Present: Steven Goldman, President
Mary Chamberlain, Vice-president
Mary Gannon, Treasurer
Roman Sohor, Trustee
Joseph Nuzzo, Trustee
Barbara Cannon, Mayor
Arthur Freihon, Superintendent of School's Alternate
Louisa Colon, Mayor's Alternate
Margery Cyr, Director
Maria Nowak, Executive Assistant

Absent: Rita Peterson, Secretary

Guest: Scott Glaser

The President called the meeting to order at 7:45 pm and announced that the meeting had been advertised and would be conducted in accordance with the Sunshine Law. The Vice-president called the roll in the absence of the secretary.

Mr. Goldman welcomed new Board member, Scott Glaser, and congratulated Mary Chamberlain on her reappointment to the Board and Louisa Colon on her reappointment as the Mayor's alternate to the Library Board.

REORGANIZATION

President Goldman turned the meeting over to Arthur Freihon to conduct the election of officers for the year 2003.

Nominations for the Office of President

Mary Chamberlain nominated Steven Goldman for President, seconded by Roman Sohor. There were no other nominations.

Motion: made by Mary Chamberlain, seconded by Roman Sohor, to accept the nomination of Steven Goldman for President for the year 2003. Unanimously approved.

Nominations for the Office of Vice President

Steven Goldman nominated Mary Chamberlain for Vice-president, seconded by Mary Gannon. There were no other nominations.

Motion: made by Steven Goldman, seconded by Mary Gannon, to accept the nomination of Mary Chamberlain for Vice President for the year 2003. Unanimously approved.

Nominations for the Office of Treasurer

Mary Chamberlain nominated Mary Gannon for Treasurer, seconded by Roman Sohor. There were no other nominations.

Motion: made by Mary Chamberlain, seconded by Roman Sohor, to accept the nomination of Mary Gannon for Treasurer for the year 2003. Unanimously approved.

Nominations for the Office of Secretary

Mary Chamberlain nominated Joseph Nuzzo for Secretary, seconded by Steven Goldman. There were no other nominations.

Motion: made by Mary Chamberlain, seconded by Steven Goldman, to accept the nomination of Joseph Nuzzo for Secretary for the year 2003. Unanimously approved.

Minutes

Mrs. Cyr reported she has looked at Robert Rules of Law about reporting absentees in regard to the Mayor, Superintendent of School's and their alternates, but Robert's does not address this.

Mr. Goldman suggested Mrs. Cyr contact the State Library or the New Jersey Library Association.

Motion: made by Mary Chamberlain, seconded by Arthur Freihon, to approve the minutes from the December 11, 2002 meeting. Vote: 5 yes; 2 abstain

2003 Board Appointments

President Goldman made the following appointments to the Library Board committees:

Finance: Mary Gannon, Chair, Scott Glaser, Roman Sohor

Building Maintenance: Joseph Nuzzo, Chair, Mary Chamberlain, Scott Glaser, Mayor Barbara Cannon

Technology: Rita Peterson, Chair, Mary Gannon, Joseph Nuzzo

Personnel: Mary Chamberlain, Chair, Arthur Freihon, Rita Peterson, Mary Gannon

Policy: Mary Gannon, Chair, Louisa Colon, Mary Chamberlain, Roman Sohor, Mayor Barbara Cannon

Schools: Arthur Freihon, Chair, Rita Peterson, Louisa Colon

Board of Trustees Manuals

Mrs. Cyr distributed Board manuals to each Board member. All manuals include the New Jersey Public Libraries Manual for Trustees; Code of Ethics; Mission; Goals and Objectives; Board contracts; committee information; organizational chart; administrative job descriptions, operating budget and Library polices.

Mrs. Cyr reported she will be speaking to the State Library about holding their annual trustee training at the Library.

Library Board Meetings

Mayor Cannon asked if the Board meetings could be scheduled at 8:00 pm instead of 7:30 pm

The Board tabled the discussion until the February meeting.

Finance

Motion: made by Mary Gannon, seconded by Arthur Freihon, to approve the bill listing in the amount of $100,766.24 as presented. Unanimously approved.

