SWAN LIBRARY TRUSTEES
MEETING OF MAY 13, 2009

 Present:  Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Linda Krantz-Smith,  
               Terry-Lynn Corrigan, Colleen McKenna, Library Director Susan Rudnicky
Excused: Mariadele Theodorakos, Judy Christopher, Dona Scharping, Mary Anne Braunbach, Carole Patterson
Guests:   Penny Miller, Susan Gaylard
_____________________________________________________________________________

President Kevin Doherty opened the meeting at 7:05pm.  Motion to accept the proposed agenda was made by Lynne, seconded by Linda.

Correspondence folder is being circulated. 

Minutes:  Motion to approve the April 8th minutes with the correction of adding Linda Smith as present was made by Pat, seconded by Terry-Lynn.  Approved.

The Annual Meeting Minutes are not prepared for review at this meeting.

Director’s Report:  was submitted with the Board packet.

Treasurer’s Report:  Motion to approve the April 2009 Treasurer’s Report was made by Linda, seconded by Terry-Lynn.  Unanimously approved.

COMMITTEE REPORTS
Finance Committee: 
            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 #332 in the amount of $1,879.80 directly from the Smith Barney Building Fund, pursuant to resolution from November 2008 was made by Lynne, seconded by Pat.  Unanimously approved

Building and Grounds:  No report

Personnel:  The committee has not met since last meeting
            Susan informed the Board that according to past practice, when a library page turns 18, they are promoted to the Library Assistant title.  The salary for this position will increase $.21/hour.  Katie Rich, our current Page has turned 18.
            Motion to promote Katie Rich from Library Page to Library Assistant with salary and job duties assigned as appropriate was made by Terry-Lynn, seconded by Lynne.  Unanimously approved

Planning:  No meeting since last month.
            Lynne reminded new committee chairs to review the committee folders in the Administrative Assistant’s office for updates and continuity of the committees for the upcoming year.

Local History:  No meeting since last month.
            Susan will be attending a meeting of the Local History Historians at the Cobblestone Church within the month.  She hopes to gain information on the interests of the area historians.

By-laws:
            A suggestion that the by-laws be reviewed to accommodate the new voting practices and include how a resolution might be voted on by the members.

Nominations and Elections
            Question over the signature of the home delivery persons occurred.  Susie reported that the ballot was completed and placed into an envelope which the home bound person then signed on the seal. 
            Lynne asked how votes were verified as being home bound person only.  Susie indicated that there was a case where the home bound individual had guests who wanted to cast their vote, however they were told that they needed to go to the library.

Friends of the Swan Library:  the board was reminded that help would be needed for the Strawberry Festival.  The Friends have both their 501 c 3 status, as reported at the Annual Meeting, as well as their tax exempt number.

OLD BUSINESS

Update on Spring Cleaning.  The majority of the cleaning had been accomplished prior to the Annual Meeting.  Susan reported that there were also students getting in their last minute community service hours who helped with the cleaning and dusting.

Purchase Offer:  on the Dale’s property is being worked on by Woods, Oviatt.  There is some concern over the details of the shared driveway agreement with Ace Hardware and the Pilon’s will need to work out those details.  Kevin reported that if we should get a draft soon, he will arrange for a special meeting for review and to answer any questions.

Proxy votes:  During discussion of the purchase offer, Kevin mentioned he had Proxy votes from some of the members who were absent at this meeting.  Lynne suggested that the Board of Trustee Handbook indicated that in order to be counted for a vote, the trustee must be present at the meeting.  Kevin will review the recommendation.

BUSINESS COINCIDENT TO ANNUAL REORGANIZATION OF THE BOARD

Pursuant to the actions of the Board at its re-organizational meeting immediately following the May 4 Annual Meeting, with regard to assets of the Association held by Citibank/Smith Barney, First Niagara Bank, HSBC bank and others, this Board amends all previous signature authorizations to now include the following individuals:  Kevin Doherty, President; Pat Cammarata, Vice president; and Linda Smith, Treasurer; and requests that Mrs. Gaylard, Administrative Assistant, facilitate collection and transmission of all necessary paperwork.  This Motion was made by Terry-Lynn and seconded by Colleen.  Unanimously approved

BOARD COMMITTEE ASSIGNMENTS

President Kevin Doherty and Library Director Susan Rudnicky serve ex-officio on all Board Committees

Finance:  Linda Smith, Judy Christopher, Colleen McKenna
Planning:  Lynne Philipps, Terry-Lynn Corrigan, Dona Scharping
Personnel:  Pat Cammarata, Dele Theodorakos, Mary Anne Braunbach
Local History:  Carole Patterson
Nominations and Elections:  Pat Cammarata, Mary Anne Braunbach, Judy Christopher
Building and Grounds:  Terry-Lynn Corrigan
Risk Management:  Lynne Philipps

President Kevin Doherty has ex-officio status on any Campaign Committee
These committees will work with Ivy Partners and report to the Board of Directors

Public Relations:  Karen Sawicz, Pat Shelp, Ingrid LaMont
Campaign Finance:  Wil Harris
Campaign Grants:  Nathan Rudgers
Building Committee:  TBA
Campaign Committee:  Dick Remley, Mike McFarland, Roger LaMont

NEW BUSINESS

Health Insurance:  Bene-Care announced that there would be a rate increase in the insurance plans.  They do not, yet, know how much.  The Board suggested we not take any action until we know the actual amount of the increase.

NIOGA Annual Meeting is Wednesday May 27th.  Kevin is unable to attend.  Kevin authorized that Lynne be permitted to vote for the slate in his place.

BUILDING PROJECT

Kevin reported that Ann Shephard and Kathy Benson from Ivy Partners had a 3 hour meeting with Susan and staff conducting the audit of the public relations of the library.  They were surprised with the amount of advertising we currently do.  It is suggested that they also make an assessment of the web site.

Kevin will work on the RFP for the architect and continue to follow up on the progress of the Purchase Offer.

PUBLIC FORUM:  Penny Miller asked for clarification on the decision process to tear down the Dale’s building.

NEXT MEETING: of the Swan Library Board of Trustees will be held on Wednesday June 10th at 7pm in the Library.

Members also reminded that the School Budget Vote, including the Swan Library Proposition will be held on May 19th from noon to 8pm at the Elementary School.

Motion to Adjourn the meeting at 8:42pm was made by Colleen, seconded by Linda.
Unanimously approved.

Respectfully submitted,

Lynne Philipps, Secretary