SWAN LIBRARY TRUSTEES
MEETING OF DECEMBER 9, 2009
Present: Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Linda Krantz-Smith, Judy Christopher, Dona Scharping, Mary Anne Braunbach, Colleen McKenna, Carole Patterson, Library Director Susan Rudnicky
Excused: Mariadele Theodorakos, Terry-Lynn Corrigan
Guests: Roger LaMont, Ann Shepherd, Susie Gaylard
President Kevin Doherty opened the regular meeting of the Board of Trustees of the Swan Library at 7pm.
Motion to accept the agenda was made by Lynne, seconded by Dona. Approved
LOGO DESIGN
Ann Shepherd of Ivy Partners presented a report to the board on how the Public Relations/Marketing Committee of the New Building Committee came to the recommendation for the new Swan Library Logo and color. After review of the information and discussion: a vote between the three designs was conducted, with 8 board members present, 5 selected the ½ pillar design, 3 chose the door design, no one chose the full pillar design. Motion to use the ½ pillar design for the new Swan Library Logo was made by Dona, seconded by Carole. Approved Yes-7 No-2
The choices for the color(s) of the new logo will be emailed to each board member for their review and they have been requested to email their vote back to Ann.
OTHER NEW BUILDING PROJECT ITEMS
Motion to authorize the President of the Board of Trustees to execute an agreement with Shell Associates for valuation of probable new building for purposes of title insurance, at a cost not to exceed $1,000 to be paid from the MSSB Building Fund was made by Dona, seconded by Mary Anne. Approved Yes-9 No-0
Motion to authorize the President of the Board of Trustees to execute an agreement with Stuart Brown, a division of LaBella, for preparation of the preliminary application for USDA Community Facilities funding and other related work, not to exceed $2,500 from the MSSB Building Fund was made by Dona, seconded by Colleen. Approved Yes-9 No-0
Motion to authorize the President of the Board of Trustees to execute the necessary documents to provide reasonable liability insurance on the construction-ready parcel immediately upon closing, as recommended by Albion Agencies, in an amount not to exceed $250 annually, and further authorize that the amount for coverage of the building site be paid from the Building Fund account upon receipt of the invoice for the same, was made by Pat, seconded by Mary Anne. Approved Yes-9 No-0
Motion to authorize the Administrative Assistant to draw, and designated officers to sign a check from the MSSB Permanent Improvement Fund for the real estate closing, as calculated by the Attorney, in an amount not to exceed $105,000, which extends the prior authorizations by $5,000 due to the refund to the Pilons of the pre-paid real estate taxes was made by Judy, seconded by Lynne. Approved Yes-9 No-0
MINUTES
Motion to approve the November 11, 2009 minutes of the Board of Trustees was made by Mary Anne, seconded by Linda. Approved Yes-9 No-0
Motion to approve the special meeting minutes of November 16, 2009 was made by Carole, seconded by Coleen. Approved Yes-9 No-0
TREASURER’S REPORT
Motion to accept the November 2009 Treasurer’s Report as presented was made by Mary Anne, seconded by Linda. Unanimously approved.
DIRECTOR’S REPORT: attached to packet
COMMITTEE REPORTS
Finance Committee
Motion to authorize the Administrative Assistant to draw, and designated officers to sign, a check for $40,000 from the Operating Fund of MSSB for payment of regular bills was made by Lynne, seconded by Dona. Unanimously approved.
Motion to authorize the Administrative Assistant to draw, and designated officers to sign, a check for Woods, Oviatt LLP for $2,635 from the Building Fund at MSSB for payment of invoice #182089 was made by Lynne, seconded by Carole. Unanimously approved.
Motion to authorize the Administrative Assistant to draw, and designated officers to sign, a check for Ivy Partners for $2,718.30 from the Building Fund at MSSB for payment of invoice #359 was made by Lynne, seconded by Colleen. Unanimously approved.
Motion to authorize the President to execute a Document Management Agreement for the non-residual straight lease and service of a Sharp MX-2600N Color Copier at the rate of $176.34/mo for a term of 60 months allowing 500 black and white copies per month; with impression charges thereafter of one cent per black and white copy and six cents per color copy, to be paid from the Equipment line item, ComDoc sub-account, was made by Judy, seconded by Lynne. Unanimously approved.
Motion to authorize the Administrative Assistant to include the payment for vacation time earned but unused in 2009 by hourly employees in the final paycheck of 2009 rather than the first paycheck of 2010 was made by Pat, seconded by Mary Anne. Approved with a recommendation that this practice be referred to the Personnel Committee for review.
Building and Grounds:
Semi-Annual cleaning of the library is not needed at this time because it was cleaned when then the new carpeting was laid last month.
Susan reported that the winter weather barrier to block the use of the north side exterior stairs should be up soon.
There will be some plaster and painting repair in the main stairwell, and Susan reported that there are also cracks above most doors.
There is a need for a lockset replacement on the front door, which should not cost more than $350 and will be paid for from the Maintenance line item.
Personnel:
With the ever increasing costs of health coverage for our employees rising, the committee has been working with the health insurance broker to select a cost effective and beneficial insurance program for our eligible employees.
Motion to authorize the transfer of health insurance for covered employees from the existing MVP plan to a High Deductible Health Plan, EPO Preferred-NEHD078, with vision rider; effective January 1, 2010; consistent with past practice both the cash contribution and the insurance component will be shared 80% Swan Library and 20% employee payroll deduction, was made by Lynne, seconded by Mary Anne. Unanimously approved.
Motion to authorize the President to execute the necessary forms to set up four Health Savings Accounts through the Bank of Castile, with minimal administrative cost to be paid by the Library; including a minimal initial deposit for each account, was made by Lynne, seconded by Dona. Unanimously approved.
Planning: Lynne and Susan met and have no report at this time
Local History: Susan reported that the cataloging is being worked on by the VISTA employee.
By-Laws: The Election by-laws will be reviewed next
Nominations/Elections: No report
CAPITAL CAMPAIGN:
The trustees asked the Library Director to canvas other Campaign organizations. Libby Post, who apparently makes some presentations at the Library conventions, only takes on library work where public referendums are being sought, and Barrows, in Cortland, works for approx. $4,000 per month plus travel. The decision to move forward with IVY Partners is the knowledge of their successful campaign with the local Cooperative Extension and strong requests from the agreeable working relationship developed by the campaign directors.
Motion to contract with IVY Partners for Campaign Services, per their outline of November 9, 2009, at a monthly cost of $3,250 plus $800 per month for continuation of the Campaign Coordinator services, totaling $4,050 plus consumables and mileage calculated from their Victor mailing address, to be paid monthly from the MSSB Building Fund following specific Trustee authorization, was made by Linda, seconded by Dona. Approved Yes-8 No-0 (one trustee left meeting prior to this vote)
Adjournment: Motion to adjourn at 9:12pm was made by Pat, seconded by Mary Anne. Unanimously approved.
Respectfully submitted,
Lynne Philipps
Secretary