SWAN LIBRARY TRUSTEES
MEETING OF JANUARY 14, 2009
Present: Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Terry-Lynn Corrigan,
Judy Christopher, Dona Scharping, Dele Theodorakos, Linda Smith, Mitzy Peglow,
Library Director Susan Rudnicky
Excused: Mary Anne Braunbach, Fran Lissow
Guests: Susie Gaylard
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President Kevin opened the meeting at 7:00pm.
Motion to adopt the proposed agenda was made by Lynne, seconded by Dele.
Correspondence folder: Fran Lissow sent a letter of resignation from the Board effective at the May 4, 2009 meeting.
MINUTES: Motion to accept the December 10th minutes adding Dona to the present list was made by Judy, seconded by Terry-Lynn. Approved unanimously.
DIRECTOR’S REPORT: Included in Board packet. Noted a donation of a number of genealogy books which are being bar-coded and will be available for use.
TREASURER’S REPORT: Motion to accept the December 2008 Treasurer’s Report was made by Lynne, seconded by Linda. Unanimously approved.
FINANCE REPORT:
Annual Audit Update: Patty Hayles will be meeting with the Finance Committee in February to begin state report.
2009 Budget Revision: Kevin announced that the Finance Committee has reviewed the previously approved budget for 2009 and proposed decreases in the projected salary line item and related fees as well as the Sick Time Bank line item reflection of no expenditure for 2009, one time only as this account is currently funded at its maximum. The result would be to incure a 0% tax levy increase. This would also hopefully show prudent fiduciary responsibility on the part of the library.
Motion to approve the adjusted 2009 budget for $546,165 was made by Pat, seconded by Lynne. Unanimously approved.
Motion to authorize the draw of $40,000 from the Smith Barney Operating Fund for regular expenses to be paid through the end of January was made by Judy, seconded by Dele. Unanimously approved.
Motion to authorize payment to Barkstrom and LaCroix for additional copies of a feasibility study directly from the Smith Barney Building Fund for $200 was made by Lynne, seconded by Mitzy. Unanimously approved.
Motion to authorize payment to Ivy Partners for invoice #321 for $1,819.03 directly from the Smith Barney Building Fund was made by Lynne, seconded by Dele. Unanimously approved.
Payment for the Boardsmanship Training was authorized on November 12, 2008 to be paid from line 6992-Contractual Expense. Bill for $1,911.47 was received.
Kevin also reported that the discrepancy in the wording of the Swan budget resolution, which is placed on the Albion School’s voting machines, has been cleared up. Patrick Malgieri will forward recommended language prior to the February deadline. The Albion Schools have been party to the conversations and are amendable to the adjustment.
The question of scheduling a regular work day in excess of 8 hours has been referred to a labor law partner and a written response is expected prior to the February Board meeting.
The answer to a question raised by the Advisory Committee about property taxes on a lease-to-own project is the same as when the subject was raised in September 2007. The initial criteria for taxable status is the title holder. If a developer holds title to the property in a lease-to-own, regardless of design/build status, the parcel must be taxable.
BUILDING and GROUNDS
Pat reported that she recalled the Board requesting that Susan find a cleaning contractor for heavy spring and fall cleaning of the library, not just the routine pick up and vacuum duties. Also, the back steps were painted but without sand in the paint, therefore they are very slippery. Building and Grounds will rectify the problems.
PLANNING COMMITTEE:
Motion to adopt the 5-Year Plan as presented to the Board was made by Lynne, seconded by Dona. Unanimously approved.
Advisory Committee update: Lynne and Kevin reported the committee visited the Victor Library and have also anticipated a February meeting with the Board to present their recommendations.
NOMINATIONS and ELECTIONS:
Pat presented a proposal for adopting an absentee ballot protocol. The Board asked the committee to revise it as a home delivery ballot, eliminating the absentee ballot option.
PERSONNEL:
Motion to adopt the Patron Code of Conduct Policy with discussed corrections was made by Judy, seconded by Dona. Unanimously approved.
Motion to close the library on Sunday’s and to extend the Saturday hours from 10-2 to 10-3 effective February 1, 2009 was made by Dona, seconded by Terry-Lynn. Unanimously approved
Personnel committee will be reviewing the protocol for closing the library due to weather. In the meantime, the Board advised Susan to notify Kevin prior to making the decision to close.
LOCAL HISTORY: No Report
BY-LAWS: No Report
EXECUTIVE SESSION:
Motion to move to executive session at 9:10pm was made to discuss one or more employees who could be readily identified through that information, was made by Dona, seconded by Linda.
Motion to move to regular session was made at 9:40pm by Lynne, seconded by Terry-Lynn. Unanimously approved.
ADJOURNMENT:
Motion to adjourn the meeting at 9:42pm was made by Dona, seconded by Dele. Unanimously approved.
Respectfully submitted,
Lynne Philipps, Secretary