SWAN LIBRARY TRUSTEES
MEETING OF JUNE 10, 2009

 Present:  Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Linda Krantz-Smith, 
                Mariadele Theodorakos, Terry-Lynn Corrigan, Judy Christopher, Dona Scharping,
                Mary Anne Braunbach, Colleen McKenna, Carole Patterson, Library Director Susan                      Rudnicky
Guests:   Tom Rivers, Susie Gaylard
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President Kevin Doherty opened the regular meeting of the Board of Trustees of the Swan Library at 7pm.

Motion to accept the agenda with an addition under new business to discuss a grant application was made by Lynne, seconded by Dele.  Approved

Public Forum:  No request for comment was made.

Minutes:   Motion to approve the May 13th meeting minutes as submitted was made by Dele, seconded by Carole.  Approved  Yes-11  No-0
            Annual Meeting minutes to be sent in next month’s board packet for review only.

DIRECTOR’S REPORT:  in board packet

TREASURER’S REPORT: 
            Lynne asked that Finance Committee look at Miscellaneous Expense line item and see if they could reallocate items into other line items for clarification of expenses.
            Motion to accept the May 2009 Treasurer’s Report was made by Dona, seconded by Carole.  Approved   Yes-11  No-0

Committee Reports

FINANCE: 
Motion to authorize the draw of $40,000 from the Smith Barney Operating Fund and depositing into the checking account for paying the regular monthly bills was made by Lynne, seconded by Linda.  Unanimously approved
            Motion to authorize payment of Ivy Partners invoice #337 in the amount of $2,550 directly from the Smith Barney Building Fund, pursuant to resolution from April 2009 meeting was made by Judy, seconded by Linda.  Unanimously approved
(This amount covers May Public Relations and Campaign Coordinator fees.  There is an additional mileage fee of $405.90 that the board has not authorized at this time for Kevin to clarify with Ivy Partners the starting point of the mileage)

BUILDING AND GROUNDS:
            Committee did not meet this past month; however Susan reported that there has been an onslaught of students requesting to volunteer for their community service hours. 

PERSONNEL:
            Pat, Dele and Susan met to review goals.  On May 26th, Jennifer Mechler started to work 18 hours per week through the Experience Works program.  The committee would like to firm up the Volunteer Coordinator job description to move Jennifer into that role.

PLANNING:
            Did not meet this past month.  Lynne requested that the Risk Management responsibilities fall under Planning.

LOCAL HISTORY:  Did not meet.

By-Law:  No action

NOMINATIONS/ELECTIONS:  No report

Friends of the Swan Library:  Mary Anne asked for volunteers to work the Strawberry Festival.  Summer events also include an Ice Cream Social and the Book and Mum Sale.

OTHER BUSINESS:
Web-site:  The web-site maintenance will be handled in-house with Charity taking on the responsibility.

Albion School co-programming update:  Susie is waiting to hear back from Sue Starkweather.  Lynne also mentioned that Policy 2.9 referring to working with the Albion School District needs to be reviewed.  Refer to Planning Committee.

Family Services Literacy Grant Proposal: 
            Resolution that the Board of Trustees of the Swan Library approves the Family Services Literacy Grant proposal to be submitted to the NYS Education Department by June 19, 2009.     Unanimously approved   Yes-11  No-0

Budget Vote:  The Library budget was approved.

NIOGA Annual Meeting was attended by Susan and Lynne.  We received a $400 award for participation in NIOGA trainings.  There is a NIOGA training in customer service being offered and 5 staff members will be attending.

NEW BUILIDING:

Campaign Chairman:  Dick Remley. 

Purchase Offer:  Kevin reported that we should have a purchase offer prepared by tomorrow for review.  He will email it to board members for review and comment. 
            Special Meeting will be held on June 22nd at 5pm at the Library to approve submitting the purchase offer to the Pilon’s.

RFP for Architect:  Next meeting

Public Relations audit and Plan:  Ivy Partners and Campaign Coordinator (Kathy/Ann) are working with staff and Susan on plans to “Brand” the library. 

Public Forum:  No comment

Adjournment:  Motion to adjourn the meeting at 8:18pm was made by Terry-Lynn, seconded by Dona.  Approved.

Respectfully submitted,

Lynne Philipps, Secretary