MINUTES OF THE MEETING OF
THE BOARD OF TRUSTEES OF THE OLD BRIDGE PUBLIC LIBRARY
DECEMBER 14, 2005
OLD BRIDGE, NEW JERSEY
Present:
Joseph Nuzzo, President
Mary Chamberlain, Vice President
Steven Goldman, Treasurer
Kathryn Arabia, Secretary
Linda Seiler, Trustee
Dr. Joan George, Trustee
Tara Flynn-Rozanski, Trustee
Barbara Cannon, Mayor’s Alternate
Margery Cyr, Director
Absent:
Maria Nowak, Executive Assistant
The President called the meeting to order at 7:30 p.m. and announced the meeting had been advertised and would be conducted in accordance with the Sunshine Law. The Secretary called the roll.
MaryAnn Clementin Jones, the new Superintendent’s Alternate, was introduced. She shared a bit about herself and the Board members introduced themselves.
Minutes
Motion: made by Mary Chamberlain, seconded by Linda Seiler, to approve the minutes from the November 9, 2005 meeting. Yes: J. Nuzzo; M. Chamberlain; S. Goldman; L. Seiler; B. Cannon; T. Flynn-Rozanski. Abstain: K. Arabia; J. George; M. Clementin Jones. The motion passes.
Finance
Payment of Bills
Motion: made by Steve Goldman, seconded by Joan George, to approve the December 14, 2005 bill listing in the amount of $121,855.60. Unanimously approved.
Joan George questioned a payment made to Margery Cyr on the year-to-date Commitments Payable report. After discussion, it was agreed that Mrs. Cyr would ask Maria Nowak to amend the financial reports to include a notation of explanation of reimbursement when made to a staff member. Should this be a problem with the accounting software, the issue will be discussed again at the January meeting.
Mrs. Cyr distributed copies of the Annual Audit for fiscal year 2004/2005 which arrived earlier today. Board members were directed to the final page of the Audit which states that there are no comments or suggestions for improvements. Mrs. Cyr asked the members of the Board to review the Audit and discussion of it will be put on the January agenda. The auditor has agreed to attend a Board meeting to answer any questions the Board may have. Those questions should be provided to Mrs. Cyr prior to the Board meeting so that the information can be gathered from the auditor.
Personnel
Steven Goldman moved and Kathryn Arabia seconded the appointments of Matthew Bodak effective November 28, 2005 and Maria Zelicskovics effective December 5, 2005; both at an hourly rate of $14.30. All were in favor.
Linda Seiler asked for an explanation of the schedules Mr. Bodak and Mrs. Zelicskovics are working. Mrs. Zelicskovics is the morning cleaner/custodian and Mr. Bodak is the evening cleaner/custodian. This brings the custodian staff up to full staffing.
Steven Goldman moves and Mary Chamberlain seconds the appointment of Debbie Delaney, Circulation Services Coordinator, effective January 3, 2006, at an annual salary of $33,000. All in favor.
The Board asked Mrs. Cyr to invite Mrs. Delaney to the January Board meeting.
Director’s Report
The Board reviewed and accepted the Director’s Report. Mrs. Cyr thanked the Wal-Mart Foundation for their generous grant to support literacy. Mr. Goldman announced that Theresa Wordelmann had been awarded a grant from the Old Bridge Education Foundation to purchase additional periodicals titles for the Young Adult area. Dr. George suggested that Mrs. Cyr look into the possibility of grant funding from the new BJ’s coming to town.
Old Business
Roof Repair
The roof project is due to begin next week. It has been delayed by the cold weather and snow.
Library ByLaws
Kathryn Arabia, on behalf of the Policy Committee, presented a draft of a revision of a section of the ByLaws pertaining to the authority for the hiring process in the Library.
Linda Seiler wanted it to be noted that she was a member of this Committee but was not involved in this discussion.
The Policy Committee had consulted with Scott Smith, Esq. It is his opinion that the law states that the ultimate responsibility for hiring and firing belongs with the Board; but the process which has been put into place requiring background checks and a review of the interviewing process that is currently being followed ensures that the law is being followed correctly. Mr. Smith recommends that this new language be adopted.
Joan George prefers that hiring not be done retroactively. Linda Seiler believes that the language is contradictory and awkward.
She questioned the provision in the paragraph that gives the director the authority to expend money from the budget. She believes that the director should not have the authority to spend a whole line item without prior approval of the Board.
There was discussion about the budgetary process and that the director is given the responsibility to expend the budget within the provisions of the line items and the constraints of the budget. During the creation of the budget each year, the director and the Finance Committee plan the line items according to the needs of the Library.
Joan George recommends that the ByLaws in their entirety should be looked at for a complete revision.
Kathryn Arabia stated that the new language matches the process that is actually in place.
Barbara Cannon agrees that she prefers that retroactive hiring should not be done, if possible.
Kathryn Arabia noted that should this amendment be approved, the director will now have the authority to hire and fire provided that the action is reported to the Board at its next meeting.
Linda Seiler stated that it is a contradiction.
Joan George moves and Steven Goldman seconds that the Library’s ByLaws, Article III, be amended to read:
“The Board shall appoint a qualified Library Director who shall be the executive and administrative officer of the Library on behalf of the Board and under its review and direction. The Director shall hire, determine the duties and dismiss all staff in accordance with applicable laws and regulations. The Director shall have the interim authority to hire and/or dismiss personnel without prior approval of the Board, provided that such action shall be reported to the Board at the next regular meeting. The Director shall be responsible for the proper direction and supervision of the staff, for the care and maintenance of Library property, for an adequate and proper selection of books in keeping with the stated policy of the Board, for the efficiency of the Library’s service to the public and for its financial operation within the limitations of the budgeted appropriation. The Director shall attend all Board meetings except those at which his or her appointment or salary is to be discussed or decided.”
The question was called. K. Arabia, yes; M. Clemente Jones, yes; B. Cannon, yes; J. George, yes; M. Chamberlain, yes; T. Flynn-Rozanski, yes; S. Goldman, yes; J. Nuzzo, yes. L. Seiler, no. The motion passes.
Barbara Cannon asked about the background checks and the information contained in them. Mrs. Cyr said that the background checks contain information going back many years if there is any information available. If not, the background check comes back marked with a notice that there is no history.
New Business
A calendar of proposed dates for the 2006 Board meetings was presented. Steven Goldman moved and Kathryn Arabia seconded that Board meetings will be held:
January 11, 2006 July 12, 2006
February 8, 2006 August (no meeting)
March 8, 2006 September 13, 2006
April 5, 2006 October 11, 2006
May 10, 2006 November 8, 2006
June 14, 2006 December 13, 2006
All in favor.
Mrs. Cyr informed the Board that she had requested that the Mayor give consideration to placing a member of the Library staff on the Township’s Cultural Arts Committee. Mrs. Saracino, Township Clerk, has advised that this would require an amendment to the ordinance. We are waiting to hear from the Mayor about this request.
Mrs. Cyr reminded the Board about the suggestions for the Karma Grant. Barbara Cannon submitted a suggestion.
Joan George asked if a brochure for the Book Donations could be created. Mrs. Cyr will do that.
Steven Goldman reminded the Board members that elections will be held at the January meeting. The positions held by Linda Seiler and Barbara Cannon are open to be filled by the Mayor.
Adjournment
Motion: made by Mary Chamberlain, seconded by Kathryn Arabia, to adjourn the meeting at 9:15 p.m. Unanimously approved
Respectfully submitted,
Kathryn Arabia, Secretary
Library Board of Trustees
Date Approved: January 11, 2006
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