Minutes, Gates Public Library
Board of Trustees, MAY 16, 2007

Present:  Bob Renehan, President; Neelima Gokhale, Vice President; Peter Derry; Amy Gardner; Paula LaManna; Julia Rivoli; Linda Tribotte; Ralph Esposito, Supervisor; Donna Peasley, Interim Director

I           Meeting was called to order at 7:02 p.m. by President Renehan

II          Agenda Changes: None required

III        Visitors’ Comments:  None

IV        Supervisor’s Comments:  Supervisor Esposito noted Ms. Peasley's attendance at the Town's Department Head meeting, which meets once a month.

V         Correspondence:  Ms. Peasley made correspondence available for Board perusal.

VI        Approval of Minutes:  A motion to approve the April 18, 2007 minutes was made by Julia Rivoli, seconded by Linda Tribotte and motion carried unanimously.

VII       Approval of Personnel Report:  A motion to approve the personnel report was made by Linda Tribotte, seconded by Amy Gardner 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 Neelima Gokhale, seconded by Peter Derry and motion carried unanimously.
            b. Approval of Transfers: Ms. Peasley presented a request to transfer money into the audiovisual supplies account.  A motion to approve the transfer of $1000 from L00-7410-1000 (Library Wages) to L-7418-4300 (Media Supplies) was made by Paula LaManna, seconded by Neelima Gokhale and motion carried unanimously.
            c. Approval of Bills to be Paid:  A motion to approve claims #78-101, accounts payable claims #20738-43, #20760-64, including payrolls 9 and 10 for a total of $101,832.08 was made by Julia Rivoli, seconded by Amy Gardner and motion carried unanimously.

IX        Items Requiring Board Action:
            a. Equipment to be declared salvage:  A motion to approve for salvage the items listed was made by Julia Rivoli, seconded by Neelima Gokhale and motion carried unanimously.
            b. VHS/DVD fine forgiveness proposal:  Ms. Peasley presented a proposal to reduce a patron's fine to 25¢ from $2.00 if they bring in a can of food to be donated to a local food cupboard.  After much discussion a motion was made by Julia Rivoli, seconded by Linda Tribotte to allow each $2 fine be reduced to 25¢ on videos and DVDs as long as patron brings in a food donation for each fine reduced. This will take place during the month of June and patron can only have fine reduced at the library and on Gates fines only.
            c. Director III and Clerk hiring:  In regards to the Director III position, Ms. Peasley stated that only 2 candidates out of 9 requested to be interviewed for the director position.  A civil service list is valid if you have 3 or more candidates interested in a position.  Board decided that they will interview the two interested candidates.  In regards to the Clerk hiring, Ms. Peasley requested that the library hire a previous clerk who is on the preferred civil service list, Kathleen Sochia.  She would be doing the work duties of a clerk who retires on 5/30.  After some discussion, a motion to rehire Kathleen Sochia as Library Clerk, part time was made by Julia Rivoli, seconded by Peter Derry and motion carried unanimously.

X          Reports:  All reports accepted as written.  Ms. Peasley informed the Board that the photography company, Alex Pillar Photography, will be doing portraits of past directors, Susan Swanton and Judy MacKnight, for no charge.

XI        Items for Board Discussion:
            a. Board Committees:  Those committees commented on –
                        2.  Friends:  The annual meeting was held on May 9th.  Awards were given for the first annual poetry contest.  A toy chest was purchased by the Library Board in memory of past Friends board president, Paul Harvey.
                        3.  Grants:  Ms. Gokhale stated that she spoke with Jean O'Connell, the Town's grant consultant, and she will be in touch with Ms. Peasley regarding home schooling grants.
                        4.  Long Range Plan:  Mr. Derry has some graphs that he has done.  Committee will meet to review information.
                        6.  Budget:  Board requested that 3 drafts be prepared.  Group will set meeting dates.
                        7.  Personnel:  Union negotiations will be starting shortly.
                        9.  Building Planning: Meeting dates will be set to resume planning.
            b. Board Goals:  Available at the June meeting.

At 8:12 p.m. a motion to go into executive session to discuss personnel issues was made by Julia Rivoli, seconded by Neelima Gokhale and motion carried unanimously.  Having no further business to discuss a motion to adjourn the meeting was made by Julia Rivoli, seconded by Linda Tribotte and motion carried unanimously.  Meeting adjourned at 8:45 p.m.

Respectfully submitted,

Sandra Kilbury
Recording Secretary