Minutes Gates Public Library Board of Trustees May 17, 2000

Present: Tony Frosino, President; Pam Brady, Vice President; Patti Bullis; John Donovan; Gaye Poness; Ralph Esposito, Supervisor; Susan Swanton, Director; Judy MacKnight, Assistant Director

Absent: Jim Davis

I Call to Order: Meeting was called to order at 7:08 pm by President Frosino.

II Agenda Changes: Add to item IX #e: Action on Library Layout Quotes.

III Visitors’ Comments: none

IV Supervisor’s Comments: none

V Correspondence: President Frosino noted that long time volunteer, Grace Baker, left $2000 to the library in her will. The Board has received one application for the board vacancy. Information was available for Board perusal.

VI Approval of Minutes: A motion to approve the April 19, 2000 minutes was made by Pam Brady; seconded by Gaye Poness and motion carried unanimously.

VII Approval of Personnel Policy: A motion to approve the personnel policy, which shall be considered a part of these minutes, was made by Pam Brady; seconded by Patti Bullis and motion carried unanimously.

VIII Financial Review:
a. Financial/Public Year to Date Report: A motion to approve the financial/public year to date report, which shall be considered a part of these minutes, was made by John Donovan; seconded by Gaye Poness and motion carried unanimously.
b. Approval of Request for Transfer: A motion to approve the transfer of $1375 from L-7410-2000 (Equipment) to L-7419-4300 (Supplies – Technology) was made by Gaye Poness; seconded by John Donovan and motion carried unanimously.
c. Approval of Bills to be Paid: A motion to approve claims #128-159, accounts payable claims #5839-5845, including payrolls #9 & 10, for a total of $77,488.17, was made by Patti Bullis; seconded by John Donovan and motion carried unanimously.

IX Items Requiring Board Action:
a. Action on Revised Personnel Policy: Tabled until Board members have met with Director to discuss items of concern.
b. Action on Trustee Vacancy: One letter of application has been received. Those who previously applied will be contacted and Director will put article in the Community News newspaper.
c. Action on Unique Management: Director Swanton presented proposal from MCLS on using Unique Management as the collection agency for the library system. The library currently uses Albert Damian and Associates as their collection agency. Much discussion ensued on the proposal presented. A motion to approve a 90 day trial at a 5% share of the $2000 start up costs for system with a review of agency after the 90 days was made by John Donovan; seconded by Gaye Poness and motion carried unanimously. The Board also agreed that the Director recommend a $15 fee per patron, when agency is used, to the committee pursuing this contract.
d. Action on Additional Fee: Director Swanton informed the Board that the library now carries books on CD. A motion to approve the fee of $10.00 for the CD case in case of loss or damage was made by Pam Brady; seconded by Patti Bullis and motion carried unanimously.
e. Action on Library Layout Quotes: Director Swanton presented report on quotes received. The three quotes were for $5000, $5400 and $7500. Much discussion ensued on this issue and it was decided to table this for now so that the Board can meet to discuss options.

X Reports: All reports accepted as written including a. Special Report: 1. Live ‘n’ Learners Report by Heidi Jung.

XI Items for Board Discussion:
a. Report on National Library Week: Report presented and accepted as written.
b. Report on NYSALB Training: Trustee Poness reported on workshop attended.
c. Board Committees: Those reported on –
1. Town Board: Director Swanton attended and said she will represent Board until a new trustee is appointed.
2. Friends: Director Swanton reported that the Friends Annual Meeting was held on May 9 with Mark Hare, columnist for the Democrat and Chronicle, as guest speaker. Friend’s President, Bill Hiebler, resigned as president at this meeting.
3. Grants: The Bill Gates grant will provide partial funding for software and hardware, but amounts have not been revealed yet.
7. Budget/Finance/Audit: Director Swanton presented to Board Budget Committee a draft of the 2001 budget per a 3% increase as recommended by the Supervisor. Board committee will be meeting to begin budget process.
9. Technology: President Frosino stated that Jim Davis would like to attend the staff technology meetings on occasion.

Having no further business to discuss, a motion to adjourn the meeting was made by John Donovan; seconded by Gaye Poness and motion carried unanimously. Meeting adjourned at 8:42 pm.

Respectfully submitted,

Sandra Kilbury
Recording Secretary