Library Board of Trustees Meeting Minutes

Library Board of Trustees
Regular Meeting of the Board of Trustees
Monday, June 9, 2025

PRESENT:
Frank Brady, Kathleen Capelli, Heather Crocker, Terence Diggory, Jean Fei, Nancy Luther, Issac (Ike) Pulver, Jenn Ferris, Catherine Brenner, Don Flinton, Jamie Chabot, Trevor Oakley, Kelly McCombs

ABSENT:
Carol Daggs, Ric Taras, Tonya Faiola, Eric Blackman

Meeting Called to Order at 5:01 PM

I. Call to Order 5:01

II. Approval of May Regular Meeting Minutes – Action Required

Heather moved to approve; Nancy seconded. All in favor. Motion approved.

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

A. Prepaid Checks 73505-73507 totaling $3,077.02

B. June Warrants/Checks 73508 - 73530 & 73608-73671 totaling $153,483.73

C. Supplemental Warrants/Checks #73531 -73533 totaling $526.61

Terry moved to approve; Jean seconded. All in favor. Motion approved.

IV. Approval of Financial Reports – Action Required

A. Prepaid Checks Report and Draft June Warrant Summary Sheet (Exhibit I)

a. Prepaid Checks

b. June Warrants by Vendor

c. June Warrant by Check Number

B. Budget Report - (Exhibit II)

C. Income Report - (Exhibit III)

Frank moved to approve; Heather seconded. All in favor. Motion approved.

V. President’s Report—final closing documents for sale of property to 38 Caroline Street Saratoga LLC have been received and filed

VI. Public Comment-- none

VII. Correspondence and Communication—Received request for info about joining Board; both Ike and Katie responded.

VIII. Director’s Report

Some first-floor rearrangements have already been made in preparation for elevator project; some coffee service will continue on table. Elevator project arrangements moving forward with city and contractor. Staff Day was useful though traumatic (active shooter training): “avoid, deny, defend” are the new key words to guide response. Staff Day included a safety tour of the library building. Congratulations to Heather for election to SALS board and to Read for Recovery team (Emily Martin and Mary Ratzer) for the award presented at SALS annual dinner meeting (May 19), which was attended by several SSPL board and staff members. SSPL was once again the site for a mobile naloxone stand during the Kentucky Derby (May 2 – May 5) and Belmont celebrations (May 28 – June 13).

A. Director’s Written Report (Exhibit IV)

B. Department Reports (Exhibit V)

Assistant Director (Jenn)—nothing to add to written report

IT (Don)— celebrate new weather station

Access and Outreach (Trevor)— Parking questions/comments continue, mostly at low anxiety level. Need to counter inaccuracies in city DPW press release and Saratogian article.

Youth Services (Catherine)— Good to see teen programs booming.

Adult Services (Jamie)—Nancy suggests making Read to Recovery award visible on site.

Human Resources (Kelly)

Request to Appoint Thaddeus Long, Shelver, Youth Services (P/T), effective May

27, 2025.

Katie moved to approve; Terry seconded. All in favor. Motion approved.

IX. Special / Committee Reports

A. Strategic Planning Committee – Action Required (deferred to July board meeting)

1. Draft Strategic Plan 2025-2029 (Exhibit VI)

Jean suggested stronger statement on right to read and library as safe space. Perhaps place in Director’s introduction. Ike will prepare initial draft and Katie will review. Defer approval of Plan to July board meeting.

XI. Unfinished Business

A. SSPD Camera Placement Discussion

Technician from cable company has been on site and installation requirements appear to be acceptable. There are no code issues. Library (Director) may request access to camera footage as needed.

Katie moved to allow Saratoga Springs Police to mount camera on south side of library building; Frank seconded. All in favor. Motion approved.

Frank moved to authorize Katie to enter into a Memorandum of Understanding with the city regarding camera placement and operation. City is responsible for paying costs, servicing and monitoring; city must provide library with reasonable advance notice for installation and servicing. Heather seconded. All in favor. Motion approved.

XII. New Business

A. Capital Fund Discussion

Discussion of Eric Blackman’s email regarding possible creation of an Assigned Fund to receive unspent Capital Projects funds at the end of each fiscal year, the funds carried over to be available for future capital projects. Question: could the money ever be reassigned to a non-capital purpose? Seek clarification from Eric. Defer action to July board meeting.

B. Request to Appoint Thaddeus Long, Shelver, Youth Services (P/T), effective May

27, 2025. Approved under Human Resources Director’s Report above.

XIII. Adjournment 6:05 PM

Board members remained to conduct their annual “mini-retreat” (joined by Carol Daggs).

Meeting Adjourned at 6:05 pm

Respectfully submitted by:
Terry Diggory, Board Secretary