SWAN LIBRARY TRUSTEES
MEETING OF MAY 14, 2008

Present:  Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Fran Lissow, Mariadele Theodorakos, Terry-Lynn Corrigan, Dona Scharping, Library Director Susan Rudnicky
Excused: Judy Christopher, Mitzy Peglow, Mary Anne Braunbach

President Kevin Doherty opened the meeting at 7:05pm with a quorum present.

The agenda was reviewed and a motion was made by Pat, seconded by Terry-Lynn to adopt the agenda.  Unanimously approved.

Public Forum:  no one present

Correspondence:  Folder is circulating

MINUTES:  Motion to approve the April 9th minutes adding Dele to the members present was made by Fran, seconded by Pat.  Unanimously approved.
            Motion to approve the re-organizational minutes of May 5th which approved the nomination of the 2008-09 officers of the Board of Directors of the Swan Library as Kevin Doherty, President, Pat Cammarata, Vice-President, Fran Lissow, Treasurer and Lynne Philipps, Secretary was made by Fran, seconded by Terry-Lynn.  Unanimously approved.

DIRECTOR’S REPORT:  attached to board packet for information

TREASURER’S REPORT:  Motion to accept the March 2008 treasurer report as presented in the board packet was made by Lynne, seconded by Dona.  Unanimously approved.

COMMITTEE REPORTS:
Finance Committee: 
            Motion to adopt a Resolution that subsequent to the re-organizational meeting of the Board of Trustees held on May 5, 2008 with regard to the assets of the Swan Library held by Citibank/Smith Barney, the Board amends the previous authorization to include the following individuals:  Kevin Doherty, President, Pat Cammarata, Vice-President, Fran Lissow, Treasurer, was made by Lynne, seconded by Terry-Lynn.  Unanimously approved.

            Motion to authorize the withdrawal of $60,000 from the Smith Barney Operating Fund and depositing into the checking account for the paying of bills through June 2008 was made by Lynne, seconded by Fran.   Unanimously approved.

            Motion to authorize payment of Ivy Partners invoice 286, of May 1, 2008 in the amount of $2,623.22 directly from the Smith Barney Building Fund was made by Lynne, seconded by Dona.  Unanimously approved.

            Discussion to confirm the board consensus to allow the Smith Barney account rep
to sell up to 70% of Exxon Mobil stock with the proceeds to be split between existing Permanent Improvement Money Fund and equities in another sector.

            Kevin discussed some assumptions to be considered in the 2008-09 Budget process taking into account the elimination of the Village of Albion’s contribution and the anticipated increase in operational needs with a new building.

            Kevin asked the board to acknowledge that there was some discussion about the requirement that the board receive a check by check report each month to review.  The itemized list is available for review by the board, however the board did not feel that it was necessary to copy and mail the list in our board packets.

Building and Grounds:
            Kevin reported that an electrical smell was reported on May 8th caused by an overheated socket in the main floor lighting fixture.  Larry Boyce was called in and he rebuilt the fixture.  A summer project will include re-wiring all multi-bulb fixtures and using compact fluorescent bulbs.

            Gary Smith has looked at carpets for stretching.  This project will be continued this summer during summer hours.

            Kevin reported that the committee is also working on Demand hot water heaters for the ground floor and video surveillance.

Personnel:
            Proposal to increase the hours of the page position to 20/week and readjust the actual hours used by the custodian from 20/week to 12/week and to use the balance from the custodial position to pay for the added page hours was presented by Susie Gaylard, Administrative Assistant.  Motion to increase the page position to 20 hours per week and adjust the custodial position to 12 hours a week was made by Fran, seconded by Dona.  Unanimously approved.
            Discussion concerning the need for the personnel committee to evaluate each job description and measure it against the actual duties of the staff members is needed and to anticipate any further needs once we move into a new facility. 

Planning:
            Steering Committee has agreed upon the following theme for the Capital Campaign:  “Open the Door to the Future”.  Pre-campaign interviews should occur during June and July.  The board agreed that the committee should provide them with an anticipated goal for the project.  Lynne also reported that the Steering Committee and Bill Wickham would be meeting with the board in the near future to review the plan.
            Lynne reported that the written reports from each committee given at the annual meeting would be very helpful in outlining the service plan. 

Local History:
            Some discussion has been occurring concerning the possibility of the library maintaining the building once we have moved and making it available with minimal collections available for public viewing.  Lynne suggested that the committee begin to actively seek out groups that may be interested in developing a museum, for example the “Erie Canal” Corridor committee, who may be looking for sites to develop along the canal for tourism exhibits, etc.

By-Laws:   no report

Nominations/Elections:  Kevin asked that trustees think about and collect notes on how the format worked.  A more formal review would occur at a later meeting.

Friends of the Swan Library:  no report

OLD BUSINESS:
Contracted Spring Cleaning:  Susan reported that she contracted with Barb Kyler and Laurie Groth to clean the library for the Annual Meeting.  The board discussed the need to continue to locate a professional cleaning service with insurance for cleaning the library in the future.

Susan reported that Dick Panz confirmed that a Free Association Library could buy and sell stocks within prudent fiduciary responsibility.

Kevin spoke with Bob Barkstrom concerning the lack of a contract, and he assured him that there was not any delay in the work being done. 

Kevin received a fax from Shell Associates with the appraisal of the Martillotta property.  The board authorized him to transmit the information to Pat Malgieri and request that conversations begin with Joe and Debbie.

Monthly meetings:  Kevin asked the board to consider changing the meetings of the board from the 2nd Wednesday to the 2nd Thursday of each month so as not to conflict with other public meetings in the area.  He will contact the absent board members from this evening to verify it with them and notify us via. Email if it is agreeable to all.

NEW BUSINESS:
            Archivist:  Motion to authorize Pat Cammarata, Vice-President/Personnel Committee, to meet with Susan and Neil Johnson to develop a contract and scope of the work and to begin the survey and cataloging of the Attic Archives for $15 per hour, not to exceed $2,000, was made by Fran, seconded by Pat.  Unanimously approved.

            Tax Levy Wording:  Kevin mentioned that the school was concerned with the wording of the Annual School Vote Resolution regarding the “fall back” to the prior year’s tax levy should a vote be denied.  Shawn Little, Business Manager of the School was expressing his concern.  Susan insisted it was correct, according to the State Ed Law.  Kevin will pursue the clarification with the law and Mr. Little.

            NIOGA Annual Meeting:  Kevin will be attending the meeting.  The board agreed to authorize him to vote for the slate of NIOGA System trustees including Mike McFarland.

            Computer Update:  Kevin reported that Charity Jones, Network Administrator, has generated a list of the order for replacing any of the 13 computers.  It has been suggested to her that 4 computers be replaced this year.  1 which was damaged due to the flood, 2 from the Gates Grant funds, and the 4th from the current Operating Budget.

CORRESPONDANCE:  There were about 8 suggestions from the suggestion box, all repeating the same thing:  look at Webster, go to Dales, etc.  Pat offered to develop a postcard response for these individuals to let them know that we are hearing their concerns. 
            Discussion over an invoice from Bero concerning the payment for their services in the survey of the Newberry Building.  We are waiting for the member item money from Maziarz.  Lynne will see Adam Tabelski at a meeting tomorrow evening and will ask him if he has any idea about getting the funds. 

ADJOURNMENT:  Motion to adjourn the meeting at 9:07pm was made by Pat, seconded by Fran.  Unanimously approved.

Respectfully submitted,

Lynne Philipps, Secretary