Minutes Gates Public Library Board of Trustees September 15, 1999

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

Absent: Tony Frosino, President

I Meeting was called to order at 7:12 pm by Margaret Buckley.

II Agenda Changes: Add to action items: IX b. Action on Revised Fine/Fees Schedule; IX c. Action on Board Vacancies

III Visitors’ Comments: none

IV Supervisor’s Comments: Mr. Esposito announced to the Board that he had just received resignation letters from two board members, Margaret Buckley and Kumar Maharaj. He stated that he appreciates and respects the hard work and commitment they have both made towards the library board. Mr. Esposito thanked them for what they have given to the community and the Board.

V Correspondence: Information was made available for Board perusal.

VI Approval of Minutes: A motion to approve the August 18, 1999 minutes was made by Dorothy Mundt; seconded by Kumar Maharaj and motion carried unanimously.

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

VIII a. Approval of Financial/Year to Date Report: Ms. Swanton reported that she spoke with William Doty regarding the specifics of the Exeter Fund and how the interest will be spent. Ms. Swanton informed the Board that she told Mr. Doty that she would oblige his requests. A motion was then made by John Donovan; seconded Gaye Poness to approve the financial/year to date report, which shall be considered a part of these minutes. Motion carried unanimously.
b. Approval of Transfers: A motion to approve the transfer of $6,000 from L-9010-8000 (Retirement) to L-7413-4390 (Contractual – Director) was made by Gaye Poness; seconded by Dorothy Mundt and motion carried unanimously.
c. Approval of Bills to be Paid: A motion to approve claims #262-301, accounts payable claims #5774-5782, including payrolls #17 and 18, for a total of $91,813.09 was made by Margaret Buckley; seconded by Dorothy Mundt and motion carried unanimously.

IX Items Requiring Board Action:
a. Action on Revised Book Sale Agreement: Before any action was taken, Mrs. Mundt asked Supervisor Esposito several questions that will be covered in XI a 2. After some discussion, a motion to approve the revised Book Sale Agreement was made by Gaye Poness; seconded by Margaret Buckley and motion carried unanimously.
b. Action on Revised Fines/Fees Schedule: Ms. Swanton presented requested changes to the Board. Some wording is being added and changed. A fee of $3.50 is requested for a missing pocket page and $2.00 for the video rewind tag. A motion to approve the changes as requested on the fines/fees schedule was made by Margaret Buckley; seconded by John Donovan and motion carried unanimously.
c. Action on Board Vacancies: As stated above, there are now two vacancies on the Board. John Donovan will be in charge of interviewing candidates. Ms. Swanton will get the publicity out to the public. The Board requested that Ms. Swanton state in publicity that a financial background is desired but not required.

X Reports: All reports accepted as written, including a. Special Reports: Young Adult Summer Reading Program 1999 by Heidi Jung.

XI Items for Board Discussion: Those commented on –
2. Friends: Mrs. Mundt asked Mr. Esposito, Supervisor, if the Town Hall meeting room would be more accessible to the Friends for their book sales once the new Town Court is finished and if there would be any rooms available for storage of book donations. Mr. Esposito stated that there should be no problem in booking the Town Hall meeting room for multiple dates once the new court is built. As far as rooms available for storage, he felt that was questionable as some office space made available by the new Court would be needed by departments already in the Town.
There was some discussion as to having a Friend member attend the board meeting each month. It was decided that a Friends member would be encouraged to attend the meetings whenever possible to bring information back to the Friends’ Board meetings.
5. Facilities: Ms. Swanton reported that the carpet is showing wear in certain areas. Norm Mundt, Town Maintenance, informed Ms. Swanton that there are some remnants of carpet that can be used to repair the carpet.
6. Trustees Council: Ms. Buckley reported on the Trustees Council meeting. Much discussion ensued regarding the upcoming plus use grant and hardship issues. Ms. Swanton is writing a letter to Dick Panz stating the Board’s requests for the Board president to sign.

XII Items of Information: Mr. Donovan informed Ms. Swanton of changes in his address.

Having no further business to discuss, a motion to adjourn the meeting was made by Kumar Maharaj; seconded by Margaret Buckley and motion carried unanimously. Meeting adjourned at 8:15 pm.

Respectfully submitted,

Sandra Kilbury
Senior Library Clerk