FINAL The January 16, 2013 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. Board Member Attendance: Vincent Antonacci, President, Peggy Chagares, Tony Donato, Brian Eller, Lori Peters, Mayor Rudy Boonstra, Brian Saxton and Lauren DeKorte. Absent: Grace White. Staff Attendance: Jackie Denequolo, Secretary and Mary Witherell, Library Director. Reorganization of the Library Board of Trustees: Oaths of Office: Brian Saxton and Mayor Rudy Boonstra were sworn in as new members of the Library Board of Trustees. I, Rudy Boonstra and Brian Saxton DO SOLEMNLY SWEAR (OR AFFIRM) THAT I WILL SUPPORT THE CONSTITUTION OF THE UNITED STATES AND THE CONSTITUTION OF THE STATE OF NEW JERSEY, AND THAT I WILL BEAR TRUE FAITH AND ALLEGIANCE TO THE SAME, AND TO THE GOVERNMENTS ESTABLISHED IN THE UNITED STATES AND IN THIS STATE, UNDER THE AUTHORITY OF THE PEOPLE. SO HELP ME GOD. AND, I, Rudy Boonstra and Brian Saxton DO SOLEMNLY SWEAR (OR AFFIRM) THAT I WILL FAITHFULLY, IMPARTIALLY AND JUSTLY PERFORM ALL THE DUTIES OF THE OFFICE OF Library Board of Trustee ACCORDING TO THE BEST OF MY ABILITY; AND THAT I WILL NOT USE MY OFFICE TO GRANT PREFERENTIAL TREATMENT, NOR TO SEEK PERSONAL GAIN, FAVOR, OR ADVANTAGE NOT AVAILABLE TO THE PUBLIC. SO HELP ME GOD. Lori Peters, Board Member, made a motion to nominate Peggy Chagares as the Board Secretary and Lauren DeKorte as the Treasurer for a two year term. Vince Antonacci was nominated as the President for the duration of one year. Mr. Antonacci s decision to extend his term as President of the Board for one more year is for purposes of transitioning to a new Treasurer. Mr. Eller seconded the motion.
Page 2 Mayor Boonstra stated that while he supported Ms. DeKorte as the Treasurer, from a best practices standpoint, a Board Member is not a wise choice. The Treasurer has a fiduciary responsibility and is personally liable as are the other members of the Board. To protect the library and its Board Members, the auditors should set up internal controls from a cautionary standpoint. This has absolutely no reflection on Ms. DeKorte. The books should be kept in the library and not be taken home. This subject can be discussed further and doesn t need to be finalized this evening. With that said, Mayor Boonstra supported the motion. Mr. Antonacci stated that the use of an outside Treasurer would need to be discussed with the State Librarian and Board Attorney to see if it s permitted by law. Mayor Boonstra stated that while he was on the School Board for many years, there was never a Board Member assigned as the Treasurer. The Library Board is an independent Board of Directors and further discussions should be held on this topic. Mr. Antonacci suggested that Ms. Witherell, Library Director, should check with other libraries to see how they assign their Treasurer. Until next month, the Board needs a Treasurer. Mayor Boonstra stated that he received an indemnity bond in Town Hall in Alma Mader s name. Mayor Boonstra also stated that a meeting with Bob Shannon, Township Administrator, Mr. Antonacci and Ms. DeKorte, to discuss best practices, should be set up for what s best for the Library and its Board of Trustees. Ms. Peters stated that the By-laws stated that one of the Board Members be assigned as the treasurer. Mr. Antonacci opened the meeting for public comment. No one was present in the audience. Construction Update: HVAC: Ms. Witherell stated that the HVAC contract has been completed and is awaiting execution. The install will cause minimal disruption to the library. The new system will be built outside and then reconnected which may cause the library to be without heat for two days. Mr. Antonacci stated that the contracts need to be reviewed by Mr. Sepp before they re signed. Ms. Witherell stated that $50,000 will be taken from the Operating Budget and the remaining $145,000 will be taken from the Rizzo bequest. Ms. Witherell also stated that a maintenance agreement in the amount of $8,650 would include a preventive maintenance quarterly service for both systems for the entire year. The preventive service is budgeted as a quarterly operating expense. Generator Project Update: Ms. Witherell stated that she spoke with Mr. Shannon with regards to the purchase of the generator and that it was her understanding that the purchase of multiple generators for the Library, Eisenhower School, Wyckoff YMCA and Town Hall would create better bargaining power. In actuality, Mr. Shannon stated that the Township would help with the due diligence by providing the assistance of a consultant to identify the proper specifications and assist with potential bidders but the purchase of the generator would be our responsibility.
