I. OPEN PUBLIC MEETING ACT The June 17, 2015 Regular Meeting of the Library Board of Trustees is now in session. In accordance with the Open Public Meetings Act, notice of this meeting appears on our Annual Schedule of Meetings. A copy of said Annual Schedule has been posted on the bulletin board in Memorial Town Hall; a copy has been filed with the Township Clerk, The Record, The Ridgewood News and the North Jersey Herald and News all newspapers having general circulation throughout the Township of Wyckoff. At least 48 hours prior to this meeting the Agenda thereof was similarly posted, filed, and mailed to said newspapers. Formal action may be taken at this meeting. II. CALL TO ORDER AND ATTENDANCE The Board Meeting was called to order at 7:36 PM, Board President, Lori Peters presiding, Board Member Attendance: Peggy Chagares, Brian Eller, Lori Peters, Brian Saxton, Grace White Absent: Vince Antonacci, Lauren DeKorte, Tony Donato, Mayor Rooney, Staff Attendance: Mary Witherell, Library Director, Jackie Dwyer, Secretary Visitors: Bob Shannon, Township of Wyckoff and 1 Wyckoff resident. III. PUBLIC COMMENT Ms. Peters opened the meeting for public comment. A Hil-Ray Avenue resident addressed the Board with regard to the new certificate of insurance and hold harmless form requirements imposed on individuals who conduct programs at the Library. The resident expressed the opinion that the requirement was too onerous for an individual not part of a company and asked the Board to re-assess the policy so that he could continue to conduct his recurring opera programs. Motion by Lori Peters seconded by Peggy Chagares to close the Public portion of the meeting All were in favor. OPEN SESSION IV. CONSTRUCTION/BUILDING UPDATE a. Lighting Project Status Ms. Witherell reported that the library s architect is having difficulty procuring a company who can do the inspection of the lighting installations in order for the Board to obtain the required Underwriter s Certificate. 1
Mr. Shannon commented that the Architect of Record should be able to certify that the project was completed to specifications and up to code. He went on to say that he will continue to research the issue and report back to Ms. Witherell with his findings. b. Hand Rail Project Ms. Witherell received two quotes from Majka Railing Company for the purchase and installation of handrails as follows: Powder Black Railings and installation $1,600 Ionized Clear Railings and installation $2,400 The Board had a discussion about the cost differential and opted to consult Mr. Scott Fisher from the Township in order to obtain more facts about which hand rail should be purchased. The decision to move forward with the purchase was tabled. c. Sprinkler System Project Ms. Witherell distributed a quote from Green-Way Irrigation and a quote from R & S Landscaping and stated that Scott Fisher from the Township had already briefly reviewed the quotes and prefers to use Green-Way Irrigation, the township s vendor. She went on to say that neither vendor will warranty the installation unless they also service and winterize the system. Several questions arose while comparing the quotes and it was agreed that Mr. Shannon and Ms. Witherell would work together with Mr. Fisher and Green-Way Irrigation in order to get the Board s questions answered and Ms. Witherell/Mr. Shannon will report back to the Board via email. d. Other Construction/Building Matters There were none. 2
V. SECRETARY S REPORTS a. Secretary s Report Regular Meeting May 20, 2015 Motion by Brian Saxton seconded by Peggy Chagares to approve the May 20, 2015 Regular Meeting Minutes. Voting in favor: Peggy Chagares, Brian Eller, Lori Peters, Brian Saxton, Grace White VI. TREASURER S REPORT a. May Treasurer s Report Ms. Witherell distributed the May, 2015 Treasurer s Report and invited the Board Members to ask questions. Mr. Saxton thanked Ms. Witherell for adding the 2014 Budget figures to the Treasurer s Report. Ms. Witherell stated that a separate line was added for Program Income and going forward the income derived from yoga class will appear under the added line. Mr. Saxton asked about the actual money spent on the Book Budget in 2014. Ms. Witherell stated that she will email him the figure. Motion by Peggy Chagares seconded by Grace White