SWAN LIBRARY TRUSTEES
MEETING OF APRIL 8, 2009
Present: Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Mariadele Theodorakos,
Terry-Lynn Corrigan, Judy Christopher, Mitzy Peglow, Dona Scharping, Mary Anne
Braunbach, Linda Smith, Library Director Susan Rudnicky
Excused: Fran Lissow
Guests: Shawn McQuillian, Grace Kent
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President Kevin Doherty opened the meeting at 7pm. The agenda was reviewed and accepted. Guests were welcomed.
MINUTES: Motion to approve the March 11th minutes was made by Mitzy, seconded by Linda. Unanimously approved.
TREASURER’S REPORT: Motion to accept the March report was made by Lynne, seconded by Dona. Unanimously approved.
DIRECTOR’S REPORT: regular report in the Board packet
Cleaner: Susan recommended to the Board that it approve hiring Laurie Groth to provide the “deep cleaning” service to the Library. Motion to approve hiring Laurie Groth to deep clean the library was made by Mary Anne, seconded by Judy. Approved.
Accident: Susan reported that Charity Jones fell and broke her leg on the north steps leading down to the children’s library. She will be out on Workman’s Comp. Current staff will pick up her duties and a sub will be used at the front desk. During a discussion of the incident, the following suggestions were made:
Railing on the north steps will be investigated by Susan.
The protocol for attending to accident victims will be discussed with staff, including not moving an accident victim.
A Risk Management procedure needs to be investigated.
COMMITTEE REPORTS
FINANCE:
Motion to authorize the withdrawal of $60,000 from the Smith Barney Operating Fund and depositing it into the regular checking account for regular operational expenses was made by Lynne, seconded by Dele. Unanimously approved.
Motion to authorize the payment of Ivy Partners invoice #329 in the amount of $2,074.50 for Advisory Committee facilitation per proposal of Oct. 23, 2008 and Board resolution of Nov. 12, 2008 was made by Lynne, seconded by Judy. Unanimously approved.
A suggestion was made from the Smith Barney account rep to Kevin concerning moving funds from the Money Market fund with ½% interest to CD’s which are collecting up to 3% interest at this time.
BUILDING AND GROUNDS: No report
PLANNING COMMITTEE: Lynne reported that the committee has met and is working on a different presentation of the annual report. Susan will have a completed draft for the next committee meeting which is scheduled for April 15th at 5:30pm at the Library.
The advisory group progress will be discussed later in this meeting.
NOMINATIONS and ELECTIONS:
Pat reported that as she is running for a trustee position, she is excluding herself from the committee. However she asked that clarification be made on the eventuality of a tie vote. Motion that in the eventuality of a tie vote of the ballot election process, the decision will be made on drawing the straw, was made by Dele, seconded by Dona. Unanimously approved.
Verified petitions: Seven petitions for being placed on the ballot for the annual elections to the board of trustees were received and validated.
Ballot Positions: were determined by draw from hat and the result are as follows: (1) Dale A. Swindon (2) Carole H. Patterson (3) Colleen M. McKenna (4) Sean McQuillan (5) Patricia I. Cammarata (6) Jamie Bragg (7) Alan J. Worgo
PERSONNEL
Pat reported that the committee met and reviewed S.M.A.R.T. goal format with Susan.
LOCAL HISTORY: no report
FRIENDS OF THE SWAN LIBRARY: The 501 c 3 is official and the funds from the Special Purpose Account have been transferred. Kevin verified that Patty Hayles will include the audit of the Friends with the Library.
Old Business
The Library Levy Proposition wording will be placed on the School Ballot as we requested.
Kevin was asked by the school board to follow-up with them concerning brainstorming ways to work with the library for programming. Susan will contact Sue Starkweather.
New Business
Motion to authorize the President, Kevin Doherty, to sign an amendment to the Retainer Agreement with Woods, Oviatt to reflect the change in the principal attorney from Mr. Malgieri to Mr. Tierney, was made by Lynne, seconded by Pat. Unanimously approved.
Library Programs: Lynne, and others, heard comments from the community on the overcrowding in the children’s library with the Max program. Approximately 150 children attended. Given the popularity of these costumed programs, it is strongly recommended by the board that the programs be held elsewhere. Susan agreed to move these programs out.
ITEMS RELATING TO POTENTIAL BUILDING PROJECT
Albion Betterment Committee has been given supporting paperwork for their review, however they do understand that due to the prevailing wage issue, we probably cannot do a joint building venture.
The Advisory Committee will have a special meeting tomorrow to discuss changes in the spreadsheet resulting from some information acquired after their last recommendation to the board to see if it requires any change in the recommendation.
Kevin reported that board members received an email copy of the 38 page proposed Purchase Offer prepared by the attorneys after last month’s directive from the Board.
Motion to authorize president to send details of the potential Pilon purchase offer to attorney for review, comment, and format as was done with the Martillotta potential offer was made by Lynne, seconded by Mary Anne. Unanimously approved.
Discussion that the Martillotta’s be given the same courtesy of review of the project as was given to the Pilon’s.
Motion to authorize the Director and President to sketch out Request for Proposal for Architect Services, to be forwarded to attorney for review and comment was made by Pat, seconded by Mary Anne. Approved Yes-9 No-0 (Judy left meeting)
Motion to adjourn the meeting at 9:15pm was made by Linda, seconded by Dona. Approved.
Respectfully submitted,
Lynne Philipps, Secretary