MINUTES OF THE MEETING OF THE BOARD OF TRUSTEES
OLD BRIDGE PUBLIC LIBRARY
April 10 , 2002
Present: Steven Goldman President
Mary Chamberlain Vice President
Rita Peterson Secretary
Mary Gannon Treasurer
Joseph Nuzzo Trustee
Roman Sohor Trustee
Louisa Colon Mayor's Alternate
Arthur Freihon Superintendent of School's Alternate
Margery Cyr Director
Maria Nowak Executive Assistant
Absent: Dr. Robert Lipp Trustee
Barbara Cannon Mayor
The President called the meeting to order at 8:00 p.m. and announced that the meeting had been advertised and would be conducted in accordance with the Sunshine Law. The Secretary called the roll.
Minutes
Motion: made by Mary Chamberlain, seconded by Arthur Freihon, to approve the March 20, 2002 Board minutes as amended. Unanimously approved.
FINANCE
Mr. Goldman asked that the check for Atlantic Rentals be held until custodian Darren O'Keefe is trained on the lift and the broken piece is replaced. The check will not be mailed until the keys are in the Library's possession, Mr. O'Keefe is trained and the broken equipment is replaced.
Motion: made by Arthur Freihon, seconded by Roman Sohor, to approve the bill listing in the amount of $113,071.66, as presented. Unanimously approved.
Auditor for FY 01/02
Maria Nowak reported she is in the process of putting together company profiles for review by the finance committee.
Budget Hearing
Ms. Cyr presented the Board with the library's budget showing a 5% cut requested by Mayor Cannon. This revised budget will be discussed with the Mayor at the budget hearing on April 25.
The Board discussed Ms. Cyr's cuts to the budget and was in agreement.
Ms. Cyr said any finance committee member who would like to accompany her to the library's budget hearing are welcomed.
Capital Budget
Ms. Cyr informed the Board she has sent a memo to Tom Sommers asking him for confirmation of the exact figure that has been set aside for the library from his data processing capital budget request and is waiting to hear from him.
Ms. Cyr said once she receives the figure, the library will re-evaluate its request for priorities and resubmit the request to Mr. Sommers.
Moving of Monies
The following motion was amended:
Motion: made by Arthur Freihon, seconded by Joseph Nuzzo, to move $649.38 from Uncommitted Commitments Payable to Commitments Payable TTD for payment of a program for Staff Development Day on June 7, 2002. Unanimously approved.
Amended motion:
Motion: made by Mary Gannon, seconded by Arthur Freihon, to move $300.00 from Uncommitted Commitments Payable to Commitments Payable TTD for deposit payment of a program for Staff Development Day on June 7, 2002 effective March 20, 2002. Unanimously approved.
Motion: made by Mary Gannon, seconded by Arthur Freihon, to approve the moving of monies from Commitments Payable: Books $605.26; Audio-visual $145.73; Automation $4,265.86; Custodial Supplies $70.59; RAE $50.74 and Uncommitted Monies $349.38 to Commitments Payable Furnishings and Equipment for partial payment of the Lift effective March 20, 2002. Unanimously approved.
Correspondence
The Board reviewed and accepted all correspondence.
Workshop Reports
The Board reviewed workshop reports.
PERSONNEL
New Appointment
Motion: made by Mary Chamberlain, seconded by Joseph Nuzzo, to approve the hiring of part-time custodian Dale Maharaj effective April 8, 2002 at an hourly salary of $12.35. Unanimously approved.
Reorganization
Ms. Cyr said reorganization is moving forward with some of the departments. The check out of audiovisual materials has now been consolidated with the other library materials. This new arrangement has caused some unrest with staff; Ms. Cyr said spent the previous week talking individually with staff members and hearing their concerns.
Ms. Cyr said there will be a circulation department meeting on April 11 to discuss the problems and solutions to the consolidation of the two departments.
Ms. Cyr reported to the Board the head of the audiovisual department is an LAII position and at the present this position will remain unfilled until she and the members of the management team have an opportunity to look at all of the departments in the library and decide where the LAII position is really needed in the library.
LIBRARY SERVICE
National Library Week
Ms. Cyr reported that in celebration of National Library Week, the children's department will display the winners of the Newbery and Caldecott Medals and the adult services department will display the winners of the Hugo, the Nebula, the Edgar and the RITA awards. Fliers and posters are on display in both the central and the Laurence Harbor branch.
Annual Report
Ms. Cyr said the annual report has not yet been completed; but will be completed by tomorrow.
InterLibrary Loan Delivery Service
Ms. Cyr reported the Directors of the Sayreville, South Amboy, South River and Matawan Libraries will meet weekly to exchange materials. At the NJLA Conference, the Camden Library will have a booth to distribute and collect materials.
Ms. Cyr said the Library has made the decision it is important to continue our inter-library loan service to the public.
LIBRARY BUILDING
Lighting
Ms. Cyr reported she has spoken with Mr. Barone and the lighting design should be completed by the end of April. Once the report is complete, he will call to set up a meeting.
Roofing Project
Ms. Cyr reported she spoke several times with Mr. Vitale, the construction manager for the roofing project, as to when the project could proceed. Mr. Barone has said that the Library needs to take care of the roofing project as soon as possible. He does not want the leaking of the roof to interfere with the new lighting. Mr. Vitale and Mr. Barone have spoken with each other and Mr. Barone has assured Mr. Vitale that no harm would come to the new roof from the lighting project construction.
The Library Board wants to move forward on this project.
Ms. Cyr said she will call Alayne Shepler at Township to ask how to proceed with this project and will also call the members of the library committee at township and give them a status report.
Outside of Building
Mr. Goldman asked if it would be possible to have the custodians work on the outside of the building.
Ms. Cyr reported she met with custodians Darren O'Keefe and Dale Maharaj about cleaning the outside of the building. Both custodians agreed they could work on Saturdays and Sundays when the weather gets nice and work at cleaning the windows and stucco.
Mr. Goldman asked Ms. Cyr to look into some cracks in the concrete by the employee entrance.
Mr. Goldman asked Ms. Cyr to look into the possibility of seeding or sodding the ground in front of the library's building and watering on a regular basis.
Ms. Cyr reported to the Board about speaking to Lowe's and Home Depot about community grants they offer. Ms. Cyr said the Library's new Public Information Officer could establish a relationship with both stores and work through the grant process with the stores so that funding for the Landscaping Project could be obtained.
Library Garden
Ms. Cyr reported Grounds Keeper has cleaned up the garden and will be coming back.
Laurence Harbor Branch
Ms. Cyr reported the branch building will be treated for termites this week.
Emergency Evacuation Plan
Mr. Sohor said he is a member of the LEPC (Local Emergency Planning Committee) and one of the items that came up at the last meeting was they do not have an emergency evacuation plan on file for the Central Library or Laurence Harbor buildings. This is something the Library should have in place.
Ms. Cyr said the Library has emergency procedures in place. Arthur Freihon said he could help Ms. Cyr with this.
Roman Sohor said the contact person is Dominick Cicio the Director of Emergency Management.
Department Reports
The Board reviewed and accepted all department reports.
Adjournment
Motion: made by Mary Chamberlain, seconded by Arthur Freihon, to adjourn the meeting at 8:53 p.m. Unanimously approved.
Respectfully submitted,
Rita Peterson, Secretary
Library Board of Trustees
Date Approved: May 8, 2002
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