SWAN LIBRARY TRUSTEES
MEETING OF MARCH 10, 2010

 Present:  Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Linda Krantz-Smith, Colleen McKenna, Dona Scharping, Mary Anne Braunbach,
Carole Patterson, Library Director Susan Rudnicky
Excused: Terry-Lynn Corrigan, Mariadele Theodorakos, Judy Christopher
Guests:   Michelle Watt, Jan Southcott, Cindy VanLieshout, Jon Peglow, Roger Lamont,
               Ingrid LaMont, Susie Gaylard
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President Kevin Doherty opened the meeting at 7:00pm.  Motion to accept the proposed agenda was made by Carole, seconded by Colleen.    Approved

Correspondence folder is being circulated. 

PUBLIC FORUM:   Cindy VanLieshout and Jon Peglow addressed the board asking if there was any possibility that there could be an Agricultural Exemption on the Assessments for the Library Tax Levy.  Such exemptions are given for school taxes.  They felt that the farmer was paying a disproportionately higher tax for the library than others in the community. 

BUILDING PROJECT
            King & King contract is still under review at Attorneys. 

            Building Committee met with King & King and the initial layout was 18,000sq.ft.  The team will return on Tuesday with a reduced floor plan.  It was also recommended that the project be bid out in two parts; one for the site work and one for the general construction.  It was also recommended that Donna Wolcott be included in the Building Committee.

            Public Relation/Marketing Committee has completed its assignment.  There was a continued concern over the color of the logo.  Mary Anne asked if there was anyone who couldn’t “live with” the colonial blue vs. teal.  Carole, Lynne, Colleen, Kevin, Dona and Linda were fine with the blue, Pat was not in approval and Mary Anne did not vote any way. 

            Campaign Committee has been meeting twice a month.  They are developing the campaign brochure and pledge cards.  Concern over the approval for expenditures was raised by Pat.  The Campaign committee was approved $5,000 in October 2009 for the use of the Campaign Committee.  The patron newsletter was printed and mailed from these funds.  Kevin and Roger will discuss a reporting/approval mechanism so the board can be assured of purchases over $1000 are being quoted out.
            Motion to transfer $5,000 from the Smith Barney Morgan Stanley Building Fund to the existing Capital Campaign Checking account at First Niagara for needed purchases for the capital campaign was made by Mary Anne, seconded by Dona.  Approved   Yes-8  No-0

MINUTES:  Motion to approve the Special Meeting minutes of February 6, 2010 and the regular meeting minutes of February 10, 2010 was made by Colleen, seconded by Dona.  Unanimously approved.

DIRECTOR’S REPORT:  Included in board packet.  In addition, Susan asked we consider contracting to have the library spring cleaning completed.  Prices from Fresh’n Clean Janitorial Service and Tri-County Cleaning Service were presented.  The board asked that Susan contact ARC for their estimate and present at the April meeting.
            Susan also handed out an additional copy of the Volunteer hour summary for 2009.

TREASURER’S REPORT   Motion to approve the February 2010 Treasurer’s Report as presented was made by Lynne, seconded by Linda.  Unanimously approved.

COMMITTEE REPORTS

Finance Committee
Motion to authorize the Administrative Assistant to draw, and designated officers to sign, a check for $60,000 from the Operating Fund of MSSB for payment of regular bills was made by Lynne, seconded by Colleen.  Unanimously approved.
            Motion to authorize the Administrative Assistant to draw, and designated officers to sign, a check for Ivy Partners for $4,172.00 from the Building Fund at MSSB for payment of invoice #371 was made by Lynne, seconded by Mary Anne.  Unanimously approved
            Motion to authorize the payment of $495.00 for invoice 187683 to Woods, Oviatt for payment of services from the Building Fund, was made by Lynne, seconded by Colleen.  Unanimously approved.
            Motion to authorize payment of $150 from the MSSB Building Fund to Christ Episcopal Church for the past and continuing use of the Parish Hall for all of the Building Committees’ Meetings was made by Linda, seconded by Dona.  Unanimously approved. 

            Audit Management Letter was received from Patty Hayles with a suggestion that we account for fixed assets and reconcile all accounts through Quick Books. 

Building and Grounds
            Plastering and Painting of the walls by Tony Pappalia is in process.  Motion to approve an additional $450 for painting the doors and woodwork, which was not previously anticipated, was made by Pat, seconded by Carole.  Unanimously approved. 

Personnel  
            Committee working on library director’s goals and objectives, establishing pay schedules, and editing job categories.  A recent snow day was called and the committee wanted to clarify the criteria for making these decisions.  The feeling is that the current policy was okay, however it was noted that a procedure to notify the public include adding a message to the phone answering machine remotely, and that it be noted on the website that individuals call the library prior to coming out in bad weather to assure we are open.

Planning
            Lynne recommended that all committees prepare their end of year reports for the Annual Meeting.  Review the Long Range Plan for target points.
            The committee has completed the review and recommended changes in the first section of the Policy Manual.  Copies will be available for review for our next meeting.

Local History:  no report

By-Laws:   Motion to present the Members by-law Article III: Meetings #6 removing the word present to the Association at the 2010 Annual Meeting was made by Dona, seconded by Pat.  Approved  Yes-8  No-0

Article III: Meetings
6.         A vacancy among the elected trustees shall be filled until the next annual meeting by the trustees at a regular trustees’ meeting and a majority vote of the remaining trustees present shall be necessary to such election.  The balance of the unexpired term, if any, shall be filled by the members at the next annual meeting.  [Members by-law]   (Revised and approved by board 5/24/07, by association 5/7/07)

Nominations/Elections:  Ad for persons interested in running for trustee was put in Pennysaver.  Nomination sheets are available at front desk.

Friends of Swan Library:  Chairs are still needed for auction at the Strawberry Festival.  The New England Author Tour has been cancelled.  If still interested, you may be able to hook up with another tour group.

OLD BUSINESS
Moving articles:  Susan, Bill, Dele and Donna Wolcott will be asked to make a list of items that will be moved to the new library building (photos/tables/clocks etc.)

The Albion School District has received our resolution letter for the 2010-11 budget vote.

The taxable status of the new lot for the library has been changed to “exempt” and the 5 parcels have been consolidated into 1 tax map number.

NEW BUSINESS
Motion to approve the 2009 New York State Annual Report to be sent to Albany was made by Lynne, seconded by Mary Anne.  Unanimously approved.

Motion to authorize Kevin to investigate with the school and Office of Real Property anything concerning the possible Agricultural Exemption for the April meeting was made by Mary Anne, seconded by Dona.  Unanimously approved.

ADJOURNMENT:  Motion to adjourn at 9:02pm was made by Pat, seconded by Mary Anne.  Unanimously approved.

Respectfully submitted,

Lynne Philipps, Secretary