SWAN LIBRARY TRUSTEES
MEETING OF FEBRUARY 11, 2009
Present: Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Mary Anne Braunbach,
Terry-Lynn Corrigan, Dele Theodorakos, Mitzy Peglow, Library Director Susan
Rudnicky
Excused: Fran Lissow, Judy Christopher, Dona Scharping, Linda Smith
Guests: Charlene Bloom, Jan Southcott, Michelle Watt, Grace Kent
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President Kevin opened the meeting at 7:05pm.
Motion to adopt the proposed agenda was made by Mitzy, seconded by Mary Anne.
Public Forum: Jan Southcott urged Board to not build a smaller library than proposed.
Correspondence folder is circulating.
MINUTES: Motion to approve the minutes of the January 14, 2009 was made by Mitzy, seconded by Dele. Unanimously approved.
DIRECTOR’S REPORT: attached report in Board packet
Susan updated the Board on the Adult Literacy Grant and the Parent/Child Grant. These are 2 year grant periods and she feels she will only have time to monitor one of them. They are due March 1st and require collaborative efforts with other agencies.
Spring Cleaners: Mary Anne reminded us that Susan was supposed to be getting information on locating a commercial cleaner to do spring and fall cleaning of the library. Mary Anne will check with local merchants on who they use and the Board asked that Susan contact the other area libraries for information.
TREASURER’S REPORT: Motion to accept the January 2009 Treasurer’s Report was made by Lynne, seconded by Terry-Lynn. Unanimously approved.
COMMITTEE REPORTS:
Finance Committee: Kevin reported:
Dunkel fund itemized report not printed. He hopes to have it next meeting.
Annual Audit Update: Patty Hales requested Board members to have a filed Conflict of Interest statement on file.
Motion to authorize the draw of $40,000 from the Smith Barney Operating Fund for payment of regular expenses through the end of January was made by Pat, seconded by Mary Anne. Unanimously approved.
Motion to pay Ivy Partners invoice 323 in the amount of $1,814.90 for the facilitation of the Advisory Committee per proposal of Oct. 23, 2008 and Board Resolution of Nov. 12, 2008 was made by Lynne, seconded by Mitzy. Unanimously approved.
Building and Grounds: Susan reported that Joe Baker is working on back porch railing and sealing gap between building and back porch roof where a water leak was created by snow and ice. Gutter work is out for estimates.
Planning Committee:
Advisory Committee Update: Kevin reported that the Board and the Advisory Committee received a memo from the Albion Betterment Committee reminding us that they would like to be a part of the library project and support purchasing Dales. This memo has been referred to the Advisory Committee to respond.
Kevin also presented the Board with a press release prepared for publication with the Board’s review to announce members of the advisory group and to let the community know that we are still working on the library building project.
Lynne reported that the Planning Committee did not meet in January, and the next meeting is changed from February 17th to the 18th.
Nominations and Elections:
Motion to adopt the revised Election Protocol with addition of protocol to require “verifiable proof of voting eligibility” was made by Pat, seconded by Dele. Unanimously approved.
Personnel: Pat provided the Board with a monthly report from the meetings. They are continuing work on the re-drafting of the Personnel Manual, Library Policy Manual and Service Procedure Manual.
Draft of Adult Volunteer Coordinator Job Description handed out for review.
Local History: No Report
Friends of Swan Library: Mary Anne reported that the Friends have had an election of officers. Mary Anne remains President and Terry-Lynn was elected Secretary/Treasurer.
OLD BUSINESS:
Self Login System: Jeff Boyce is putting a “help button” down to Charity’s office if help is needed.
Legal Issue Updates: Pat Malgeri has left Woods, Oviatt and Gilman. Steve Tierney is our new lawyer there. A letter of finding was sent to the library regarding the wording on the Tax Levy Resolution, Overtime and Tax Scenarios as described by the Advisory Committee in regard to prevailing wage.
Change in Hours: One patron commented “negatively” to closing on Sunday.
NEW BUSINESS:
The following resolution was approved as requested by Senator Maziarz for funding library projects:
Resolution: The Board of Trustees resolves to seek support for the Swan Library Building Project by soliciting letters of support from our local community leaders. These letters of support will be used to bolster grant applications that the Swan will be seeking for support of the building project once the parameters for that project have been decided.
Moved by: Mary Anne Braunbach Seconded by: Mitzy Peglow
Vote: 7 in favor: Opposed: 0 Abstained: 0
Adopted on: February 11, 2009 by the Swan Library Board of Trustees
Annual Report format: Discussion suggesting expansion and redesign of the budget tri-fold report and possible insertion into the Pennysaver was discussed. Referred to the Planning Committee for review and suggestions.
NIOGA budget cuts: Board members signed letters to Assemblyman Steve Hawley and Senator George Maziarz petitioning them to keep library funding a priority.
PUBLIC FORUM:
Staff Members Grace Kent and Michelle Watt expressed concern over a decrease in attendance at school age programs since the school no longer allows us to send program information home with the students.
Motion to authorize Lynne to draft a letter to the school asking for a waiver to allow the Swan Library to provide all students with take home announcements of the monthly events was made by Pat, seconded by Mary Anne. Unanimously approved.
Lynne will contact Dona, as school representative to the Board and will also plan on attending the March School Board meeting for any clarification.
ADJOURN: Motion to adjourn at 9:16pm was made by Mitzy, seconded by Terry-Lynn. Unanimously approved.
Respectfully submitted,
Lynne Philipps, Secretary