Library Board of Trustees Meeting Minutes

Library Board of Trustees
Regular Meeting of the Board of Trustees and Executive Session
Monday, March 10, 2025

PRESENT:
Kathleen Capelli, Frank Brady, Heather Crocker (on Zoom), Carol Daggs, Terence Diggory, Jean Fei, Nancy Luther, Issac (Ike) Pulver, Jennifer Ferriss, Kelly McCombs, Tonya Faiola, Catherine Brenner, Jamie Chabot, Don Flinton, Ric Taras

ABSENT:
Trevor Oakley

Meeting Called to Order at 5:00 PM

I. Call to Order – Katie called the meeting to order at 5:00pm.

II. Approval of February Regular Meeting and Executive Session Minutes–Action Required – Nancy motioned to approve; Jean seconded. Motion approved.

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

Prepaid Checks 73214-73218 Totaling $6,154.04

March Warrants/Checks 73219-73311 Totaling $169,322.98

Terry motioned to approve; Carol seconded. Motion approved.

IV. Approval of Financial Reports – Action Required

Prepaid Checks Report and March Warrant Summary Sheet (Exhibit I)

Budget Report - (Exhibit II)

Income Report - (Exhibit III)

Terry motioned to approve; Jean seconded. Motion approved.

V. President’s Report – N/A

VI. Public Comment – N/A

VII. Correspondence and Communication - Katie discussed that a patron expressed concern about accessible parking.

VIII. Director’s Report

Director’s Written Report (Exhibit IV) - In addition to his written report, Ike discussed his meeting with Plank Construction, for a kick-off meeting for the elevator project. At that meeting, he got a better sense of the timeline for the project and learned that the elevator is estimated to be offline from July 1 to mid-November. Also, the Saratoga County Health Department set up a mobile naloxone stand on library property for Chowder Fest weekend (Feb. 7-10) and plans to repeat this offering at major public events in the future.

Department Reports (Exhibit V) -

Jen (Assistant Director) - In addition to her written report, Jen discussed the Annual report was submitted on time and was reviewed by SALS staff.

Don (IT Dept) - In addition to his written report, Don discussed that his department would continue investigating cloud-based phone system options for future upgrades.

Jamie (Adult Services) - In addition to her written report, Jamie discussed the 2025 SaratogaREADS! season launched in mid-February and will continue till April with a lot of events planned out.

IX. Special / Committee Reports

Strategic Planning Committee – Katie discussed the Committee to continue discussions, including potential branch expansion as part of the strategic planning process.

Branch Expansion Exploration Committee –Terry motioned to continue research on possible branch expansion in coordination with Strategic Plan discussion. Jean seconded. Motion approved.

X. Unfinished Business

Land Sale – Katie discussed the land sale, which has a signed contract and a deadline of April 30th for closing.

Elevator Upgrade/Replacement Project (Exhibit VI) - Katie discussed that the elevators are expected to be closed from July 1st to November 15th, with a potentially shorter duration. The team is strategizing ways to accommodate workers and patrons during this time.

FY 2025-26 Budget Vote and Trustee Election – Katie discussed with board members to review dates for a budget workshop in April.

XI. New Business

A. Policy Updates – Action Requested (Exhibit VII)

Library Accounts and Circulation of Library Materials Policy - Katie motioned to approve; Carol seconded. Motion approved.

Patron Code of Conduct - Katie motioned to approve; Terry seconded. Motion approved.

Library Parking Lot Regulations - Terry motioned to approve; Nancy seconded. Motion approved.

XII. Adjourned at 5:59 PM to Executive Session to Discuss a Particular Personnel Matter and a Particular Legal Matter

Respectfully submitted: Tonya Faiola, Senior Account Clerk

XIII. Executive Session

Present: Kathleen Capelli, Frank Brady, Heather Crocker (on Zoom), Carol Daggs, Terence Diggory, Jean Fei, Nancy Luther, Issac (Ike) Pulver, Jennifer Ferriss, Kelly McCombs

A. Call to order 6:05 PM

B. A particular personnel matter was discussed.

C. A particular legal matter was discussed.

D. Executive Session Adjourned 6:50 PM

XIV. Regular meeting reconvened.

A. Katie moved that the Board approve midyear pay rate increases to $2.00/hr. for part-time clerical and operations staff and 2.5% for part-time library assistant and librarian.

Frank seconded. Motion approved.

B. Frank moved 1) that the Board provide 3 months’ notice, as required in the lease, of termination of contract with Friends of the Library for the Coffee Shop space, that space being needed for other use during the period of elevator upgrade; and 2) that the Board require $750/month rent from the Friends for the Book Shop and office for the remainder of FY 2025; and 3) that the Board offer the Friends a contract to rent the Book Shop and office space for FY 2026 at the rate of $750/month.

Carol seconded. Motion approved.

XIV. Regular meeting adjourned 6:53 PM

Respectfully submitted: Terence Diggory, Board Secretary

Meeting Adjourned at 6:53 pm

Respectfully submitted by:
Respectfully submitted: Tonya Faiola, Senior Account Clerk