SWAN LIBRARY TRUSTEES
MEETING OF JANUARY 12, 2011
Present: Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Mariadele Theodorakos, Carole Patterson, Linda Smith, Colleen McKenna, Mary Anne Braunbach, Dona Scharping (late), Library Director Susan Rudnicky
Absent: Judy Christopher, Pat West
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President Kevin Doherty opened the meeting at 6:30pm. Motion to approve the agenda as presented was made by Lynne, seconded by Linda. Approved.
ITEMS RELATED TO BUILDING PROJECT
Building Committee to have a web conference with King and King on January 26th at 6pm where the bids will be opened and compared. From here the committee will review all criteria and make a recommendation to the board.
Campaign Committee is over 60% of its goal and is preparing to meet with individuals for the general campaign. Lynne shared with the board the current lead donor roster and naming opportunities. A preliminary group is being developed and the selection of a Chairperson will be determined.
Finance Committee is actively meeting with Farm Credit and they are now waiting for the definite bid information.
Motion to authorize the Administrative Assistant to draw, and designated officers to sign from the MSSB Building Fund :
A check to IVY Partners for invoice 416 for $4172 for regular services and mileage
A check to Woods Oviatt for invoice 211865 for $950
A check to King and King for invoice 18631 for $589.62 for reimbursement at cost for printing and distributing Plans
A check for King and King for invoice 18632 for $4,560 per contract at 70% of benchmark
A check for SJB Rochester for invoice ROCH9402 for $3,174.20 for test borings and the geotechnical report.
A check for the Village of Albion for $1,120.75 to reimburse them for services of Metzger Engineering to the Planning Board.
Motion made by Mary Anne, seconded by Linda. Approved Yes-9 No-0
Motion to confirm by resolution in this open meeting, the December 20, 2010 payment of $6,150 by check number 1045 from the MSSB Building Fund to the Village of Albion for the application fee for Codes Review of the final plans for the new building, pursuant to an e-poll of Trustees in which the following members voted in the affirmative: Braunbach, Cammarata, Doherty, McKenna, Scharping, Smith, Theodorakos, was made by Lynne, seconded by Linda. Approved Yes-9 No-0
Motion to clarify that equities received in payment of pledge to the capital campaign shall not be liquidated to pay any “non-construction” costs was made by Mary Anne, seconded by Dona. Approved Yes-9 No-0
ANNOUNCEMENT: Kevin reported that NIOGA is seeking nominations for one trustee at- large. If anyone knows of anyone interested, please let Kevin know by March 1st.
MINUTES: Motion to approve the December 2010 minutes as submitted was made by Mary Anne, seconded by Dona. Approved Yes-9 No-0
TREASURER’S REPORT: Motion to accept the Treasurer’s Report as submitted was made by Linda, seconded by Dona. Approved Yes-9 No-0
DIRECTOR’S REPORT: in addition to the written report:
Employee Dress Code was distributed for review. Referred back to Personnel for editing.
Susan reported that more sub’s are needed. It was suggested that she place a small ad.
COMMITTEE REPORTS
Finance Committee
Motion to authorize the Administrative Assistant to draw, and designated officers to sign from the MSSB Operating Fund, $60,000 for payment of regular bills was made by Linda, seconded by Pat. Approved Yes-9 No-0
Motion to adopt the 2011-12 Operating Budget in the amount of $620,448 and to authorize the president to draft and forward to the Albion Central School District the letter, per recent practice, requesting a tax levy, proposition in the amount of $602,917, to be voted on coincident with the school budget on May 17, 2011, was made by Lynne, seconded by Linda. Approved Yes-9 No-0
Building and Grounds: (Mary Anne, Dona and Carole)
Time for Spring Cleaning. ARC will be contacted.
Personnel: (Dele, Mary Anne and Pat C)
The committee reviewed current staffing and recommended 9 revised descriptions be approved. Yes-9 No-0
The committee recommended that Jeanine Lowe be approved a change in title to Library Assistant II and increase her hourly wage from $9.88 to $10.38, retroactive to January 1, 2011. Approved Yes-9 No-0
Local History: (Dele, Pat W, Carole)
The Building Re-use subcommittee presented a flow chart from the Lake Plains Resource Conservation and Development Council on the strategy to turn the Swan Library into a museum of Orleans County History.
Planning/Risk Management: (Lynne, Linda, Pat W)
Review of the Board Self Assessment showed a need for greater communication between committees and full board and a better format for board member orientation. The next evaluation will be conducted in October. The same format will be used so we can make an equal comparative review. It was also suggested by Dele that we place a copy of the blank review questionnaire in the information for perspective board members so they will see what is expected of them, should they want to run for a board position.
The committee also met with Charity for a report on her visit to the Richmond Library. This project is also important to the Personnel Committee therefore a joint meeting of these two committees should be planned.
By-Laws: no report
Susan reminded that the board needs new copies of the updated By-Laws
Nominations/Elections:
Secretary informed the Nominations Committee that two seats would be available for the May 2011 elections. Judy Christopher and Dele Theodorakos are both finishing their first terms.
OTHER REPORTS:
Friends of Swan Library: Will be holding a jewelry sale Feb. 4-5
Shared Programming: No report
NEXT MEETING: February 9, 2011 at 6:30pm at the Library
ADJOURNMENT: Motion to adjourn the meeting at 8:41pm was made by Carole, seconded by Dona. Unanimously approved.
Respectfully submitted,
Lynne Philipps, Secretary