Crandall Public Library

Call to Order

President Shapiro called the meeting to order at 4:30 p.m. Quorum was established. The new Trustees were introduced.

Oath of Office

Dr. Suzanne Blood

Carol Ann Conover

John Goralski

Shelley Murphy

Dale Nemer

The Oath of Office was administered to the elected Trustees by President Shapiro.

Election of Officers for 2024

President: Margaret Shapiro

Vice President: Amy Bartlett

Treasurer: David Barcomb

Secretary: Reed Antis

Appointment of Committee Members for 2024

Executive Committee: Shapiro (President), Bartlett, Barcomb, Antis

Finance Committee: Barcomb (Chair), Goralski, Bartlett, Antis

Personnel Committee: Swanson (Chair), Blood, Murphy, Bartlett

Ad Hoc Communications Committee: Conover, Caimano, Hogan, Antis, Swanson

Ad Hoc Policy Review Committee: Caimano (Chair), Murphy, Bartlett, Swanson, Blood

Ad Hoc Sustainability Committee: Hogan (Chair), Nemer, Goralski, Nichols, Conover

Board Development Committee: Nemer (Chair), Caimano, Johnson, Toomey, Nichols

Ad Hoc on every Committee: Board President

President Shapiro discussed that the American Library Association added sustainability as a core value for libraries, sharing the message: "Climate change is the single greatest threat to global health, a 'code red for humanity,' and is this generation's grandest challenge." from the Sustainability in Libraries: A Call to Action, American Library Association. On September 6, 2023 - The Sustainable Libraries Initiative (SLI) and the New York Library Association (NYLA) announced a new partnership to provide resources and tools to all NYLA members that will accelerate work in libraries to build communities that will thrive when faced with the challenges of climate change.[1] President Shapiro said one of the new Ad Hoc Sustainability Committee's goals is to participate in the SLI Sustainability Library Certification Program (SLCP) designed to help libraries become more sustainable. Ms. Hogan proposed offering seminars with the Beyond Plastic Online Course through Bennington College, sharing the environmental message about plastics with youths and adults.

Annual Documents for Review & Signatures

• Acknowledgment of receipt and reading of the Crandall Public Library; Code of Ethics & Conflict of Interest Policy and Whistleblower Policy.
• Complete the 2024 Conflict of Interest Form and Annual Policies Acknowledgment Form.

Trustees are required to complete and return the annual forms by the January 24, 2024 meeting.

Public Comment

No public comment.

Correspondence and Press

The Board passed around the correspondence and press.

Incident Reports

The Board reviewed the incident reports. Ms. Naftaly informed the Board that a group of individuals is being dropped off at the Library every morning to use the Library as a warming/day-use center. Discussion ensued; Ms. Naftaly is to meet with the Director of the facility that is dropping the individuals off at the Library; she will have more information at the next meeting. 

Department Reports

Assistant Director

Ms. Forshey will begin the New York State Annual Report process in January, collecting year-end statistics. Ms. Forshey shared the increased statistic numbers, explaining the percentage changes from 2022 to 2023, including days open, door counts, and the large jump in the computer use numbers. There was also a large increase in downloaded content, especially early in the morning and later in the evening. Ms. Forshey and Ms. Naftaly explained how the entry door gates account for the patron door counts.

Adult Services

Ms. Boyer reported that on January 9, Hoopla Flex is being added to supplement the current Hoopla subscription; the platform is available to Crandall Public Library cardholders who reside in Glens Falls, Moreau, and Queensbury. Ms. Boyer explained the difference between borrowing materials in Hoopla and Hoopla Flex. Hoopla (Instant Borrows) offers eBooks, eAudiobooks, Graphic Novels, some films and television, and a 'Binge Pass' that allows access to everything they offer on the pass for seven days, which includes magazines. Hoopla Flex (Flex Borrows) offers titles that only one person may borrow at a time, similar to how physical books are loaned, including a waiting list when all copies of a title are out on loan.

Children’s Department

Ms. Farrar discussed wrapping up a very busy December; the Department offered more intergenerational programming, working with the Adult Services Department to provide more activities for the whole family, including programs for the Hometown Holidays Celebration, a Green Giving: DYI Gift Making Workshop, and the Taylor Swift's Birthday Bash. Going into 2024, the Department is working to reconnect with area daycares and preschools to increase day field trips to the Library. 

Teen Department - Frieda Toth (Written Report)

Written report submitted.

Circulation Services

Excused; written report submitted.

Development Department

Ms. Barrios is wrapping up 2023; the Annual Appeal reached $23,000, surpassing last year; we have received the highest number of gifts at 143; however, as discussed last month, people are donating, but the gift amounts are smaller than in the past. Ms. Barrios stated that any gift is greatly appreciated, and there has been good feedback received from the Annual Appeal Letter. The Touba Family Foundation awarded us a $2,000 grant for a new Children's program, and the Stewart's Shop Holiday Match Grant application has been submitted; the results are due to be announced in March.

