SWAN LIBRARY TRUSTEES
MEETING OF JUNE 13, 2007
Present: Trustees Kevin Doherty, Terry-Lynn Corrigan, Julie Miller, Lynne Philipps,
Margaret Golden, Mariadele Theodorakos, Pat Cammarata, Judy Christopher,
Fran Lissow, Mitzy Peglow, Dona Scharping, Library Director Susan Rudnicky
Guests: Mary Ann Braunbach, Susie Gaylard, Bob Golden
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President Kevin Doherty called the meeting of the Board of Trustees of the Swan Library to order at 7:05pm. The guests were welcomed and offered the floor for any comments they wished to make.
AGENDA was reviewed and a Motion to adopt the agenda with additions as noted was made by Fran, seconded by Judy. Approved Yes-11 No-0
MINUTES
Motion to accept the May 9th meeting minutes with correction of the vote for the gift certificate was made by Pat, seconded by Terry-Lynn. Approved Yes-11 No-0
Motion to accept the May 15th special meeting minutes with Universal Consulting was made by Fran, seconded by Julie. Approved Yes-11 No-0
CORRESPONDENCE: All correspondence to and from the board is passed around to members during the meeting.
TREASURER’S REPORT
Motion to accept the May 2007 Treasurer’s Report was made by Pat, seconded by Dona. Approved Yes-11 No-0
Internal Audit Review was conducted by Kevin without any concerns. Fran will conduct the July review and Dele will conduct the August review.
Point of clarification: The $11,000 from the fund account balance sheet indicates the CD that had come to maturity and it was transferred to a new Endowment Account with Smith Barney.
DIRECTOR’S REPORT
Action Items:
DVD Cabinet is purchased, placed and in use.
Information on the return of the surveys from Mendon and Fairport Libraries was reviewed with the Board by Susan.
Susan has drafted a letter to send to the beneficiary of the Dunkle home asking for her recommendation for naming a room after Mr. Dunkle.
Sidewalk repair costs are still not tabulated. Susan to have this completed by the next Board meeting.
Painting of building to be referred to Building Committee for research and review.
County Legislature presentation was this afternoon. Kevin spoke on behalf of the Orleans County libraries. It was suggested that the libraries address the county legislature in the spring, prior to their finalizing the county budget.
Finance Committee
Motion to approve the transfer of $40,000 from Swan Library Operating Reserve at Smith Barney to the checking account to cover the May bills was made by Lynne, seconded by Terry-Lynn. Approved Yes-11 No-0
Motion to transfer $60,000 from the Smith Barney Operating Reserve to the checking account to cover bills through the middle of July was made by Lynne, seconded by Terry-Lynn. Approved Yes-11 No-0
Motion to change outdated information by adding Treasurer Fran Lissow, and Administrative Assistant Susie Gaylard to the authorization list at American Funds for access to the retirement fund files was made by Margaret, seconded by Dona. Approved Yes-11 No-0
Discussion concerning the Community/Municipal Funding to the library led to a recommendation to the Finance Committee to review the current funding levels and review its equitability. An investigation into the possible splitting out of the capital fund and the overall operating budget for voter approval is to be reviewed by the Finance Committee for recommendation to the Board.
Web Page: The Swan Library is currently developing a web site. To move the project along more efficiently, it is the mind of the Board to support giving Laurie a block of time to devote to the web site development.
Building and Grounds:
Masonry wall by the Children’s Library entrance is completed. The next project will be to revamp the back porch, and paint the building. It was recommended to Susan that the design for the back porch be drawn up and presented to the Historical Commission for a letter of appropriateness.
Service Area Survey:
Susan reported that 6,600 survey’s were copied and distributed via the Pennysaver. To date, approximately 450 have been returned. The deadline for the return is 6/24. Discussion concerning the tabulation of the surveys by staff occurred. Staff has been trained by Universal Consulting and is currently beginning the tabulation process.
Committee Assignments 2007-08:
Kevin distributed the following committee assignments for the 2007-08 year:
Finance: Fran and Mitzy
Buildings and Grounds: Judy
Personnel: Dele and Pat
Fund Raising: None at this time
Planning: Lynne, Dona, Julie
Local History: Margaret
By-Laws: Unassigned at this time
Elections: Julie, Terry-Lynn
Annual Meeting: Discussion occurred. Questions concerning changing the format for the elections occurred. Recommended that the Elections Committee review options and report back to the Board.
WI-FI: (Wireless Access) Susan requested by the Board to present her findings on demand, costs, grants, etc. to the Board at our July meeting.
NEW BUSINESS
Technology Plan: Susan distributed a draft copy of a Technology Plan that is required by NIOGA by July 1st. Each item was reviewed and discussed by the Board and changes will be made as indicated.
Motion to approve the Technology Plan, with recommended changes, was made by Lynne, seconded by Dona. Approved Yes-10 No-0 (one member had to leave)
Roberts Rules of Order: Kevin would like the Board to officially adopt Roberts Rules of Order for our Board meetings.
“The Place”: Kevin asked that Board members identify “the Place” the Library has or should have for our next meeting – a synopsis of each Board member’s vision of the library.
Dell Computers were purchased to replace both office computers (Susan’s and Susie’s), along with the work computer in the lab (Barb’s)as those are the oldest and starting to have problems.
NEXT MEETINGS
Meeting scheduled for June 26th at 7 pm in the Library with architects Barkstrom & LaCroix to discuss their feasibility study of the Dale’s building.
Regular Meetings will be held the second Wednesday of each month, except: the August meeting which will be held on August 15th, rather than August 8th.
Kevin asked that Susan and staff prepare information to the Board at our next meeting concerning the Friends of the Library.
Judy Christopher prepared a brief presentation on her vision for the library. She will copy her notes for the Board members.
Adjournment: Motion to adjourn the meeting at 9:45 pm was made by Dona, seconded by Margaret. Approved Yes-9 No-0 (Two members left early)
Respectfully submitted,
Lynne Philipps, Secretary