Board of Trustees
President:
Pradip Ganesan
Vice President:
Kevin Moran
Secretary:
Tracy Wheatley
Treasurer:
Jennie Marzio
Trustees:
Amanda Delap
Mike Delap
Dave Wheatley
Board meetings take place the third Wednesday of the month at 5:45 p.m. at the library.
Pradip Ganesan
Vice President:
Kevin Moran
Secretary:
Tracy Wheatley
Treasurer:
Jennie Marzio
Trustees:
Amanda Delap
Mike Delap
Dave Wheatley
Board meetings take place the third Wednesday of the month at 5:45 p.m. at the library.
Library Budget
By-laws
Recent Minutes
February 2021
March 2021
April 2021
MAY 2021
JUNE 2021
No BOT Meetings July & August 2021
SEPTEMBER 2021
OCTOBER 2021
NOVEMBER 2021
NO BOT meeting in December
JANUARY 2022
FEBRUARY 2022
MARCH 2022
Robert A. Fahr Watervliet Public Library (RAFWPL)
Board of Trustees (BOT) Meeting Minutes – June 10, 2020
Attendees: Pradip Ganesan, Kelly Vadney, Dave Wheatley, Mike Delap, Amanda Delap, Kevin Moran, and Jennifer Hoefer
Absent: Tracy Wheatley, Jennifer McNeff
Call to Order @ 5:50 pm by Mr. Ganesan
Old Business
The BOT unanimously approved the minutes from the May meeting.
New Business
Mr. Ganesan thanked everyone for their help with preparations for the reopening.
Precautions were taken to protect the Library during recent protests/marches in local communities. The Library remained secure, intact and all employees were safe at all times.
The reopening of the RAFWPL will be coordinated with UHLS and will follow their recommendations. Finalized plans will be shared with our insurance carrier.
Mr. Moran will confirm what is covered by insurance in the event of a theft. The idea of security cameras will be explored again during a future meeting.
The names of WHS graduates will be displayed. A successful test run was completed and Ms. Vadney will post to social media.
A budget of $3000 will be utilized for COVID 19 related expenses. This includes:
$1000 for plexiglas barriers
$500 for PPE supplies
Ms. Vadney has developed criteria for reopening. This includes phases A-F, plexiglass installation, PPE purchases, resumption of UHLS courier service, purchase of a thermometer and cleaning supplies, and communication of the reopening plan to staff.
Ms. Vadney’s phased reopening plan has been created using a state template and are on file. An A/B schedule will be implemented for staff. If adequate staff cannot report during the reopening, the Library may need to be shut down again.
BOT Votes
A unanimous vote that the criteria has been met to reopen the library.
A unanimous vote to begin Phase A (6/11) and Phase B (6/17). Phase C will be voted on during the next meeting.
A unanimous vote for 16 hours of operation during Phase A and B
A spending freeze was not approved. The purchasing of new materials, as well as materials for Summer Reading, will begin during Phase C July 4, 2020. Purchases will be considered based upon the updated financial report given during the July meeting .
A unanimous vote to resume cleaning service during Phase C.
A unanimous vote for Ms. Vadney to continue read alouds and to upload stories to YouTube.
Treasurer’s Report was presented by Mr. Delap. The balance was not available but approximately 72% of our yearly budget is left.
Director’s Report was given by Ms. Vadney. She updated the BOT on May’s circulation and upcoming programs that are being offered virtually. The pretaped programs seem popular and will be posted to YouTube. The deadline for the Story Walk program was missed. The NYS grant process has opened. Mr. Wheatley will coordinate with the City of Watervliet on No Smoking signs for the Library grounds.
Meeting concluded at 6:53 pm.
Next BOT Meeting: The next meeting will be held on July 15 at 5:45 pm.
Robert A. Fahr Watervliet Public Library (RAFWPL)
Board of Trustees (BOT) Meeting Minutes – May 20, 2020
Attendees: Pradip Ganesan, Kelly Vadney, Tracy Wheatley, Dave Wheatley, Mike Delap, Amanda Delap, Kevin Moran, Jennifer McNeff, and Jennifer Hoefer
Call to Order @ 5:48 pm by Mr. Ganesan
Old Business
1. The BOT unanimously approved the minutes from the April meeting.
New Business
Names of WHS graduates will be displayed on the electric sign 6/16-6/17 and 6/26-6/28. Ms. Vadney is working with Don Stevens to coordinate.
Reopening of the library will take place in phases. (It is unsure at this time which NYS phase will include libraries.) Ms. Vadney has suggested that RAFWPL begin with curbside service.
A virtual meeting will be held on 5/21/20 with UHLS for additional guidance on reopening.
The minimum hours of operation (currently 35 hours) will be relaxed in the first few weeks of reopening.
UHLS has recommended having a reopening plan on file. Ms. Vadney will work on this and report back to the BOT. Some items to include: the hours of operation, curbside service, rest rooms, food consumption within the library, plastic barriers, social distancing protocol, and the arrangement of the Children’s Area.
Staff protocols will be developed for reopening. Ms. Vadney will work on this and report back to the BOT. Some items to include: staggered rotating schedule, safety measures, cleaning protocols, temperature checks.
