SWAN LIBRARY TRUSTEES

MEETING OF NOVEMBER 11, 2009 

Present:  Trustees Kevin Doherty, Lynne Philipps, Linda Krantz-Smith, Terry-Lynn Corrigan,       Judy Christopher, Colleen McKenna, Carole Patterson, Mary Anne Braunbach, Library       Director Susan Rudnicky

Excused: Dona Scharping, Pat Cammarata, Mariadele Theodorakos  

Guest:    Susie Gaylard  

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President Kevin Doherty opened the regular meeting of the Board of Trustees of the Swan Library at 7pm.  

Motion to approve the agenda was made by Lynne, seconded by Linda.  Unanimously approved.  

Correspondence Folder:  circulating   

PRESIDENT’S REPORT ON BUILDING PROJECT           

Demolition Update:  Supermarket is down.  Contractor looking into possibly crushing the remaining concrete to use as a filler to bring lot to grade.           

Property Tax glitch:  Working out details concerning Pilon’s pre-paid school and property taxes.            

Mortgage Documents:  Have not been received yet.           

Campaign Committee Chairs will meet with board on Monday November 16th at 6pm if majority of board can attend.  (8 of the trustees present could attend)  Concern over the “process” of communication back and forth and other concerns will be addressed.  Kevin will ask Pat to “chair” the meeting.  Kevin also announced that Mary Anne has agreed to sit as board liaison to the Public Relations Committee.           

Future Home Sign:  the PR and Building Committee want to have the Future Home of Swan Library sign placed as soon as possible.  One vendor offered to do the sign for free if we could guarantee they would get the rest of the signage work.  The board felt they could not make this kind of offer at this time.  

MINUTES:  Motion to approve the October 2009 minutes was made by Judy, seconded by Terry-Lynn.  Unanimously approved.  

DIRECTOR’S REPORT:  included in Board Packet           

NYLA Conference summary:  written report of the conference was presented to the board from Susan, and staff members Cheryl Mowatt and Delia Robinson, and Susie Gaylard.           

Gift Works Database:  An increase in time is needed to add the records into the database.  Motion to add 5 hours per week for 6 weeks, from now until December 31st for Barb Kyler to catch up with the data entry for the Building Project was made by Mary Anne, seconded by Coleen.  Unanimously approved.    

TREASURER’S REPORT:  Motion to adopt the October 2009 Treasurer’s Report was made by Lynne, seconded by Linda.  Unanimously approved.  

COMMITTEE REPORTS

Finance Committee:           

Kevin requested an amendment to the explanation given at the October 14, 2009 board meeting concerning the authorization signatures required on the First Niagara checking account for payment of the Campaign Expenses be changed to “The checks must be signed by any two of the officers on the signature card”, and the following shall be made into a motion:  Motion to require checks drawn upon the First Niagara Bank Checking Account for Capital Campaign Expenses shall be signed by any two of the officers on the signature card; was made by Judy, seconded by Colleen.  Unanimously approved.           

             Operating Fund:

      Motion to authorize the draw of 40,000 from the Morgan Stanley Smith Barney Operating Fund and depositing it into the Checking Account for paying the regular monthly bills was made by Terry-Lynn, seconded by Linda.  Unanimously approved.           

             Building Fund:           

 Motion to pay Invoice 355 from IVY Partners for $2,814.21 directly from the Morgan Stanley Smith Barney Building fund pursuant to the resolution of April 2009 was made by Lynne, seconded by Linda.  Unanimously approved.

      Motion to pay Invoice #179966 from Woods, Oviatt, Gilman LLP in the amount of $785.00 for work on the Dales Purchase and Sale Agreement directly from the Morgan Stanley Smith Barney Building fund pursuant to the resolution of April 2009 was made by Mary Anne, seconded by Terry-Lynn.  Unanimously approved.           

 Motion to pay Invoice #09-955-1 from Chatfield Associates in the amount of $97.00 directly from the Morgan Stanley Smith Barney Building fund pursuant to the resolution of April 2009 was made by Lynne, seconded by Judy.  Unanimously approved.           

 Motion to authorize payment directly from the Morgan Stanley Smith Barney Permanent Improvement Fund of $872.10 to D&J Construction for repairs following the flooding in the Children’s Library, was made by Terry-Lynn, seconded by Linda.  Unanimously approved.  

2010 Budget being discussed.  There is no idea of the increase costs of Health Care.  Staff salary and total tax levy increase is also being discussed.  The committee is also aware of its need to review the IRA contribution policy but wants to recommend keeping it and the $75 annual gift to staff the same this year.    

Building and Grounds:           

Susan has recommended that we chain off the sidewalk and stairs leading from the front door down to the Children’s Library entrance for the winter.   

Personnel:           

 Motion to upgrade the hourly rate for Charity Jones from $12.62 to $13.25 per hour as a result of changes in job duties, effective October 1, 2009 and eligible for the annual cost of living increase effective January 1, 2010, was made by Linda, seconded by Carole.  Unanimously approved.   

Planning:           

 Motion to adopt Policy #3.2: Open Meeting Policy was made by the Planning Committee (Lynne, Terry-Lynn, Dona), and seconded by Coleen.  Unanimously approved.            

 Motion to amend By-Law Article III: Meetings #1 to remove (except when individual personnel matters are being discussed) and to add: shall be open to the public (in compliance with the Open Government Laws of New York State); was presented by the Planning Committee (Lynne, Terry-Lynn, Dona) and seconded by Judy.  Unanimously approved.           

 Motion to amend By-Law Article IV: Committees #4 to read: All committee actions are subject to approval by a majority of the board; was made by the Planning Committee (Lynne, Terry-Lynn, Dona) and seconded by Mary Anne.  Unanimously approved.  

Local History:           

Kevin asked that in addition to the biographies previously requested, the committee also conduct research on the history of the property of the future library site.  

By-Laws:           

Lynne suggested the Nomination and Elections Committee review by-laws that may need to be advised due to our new policies.  

Nominations and Elections:            

Terry-Lynn stated that the committee will look into providing a packet of info for perspective board candidates on duties and responsibilities of trustees and a time line for candidates.  

Friends of Swan Library:           

Mary Anne presented a few art type fund raising ideas the Friends may pursue: “Art by Inches”  and “Decorated Chair Auction”.  The Tasty Treats fund raiser is December 3rd at 6:30 at the Christ Episcopal Church.   

NEW BUSINESS

A copy of Ivy Partners Campaign Proposal was distributed for review.   

ADJOURNMENT:  Motion to adjourn the meeting at 9:00pm was made by Mary Anne, seconded by Terry-Lynn.  Unanimously approved.  

Respectfully submitted, 
 
 
 

Lynne Philipps, Secretary