SWAN LIBRARY TRUSTEES
MEETING OF MARCH 12, 2008

Present:  Trustees Kevin Doherty, Lynne Philipps, Julie Miller, Pat Cammarata, Terry-Lynn Corrigan, Judy Christopher, Dona Scharping, Library Director Susan Rudnicky
Excused:  Mitzy Peglow, Margaret Golden, Fran Lissow, Dele Theodorakos
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President Kevin Doherty called the meeting to order at 7:05pm with a quorum.  The agenda was
reviewed and approved.

MINUTES:
      January 9th meeting minutes were corrected to mark Julie as excused only, and not present, to correct a spelling error and to change the Personnel Committee report to read that a Library Page position was open.  With these corrections, Terry Lynn moved to approve the January 9th minutes, Dona seconded.  Approved

      January 22nd Special Meeting Minutes:  Motion to approve made by Pat, seconded by Dona.  Approved.

      February 13th meeting minutes were approved after a motion was made by Julie, seconded by Lynne.  Approved.

TREASURER’S REPORT:                                                                                           
      Motion to accept the January through February 2008 Treasurer’s Report was made by Pat, seconded by Terry-Lynn.  Approved.

DIRECTOR’S REPORT:                                                                                              
      Full report sent in board packet.
      Annual Report to the State:  Susan reported that the financial report is currently being reviewed by NIOGA.  She asked the board to approve the report so that she could send it in to the state upon its final approval from NIOGA.  Because the report will be late, the board would rather approve it after NIOGA has made its review.  The board also suggests that in the future, the board be informed in the 4th quarter of the year that the annual report is being compiled and if there is a need for additional resources for a timely completion of the report, the board can make them available.

COMMITTEE REPORTS

FINANCE COMMITTEE:
         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 Dona.   Approved  Yes-7  No-0

BUILDING AND GROUNDS:
         In Director’s report.  Susan is to email meeting dates to Judy.

PERSONNEL:
         Committee met on March 4th.  They are continuing the process of revising and reviewing the Personnel Manual.  The committee agreed that they may have taken on too much for this year, and this goal will be extended for completion into the next year.

PLANNING:
         Long Range Plan:  Mission and Vision statements were reviewed and updated to reflect a more compelling statement of the Swan Library.  The committee asked the board for its adoption of the following statements:

         Vision Statement
         Swan Library will be a vital resource in the community, a leader in traditional and innovative library services, for a diverse and dynamic population.
         Motion to accept the Vision statement was made by Judy, seconded by Dona.  Approved unanimously.

         Mission Statement
         Swan Library enriches and empowers the people of its community by promoting access to ideas and information and supporting lifelong learning and love of reading.  The Library provides relevant materials, ensures equal access to information services, and promotes cultural and learning experiences through programming.
         Motion to accept the Mission Statement was made by Dona, seconded by Judy.  Approved unanimously.

      Steering Committee
      This committee is continuing to meet every other week.  We need to identify an individual to serve as a campaign coordinator and to establish some working space for this individual. 

LOCAL HISTORY:  Didn’t meet.

BY-LAWS:
      Motion to adopt Article III (2) of the By-Laws to read:  Special meetings may be held at the call of the President, the 3 remaining officers, or a majority of the sitting Trustees.  Consideration shall be given to the gravity of the item or items to be discussed and the intent of the Open Meetings law.  Motion was made by Dona, seconded by Julie.  Approved   Yes-7  No-0

NOMINATIONS AND ELECTIONS:
      Motion to adopt the elections protocol as presented with the addition of clarification of ID requirements was made by Lynne, seconded by Dona.  Approved  Yes-7  No-0

      Susan is to put information into papers for interested individuals to pick up petition forms at the library or off the website.  Julie will write an announcement for the papers.

      Lynne reviewed the trustee seats with the board:  Margaret Golden is completing her seconded, four year term on the board and Julie Miller will be completing her first, four year term. 

FRIENDS OF SWAN LIBRARY:  approved the draft for the 501 c 3.

OLD BUSINESS:
      Phone system update:  just waiting for voice mail
      Webster Library Trip:  discussed
      School officially notified us they would not be interested in having the library located on school grounds.
      Bero payment:  John Gavenda, Town of Albion, will research why they have not issued the payment to us for the Bero study yet.

EXECUTIVE SESSION: 
      Motion to move to executive session at 9:40pm for the purpose of discussing possible real estate negotiations was made by Dona, seconded by Pat.  Unanimously approved.

      Motion to close executive session at 10:00pm was made by Dona, seconded by Lynne.  Unanimously approved.

Susan asked the board if she could hire an individual part-time to catalog the items in the attic.  The board suggested she review it with personnel to present to the board.

Motion to adjourn the meeting at 10:05 was made by Terry-Lynn, seconded by Dona.  Unanimously approved.

Respectfully submitted,

Lynne Philipps, Secretary