Crandall Public Library

Feb
01

Board of Trustees Meeting

Holden Room

Wednesday, February 1 2023

4:30pm - 6:00pm EST

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Agenda

  1. Call to Order
    Margaret Shapiro profile image
    4:30 pm EST
  2. Public Comment
    Margaret Shapiro profile image
  3. Correspondence and Press
    Margaret Shapiro profile image
    1. Incident Reports
  4. Department Reports
    1. Assistant Director
      Guinevere Forshey profile image
    2. Adult Services
      Jennifer Boyer profile image
    3. Children’s Department
      Julia Farrar profile image
      1. Teen Department, F. Toth (written report)
    4. Circulation Services
      Caitlin Costa profile image
    5. Development Department
      Michelle Barrios profile image
    6. Folklife Department
      Todd DeGarmo profile image
    7. Facilities 
      Jeremy Dickinson profile image
  5. Friends of Crandall Library - Friends Representative

    Friends Representative to participate in Library Board Meetings: TBD.

  6. Approval of Board of Trustees Minutes: January 4, 2023 (December 2022)
    Margaret Shapiro profile image
  7. Treasurer’s Report, December 2022
    David Barcomb profile image
    John Goralski profile image
  8. Approval of Claims Auditor Reports, December 2022
    David Barcomb profile image
    John Goralski profile image
  9. Committee(s) Reports
    1. Personnel Committee
      Dale Nemer profile image
      1. Approval of the Permanent Appointment of Amy Hughes, Librarian I, effective January 18, 2023.
      2. Approval of the Permanent Appointment of Matt Nelson, Part-time Library Clerk, effective January 19, 2023.
      3. Approval of the Permanent Appointment of Sharon Berg, Librarian I, effective February 1, 2023.
      4. Approval of the Permanent Appointment of Cheyenne Suddard, Cleaner, effective February 8, 2023.
      5. Approval to remove Alan Payne, Cleaner, effective January 17, 2023.
  10. SALS
    Margaret Shapiro profile image
  11. Director’s Report & Action Items
    Kathy Naftaly profile image
    1. Permission to enter into a Memorandum of Understanding (MOU) with the Southern Adirondack Library System (SALS) for implementation of the Senior Planet's Older Adults Technology Services (OATS) Program. Cost: Covered by stipends from SALS as outlined in the MOU.

      Librarian Sharon Berg will be the point person for this project.

    2. Approval of the following quotes for the plaster repair project, combined total not to exceed $15,000.00.
      1. $9,850.00 quote from Historical Restorations of Albany, New York, includes material, labor, and travel costs.
      2. $4,960.00 quote from BrandSafway Services LLC of Menands, New York, includes rental, labor, and freight costs.
    3. Permission for Amanda Franzoni to attend the Museum Association of New York (MANY) Annual Conference, April 16-18, 2023, in Syracuse, NY. Cost: including registration, museum meetup, food, and mileage not to exceed $685.00.
  12. Old Business
    Margaret Shapiro profile image
  13. New Business
    Margaret Shapiro profile image
    1. Board review of the draft policies and procedures documents for the Mobile Library Van.
      Kathy Naftaly profile image

      Approval of the final documents will be an action item on the February meeting agenda.

  14. Executive Session (if necessary)
  15. Adjournment
    Margaret Shapiro profile image
  16. The next Board Meeting is on February 22, 2023, at 4:30 p.m. in the Community Room (lower level).

Minutes Tab

Crandall Public Library
org logo

Board of Trustees Meeting

Wed Feb 1, 2023 9:30 PM - 11:00 PM UTC

The meeting scheduled for January 25, 2023, was postponed to February 1, 2023, due to inclement weather.

Attendance:

Trustees: Ms. Shapiro, Ms. Bartlett, Ms. Caimano, Mr. Toomey, Ms. Swanson, Ms. Hogan, Mr. Barcomb, Ms. Johnson, and Ms. Blood.

Absent: Excused: Ms. Nemer, Ms. Eddy, Mr. Antis, Ms. Vanderminden, Ms. Nichols, and Mr. Goralski.

Staff: Ms. Naftaly, Ms. Forshey, Ms. Barrios, Ms. Costa, Mr. Dickinson, Ms. Farrar, Mr. DeGarmo, Ms. Winters, and Ms. Durett-Clapper.

Call to Order

President Shapiro called the meeting to order at 4:30 p.m. Quorum was established.

Public Comment

No public comment.

Correspondence and Press

The Board passed around this month's correspondence and press.

Incident Reports

The Board reviewed this month's incident reports.

