SWAN LIBRARY TRUSTEES
MEETING OF FEBRUARY 13, 2008
Present: Trustees Kevin Doherty, Julie Miller, Lynne Philipps, Margaret Golden, Mariadele Theodorakos, Fran Lissow, Library Director Susan Rudnicky
Excused: Terry-Lynn Corrigan, Pat Cammarata, Judy Christopher, Mitzy Peglow, Dona Scharping,
Guests: Bob Golden, Carole Patterson, Mary Ann Braunbach, Nicole Coleman
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President Kevin Doherty called the meeting of the Board of Trustees of the Swan Library to order at 7:11pm. Motion to accept the agenda as presented was made by Fran, seconded by Julie. Approved.
Kevin offered the floor to guests for comment.
Correspondence folder was circulated.
MINUTES: from the January 9th and January 22nd Special Meeting were tabled to the March regular board meeting for approval.
DIRECTOR’S REPORT: Included in board packet. In addition Susan reported that she has sent a letter to Carlton for payment of last year’s funding in the amount of $1030.00
Telephone System- Motion to authorize the installation of a new telephone system for a cost of $2920.00 from line item 6530-Equipment Purchase was made by Margaret, seconded by Dele. Approved Yes-6 No-0
TREASURER’S REPORT: The February 2008 Treasurer’s Report was tabled to the March
regular meeting for approval.
COMMITTEE REPORTS
Finance Committee: Motion to approve a $3,000 draft from the Smith Barney building fund to Ivy Partners for consulting services was made by Lynne, seconded by Dele. Approved Yes-6 No-0
Motion to approve a $1500 draft directly from the Smith Barney Building Fund to pay Shell Associates for the appraisal on the Dale’s building was made by Lynne, seconded by Margaret. Approved Yes-6 No-0
Motion to transfer $40,000 from the Operating Reserve to the checking account for regular bills through March 2008 was made by Lynne, seconded by Julie. Approved Yes-6 No-0
Building and Grounds: There was a water line break on Feb. 12th and repairs need to be made. The insurance will cover the expenses, however, until the reimbursement is made to us a Motion to authorize up to $7,000 to cover expenses incurred from the flooding from the operating reserve, to be reimbursed by the insurance coverage was made by Margaret, seconded by Julie. Approved Yes-6 No-0
Personnel: Report that the evaluation process for the director has been changed and will include a mid-year evaluation to review progress in meeting established goals by the director. The review of the Personnel Manual is still ongoing.
Planning: Lynne reported that the committee met and is reviewing and re-designing the 5 year plan. A mission statement and vision had been re-written and circulated to the board via. E-mail and presented to staff for comment.
Steering Committee met with Ivy Partners. Members of committee are: Carole Patterson, Ruth Drew, Dick Remley, Alan Worgo, Mike McFarland, Donna Wolcott.
Local History: Susan reported that the committee has met and feel they have gone as far as they can go with identifying uses for the Swan building. They are going to continue to meet to make recommendations to Susan for titles to purchase. They are also exploring adding a genealogy page to the website for the library.
By-Laws: Kevin has asked the board to review the following by-law revision for discussion and adoption at the March regular meeting.
Article III
2. Special meetings shall be held at the call of the President or any three trustees.
(If we define “sitting Trustees,” we are preparing for an instance when there may have been mid-term retirements.)
Elections and Annual Meeting: A February 13th draft of the proposed Swan Library Election Protocol was distributed for review by the board for discussion and finalizing at the March regular meeting.
Friends of the Library: Mary Ann Braunbach reported that the 501c3 process is continuing and there is a Blue Jay’s trip being planned by the group.
Old Business: Pat reported that the Webster Library Tour is scheduled for Feb. 23rd at 11am.
New Business: Kevin gave an update on Mr. Pinson’s presentation to the School Board in response to a news article regarding the library moving to space on the school grounds.
Kevin also reported that the board has been asked to consider moving the regular meeting date to a day other than the 2nd Wednesday of the month so as not to conflict with other town and village board meetings.
EXECUTIVE SESSION was called at 7:56pm by Fran, seconded by Dele for the purpose of discussing the negotiation of a possible real estate transaction. Approved Yes-6 No-0
OPEN SESSION: At 8:37pm Fran moved to return to open session, seconded by Margaret. Approved Yes-6 No-0
Motion to thank the staff for their work in cleaning up the mess from the flood with a cookie tray was made by Fran, seconded by Dele. Approved unanimously.
Adjournment: Motion to adjourn the meeting at 8:40 was made by Lynne, seconded by Fran. Unanimously approved.
Respectfully submitted,
Lynne Philipps, Secretary