SWAN LIBRARY TRUSTEES
MEETING OF OCTOBER 12, 2011
Present: Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Linda Smith, Mariadele Theodorakos (7:30), Patricia West, Colleen McKenna, Carole Patterson, Dona Scharping, Mary Anne Braunbach, Library Director Susan Rudnicky
Excused: Christopher Sargent
President Kevin Doherty opened the meeting at 6:36pm. Motion to approve the agenda as presented was made by Carole, seconded by Lynne. Approved.
ITEMS RELATED TO BUILDING PROJECT
The Closing was completed on October 10th. The Pilon Mortgage is paid and incorporated into the mortgage. The FCE financing is in 2 instruments, both are variable at 3.75%.
Construction Report: all 3 layers of foundation in around 100% of building, buried utilities being placed inside footprint this week, slab pours begin next week. The ash that had been uncovered is not an environmental hazard. The unforeseen mitigation still not fully priced and we did have a budget for this.
Change Orders: Addition of a few floor outlets in the Community and Data areas. (anticipate $4,700)
Capital Campaign Committee: Copies of the lead gift contacts distributed for board members to review to possibly “trigger” anyone not personally contacted yet.
Finance: Motion to authorize Linda Smith, as Treasurer and Chair of the Swan Library Finance Committee, to sell stocks from the Morgan Stanley Smith Barney Permanent Improvement Fund 1 at any time from now until December 1, 2011, as she feels is in the best interest of the Swan Library and judging the stock market trends, for the expenses incurred from LeCesse Construction for the new building, was made by Mary Anne, seconded by Dona. Approved Yes-8 No-0 Abstain-1 (Linda)
Motion to authorize payment from the Morgan Stanley Smith Barney Permanent Improvement fund to:
Ivy Partners: Invoice # 449 for $2,582, was made by Carole, seconded by Colleen. Approved Yes-10 No-0
King and King invoices #19478 for $4,560 (represents incremental billing up to 82%), and invoice #19479 for $162.46 for document reproductions for the Village of Albion Codes Officer was made by Linda, seconded by Lynne. Approved Yes-10 No-0
Woods, Oviatt invoice #226995 in the amount of $2,815 for partner, associate and paralegal time on both the AIA Document for the LeCesse contract and Farm Credit contract and closing, was made by Lynne, seconded by Linda. Approved Yes-10 No-0
(Note: Farm Credit’s attorney costs were included in closing costs and amortized, ours are paid as billed)
A Soft Cost Selective Insurance fee was authorized by Kevin to purchase and the board has been informed and approves of this decision.
LeCesse PAYMENT RESOLUTION
WHEREAS, the Trustees of the Swan Library Association, at a Special Meeting on July 25, 2011, called in accordance with the By-Laws, did authorize by unanimous roll call vote execution of a contract with LeCesse Construction Services, LLC, for construction of the new Swan Library in a Managed Construction at-Risk format; and
WHEREAS, work has progressed under that contract; and
WHEREAS, LeCesse has submitted Payment Application number 2 on AIA Document G702 as specified by the Contract Documents; and
WHEREAS, that Payment Application has been reviewed by Luc Lefevbre, an Architect at King and King and certified by Kirk Narburgh, AIA, King and King partner-in-charge, as an accurate representation of project status; be it therefore
RESOLVED, that the Trustees direct the staff to draw and authorized officers to sign a check in the amount of $218,823.75 from the account ending xxx2220 as full and complete payment to LeCesse of the application amount.
Approved: Yes-10 No-0
FARM CREDIT INTEREST RESOLUTION
WHEREAS, the Trustees of the Swan Library Association, at a Special Meeting on July 25, 2011, called in accordance with the By-Laws, did authorize execution of a Letter of Commitment with Farm Credit East, ACA for interim and long term financing of the construction costs for the new library being built at 134 South Main Street; and
WHEREAS, pursuant to that Commitment, a closing was held October 10, 2011 with Farm Credit East ACA and necessary documents were executed upon the advise and counsel of the Library’s Attorney; and
WHEREAS, the financing instrument calls for payments of interest only on the amount borrowed until successful completion of construction; and
WHEREAS, Farm Credit’s process generates a payment invoice in mid-month, due and payable in Batavia, New York by the end of the month; and
WHEREAS, there is potential to miss authorizing meetings of the Trustees in a timely fashion; be therefore
RESOLVED that the Administrative Assistant is directed to generate, and authorized officers shall sign a check drawn on the Operating Fund and charged to account 7100, Debt Service, upon receipt of a Farm Credit invoice, in any amount of that invoice up to and including $3,500.00 (Three thousand, five hundred dollars).
Approved Yes-10 No-0
MINUTES:
Motion to approve the September 15, 2011 minutes as presented was made by Dona, seconded by Mary Anne. Approved
DIRECTOR’S REPORT included in board packet. Susan provided outline of Board and Committee Requests at meeting.
TREASURER’S REPORT
Motion to approve the September 2011 Treasurer’s Report was made by Carole, seconded by Dona. Approved Yes10- No-0
COMMITTEE REPORTS
Finance Committee:
Motion to authorize the draw of $50,000 from the Morgan Stanley Smith Barney Operating Fund and depositing into the Checking Account for paying the regular monthly bills was made by Lynne, seconded by Linda. Approved Yes-10 No-0
The committee also has been meeting to evaluate the current 2011 budget to expense projection and to identify budget assumptions for the 2012 budget year.
Building and Grounds Carole extended gratitude to Kevin for all of the time and expertise he has been giving to the library in all of the building, closing, meetings, etc. of our new library project. No one else has given as much and it is very appreciated by all.
Personnel The committee received feedback from trustees on proposed Bereavement Policy and they will bring comments back into committee for further review. Discussion concerning the changes in the holiday schedule also occurred and suggestions will also refer back to committee for input with finance.
Planning It is time for us to conduct a new Board Self Assessment. The committee is meeting next week for final plans.
Local History No report
Friends of Swan Library: Art by Inches is happening. Call Idris at 589-2001 for times he will be open if interested in viewing it. Tasty Treats will be on December 1st at the Christ Episcopal Church at 6pm.
Adjournment: Motion to adjourn the meeting at 8:56pm was made by Dele, seconded by Linda. Unanimously approved
Respectfully submitted,
Lynne Philipps, Secretary