Department Reports

Assistant Director

Ms. Forshey shared that 2022 was the first year of the Farm-2-Library Program; in six months, we served over 900 people in our community; over 2,000 pounds of food was delivered, with over 50 different types of food, from fruits and vegetables to dairy products and dry goods. The program has been very well received; in turn, we receive weekly thank yous, God bless yous, and positive notes about how much the program has helped people. Ms. Forshey reported there had been very minimal food waste from the program.

Adult Services

Excused, Ms. Boyer submitted a written report.

Children’s Department

Ms. Farrar explained the Department has been busy with programming in the new year. The December programs were very successful, in part due to the calendar ad placed in the Chronicle. They have added Sunday Toddler Playgroups to give parents who work during the week a chance to attend. The Department has been giving a lot of school group tours of the Library. Ms. Farrar discussed the programs set for the school break week in February. 

Teen Department, F. Toth (written report)

In addition to Ms. Toth's written report, Ms. Farrar stated that the Teen Department's monthly pizza and gaming events held prior to the pandemic had begun again.

Circulation Services

Ms. Costa reported the Department had seen an increase in issuing new library cards, items placed on hold, and patrons returning to the Library in general. Since instituting the late fines-free at the beginning of the year, 238 lost items have been returned, which is fantastic. Ms. Costa detailed the past month's increased Circulation statistics.

Development Department

Ms. Barrios reported we have applied for the Stewart's Shops Holiday Match Grant Program and a Leo Cox Beach Foundation Grant; if awarded, the funds will go toward renovation of the Storytime Room in the Children's Department. Last year's Stewart's Shops Grant helped fund the Birding Backpacks, which are available for loan. The Henry Crandall Award Dinner is Friday, September 29, 2023, at the Queensbury Hotel.

Folklife Department

Mr. DeGarmo discussed the new Champlain Canal Stories Exhibition in the Folklife Gallery; he talked about the history of the two large model ships on display, the video series will go live soon, and they have a call out for Champlain-inspired art for the exhibition. The new Saga City Art Collection display case has been installed; they will periodically rotate pieces from the collection gathered throughout the thirty-five-year history of the sister city relationship between Saga, Japan, and Glens Falls, New York. Mr. DeGarmo shared the poster for the upcoming concerts held in the Library on Thursday evenings and at the Salem Courthouse the following Friday evenings. 

Facilities 

Mr. Dickinson relayed that the scaffolding for the plaster repair project was installed today, and the plaster repair work will begin tomorrow. The project should take approximately four to six weeks to complete.

Friends of Crandall Library - Friends Representative

Friends Representative to participate in Library Board Meetings: TBD.

Ms. Naftaly met with the Friends, and they plan to have a representative attend future meetings; there was no report this month.

Approval of Board of Trustees Minutes: January 4, 2023 (December 2022)

Motion to approve the Board of Trustee's Minutes of January 4, 2023, was made by Ms. Hogan, seconded by Ms. Caimano. Motion carried unanimously.

Treasurer’s Report, December 2022

Mr. Barcomb reported that revenues are at 88.3%; as of December 2022, expenses are 89.4%. December is 100.0% of the 2022 budget year. Mr. Barcomb explained the year-end budget modifications as outlined in the report.

Motion to accept the Treasurer Report and approve the Budget Revisions was made by Ms. Caimano, seconded by Ms. Bartlett. Motion carried unanimously.  

Approval of Claims Auditor Reports, December 2022

Acceptance of the Claims Auditor Reports for December 2022 bills and payroll; there were no issues in December.

Motion to accept the Claims Auditor Reports was made by Ms. Swanson, seconded by Ms. Hogan. Motion carried unanimously.  

Committee(s) Reports

Ms. Shapiro discussed the document she shared with the Board that listed the committee assignments for 2019 through 2022, showing the Trustees serving on the same committees year after year. The proposed 2023 assignments change things up so that Trustees are not on the same committees; she would like the assignments to change annually.  

Personnel Committee

Approval of the Permanent Appointment of Amy Hughes, Librarian I, effective January 18, 2023.

Approval of the Permanent Appointment of Matt Nelson, Part-time Library Clerk, effective January 19, 2023.

Approval of the Permanent Appointment of Sharon Berg, Librarian I, effective February 1, 2023.

Approval of the Permanent Appointment of Cheyenne Suddard, Cleaner, effective February 8, 2023.

Approval to remove Alan Payne, Cleaner, effective January 17, 2023.

A Motion to approve the five Personnel items was made by Ms. Hogan, seconded by Ms. Bartlett. Motion carried unanimously.