The response to COVID 19 will involve an increase in spending. The BOT is recommending a financial buffer be built to cover expenses.
A contribution will be made in the name of a former library employee that passed away.
BOT Votes
Unanimous vote to allow WCSD to use electronic sign to honor graduates.
Unanimous vote to suspend library messages our on sign when honoring graduates during designated times.
Approved suspending the pay for the library cleaner during shut down (Mr. Delap voted no)
Unanimous vote to follow UHLS recommendations on reopening.
Unanimous vote to reduce the hours of operation (20 hours) and adopt a phased approach for reopening.
Unanimous vote to install Plexiglass at the welcome desk (up to $2100 including installation.)
Unanimous vote to increase cleaning supply budget to $900 and set a reopening budget of $3000 for cleaning costs.
Unanimous vote to leave vacant the open PT position until further notice.
Unanimous vote for BOT approval of any reopening plan before library welcomes back patrons.
Unanimous vote for Ms. Vadney to be given State of Emergency Discretion to make decisions that cannot wait for the next BOT meeting. This will be coordinated with Mr. Ganesan and Mr. Moran.
Unanimous vote for the implementation of an Annual Review Process for Library Director and staff.
Treasurer’s Reportwas presented by Mr. Delap. There was a discussion regarding the budget span. This was determined to be from January to January each calendar year. The grant money from Senator Breslin was deposited. Spending continues to be on target.
Director’s Report was given by Ms. Vadney. She updated the BOT on April’s circulation and upcoming programs that are being offered virtually. The BOT voted to participate in UHLS’s Storywalk project (Mr. Ganesan voted no.) This will need to be coordinated with the City of Watervliet. RAFWPL will not consider a Little Free Library/Seed Library at this time. Additional funding for Hoopla was approved unanimously. The BOT has set a $1000 limit for streaming services. Ms. Vadney is in the process of updating Trustee terms and mailing information. This is needed for the State Library Report.
An Executive Session was called at 7:08pm to discuss budget and personnel items.
Next BOT Meeting: The next meeting will be held on June 17June 10 at 5:45 pm.
Robert A. Fahr Watervliet Public Library (RAFWPL)Board of Trustees (BOT) Meeting Minutes – May 20, 2020
**Executive Session
Attendees: Pradip Ganesan, Jennifer McNeff, Jennifer Hoefer, Kevin Moran, Tracy Wheatley, Mike Delap, and Amanda Delap Absent: Dave Wheatley
Notes:
The BOT unanimously voted to transfer $3000 from Other to cover expenses related to COVID 19.
The BOT unanimously voted to cut back on Collection Expenses, including print and electronic material, video streaming services, DVDs, and technology updates, by $7500 to build a budget reserve. (A freeze on all Collection Expenses was proposed, but not adopted.) The BOT unanimously voted to adjust the following items under Salaries/Wages to build an additional budget reserve of$1500. These include:
Professional Development will be adjusted to $0.The open PT library staff position will not be filled at this time.(A cut to the Directors salary was discussed, but not approved by the BOT.) The BOT discussed the physical reopening of the Library and voted unanimously:
- For the Director to reach out to staff to ensure that they are comfortable returning to their duties at the Library upon the Governor’s reopening date.For staff to continue to be paid at their present amounts, regardless of the number of hours the library is open.That any staff member that is ill, will remain home.
- That if the Library cannot staff the facility, the Director will close the library.
- That staff members that choose not to return to work, will not be paid.
- The BOT has created the following committees:
- Financial: Mr. Delap, Mr. Ganesan, Mrs. Delap
- Operations: Mr. Wheatley, Mr. Moran
- Ordering Oversight: Mrs. Wheatley, Mr. Moran, Mrs. Delap
- Annual Review: Mrs. McNeff, Mr. Ganesan
Board of Trustees (BOT) Meeting Minutes – April 15, 2020
Attendees: Pradip Ganesan, Kelly Vadney, Tracy Wheatley, Dave Wheatley, Mike Delap, Amanda Delap, Kevin Moran, Jennifer McNeff, and Jennifer Hoefer Old Business 1. The BOT approved the minutes from the April meeting.
The Annual Report was approved by the BOT and submitted to the State Library.
Treasurer’s Report was presented by Mr. Delap. There was a discussion regarding updating the budget to include employee raises, allocating money for expenses due to COVID, and more money allotted for e-materials. The BOT voted against increased funding for additional materials and programs. Payroll expenses are currently on target.
New Business . Resources will be needed for cleaning and reopening after COVID. These will include gloves, masks, and cleaning supplies. The library will also consider installing safety measures such as plastic shields to keep library staff and patrons safe. 2. Policies and procedures were discussed for reopening the facilities to the public. The library will take a phased approach. The BOT will be following the direction of the governor regarding a reopening schedule. 3.
The BOT will look to identify areas that are not cost effective while the library is closed. 4.
Through a contract with UHLS, the library now has access to streaming service Hoopla. This service will be reevaluated in 6 months.
Director’s Report was given by Ms. Vadney. She updated the BOT on March’s circulation and program numbers, as well as the current outreach efforts and virtual services that are available to the public. She reported that summer reading may be online this year due to COVID. The Passport Acceptance Facility training has been completed
. Next BOT Meeting: The next meeting will be held on May 20 at 5:45 pm.
