjustment was made to the Ending Balance for 2013 as compared to the Beginning Balance for 2014 due to accounting practices. The new accounting changes should eliminate discrepancies in the future. A letter will accompany the report with an explanation for this adjustment. Trustee Hiser made a motion to accept the Annual Report. It was seconded by Trustee McKnight. None opposed. All in favor. Approved 5-0.
Melissa reminded the board that any changes or suggestions to the draft narration she wrote are due by April 3rd. The narrative part of the Annual Report is due at UHLS by April 6, 2015.
There was a part-time Librarian 1 position in the budget for 2014 that was filled for most of 2014. The position is accounted for in the budget for 2015. Melissa would like to start the process with Civil Service in order to hire someone. The Board is in agreement.
Melissa suggested that the library return to regular hours. The consensus was that the Open House on April 18th would be an appropriate time.
Friends Report: Barb Kelp reported that there will be a Spring Fling Candy & Egg Hunt at the Castleton Fire House on March 29th from 1:00 to 2:00p.m. There will also be Cinco de Mayo festivities at Scarnato’s Restaurant.
Committee Reports:
Administrative/Policy Committee: None.
Finance Committee: Trustee Hiser provided copies of the monthly Check Detail, Profit & Loss, Balance Sheet, Profit & Loss Budget vs. Actual, Reconciliation Detail statements and the Detail of Disbursements for February 2015. Trustee McKnight made a motion that the Check Detail and the Detail of Disbursements reports for February 2015 be approved. It was seconded by Trustee Truesdell. None opposed. All in favor. Approved 5-0. Trustee Hiser reported that Melissa is now able to sign checks from the Citizens Bank account that are $249.00 and below.
Operations/Capital Projects: Trustee Truesdell reported that she is waiting for the schematic on the book drop. Once that is received, it should not be long before the book drop will be delivered to the library. The library is waiting to hear from Rawdon, the Systems Administrator at UHLS, with suggestions to solve the server problems and also a plan to get the server off the table where the public computers are located.
Policy Committee: It was proposed that Trustee Mullahy and Trustee Hans meet with Mayor Keegan regarding any proposed changes to the library’s personnel policy.
Old Business:
Board member terms: The plan that Trustee Hans has proposed to streamline and round out trustee terms will have to be reviewed by the Village Board. He will follow up on making a presentation. Trustee Hans will also consult with Tim Burke at UHLS on the proper rules for term renewals.
Payroll management: Trustee Hiser reported that the memo to the Village has been approved and the library is good to go on the new payroll procedures. We will run down the account in the First Niagara Money Market account and then the Village will begin to bill us for our payroll.
New Business:
Funding discussion: The trustees discussed ways to reach out to other community stakeholders as a way to increase funding for the library. Trustee Hans proposed more funds be allocated for programs at the library.
Handbook discussion: Trustee Hans brought up the following points from the Trustee Handbook. Board packets should be available to the trustees one week before the meeting date. The question of voting by email needs to be clarified. If the vote is made official at the next meeting, is it allowed? The ‘proposed’ minutes from the latest meeting should be available to the public two weeks after the meeting to satisfy the Open Meeting Law requirements. A paper copy of the ‘proposed’ minutes will be available in the library for public review within this time frame.
Announcements: Melissa announced that there will be an Open Mike Night on March 17th from 6:30 to 8:30. The Friends will be hosting a Family Movie Night on March 20th at 6:00p.m.
Executive Session:
Adjournment: Trustee Hiser proposed the meeting be adjourned. Trustee McKnight made a motion to adjourn the meeting. It was seconded by Trustee Hans. None opposed. All in favor. Approved 5-0. The meeting was adjourned at 7:59p.m.
Castleton Village Hall
March 16, 2015 at 7:00p.m.
Welcome/Pledge of Allegiance: The meeting was called to order by Trustee Hiser at 7:01p.m. The Pledge of Allegiance was recited.
Roll Call: Olivia Karis-Nix – President, excused
Doreen Truesdell - Vice President
Janet Hiser – Treasurer
Margie Harris - Secretary
Nathan Hans - Trustee
Don McKnight - Trustee
Ryan Mullahy – Trustee, excused
Melissa Tacke, Library Director
Visitors: Barb Kelp
Adoption of Agenda: Trustee McKnight made a motion to adopt the proposed agenda. It was seconded by Trustee Hiser. None opposed. All in favor. Approved 5-0.
Public Comment: None.
President’s Report: None.
