Minutes Gates Public Library Board of Trustees January 15, 2003

Present: Julia Rivoli, President; Pam Brady, Vice President; Amy Gardner; Steve Murphy; Gaye Poness; Linda Tribotte; Ralph Esposito, Supervisor; Susan Swanton, Director; Judy MacKnight, Assistant Director

Absent: Tony Frosino

I Meeting was called to order at 7:01 by President Rivoli. New trustee, Amy Gardner, was welcomed by President Rivoli.

II Agenda Changes: None

III Visitors’ Comments: None

IV Supervisor’s Comments: None

V Correspondence: Director Swanton reviewed correspondence with the Board and items were made available for Board perusal.

VI Approval of Minutes: A motion to approve the December 11, 2002 minutes, showing that Trustee Tribotte arrived late and not absent, was made by Gaye Poness; seconded by Steve Murphy and motion carried unanimously.

VII Approval of Personnel Report: A motion to approve the personnel report, which shall be considered a part of these minutes, was made by Pam Brady; seconded by Amy Gardner and motion carried unanimously.

VIII Financial Review:
a. Approval of Financial/Year to Date Report: Director Swanton reviewed reports with the Board. Several donations included in the financial report this month. A motion to approve the financial/year to date report, which shall be considered a part of these minutes, was made by Steve Murphy; seconded by Pam Brady and motion carried unanimously.
b. Approval of Transfers: None required.
c. Approval of Bills to be Paid: Two motions required, for final 2002 bills and January 2003 bills. For the final 2002 bills, a motion to approve claims #407-421, accounts payable claims #9025-9027, 9029-9030, 9058 and 9060, including payroll #26, for a total of $49,064.75 was made by Pam Brady; seconded by Gaye Poness and motion carried unanimously. For the January 2003 bills, a motion to approve claims #1-8, accounts payable claims #9031-9033, 9057, 9059, 9060-9061, including payrolls #1 and 2, for a total of $79,404.29, was made by Gaye Poness; seconded by Amy Gardner and motion carried unanimously.

IX Items Requiring Board Action:
a. Action on 2003 Board Goals: Tabled to the February meeting.
b. Action on 2003 Board Committees: Motion was made by Pam Brady; seconded by Steve Murphy and approved by all for the following committees:
1. Town Board: rotating each month
2. Friends: Gaye Poness
3. Grants: Pam Brady
4. Long Range Plan: Amy Gardner and Gaye Poness
5. Facilities: Steve Murphy and Pam Brady
6. Trustees Council: February - Steve Murphy and April - Linda Tribotte
7. Budget/Finance: Julia Rivoli, Linda Tribotte and Pam Brady
8. Personnel: Julia Rivoli, Linda Tribotte and Tony Frosino
9. Technology: Steve Murphy and Tony Frosino
c. Action on Interim Director’s Request: Much discussion ensued on the requests submitted. A motion to table action on the request until the February meeting was made by Steve Murphy; seconded by Gaye Poness and motion carried unanimously.
d. Action on Prices for Gates Business Directory: Discussion ensued and a motion was made to approve the recommended pricing as presented by Pam Brady; seconded by Amy Gardner and motion carried unanimously.
e. Action on Employee’s Request for Longevity Pay: Request submitted by Mary Jo Smith, Children’s Librarian, for longevity pay. After some discussion, Board concluded that Ms. Smith’s maximum sick day accumulation will remain at 110 days, but longevity is not to be given as she is not covered under the union contract. A motion to put in writing to Mary Jo Smith that item #4 in her request is not correct and that her maximum accumulated sick days will not change and that she is not entitled to longevity pay was made by Gaye Poness; seconded by Pam Brady and motion carried unanimously.

X Reports: All reports accepted as written.

XI Items for Boar Discussion:
a. Report on Facilities Staff Survey: Report presented with much discussion. Board decided to make this an action item at the February meeting.
b. Report on Benchmarking: Report accepted as written.
c. Board Committees: No comments to report.
d. Report on Director’s Replacement: Director Swanton report that 3 applicants had responded to the upcoming position. Civil Service has recommended that the 3 applicants not be interviewed at this time and to wait until the new Library Director III list comes out in the spring.

Having no further business to discuss, a motion to adjourn the meeting was made by Pam Brady; seconded by Gaye Poness and motion carried unanimously. Meeting adjourned at 9:10 pm.

Respectfully submitted,

Sandra Kilbury,
Recording Secretary