Robert A. Fahr Watervliet Public Library (RAFWPL)
Board of Trustees (BOT) Meeting Minutes – March 18, 2020
Attendees: Pradip Ganesan, Kelly Vadney, Tracy Wheatley, Dave Wheatley, Mike Delap, and Amanda Delap Absent: Mark Cady, Kevin Moran, Jennifer Hoefer, and Jennifer McNeff
Transfer of Funds: At the request of the Library Director, the BOT voted to transfer $1,400 ($700 from print/$700 from programs) into the e resource/e book line. The BOT will continue to look into this on a month to month basis.
O’Brien Electrical Bill: The BOT voted to pay a bill (just under $4000) from O'Brien Electrical. After the check is signed by Mr. Delap it will be delivered to City Hall whereupon Dave Wheatley will contact Mr. O'Brien to pick it up. Mr. Delap will email the Library Director the check number that is used to pay this bill so it can be noted when the invoice is filed, which is standard procedure.
Library Staff: The Library Director will continue to check in with part time staff and keep them busy with what trainings, help etc. they can do remotely. She will let them know that the BOT cares about their health and welfare. Employees will be encouraged to let the Library Director and BOT know if they are feeling sick or get sick.
State Library Report: The Library Director will touch base with Jona and Tim of UHLS about the State Library Report. The BOT would like to be sure they have a version that Tim and Jona have approved and will double check with them before voting on it.
Library Closure: The library will remain closed for as long as the schools are closed.
Resignation: Pradip Ganesan reported that Trustee Mark Cady resigned.
Next BOT Meeting: The next meeting will be held on April 15th at 5:45 pm.
Robert A. Fahr Watervliet Public Library (RAFWPL)
Board of Trustees (BOT) Meeting Minutes – February 19, 2020
Attendees: Jennifer McNeff, Kelly Vadney, Amanda Delap, Mike Delap, Pradip Ganesan, Jennifer Hoefer, and Kevin Moran. Absent: Mark Cady, Tracy Wheatley, Dave Wheatley
Agreement with City of Watervliet: Mr. Moran met with Mayor Patricelli to develop a Memorandum of Understanding stating explicitly what the City and Library are responsible to cover financially.
Purchase of New Lobby Furniture: At the request of Mayor Patricelli, the BOT voted to split the cost of the new furniture with the City and Senior Center. Future purchases must be discussed and approved by the BOT first. Ms. Vadney will reach out to the City and explain our position.
Fine Free: The idea of the Library going fine free for all patrons was discussed. The BOT is not ready to implement at this time but will be exploring automatic renewals for some materials.
Passport Acceptance Facility: Ms. Vadney has completed her training. The BOT voted to become an acceptance facility. An initial investment of approximately $600 will be needed to purchase equipment. The Library will be able to accept applications as well as take photos. Additional staff will be trained in addition to the Director.
New Book Drop: The Library will need to coordinate with the City for a new book drop. Therefore, a written agreement needs to be completed before making our purchase. We will continue to use the existing book drop on the west side of the library for now.
Pork Funding: The library has received a $6000 check and would like to thank Senator Breslin. These funds will be used to purchase passport equipment as well as a new book drop.
Treasurer's Report: Mr. Delap gave his report and noted that he is in the process of updating the State Library Report. He stated that some budget items may need to be moved around for next year’s budget. It was requested that going forward a monthly financial report will be compiled and given to the BOT.
Strategic Planning Survey: As of February 19th, the survey has received 50 responses. They were generally positive. Many patrons would like to see the Library extend its hours and install water fountains. Extending the hours would mean more operating money. Mr. Moran has determined that we are not legally obligated to provide a water fountain at this time.
BOT Contact List: An updated list was distributed.
Robert A. Fahr Watervliet Public Library (RAFWPL)
Board of Trustees (BOT) Meeting Minutes – January 15, 2020
Attendees: Tracy Wheatley, Kelly Vadney, Amanda Delap, Mike Delap, Pradip Ganesan, Jennifer Hoefer, Dave Wheatley and Kevin Moran. Absent: Mark Cady, Jennifer McNeff
Agreement with City of Watervliet: Mr. Moran is working to draft an agreement between the city and the library regarding facilities and financial responsibilities as they pertain to maintaining the building. (As of the meeting, the new General Manager had not yet started.) The agreement will be presented to Mayor Patricelli. Mr. Moran will report back.
Painting Project: The check has been delivered. Additional work to be considered includes addressing the corner moulding in the main room, painting in the children’s room and touching up the paint in the meeting room. After discussion the Board decided to postpone any additional painting at this time.
Digital Sign Update: The sign has been installed and is displaying messages. The hours of operation were discussed. An internal apparatus needs to be mounted and connected for the sign to be fully functional. Further discussion is needed about its placement.
UHLS annual service agreement: President Ganesan has signed the agreement. The fee has also been paid and includes a small increase from last year.
Stewart’s Holiday Match Grant: The director presented the Board with options for this year’s application, which is due January 31st. The Board voted in favor of musical instruments that can enhance Story Time as well as other outreach programs.
Treasurer's Report: Mr. Delap gave his report and noted that our reserve balance is in good standing. The Board voted to assume responsibility for the costs associated with the gas shut off in November.
