Minutes Gates Public Library Board of Trustees February 17, 1999

Present: Tony Frosino, President; Pam Brady, Vice President; Margaret Buckley; Kumar Maharaj; Dorothy Mundt; Ralph Esposito, Supervisor; Susan Swanton, Library Director; Judy MacKnight, Assistant Director

Absent: Donald Gould; John Donovan

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

II Agenda Changes: Ms. Swanton added item IX i: Action on Postcard Campaign.

III Visitors’ Comments: none

IV Supervisor’s Comments: none

V Correspondence: President reviewed correspondence and made available for Board perusal.

VI Minutes: A motion to approve the January 20, 1999 minutes, amending the claims report from $53,996.53 to $53,994.62 and deleting “Ms. Swanton” from 3rd sentence in #X, was made by Pam Brady; seconded by Margaret Buckley and motion carried.

VII Personnel Report: A motion to approve the personnel report, which shall be considered a part of these minutes, was made by Pam Brady; seconded by Dorothy Mundt and motion carried.

VIII Financial Review:
a. Approval of Financial Report: A motion to approve the financial report, which shall be considered a part of these minutes, was made by Margaret Buckley; seconded by Dorothy Mundt and motion carried.
b. Approval of 1998 Year End Report: Ms. presented report along with a supplemental statement regarding the year end balance. Ms. Brady commended the Director and the staff for their fiscal prudence. A motion to approve the 1998 year end report, which shall be considered a part of these minutes, was made by Kumar Maharaj; seconded by Dorothy Mundt and motion carried.
c. Approval of Bills to be Paid: A motion to approve claims #12-37 and accounts payable claims #5725-5732 (includes payroll #2 & 3), for a total of $93,781.60 was made by Pam Brady; seconded by Margaret Buckley and motion carried.

IX Items Requiring Board Action:
a. Action on Mileage Rate Adjustment: Ms. Brady reported that the budget and personnel committees met regarding this request. A motion to approve the mileage rate of 25¢ from 23¢, retroactive 1/1/99, was made by Pam Brady; seconded by Kumar Maharaj and motion carried.
b. Action on 1999 Board Goals: After much discussion, the Board made final changes to their goals. A motion to approve the revised 1999 Library Board Goals was made by Kumar Maharaj; seconded by Pam Brady and motion carried. Attached to these minutes are the revised 1999 goals.
c. Action on Equipment Salvage Items: Ms. Swanton presented list of items to be declared salvaged and to be made available for public purchase. A motion to approve the items listed for salvage was made by Pam Brady; seconded by Dorothy Mundt and motion carried.
d. Action on Pending Staff Leave: Ms. Brady reported that the budget and personnel committees met to discuss the requested maternity leave for Mary Jo Smith for 20 weeks. A motion to approve $6,200 to cover the hours vacated by the upcoming maternity leave was made by Pam Brady; seconded by Margaret Buckley and motion carried. Ms. Brady also reported that Trustee Gould suggested using $6,200 of the 1998 budget balance to cover the cost of the maternity leave. Board tabled this suggestion until further notice.
e. Action on Union Recognition: President Frosino read to the Board a letter by the Board recognizing Local 1170 as the bargaining unit for the library’s full time employees. Discussion ensued and a motion was made by Pam Brady for the Board to approve recognition of Local 1170 as the bargaining unit for full time employees upon validation of the majority vote. Kumar Maharaj seconded and motion carried.
f. Action on Director’s Goals: Tabled until March meeting.
g. Action on Charging Out of County Residents: Ms. Buckley reported that she polled the members of the Trustees Council regarding their opinion on charging out of county residents. She reported that those members polled have never considered charging out of county residents for library cards. After some discussion this motion was made by Margaret Buckley: due to problems and bad will associated with charging out of county residents for library cards, this issue will be dropped. Motion seconded by Dorothy Mundt and motion carried.
h. Action on Pending Staff/Board Meeting: President Frosino reported that the meeting will be held on 2/23/99 at 9:00 am and all Board members will be there with the exception of Don Gould and John Donovan.
i. Action on Postcard Campaign: Ms. Swanton reported that the annual postcard campaign will be the last week of February and that each Board member has copies of the postcards to send.

X Reports: All reports accepted as written. Ms. Brady requested that a change be made to the emergency closing procedure requiring the Director to call a board member before closing. Some discussion ensued and the motion directing the Director, in any future weather emergency, to close the library when the Town closes without having to contact a library board member was made by Pam Brady; seconded by Margaret Buckley and motion carried.

XI Items for Board Discussion:
a. Report on New Trustee Workshop – no trustees attended.
b. Board Committees – those committees commented on:
2. Friends – Meeting was held on 2/16/99. Book sale dates are 3/3-3/6. Annual meeting for Friends will be 5/12/99
6. Trustees Council – Ms. Buckley gave summary of meeting to the Board. She urged the Board members to attend the children’s symposium that is being held 3/13
7. Budget/Finance – Ms. Brady stated that she has spoken with Trustee Gould and that a schedule for the 2000 budget committee meetings is being drawn up. She also stated that the budget committee nominated her as chairperson of the group.
9. Technology – Ms. Swanton reported that the rest of the computers needed for the upgrades have been ordered.

Sincerely,

Sandra Kilbury
Recording Secretary