Library Board of Trustees Meeting Minutes

Library Board of Trustees
Regular Meeting of the Board of Trustees
Monday, May 8, 2023

PRESENT:
Kathleen Capelli, Heather Crocker, Carol Daggs, Terence Diggory, Jean Fei, Nancy Luther, Catherine Brenner, Jamie Chabot, Jennifer Ferriss, Don Flinton, Kelly McCombs, Trevor Oakley, Ric Taras, Denise Feltes

ABSENT:
Frank Brady, Issac (Ike) Pulver, Eric Blackman

Meeting Called to Order at 5:02 PM

I. Call to Order – 5:02 PM

II. Approval of Minutes – Nancy made a motion to approve the April 17 Regular & Executive minutes along with the April 21 Special Meeting minutes. Heather seconded. All in favor. Minutes are approved.

A. April 17 Regular Meeting and Executive Session

B. April 21 Special Meeting

III. Approval of Expenditures (Exhibit I) – Terry made a motion to approve the April Pre-Paids & May Warrants. Jean seconded. All in favor. Expenditures are approved.

A. April Pre-Paid Checks 70972-70973 totaling $388.11

B. May Warrants/Checks 71059-71135 totaling $150,591.65

IV. Approval of Financial Reports – Heather made a motion to approve the April Pre-Paids, the May Warrants, the Budget Report, & the Income Report. Terry seconded. All in favor. Financial Reports are approved.

A. April Pre-Paids and May Warrant Summary Sheet (Exhibit I)

B. Budget Report - (Exhibit II)

C. Income Report - (Exhibit III)

D. Gifts - Nothing to Report

V. President’s Report – None

VI. Public Comment – None

VII. Correspondence and Communication – Communication from “Latinos of Saratoga Springs”

Ike has reached out to the “Latinos of Saratoga Springs” and will follow up. The library does have library applications available in Spanish, the self-checkout machines offer many different language options, the Children’s Room has a Spanish Language section, our new DVD’s offer a Spanish language audio track along with digital Spanish Hoopla e-books, audiobooks, and movies, Spanish Overdrive digital magazines, and Spanish Kanopy films. Don reported that our new website will have translation abilities that will be available by July.

VIII. Director’s Report

A. Director’s Written Report (Exhibit IV)

B. Department Reports (Exhibit V) – The May Half Staff Day focuses on mandatory and safety training including emergency procedures, writing an incident report, workplace violence, sexual harassment, etc. Don emphasized the increased cost to offer remote printing in the library since the former service is no longer available. He is still investigating solutions. Trevor reported that the only requirement to drive the Bookmobile is a copy of their driver’s license. Possible locations are geographically dispersed throughout the Saratoga Springs community to reach as many patrons as possible. Children’s attendance at 40 children’s programs reached 1,633 attendees in April, which is more than 40 people on average per session. Catherine reported only one incident that she knew of regarding LGBTQ+ books disappearing from the shelves that involved a book being hidden in an unusual place within the collection in the Children’s Room. Jamie Chabot was a librarian at the Maple Ave Middle School and knows the community and is ready to serve them in this new capacity. Ric confirmed that the DiGesare/HRU project is almost completed pending a final check of the controls. The annual open enrollment for employees will begin on May 22nd. Kelly is onboarding 3 new employees this week.

Katie made a motion to appoint John Swanson, Building Monitor (P/T) effective May 10, 2023. Carol seconded. All in favor. Motion approved.

IX. Special / Committee Reports – None

X. Unfinished Business

A. Streaming of Meetings – Nancy made a motion to approve the live streaming of meetings. Terry seconded. All in favor. Motion approved.

B. Draft Videoconferencing Resolution (Exhibit VI) – Lengthy discussion regarding videoconferencing. Three day public notice of videoconferencing to be added to the resolution, along with remote conferencing if the building is not available. Public hearing to be at the June meeting.

XI. New Business

A. Request to Appoint John Swanson, Building Monitor (P/T), effective May 10 – See Department Reports.

B. Space Usage Planning Proposal (Exhibit VII) – Discussion regarding the design services agreement provided by Butler, Rowland, Mays, Architects, LLP. Terry made a motion to approve the design services agreement. Carol/Jean seconded. All in favor. Motion approved.

C. Handbook Update – Sexual Harassment Policy (Exhibit VIII) – There are no changes to the way incidents are reported. Training will be updated by EAP. Carol made a motion to approve the new sexual harassment policy. Nancy seconded. All in favor. Motion approved.

D. Investments – Public monies can only be invested in CD’s or Money Market accounts. The first $250,000 of interest bearing monies are protected by the FDIC. The next $250,000 of non-interest bearing monies are protected by the FDIC. Beyond $500,000, the monies must be collateralized by a third party bank that is based in New York. These guidelines are directly from the NYS Comptroller. Discussion followed. Jean made a motion to accept the offer on our money market from Adirondack Trust. Heather seconded. All in favor. Motion approved. Katie, Ike, and Eric will follow up with local banks for short term CD’s and report next month or earlier; a Special Meeting of the Board may be required for timely action.

The next meeting on June 12, 2023 to begin with the Public Hearing on videoconferencing at 4:30 PM followed by the Regular Board meeting at 5:00 PM. The Annual Board Retreat will follow the Regular meeting.

XIII: Adjournment – Meeting Adjourned at 6:26 PM

Respectfully submitted by:
Denise Feltes, Senior Account Clerk

Meeting Adjourned at 6:26 pm

Respectfully submitted by:
Denise Feltes