Secretary’s Report: The minutes from the February 23, 2015 meeting were reviewed. Trustee McKnight made a motion that the February 2015 minutes be approved. It was seconded by Trustee Truesdell. None opposed. All in favor. Approved 5-0.
Director’s Report: Melissa presented the Director’s Report. She had also prepared a handout for the public explaining the upcoming Library Software Upgrade. It had a list of FAQ and information on how to stay informed of the changes.
Mellissa is making arrangements for promoting an Open House to showcase the newly renovated library. April 18th was chosen as the first date with April 25th as a backup in case there were conflicts. The Open House would begin at 11:30 with ribbon and cake cutting at Noon. She will place announcements in Our Town, Times Union and other local papers, contact the Maple Hill Schools and send invitations to local officials and supporters of the library.
Melissa presented the Castleton Public Library’s Annual Report for Public and Association Libraries for 2014. An adjustment was made to the Ending Balance for 2013 as compared to the Beginning Balance for 2014 due to accounting practices. The new accounting changes should eliminate discrepancies in the future. A letter will accompany the report with an explanation for this adjustment. Trustee Hiser made a motion to accept the Annual Report. It was seconded by Trustee McKnight. None opposed. All in favor. Approved 5-0.
Melissa reminded the board that any changes or suggestions to the draft narration she wrote are due by April 3rd. The narrative part of the Annual Report is due at UHLS by April 6, 2015.
There was a part-time Librarian 1 position in the budget for 2014 that was filled for most of 2014. The position is accounted for in the budget for 2015. Melissa would like to start the process with Civil Service in order to hire someone. The Board is in agreement.
Melissa suggested that the library return to regular hours. The consensus was that the Open House on April 18th would be an appropriate time.
Friends Report: Barb Kelp reported that there will be a Spring Fling Candy & Egg Hunt at the Castleton Fire House on March 29th from 1:00 to 2:00p.m. There will also be Cinco de Mayo festivities at Scarnato’s Restaurant.
Committee Reports:
Administrative/Policy Committee: None.
Finance Committee: Trustee Hiser provided copies of the monthly Check Detail, Profit & Loss, Balance Sheet, Profit & Loss Budget vs. Actual, Reconciliation Detail statements and the Detail of Disbursements for February 2015. Trustee McKnight made a motion that the Check Detail and the Detail of Disbursements reports for February 2015 be approved. It was seconded by Trustee Truesdell. None opposed. All in favor. Approved 5-0. Trustee Hiser reported that Melissa is now able to sign checks from the Citizens Bank account that are $249.00 and below.
Operations/Capital Projects: Trustee Truesdell reported that she is waiting for the schematic on the book drop. Once that is received, it should not be long before the book drop will be delivered to the library. The library is waiting to hear from Rawdon, the Systems Administrator at UHLS, with suggestions to solve the server problems and also a plan to get the server off the table where the public computers are located.
Policy Committee: It was proposed that Trustee Mullahy and Trustee Hans meet with Mayor Keegan regarding any proposed changes to the library’s personnel policy.
Old Business:
Board member terms: The plan that Trustee Hans has proposed to streamline and round out trustee terms will have to be reviewed by the Village Board. He will follow up on making a presentation. Trustee Hans will also consult with Tim Burke at UHLS on the proper rules for term renewals.
Payroll management: Trustee Hiser reported that the memo to the Village has been approved and the library is good to go on the new payroll procedures. We will run down the account in the First Niagara Money Market account and then the Village will begin to bill us for our payroll.
New Business:
Funding discussion: The trustees discussed ways to reach out to other community stakeholders as a way to increase funding for the library. Trustee Hans proposed more funds be allocated for programs at the library.
Handbook discussion: Trustee Hans brought up the following points from the Trustee Handbook. Board packets should be available to the trustees one week before the meeting date. The question of voting by email needs to be clarified. If the vote is made official at the next meeting, is it allowed? The ‘proposed’ minutes from the latest meeting should be available to the public two weeks after the meeting to satisfy the Open Meeting Law requirements. A paper copy of the ‘proposed’ minutes will be available in the library for public review within this time frame.
Announcements: Melissa announced that there will be an Open Mike Night on March 17th from 6:30 to 8:30. The Friends will be hosting a Family Movie Night on March 20th at 6:00p.m.
Executive Session:
Adjournment: Trustee Hiser proposed the meeting be adjourned. Trustee McKnight made a motion to adjourn the meeting. It was seconded by Trustee Hans. None opposed. All in favor. Approved 5-0. The meeting was adjourned at 7:59p.m.
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