SWAN LIBRARY TRUSTEES
MEETING OF OCTOBER 8, 2008
Present: Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Dele Theodorakos, Linda Krantz-Smith, Terry-Lynn Corrigan, Judy Christopher, Mitzy Peglow, Mary Anne
Braunbach, Library Director Susan Rudnicky
Excused: Dona Scharping, Fran Lissow
Guests: Roger and Ingrid LaMont, Mike McFarland
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President Kevin Doherty opened the regular meeting of the Board of Trustees of the Swan Library at 7pm.
AGENDA: Motion to accept the agenda as presented was made by Lynne, seconded by Terry-Lynn. Unanimously approved.
PUBLIC FORUM: Mike McFarland urged the Board to move ahead with the suggestions presented to them by Ivy Partners.
MINUTES:
Motion to approve the minutes of September 10, 2008 with the addition of Terry-Lynn as being present was made by Pat, seconded by Judy. Unanimously approved.
Motion to approve the minutes of the October 7, 2008 special meeting adding Linda Krantz-Smith as being present was made by Linda, seconded by Mitzy. Unanimously approved.
DIRECTOR’S REPORT: was emailed to Board of Trustees.
TREASURER’S REPORT: included in board packet. Motion to approve the September 2008 Treasurer’s Report was made by Lynne, seconded by Pat. Unanimously approved.
COMMITTEE REPORTS
Finance Committee:
Kevin presented an investment account summary to the board as requested, showing the balances of each fund.
Motion to authorize the payment of the $7,680.00 to Barkstrom and LaCroix for the full payment for the Martillotta site study and drawings, ($6,000 expenditure previously approved), engineering cost estimates ($1,500 expenditure previously approved), and the copy costs ($180), directly from the Smith Barney Building Fund, was made by Lynne, seconded by Mary Anne. Unanimously approved.
Tax Levy Funds: As noted in the Treasurer report and the director’s report, we have received the tax levy check. Kevin reported that $450,000 has been transferred into the Smith Barney Operating Fund.
FYI: Kevin stated that the committee would like to have a year end tabulation of transfers for the Boards review at the December 10th meeting.
Next Finance Committee Meeting: scheduled for Thursday, Oct. 9th at 10am.
Building and Grounds:
Susan reported that the buildings duct cleaning has been completed. There was a lot of dust and mold found. Kevin said he would like to see it completed every two years in the future.
Planning:
Lynne reported that the Ivy Partners report was given last night to the board and members of the Steering Committee. The next step will be discussed.
5 Year Plan: waiting for Susan to write up the narrative and to put the operational priorities in goal format, and it will be presented to the board at our next meeting.
Disaster Plan: is also being re-written and should be presented to board in November.
Nominations and Elections: Did not meet
Personnel: Changed meeting date until tomorrow evening at 7pm
Local History: No report
By-Laws: No report
Friends of Swan Library:
Mary Anne reported that recipes are due to Susie for the Tastings Party yesterday. This year, she said that participants are to make two desserts (or whatever). One will be served to taste, the second will be raffled off. The event is scheduled for December 4th at 6pm.
The Books and Mums Sale was successful. The Friends made just under $500. Fran Lissow’s brother sold and delivered the mums to us and Petals and Lace provided little bunches of cut flowers for the sale.
The 401©3 paperwork has been put in the mail.
OLD BUSINESS
Bero Architect has provided us with $422.53 in gift-in-kind for his work in the evaluation of the Newberry Building.
The $5,000 Member Item promised from Senator Maziarz was sent to NIOGA and Susan has requested it from them.
Sunday Hours were discussed. The board suggested that the Personnel and Finance Committees look at the issues that were discussed, including the staffing and utilization of the hours by patrons and the overtime pay for the hours.
Tax Levy Resolution wording: To be resolved.
Website management: discussion over contracting with Laurie Groth to keep our website current was referred to Personnel Committee.
Conflict of Interest Policy:
Motion to adopt the Conflict of Interest Policy as presented to the board from the Planning Committee was made by Lynne, seconded by Linda. Unanimously approved.
In discussing the report from Ivy Partner, the board recognized the need of a facilitator to help us through the internal evaluation of our management. Kevin will contact Bill Wickham and if an agreement can be made, Motion was made to authorize the expenditure of up to $3,000 from the Contractual Line item, to have Ivy Partners facilitate an organizational management workshop for the board, especially as it relates to decision making, was made by Mary Anne, seconded by Linda. Unanimously approved.
In the meantime, the Steering Committee will meet to identify the next steps in moving into an advisory stage.
Adjournment: Motion to adjourn the meeting at 9:10pm was made by Mitzy, seconded by Pat. Unanimously approved.
Respectfully submitted,
Lynne Philipps, Secretary