SWAN LIBRARY TRUSTEES
MEETING OF NOVEMBER 14, 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:   Ann Shepherd, Kathy Bensen, Susie and Larry Gaylard
____________________________________________________________________________

President Kevin Doherty called the meeting of the Board of Trustees of the Swan Library to order at 7:00pm.

The agenda was distributed. Susan asked to have Thanksgiving Eve added to the agenda under New Business.  Judy made a motion to accept the agenda with that change, seconded by Pat.  Approved unanimously.

Lynne introduced Ann Shephard and Kathy Bensen of Ivy Partners.  Ann and Kathy presented the process and criteria of the Steering Committee and Chairperson of the committee’s responsibilities.  Questions were addressed from the board concerning a fund raising data base, office space, etc.  A deadline was established by the planning committee/board and Ivy Partners of January 2008 for the assembled steering committee. 

MINUTES
            Motion to accept the October 10, 2007 meeting minutes was made by Dona, seconded by Fran.  Approved   Yes-11  No-0

CORRESPONDENCE
            Circulating.

ACTION ITEMS: From the October Meeting
            Kevin reported that Pat Malgieri had been ill and has not yet reported back to us on the working draft from our previous meeting with him, nor the review of the proposal from George Hsaio on leasing the Dales property. 
            Susan has found a report that the library had been declared a tax exempt organization under an earlier tax code (101-6).  Kevin has asked that we receive a letter from the IRS as a review and update of the old code to the new 501c3 code.
            Kevin had also made attempts to contact someone to conduct an appraisal of the Dales building.  Mr. Shell and Girasole Appraisals responded.  Mr. Shell estimated a cost for the appraisal of $1,500 and Girasole for $2,300.  Kevin will ask that Mr. Shell go ahead and conduct the appraisal.
            Pat reported on the NYLA Conference that some board members, staff and Friends of the Library attended.  Kevin asked that Julie and Pat make a brief report at the December meeting.
            Question concerning the remote participation of a Board member occurred.  Kevin feels that as long as identification of the absent member can be made, that a teleconference call can be arranged and used to record a formal vote on a motion.

DIRECTOR’S REPORT
            In addition to the written report, Susan reported that she has written grants for GoArt for a Writers Workshop and to the Orleans County Foundation for the painting of the building for $4,000. She also gave the board a written report from her attendance at the NYLA Conference.

TREASURER’S REPORT
            Motion to accept the October 2007 Treasurer’s Report was made by Terry-Lynn, seconded by Julie.  Approved   Yes-10   No-1 (Lynne)
            Internal Audit Review is no longer being conducted on a monthly basis.  New board members have been urged to familiarize themselves with the process.  Judy wants to do the internal audit in December.

COMMITTEE REPORTS

Finance Committee
            Motion to accept and file the Annual Audit 2006 as distributed last month was made by Judy, seconded by Dona.  Approved  Yes-11  No-0
            Motion to authorize the president to sign a commitment letter with Patricia Hayles for $3750 to conduct the 2007 Annual Audit, was made by Lynne, seconded by Dona.  Approved  Yes-11  No-0
            The Finance Committee also recommended that the capital passbook savings account be changed to a flexible CD with Bank of America, earning more interest.
            The committee reported that we have received the tax levy money of $464,540.  It is projected that we will need $112,000 through Dec. 31st.  Therefore $350,000 has been moved to the Operating Reserve Fund at Smith Barney for our next FY.   
            In an effort to eliminate some of the bulk of the board mailings, the board agreed to not have a check detail copied and sent out in the board packet.  This listing is available and printed out each month for review.

Building and Grounds
            Paneks will be here to paint the building trim soon. 
Two storm windows needed to be replaced. Joe Baker will do the work.

Personnel Committee
            No meeting this month.

Planning Committee Report
           Julie reported that the group has refocused on the Capital Campaign and is beginning to work on the 5 year plan.

Local History Committee
            No meeting this month.

By-Laws
            Discussion on calling a special meeting. 
      
Elections and Annual Meeting  
            Discussion on the process of the election was begun.  The committee will need some input from individuals.  Some ideas being suggested would be a petition submission for nominees and possibly opening the actual election up all day, with the announcement at the business portion of the annual meeting.  Discussion over being able to conduct these changes this year also transpired.

OLD BUSINESS
            Wi-Fi should be implemented any day now.
            Newberry Study- Judy reported that Bero has toured the current library and is questioning the historical significance of the back buildings at Newberry’s.  Dele will ask C.W. Lattin, Orleans County Historian and Village Historian Neil Johnson to research the buildings.
            Dales status - Pilons are negotiating with Verizon for lease of the video side of the store.

NEW BUSINESS
            Pat commented that the new web site for the library is well done and that board members should look at it and see the new logo for the Friends. She commended Laurie Groth for her work.
            Parking Issue- Fran reported that with the expansion of the business to our north, employees seem to be using the parking spaces in front of the building.  She asked if Kevin might request that the village designate two, ½ hour parking zones.  The board thought this would be a good idea.
            Susan asked that the board consider closing the library at 5pm on Wednesday prior to Thanksgiving.  Motion to close the library at 5pm on Wednesday Nov. 21st was made by Dona, seconded by Fran.  Approved   Yes-11  No-0

PUBLIC FORUM
            No comments

Next regular meeting of the Swan Library Board of Trustees will be at 7pm on December 12th at the Library.

ADJOURNMENT
            Motion to adjourn the meeting at 9:25pm was made by Dona, seconded by Terry-Lynn.  Approved unanimously.
           
Respectfully submitted,

Lynne Philipps, Secretary