to approve the May, 2015 Treasurer s Report. Voting in favor Peggy Chagares, Brian Eller, Lori Peters, Brian Saxton, Grace White b. June Voucher List Operating Ms. Witherell distributed the June, 2015 Voucher List and invited the Board to ask questions. Ms. Witherell mentioned that the check amount of Item #8 was $3.00 off and will be corrected and appear on the July Voucher List. It was agreed to approve the June Voucher List with revision. Mr. Saxton asked about Item #31 and Ms. Witherell stated that it is the fourth and final payment for the Apple Lease Agreement. Mr. Saxton wanted to know what type of expenses were included in Item #47 Petty Cash. Ms. Witherell explained that food was purchased for various staff events and mileage was 3
reimbursed through petty cash. It was discussed and agreed that mileage will be reported on a separate line item going forward. Mr. Shannon gave an explanation of the State of New Jersey Chart of Accounts. Ms. White asked why some expenses are paid out of Petty Cash and other reimbursements are paid by check. Ms. Witherell stated that she would find out and report back to the Board at the July Board of Trustees Meeting. Motion by Peggy Chagares seconded by Brian Saxton to approve the revised June, 2015 Voucher List. Voting in favor: Peggy Chagares, Brian Eller, Lori Peters, Brian Saxton, Grace White c. Resolution #2015-07 Payment Authorization Prior to Next Board Meeting Motion by Peggy Chagares seconded by Brian Saxton to approve the following resolution: WHEREAS, NJSA 40A:5-16 establishes requirements for local units of government to pay out moneys; and, WHEREAS, the Local Boards, as permitted by NJSA 40A:5-16 c(1) may establish circumstances deemed appropriate to encumber funds for payment to vendors when required in advance of the delivery of certain materials or services when otherwise the payment would not be in compliance with NJSA 40:5-16 a and b; and, NOW, THEREFORE, BE IT RESOLVED, by the Wyckoff Library Board of Trustees of the Wyckoff Free Public Library that the below claims for payment are authorized in advance of the goods or services being provided in accordance with NJSA 40A:5-16 c (1). Flying Houndz Frizbee Program, $950, June 30, Check #20665 Art Kids Academy Program, $300, July 6, Check # 20699 Encore Performing Arts Program, $775, July 8, Check #20700 Little Maker Square Robotics Class, $200, July 9, Check #20698 Blue Host, Inc., web domain renewal fee required before renewal date, $14.99 Check #20698 Voting in favor: Peggy Chagares, Brian Eller, Lori Peters, Brian Saxton, Grace White 4
d. Other Financial Matters There were none. VII. GENERAL a. Technology/Social Media Update Ms. Witherell reported that the Apple Lease Agreement shared with the Wyckoff Board of Education has terminated and that the Board of Ed will not be renewing the lease. If the Library Board of Trustees desires to keep the ipads then the lease will be renewed solely in the name of the Wyckoff Public Library but there will be no Apple Support going forward. Ms. Witherell also mentioned that the agreement for the imacs will be terminated next year. Ms. Witherell mentioned that she attended the first of three webinars about Wi-Fi and learned that after approximately 5 years Wi-Fi should be upgraded. She stated that the Library s Wi-Fi is currently 3 years old. She will work with IT Radix as well as the Technology/Reference Librarian to assess what our Wi-Fi performance is now and what the library s needs may be in the future. The second webinar covers Wireless Statistics as it is required that all libraries report to the State Library the number of people utilizing the library s Wi-Fi. The final webinar will be on wireless printing. b. Makerspace Update Ms. Witherell stated that Mr. Antonacci is in the process of setting up a meeting with the Library s architect. She went on to say the Building Inspector, Tom Gensheimer, has seen the potential location and is confident that as long as the walls are built to a 9 foot maximum height there should be no problem getting the required permits. Nothing further can be done until Chris Sepp visits the library to tour the potential location. With regard to the wall height, Ms. Witherell pointed out that noise could be an issue. In addition, she mentioned that Mr. Gensheimer is fine with one door but not two, however a half door would be permissible. Ms. Witherell invited all Board Members to attend a webinar on legal issues regarding makerspaces, which will be viewed at the library at 2:30 PM on June 18 th. 5
