Minutes Gates Public Library Board of Trustees February 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, Trustee and Assistant Director Judy MacKnight

I Meeting was called to order at 6:58 pm by President Brady.

II Agenda Changes: None

III Visitors’ Comments: None

IV Supervisor’s Comments: Supervisor Esposito stated that the library should budget 2% increase for 2004 budget over 2003 budget. He also stated that he had no information on the possible increasing of retirement money.

V Correspondence: Information was reviewed by President Rivoli and made available for Board perusal.

VI Approval of Minutes: A motion to approve the January 15, 2003 minutes was made by Pam Brady; seconded by Steve Murphy and motion carried unanimously.

VII Approval of Personnel Report: None required.

VIII Financial Review:
a. Approval of Financial/Year to Date Report: 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 Amy Gardner and motion carried unanimously.
b. Approval of Transfers: None required.
c. Approval of Bills to be Paid: A motion to approve claims #9-48, accounts payable claims #9092-9097, including payrolls #3 and 4, for a total of $130,296.01 was made by Pam Brady; seconded by Gaye Poness and motion carried unanimously. It was noted that payroll #3 also included the alternative health benefit for several employees.
d. Action on Final 2002 Report: A motion to approve the final 2002 report was made by Gaye Poness; seconded by Steve Murphy and motion carried unanimously. Report shows the $4698 will be carried over to the 2004 budget.

IX Items Requiring Board Action:
a. Action on 2003 Board Goals: Trustees Poness and Gardner met and developed a draft of the 2003 goals for the board. A motion to approve the 2003 board goals, including several small revisions, was made by Pam Brady; seconded by Steve Murphy and motion carried unanimously.
b. Action on Interim Director’s Request: Some discussion ensued and the following motions were made:
- A motion to approve a pay increase of 20% ($174/pay period) for Judy MacKnight as Interim Director, effective 3/22/03-7/1/03, was made by Pam Brady; seconded by Steve Murphy and motion carried unanimously. If a new director is not in place by 7/1/03, the board will renegotiate with Ms. MacKnight.
- A motion to approve the increase in hours for librarian, Mary Jo Smith, from .6 FTE to .65 FTE, effective 3/22/03 for the remainder of the year and to hire a substitute librarian, was made by Pam Brady; seconded by Linda Tribotte and motion carried unanimously. These changes will be covered by the remaining salary from the director’s retirement.
c. Action on Sales at Outside Presenter Programs: Ms. Swanton presented request to the board. A motion to approve the following changes to policy was made by Amy Gardner; seconded by Gaye Poness and motion carried unanimously. The changes approved are:
- Under #c 5. of the rules for library meeting room(s) use the wording now reads: No entrance fee charged, nor contributions collected, save voluntary contributions to offset the cost of refreshments.
- Under #2. of the agreement for outside presenters of library programs the wording now reads: No charge can be made for attending a program or compulsory purchase of required materials.
d. Action on New Revenue Sources: Ms. Swanton presented her report to the board. Discussion ensued on the various alternatives. Two motions were made:
- A motion to approve the following new revenue sources was made by Gaye Poness; seconded by Steve Murphy and motion carried unanimously. The new sources are: promoting of our gift fund at area funeral homes and on the website, beginning the process of developing 501(c)3 status for the library, and adding a pet memorial fund.
- A motion to approve the charging of a fee for non-residents for computer classes being held at Gates Public Library, upon approval from the Monroe County Library System, was made by Pam Brady; seconded by Amy Gardner and motion carried unanimously.
e. Action on Facilities Improvement: Much discussion ensued on this issue. Director waiting for return visit from PESH rep, Barbara Mahar to report on air quality. It was decided that this action item would be tabled till the March meeting.

X Reports: All reports accepted as written.

XI Items for Board Discussion:
a. Report on 2002 Survey of 5th, 8th and 12th Graders: Report accepted as written by librarians, Heidi Jung and Mary Jo Smith
b. Report on Long Range Plan 2002 Achievements: Board accepted as written and complimented the director on the successful achievements.
c. Report on Webster Library: Report written by director, fulfilling an objective from the current long range plan. Board stated that report was presented well.
d. Report on Library Investment Policies: Report accepted as written.
e. Board Committees: Those commented on -
1. Town Board - Ms. Poness attended and stated no library issues were discussed.
2. Friends - January meeting was cancelled due to bad weather. Next book sale will be in April.
6. Trustee Council - Mr. Murphy was unable to attend.
9. Technology - Ms. Swanton stated that the new computers were installed at the circulation desk.

Having no further business to discuss, a motion to adjourn the meeting was made by Gaye Poness; seconded by Steve Murphy and motion carried unanimously. Meeting adjourned at 8:40 pm.

Respectfully submitted,

Sandra Kilbury,
Recording Secretary