FINAL The meeting commenced with the reading of the Open Public Meeting Statement by Vincent Antonacci, Board President: The February 1, 2012 Special 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. Board Member Attendance: Vincent Antonacci, President, Peggy Chagares, Alma Mader, Lori Peters, Brian Eller and Mayor Chris DePhillips. Absent: Lauren DeKorte, Tony Donato and Grace White. Staff Attendance: Jackie Denequolo, Secretary, Chris Romney, WG Project Manager, Mary Witherell, Library Director, Doug Christie, Township Committee Liaison. Mr. Antonacci opened the meeting for public comment. No one was present in the audience. Construction Update: a. Building and Bid Status: Chris Romney stated that the project is on budget and on schedule. The punch out will take place in March along with the installation of the furniture and shelving which has been coordinated into the master schedule with Unimak. b. Construction Budget vs. Actuals vs. Forecast: A finish plan for the lower level of the library was distributed along with Resolution #2012-05, Change Order #6, prepared by the Library Attorney, which includes the installation of additional porcelain tile, changing tables and a ceiling grid for a total of $40,715.28. Mayor DePhillips questioned the process in which change orders are authorized by the Board and where the funds would definitively be coming from? Mr. Antonacci presented a new financial listing designating the funds available and how they ve been spent to date. Before any resolutions are voted on, Mr. Antonacci wanted to discuss the dissemination of the General Gift Fund and Friends Gift Fund, which will be allocated and decided upon on February 8, in addition to other line items. The WG Project Management three month extension at a cost of $24,000, needs to be allocated and authorized since it ends January 31. Mr. Antonacci also stated that the Boggia and Boggia billings need to separate out all library charges. Mayor DePhillips confirmed that a resolution for the distribution of the Rizzo funds had not been authorized by the Board. Mr. Antonacci agreed that it had not been authorized yet. Ms. Mader stated that expenses keeping the library going were being paid out of the Operating account. Leftover funds from the Owner Costs can be applied to some of the billings on the agenda tonight. Ms. Witherell stated that with the exception of a future moving expense and an additional $5,000 cushion for surveys, the rest of the Owner Costs can be used to offset some of the change orders before the Board. A balance of $144,922 is available for use in the Owner Costs account.
Page 2 Mayor DePhillips wanted to ensure that the change orders wouldn t increase the budget. The budget has been exceeded by $826,927 but is proposed to be covered by the Gift Fund, Friends Fund and Bequest. Mayor DePhillips was okay with using funds from an account that has unused funds for the project. The funds allocated to these resolutions, from the master budget, need to be reflected as such. Ms. Witherell stated that the master budget of $3,950,800 is not changing. Mr. Antonacci wanted to ensure with Mr. Romney that using leftover funds from the Owner Costs account will not be needed in the future. Mr. Romney stated as the Project Manager that he can say the Library has been lucky not to have expenses such as the Utilities expense and others originally set aside as Owner Costs. There shouldn t be any of these expenses applied to this account. Mayor DePhillips stated that any future change orders need to be in a resolution, listed on the agenda and noticed for review by the Board. Mr. Romney stated that without a contingency fund, change orders will take place without coming to the board for authorization in order to keep the job going, which was part of the Library Board s original procedure. Mr. Antonacci stated that field conditions are okay as long as they don t go over $5,000 without authorization. The original agreement allowed funds to be allocated to certain categories. Upcoming changing orders can be problematic since the funds aren t available anymore. Mayor DePhillips stated that since we re coming down to crunch time and the funds need to be conserved, the Board may say no to a change order request. Mr. Romney stated that the Board can t say no if a necessary field change, such as duct work arises. To wait for a resolution to be prepared for a meeting to be held in two weeks isn t productive. Mayor DePhillips stated that the Board needs to know where the funds are coming from. The expenses need to be necessary and within the budget. The only resolutions that can be discussed are what s on the agenda and have been noticed. The Board discussed items on the financial document to be revised for the next meeting. Mayor DePhillips questioned why there s a change order request for $3,000 if it s already a budgeted expense proposed to be paid out of the leftover Owner Costs account? Which line item on this document would this change order be assessed against? The Board needs to decide if the change order is necessary and if the funds are available? Mr. Romney needs to prove to the Board that the change was necessary. Mr. Romney and Ms. Mader state that the funds are available within the budget. Ms. Witherell stated that the change orders are not budgeted expenses. The change orders can be paid out of the surplus from the Owner Costs account which is part of the original budget.
