MINUTES OF THE MEETING OF THE BOARD OF TRUSTEES
OLD BRIDGE PUBLIC LIBRARY
October 8, 2003
Present:
Steven Goldman, President
Mary Chamberlain, Vice President
Mary Gannon, Treasurer
Joseph Nuzzo, Secretary
Kathryn Arabia, Trustee
Barbara Cannon, Mayor
Louisa Colon, Mayor’s Alternate
Arthur Freihon, Superintendent of School’s Alternate
Margery Cyr, Director
Absent:
Scott Glaser, Trustee
Rita Peterson, Trustee
Guests:
Linda Franchini and Lynn Sacs
Michael Santa Maria
The President called the meeting to order at 7:45 p.m. and announced that the meeting had been advertised and would be conducted in accordance with the Sunshine Law. The Treasurer called the roll.
Mr. Goldman introduced and welcomed new Board member, Kathyrn Arabia.
Mr. Freihon announced that due to his shift of his responsibilities within the Old Bridge School District; he is no longer involved with the school libraries. Mr. Freihon introduced Michael Santa Maria; Mr. Santa Maria has been appointed as Dr. Okun’s alternate to replace Mr. Freihon. Mr. Goldman requested Mr. Freihon ask Dr. Okun for a letter officially naming Mr. Santa Maria her Alternate.
Mr. Freihon has served on the Library Board as the Superintendent’s Alternate for over thirty years. Mrs. Chamberlain stated Mr. Freihon would be missed not only as a Board member, but also as a friend. He has been a very special person on this Board.
Minutes
Motion: made by Arthur Freihon, seconded by Louisa Colon, to approve the July 16, 2003 Board Minutes as presented. Unanimously approved.
Motion: made by Arthur Freihon, seconded by Mary Gannon, to approve the September 10, 2003 Board minutes as amended. Unanimously approved.
Finance
Motion: made by Mary Gannon, seconded by Mary Chamberlain, to approve the bill listing in the amount of $152,827.44 as presented. Unanimously approved.
Budget Hearing
Mrs. Cyr informed the Board that the Library’s Budget Hearing which was previously cancelled has not yet been rescheduled.
Emergency Finance Committee Meeting
Mr. Goldman reported that the Finance Committee met to discuss the Library’s budget problem.
Mrs. Cyr explained every spring the Township departments are asked by the Mayor to submit a proposed budget for the next fiscal year that begins on July 1. All budget requests are reviewed by the Finance Director and Business Manager. Budget hearings are than set up with each department. At these meetings, the department heads discuss and justify their request.
Mrs. Cyr said this year she put together a budget request that was $185,000 higher than our municipal allocation from the year before.
The first budget draft received from Township showed a $30,000 cut from this request. Mrs. Shepler informed Mrs. Cyr that the Mayor knew that what she was giving the Library was not a large increase, but she would try to find some more money for the Library. Mayor Cannon found an additional $30,000.
Currently, the Mayor’s recommendation for the Municipal Allocation is $1,502,435: an increase of $6,000 from last year’s allocation.
The Library’s Finance Committee had unanimously agreed that due to the Township’s difficult budget year, the Library would use $52,000 of its reserve money to balance the Library’s budget.
Mrs. Cyr reported, additionally, the Library’s State Aid has been cut. State Aid is based on the mil rate at which the Library is supported by the Township supports the Library at. Until last fiscal year, the Library has been supported at the rate of a ½ of a mil. The law requires the Township fund the Library at a 1/3 of a mil, but extra funding is given to libraries funded at the higher rate of $1.50 per capita. Last year funding from the Township dropped to a 1/3 of a mil and because of that we will now receive State Aid at $1.25 per capita. Old Bridge Library will receive $54,000 in state aid this year. In the Library’s first budget draft we had anticipated $70,000 in State Aid.
Mayor Cannon said for the Library to be brought up to the ½ mil level, the Township would have to give the Library an additional half a million dollars and there is no way this will happen. Township does not have half a million dollars to give to anybody.
Mr. Goldman said other libraries in the county smaller than Old Bridge are funded at a higher per capita rate. Mrs. Gannon stated we have been getting cut every year.
Mayor Cannon said the Library did not get cut, it just did not get has much as it wanted. The Library has always gotten an increase.
Mr. Goldman the Library received a $6,000 increase, but additional salary costs alone are over $50,000 higher than last fiscal year. The result is the Library is getting cut.
Mayor Cannon said she understands that and knows it is very difficult. At the Township positions are not being filled because the Township cannot afford to pay.
Mayor Cannon said she told the Library two years ago when their Union Contract was settled at 4% that Township employees have been without a contract for two years and the Library employees were getting raises. Township employees do not receive 4%. Mayor Cannon understands there is less staff, but this is what’s happening.
Mr. Goldman said we have to make a decision as a Library Board as what to do. The Library has to pay staff, buy books and pay all the other bills; based on the current funding we will not have enough money to do it all. Mr. Goldman said the Library has been able to build up a surplus over the years and feels the library is being punished for doing it.
