Castleton Public Library Board of Trustees Meeting \
Monday, March 21, 2022 Minutes
Welcome/Pledge of Allegiance
The meeting was called to order by President Mitchum at 7:09 pm.
Roll Call
Present: Shane Mitchum, President; Patrick Cartwright, Vice President; Laurie Knaack,
Secretary; Kendra Rubin, Trustee; Colin Strainge, Trustee; Kate Bielawa, Trustee; Melissa Tacke, Library Director
Excused: Alyssa Mitchum, Treasurer
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
NYS Annual Report for 2021: Trustee Cartwright motioned to adopt the Annual Report. Trustee Knaack seconded. Unanimously approved.
Financial Annual Update: Trustee Cartwright motioned to adopt the Annual Financial Report Update Document for 2021. Trustee Knaack seconded. Unanimously approved.
Annual Financial Review: The board reviewed the documentation by consultant William C. Adams and discussed retention of the same consultant to review finances annually for next year.
Old Business
Board self-evaluation results were presented by President Mitchum. The two areas where there was not a consensus that the status was satisfactory were training and concerns about sustainable funding.
Trustee onboarding and continuing training of current trustees: Areas for improvement include an onboarding checklist for what to review (review long range plan, board packets, schedule UHLS training, etc.) and continuing training for trustees. In future meetings Director Tacke will bring information about the upcoming requirement for annual continuing education for trustees.
Sustainable library funding: largest portion of the library budget currently comes from town of Schodack budget directly. The Sustainable Funding committee will explore school district vote as an option (beginning 2023 at earliest). Benefits would include guaranteeing a portion of the library budget annually if approved, but increases would then need to be approved by voters. The board will review sustainable funding presentations from UHLS discussing options (votes by towns, votes by school districts, rechartering).
The board discussed upcoming programming. Director Tacke brought to the board’s attention the programs aligned with April school breaks and highlighted in-person activities targeted at various age groups.
Reopening process: Mask requirement continues to be tied to COVID-19 Community Levels published by CDC since March 7, 2022 (required only when level is High). Starting in May, more traditional indoor in-person programs will continue to resume slowly. Walking Storytime will continue through April and then children’s in-person morning and evening storytime will be reintroduced. Take-home kit activities will be scaled down but continue while there is sufficient interest/demand from the community.
Reports
President’s Report
Board and director evaluations were discussed earlier in the meeting.
Secretary’s Report
Trustee Cartwright motioned to approve the February 2022 meeting minutes. Seconded by Trustee Bielawa. Unanimously approved.
Trustee Cartwright motioned to approve the February 2022 meeting transcript. Seconded by Trustee Bielawa. Unanimously approved.
Treasurer’s Report
Trustee Cartwright motioned to approve the February 2022 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved.
Director’s Report
The director reviewed statistics for visitation and circulation in February, and comparison between 2022, 2021, 2020. Note that this is the last time statistics are shown compared to a 2020 month that occurred before shutdowns at the start of the COVID-19 pandemic.
Friends Report
The Friends of the Library fundraising calendar of events and mailer was distributed to trustees.
Committee Reports
Finance: annual financial review was discussed earlier in the meeting.
Administrative: met; planning to set up administrative calendar to aid the board in annual activities.
Policy: no report; will resume later in spring to align with reviewing policies annually.
Sustainable Funding: met; will update board on recommendations next meeting.
Library Space: met and discussed outdoor ideas. Had previously considered possibility of extra parking spaces, but determined this not feasible in the near term. Committee will explore possibility of more permanent outdoor space in the front of the building after the usefulness of a temporary tent structure that was used in summer 2021 - exploring structures like a pavilion with a roof that could be in line with historical style of the area, to maintain and improve the appearance of the usable outdoor space. Committee welcomes ideas.
Community Outreach & Visibility: met, revisited the plan delayed from 2020 to offer a library mascot competition to area students. Will meet again in April for brainstorming and welcomes further ideas.
Announcements
None.
Public Comment
None.
Executive Session
None.
Adjournment
The meeting was adjourned at 7:43 pm.