Page 3 Peggy Chagares, Board Member, suggested prioritizing the monies. The change orders may not be our priority. Mr. Romney discussed certain upcoming change orders totaling $15,000 that are typically drawn from a contingency fund that doesn t exist. Ms. Witherell stated that the Cornerstone and Fish Tank were moved to the 2012 Operating Budget since they re replacements. Mr. Antonacci stated that $24,000 for WG Project Management should be added for Mr. Romney s three month contract extension. Mr. Romney stated that his 20 month contract expires March 31, 2012. c. Resolution #2012-04: Lori Peters made a motion to approve Resolution #2012-04, Change Order#5, to replace the ceiling tile grid in the administrative offices for $3,684.45. Alma Mader seconded. For the record, this expense is necessary because the contract between the new and existing tile were not acceptable. All Board members voted in favor. Motion passes. RESOLUTION NO. 2012-04 Authorize Change Order #5 Replacement of ceiling tile grid in administrative offices WHEREAS, the Wyckoff Library Board of Trustees has awarded a contract via Resolution to the lowest bidder, Unimak, LLC, 354 Banta Avenue, Garfield, New Jersey, for the sum of three million, one hundred ninety thousand dollars ($3,190,000.00) for the Library s Renovation and Expansion Project; and WHEREAS, the Board previously approved Change Orders increasing the total contract price to $3,385,000.00; and WHEREAS, Library Director has filed with the Board of Trustees a written request for this change order in accordance with NJAC 5:30-11.5, a copy of which is attached hereto and expressly made a part hereof, prior to the adoption of this resolution; and WHEREAS, the work to be performed pursuant to this Change Order can be summarized as follows: Work Description Administrative Offices Main Level a. Replace ceiling tile grid $3,000.00 Cost TOTAL $3,684.45 and; WHEREAS, the work to be awarded under this change order does not materially change the size, nature or scope of the project, nor can this work reasonably be effectuated by a separately bid contract without unduly disrupting the basic work or imposing adverse cost consequences, consistent with NJAC 5:30-11.8(d); and
Page 4 WHEREAS, the Board Treasurer has attached a Certificate of Available Funds indicating that funds are available for this purpose; and WHEREAS, the Board Attorney has reviewed this information and NJAC 5:30-11.1, et seq. and recommends the Board of Trustees adopt this resolution as for form and procedure. NOW, THEREFORE, BE IT RESOLVED, by the Board of Trustees of the Wyckoff Free Public Library, County of Bergen, State of New Jersey that Change Order #5 is hereby authorized in the amount of three thousand, six hundred eighty-four dollars and forty-five cents ($3,684.45), resulting in a total amended contract price of three million, three hundred eighty-eight thousand, six hundred eighty-four dollars and forty-five cents ($3,388,684.45); and BE IT FURTHER RESOLVED that the Board President and Secretary are hereby authorized to execute an amendatory contract with the Contractor, consistent with this Resolution, in a form approved by the Board Architect and Attorney. Attest: By: Witness: CERTIFICATION OF AVAILABILITY OF FUNDS I, ALMA MADER, TREASURER OF THE WYCKOFF PUBLIC LIBRARY, CERTIFY THAT ADEQUATE FUNDS HAVE BEEN APPROPRIATED IN ACCOUNT NO.. ALMA MADER TREASURER, WYCKOFF PUBLIC LIBRARY d. Resolution #2012-05: Lori Peters made a motion to approve Resolution #2012-05, Change Order#6, to remove and replace asbestos tile in the lower level, order five additional changing tables and replace the ceiling grid in the Adult Services and Main Library rooms for a total of $40,715.28. Alma Mader seconded. For the record, Mr. Romney stated that the change was necessary because the tile was found to be asbestos and was removed. The ceiling grid was yellow and the changing tables were necessary. Mayor DePhillips wanted to ensure that this amount will be charged to budgeted costs. Mr. Antonacci confirmed that funds will be charged to budgeted costs. Ms. Mader stated that the surplus fund is down to $82,715. All Board members voted in favor. Motion passes. RESOLUTION NO. 2012-05 Authorize Change Order #6 Removal of asbestos tile flooring, replacement of tiles, installation of changing tables and replacement of ceiling grid in adult services room and main library area