c. Comp Time Update Ms. Witherell distributed the Compensation Time Report and Ms. Peters asked if there were any questions. There were none. Mr. Saxton acknowledged the forward progress being made with regard to compensation time. d. Strategic Plan Quarterly Meeting Report Ms. Witherell distributed the Strategic Plan Quarterly Meeting report and Ms. Peters invited questions. Ms. Peters asked about skyping with an author and Ms. Witherell stated that is a goal but more research has to be done before the library can move ahead. Ms. White inquired about the Technology Intern and what his duties are. Ms. Witherell stated that he is currently customizing Excel spreadsheets. A discussion ensued with regard to the legal issues of having an Intern. Ms. Peters pointed out that the arrangement seems to be more of a volunteer arrangement. Ms. Chagares and Mr. Shannon spoke about background checks and fingerprinting requirements for volunteers. It was agreed that the Board is amicable to having an Internship Program but that further research is necessary. Ms. Peters asked both the Personnel Committee and the Policy Committee to meet and discuss. VIII. OLD BUSINESS Ms. Witherell announced that there will be no Board of Trustees Meeting in August and reminded the Board that she would present a resolution to them at the July meeting authorizing the Library Director to pay bills prior to the September meeting. a. Investment Plan Ms. Peters reported that the Bequest Planning Committee will be meeting in July to update the Investment Plan. b. 6
c. Lost or Damaged Policy Revision Ms. Witherell stated that she is still revising it and once satisfied she will submit it to the Policy Committee. d. Logo Project Ms. Witherell stated that additional new items are being designed such as library cards with the logo and a combined logo for the library and the Friends, to possibly be used by the Friends to market the combined logo on products (such as mugs and canvas bags) to sell as a fundraiser. e. Library Pay Cards Policy Ms. Witherell reported that she has not begun creating the policy as it doesn t come up often but acknowledges that it has become a slightly larger issue due to no open borrowing in BCCLS. f. Flag Pole Light Nothing to report. Mr. Shannon will talk to the Township Committee. g. Security Cameras Vendor Ms. Witherell stated that she has nothing to report as she is pending quotes from the vendor that the Township Committee used. Ms. Peters mentioned that it was previously discussed that the Library and the Township could possibly engage in a shared services agreement. Mr. Shannon spoke about consortiums and bid prices and offered his services to manage the required paperwork needed for the library to join a regional co-op. h. Certificate of Insurance/Liability Waiver Form Policy Ms. Witherell reported that the Library is currently using the Township s Liability Waiver Form. Mr. Saxton asked if there could be different forms for different liability levels of events. Mr. Shannon spoke about the importance and legal necessity to have Certificates of Insurance and Liability Waivers for everyone who conducts a program at the library. The Policy and Legal Committees will meet to discuss. 7
IX. DIRECTOR S REPORT The Director s Report was previously emailed to all Board Members. Ms. Witherell asked if there were any questions or comments. There were none. Ms. Witherell mentioned that Selected Shorts is a sellout and will begin at 7:30 PM. She asked for the Board s permission to close the library at 7:00 PM to alleviate parking and traffic issues. Motion by Brian Saxton seconded by Brian Eller to close the Library two hours earlier on Wednesday, June 24, 2015. Voting in Favor: Brian Eller, Lori Peters, Brian Saxton, Grace White Voting Against: Peggy Chagares X. COMMITTEE UPDATES AND CURRENT ACTION ITEMS There were no updates. XI. ADJOURNMENT Motion by Peggy Chagares seconded by Brian Eller to adjourn. All were in favor. The meeting adjourned at 10:03 PM. Lori Peters, Board President Mary Witherell, Library Director 8