SWAN LIBRARY TRUSTEES
MEETING OF OCTOBER 14, 2009

 Present:  Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Linda Krantz-Smith,                          

Mariadele Theodorakos, Terry-Lynn Corrigan, Judy Christopher, Dona Scharping,
                Mary Anne Braunbach, Library Director Susan Rudnicky
Excused: Colleen McKenna, Carole Patterson
Guests:   Tom Rivers, Karen Sawicz

President Kevin Doherty opened the regular meeting of the Board of Trustees of the Swan Library at 7pm.

Motion to approve the agenda was made by Lynne, seconded by Dele.  Unanimously approved.

BUILDING PROJECT

Kevin reported that the Purchase Offer has been delivered and accepted by both parties.

Public Relations:  Karen Sawicz, Chair of the PR Committee proposed a logo which she wanted the Board to approve.  The logo was presented with a choice between a serif or sans serif font.  Motion to adopt the proposed logo with a serif font was made by Mary Anne, seconded by Dona.  Approved  Yes-9  No-0
            Motion was also made to use the color turquoise in the logo by Mary Anne, seconded by Judy.  Denied  Yes-4   No-5

            Reception: on October 25th from 3-5pm at the Library has been planned by the PR Committee to “officially” announce the purchase of the Dale’s property and to thank the individuals who sat on the various committees and the board.  Over 130 invitations have been sent out.

Capital Campaign Chair Dick Remley has requested funds to set up an account for expenditures needed to run the capital campaign.  Motion to transfer $5,000 from the Smith Barney Morgan Stanley Building Fund to the existing Capital Campaign Checking account at First Niagara for the purpose of funding Project and Capital Campaign costs such as: Thank You Reception, mailings, other advertising and promotional pieces, the costs of building visits for the Building Committee, was made by Linda, seconded by Lynne.  Unanimously approved.
            Such expenses shall be approved by either the Director or the President upon submission of appropriate invoice or quote.  The checks shall be signed by any of the officers on the signature card, except that if the President has approved the invoice for payment, he shall not also sign the check paying that invoice.  A running total report shall be provided to the Board.

Property Purchase:  Motion to authorize the President to execute, subject to the approval of the Swan Library’s attorney, the Purchase Money Mortgage to be held by Dales as described in the final Purchase and Sale Agreement: $ 350,000 on a 30 year amortization; principal and interest payable monthly; the interest rate to be 5% per annum for the first 5 years and 12% per annum thereafter; no prepayment penalty, was made by Lynne, seconded by Dona.  Unanimously approved.

MINUTES:  Motion to approve the September 9, 2009 minutes as written was made by
Terry-Lynn, seconded by Dele.  Unanimously approved.

DIRECTOR’S REPORT:  as submitted in board packet

TREASURER’S REPORT:  Motion to approve the September Treasurer’s Report as submitted was made by Lynne, seconded by Linda.  Unanimously approved.

COMMITTEE REPORTS
Finance: 
            Tax Levy check of $524,000 was received and deposited into the Operating Fund Account at Morgan Stanley Smith Barney. 
            Motion to authorize the draw of $60,000 from the Morgan Stanley Smith Barney Operating Fund and depositing it into the checking account for paying the regular monthly bills was made by Lynne, seconded by Mary Anne.  Unanimously approved.
            Motion to pay Invoice 352 from IVY Partners for $3,015.70 directly from the Morgan Stanley Smith Barney Building fund pursuant to the resolution of April 2009 was made by Lynne, seconded by Dele.  Unanimously approved.
            Motion to pay Woods, Oviatt, Gilman LLP in the amount of $966.00 for work on the Dales Purchase and Sale Agreement through the end of September directly from the Morgan Stanley Smith Barney Building fund pursuant to the resolution of April 2009 was made by Linda, seconded by Terry-Lynn.  Unanimously approved.
            Motion to authorize payment directly from the Morgan Stanley Smith Barney Building Fund to LaBella Associates in the amount of $1300 for full and final payment for the Phase I Environmental Study of the Dales’ property, per their proposal of August 27, 2009 with the report received September 11th, was made by Lynne, seconded by Dona.  Unanimously approved.
            Motion to authorize payment directly from the Morgan Stanley Smith Barney Permanent Improvement Fund of $930 to D&J Construction for masonry and related carpentry repairs following the flooding in the Children’s Library, was made by Pat, seconded by Linda.  Unanimously approved.

Building and Grounds
            Joe Baker has completed the drainage repairs and is waiting to complete the interior finish until it is “rain” tested.
            Upstairs carpeting in finished.

Personnel
            Volunteer Coordinator Job Description presented to Board for review
            NYLA has an insurance plan being offered this year.  Committee will review

Planning
            Open Meeting Policy draft presented for review and comment.  (Review executive session actions for next meeting)
            Board of Trustees Job Description and Duties of the Officers and Committees distributed for review and comment.
            SLA By-Laws Article IV Committees #5 presented for review and comment
            SLA By-Laws Article III Meetings #7 presented for review and comment

Local History: no report

Nominations/Elections:  no report

Friends of the Library: reported that Tasty Treats recipes should be sent to Susie ASAP.  It will be held on Dec. 3rd at 6pm at the Christ Episcopal Church.

OLD BUSINESS
School Open House was attended by library staff and information was given out.

ADJOURNMENT:  Motion to adjourn at 8:49pm was made by Dona, seconded by Mary Anne.  Approved.

Respectfully submitted,

Lynne Philipps, Secretary