Folklife Department

Mr. DeGarmo reported the Department is working on producing the videos for the Champlain Canal Stories; they have an intern working on the project and hired a video editor using grant funds; they are turning the Community Room into a studio on Mondays and Tuesdays to do the live interviews, they have the photographs and are starting to string the project together. On January 11, is the Colgate Resolutions Live! Concert. Mr. DeGarmo discussed the upcoming winter programs, including the Bluegrass Jams, Hammer Dulcimer Workshops, Learn to Play the Ukulele, and Shutter Squad Photography Club. In March, the live Folklife concerts start again; there will be Do Tell Story Telling Workshops and programs for Women's History Month.

Facilities 

Mr. Dickinson discussed the upcoming forecasted weather and the Department's preparations, working with Johnson Controls International (JCI) on temperature control issues in the building, and the Boiler Replacement project is still in progress; it has not gone out to bid yet. 

Friends of Crandall Library

Ms. McDowell reported they welcomed four new members at their meeting last night. The book sale will be held on Friday, January 19, from noon to 6:00 p.m. and Saturday, January 20, from 10:00 a.m. to 3:00 p.m.; they will not accept book donations from January 5 to January 27 for time to organize/reorganize. Ms. McDowell shared that the Friends provide the BookPage publication available in the Library, which is a discovery tool for readers. Ms. Shapiro thanked Ms. McDowell and the Friends for all that they do. 

Approval of Board of Trustees Minutes: November 29, 2023

Treasurer’s Report, November 2023

Mr. Barcomb reported that revenues are 82.4%; as of November 2023, expenses are 81.7%. November is 91.7% of the 2023 budget year. Mr. Barcomb explained the budget modifications as outlined in the report.

Approval of Claims Auditor Reports, November 2023

Acceptance of the Claims Auditor Reports for November 2023 bills and payroll; there were no discrepancies in November.

Committee(s) Reports

Personnel Committee

Approval of the Provisional Promotion of Calli Powell to Librarian I, effective December 25, 2023 (for 2024), at $47,507/Annual salary.

SALS

Ms. Shapiro reported that SALS has not met since November, but the Regents has appointed three new Trustees for the Rockwell Falls Public Library; they are working on restaffing the Library and hope to reopen soon.

Director’s Report & Action Items

Action Items (i. through ac. including subcategories) are based on the Action Items from the January 4, 2023 Board Meeting. They are for standing meetings/activities during the year 2024.

Ms. Naftaly updated the Board on the actions of an individual on a year-long suspension from the Library; the additional actions of this individual have led to their permanent suspension from the Library, per the Crandall Public Library Rules of Behavior Policy. The Request for Proposal (RFP) for the Architectural and/or Engineering Services for the Building Conditions Survey (BCS) will be mailed out on Monday to coincide with the notice in the newspapers on January 11, 2024, with the RFP submission date of February 1, 2024. Ms. Naftaly explained working on the potential partnership with the Adirondack Theatre Festival; this would be the first writing project of The Herlihy Fellowship at Crandall Public Library; currently, attorneys are reviewing the documents; more information will be available at the next meeting.

Permission for at least part of the Library to remain open until 6:00 p.m. on the following Fridays: January 19, April 19, and October 18, 2024, for the Friends Book Sales.

Permission to send up to seven staff to Columbus, OH for the April 3 to April 5, 2024 Public Library Association National Conference at a total cost not to exceed $17,500 (includes round-trip airfare, ground transport, conference registration, hotel accommodations at reduced price, and meals).

Permission for Folklife to apply for the 2025 Champlain Valley National Heritage Partnership grant for $40,000 to create a free, web-based cultural resource map of our region’s diverse communities at the time of the Battles of Saratoga 1777.

Approval of the appointment of H. Wayne Judge as the Library’s Attorney in 2024.

Approval for designation of official newspapers for notification purposes.

• Post Star
• Chronicle

Approval of standard mileage rates for travel reimbursement of $0.67 per mile for business miles driven as per the IRS.

Approval of the Independent Contractor Laura Kyarsgaard to continue to act as Claims Auditor for the Library in 2024.

Nasreen Bhatti to continue to act as the backup Claims Auditor.

Permission for Sharon Berg to attend Sustainable Libraries Initiative meetings as needed. Cost: Travel (as needed).

New item in 2024.

Permission for Outreach staff to travel in the area to promote Library services and materials.

Approval for Kathy Naftaly and/or Guin Forshey to attend monthly SALS Board meetings in Saratoga Springs, NY. Cost: Travel (as needed).

Approval for Kathy Naftaly and Guin Forshey to travel locally for meetings with government, business, and educational organizations, etc., as needed. Cost: Travel (as needed).

Permission for staff/board members to attend NYLA Library Advocacy Day on Wednesday, February 7, 2024, in Albany (or virtually).

Permission for at least two staff and/or board members to attend the NYLA Annual Conference in 2024: Syracuse, NY (or virtually). November 6-9, 2024. Cost: TBA.

