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Minutes Gates Public Library Board of Trustees, June 2003
Present: Julia Rivoli, President; Pam Brady, Vice President; Amy Gardner;
Steve Murphy; Gaye Poness; Bob Renehan; Linda Tribotte; Ralph Esposito,
Supervisor; Judy MacKnight, Interim Director
I Meeting was called to order at 7:02 pm by President Rivoli.
II Agenda Changes: None requested.
III Visitors’ Comments: None
IV Supervisor’s Comments: Mr. Esposito presented to Ms. MacKnight a new town policy on sexual harassment. He suggested that this policy be incorporated into the library’s policies as well. Putting into place this new policy will be an action item on the July agenda.
V Correspondence: Ms. MacKnight reviewed correspondence with the Board and made available for their perusal. Included in correspondence was Ms. MacKnight’s letter to MCLS stating that the library will not be filtering computers at this time. President Rivoli then read a letter by the previous director, Susan Swanton, regarding the copying of a past evaluation that was given to the Supervisor, per his request. The Board was concerned, as well as, Ms. Swanton, whether this was proper/legal to do. The Town Attorney stated to Mr. Esposito that there is no prohibition of the Supervisor’s request for this document. After some discussion it was decided that a policy should be developed to handle any situation like this in the future. Under IX #d, add to agenda, Action on Policy on Sharing Employee Records.
VI Approval of Minutes: A motion to approve the May 21, 2003 minutes was made by Linda Tribotte; seconded by Pam Brady and motion carried unanimously.
VII Approval of Personnel Report: None required.
VIII Financial Review:
a. Approval of Financial/Year to Date/Budget Projection Reports: A motion to
approve the financial/year to date/budget projection reports, which shall
be considered a part of these minutes, was made by Gaye Poness; seconded
by Steve Murphy and motion carried unanimously.
b. Approval of Transfers: None required.
c. Approval of Bills to be Paid: A motion to approve claims #141-160, accounts
payable claims #9195-9197 and #9225-9230, including payrolls #11 and 12, for
a total of $84,597.57 was made by Amy Gardner; seconded by Gaye Poness and
motion carried unanimously.
IX Items Requiring Board Action:
a. Action on New Board Member: President Rivoli welcomed new board trustee,
Bob Renehan, to the board. A motion to approve the appointment of Bob Renehan,
filling the term left vacant by Tony Frosino, was made by Pam Brady; seconded
by Gaye Poness and motion carried unanimously. Mr. Renehan’s term will
expire 12/31/04.
b. Action on Copier Purchase: Ms. MacKnight presented request to the Board
to use a portion of the grant money for the purchase of a digital color copier.
After some discussion and review of quotes obtained, a motion to approve the
purchase of a Savin C3210 color copier from IKON Office Solutions, Inc. for
a cost of $6687, was made by Gaye Poness; seconded by Steve Murphy and motion
carried unanimously. At this time a motion to approve the transfer of $6687
from L-7410-4520 (Building and Grounds) to L-7410-2000 (Equipment) to cover
the cost of the copier purchase, was made by Pam Brady; seconded by Gaye Poness
and motion carried unanimously.
c. Action on Quote to Install Ceiling Grilles: Ms. MacKnight presented quote
from Monroe Piping to install 18 ceiling grilles for a cost of $1980. A motion
to approve the placement of 18 ceiling grilles per the quote presented was
made by Steve Murphy; seconded by Pam Brady and motion carried unanimously.
d. Action on Policy on Sharing Employee Records: As a follow up to the discussion
under Correspondence, a motion was made by Pam Brady; seconded by Amy Gardner
that no employee records will be shared with the public or any institution
from this day forward until a board approved policy is in place. Motion carried
unanimously. This is now being referred to the Board’s personnel committee
for further action.
X Reports: All reports accepted as written including a. Special Reports: 1. Live ‘n’ Learner Evaluation by Heidi Jung and 2. Media Day Reports (2) by Heidi Jung.
XI Items for Board Discussion:
a. Board Committees: Those commented on -
2. Friends: There are no summer meetings scheduled. The next book sale will
be July 23-26. The new officers are Allen Nash, President; Cindy Ratajczak,
Vice President; Susan Swanton, Secretary and Joan Bawden, Treasurer
5. Facilities: Ms. MacKnight reported that the safety screens have been installed
by Rochester Colonial.
The Board members at this point made changes to the Board committees. Bob Renehan will be on the Facilities and Technology committees and Pam Brady will be liaison to the Trustee Council and no longer on the Facilities committee.
Having no further business to discuss, a motion to adjourn the meeting was made by Bob Renehan; seconded by Gaye Poness and motion carried. Meeting adjourned at 8:12 pm
Respectfully submitted,
Sandra Kilbury,
Recording Secretary
