Minutes
Gates Public Library
Board of Trustees
May 21, 2008

Present: Bob Renehan, President; Neelima Gokhale, Vice President; Peter Derry; Amy Gardner; Kirk Kettinger; Paula LaManna; Linda Tribotte;
Ralph Esposito, Supervisor; Karen Kase-McLaren, Director

I  Meeting was called to order at 7:01 p.m. by President Renehan.

II  Agenda Changes:  Item XI c. is postponed until a later date.  Representatives from MCLS were unable to attend this meeting to address this item.

III Visitors’ Comments:  Several visitors in audience. Ms. Swanton presented to Board a copy of a handbook from a program she attended. She also made comments to the Board on several concerns she had.

IV  Supervisor’s Comments: None at this time.

V  Correspondence:  None to present at this meeting.

VI  Approval of Minutes:  A motion to approve the April 16, 2008 minutes was made by Amy Gardner, seconded by Neelima Gokhale and motion carried unanimously.

VII Approval of Personnel Report:  A motion to approve the personnel report was made by Peter Derry, seconded by Linda Tribotte and motion carried unanimously.  Full time Library Clerk, Diane Sochia, will be retiring on May 29, 2008 after almost 20 years of service.

VIII Financial Review:
     
a. Approval of Financial/Year to Date/Budget Projection Reports:  A motion to approve the reports submitted was made by Paula LaManna, seconded by Neelima Gokhale and motion carried unanimously.
      
b. Town Audit Report:  Ms. Kase-McLaren reported that the library received notice from the Town's audit report of the library's budget balance.  This report will be discussed under item XI b.
      
c. Approval of Transfers:  None required.
      
d. Approval of Bills to be Paid:  A motion to approve claims #103-126, accounts payable claims #21057-58, 21085-90, including payrolls #9 & 10, for a total of $104,895.56 was made by Paula LaManna, seconded by Neelima Gokhale and motion carried unanimously.

IX Items Requiring Board Action:
           
a. Library Clerk Title:  Ms. Kase-McLaren presented to Board information on the upcoming vacant referral clerk position due to Mrs. Sochia's retirement.  Some discussion ensued and it was decided to table this action so that the Personnel Committee can meet with the Director to discuss further.

b. Denewing period for books:  Ms. Kase-McLaren presented to the Board information regarding the change made by MCLS for the "NEW" period for books.  The system previously kept new titles in the system as "NEW" for a time period determined by the library. A vote was taken and the system is now changing this "NEW" period to six months.  The Gates Public Library now keeps new titles as "NEW" for nine months. After some discussion it was decided that the Gates Public Library will continue to keep new titles "NEW" for nine months.

c. NYSERDA Energy Assessment: Ms. Kase-McLaren presented the report that came as a result of the charrette that took place in March.  Much discussion ensued and the Board agreed to table any action on this report at this time. More research needs to be done regarding the financial costs and impact of these costs to the library.

X Reports:  All reports accepted as written.

XI Items for Board Discussion:
           
a. Hiring of engineering firm for construction project:  The Director reported that Habiterra has a subcontract with the engineering firm, IBC Engineering. 
           
b. Funding of line item for Library Construction Project: Ms. Kase-McLaren referred to the amount of the library’s fund balance (per the Town’s Audit report). A discussion ensued about  the possibility of transferring money from the fund balance to a line item in the library's budget.  Due to the fact that there are no absolute figures yet, it was suggested, and agreed upon by the Board, that the money stay in the general fund to collect interest and that later in the year the library could be reimbursed for any money spent towards the building expansion project fees, preconstruction costs, etc.
           
c. NYS Construction Grant:  Discussion postponed to a later date.
           
d. Updated timetable for LRP:  Mr. Derry stated he is working on timetable. 
           
e. Board Committees:  Those committees commented on –
            
2. Friends:  The 'Spring Celebration' of the Friends Annual meeting was held.  The Reader's Theater (a group of children directed by Children's Librarian, Donna Peasley) performance was held.  Two Freislich Awards were handed out to library page, Mike Skyer and desk aide, Christina Young.
                       
6. Budget:  Trustee Tribotte will be meeting with the Director to begin budget planning for 2009.
                      
7. Personnel:  Trustees Tribotte and LaManna will meet with the Director to discuss the issue regarding the library clerk position.
           
XII Items of Information:  There will be a trustee workshop on June 13 and June 20 for those who would like to attend. The Director will be forwarding information on this to the Board.
           
At 8:17 p.m. a motion to adjourn the meeting for an executive session to discuss personnel matters was made by Peter Derry, seconded by Paula LaManna and motion carried unanimously.  At

8:52 p.m. a motion to adjourn the meeting completely was made by Peter Derry, seconded by Neelima Gokhale and motion carried unanimously.

Respectfully submitted,

Sandra Kilbury
Recording Secretary