Mr. Goldman said if the Library uses up all their surplus this fiscal year, next year the Township is going to have to increase our funding by a couple of hundred thousand dollars just to keep the Library leveled.
Mr. Goldman said the only income the Library has is fines & fees, passport service fees. The library programs are being funded by the Friends of the Library group. Cutting of staff and library hours is an option the Board will need to consider.
Mayor Cannon stated she felt the Library should have been move conservative in their Union Contract negotiations. Mayor Cannon said it is unfortunate the library will have to use their surplus; hopefully, maybe next year or the year after, things will be better. She said this coming year the Library should be more conservative with Union negotiations as the Library is already two or three years ahead of the Township.
Mrs. Gannon stated the Library owed it to the staff to bring them up to the NJLA level of salaries in comparison to what other libraries our size is paying their employees.
Mrs. Cyr said this library could not run with less staff.
Adjustment of Commitments Payable
Motion: made by Mary Chamberlain, seconded by Arthur Freihon, to approve the move of $20.00 from CP Building Maintenance/Central; move of $357.80 from CP Advertising & Publicity; move of $110.08 from CP Library Supplies for a total of $487.88 to CP Furnishings & Equipment. Unanimously approved.
Statistics
Statistics were placed on file.
Board of Trustees Training
Mr. Glaser had another obligation and was not able to attend the Trustee Training.
PERSONNEL
New Appointments
Motion: made by Arthur Freihon, seconded by Mary Gannon, to approve the hiring of Library Page Alyson Orabona, effective September 10, 2003 at an hourly rate of $5.25. Unanimously approved.
Motion: made by Arthur Freihon, seconded by Mary Gannon, to approve the hiring of Library Page Eric Clementelli, effective October 2, 2003 at an hourly rate of $5.25. Unanimously approved.
Letter of Commendation
Mrs. Chamberlain requested a for a letter of commendation is placed in Custodian Dale Maharaj’s personnel file for the excellent job he did working with the caterer for the September 11 Memorial Dedication.
LIBRARY BUILDING
Mrs. Cyr reported the lobby carpeting is now totally completed. The three new benches purchased for the lobby are getting a lot of use.
Meeting Room Shades
Mrs. Cyr reported the shades are working well and Custodian Darren O’Keefe has placed a clear plastic protection box over the switch that operates the shades; only library personnel are authorized to open and close them.
Lighting Project
Mrs. Cyr reported Mr. Shah was instructed by the Township Council to find a way to come up with the extra $150,000 to pay for the lighting project. Mrs. Cyr received a copy of a memo from Mr. Shah to the Mayor last week stating $7,500 should be taken from the Library’s Municipal Allocation for the down payment of the lighting project.
Council President Butler has been sent the specifications for the lighting fixtures.
Mr. Goldman said he and Mrs. Cyr will attend the Council meeting on Monday, October 13 as many things have to be discussed with the Township Council.
Mayor Cannon requested Mrs. Cyr call Alayne Shepler to ensure that the Library’s lighting project is on the Council’s Monday agenda.
Fire Alarms and Trouble Signals
Mrs. Cyr reported to the Board in the past several days the library has been getting fire alarm and trouble signal calls from Complete Security.
Mrs. Cyr said the problem is from the ductwork done in the building during the summer by Complete Security. When the ducts were replaced, Complete Security wired the ducts into the heating system; so every time the heat comes on a fire alarm goes off.
Mrs. Cyr reported Complete Security will have to come in and re-do their wiring.
LIBRARY SERVICES
Emergency Procedures
Motion: made by Mary Gannon, seconded by Kathryn Arabia, to approve the Emergency Management Plan as amended as discussed at the last meeting. Unanimously approved.
Coffee Cart
Mrs. Cyr reported she spoke with the vendor who now supplies the Library with two vending machines and asked if he has coffee vending machines. The vendor does but they are in factories with more than 500 workers. The vendor informed Mrs. Cyr he would not recommend the Library get a coffee vending machine. Water is necessary at the site and coffee ages too quickly for the level of use at the Library.
The Board discussed the following three options suggested by Mrs. Cyr: full-service cart, coffee vending machine or an informal coffee table managed by Library staff and supported by patrons’ donations.
After the discussion the Board decided a RFP should be put out for a full-service coffee cart.
Old Bridge Day
Mrs. Cyr reported it was a good day. We distributed many bags containing Library information and events.
Volunteer Reception
Mr. Goldman and Mary Chamberlain will work on the Volunteer Reception Committee with Library staff. Mr. Goldman asked if Mr. Niland and Mrs. Wordelmann could serve on this committee again. Mrs. Cyr will put together the Committee.
Department Reports
The Board reviewed and accepted all department reports.
There were no comments from the public.
Adjournment
Motion: made by Mary Chamberlain, seconded by Arthur Freihon, to adjourn the meeting at 8:45 p.m. Unanimously approved.
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