Page 5 WHEREAS, the Wyckoff Library Board of Trustees has awarded a contract via Resolution to the lowest bidder, Unimak, LLC, 354 Banta Avenue, Garfield, New Jersey, for the sum of three million, one hundred ninety thousand dollars ($3,190,000.00) for the Library s Renovation and Expansion Project; and WHEREAS, the Board previously approved Change Orders increasing the total contract price to $3,388,000.00; and WHEREAS, Library Director has filed with the Board of Trustees a written request for this change order in accordance with NJAC 5:30-11.5, a copy of which is attached hereto and expressly made a part hereof, prior to the adoption of this resolution; and WHEREAS, the work to be performed pursuant to this Change Order can be summarized as follows: Work Description Cost Lower level b. Remove asbestos tiles c. Replace removed tiles d. Five changing tables $ Adult Services Room & Main Library Room $ a. Replace ceiling grid TOTAL $40,715.28 and; WHEREAS, the work to be awarded under this change order does not materially change the size, nature or scope of the project, nor can this work reasonably be effectuated by a separately bid contract without unduly disrupting the basic work or imposing adverse cost consequences, consistent with NJAC 5:30-11.8(d); and WHEREAS, the Board Treasurer has attached a Certificate of Available Funds indicating that funds are available for this purpose; and WHEREAS, the Board Attorney has reviewed this information and NJAC 5:30-11.1, et seq. and recommends the Board of Trustees adopt this resolution as for form and procedure. NOW, THEREFORE, BE IT RESOLVED, by the Board of Trustees of the Wyckoff Free Public Library, County of Bergen, State of New Jersey that Change Order #6 is hereby authorized in the amount of forty thousand, seven hundred fifteen dollars and twenty-eight cents ($40,715.28) resulting in a total amended contract price of three million, four hundred twenty-nine thousand, three hundred ninety-nine dollars and seventy-three cents ($3,429,399.73); and BE IT FURTHER RESOLVED that the Board President and Secretary are hereby authorized to execute an amendatory contract with the Contractor, consistent with this Resolution, in a form approved by the Board Architect and Attorney. Attest: By: Witness:
Page 6 CERTIFICATION OF AVAILABILITY OF FUNDS I, ALMA MADER, TREASURER OF THE WYCKOFF PUBLIC LIBRARY, CERTIFY THAT ADEQUATE FUNDS HAVE BEEN APPROPRIATED IN ACCOUNT NO.. ALMA MADER TREASURER, WYCKOFF PUBLIC LIBRARY e. Patio/Landscaping: This item will be removed until the building is complete due to a lack of time. Mr. Antonacci confirmed with Mr. Romney that he has all that he needs to continue with the landscaping. Mr. Romney agreed that he did. Ms. Mader stated that the trees in front of the drive will be trimmed down before the opening which is included in this year s Operating Budget. Ms. Mader questioned if the contractor will ensure that the parking lot is clean before they leave the premises. Mr. Romney stated that the lot will not be sealed but will be clean. Mr. Antonacci questioned who would be inspecting the lot to ensure that there isn t any damage. Mr. Romney stated that he and Mark DiGennaro, the Township Engineer, will be inspecting the lot once the project is complete. Mr. Romney stated that a few thousand dollars should be put aside to restripe the lot. The figure from Mr. Romney will be provided to Ms. Mader. Mr. Romney finished his Board business and left for the evening. Lori Peters made a motion to approve the January 2012 Voucher List for the Renovation Project for Unimak for $285,087.60 for Application #11, dated 12/31/11. Alma Mader seconded. All Board members voted in favor. f. Furniture: Lori Peters made a motion to approve Resolution #2012-06, Awarding Contract to Arenson under State Contract No. T-0408 for 42 upholstered wood chairs for the Adult Library and Teen Corner for $30,643.58 ($729.61 per chair). Alma Mader seconded. Board members discussed the selection process of state vendors. Bidding is not required. The furniture is unbudgeted. Mayor DePhillips questioned why furniture was unbudgeted? Mr. Antonacci stated that they were asked to cut the original $450,000 budget, recommended by the architect, to $250,000. Ms. Witherell stated that the architect brought in furniture and the staff selected what they liked, without prices. Board members stated that the staff needs to be informed that future purchases need to take price into account. Mayor DePhillips was not comfortable with the selection process or the state vendor prices taking into account his knowledge of prices for a law firm setting. Ms. Witherell stated that if she was involved from the beginning, she would have handled it differently. The fabrics selected are high end due to their durability and the chairs are very sturdy. Mr. Antonacci stated that the furniture is on a time line. Ms. Witherell stated that the millwork vendor should be on contract to hook up the desks with the electrical and phone lines. Mr. Christie suggested that Ms. Witherell confirm with Mr. Romney that the millwork vendor will install the furniture with the electrical hook ups since it s typically not done in that fashion.