Director’s Report: Ms. Vadney gave the Director’s Report including December 2019’s circulation and programming. She also updated the Board on the Hotspot Use Policy, Passport Acceptance Facility training, late fines, and Video Streaming Services. The new book drop is expected in the Spring.
Strategic Planning Survey: Though there have not been many respondents, the survey has received mostly positive comments. The results will be presented at the March meeting.
2020 Holidays: The Board approved closing the library for President’s Day, Memorial Day Weekend, Independence Day, Labor Day Weekend, Columbus Day, Veteran’s Day, Thanksgiving, Black Friday, Christmas Eve, Christmas, New Year's Eve, New Year’s, and MLK Day (1/18/2021).
Executive Session: The board met in Executive Session to discuss personnel-related items.
Next BOT Meeting: The next meeting will be held February 19 at 5:45.
Robert A. Fahr Watervliet Public Library (RAFWPL)
Board of Trustees (BOT) Meeting Minutes – December 18, 2019
Attendees: Tracy Wheatley, Kelly Vadney, Amanda Delap, Mike Delap, Pradip Ganesan, Jennifer Hoefer, Dave Wheatley and Kevin Moran. Absent: Mark Cady, Jennifer McNeff
1 and 5 Year Plans: Suggestions are being taken for what the board wants to accomplish in those time frames. A survey has been drafted to put forth to the community in January 2020. Further discussions will be had regarding this topic.
Electronic Library Sign: The footings have been put in the ground; etching is being done on the stone with the library name and logo that will be on both sides of the sign. It is expected the sign will be operational after January 1, 2020.
2020 Budget: The board reviewed the budget for next year, with further discussion slated for the January meeting. One topic for discussion will include purchasing of a Nest (thermostat) system for the library.
Streaming Services: Services have been reviewed by the Director. It was determined that Kanopy would be a better fit for the library’s needs. It was suggested to add a question regarding streaming service on the above-mentioned survey
Hotspots: The director is working with T-Mobile to obtain, for a trial run, the practice of patrons being able to check out hotspots for their personal internet/online use (home, vacations, travel, et al.) The board agreed to try this service, and to agree to develop a policy for patrons to ensure proper usage of these devices if the board moves forward with this.
eBooks: The director informed the board of the difficulties libraries are having paying for, and obtaining, eBooks, and how patrons cannot ‘donate’ their eBooks once read, unlike hard copies of books. It was also mentioned that titles are purchased for only a period of one to two years, not ‘forever,’ again, like hard copies. The board will keep this in mind in reviewing 2020 budget lines.
Passport Acceptance Facility: The board is reviewing this practice; the director would need to undergo training for this. This would involve a start-up of approximately $500 for equipment. The board will further look into this practice concerning legalities involved in offering this service to the public.
Friends of the Library: The library will look to hold a competition with a prize awarded for children/teens to design a logo for the Friends of the Library. Further discussion to follow.
Painting: Bids were obtained for interior places in the library that need to be touched up/painted. Ladies Touch will be working the weekend of January 3, 2020 to perform this job.
Election of New Officers:
President: Pradip Ganesan
Vice President: Kevin Moran (temporary)
Secretary: Jennifer Hoefer
Treasurer: Mike Delap
Conference: The board approved the director to attend the Public Library Association Conference in Nashville, TN in February.
Next BOT Meeting: The next meeting will be held January 15thth at 5:45.
Robert A. Fahr Watervliet Public Library (RAFWPL)
Board of Trustees (BOT) Meeting Minutes – June 10, 2019
Attendees: Dave Wheatley, Tracy Wheatley, Kelly Vadney, Amanda Delap, Mike Delap, Pradip Ganesan, Jennifer Hoefer,
Jennifer McNeff, and Kevin Moran. Absent: Mark Cady
Insurance: The board voted to accept an insurance policy that covers bonding, liability and property.
State Library Report: Upper Hudson Library System asked for clarification for when the library was closed during the roofing project of 2018, as well as a discrepancy with balances occurring in 2017.
Smart Board: The director reported that the Smart Board has been shipped.
BOT Meeting Schedule: Meeting have been moved, beginning in September, to the third Wednesday of the month.
Capital Roots: The vending machine is in place and has received a few complaints; patrons of the machine have been advised to call the phone number displayed on the vending machine for assistance.
Used Books: The library will not be accepting anymore used books at this time; books already at the library have been taken to Goodwill due to policy changes.
Oak Island: The library board is in discussion with Matty Blake of the “Oak Island” television series (on the History Channel) to come and give a talk about the show this coming fall.
Banking: The library is in the process of securing a credit card for purchases as directed by Pioneer Bank. The debit card will no longer be an option for the library to use; board is looking at different cards that would be most beneficial for its needs.
October 19th: October 19th has been set aside for area libraries to do something specific for the community; one suggestion made was to do a pet drive for the humane society.
Assembly Bill: The BOT is keeping an eye on legislation pertaining to the frequency of residents who are being assessed library taxes for more than one library district. Also, libraries in distressed cities would need to cover only 10 percent, not 25 percent, when it came to construction projects.
1 and 5 Year Plans: Suggestions are being taken for what the board wants to accomplish in those time frames.
