Library Board of Trustees Meeting Minutes

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Library Board of Trustees
 Regular Meeting of the Board of Trustees
Monday, February 12, 2024

PRESENT:
Eric Blackman, Frank Brady, Catherine Brenner, Kathleen Capelli, Heather Crocker, Carol Daggs, Terence Diggory, Tonya Faiola, Jennifer Ferriss, Don Flinton, Nancy Luther, Kelly McCombs, Trevor Oakley, Issac (Ike) Pulver, Ric Taras

ABSENT:
Jamie Chabot and Jean Fei

Meeting Called to Order at 5:02 PM

I. Call to Order – Katie called meeting to order at 5:02pm.

II. Approval of January Meeting Minutes – Action Required

  1. January 8, 2024, Regular Meeting & Executive Session

  2. January 22, 2024, Special Meeting

Heather moved to approve January meeting minutes, and Frank seconded. All in favor to approve January meeting minutes.

III. Approval of Expenditures (See Exhibit I) – Action Required

  1. January Prepaid Checks 71888-71890 totaling $3120.72

  2. February Warrants/Checks 71891-71972 totaling $169,790.35

Terry moved to approve expenditures, and Carol seconded. All in favor to approve expenditures.

IV. Approval of Financial Reports – Action Required

  1. January Pre-Paids and February Warrant Summary Sheet (Exhibit I)

  2. Budget Report - (Exhibit II)

  3. Income Report - (Exhibit III)

Nancy moved to approve financial reports, and Frank seconded. All in favor to approve financial reports.

V. President’s Report –

Katie discussed that she and Ike have submitted public comments to the planning board about construction of apartments in the vacant lot on Putnam Street. Katie was able to attend the planning meeting via Zoom, but they did not take public comment during that meeting.

VI. Public Comment - None

VII. Correspondence and Communication

  1. Notice of Probate in the Estate of Nancy Taylor Hantman

VIII. Director’s Report

  1. Director’s Written Report (Exhibit IV) –

Ike discussed that the library has contacted lawyers for clarification for permitting future projects for the building. Ike commented on the auditor report's summary and was happy with the result of an unmodified report. He also commented on the start of program planning for Saratoga READS, and the Adult and Youth Services Departments are partnering closely with Skidmore College.

  1. Department Reports (Exhibit V) –

Don (IT) said his department is continuing to upgrade servers and they plan on putting in a self-service library card kiosk in the empty area in front of the circulation desk.

Trevor (Access and Outreach Services) was thanked by Katie for showing the step by step process that Circulation & Tech Services does when a new collection is added to the library. Trevor thanked Sarah Derven for all her hard work with all the outreach services she has provided this month. He also commented on planning the Resource Fair for Immigrant Families to be held on Wednesday, March 13, at Methodist Church on Fifth Avenue.

Catherine (Youth Services) mentioned that the visit to the Saratoga Auto Museum was a big success and saw many dads bring their kids. She and Laura partnered with the Waldorf School to host the annual Preschool Fair. It was a great success as over 100 folks attended and the preschools got some great exposure all in one setting.

Ric (Operations) noted we have a work-in-progress to replace a down HVAC heating/ cooling unit.

Kelly (Human Resources) discussed that she is currently researching and setting up meetings with a few standalone performance management companies to see what they offer, since our current system cannot be customized to our specific requests. Also, there are a few vacancies that she is looking to fill.

IX. Special / Committee Reports - None

X. Unfinished Business

  1. Parking Discussion – Katie let the group discuss any ideas we could have to document use of the parking lot and she will be approaching the City Council about it.

XI. New Business

  1. SALS/MVLS 2024 Joint Automation Agreement – Action Required

Terry moved to approve the agreement, Frank seconded. All in favor to approve SALS/MVLS 2024 Joint Automation Agreement.

  1. 2023 Annual Report for Public and Association Library – Action Required

Katie moved to approve Annual Report with potential of changes to the financials, and Nancy seconded. All in favor to approve the 2023 annual report.

B. 2024 Budget Vote Calendar

Heather moved to approve 2024 Budget vote calendar, Terry seconded. All in favor to approve the 2024 Budget Vote Calendar.

C. Finalized Audited Financial Statements for FYE2023—to be discussed at a later date when the auditors can be present

XII. Adjourned at 5:44PM to Executive Session to Discuss a Particular Legal Matter

Respectfully submitted:

Tonya Faiola, Senior Account Clerk

XIII: Executive Session

  1. Present: Kathleen Capelli, Heather Crocker, Carol Daggs, Terence Diggory, Nancy Luther, Frank Brady, Issac (Ike) Pulver, Jennifer Ferriss, Stephanie Ferradino Esq.

  2. Call to order 5:50PM

  3. A particular personnel matter was discussed

  4. Executive Session Adjourned 6:46PM

  1. Reconvening: The Board came out of Executive Session and the Regular Meeting adjourned at 6:47

Respectfully submitted: Terence Diggory, Board Secretary

Packet for Feb 12 2024 v.2.pdf

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