Library Board of Trustees Meeting Minutes

Library Board of Trustees
Regular & Executive Meetings of the Board of Trustees
Monday, February 13, 2023

PRESENT:
Frank Brady, Kathleen Capelli, Heather Crocker, Carol Daggs, Terence Diggory, Nancy Luther, Issac (Ike) Pulver, Eric Blackman, Catherine Brenner, Jennifer Ferriss, Kelly McCombs, Jennifer Ogrodowski, Ric Taras, Denise Feltes, Christopher Healy

ABSENT:
Jean Fei, Don Flinton, Trevor Oakley

Meeting Called to Order at 5:01 PM

I. Call to Order at 5:01 pm

II. Auditors FY2022 Report by Chris Healey from MMB& Co., formerly known as Marvin & Co. Two new accounting standards were required to be implemented this year, GASB Statement No. 87 and Leases and GASB Statement No. 96, with no impact on the Library for the year ended June 30, 2022. There are no significant deficiencies or material weaknesses. The financial statements present fairly in all material respects.

III. Approval of January Regular Meeting and Executive Session Minutes – Frank made a motion to approve the January Regular Meeting and Executive Session Minutes. Heather seconded. All in favor. Minutes approved.

IV. Approval of Expenditures – Terry made a motion to approve the January Pre-Paid Checks and the February Warrants as listed below. Carol seconded. All in favor. Expenditures are approved.

A. January Pre-Paid Checks 70792-70793 totaling $388.11

B. February Warrants/Checks 70794 -70891 totaling $132,687.30

V. Approval of Financial Reports – Heather made a motion to approve the January Pre-Paids, the February Warrrants, the Budget Report, and the Income Report. Terry seconded. All in favor. Financial Reports are approved.

A. January Pre-Paids and February Warrant Summary Sheet

B. Budget Report

C. Income Report

D. Gifts – nothing to report

VI. President’s Report – The NYLA Advocacy Day will be held on Tuesday, February 28th. Meetings with our legislators will all be virtual. The Budget Workshop will be on Thursday, March 2nd at 5:00 pm. Katie is asking that the harassment training be completed by the April meeting, April 17th.

VII. Public Comment – None

VIII. Correspondence and Communication – Katie thanked Jen O. for her service to the library.

IX. Director’s Report

A. Director’s Written Report – Purchasing cybersecurity insurance was discussed. Fobs are a possibility to satisfy the multi-factor verification for the bank rather than the use of our personal cell phones.

B. Department Reports – The Sustainability Fair will be hosted at Skidmore College on Sunday, April 16th from 10 am – 4 pm, as reported by Jen F. Trevor’s report stressed the safety concerns faced by staff leaving the library during the evening hours and requested the possibility of staff parking in the library lot after 5 pm. Discussion regarding the possibility of low-income housing in the vacant lot across from the library. Parking is a concern. Catherine discussed the art balancing programming post-Covid – virtual, in-person, take home kits, and passive programming. Jen O. mentioned the gnome and fox kits for adults at the information desk along with a bowling wellness activity that is being planned. Ric highlighted the issues with aging equipment and parts in the library. Architects need to create plans and specs that get sent to the State Ed for approval before upgrades to the elevator can begin. Katie thanked the operations staff for all they do.

HR Report – Frank made a motion to update the Employee Handbook to reflect the addition of “sibling” to the Qualifying Reasons for PFL, as required by NYS, and to change the accrual amount of vacation credit from 6.73 to 6.75 to allow for usable time balances. Heather seconded. All in favor. Motion approved.

X. Special / Committee Reports – None

XI. Unfinished Business

A. Proposed Update to Bylaws – Terry made a motion to approve the update to the Bylaws to comply with the Trustee education requirement (Education Law § 260- d). Carol seconded. All in favor. Motion approved.

B. Circulation Policy Update – Frank made a motion to approve the new Three for Me Cards, the small handling fee for failure to pick up ILL mateirals, referral of frequent borrowers of ILL materials to the Central Library, the Confidentiality of Library Records update, and the Loan Periods, Renewals, and Holds eligibility. Heather seconded. All in favor. Motion approved.

XII. New Business

A. Auditors FY2022 Report - See II Above

B. Draft Annual Report to State Library – Heather made a motion to approve the Annual Report to the State Library to include typo corrections as noted during the meeting and the final balancing of the Financials. Terry seconded. All in favor. Motion approved.

C. Proposed Handbook Updates (See HR Report)

a. Vacation Policy

b. PFL Policy

XIII. Adjourned to an Executive Session to Discuss Particular Personnel Matters at 6:38 pm.

Respectfully submitted by: Denise Feltes, Senior Account Clerk

Saratoga Springs Public Library Board of Trustees Executive Session

February 13, 2023

PRESENT:

Frank Brady, Kathleen Capelli, Heather Crocker, Carol Daggs, Terence Diggory, Nancy Luther, Ike Pulver, Jen Ferris

Call to Order: 6:39 PM

A particular personnel matter was discussed.

Meeting Adjourned at: 7:12 PM

Respectfully submitted by:

Terence Diggory, Board Secretary

Meeting Adjourned at 7:12 pm