SWAN LIBRARY TRUSTEES
MEETING OF SEPTEMBER 9, 2009

 Present:  Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Linda Krantz-Smith,                                        Mariadele Theodorakos, Terry-Lynn Corrigan, Mary Anne Braunbach, Colleen                        McKenna, Carole Patterson, Library Director Susan Rudnicky
Excused: Judy Christopher, Dona Scharping
Guests:   Roger LaMont, Dick Remley, Bill Wickham
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The meeting was called to order at 6:30pm as posted by President Kevin Doherty for hearing a presentation by Dick Remley concerning the capital campaign planning process.

Dick also indicated that the chairman of each of the four committees were in the process of building their committees. 

RFQ’s:  Kevin reported that the RFQ’s, which is less strict to complete, were sent to 8 architects with 6 returning the request.  The RFQ asks the architects for their philosophy of the anticipated project.  These will be sent to the building committee, chaired by Eric Brown, for review.  The six firms returning the RFQ are Barkstrom & LaCroix, King & King, Kadeny, Ecological Studio, HBT and LaBella. 

Bill Wickham was also present to address the board on the questions we had concerning the project coordinator position.  He mentioned the industry standard for this position could run to 10% of the total project.

Motion to approve the agenda was made by Carole, seconded by Linda.  Unanimously approved

MINUTES:     Motion to approve the August 12th meeting minutes as submitted was made by Mary Anne, seconded by Colleen.  Unanimously approved.

DIRECTOR’S REPORT:  Included in the board packet.  Discussion of the NYLA Conference being held in Niagara Falls Oct. 15-17th.  Strongly encourage as many of the staff attend as possible. 

TREASURER’S REPORT:    Motion to accept the August 2009 report was made by Lynne, seconded by Mary Anne.  Unanimously approved.

COMMITTEE REPORTS:

FINANCE: 
Motion to authorize the draw of $40,000 from the Morgan Stanley Smith Barney Operating Fund and depositing into the Checking Account for paying the regular monthly bills was made by Lynne, seconded by Terry-Lynn.  Approved  Yes-9  No-0

            Motion to authorize payment from the Morgan Stanley Smith Barney Building fund to Ivy Partners for the following invoices pursuant to the resolution of the April 2009 meeting #349 for $2744.70 was made by Lynne, seconded by Dele.  Approved  Yes-9  No-0

            Motion to authorize payment of $800 from last month’s invoice #346 to Ivy Partners following explanation of Bill Wickham was made by Linda, seconded by Carole.  Approved  Yes-9  No-0

            Motion to authorize payment from the Morgan Stanley Smith Barney Building Fund directly to Woods, Oviatt invoice 175928 in the amount of $500 for work on the Dales Purchase and Sale Agreement through the end of August was made by Lynne, seconded by Colleen.  Approved  Yes-9  No-0 
            Kevin had discussed the last bill with Woods Oviatt and they agreed to “not” hold up the billing for such a long period.

            CD rates:  Kevin reported that Susie Gaylard will poll local banks for the CD rates on 3, 6 and 9 month maturity rates for the finance committee to review.

            Motion to adopt the preliminary budget for 2010 of $558,659 for reporting to the Orleans County Legislature Finance Committee was made by Lynne, seconded by Dele.  Approved   Yes-9  No-0

BUILDING AND GROUNDS:
            Basement wall repaired.  Joe waiting for major rain to repair interior wall. 

            Carpeting will take place Sept. 21st through Sept. 26th.  There will be some disruption of computer access during this period.

            Voice mail system is installed and operating.

PERSONNEL: 
            Committee met to discuss raises and the volunteer coordinator position.

PLANNING:
            Committee met and is working on board job descriptions and an organizational structure.

LOCAL HISTORY:  No report

BY-LAWS:  No report

NOMINATIONS/ELECTIONS:  No report

Friends of Swan Library:  Mary Anne reported that the Friends donated $550 to the library to help cover the funds for a matching grant of the Gates Foundation.

OLD BUSINESS
Albion Schools Programming:  The library is working with Tim Archer to conduct a Service Learning Project.  The library will also have a table set up at the Open Houses at the Schools.

NEW BUSINESS
Staff requested the library consider closing the Library on Saturday, December 26th as a long Christmas Holiday.
            Motion to close the Library on December 26, 2009 and January 2, 2010 was made by Mary Anne, seconded by Linda.  Approved  Yes-9  No-0

ADJOURNMENT:    
            Motion to adjourn the meeting at 8:28pm was made by Mary Anne, seconded by Terry-Lynn.  Unanimously approved.

Respectfully submitted,

Lynne Philipps
Secretary