SWAN LIBRARY
BOARD of TRUSTEES MEETING OF MARCH 11, 2009
SWAN LIBRARY
7PM

Present:  Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Mary Anne Braunbach, Terry-Lynn Corrigan,
Dele Theodorakos, Linda Smith, Dona Scharping,
               Library Director Susan Rudnicky
Excused: Fran Lissow, Judy Christopher, Mitzy Peglow
Guests:   Mike McFarland, Roger LaMont, Alan Worgo, Charlene Bloom, Gary Derwick,
               Gary Kent, Grace Kent, Carol Patterson, Jan Southcott, Cheryl Mowatt, Susan
               Gaylard
 ____________________________________________________________________________

The regular meeting of the Board of Trustees of the Swan Library was called to order at 7:00pm by President Kevin Doherty.  The proposed agenda was reviewed and additions were suggested.  Motion to approve the proposed agenda with corrections was made by Dona, seconded by Dele.  Approved.

PUBLIC FORUM:  Kevin welcomed members of the public in attendance and asked if anyone had any initial comments.  None offered.

Correspondence folder circulating with a note from Cheryl Mowatt which will be addressed later and some estimates for cleaning, which will be discussed later in the meeting.

MINUTES:  Motion to approve the February 11, 2009 minutes was made by Dona, seconded by Linda.  Approved.
                    Motion to approve the March 10th, special meeting minutes as submitted was made by Terry-Lynn, seconded by Dona.  Approved.

DIRECTOR’S REPORT:  attached to board packet.
            NYState Annual Report for Library Certification report was handed out to the board for its review.  Motion to Certify the NY State Report as presented was made by Lynne, seconded by Mary Anne.  Unanimously approved.  Yes-8  No-0
            Albany Lobby Day:  Susan and Terry-Lynn attended the Lobby Day in Albany yesterday.  Terry-Lynn found it to be informative.

TREASURER’S REPORT:
            Motion to approve the February report was made by Lynne, seconded by Pat.  Unanimously approved.

FINANCE COMMITTEE:
            Annual Audit:  Kevin provided Board with copies of the Annual Audit 2008 for review.  He discussed that there were some leftover recommendations from the management letter of 2008 concerning the separation of duties in Payroll and that the Fixed Asset records may not have any adjustments made to our current practice.  There were no new suggestions made for this review.
            Motion to authorize to draw $40,000 from the Smith Barney Operating Fund to the Checking Account for payment of regular expenses was made by Terry-Lynn, seconded by Lynne.  Unanimously approved.
            Motion to pay Ivy Partners invoice #325 in the amount of $1,879.80 for Advisory Committee facilitation per proposal of October 23, 2008 and Board resolution of Novemeber 12, 2008, directly from the Smith Barney Building Fund, was made by Lynne, seconded by Dele.  Unanimously approved.
            *Note:  IVY invoice #323 was authorized for payment last month, but the draw was not ordered.  It will, however, be added to this payment.

BUILDING AND GROUNDS
            Susan solicited three cleaning proposals for the library.  Two were from commercial cleaning companies, a third from Laurie Goth.  Mary Anne researched names of local individuals who cleaned local businesses.  Discussion occurred to qualify what service we are seeking.  It is the Board’s understanding that we are looking for a major cleaning of the library twice a year.  Susan will prepare a side by side proposal for the Board review for the next meeting.

PLANNING COMMITTEE
            Lynne asked that chairs of the committees provide key points they would like to see added to the annual report.
            The Advisory Committee will be meeting to establish a time line for the Board for the building project. 

NOMINATIONS AND ELECTIONS
            Ads will be placed in the Pennysaver this week and the Press Releases will be placed in the Journal for individuals to obtain petitions and timeline for running on the board.

PERSONNEL
            Pat reported that the evaluation of Library Director was completed and they are moving closer to utilizing S.M.A.R.T. goal format for reviews. 
            Cheryl Mowatt is currently is covered with the Library Health Insurance.  She is going to be eligible for Medicare.  Motion to authorize the Swan Library to pay 80% share of the MVP Gold Plan as qualified per policy was made by Pat, seconded by Mary Anne.  Unanimously approved. 

LOCAL HISTORY did not meet.

FRIENDS OF SWAN LIBRARY
            501 c 3 has been sent.  March 17th is the Swan Library’s 109th Birthday Celebration.  Board Members invited for Cake.  The Friends are also selling shamrocks for the Celebration and there will be a Book Sale.

OLD BUSINESS

Kevin presented a summary of payments from the Smith Barney Building Fund to show a tracking of the Dunckel Money.  Mary Anne asked this report be provided quarterly.

Lynne reported the response from Dr. Ada Grabowski, Superintendent of Albion Schools, on the library’s request to distribute a monthly calendar of events provided by the library to elementary students to take home.  She stated that in consultation with the attorney, letting the library “advertise” its programs would open the door for other, possible controversial programs to request “advertising”, therefore she does not allow anything “non-school” related to go home.

NEW BUSINESS

Motion to receive the Report of the Advisory Committee as presented to the Board of Trustees at a Special Meeting on March 10, 2009 was made by Dele, seconded by Pat.  Approved  Yes-8  No-0

Next Steps:  Bill Wickham, Kevin and Susan will present the Advisory Committee Report to staff tomorrow. 
            Kevin stated he would work with Bill to prepare a Press Release for the front desk, however the Board wishes to hold off a little longer, until we have a contracted purchase price for the property prior to announcing this as being our accepted plan.
            Motion to have Kevin, Terry-Lynn and Roger initiate a firmed purchase price from the Martillotta’s was made by Linda, seconded by Terry-Lynn.  Unanimously approved.

OTHER PUBLIC COMMENT FROM THE PUBLIC

ABC representatives Gary Derwick and Gary Kent asked if the Board/Advisory Committee discussed the letter they sent concerning working with them for a Senior Center to coincide with the building project.  Response:  Letter had been referred to the Advisory Committee, who attempted to contact Gary Kent.  It was felt that unless there was a completed plan on the part of ABC to show its funding for building and its “sustainability”, we could not enter into a joint venture, given that our own project is being reduced due to financial restrictions at this time.

Staff concerns for the selection of choosing someone to clean the library in light of the fact that there have been some thefts and the report in the paper of the library having artifacts was expressed by Grace Kent.

Motion to adjourn the meeting at 9:25pm was made by Dona, seconded by Mary Anne.

Respectfully submitted,

Lynne Philipps, Secretary