SWAN LIBRARY TRUSTEES
MEETING OF AUGUST 15, 2007
Present: Trustees Kevin Doherty, Terry-Lynn Corrigan, Margaret Golden, Pat Cammaratta,
Judy Christopher, Dele Theodorakos, Julie Miller, Lynne Philipps, Mitzy Peglow,
Dona Scharping, Library Director Susan Rudnicky
Excused: Fran Lissow
Guests: Ted Scharping, Gary Kent, Larry Gaylard, Thom Jennings, Janet Southcott,
Connie Mikels, Nicole Coleman, Susie Gaylard, Laura Groth, Bob Golden
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President Kevin Doherty called the meeting of the Board of Trustees of the Swan Library to order at 7:00pm.
PUBLIC FORUM
Ted Scharping updated the Board on the status of the Dales Building.
Don Berkle, Director of the Batavia Business Improvement Committee spoke to the value of restoring the current buildings in the Albion downtown district.
Susan read a letter from the staff to the Board urging the Board to consider the Dales property for a new library location. Susan also read a vision statement from herself regarding the needs of the community for a new building.
AGENDA
Motion was made by Julie and seconded by Dele to adopt the agenda as presented. Approved unanimously.
MINUTES
Motion to accept the June 13th meeting minutes was made by Lynne, seconded by Terry-Lynn. Approved Yes-10 No-0
Motion to accept the July 11th meeting minutes with the correction that Kevin was to send out RFP’s for legal counsel, was made by Dona, seconded by Pat. Approved Yes-10 No-0
DIRECTORS REPORT
Julie asked about the New York State Library Association Conference and sharing expenses for attending. Susan will confirm plans and report to the Board.
Kevin reported that he was able to attend the Village of Albion Board meeting and updated them on the library Board’s activities.
TREASURER REPORT
Motion to accept the June 2007 Treasurer’s Report was made by Lynne, seconded by Julie. Approved Yes-10 No-0
Motion to accept the July 2007 Treasurer’s Report was made by Lynne, seconded by Julie. Approved Yes-10 No-0
Internal Audit Review was completed by Fran for July. She is not present to present her findings.
Internal Audit Review for August was to be completed by Dele. She was not able to complete the audit.
COMMITTEE REPORTS
Finance Committee
Motion to authorize the withdrawal of up to $40,000 from the Smith Barney operating Reserve and place into the checking account to cover bills, as needed, through the end of September was made by Lynne, seconded by Pat. Approved Yes-10 No-0
Kevin reported that there were 2 transfers in August of mature CD from HSBC to Smith Barney Building Fund. $100,000 of this was Dunkel money.
Kevin also reported that the committee is reviewing the existing passbook and CD accounts for consolidation into Smith Barney, and consideration of passbook savings into separate or consolidated CD(s).
Proposed Budget 2008 is attached to the minutes. Kevin reported that the budget assumes the elimination of the town contributions as income, maintains the Village of Albion’s contribution, and assumes a 3% increase in payroll. Motion to accept the prepared 2008 proposed budget was made by Lynne, seconded by Margaret. Approved Yes-10 No-0
Building and Grounds
Front door: Motion to approve the estimate for repair of the leaded glass door panel, side panel and the replacement of a panel for the front door for $2,125 from Inlight Art Glass of Buffalo was made by Lynne and seconded by Dona. Approved Yes-10 No-0
Trim painting: Motion to authorize up to $12,500 to paint the trim on the building, with the possibility of the work being completed this fall was made by Lynne, seconded by Judy. Approved Yes-10 No-0
Back porch and pillars: Motion to explore the use of community service help to paint the back porch and front pillars this fall was made by Lynne, seconded by Judy. Approved. Yes-10 No-0
Personnel Committee: Committee did meet, there is no report
Planning Committee: Lynne reported that the committee met on August 7th. In order to establish a funding plan for the library, it was suggested that we contact Ivy Partners for input. This group was used by the Cooperative Extension for their capital campaign.
This meeting will be held on August 30th at 7pm at the Library.
Local History Committee: No report
By-Laws: No report
OLD BUSINESS:
Wi-Fi progress: No report
Friends of the Library: Mary Anne Braunbach is the president of the Friends of the Library. Their regular meetings have been established as the 1st Wednesday of each month at 7pm at the Library. The establishing of their 501c3 status is pending application.
Legal Counsel for real estate needs: Kevin contacted 3 different practice managers with only one responding to his inquiry. Motion to execute the retainer agreement with Woods, Oviatt & Gilman was made by Pat, seconded by Margaret. Approved Yes-10 No-0
NEW BUSINESS
Newberry Study:
Motion made by Judy to have a feasibility study completed on the Newberry building by John Bero for the cost of $11,000 to determine the viability of the building to meet the requirements set forth in the Panz report to use the building as a state of the art library, due by October 15, 2007. Seconded by Mitzy.
Motion to table the motion to the regular meeting was made by Margaret, seconded by Terry-Lynn: Denied Yes-4 (Margaret, Julie, Terry-Lynn, Pat) No-6 (Kevin, Lynne, Dele, Judy, Mitzie, Dona)
Motion to table the motion for a vote to after the survey has been presented on August 30th was made by Julie, seconded by Pat. Denied Yes-4 (Margaret, Julie, Terry-Lynn, Pat) No-6 (Kevin, Lynne, Dele, Judy, Mitzy, Dona)
Motion to have a feasibility study completed on the Newberry building by John Bero for the cost of $11,000 to determine the viability of the building to meet the requirements set forth in the Panz report to use the building as a state of the art library, due by October 15, 2007 was made by Judy, Seconded by Mitzy. Denied Yes-5 (Lynne, Mitzy, Dona, Dele, Judy) No-5 (Margaret, Julie, Terry-Lynn, Pat, Kevin)
ADJOURNMENT: Motion to close the meeting at 10:24pm was made by Dona, Seconded by Pat. Uanimously approved.
Respectfully submitted,
Lynne Philipps, Secretary