SWAN LIBRARY TRUSTEES
MEETING OF AUGUST 12, 2009
Present: Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Dona Scharping,
Mary Anne Braunbach, Colleen McKenna, Carole Patterson,
Library Director Susan Rudnicky
Excused: Linda Krantz-Smith, Mariadele Theodorakos, Terry-Lynn Corrigan, Judy Christopher,
Guests: Susie Gaylard, Karen Sawicz
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Meeting opened at 7pm with President Kevin Doherty presiding. The proposed agenda was reviewed and a motion to accept was made by Lynne, seconded by Colleen. Approved
Publicity Committee Chair, Karen Sawicz, explained method the committee used to develop the proposed Branding Message: Swan library is a ready source for free or low cost information, technology, local history, and entertainment where professional staff welcome your inquiries and requests daily. Motion to accept the proposed Branding Message was made by Mary Anne, seconded by Carol. Approved yes-7 no-0
Karen also presented four suggestions for a tag line developed by the committee. The trustees reviewed the suggestions and a Motion to adopt “Collections – Connections – Community” as the tag line was made by Dona, seconded by Colleen. Approved yes-7 no-0
Karen also asked that the Board consider a training session for the staff emphasizing customer service. In both the Feasibility Survey and the Strawberry Festival Survey, the community indicated a less than satisfactory view of customer service. The committee identified Tim Smith Consulting, Inc. to conduct the training. The Board asked that Kevin and Susan investigate this further.
Purchase Offer: Kevin reported that the Building Committee had been notified by the Pilon’s that there would be an additional charge for the asbestos removal of $60,000. We had indicated that after a secure quote had been obtained we would consider an adjustment in the purchase price of the property. The committee suggested we offer to half of the amount. Motion to authorize the President to amend the Purchase and Sale Agreement with the Pilon families, subject to the approval of the Library’s attorney, to adjust the purchase price to $480,000, with the down payment of $130,000, was made by Dona, seconded by Pat. Approved Yes-7 No-0
USDA grant funding is available to the library. This funding includes federal stimulus monies and therefore we will need to abide by prevailing wages, if we are successful in obtaining the funding. It was suggested by the Building Campaign Finance Committee
that we might consider contracting with a grant writer to move us through this process. Motion to solicit a quote from Stu Brown for his services in writing and submitting the USDA Community Services Grant was made by Pat, seconded by Lynne. Approved Yes-7 No-0
MINUTES: Motion to approve the July 8, 2009 minutes of the Board of Trustees as written was made by Mary Anne, seconded by Dona. Approved Yes-7 No-0
TREASURER’S REPORT: Motion to accept the July 8, 2009 Treasurer’s Report was made by Dona, seconded by Mary Anne. Approved Yes-7 No-0
DIRECTOR’S REPORT: Included in Board packet
COMMITTEE REPORTS:
FINANCE:
Motion to authorize the draw of $40,000 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 Colleen. Approved Yes-7 No-0
Motion to authorize payment from the Morgan Stanley Smith Barney Building fund to Ivy Partners for the following invoices pursuant to the resolution of the April
2009 meeting: Invoice #346 PR/Marketing Consulting and mileage of $1879.80. Approved Yes-7 No-0 (This total is minus $800 for the Campaign Coordinators contracted expense until Board is satisfied with the scope of duties of this position) Bill Wickham will be invited to the next board meeting to answer questions concerning this.
Legal Services: Motion to break out costs between the Operating Budget Contractual Line Item and the Building Fund for payment of $10,160.50 to cover Invoice #’s 172436, 172425, and 174020 of Woods, Oviatt and Gilman for services from July 2008 to present, was made by Lynne, seconded by Carol. Approved Yes-7 No-0
BUILDING AND GROUNDS:
Drainage flooding in the Children’s Library on the southeast corner will be repaired by Joe Baker.
Carpet repair/replacement: Susan requested the Board consider replacing the carpeting in the Curtis Room and upstairs hallway computer space through to the elevator. An estimate of $1,531.00 was received from Brockport Custom Carpet. The Board also suggested that Susan’s office should also be recarpeted. Moving all the furniture and equipment can be coordinated with Community Action. Motion to authorize the carpeting the computer through to the elevator hallway, Curtis Room and Director’s Office not to exceed $2100 from the Permanent Improvement Fund was made by Mary Anne, seconded by Colleen. Approved Yes-7 No-0
PERSONNEL: No report
PLANNING:
Policy 2.9: Relationship Policies with Albion Central School was revised to eliminate wording pertaining to contacting the school each year for sending home program information with the students, (school attorney recommended the superintendent not allow outside groups to send home material unless the school is sponsoring the program). Included into the Policy is the exact wording to be used for the school tax levy proposition vote, as researched and reported to the Board from our attorney.
Motion to revise Policy 2.9: Relationship Policies with Albion Central School was made by Dona, seconded by Mary Anne. Approved Yes-7 No-0 A copy of the revision was presented to the Board members for inclusion into their Board book.
Policy 1.2: Patron Code of Conduct Policy was last approved in January 2009, however a revision to include the wording “No patron may disturb others using the library” is to be added to Section 1, paragraph 1.
Motion to revise Policy 1.2 Patron Code of Conduct Policy was made by Mary Anne, seconded by Dona. Approved Yes-7 No-0
LOCAL HISTORY: Committee did not meet. Kevin asked that the committee be tasked with researching and preparing short biographies of the two major donors: Katherine Billings and Ken Dunckel, for the Capital Campaign.
BY-LAWS: No report
NOMINATIONS/ELECTIONS: No report
Information/updates
Friends of the Swan Library reminded board about the Ice Cream Social on Thursday August 20th from 5-7pm.
Co-programming with Albion Schools: No new information at this time
NEW BUSINESS
A number of incidents over the past month and a half have resulted in Kevin and Susan moving ahead to ban a patron from the library premises. Incident reports have been filed. Upon review of the incident and in response to his letter (enclosed in the correspondence folder), the Board has determined to uphold the ban of this patron until the end of the calendar year for his violation of using another person’s ID to gain access to the computer and invasion of another patrons rights of privacy. This individual will also be allowed the right to contact the library director after January 4, 2010 to arrange for a meeting to discuss his reinstatement to the premises, if it is satisfactory with the library. Lynne will notify this patron of the Board’s decision.
ADJOURNMENT: Motion to adjourn the meeting at 9:16pm was made by Dona, seconded by Mary Anne. Approved
Respectfully submitted,
Lynne Philipps, Secretary