Minutes, Gates Public Library Board of Trustees, August 18, 2004

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

Absent: Pam Brady, Vice President

I Meeting was called to order at 7:03 p.m. by President Rivoli.

II Agenda Changes: Under IX add c. Director’s evaluation form.

III Visitors’ Comments: None

IV Supervisor’s Comments: Mr. Esposito stated that in the Gates Chili Post and the Community News newspapers his column speaks about the amount of money that is spent per capita for the library and how this figures compares with other libraries in the county. He has concerns about the per capita amount spent for personnel at the library as well and that this figure in particular is higher than other county libraries. It is an area of the budget that he will be watching.

V Correspondence: Ms. MacKnight presented correspondence and made available for Board perusal. Two items that need attention are comments from a patron and a letter from a patron regarding fines and replacement fees. These items will be covered under IX a.

VI Approval of Minutes: A motion to approve the July 21, 2004 minutes, changing item I to read “Vice President Brady”, was made by Bob Renehan, seconded by Linda Tribotte and motion carried unanimously.

VII Approval of Personnel Report: A motion to approve the August Personnel Report 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 Reports: A motion to approve all reports submitted was made by Linda Tribotte, 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 #183-213, accounts payable claims #9714-9716 and #9745-9746, including payrolls #16 and 17, for a total of $84,445.47 was made by Paula LaManna, seconded by Bob Renehan and motion carried unanimously.

IX Items Requiring Board Action:

a. Patron Complaint: President Rivoli reviewed the first patron complaint with the Board. Patron wanted a fine of $12 waived on a DVD that was returned at another library even though the Gates Public Library policy states that all videos and DVDs must be returned to the library. The Director had offered to cut the fine in half to $6. The patron who requested the waiver was in the audience. Discussion ensued between the patron and the Board with the Board voting unanimously that the offer to cut the fine in half still stands. The second complaint before the Board was a letter from a patron regarding 2 books that had been returned very wet. The patron had spoken to the Director about the books. The Director offered to waive the cost of the replacement and processing fee for one of the books but the patron did not accept. After some discussion the Board decided that the offer of waiving the replacement and processing fee on one book would stand. A motion was made by Bob Renehan and seconded by Amy Gardner, with all approving unanimously, for this decision. Ms. Gardner will respond in writing to the patron regarding this decision.

b. 2005 Budget: Ms. MacKnight noted that at last month’s meeting two drafts of the budget for 2005 were presented with $50,000 budgeted in Retirement on one draft and $85,000 budgeted in Retirement for the other. Ms. MacKnight stated that the Supervisor suggested that we submit the budget that has $85,000 budgeted for Retirement. A motion to approve the 2005 budget with $85,000 in Retirement was made by Linda Tribotte, seconded by Bob Renehan and motion carried unanimously. The proposed 2005 budget will be sent to the Supervisor before Labor Day with a letter stating that the proposed budget being submitted may change if the retirement figure for 2005 changes.

c. Director’s Evaluation: Ms. MacKnight presented draft prepared by Trustee LaManna to the Board. The Board members requested that the evaluation of the Director is to be done by the Board President or Vice President, not the Board Personnel Committee. A motion to approve the evaluation form with the change in the wording, was made by Amy Gardner, seconded by Paula LaManna and motion carried unanimously.

X Reports: All reports accepted as written.

XI Items for Board Discussion:

a. Board Committees: Those commented on –

2. Friends: Ms. MacKnight stated that the book sale held in July raised over $2,800. There will be a Board/Friends get together on October 13 at 6:45 p.m.

5. Facilities: Mr. Renehan reported that the staff committee met on July 27. The repairs to the drive up window roof will be done once there is a stretch of several days of warmer weather. A new handicapped bathroom sign has been installed in the library.

8. The staff technology committee will meet on September 2.

9. The building planning committee met in July. A draft of a public survey will be presented for review at the September meeting.

b. Other items for discussion: President Rivoli stated that Trustee Renehan’s term will expire on 12/31/04. With Mr. Renehan’s approval, the Board will recommend to the Town that he be appointed to a new full 5 year term beginning January 1, 2005.

Having no further business to discuss, a motion to adjourn the meeting was made by Bob Renehan, seconded by Amy Gardner and motion carried unanimously. Meeting adjourned at 8:00 p.m.

Respectfully submitted,
Sandra Kilbury
Recording Secretary