Library Audit

Maria Nowak reported the audit has been completed and will be in the Board members' February packets.

Mr. Goldman requested the auditor come to the February board meeting.

FY 02/03 Budget

Mrs. Cyr reported the Township Council did not further reduce the Library's Municipal Allocation for FY 02/03.

Statistics

The Board was pleased to see statistics are still doing well.

Mr. Sohor asked if the Library keeps track of the number of calls Q&A New Jersey receives by region. Mrs. Cyr said Q&A New Jersey was a project that was run by the State Library and she would ask about this.

Statistics were placed on file.

Personnel

Re-Appointment

Motion: made by Mary Gannon, seconded by Arthur Freihon, to approve the re-hiring of temporary part-time employee, Diane Farry, effective December 17, 2002, at an hourly rate of $9.50. Unanimously approved.

Promotion

Motion: made by Mary Chamberlain, seconded by Roman Sohor, to approve the promotion of Pauline Landnes, part-time Library Assistant I, effective December 16, 2002 at an hourly rate of $11.27. Unanimously approved.

New Appointment

Motion: made by Mary Gannon, seconded by Mary Chamberlain, to approve the hiring of Herb Gordon, Library Page, effective December 17, 2002 at an hourly rate of $5.25. Unanimously approved.

New Position

Mrs. Cyr has begun to redraft the job description for the vacant department head position. This position may be called the Head of Support Services. The Township's hiring freeze expires on June 1. Mrs. Cyr will have further information for the Board early in the spring about this position.

2003 Holiday Schedule

Motion: made by Mary Chamberlain, seconded by Joseph Nuzzo, to approve the 2003 Library Holiday schedule as amended with the Library being opened Saturday, May 24, 2003. Unanimously approved.

2004 HOLIDAY SCHEDULE (preliminary)
New Year's Day Thursday, January 1, 2004 - CLOSED

Mr. Nuzzo asked that the Library keep track of how many people come into the Library on Saturday, May 24, 2003 for future reference.

Library Building

Emergency Procedures

Mrs. Cyr reported the emergency procedures should be ready for the February meeting. This procedure will go to several different agencies before the library can adopt it.

Lighting Retrofit

Mrs. Cyr reported the electrical project is on the Council's agenda for their January 13, 2003 meeting.

Roof Repair

Mrs. Cyr reported the roofer repair is going well. The contractor has informed her he will need about four more working days to complete the repair.

Mrs. Cyr stated one of her concerns is that while repairing the current leaks, new leaks are occurring as the roof continues to deteriorate. Mrs. Cyr said the Library will have to start to work on the capital budget for a total roof replacement as soon as the Council has completed its budget work for this fiscal year.

Heating Unit

Ms. Cyr reported a heater unit on the roof has been rebuilt.

Library Services

Volunteer Reception

Mr. Goldman reported the Volunteer Reception will be held Friday, January 31, 2003 at 7:00 p.m. Donations from vendors and local stores are going very wel,l with a $500 donation from the Commerce Bank. Invitations will be mailed out within the next few days.

Collection Development Policy

Mary Gannon reported she will be setting up a meeting with the Policy Committee.

Passport Service Pictures

Mrs. Cyr will investigate the possibility of purchasing a digital camera for taking passport pictures here at the Library. Passport Services will be relocating into the Support Services Department and at that time the physical space will be more conducive for this extra service.

Department Reports

The Board reviewed and accepted all department reports.

Coffee Cart

Mrs. Cyr reported to the Board that Bill from the Coffee Cart informed her he has given the Cart's employee sixty days to turn the Coffee Cart business around. Both she and Maria Nowak will be meeting with Bill to discuss several concerns she has.

Mr. Goldman said he has heard some griping about the Coffee Cart. The Board asked for a follow up report at the February meeting.

Adjournment

Motion: made by Arthur Freihon, seconded by Joseph Nuzzo, to adjourn the meeting at 9:00 p.m. Unanimously approved.

Respectfully submitted,

Joseph Nuzzo, Secretary
Library Board of Trustees
Date Approved: February 12, 2003

Township of Old Bridge
1 Old Bridge Plaza
Old Bridge, NJ 08857
Main Phone: 732-721-5600