Minutes Gates Public Library Board of Trustees January 21, 2004

Present: Julia Rivoli, President; Pam Brady, Vice President; Amy Gardner; Paula LaManna; Steve Murphy; Bob Renehan; Linda Tribotte; Ralph Esposito, Supervisor; Judy MacKnight, Library Director

I Meeting was called to order at 7:06 pm by President Rivoli. President Rivoli introduced new board member, Paula LaManna to the other members.

II Agenda Changes: Request to move item IXc to VIIIa.

III Visitors’ Comments: Ms. Swanton reported to the Board that Mr. Taft Toribara, library board member when this building was built, had passed away and that aid to libraries was possibly being cut.

IV Supervisor’s Comments: Mr. Esposito welcomed new board member, Paula LaManna, and congratulated Ms. Gardner on her reappointment.

V Correspondence: Ms. MacKnight presented correspondence to Board and made available for their perusal.

VI Minutes: A motion to approve the December 10, 2003 minutes was made by Bob Renehan; seconded by Amy Gardner and motion carried unanimously.

VII Personnel Report: A motion to approve the personnel report was made by Linda Tribotte; seconded by Bob Renehan and motion carried unanimously.

VIII Financial Review:
a. Action on office ceiling work by Monroe Piping: Ms. MacKnight stated that the installation of 2 ceiling grilles was done already. A motion to approve the installation of the grilles was made by Bob Renehan; seconded by Pam Brady and motion carried unanimously.
b. Approval of Financial/Year to Date/Budget Projection Reports: All reports submitted to the Board. A motion to accepted the reports submitted was made by Amy Gardner; seconded by Steve Murphy and motion carried unanimously.
c. Action on transfer request: Ms. MacKnight stated to the Board that 2 librarians are out on sick leave and there is a need for a substitute librarian to help cover shifts in the evening. A motion to approve the internal transfer of $750 from professional wages to substitute librarian was made by Steve Murphy; seconded by Bob Renehan and motion carried unanimously.
d. Action on bills to be paid: Two motions are needed for the final 2003 bills and the January 2004 bills. A motion to approve the final 2003 bills of claims #337-353, accounts payable claims #9511-9514, 9539, 9545-9546, including payroll #26 for a total of $36,389.51 was made by Pam Brady; seconded by Amy Gardner and motion carried unanimously. A motion to approve the January 2004 bills of claim #1-15, accounts payable claims #9517, 9540-9544, including payrolls #1 and 2, for a total of $78,758.57 was made by Bob Renehan; seconded by Linda Tribotte and motion carried unanimously.

IX Items Requiring Board Action:
a. Action on 2004 Board Goals: Board members reviewed their 2003 goals. The Long Range Plan committee will meet to draft the goals for 2004 and present them at the February meeting.
b. Action on 2004 committees: President Rivoli reviewed the committees for the new board member. The town board liaison schedule will be handed out at the February meeting. The changes to the list are: #4. Long Range Plan - Trustees Gardner and LaManna; #7. Personnel - President Rivoli and Trustees Tribotte and LaManna.
c. Action approved in #VIII a.
d. Action on Trust for Donations: Ms. MacKnight reviewed with the Board the problems she encountered trying to renew the Heywood CD, along with the identification number and name of the Trustees Account. She spoke with Town Attorney, John DiCaro, about combining all the CD money into one account for a larger return in interest and getting a new identification number for the Trustees account. Mr. DiCaro stated that the Board needed to make a resolution to combine the CD monies and that he would begin the paperwork on getting a new tax identification number for the Trustees account. After some discussion, a motion to create one account that would contain all the CD monies and the Trustees Account money, excluding the Doty Fund, was made by Steve Murphy; seconded by Pam Brady and motion carried unanimously.
e. Action on salvage list for January book sale: List was presented to Board. A five drawer card catalog sectional was added to the list. A motion to approve the salvage list was made by Pam Brady; seconded by Amy Gardner and motion carried unanimously.
f. Action on Historical Society meeting room request: Ms. MacKnight presented request to the Board for multiple dates for the Historical Society meetings to be held in the library’s meeting room. A motion to approve the 2nd Monday of the months from October, 2003 through April, 2004 was made by Steve Murphy; seconded by Bob Renehan and motion carried unanimously.

X Reports: All reports accepted as written.

XI Items for Board Discussion:
a. Board Committees: Those committees commented on -
2. Friends: Book sale to be held end of January; next meeting will be in March.
4. Long Range Plan: New goals to be presented at February meeting.
5. Facilities: Mr. Renehan stated that Susan Saylor will be the chairperson for the staff facility committee. He also stated that the library has 20 more electrical circuits available. New metal shelves were put in place in the library’s kitchen and the smaller of the two couches is now in the hallway for public use.
8. Technology: New computers were purchased from money donated by the Friends. A letter of thanks will be done and a plaque.

At this time a motion to go into executive session for personnel reasons was made by Bob Renehan; seconded by Steve Murphy and motion carried. Board went into executive session at 8:20 pm.

Having no further business to discuss following the executive session, a motion to adjourn the meeting was made by Bob Renehan; seconded by Amy Gardner and motion carried unanimously. Meeting adjourned at 8:50 pm.

Respectfully submitted,

Sandra Kilbury,
Recording Secretary