Assistant Director: The director was asked to look into the hiring of an assistant to help out at the library.
Executive Session: The board met in Executive Session to discuss funding and personnel related items.
Next BOT Meeting: The board is in recess until September. The next meeting will be held September 18th at 5:45.
Robert A. Fahr Watervliet Library
Minutes: 5/1/19
Attendance: Jennifer McNeff, Pradip Ganesan (via Face Time), Mike Delap, Mark Cady, Amanda Delap, Kelly Vadney, Jennifer Hoefer
Absent: Dave Wheatley, Tracy Wheatley
Mary Fellows gave a presentation on behalf of the UHLS about early literacy programs. She emphasized the importance of developing skills in young readers, presented programs that encourage early reading, and asked that early literacy be embedded in everything that is presented to the public.
The electric sign was discussed. We are still waiting for the check to come in before we give the go ahead. Electricity to run the sign will average $35-40 each month. The sign is capable of displaying as many messages as we need.
Kevin reported that the insurance from the City of Watervliet covers liability in the foyer if the city is sued. The Library is responsible for its content and any lawsuits filed against the library. Liability insurance is currently $1600 each year. Additional insurance would increase the amount $700-$2100 per year. Kelly will check with other directors on pricing and who is covered by their policies.
The City of Watervliet has requested an end to book sales in the foyer. This has led to an abundance of used books and the library will not be accepting additional donations at this time.
The 990 paperwork was filed electronically and the paperwork was given to Kelly. Our 501C3 status continues. We were billed only for the filing fee. Kelly will call the IRS for our certificate.
Kevin and Mike are working with Pioneer Bank to streamline our commercial account and debit card.
Kelly gave an update on the SMARTBOARD. Some issues have arisen: it is not easily moved and is not as sturdy as she thought it might be. It needs to be utilized by children to be in compliance with the Stewart’s grant. The board approved the purchase of a new stand and agreed that the use of SMARTBOARD must be supervised during all programs.
Our fund balance was noted as $131,572.
The Director reviewed the Director’s Report that was sent to the trustees.
- The Board agreed to pay $245 to fix the Book Box outside of the library.
- The Director will look into ways to trim our used book inventory.
- A Portable Planetarium program will be scheduled in August.
- The Board voted to allow local authors and musicians use of the library to promote their work.
- The Board voted to allow Dave to reach out to the Oak Island folks to come to the library and give a presentation. We will look to schedule something in the fall and will sell tickets as a fundraiser.
Next Meeting: June 5th.
Robert A. Fahr Watervliet Public Library (RAFWPL)
Board of Trustees (BOT) Meeting Minutes – April 3, 2019
Attendees: Dave Wheatley, Tracy Wheatley, Kelly Vadney, Amanda Delap, Mike Delap, Pradip Ganesan, Jennifer Hoefer, Jennifer McNeff, and Kevin Moran. Absent: Mark Cady
Insurance: Directors and Officers Insurance has been obtained. Liability and property is being looked into by the president.
State Library Report: Minor changes were brought to the director’s attention for her edits.
Smart Board: The board agreed to spend ~$1,100.00 for a 55” Infocus Smartboard to be used at the library. The rest of the monies will come from the Stewart’s grant provided to the library.
Library Signage: The library has been advised with the installation of the new windows to not hang with tape any signage/decorations. The library is looking into alternative ways to post pertinent information for patrons.
Book Drops (outdoor returns): The current key that unlocks both book drops at the library is bent, and efforts to copy the key have not been successful. The board advised the director to call a few other lock smiths in the area to obtain quotes to see if they can change the locks and/or copy the key, and the board will determine what the most budget-friendly option will be.
Electronic Library Sign: The construction/installation of this sign will be coordinated with the city. The board agreed to allow the city use of the sign for snow emergencies, Amber alerts, school closings and other notices deemed important by the city.
Robert A Fahr 2019 Scholarship: Reminders will be sent about this event taking place on Saturday, May 4th.
Next BOT Meeting: The next meeting will be Wednesday, May 1st at 5:45 p.m.
Robert A. Fahr Watervliet Public Library (RAFWPL)
Board of Trustees (BOT) Meeting Minutes – March 6, 2019
Attendees: Dave Wheatley, Tracy Wheatley, Kelly Vadney, Amanda Delap, Mike Delap, Pradip Ganesan, Jennifer Hoefer, Jennifer McNeff, and Kevin Moran. Absent: Mark Cady
Resigned: Annie Reid
Capital Roots: Will Malcolm from Capital Roots did a presentation to the board about what Capital Roots does for the community. For the library, specifically, the board is looking to put a ‘smart vending’ machine in the lobby that contains healthy snacks to go. The board voted in favor to put this vending machine in the lobby, and logistic/contractual details are being worked out between the library and the City at this time.
ILML Event: The board discussed the what worked and did not work for the ILML event held on February 9th, and if the board would continue with this, or look at alternative methods to reach out to the community and continue to raise funds.
Liability Insurance: The library is able to obtain insurance for approximately $58.00/month, which the board approved. The president will keep us posted with further details when available.
My Card/Fine Free Program: The director provided an update indicating that adult audio and video items may be excluded from being obtained by minors. Many libraries will be promoting children to get their cards during the upcoming summer reading program.