Page 7 Mayor DePhillips questioned when it will be determined how the Rizzo money will be used? Do the Board members have any problem with using the Rizzo money for furniture? Board members indicated that they didn t have a problem with using those funds. Ms. Chagares stated that the Rizzo money had no intent so it could be used for other unbudgeted items. With the exception of Mayor DePhillips, all other Board members voted in favor. WYCKOFF PUBLIC LIBRARY RESOLUTION NO. 2012-06 RESOLUTION AWARDING CONTRACT TO ARENSON UNDER STATE CONTRACT NO. T-0408 PURSUANT TO N.J.S.A. 40A:11-12a Whereas, the Wyckoff Public Library pursuant to N.J.S.A. 40A:11-12a and N.J.A.C. 5:34-7.29(c), may by resolution and without advertising for bids, purchase any goods or services under the State of New Jersey Cooperative Purchasing Program for any State contracts entered into on behalf of the State by the Division of Purchase and Property in the Department of the Treasury; and Whereas, the Wyckoff Public Library has the need on a timely basis to purchase goods or services utilizing State Contract No. T-0408 for furniture for the renovated Library; and Whereas, the Wyckoff Public Library solicited a quote from Arenson for forty-two chairs under State Contract No. T-0408; and and Whereas, Arenson is an authorized distributor for Knoll under State Contract No. T-0408; Whereas, a quote was received from Arenson in the amount of $30,643.58; and Whereas, the prices quoted by Arenson were consistent with the Price List for State Contract No. T-0408; and Whereas, the Library Treasurer has certified that sufficient funds exist and are available for this purpose. Now, Therefore, Be It Resolved, that the Wyckoff Public Library hereby accepts the quote of Arenson, 90 Woodbridge Center Drive, Woodbridge, New Jersey 07095, for the aforementioned furniture and authorizes the Library Director to execute a contract and/or purchase order for these items, subject to all the conditions applicable to State Contract No. T-0408 and subject to approval by the Board Attorney. Attest: Witness: By:
Page 8 CERTIFICATION OF AVAILABILITY OF FUNDS I, ALMA MADER, TREASURER OF THE WYCKOFF PUBLIC LIBRARY, CERTIFY THAT ADEQUATE FUNDS HAVE BEEN APPROPRIATED FOR THIS PURPOSE IN ACCOUNT NO.. ALMA MADER TREASURER, WYCKOFF PUBLIC LIBRARY Lori Peters made a motion to approve Resolution #2012-07, Awarding Contract to Creative Library Concepts under State Contract No. T-2440 for 12 assorted size custom work tables in cherry with marmolium inlay for the Children s Library, Teen Corner and Adult Library for $36,319.26 including installation. Brian Eller seconded. Ms. Witherell will check with Mr. Romney to ensure that the installation includes the electrical hookup. Mayor DePhillips stated for the record that this expense is the first definitive expense coming from the Rizzo account. All Board members voted in favor. WYCKOFF PUBLIC LIBRARY RESOLUTION NO. 2012-07 RESOLUTION AWARDING CONTRACT TO CREATIVE LIBRARY CONCEPTS UNDER STATE CONTRACT NO. T-2440 PURSUANT TO N.J.S.A. 40A:11-12a Whereas, the Wyckoff Public Library pursuant to N.J.S.A. 40A:11-12a and N.J.A.C. 5:34-7.29(c), may by resolution and without advertising for bids, purchase any goods or services under the State of New Jersey Cooperative Purchasing Program for any State contracts entered into on behalf of the State by the Division of Purchase and Property in the Department of the Treasury; and Whereas, the Wyckoff Public Library has the need on a timely basis to purchase goods or services utilizing State Contract No. T-2440 for furniture for the renovated Library; and Whereas, the Wyckoff Public Library solicited a quote from Creative Library Concepts for various specialized tables under State Contract No. T-2440; and Whereas, a quote was received from Creative Library Concepts in the amount of $36,319.26; and Whereas, Creative Library Concepts is an authorized distributor for Palmieri under State Contract No. T-2440; and Whereas, the prices quoted by Creative Library Concepts were consistent with the Price List for State Contract No. T-2440; and Whereas, the Library Treasurer has certified that sufficient funds exist and are available for this purpose. Now, Therefore, Be It Resolved, that the Wyckoff Public Library hereby accepts the quote of Creative Library Concepts, 525 Boulevard, Kenilworth, New Jersey 07033, for the aforementioned furniture and authorizes the Library Director to execute a contract and/or purchase order for these items, subject to all the conditions applicable to State Contract No. T-2440 and subject to approval by the Board Attorney.
