Minutes Gates Public Library Board of Trustees August 20, 2003

Present: Julia Rivoli, President; Amy Gardner; Gaye Poness; Bob Renehan; Linda Tribotte; Judy MacKnight, Interim Director

Absent: Pam Brady, Vice President; Steve Murphy; Ralph Esposito, Supervisor

I Meeting was called to order at 7:05 pm by President Rivoli.

II Agenda Changes: Add to Items Requiring Board Action - c. Personnel Files

III Visitors’ Comments: None

IV Supervisor’s Comments: On behalf of the Board and the Supervisor, congratulations were extended to Judy MacKnight for passing the Library Director III test.

V Correspondence: Information was made available for Board perusal.

VI Approval of Minutes: A motion to approve the July 16, 2003 minutes was made by Bob Renehan; seconded by Linda Tribotte 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 Amy Gardner; seconded by Bob Renehan and motion carried unanimously.

VIII Financial Review:
a. Approval of Financial/Year to Date/Budget Projection Report: Ms. MacKnight pointed out that the E-Rate refund was received and that our retirement bill for 2003 and 2004 may be much higher than budgeted. A motion to approve the financial/year to date/budget projection reports was made by Gaye Poness; seconded by Bob Renehan and motion carried unanimously.
b. Approval of Transfers: None required.
c. Approval of Bills to be Paid: A motion to approve claims #188-221, accounts payable claims noted, including payrolls #16 and 17, for a total of $97,732.66 was made by Bob Renehan; seconded by Amy Gardner and motion carried unanimously.
d. Amendment to July bills: A motion to amend the error in calculations to claims #161-187 from $9321.19 to $9307.38, was made by Linda Tribotte; seconded by Gaye Poness and motion carried unanimously. The total amount paid in July was $108,248.31.

IX Items Requiring Board Action:
a. Action on Director’s Position: President Rivoli stated that the Board’s personnel committee had met. After some discussion a motion to promote Judy MacKnight to Library Director III, effective 9/1/03 and pending Civil Service approval, at a salary rate of $50,000 annually, maintaining her Interim Library Director salary of $2090.62/payroll through the 24th payroll of 2003, was made by Bob Renehan; seconded by Gaye Poness and motion carried unanimously.
b. Action on 2004 Budget: A revised draft was submitted. Only change was taking money from equipment and placed into contractual. Union negotiations for the contract will begin in early 2004. A motion to approve the proposed 2004 budget was made by Gaye Poness; seconded by Bob Renehan and motion carried unanimously. Once the cover letter is written and signed by the Board President, a copy of the budget will be given to the Supervisor.
c. Action on Personnel Files: The Board’s personnel committee met to discuss issue of employees personnel files being available to the public. After some discussion, a motion was made that states, “Access to an employee’s personnel file shall be limited to the employee, Library Director, President and Vice President of the Library Board. Exceptions to this provision requires employee authorization or court order.” A motion to approve this wording was made by Bob Renehan; seconded by Amy Gardner, with Gaye Poness abstaining, and motion carried.

X Reports: All reports accepted as written.

XI Items for Board Discussion:
a. Board Committees: Those commented on -
2. Friends: Ms. Gardner will take over as the Friends Liaison for the year 2004.
5. Facilities: The next staff facility meeting will be August 25. The diaper decks in the public restrooms need replacing.

Having no further business to discuss, a motion to adjourn the meeting was made by Bob Renehan; seconded by Linda Tribotte and motion carried unanimously. Meeting adjourned at 8:10 pm.

Respectfully submitted,

Sandra Kilbury,
Recording Secretary