Permission for Kathy Naftaly to attend Central Library Director’s meetings. Held irregularly. Location: TBA. Cost: Travel.

Permission for Kathy Naftaly to attend SALS Director’s Council meetings in Saratoga Springs, NY. Cost: Travel (as needed, meetings are currently held virtually).

Permission for Guin Forshey or designee to attend JA Joint Automation Council Meetings every other month and subcommittee meetings such as ecommerce. Cost: Travel (as needed, meetings are currently held virtually). [Alternate between MVLS and SALS].

Approval for Kathy Naftaly to attend JA PAC Steering Committee Meetings. No meetings are currently scheduled. Location: TBA. Cost: Travel (as needed).

Permission for Children’s Librarians to attend local School Library Council meetings. Cost: Travel.

Permission for Caitlin Costa, and/or Kathy Naftaly, and/or designated staff to attend JA Operations Committee meetings. Location: SALS or MVLS or virtual. Cost: Travel.

Permission for a Reference staff member to attend CDLC Reference Services Interest Group meetings. Meetings are held several times a year. Cost: Travel.

Permission for Jenn Boyer to attend Overdrive (or other eContent) Collection Development meetings. Scheduled as needed. Cost: Travel.

Permission for ILL Librarian/Library Assistant to attend ILL field day and associated meetings. Scheduled as needed. Cost: Travel.

Board Permission for Guin Forshey to schedule and/or attend various technology-related and/or Consumer Health meetings. Scheduled irregularly. Cost: Travel.

Permission for Todd DeGarmo to attend the following meetings required of his position without month-to-month Board approval:

Capital District Library Council – Documentary Heritage Program – meetings as a member of the advisory committee in Albany, NY. Cost: Travel.

New York Folklore Society – 'Voices: The Journal of New York Folklore' meetings as editor in Schenectady, NY. Cost: Travel.

New York State Folk Arts Roundtable – participant at the meeting as NYSCA-Folk Arts grant recipient. Location: TBA.

New York Folklore Society annual meeting: TBA. Cost: Travel [If overnight accommodation is required, it will be approved at a Board meeting closer to the meeting date.]

Permission for Todd DeGarmo or other authorized Folklife Center Staff to travel along the Champlain Canal corridor for meetings, research, and interviews with over 12 partnering organizations; investigating sites along the canal; photography, audio, and video recording of people, objects, and landscapes.

Folklife Center Business – Local trips associated with exhibitions and collection development. A regular part of the job: to investigate potential donations; transport additions and conservation/preservation projects; conduct field research on artists needed to develop exhibitions and cultural programming; and meetings with potential collaborators of cooperative projects. Cost: Travel.

Permission for Amanda Franzoni to attend the following meetings required of her position without month-to-month Board approval:

Capital Area Archivist – participant in meetings in the Albany, NY, area. Cost: Travel.

Various engagements as a guest speaker at local historical and/or genealogical societies throughout the year. Cost: Travel. To be approved by the Department Head.

Museum Association of New York - attend Regional workshops or meetings that may apply to her position.

Folklife Center Business – Local trips associated with research and special collection development. Cost: Travel.

Permission for Kevin Rogan to attend:

Folklife Center Business – Local trips associated with exhibitions and collection development. A regular part of the job: to investigate potential donations; transport additions and conservation/preservation projects; conduct field research on artists needed to develop exhibitions and cultural programming; and meetings with potential collaborators of cooperative projects. Cost: Travel.

Permission for Tisha Dolton to attend:

Folklife Center Business – Including localized trips associated with her participation in women’s history events, exhibitions and conferences, and associated historical activities. A regular part of the job: to initiate and participate in meetings with potential collaborators of cooperative projects. Cost: Travel.

Permission for designated Crandall Public Library staff members to attend the SALS Workshops in Saratoga, NY, as scheduled, in-person or virtually. Cost: Travel.

Permission for designated Crandall Public Library staff members to attend Capital District Library Council workshops in the Capital Region, NY, as scheduled. Cost: Travel.

Old Business

No old business was discussed.

New Business

Further discussion ensued concerning the individuals talked about under Incident Reports. The upcoming changes to New York local elections and the Library's lighting controls, which have a set daily timer, were also discussed. Mr. Dickinson and Ms. Naftaly explained that the lighting control panel is a complex computerized system and extremely expensive to replace; replacing the system was put on hold due to the higher priority of other building repair projects. The Library hired IntregralLED to complete an energy-efficient lighting upgrade and changed electric supplier to Engie Green Power in 2021 as cost-saving measures. The forthcoming Building Conditions Survey will address the lighting control panel issues; once the building survey is complete, the necessary building upgrade/replacement projects identified will be prioritized accordingly.

Trustee Terms Ending December 31, 2024

Reed Antis - Moreau

David Barcomb - Moreau

Amy Bartlett - Glens Falls

Barbara Caimano - Queensbury

Elizabeth Hogan - Glens Falls

Michael Toomey - Glens Falls

Executive Session 

No executive session was held.

Adjournment