Page 9 Attest: Witness: By: CERTIFICATION OF AVAILABILITY OF FUNDS I, ALMA MADER, TREASURER OF THE WYCKOFF PUBLIC LIBRARY, CERTIFY THAT ADEQUATE FUNDS HAVE BEEN APPROPRIATED FOR THIS PURPOSE IN ACCOUNT NO.. ALMA MADER TREASURER, WYCKOFF PUBLIC LIBRARY Lori Peters made a motion to approve Resolution #2012-08, Awarding Contract to Dancker Sellew & Douglas (DS&D) for Contract No. T-2440 for 2 little-person work tables with 8 complementary chairs, 24 other chairs for Children s Library Work Tables for $21,843.06. The existing children s furniture is too old to reuse. Alma Mader seconded. With the exception of Mayor DePhillips, all other Board members voted in favor. (See Resolution listed below). Lori Peters made a motion to approve Resolution #2012-09, Awarding Contract to DS&D under Contact No. T-0408 for 5 work tables and 30 complementary chairs for the Children s Craft Room in the amount of $7,794.00. Alma Mader seconded. With the exception of Mayor DePhillips, all other Board members voted in favor. The funds will come from the Rizzo account. WYCKOFF PUBLIC LIBRARY RESOLUTION NO. 2012-09 RESOLUTION AWARDING CONTRACT TO DANCKER SELLEW & DOUGLAS UNDER STATE CONTRACT NO. T-0408 PURSUANT TO N.J.S.A. 40A:11-12a Whereas, the Wyckoff Public Library pursuant to N.J.S.A. 40A:11-12a and N.J.A.C. 5:34-7.29(c), may by resolution and without advertising for bids, purchase any goods or services under the State of New Jersey Cooperative Purchasing Program for any State contracts entered into on behalf of the State by the Division of Purchase and Property in the Department of the Treasury; and Whereas, the Wyckoff Public Library has the need on a timely basis to purchase goods or services utilizing State Contract No. T-0408 for furniture for the renovated Library; and Whereas, the Wyckoff Public Library solicited a quote from Dancker Sellew & Douglas for certain tables, chairs and other items under State Contract No. T-0408; and Whereas, Dancker Sellew & Douglas is an authorized distributor for Fixtures under State Contract No. T-0408; and and Whereas, a quote was received from Dancker Sellew & Douglas in the amount of $7,794.00;
Page 10 Whereas, the prices quoted by Dancker Sellew & Douglas were consistent with the Price List for State Contract No. T-0408; and Whereas, the Library Treasurer has certified that sufficient funds exist and are available for this purpose. Now, Therefore, Be It Resolved, that the Wyckoff Public Library hereby accepts the quote of Dancker Sellew & Douglas, 11451 Harter Drive, Middlebury, Indiana, 46540, for the aforementioned furniture and authorizes the Library Director to execute a contract and/or purchase order for these items, subject to all the conditions applicable to State Contract No. T-0408 and subject to approval by the Board Attorney. Attest: Witness: By: CERTIFICATION OF AVAILABILITY OF FUNDS I, ALMA MADER, TREASURER OF THE WYCKOFF PUBLIC LIBRARY, CERTIFY THAT ADEQUATE FUNDS HAVE BEEN APPROPRIATED FOR THIS PURPOSE IN ACCOUNT NO.. ALMA MADER TREASURER, WYCKOFF PUBLIC LIBRARY Ms. Chagaras stated for the record that the staff needs to have consideration of cost, taking durability into account. Ms. Mader stated that prices should come before the Board in the future. Ms. Chagares stated that she s a bit uncomfortable with the pricing and believed that someone from the Board should have been a representative during the process. Lori Peters made a motion to revise Resolution #2012-08 in the amount of $21,843.06, to allow funds to be payable from the Rizzo account. Brian Eller seconded. All Board members voted in favor. WYCKOFF PUBLIC LIBRARY RESOLUTION NO. 2012-08 RESOLUTION AWARDING CONTRACT TO DANCKER SELLEW & DOUGLAS UNDER STATE CONTRACT NO. T-2440 PURSUANT TO N.J.S.A. 40A:11-12a Whereas, the Wyckoff Public Library pursuant to N.J.S.A. 40A:11-12a and N.J.A.C. 5:34-7.29(c), may by resolution and without advertising for bids, purchase any goods or services under the State of New Jersey Cooperative Purchasing Program for any State contracts entered into on behalf of the State by the Division of Purchase and Property in the Department of the Treasury; and Whereas, the Wyckoff Public Library has the need on a timely basis to purchase goods or services utilizing State Contract No. T-2440 for furniture for the renovated Library; and