Friend’s Group: Works is being done to add volunteers and secure a leader for the Friend’s group; Kathi Grill will be spearheading this. The board will hear an update on this progress around September. Trustees were also given a draft memo of understanding between the RAFWPL and the Friend’s Group for review.
Internet Policy: The board reviewed and approved the internet use policy for the RAFWPL.
Food and Snack Policy: The board reviewed and approved the food and snack policy for the RAFWPL.
Elks Grant – The director will work to submit a grant application for $1,500 that is available from the Elks. The funding request will be made for STEM.
State Library Report: Work is being made to get this finalized and necessary changes suggested by UHLS have been noted and taken into consideration.
Robert A. Fahr 2019 Topic: Ideas were discussed for this year’s event, which will take place May 4th at the library.
Potential New Board Member: The board will review to see if this person is qualified to serve on the board of trustees.
Next BOT Meeting: The next meeting will be Wednesday, April 3rd at 5:45.
Robert A. Fahr Watervliet Public Library (RAFWPL)
Board of Trustees (BOT) Meeting Minutes – January 9, 2019
Attendees: Dave Wheatley, Tracy Wheatley, Kelly Vadney, Amanda Delap, Mike Delap, Pradip Ganesan, Mark Cady and Kevin Moran. Absent: Jennifer McNeff, Annie Reid, Jennifer Hoefer
ILML Event: A prime rib dinner will be held on Saturday, February 16, 2019 at the Elks Club. The library will be honoring and recognizing the Pay It Forward...Together organization.
Library Insurance – The president continues to look at options to secure this, and discussed a price of the insurance with the board. Also, the director asked that language be looked at regarding insurance/liability for other programs/presenters coming in to run events at the library, as well as to make sure staff and the director are covered as deemed necessary for the day-to-day happenings at the library.
Signage: Vital Signs will need a 50% down payment to start construction of the new LED sign to be erected on the south-facing lawn of the library. Construction will not begin until after winter.
My Card/Fine Free Program: The board has decided to ‘table’ this topic until data comes in from other comparably-sized libraries to see how the program is working. Currently, it is believed that approximately 8 out of the 36 libraries are participating in this program. The board would like more time to look at other data before making a decision to join this program.
Policy for Minor Patrons: The board will be reviewing policies for minors, and what items they are able to check out without a parent present with them at the library.
Tablet for Health: The board approved the initial spending of $129.00 on a tablet that will be solely used for health information at the library. A grant will later reimburse the library for the cost of the tablet; it will be kept as an in-house health information reference resource to be used by patrons.
Stewart’s Holiday Match Grant: The BOT agreed to submit an application for a Stewart's Holiday Match grant, and the library will be requesting funds for a smart board and mounting / cart apparatus for it.
Bells Grant Training: The BOT agreed to have Mary Fellows give the BOT a Bells Early Literacy training/ talk at the May meeting to fulfill a grant requirement.
Library of Things: The director reported to the BOT that the library will begin circulating a few knitting kits. We are doing this in an effort to pilot the idea/ concept of "a library of things."
Free Table: Amanda Delap suggested looking for a small bookshelf to place inside the library as a community "free table." (Many customers have come into the library and noted that the "free table" in the library has been removed.) We will keep our eyes out for a small bookshelf to be used for this purpose.
Friend’s Group: The leader of the group has stepped down, and the director will keep the board posted as to the progress of the group.
Cleaning of the Library: The director was given a general list of cleaning responsibilities and was asked to review and edit as necessary and return to the board.
2019 Holidays/Closings: The board approved the proposed holidays for the library to be closed.
Field Goods: A representative came to speak to the director about this program which looks to distribute local produce to communities. The board determined that the library did not have the physical space to accommodate this group and will recommend another organization(s) that might be able to assist.
Farmers Market: While Field Goods is not the best option for a library program, the director and BOT are interested in the possibility of holding some type of farmers market at/ through the library. Dave Wheatley suggested the director reach out to city manager Jeremy Smith to discuss this.
Next BOT Meeting: The board will be now meeting the first Wednesdays of each month at 5:45. The next meeting will be held February 6th.
Robert A. Fahr Watervliet Public Library (RAFWPL)
Board of Trustees (BOT) Meeting Minutes – December 13, 2018
Attendees: Dave Wheatley, Tracy Wheatley, Kelly Vadney, Amanda Delap, Mike Delap, Jennifer McNeff, Pradip Ganesan, Annie Reid, Jennifer Hoefer and Kevin Moran. Absent: Mark Cady
ILML Event: The board voted in favor of having a fundraising event for 2019. The date of Saturday, February 16, 2019 has been secured with the Elks. The president will be sending an email to board members in the near future to determine exactly the fundraiser will be this year. Ideas were also shared with who or what organization would be honored by the RAFWPL at the event.
Tax Levy Funding Check – The check was received from the school district by the director on December 10th.
Library Liability Insurance – The president will be looking into our options to secure this and will be discussing this with Tim Burke of the Upper Hudson Library System to see what is available to us.
Staffing: Two new employees hired in June will complete probation, and will be given raises, as was agreed upon by the board at our June meeting.
