Library Board of Trustees Meeting Minutes

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49 Henry Street, Saratoga Springs, NY 12866-3271
(518) 584-7860 • Fax: (518) 584-7866 •

Library Board of Trustees
Board Meeting
Monday, February 14, 2022

Frank Brady, Kathleen Capelli, Heather Crocker, Terence Diggory, Jean Fei, Janet Lindner, Issac (Ike) Pulver, Eric Blackman, Catherine Brenner, Jennifer Ferriss, Don Flinton, Kelly McCombs, Jennifer Ogrodowski, Ric Taras, Denise Feltes

Carol Daggs

Meeting Called to Order at 5:04 PM

Approval of January 2022 Minutes & Executive Session Meeting Minutes:

Terry motioned to accept the January 2022 minutes along with the Executive Session minutes. Katie seconded. All in favor. Minutes are adopted.

Approval of Expenditures:

Frank motioned to approve the expenditures including the January Pre-Paid Checks totaling $859.50 and the February Warrants totaling $163,869.79. Janet seconded. All in favor. Expenditures are approved.

Approval of Financial Reports:

Terry motioned to approve the Financial Reports including the January Pre-Paids, the February Warrants, the Budget Report, and the Income Report. Katie seconded. All in favor. The reports are accepted.

President’s Report: None

Public Comment: None

Correspondence & Communication: None

Director’s Report:

RE-OPENING STATUS: Discussion involving the ever changing metrics of the past calendar year regarding library closure, safety protocols, quarantining, sick leave, and masking as we continue to follow CDC guidelines. Comparison to other member libraries was addressed. While institutional masking policies are no longer mandated, individual institutions are allowed to set their policy. Updated SSPL webpage statement to be posted this week.

HR UPDATE: The library has expanded to our full 70 hours a week. Minimum staffing requirements have met some challenges. Ike expressed his appreciation to Kelly and Ric for interviewing continuously to fill the vacant building monitor and cleaning positions that are integral to our safety.

STATE REPORT: The NYS Annual Report for Public and Association Libraries specifically requested statistics regarding synchronous (live, real-time) and asynchronous (recorded and posted on social media) programs. Attendance counts for asynchronous programs posed a challenge due to the 5 day window requested by NYS. Going forward we will know to maintain asynchronous program counts as requested. Sarah Derven’s Story Time has been adopted by some elementary schools skewing these statistics to 8,000 views, and therefore, not included in our 5 day statistics. Some estimates were necessary.

FISCAL YEAR 2022-23 BUDGET AND TRUSTEE ELECTION: Petitions for Trustee candidates are currently available in the Administration Office and are due back by Tuesday, March 8th. The Budget Hearing is Monday, April 4th followed by the Budget Vote and Trustee Election on Thursday, April 7th. The Board Meeting is Monday, April 11th.

Department Reports:

Circulation: The top circulating audiobooks, books, magazines (from OverDrive), movies and TV shows (from Hoopla and Kanopy) are listed. Patron Library Card Self Registration begins on Wednesday, February 23rd and staff training started this week. The 7th Repair Café will be held in the library on March 19th by appointment only.

Youth Services: Weather permitting, outdoor programs have continued throughout the winter. Computer usage in the Children’s Room is back with every other terminal open. New fish are in the fish tank so come say hi.

Adult Services: On MLK Day, CREATE Community Studios held a panel discussion and viewing of the film “Lost Rondout: A Story of Urban Removal” virtually. Caitlyn and Kate have begun scheduling 1:1 computer appointments and Trevor is offering 1:1 technology help. Limited attendance for computer classes will begin in late March. Brown Bag Lunches will resume in April. NYS tax forms have been received and are in the Putnam Street Lobby. Trevor had his first Universal Preservation Hall (UPH) author’s stage program today in which he interviews local authors. New volunteer recruitment for the Greeter’s Station has been going well with 5 new Greeters this month and others to come.

Operations: Between the ice storm and short staffing, January was a survival month for the Operations Department. The quote for the exterior Henry Street lighting is expected this week. Ike thanked Ric and his department for all of their hard work due to the ice storm and short staffing.

Human Resources: Frank made a motion to appoint Kevin Martin as a P/T Building Monitor, Lisa Butler as a P/T Building Monitor, and Amy Hughes as a P/T Librarian I. Katie seconded. All in favor. Those 3 appoints are approved.

Frank made a motion to approve the handbook change to clarify that F/T non-exempt employees will receive holiday pay and overtime pay of 1 ½ for the hours they work on a holiday. Janet seconded. All in favor. Motion carries.

A new contract (effective March 1) has been arranged with a new EAP provider, ESI/Total Care EAP, used by SSCSD. They have a larger on-demand training program and Master’s level therapists who directly answer the mental health phone calls without the triage imposed by current provider, Capital EAP.

Rate of pay, especially for cleaners and building monitors, needs to be addressed during the budgeting process.

Recruiting for a P/T Cleaner, a P/T Computer Clerk, and an Archivist is ongoing.

Special / Committee Reports: None

Old Business:

For Re-Opening Status and Mask Mandate Status: see the Director’s Report

New Business:

FY 2022-23 Budget Vote and Trustee Election: see the Director’s Report

Requests to Appoint: see the Human Resources Report

Proposed Employee Handbook Updates: see the Human Resources Report

Annual Report for Public and Association Libraries: Janet motioned to accept the annual report as is to go to SALS. Katie seconded. All in favor. Motion carries.

Frank motioned to move the meeting to executive session to discuss a particular personnel matter and a particular patron matter. Katie seconded. All in favor. Motion carries.

Meeting Adjourned at 6:09 pm

Respectfully submitted by:
Denise Feltes, Senior Account Clerk

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