Page 11 Whereas, the Wyckoff Public Library solicited a quote from Dancker Sellew & Douglas for certain study tables, chairs and other items under State Contract No. T-2440; and Whereas, Dancker Sellew & Douglas is an authorized distributor for Agati under State Contract No. T-2440; and Whereas, a quote was received from Dancker Sellew & Douglas in the amount of $21,843.06; and Whereas, the prices quoted by Dancker Sellew & Douglas were consistent with the Price List for State Contract No. T-2440; and Whereas, the Library Treasurer has certified that sufficient funds exist and are available for this purpose. Now, Therefore, Be It Resolved, that the Wyckoff Public Library hereby accepts the quote of Dancker Sellew & Douglas, 1219 W Lake Street, Chicago, Illinois, 60607, for the aforementioned furniture and authorizes the Library Director to execute a contract and/or purchase order for these items, subject to all the conditions applicable to State Contract No. T-2440 and subject to approval by the Board Attorney. Attest: Witness: By: CERTIFICATION OF AVAILABILITY OF FUNDS I, ALMA MADER, TREASURER OF THE WYCKOFF PUBLIC LIBRARY, CERTIFY THAT ADEQUATE FUNDS HAVE BEEN APPROPRIATED FOR THIS PURPOSE IN ACCOUNT NO.. ALMA MADER TREASURER, WYCKOFF PUBLIC LIBRARY Lori Peters made a motion to approve Resolution #2012-10, Awarding Contract to DS&D under Contact No. T-0408 for 17 staff desk chairs, 33 assorted-style armchairs for the Children s Library, Teen Corner and Adult Library in the amount of $44,041.91. Alma Mader seconded. With the exception of Mayor DePhillips, all other Board members voted in favor. The funds will come from the Rizzo account. WYCKOFF PUBLIC LIBRARY RESOLUTION NO. 2012-10 RESOLUTION AWARDING CONTRACT TO DANCKER SELLEW & DOUGLAS UNDER STATE CONTRACT NO. T-0408 PURSUANT TO N.J.S.A. 40A:11-12a
Page 12 Whereas, the Wyckoff Public Library pursuant to N.J.S.A. 40A:11-12a and N.J.A.C. 5:34-7.29(c), may by resolution and without advertising for bids, purchase any goods or services under the State of New Jersey Cooperative Purchasing Program for any State contracts entered into on behalf of the State by the Division of Purchase and Property in the Department of the Treasury; and Whereas, the Wyckoff Public Library has the need on a timely basis to purchase goods or services utilizing State Contract No. T-0408 for furniture for the renovated Library; and Whereas, the Wyckoff Public Library solicited a quote from Dancker Sellew & Douglas for 17 staff desk chairs and 33 assorted armchairs or adult, teen and children s spaces under State Contract No. T-0408; and Whereas, Dancker Sellew & Douglas is an authorized distributor for Steelcase under State Contract No. T-0408; and Whereas, a quote was received from Dancker Sellew & Douglas in the amount of $44,041.91; and Whereas, the prices quoted by Dancker Sellew & Douglas were consistent with the Price List for State Contract No. T-0408; and Whereas, the Library Treasurer has certified that sufficient funds exist and are available for this purpose. Now, Therefore, Be It Resolved, that the Wyckoff Public Library hereby accepts the quote of Dancker Sellew & Douglas, 11451 Harter Drive, Middlebury, Indiana, 46540, for the aforementioned furniture and authorizes the Library Director to execute a contract and/or purchase order for these items, subject to all the conditions applicable to State Contract No. T-0408 and subject to approval by the Board Attorney. Attest: Witness: By: CERTIFICATION OF AVAILABILITY OF FUNDS I, ALMA MADER, TREASURER OF THE WYCKOFF PUBLIC LIBRARY, CERTIFY THAT ADEQUATE FUNDS HAVE BEEN APPROPRIATED FOR THIS PURPOSE IN ACCOUNT NO.. ALMA MADER TREASURER, WYCKOFF PUBLIC LIBRARY Ms. Chagares questioned if the architect was the point person during the selection process. Ms. Witherell stated that he was.
