SWAN LIBRARY TRUSTEES
MEETING OF SEPTEMBER 14, 2011

Present:  Trustees Kevin Doherty, Lynne Philipps, Linda Smith, Colleen McKenna,
 Carole Patterson, Dona Scharping, Mary Anne Braunbach, Mariadele Theodorakos,
               Patricia West, Pat Cammarata, Library Director Susan Rudnicky
Excused: Christopher Sargent
Guests:    Roger LaMont

President Kevin Doherty opened the meeting at 6:35pm.  Motion to approve the agenda as presented was made by Lynne, seconded by Linda .  Approved.

ITEMS RELATED TO BUILDING PROJECT

Finance:  Closing not yet scheduled.  Probably will close by the end of the month.

Progress Report:  There have been three job meetings to date.  One major unforeseen condition relates to a sandstone storm drain which was uncovered.  We have budgeted for $50K in unforeseen conditions and there are few above ground conditions anticipated, and this may cost upwards of $30,000.
      Three sub-contractors have been selected.  American Paving from Buffalo, A Superior Concrete from Gasport, and Goforth Electric of Waterport/Brockport.

Campaign Committee: Over 90% of goal has been reached.  The committee is also asking that we start thinking of the Ribbon Cutting and Grand Opening Ceremonies.

Shelving:  Mary Anne mentioned her daughter called from a Border’s Bookstore Liquidation and mentioned we might want to consider contacting one locally to check on the bookcases.  The Board asked Susan to make the contact to see if there was anything we might need.

Finance Committee asked to review and make recommendation to convert stocks to cash.

Campaign Chairs meet.  Roger LaMont reported that the committee has received a report from Jean O’Connell Associates with approx. 33 pages of recommendations for grant applications for the new library.  He reported, also, that during this process, many grants were identified that might be requested to fund a museum.  The chairs of the building committee recommends that we contract with Jean O’Connell Associates for one year at $20,000 payable quarterly in advance, for grant writing services with terms defined by the Building Chairs.  The oversight of the contract will be with the Board of Directors.
       Motion to approve the One year Contract with Jean O’Connell Associates for $20,000 for new building grant writing services was made by Mary Anne, seconded by Dona.  Approved  Yes-10   No-0

      Motion to authorize payments from the MSSB Permanent Improvement Fund to:
Ivy Partners invoice 445 for $2,583 was made by Pat C., seconded by Carole.  Approved  Yes-10  No-0
King & King invoice 19425 for $2,280 (80%) was made by Dele, seconded by Dona. Approved    Yes-10  No-0

J. O’Connell and Associates for August 1st invoice for $1,575 for grants research was made by Mary Anne, seconded by Dona.  Approved     Yes-10   No-0

Woods, Oviatt invoice 221156 and 225304 totaling $4,411 was made by Linda, seconded by Mary Anne.   Approved   Yes-10  No-0

LaBella Associates invoice 47661 in the amount of $1,100 for the Phase I Environmental Study of the existing Library building for FCE collateral was made by Coleen, seconded by Pat W.   Approved   Yes-10  No-0

Motion to authorize payment from the First Niagara Checking Account into which pledge payments have been deposited to LeCesse Construction Services LLC, Payment Application number 1 on AIA document G702, as certified by the Architect on September 8, 2011, in the amount of $34,894.45, was made by Mary Anne, seconded by Dona.   Approved   Yes-10   No-0
(As required by the banks, these payments are to be made by Resolution of the board and will be drafted as such in the future)

NEW BUSINESS:
Kevin suggested we begin to discuss open hours in both the current and new library considering weekends, lesser holiday, etc.  Pat C. indicated that the Personnel Committee will review and meet with Finance Committee with recommendation to review. 

MINUTES: 
Motion to approve the August 10th minutes was made by Linda, seconded by Carole.  Approved    Yes-10   No-0

DIRECTOR’S REPORT:  included in board packet.  In addition, Susan reported that she will be writing a grant to GoArt for music for the Grand Opening.

TREASURER’S REPORT
Motion to approve the August 2011 Treasurer’s Report was made by Pat C, seconded by Colleen.  Approved   Yes-10   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 Linda, seconded by Dele.  Approved  Yes-10  No-0
Motion to authorize Linda Smith, as Treasurer and Chair of the Finance Committee, to execute the Letter of Engagement with Patricia Hayles, CPA, to perform the audit of 2011 library operations at a cost of $5,500 (which includes preparing the FCE application each year until the bond is paid), was made by Dona, seconded by Mary Anne.  Approved   Yes-10   No-0

Building and Grounds:  Working on Job Description for Maintenance Person
           
Personnel   No report

Planning    No report

Local History   No report
           
By-laws   No report

Nominations and Elections   No report

Friends of the Swan Library:  Had the Mum and Book Sale and are working on Art by Inches.

Adjournment:  Motion to adjourn the meeting at 8:23pm was made by Mary Anne, seconded by Colleen.  Unanimously approved

Respectfully submitted,

Lynne Philipps, Secretary