Election of Officers: The following officers were elected:
President: Kevin Moran
Vice President: Pradip Ganesan
Treasurer: Mike Delap
Secretary: Tracy Wheatley
Next BOT Meeting: The board will meet Wednesday, January 9th at 5:30.
Robert A. Fahr Watervliet Public Library (RAFWPL)
Board of Trustees (BOT) Meeting Minutes – November 14, 2018
Attendees: Dave Wheatley, Tracy Wheatley, Kelly Vadney, Amanda Delap, Mike Delap, Jennifer McNeff, and Pradip Ganesan, Mark Cady, Jennifer Hoefer and Kevin Moran. Absent: Annie Reid
Resigned: Tina Buonaiuto
ILML Dinner: The board voted in favor of having a fundraising event for 2019. Further discussion will be held at future meetings. The board is looking to hold an event on a Saturday night in February, and is looking into venues and other possibilities for this annual fundraiser.
Friends of the Library: The Friends are looking to make gift baskets (for adults and children), perhaps seasonally, to auction off from time to time in the library, with the proceeds going back to the library. The board agreed to this, as well as assisting the Friends with putting this information up on the library’s website to publicize this. The Friends will also be purchasing tote bags (designed and manufactured locally) to sell to patrons as another fundraising idea, and possibly combine the totes with the purchasing books that are always for sale in the vestibule of the library.
My Card/Fine Fees: The library is discussing whether or not to support a youth fine-free card which would waive fines for those who would meet the criteria. The board will review the pros and cons of this fine-free system. Data was presented to the board by the director.
Budget: The board was presented with the budget by the director. The board went into Executive Session to discuss this; a final budget was then approved and voted unanimously in favor by the board.
Next BOT Meeting: The board will not officially meet in December for a meeting. The board will be having a holiday celebration with the library staff and director of the library on the 13th of December at 6:00. The library will close early in order for all staff to attend.
Robert A. Fahr Watervliet Public Library (RAFWPL)
Board of Trustees (BOT) Meeting Minutes – October 10, 2018
Attendees: Dave Wheatley, Tracy Wheatley, Kelly Vadney, Amanda Delap, Mike Delap, Jennifer McNeff, Annie Reid, and Pradip Ganesan, Mark Cady, Tina Buonaiuto. Absent: Jennifer Hoefer and Kevin Moran.
ILML Dinner: The board voted in favor of having a fundraising event for 2019. Further discussion will be held at future meetings.
Upper Hudson Library Updates: eCommerce will be up and running by November 1st; there was a slight delay during the rolling out of this by UHLS.
Library Sign-Construction Grant: The library has been awarded a construction for a new LED sign to be located outside the library. The cost of the project is expected to come in at $25,350.00. The newly award grant will cover $19,012.00, and the library will be paying 25% of the funding for this new sign, which will be $6,338.00.
My Card/Fine Fees: The library is discussing whether or not to support a youth fine-free card which would waive fines for those who would meet the criteria. The board will review the pros and cons of this fine-free system.
Holiday Hours: The board is looking at what hours the library should operate for Thanksgiving and the Christmas/New Year holidays. The director will look at what other comparably-sized libraries and what their hours of operation are for this same timeframe.
Treasurer: Mark Cady has stepped down as treasurer of the board. Mike Delap will be taking this over with Mark’s guidance, over the next several weeks.
Next BOT Meeting: The board will meet on November 14th at 5:30.
Robert A. Fahr Watervliet Public Library (RAFWPL)
Board of Trustees (BOT) Meeting Minutes – September 12, 2018
Attendees: Dave Wheatley, Tracy Wheatley, Kelly Vadney, Amanda Delap, Mike Delap, Jennifer Hoefer, Annie Reid, and Pradip Ganesan. Absent: Mark Cady, Tina Buonaiuto, Jennifer McNeff and Kevin Moran.
Summer Reading Program: June 23rd kicked off the Summer Reading Program geared toward all school ages. The director reported that was a little more than 100 sign-ups, mostly children. Next year the library will reach out to the Civic Center and their summer participants to be able to participate more in this program.
Library Expedition: So far, there have been 18 exhibitioners that have visited the Robert A. Fahr Public Library. This is an ongoing event.
ILML Dinner: The board needs to discuss and vote on whether to hold this event next year.
Facilities: The director reported several issues with the a/c and heating system, ceiling issues and the public bathroom in the library. These issues will be addressed with the City, as it is their property.
Upper Hudson Library Updates: Ecommerce, which will allow patrons to pay their fines online, will be effective October 1st. Also discussed with the Overdrive advantage account, which gives patrons of their ‘home library’ the capability of getting newly published items first, before being shared with other participating libraries.
Security: Missing US Postal Mail and cash were reported missing/lost over the summer. The board will look in to greater security measures to ensure this is not repeated. The director has mentioned looking into a drop safe for monies collected from book sales/fines.
Training: The majority of the meeting time was spent receiving Library Trustee Training given by two representatives of the Upper Hudson Library System, given the new board members to the Robert A. Fahr Public Library. This was a very in-depth training explaining how the board works, what is required of the board, and key components of having a successful board of trustees.
Next BOT Meeting: The board will meet on October 10th at 5:30.