Page 13 Ms. Witherell stated that she has a proposal for $6,622.20 for 59 yards of fabric and for the addition of two chairs for the teen area which will be added to the chairs approved in a prior resolution. Ms. Witherell was directed from the Board Attorney to obtain another quote. The fabric was not on the state contract list but DS&D let the staff choose it. Each chair is $1,157.81 without the fabric. Ms. Witherell will e-mail Chris Sepp to get more details on this situation. This item will be tabled to the next meeting. g. Interior/Exterior Signage: Nothing to discuss. h. Cornerstone: Nothing to discuss. i. Fish Tank: Nothing to discuss. j. AV/IT Security Vendors Status Report: Ms. Witherell stated that the AV plan is being designed since the contract was just signed. k. Other Construction Matters: All items were previously discussed. Secretary s Report: Ms. Witherell stated that the following revisions should be made to the January 18 Meeting Minutes: Page 4, paragraph 7, change 2012 Operating Budget to 2010 Operating Budget. Page 5, paragraph 2, change Reed Grant to Read Grant. Page 5, paragraph 8, some grammatical changes were made. Mayor DePhillips made the following change to page 7, paragraph 11: add to the end of the first sentence, to determine whether the Library is required to bid or advertise the position. Mayor DePhillips and. Also add, if there is no legal requirement to bid or advertise at the end of the same paragraph. Ms. Witherell changed the word passed to signed on page 8. Ms. Witherell discussed a January 4 minutes change request that Elaine Booth stated was transcribed as to what was said. Going forward all motions should be clearly stated with specific information to avoid discrepancies. Ms. Witherell requested revisiting the Sunday hours issue in 2013. There s a janitorial and staff savings by not opening on Sundays as well. The library is normally not open on Sundays in the Summer and typically begins Sunday hours in October. A survey in the future will assist in determining if Sunday hours are needed. Ms. Witherell stated that a test period from October to December would help her know if there s a need.
Page 14 Mayor DePhillips stated that he voted for the motion on January 4 with the understanding that there was sentiment amongst the Board members to revisit the determination in the fall 2012. Why wait until 2013 if the demand from the public is evident? A friendly amendment to the original motion can be added to revisit Sunday hours in the fall of 2012. The amendment to the original motion is to discuss the issue in the fall not definitively open on Sundays in the fall of 2012. The library is proposed to open in May which would allow approximately five months to determine if the need is warranted for Sunday hours. Ms. Chagares would like a plan that would entice people to come to the library versus asking if they d like to come. The library was meant to be a cultural center and is in the service industry. Programs can be designed to draw people into the library. Professional librarians would need to be on staff on Sundays. A committee should be formed to plan Sunday programs. Ms. Witherell stated that the 2012 budget will need to be reevaluated taking this proposal into account. Mr. Antonacci stated that since the budget hasn t been adopted, elements necessary for Sunday hours can be added. All of the Board members were in favor of the library opening on Sundays in the fall. Mr. Antonacci recommended keeping the hours open during the school year. Ms. Witherell was trying to avoid meeting at the September Board meeting to find that the Sunday hours will go into effect in October. Time will not allow for the proper programming to be in place. Ms. Chagares stated that the staff should be informed that Sunday hours may be an option and ready to work if necessary. Ms. Witherell stated that there would need to be a separate dedicated staff for Sundays. Mayor DePhillips stated that he wasn t aware of the angst that would be caused with regards to the budget. In an attempt to be prepared for September, the budget should be geared towards including Sunday hours just in case. Ms. Chagares made a motion to adjust the library hours to reflect Monday through Thursday 9am-8pm, Friday 9am-5pm and Saturday 10am-5pm, starting upon reopening. Sundays from 1pm-5pm will start on the first Sunday in October 1 and continue through the weekend prior to Memorial Day. Lori Peters seconded. All Board members voted in favor. Secretary s Report: The January 18 meeting minutes can not be approved since there aren t enough members. Treasurer s Report: a. Ms. Mader stated that the total funds drawn from the Rizzo CD would need to be done at one time to avoid a penalty or reference the account so it s tied to the expenses. The Rizzo CD can be renewed and then drawn from once the bills are received. The funds can then be transferred to the Renovation account. Ms. Mader would rather get the funds from the multiple money market accounts. General Business: a. The PR Campaign committee will include Tony Donato, Lauren DeKorte, Alma Mader, Peggy Chagares and Vince Antonacci if needed. Upon meeting, a Chairperson will be selected. b. Lori Peters made a motion to approve Resolution #2012-11 to Award Professional Services contracts for one year to Boggia & Boggia, attorney, and Lerch, Vinci & Higgins, LLP, auditor. The rates for Boggia & Boggia are as follows: Partner: $200/hour; Associate: $180/hour. The rates for Lerch, Vinci & Higgins, LLP, auditor, are as set forth on the pending LVH rate schedule to be supplied, total not to exceed cap of $3,000. Alma Mader seconded. All Board Members voted in favor.