Monday, March 21, 2022 Minutes
Welcome/Pledge of Allegiance
The meeting was called to order by President Mitchum at 7:09 pm.
Roll Call
Present: Shane Mitchum, President; Patrick Cartwright, Vice President; Laurie Knaack,
Secretary; Kendra Rubin, Trustee; Colin Strainge, Trustee; Kate Bielawa, Trustee; Melissa Tacke, Library Director
Excused: Alyssa Mitchum, Treasurer
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
NYS Annual Report for 2021: Trustee Cartwright motioned to adopt the Annual Report. Trustee Knaack seconded. Unanimously approved.
Financial Annual Update: Trustee Cartwright motioned to adopt the Annual Financial Report Update Document for 2021. Trustee Knaack seconded. Unanimously approved.
Annual Financial Review: The board reviewed the documentation by consultant William C. Adams and discussed retention of the same consultant to review finances annually for next year.
Old Business
Board self-evaluation results were presented by President Mitchum. The two areas where there was not a consensus that the status was satisfactory were training and concerns about sustainable funding.
Trustee onboarding and continuing training of current trustees: Areas for improvement include an onboarding checklist for what to review (review long range plan, board packets, schedule UHLS training, etc.) and continuing training for trustees. In future meetings Director Tacke will bring information about the upcoming requirement for annual continuing education for trustees.
Sustainable library funding: largest portion of the library budget currently comes from town of Schodack budget directly. The Sustainable Funding committee will explore school district vote as an option (beginning 2023 at earliest). Benefits would include guaranteeing a portion of the library budget annually if approved, but increases would then need to be approved by voters. The board will review sustainable funding presentations from UHLS discussing options (votes by towns, votes by school districts, rechartering).
The board discussed upcoming programming. Director Tacke brought to the board’s attention the programs aligned with April school breaks and highlighted in-person activities targeted at various age groups.
Reopening process: Mask requirement continues to be tied to COVID-19 Community Levels published by CDC since March 7, 2022 (required only when level is High). Starting in May, more traditional indoor in-person programs will continue to resume slowly. Walking Storytime will continue through April and then children’s in-person morning and evening storytime will be reintroduced. Take-home kit activities will be scaled down but continue while there is sufficient interest/demand from the community.
Reports
President’s Report
Board and director evaluations were discussed earlier in the meeting.
Secretary’s Report
Trustee Cartwright motioned to approve the February 2022 meeting minutes. Seconded by Trustee Bielawa. Unanimously approved.
Trustee Cartwright motioned to approve the February 2022 meeting transcript. Seconded by Trustee Bielawa. Unanimously approved.
Treasurer’s Report
Trustee Cartwright motioned to approve the February 2022 Check Detail Reports. Seconded by Trustee Knaack. Unanimously approved.
Director’s Report
The director reviewed statistics for visitation and circulation in February, and comparison between 2022, 2021, 2020. Note that this is the last time statistics are shown compared to a 2020 month that occurred before shutdowns at the start of the COVID-19 pandemic.
Friends Report
The Friends of the Library fundraising calendar of events and mailer was distributed to trustees.
Committee Reports
Finance: annual financial review was discussed earlier in the meeting.
Administrative: met; planning to set up administrative calendar to aid the board in annual activities.
Policy: no report; will resume later in spring to align with reviewing policies annually.
Sustainable Funding: met; will update board on recommendations next meeting.
Library Space: met and discussed outdoor ideas. Had previously considered possibility of extra parking spaces, but determined this not feasible in the near term. Committee will explore possibility of more permanent outdoor space in the front of the building after the usefulness of a temporary tent structure that was used in summer 2021 - exploring structures like a pavilion with a roof that could be in line with historical style of the area, to maintain and improve the appearance of the usable outdoor space. Committee welcomes ideas.
Community Outreach & Visibility: met, revisited the plan delayed from 2020 to offer a library mascot competition to area students. Will meet again in April for brainstorming and welcomes further ideas.
Announcements
None.
Public Comment
None.
Executive Session
None.
Adjournment
The meeting was adjourned at 7:43 pm.
| mar2022boardpacket.pdf |
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