Robert A. Fahr Watervliet Public Library (RAFWPL)
Board of Trustees (BOT) Meeting Minutes – May 9, 2018
Attendees: Kevin Moran, Dave Wheatley, Tracy Wheatley, Kelly Vadney, Amanda Delap, Mike Delap, Jennifer McNeff, Jennifer Hoefer and Pradip Ganesan. By phone: Tina Buonaiuto Absent: Mark Cady, Annie Reid
Dedication/Renaming of the RFAWPL/Scholarship: A date has been established for the renaming of the library for June 9th at 10:30. Light refreshments will be served after the renaming. The Fahr family and the BOT will also be donating, each, a $1000.00 scholarship for a Watervliet-based senior in high school who is looking to attend college. Participants will be asked to hand-write on a topic on May 19th at 11:00 at the Senior Center regarding how a library has affected/impacted them and/or their life, to be no more than 500 words. Applicants will remain anonymous for the scoring process, with the winner being awarded the scholarship at the renaming/dedication ceremony.
Tech project: The board unanimously approved the updated quotes for the iPads, laptops, and PCs that will be purchased with various grants; the director will also be obtaining new keyboards, monitors and necessary electrical items needed to complete this project. In addition, the director presented to the board a policy for borrowing these items for patrons use in the library. Recommendations were made by the board that the director will implement into this policy.
Staffing: The director has hired two new staff who will be starting in the near future, with salaries comparative to their experience (which will be revisited approximately six months later). The director also reported the resignation of a staff person. The new hires will help in the picking up the former staff person’s hours, as well as the expansion of library hours Monday – Saturday, including during the summer.
Summer Reading Program: June 23rd kicks off the Summer Reading Program geared toward all school ages. The director will keep the board apprised of programs and attendance.
Friends of the Library: An initial meeting took place in April; the Friends will work on reaching out to the community for new members and continued support of the library, through tv commercials, social media, and other resources. The Friends have a meeting slated for May as well.
State Aid/Grants: The director is looking to apply for a grant for a smart board. The board would also like to see if Upper Hudson has further grants available in the future to apply for signage on the southeast facing property of the library, all of which has been approved by the necessary and various entities.
Public/Patron Survey: It has been suggested to the director to see where to go in the future with library programming, and activities/classes to offer by designing a survey for public/patron input.
Next BOT Meeting: The board will meet on June 13th at 5:30, with training provided by the Upper Hudson Library System. That will be the last meeting until the new school year starts, in September.
Robert A. Fahr Watervliet Public Library (RAFWPL)
Board of Trustees (BOT) Meeting Minutes – April 11, 2018
Attendees: Kevin Mora, Dave Wheatley, Tracy Wheatley, Kelly Vadney, Mark Cady, Amanda Delap, Mike Delap, Annie Reid and Predip Ganesan. Absent: Tina Buonaiuto
New Board Members: The board voted to accept the new board members to the Watervliet Public Library. They are: Jennifer McNeff and Jennifer Hoefer.
Dedication/Renaming of the RFAWPL/Scholarship: A date needs to be established for the renaming of the library; members of the board need to work to get the lettering on the addition replaced and ground lighting changed. The board is looking at a May/June date for this event to take place. The Fahr family and the BOT will also be donating, each, a $1000.00 scholarship for a Watervliet-based senior in high school who is looking to attend college. Participants will be asked to write on a to-be-determined-subject matter on a day to be selected in the near future.
Five- Year Plan: The board discussed goals met, as well as what needs to be worked on for the Five-Year Plan. The board also discussed how to better improve the plan as the board better understand the needs of the community/patrons.
Arsenal Donation: The board unanimously approved the purchase of laptops, computers, iPads and a kiosk for the use of the generous donation provided by the Arsenal. The iPads and kiosks will be featured in the children’s area; the kiosk will house the iPads for use by the children. Security measures are being looked in to and addressed to prevent theft, and patrons will need to sign off on written policy and provide a photo id to borrow the laptops while in the library.
Staffing: Director is looking to hire a part time staff person 10 – 15 hours per week. Staff is needed for hours that programming occurs, also when other staff/director may be obligated elsewhere, and to cover when staff are out on sick leave or vacation. Budget will be reviewed to see what can be covered, and for what hours.
Employee Facility/Building Use Policy: The director made necessary changes to this policy, and the board unanimously voted to accept and implement this policy.
Summer Reading Program: Libraries Rock! is this year’s theme. The director is working on opening and closing events, bands to perform and prize giveaways during the duration of this program. The Elk’s gave the library a $1,500 grant to use for this program.
Upper Hudson Library Program: The RAFWPL will be participating with other Albany and Rensselaer county based library for the “Become a 36ER!” used to encourage those residents to explore multiple Upper Hudson member libraries
Public Library Association Conference: The director reported out on her attending the PLA conference.
Disaster Plan: The director presented the board with an example of a disaster plan that will be fine-tuned to meet the RAFWPL needs.
Annual Report: The board accepted and approved the report submitted by the director.
Friends of the Library: A meeting has been slated for April 18th at the library.
Library Hours: The library will be closed the Saturdays for both Memorial Day, and Labor Day weekend.
Next BOT Meeting: The board will meet on May 9
th at 5:30. Please be advised that the June BOT meeting will be a training session provided by the Upper Hudson Library/Tim Burke.
