SWAN LIBRARY TRUSTEES
MEETING OF NOVEMBER 12, 2008
Present: Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Dele Theodorakos,
Terry-Lynn Corrigan, Mary Anne Braunbach, Dona Scharping, Library Director
Susan Rudnicky
Excused: Fran Lissow, Judy Christopher, Linda Smith, Mitzy Peglow
Guests: Roger LaMont, Janet Southcott, Susie Gaylard, Grace Kent
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President Kevin opened the meeting at 7pm. The proposed agenda was reviewed and Pat moved to accept the agenda, Terry-Lynn seconded it. Approved unanimously.
Public Forum: Questions were asked by Janet Southcott relating to the site selection of the proposed new library. Kevin answered her questions.
MINUTES: Motion to approve the October 8th Minutes was made by Dona, seconded by Dele. Approved unanimously.
DIRECTOR’S REPORT: included in Board packet. Lynne asked for clarification of what state money we were waiting for (Library Service Aid) and if we had received the “Maziarz” money from NIOGA. Susan said we had and it has been deposited back into the operating budget. (Line item #4190)
TREASURER’S REPORT: Motion to accept the Treasurer’s Report of October 2008 was made by Lynne, seconded by Dona. Approved.
COMMITTEE REPORTS:
Finance Committee:
Kevin provided a summary of the investment accounts for information.
Motion to authorize the draw of $40,000 from Smith Barney Operating Fund for expenses through mid-December was made by Lynne, seconded by Terry-Lynn. Approved unanimously
Motion to authorize payment to IVY Partners invoice #310 in the amount of $3,641 for services through Sept. 30 including mileage, postage and other reimbursable, from the Smith Barney Building Fund was made by Pat, seconded by Lynne. Approved unanimously.
Building and Grounds:
Kevin authorized the payment of $300 to clean and repair the gutters.
Planning Committee:
Lynne reported that the Advisory Committee has been selected and has had an introductory meeting with Ivy Partners. Advisory Committee members are: Mike McFarland, Roger LaMont, Alan Worgo, Donna Wolcott, Pat Shelp, Dick Remley, Mario Belgiorno, Wil Harris, Susan Rourke, Ken Braunbach, Karen Sacicz, Lisa Misiak, and Danny Monacelli.
Laptop is back in Susan’s office and will be used to put the fundraising program on it and begin to have the data entry started. Susan will assign this to a staff member at this time.
The Personnel Committee reviewed a contract with Christ Church for the use of the room in the Outreach center for the establishment of the Capital Campaign Office. This contract was signed.
Nominations and Elections:
Pat has announced that there is a meeting scheduled with the committee to begin review of the process for our next election. She asked that board members email her with any suggestions on absentee ballots. Another issue to consider is how to proceed to vote on Member by-law changes.
Personnel Committee:
The Rules of Conduct for Library Users Policy which was amended by the Board of Trustees on March 9, 2005, and a Patron Code of Conduct Policy, which is being proposed to the board, were handed out to be discussed at the December meeting.
Health Insurance coverage has taken a drastic increase in cost. The committee has met with BeneCare and has selected the MyCare Plan for eligible employees. The rep will be coming to the library to explain the plan to the staff. It will not have any change in the costs to the library or the employee. Motion to accept the recommendation of the Personnel Committee to provide a new medical insurance plan (MyCare) for employees was made by Lynne, seconded by Dona. Approved unanimously.
Local History:
Susan said she and Dee had met to research grants to allow for digitization of documents.
By-Laws: No report.
Friends of Swan Library: Recipes for the Tasty Treats program are due by Tuesday, November 18th.
OLD BUSINESS:
Member Item money (by way of George Maziarz) has been received and deposited into account, as authorized.
Kevin asked for input from the board on Sunday hours, holiday’s observed, and overtime paid for Sunday hours. These issues were referred to the Personnel Committee for recommendation. It was also suggested that Susan ask staff if they had any suggestion on covering Sunday hours without paying overtime rates.
Capital Campaign software originally was going to be E-Tapestry. This has turned out to be cost prohibitive. Ivy Partners has suggested Gift Works and it does not contain any maintenance fees. It is a cost per computer program. Authorization to purchase two copies of the program has been suggested at this time.
Tax Levy Resolution wording is still being investigated by Pat Malgieri. Kevin has indicated that we need a response by January 1st.
Website Maintenance: As authorized at the October meeting, Laurie Groth has received $300 as an interim payment to get the website up to date following her resignation from the staff. She also submitted a contract to the library for website maintenance for $300 per month. Since that proposal was only delivered hours prior to the meeting, the Board took no action on that contract, but concern was expressed about both the continued upkeep of the website, and the reduction in its complexity. It was suggested that the President authorize one final interim payment of $300 with a recommendation on the contract being held for the December meeting. Copies of the proposal will be emailed to Trustees.
NEW BUSINESS:
Motion to sign contract with Ivy Partners to provide a one day board training workshop for $1500 plus mileage and expenses to be paid for from line item 6992- Contractual Expense was made by Pat, seconded by Mary Anne. Approved unanimously.
Motion to approve a contract with Ivy Partners for 3 months of Advisory and Communication facilitation, not necessarily concurrent, for $1500 each per month, plus mileage and expenses, was made by Dona, seconded by Terry-Lynn. Approved Unanimously
Public Access Computers: Suggestion to move some/all public access computers into the periodical room with some need for electrical wiring and conduit work, which would necessitate moving some programming off-site until adequate space can be accomplished, was recommended by Kevin. Some additional questions were presented for answers at the next board meeting. Kevin will follow-up.
Motion to move to EXECUTIVE SESSION at 9:31pm with an invitation to Roger LaMont to join us for the purpose of discussing possible real estate transaction(s) was made by Dona, seconded by Dele. Approved unanimously.
Motion to return to Open Session at 10:15pm was made by Pat, seconded by Dele. Approved unanimously.
Board Representative at Staff Meeting: Dele will try to get the insurance rep to the December staff meeting and attend that meeting.
Employee Holiday Get Together is planned at the Library on December 12th. Terry-Lynn will be sure to attend. All board members are invited.
Motion to Adjourn at 10:21 pm was made by Dona, seconded by Terry-Lynn. Approved unanimously.
Respectfully submitted,
Lynne Philipps, Secretary