Library Board of Trustees Meeting Minutes

Library Board of Trustees
Regular Meeting of the Board of Trustees
Tuesday, October 10, 2023

PRESENT:
Kathleen Capelli, Frank Brady, Heather Crocker, Carol Daggs, Terence Diggory, Nancy Luther, Issac (Ike) Pulver, Eric Blackman, Jean Fei, Jamie Chabot, Jennifer Ferriss, Don Flinton, Trevor Oakley, Tonya Faiola

ABSENT:
Ric Taras, Kelly McCombs, Catherine Brenner

Meeting Called to Order at 5:01 PM

Saratoga Springs Public Library Board of Trustees Regular Meeting,

5PM October 10, 2023,

Draft Minutes

PRESENT:
Kathleen Capelli, Frank Brady, Heather Crocker, Carol Daggs, Terence Diggory, Nancy Luther, Issac (Ike) Pulver, Eric Blackman, Jean Fei, Jamie Chabot, Jennifer Ferriss, Don Flinton, Trevor Oakley, Tonya Faiola

ABSENT:
Ric Taras, Kelly McCombs, Catherine Brenner

I. Call to Order at 5:01 PM

II. Approval of September Meeting Minutes – Terry made a motion to approve the minutes. Carol Seconded. All in favor. September minutes approved.

III. Approval of Expenditures (See Exhibit I) –

• A. September Prepaid Checks 71459-71461 totaling $3415.72
• B. October Prepaid Check 71548 totaling $299.06
• C. October Warrants/Checks 71549-71620 totaling $154,941.10

Jean made a motion to approve expenditures, Heather Seconded. All in Favor. All Expenditures approved.

IV. Approval of Financial Reports –

• A. September Pre-Paids and October Warrant Summary Sheet (Exhibit I)
• B. Budget Report - (Exhibit II)
• C. Income Report - (Exhibit III)
• D. Gifts - Nothing to Report

Nancy made a motion to approve the financial reports, Jean second. All in favor. All Reports approved.

V. President’s Report - None

VI. Public Comment – None

VII. Correspondence and Communication

• A. Thank you card from Sara Dallas
• B. Thank you card from Denise Feltes

Both the cards were passed around for the Trustees to read.

VIII. Director’s Report

• A. Director’s Written Report (Exhibit V) - Ike discussed how thankful the library is for being able to do Staff Development day. He discussed that we are starting Saratoga Book Festival this week. Also, he discussed that they are evaluating the need for and, if it exists, options for offering satellite locations for the library. This could be a traditional branch or something more innovative to improve access for users who do not have any or at least convenient access to the current library.
• B. Department Reports (Exhibit VI) -

1. Jen F (Asst. Director) - Jen discussed that she had the opportunity to participate in a climate action retreat in Craftsbury, VT. As part of the retreat, she received valuable feedback from mentors who, while not necessarily familiar with library operations, asked thought-provoking questions to help her consider the broader implications of her project beyond library communities and organizations. They challenged her to articulate why we are pursuing these initiatives and why they should matter to a wider audience. This experience reinforced the importance of seeking external perspectives and feedback.

2. Don (IT) - Don discussed we have and are preparing 3 more new X11 self-checks units. When implemented, we will replace most of our self-check outs with these newer units.

3. Gina Michelin’s written report on social media engagement was reviewed. YouTube appears to be the most popular.

4. Trevor (Access and Outreach Services)- Trevor discussed they are still thinking of sustainability through offering library material “drop offs” with van, decreasing number of trips patrons living outside of downtown Saratoga Springs make solely to return materials. He discussed the possibility of a regular evening English language learning class or classes to better serve daytime workers. And they are continuing to pair the most motivated beginner students with tutors, perhaps also serving a more intermediate/advanced student who has a goal of completing the TOEFL or achieving another specific goal.

5. Catherine (Youth Services) – Catherine’s written report noted three interns from the Saratoga Springs HS will be coming weekly to assist with projects. Anna Rae with Alex’s assistance will be overseeing their work and providing their projects. The teen volunteer program for fall will be starting up soon. Anna Rae had 5 teens for this month’s advisory board meeting. She reports that they have strong opinions about the teen room's look and arrangement. They also requested that Anna Rae host a Halloween party, so she added that to the schedule.

6. Jamie (Adult Services) - Jamie discussed the department piloted a new remote printing service. Don (IT) has helped immensely as we work out the kinks and offer this much needed service to our patrons. While it was test run on the 1st floor of the library, based on department feedback we are moving it to the 2nd floor. She also discussed that 4 of the Adults Services librarians took part in a 5-week online training through AARP to become certified trainers in the OATS: Senior Planet technology curriculum. This enables us to offer more diverse technology programing and assistance to our patrons ages 50+.

7. Ric (Operations) – Ric’s written report noted the operations department has been working extremely hard to tune-up the outside of the facility. The department purchased a new carpet extractor/ cleaner in September for the housekeeping staff. The 20+ year old unit could not be repaired anymore as parts were no longer sold. This will allow us to ramp back up the carpet cleaning and remove most of those annoying spill stains.

8. Kelly (Human Resources) – Kelly’s written report noted we are fully staffed, and her next objective is updating our Performance Evaluation system. Our current system is lengthy and entirely goal oriented. It involves multiple meetings between employee and Supervisor that could potentially span a few weeks. She is hoping to streamline the process and make it less cumbersome for everyone involved. And in an effort to gain as much insight into a successful Performance Management system as possible, she recently attended the Bond, Schoeneck, & King Attorneys Labor and Employment Law Academy session titled “Managing Performance, Addressing Misconduct, and Terminating the Employment Relationship”. They talked at length about what makes a good evaluation, and she feels comfortable updating our process moving forward.

IX. Special / Committee Reports – Katie discussed the special committee assignments for this year. Frank Brady and Heather Crocker will serve on the Personnel Committee. Katie Capelli, Nancy Luther and Jean Fei will serve on the Strategic Plan Committee.

X. Unfinished Business

• A. Discussion of By-Laws/Public Comment Policy (Exhibit VII) - Katie made a motion to change the By-Laws/Public Comment Policy as presented in the meeting packet. Jean Seconded it. All in favor. Change to By-Laws/Public Comment Policy was approved.

XI. New Business- None

XIII: Adjournment at 6:00 PM

Meeting Adjourned at 6:00 pm

Respectfully submitted by:
Tonya Faiola, Senior Account Clerk