Minutes Gates Public Library Board of Trustees June 22, 1999

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

Absent: Kumar Maharaj; Don Gould

I Meeting was called to order at 7:06 pm by President Frosino.

II Agenda Changes: Add to item IX e. Action on retaining Saperston and Day as Attorneys for Board for union negotiations; f. Other action items

III Visitors’ Comments: none

IV Supervisor’s Comments: none

V Correspondence: President Frosino made correspondence available for Board perusal.

VI Approval of May 19, 1999 Minutes: Ms. Mundt requested statement to be included into minutes under X Reports: Supervisor Esposito did agree that the Town was not available to install the law library shelving at this time. A motion to approve the May 19, 1999 minutes with the above statement included, was made by Pam Brady; seconded by Margaret Buckley and motion carried unanimously.

VII Approval of Personnel Report: no action required

VIII Financial Review:
a. Approval of Financial/Public Year To Date Report: A motion to approve the financial/public year to date report, which shall be considered a part of these minutes, was made by Margaret Buckley; seconded by Pam Brady and motion carried unanimously.
b. Approval of Transfers: none requested
c. Approval of Bills to be Paid: A motion to approve claims #145-178, accounts payable claims #5756-5763, including payrolls # 11 and 12, for a total of $75,202.15 was made by Dorothy Mundt; seconded by Pam Brady and motion carried unanimously.

IX Items Requiring Board Action:
a. Action on Anticipated Board Vacancy: After some discussion, a motion to make Trustee Gould’s position vacant effective immediately and to begin the search for another trustee was made by Pam Brady; seconded by Margaret Buckley and motion carried unanimously. Director Swanton will place notice in Gates Chili News with response date for interest in position due by July 15, 1999.
b. Action on Law Library Shelving: Director Swanton presented report on the quotes obtained per Board request. The four quotes obtained were: 1. H-S Industrial Equipment ($1920); 2. J. Terrano Contracting and Installation ($3200); 3. Kernan Library Group ($3371) and 4. Maximum Space Systems ($4339). Ms. Swanton stated that John Lathrop, Director of Public Works, suggested that the Board approve quote #1 as they are the lowest bidder. Ms. Swanton noted that H-S Industrial Equipment did not meet the RFP requirements in regards to references, vendor qualifications or proof of insurance. Supervisor Esposito said that if H-S Industrial Equipment is approved, have approval be based on proof of the above listed items, especially insurance. If proof of insurance is not given, go to next qualified bidder. A motion to approve H-S Industrial Equipment to install law library shelving pending proof of insurance, with J. Terrano Contracting and Installation as second choice if insurance not provided by H-S Industrial Equipment, was made by Dorothy Mundt; seconded by Margaret Buckley with Tony Frosino and Pam Brady in favor and John Donovan voting not in favor. Motion carried 4 in favor; 1 against.
c. Action on Revised Rules of Conduct: Director Swanton presented draft of revised rules. After some discussion, a motion to approve the following changes/additions to the rules of conduct was made by Pam Brady; seconded by John Donovan and motion carried unanimously. Added to the rules of conduct: • displaying pictures inappropriate for viewing by children and inappropriate for a public library setting; • violent behavior; • tampering with library equipment. Changes in wording to the rules of conduct: “Continued violation of these rules will mean you will be barred from the library for a period of time.”
d. Action on Sunday/Holiday Book Drop Pay: A motion to approve the following addition to both our personnel policies was made by John Donovan; seconded by Dorothy Mundt and motion carried unanimously. The addition reads: Employees entrusted with a library master key who are willing to empty the library drive up window returns and the walkway return on days when the library is closed, if hourly, will be paid for a minimum of three hours. If salaried, the employee will receive three hours compensatory time.
f. Action on Saperston and Day as Board Union Negotiator: Ms. Swanton presented written report to the Board. After some discussion a motion to retain Saperston and Day, Attorney, as negotiator for the Board was made by Pam Brady; seconded by Margaret Buckley and motion carried unanimously.

X Reports: All reports noted as written, including a. Special Reports: 1. Media Days Gates Chili Middle School by Heidi Jung and 2. Live ‘n’ Learners by Heidi Jung.

XI Items for Board Discussion:
a. Board Committees – those commented on:
1. Town Board: Ms. Mundt and Ms. Swanton reported that meeting continued for an unusually long time because of many residents speaking in regards to the proposed development at Westgate Plaza.
2. Friends: Ms. Brady reported that the Friends met this month (next meeting in September) and are in the process of revising the Book Sale Agreement.
4. Long Range Plan: Quarterly update will be presented in July.
7. Budget/Finance: Mr. Donovan reported that Budget Committee has met and that the preliminary budget has been started and will be presented at the July board meeting.

XII Items of Information: Plus Use Rank presented to Board for their information.

Having no further business to discuss, a motion to adjourn the meeting was made by Pam Brady; seconded by Dorothy Mundt and motion carried unanimously. Meeting adjourned at 8:11 pm.

Respectfully submitted,

Sandra Kilbury
Senior Library Clerk