Page 15 WYCKOFF FREE PUBLIC LIBRARY RESOLUTION NO. 2012-11 A RESOLUTION OF THE WYCKOFF FREE PUBLIC LIBRARY AWARDING PROFESSIONAL SERVICES CONTRACTS WHEREAS, the Wyckoff Free Public Library has a real need and requires the professional services of an Attorney to render legal services for the current year; and WHEREAS, the Wyckoff Free Public Library has a real need and requires the professional services of an auditor to render auditing and accounting services for the current year; and WHEREAS, the Purchasing Agent and the Board Treasurer have determined that the cost of these services may exceed $17,500 and believe it is prudent to anticipate the value of these services in excess of $17,500 to ensure compliance with NJSA 19:44A-20.5 et seq.; and WHEREAS, each business entity has completed and submitted a Business Entity Disclosure Certification which certifies that each business entity has not made any reportable contributions ($300 or more) to a political or candidate committee in the Township of Wyckoff with the elected officials in the previous one year, and that the contract will prohibit each business entity from making any reportable contributions ($300 or more) through the term of the contract; and WHEREAS, the Board of Trustees awards the below listed one year contracts in accordance with the alternate process pursuant to the provisions of NJSA 19:44A-20.5; and WHEREAS, the Local Public Contracts Law, NJSA 40A:11-5, requires the resolution authorizing award of contracts for professional services without competitive bids and the contract itself to be made available for public inspection; and WHEREAS, the Board Treasurer, in accordance with the Local Public Contracts Law, has duly executed a Certificate of Available of Funds indicating that adequate funds are available for the fees reasonably required for this purpose. NOW, THEREFORE, BE IT RESOLVED, by the Board of Trustees of the Wyckoff Free Public Library as follows: 1. The appointment of the following professionals are hereby authorized and directed: Attorney Boggia & Boggia, LLC Philip N. Boggia, Esq. Rates: Partner: $200/hour; Associate: $180/hour Auditor Lerch, Vinci & Higgins, LLP Gary Higgins, CPA, RMA, PSA Rates: As set forth LVH rate schedule to be supplied, total not to exceed cap of $3,000. 2. The Board President and Secretary are hereby authorized and directed to execute contracts with the said professionals and to take all other steps necessary to carry this resolution into effect.
Page 16 3. Said appointments are made without competitive bidding under the provisions of the Local Public Contracts Law which exempts from competitive bidding Professional Services rendered by persons authorized by law to practice a recognized profession and whose practice is regulated by law in accordance with P.L. 2004, Chapter 19, NJSA 19:44A-20.5 alternate process. 4. The Business Entity Disclosure Certification and the Political Contribution Disclosure Forms are in the professional services files. 5. The Board Secretary shall execute a public notice of said appointments in the official newspaper of the Township as required by law. BE IT FURTHER RESOLVED that these contracts have been awarded to these contractors based on the merits and abilities of the contractors to provide the goods or services as described herein. This contract was not awarded through a fair and open process pursuant to N.J.S.A. 19:44A-20-4 et seq. As such, the undersigned does hereby attest that these contractors, their subsidiaries, assigns or principals controlling in excess of 10% of the company has neither made a contribution, that is reportable pursuant to the Election Law Enforcement Commission pursuant to N.J.S.A. 19:44A-8 or 19:44A-16, in the one (1) year period preceding the award of the contract that would, pursuant to P.L. 2004, c.19, affect its eligibility to perform this contract, nor will it make a reportable contribution during the term of these one (1) year contracts to any political party committee in the Township of Wyckoff if a member of that political party is serving in an elective public office of the Township of Wyckoff when the contract is awarded, or to any candidate committee of any person serving in an elective public office of the Township of Wyckoff when the contract is awarded. CERTIFICATION OF AVAILABILITY OF FUNDS I, ALMA MADER, TREASURER OF THE WYCKOFF PUBLIC LIBRARY, CERTIFY THAT ADEQUATE FUNDS HAVE BEEN APPROPRIATED IN ACCOUNT NO.. ALMA MADER TREASURER, WYCKOFF PUBLIC LIBRARY As set forth on LVH rate schedule to be supplied, not exceed cap of $3,000 c. Dinosaur Rocks: Tabled to the next meeting. Mr. Christie questioned if a rain garden could be proposed at the library. Mr. Antonacci stated that the rain garden was tabled due to time constraints until the library building is finished. Mr. Christie stated that the Environmental Commission wanted to ensure that it wasn t too late since a rain garden gets 30 points towards Sustainable Jersey which can assist in moving the township from a Bronze to Silver level. Mr. Antonacci stated that it would be discussed at a later date. Motion to adjourn by Lori Peters, seconded by Alma Mader. Next meeting: February 15, 2012. ADJOURN: 11:05 p.m. Vince Antonacci, Library Board President Mary Witherell, Library Director