SWAN LIBRARY TRUSTEES

MEETING OF JANUARY 13, 2010 

Present:  Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Linda Krantz-Smith,           Mariadele Theodorakos, Terry-Lynn Corrigan, Dona Scharping, Colleen McKenna,

         Carole Patterson, Library Director Susan Rudnicky

Via. Phone:  Mary Anne Braunbach

Excused: Judy Christopher

Guests:  Tom Rivers, Bill Lattin, Susie Gaylard, Eric Brown, Bill Wickham

_____________________________________________________________________________   

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

The agenda was reviewed and Kevin asked that the minutes and treasurer’s report be postponed until the February meeting.  Motion to accept the agenda was made by Lynne, seconded by Terry-Lynn.  Approved.  

BUILDING PROJECT  

Bill Wickham, Ivy Partners, presented an update on the Capital Campaign.  The importance of 100% Commitment and Support was emphasized.  He will also be attending a staff meeting to stress this message to the staff.    

Eric Brown, Bill Lattin and Dele Theodorakos presented the Building Committees recommendation for the architect for the project.  Their report included the process of interviewing the candidates as well as their assessment of the interviews and review of the references of the architects.             

 Motion to accept King and King, Architects, for the design of the new library and to authorize the board President to contact Woods Oviatt Gilman, Attorney, to execute the AIA contract to secure King and King (to be reviewed by the board prior to signing), was made by Dele, seconded by Dona.  Approved   Yes: (9) McKenna, Smith, Cammarata, Patterson, Doherty, Philipps, Corrigan, Scharping, Theodorakos    No: (1) Braunbach 

Absent:  Christopher  

Kevin reported that the closing on the Dale’s Property occurred on December 30, 2009.  A copy of the closing statement was distributed.  Kevin also indicated that the check for $20,000 that was written from the building fund for earnest money was returned, un-cashed, and will show up back in the account.    

Parking lot agreement still needs to be worked out with Ace but we will wait until we have the AIA site plan to make the agreement.  

Forms are completed to file for the tax exempt status and to combine the parcels of the property.  The Mortgage with the Pilon’s will come due on the 1st of each month, starting February 1st.    

The library will be responsible for the County/Town property taxes on the former Dale’s property.  Motion to pay the County/Town property tax on the former Dale’s property, estimated to be $7,280.47, to be drawn from the Morgan Stanley Smith Barney Building Fund, was made by Mary Anne, seconded by Linda.  Approved   Yes-10  No-0  

MINUTES:

December 9th meeting :  postponed until February  

TREASURER’S REPORT:

Postponed until February meeting   

DIRECTOR’S REPORT:  included in board packet

Comments postponed until February meeting  

COMMITTEE REPORTS:  

Finance Committee:

      Motion to authorize the Administrative Assistant to draw, and designated officers to sign, a check for $50,000 from the Operating Fund of MSSB for payment of regular bills was made by Lynne, seconded by Pat.  Unanimously approved.            

 Motion to authorize the Administrative Assistant to draw, and designated officers to sign, a check for Ivy Partners for $2,783.20 from the Building Fund at MSSB for payment of invoice #360 was made by Lynne, seconded by Dele.  Unanimously approved           

 Motion to adopt the revised budget for 2010, increasing the bottom line to $578,847, which calculates the tax levy amount to be placed on the May school district ballot at $560,324, was made by Lynne, seconded by Dona.  Unanimously approved.           

 Motion to authorize the Administrative Assistant to draw a monthly check, payable from the Operating Budget Line Item #7001, in the amount of $2,098.43, payable per the Mortgage document, in such manner that the check arrives prior to the 1st of each month, starting with February 1, 2010 was made by Mary Anne, seconded by Terry-Lynn.  Approved  Yes-10  No-0           

 Motion to continue to maintain the investments with Morgan Stanley Smith Barney with a Moderate Risk Profile was made by Linda, seconded by Colleen.  Approved  Yes-10   No-0  

EXECUTIVE SESSION  

Motion to move to Executive Session at 8:45pm pursuant to the Open Meetings Guidelines, for discussion of …(f) the medical, financial, credit or employment history of one or more particular persons or corporations, or matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal or removal of a particular person or corporation, was made by Lynne, seconded by Dele.  Unanimously approved.     

Motion to return to the regular meeting at 10:13pm was made by Dona, seconded by Pat.  Unanimously approved.

ADJOURNMENT

Motion to adjourn at 10:14pm was made by Dele, seconded by Dona.  Unanimously approved.  

Respectfully submitted,  
 
 

Lynne Philipps, Secretary