SALS

Ms. Shapiro reported on the SALS January Board Meeting; the New York Library Association's (NYLA's) Library Advocacy Day is February 28, 2023, in Albany and virtually.  The Legislative Funding Initiatives are; NYS Library Operating Aid: $147.1 million, NYS Library Construction Aid: $69.4 million, and Library Material Aid: $11.00 per pupil rate; you can follow the 2023 Legislative Sessions and updates on the NYLA website.[1] The SALS Annual Dinner Meeting is on May 15, 2023, in Saratoga Springs; Lauren Moore, Assistant Commissioner for Libraries and State Librarian, is the guest speaker. SALS was awarded a $56,000 Senior Planet's Older Adults Technology Services (OATS) Grant; up to ten libraries will receive the grant funding, which Ms. Naftaly will discuss further in her report. 

[1] https://www.nyla.org/2023-legislative-session/?menukey=advocacy

Director’s Report & Action Items

Ms. Naftaly stated that we were one of the ten libraries to receive funding for the OATS Program; we will offer technology training for seniors in our community; Ms. Berg, Reference Librarian, will be the point person; she has some great ideas for the program, which is in the start-up process. Ms. Naftaly and Mr. Dickinson are exploring options for replacing the outdated boiler system. The turnaround time to get a new energy-efficient boiler is over a year; this will allow time to explore state and federal grants and other funding options; she will keep the Board updated on the progress. Ms. Naftaly explained the upcoming Children's Storytime Room renovation, replacing furniture in the Teen Center, and Internet Room updates. Ms. Naftaly will share the year-end Library Trusts totals, with the Board, upon West & Company CPAs PC completion of the Library's 2022 Annual Audit. Ms. Naftaly is following up with Rebekkah Smith-Aldrich, as the guest speaker and facilitator for the Board retreat in the spring. The Ad Hoc Long Range Plan Communications Committee has been working on design ideas for the van; Ms. Ziegler's design samples will be shared with the Board soon. Ms. Naftaly thanked the Board for the opportunity to attend training for the American Library Association Program: The Yiddish Book Center's "Stories of Exile" Reading Groups for Public Libraries, held last week in Amhurst, Massachusettes; she feels this program will resonate with members of our community. The Board will review the year-one Long Range Plan 2022 Evaluation document shared by Ms. Naftaly; the Board's review of the document will be an agenda item on February 22, 2023.

Permission to enter into a Memorandum of Understanding (MOU) with the Southern Adirondack Library System (SALS) for implementation of the Senior Planet's Older Adults Technology Services (OATS) Program. Cost: Covered by stipends from SALS as outlined in the MOU.

Librarian Sharon Berg will be the point person for this project.

Approval of the following quotes for the plaster repair project, combined total not to exceed $15,000.00.

$9,850.00 quote from Historical Restorations of Albany, New York, includes material, labor, and travel costs.

$4,960.00 quote from BrandSafway Services LLC of Menands, New York, includes rental, labor, and freight costs.

Permission for Amanda Franzoni to attend the Museum Association of New York (MANY) Annual Conference, April 16-18, 2023, in Syracuse, NY. Cost: including registration, museum meetup, food, and mileage not to exceed $685.00.

A Motion to approve the three Action Items (including sub-categories) was made by Mr. Toomey, seconded by Ms. Swanson. Motion carried unanimously.

Old Business

Ms. Shapiro and the Trustees thanked Ms. Caimano for her admirable leadership of the Board of Trustees throughout the pandemic. 

New Business

Ms. Hogan started a discussion on the Spaces Program used on our website for reserving the meeting and study rooms. Ms. Blood recommended the book What Every Board Member Needs to Know, Do, and Avoid by Andy Robinson; and offered to share her copy.

Board review of the draft policies and procedures documents for the Mobile Library Van.

Approval of the final documents will be an action item on the February meeting agenda.

The Board reviewed the draft documents and discussed the necessary changes; approval of the final policies will be an agenda item on February 22, 2023. 

Executive Session (if necessary)

No executive session was necessary.

Adjournment

A Motion to adjourn was made by Mrs. Hogan, seconded by Ms. Bartlett. Motion carried unanimously. The meeting adjourned at 5:20 p.m.  

Respectfully submitted,

                                                                                                                                                                                                 

Reed Antis, Secretary of the Board of Trustees of Crandall Public Library

Recorded by Melissa Durett-Clapper, Administrative Assistant

Attendance

Members

Name Attendance

Reed Antis

David Barcomb

Amy Bartlett

Suzanne Blood

Barbara Caimano

Melissa Durett-Clapper

Louise Eddy

Guinevere Forshey

John Goralski

Elizabeth Hogan

Megan Johnson

Kathy Naftaly

Dale Nemer

Donna Nichols

Margaret Shapiro

Diane Swanson

Michael Toomey

Christina Vanderminden

Guest Members

Name Attendance

Michelle Barrios

Jennifer Boyer

Caitlin Costa

Todd DeGarmo

Jeremy Dickinson

Julia Farrar

Linda McDowell

Stephanie Winters

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