Page 3 Mayor Boonstra stated that while a discussion on this topic hadn t taken place on his end, it may become evident that a bulk bid would be best to get a better price. Ms. Witherell stated that the new boiler was turning itself off due to the incorrect size of the gas meter. The gas meter wasn t able to handle the needs of the new boiler. PSE&G installed a new meter which is twice the capacity and stated that the line is large enough to handle a generator that would power the library. Lighting Project Update: Tabled to next month. Maintenance Agreements: Ms. Witherell stated that the following mandatory maintenance agreements are needed for annual inspections, maintenance and service since the warranties will be up in April: New sprinkler system (North Jersey Fire Protection Company) at a cost of $800 a year. Fire Alarm System with installer Dave Ed at a cost of $1,600 a year. The proposed agreement is for a five year term. The Board decided to have Ms. Witherell check with the schools before making a decision on the above referenced maintenance agreements. Other Construction/Building Matters: None to report. Secretary s Report December 19 Meeting Minutes: Ms. Peters made a motion to approve the December 19 meeting minutes as revised. Ms. Chagares seconded the motion. Voting in favor: Mr. Antonacci, Ms. Chagares, Ms. DeKorte, Mr. Donato, Mr. Eller and Ms. Peters. Treasurer s Reports: December Treasurer s Report Operating: Ms. Peters made a motion to approve the December Treasurer s Operating Report. Ms. Chagares seconded. All Board Members voted in favor. December Treasurer s Report Renovation Project: Ms. Witherell stated that this account is ready to be closed with the balance forwarded to the Operating Account in a Capital Account line. Ms. Peters made a motion to approve the December Treasurer s Renovation Project. Mr. Donato seconded. All Board Members voted in favor. January Voucher List Operating: Ms. Chagares made a motion to approve the January Operating Voucher List. Mr. Donato seconded. All Board Members voted in favor.
Page 4 2013 Final Budget Presentation: Ms. Witherell stated that the salary budget was previously approved. The Professional Services account is higher since it s in anticipation of hiring a consultant for the strategic plan. The account referenced as Township Reimbursement Insurance is for one employee s medical benefits that are paid by the Township and billed back to the library for reimbursement. This issue took place in 2010 and hasn t been resolved yet. The Township s Payroll Clerk is aware of the situation but has been unable to rectify the situation. Ms. Peters made a motion to approve the 2013 Budget Presentation as submitted. Ms. Chagares seconded. All Board Members voted in favor. Itemized 2011 Audit Bill: Ms. Witherell summarized that the audit bill charge for 2011 was not to exceed $3,000 as is typical. The audit in 2012 was more complicated since there were two budgets. A bill was received in December for $4,555 without any explanation or itemized bill. An analysis of the billing was sent to Ms. Witherell when an itemized bill was requested. The audit firm has implied that the bill should be for $6,166.25 and that $1,611.25 is being written off. The analysis received is vague and not clear. The amount being written off is not detailed or available to review. Mr. Antonacci stated that the original audit combined the regular funds with the construction accounts which needed to be redone. Ms. Witherell stated that her conversations with the auditors were thought to be a regular part of the audit process. Mayor Boonstra questioned if the auditors provided a proposal for the 2012 audit? Ms. Witherell stated that a library resolution would first need to be presented to the Board for the Auditor s professional service and a financial agreement cap. The auditors could then proceed to perform the next audit. Mayor Boonstra suggested the conversation be continued in an Executive Session if the topic is leading towards anticipated litigation with regards to contracts and issues of dispute. The Township does have an ongoing Service Agreement with this firm. Other Financial Matters: None to report. 2013 Staff Paid Holiday Schedule: Ms. Witherell stated that the 2013 Paid Holiday Schedule will be added to the Personnel Manual once approved. Easter will be removed from the 2013 paid holiday list since it s on a Sunday. The Personnel Committee decided to mirror the number of paid holidays that the Township has which is twelve (12). The library will have ten (10) paid holidays that the Library is closed and two (2) floating holidays for Columbus and Veterans Day on which the library is open. Ms. Chagares made a motion to approve the 2013 Staff Paid Holiday Schedule as submitted. Ms. Peters seconded. All Board Members voted in favor.
Page 5 Mr. Antonacci stated that signature cards would need to be updated for the 2013 Officers of the Board. Reimbursement of Staff for a Financial Management Course: Ms. Witherell stated that the Circulation Supervisor inquired if a Municipal Finance Administration course at Rutgers in the amount of $808 for a 26 hour course could be funded by the library since it would be furthering her education on financial procedures. Board members discussed the Bylaws and Continuing Education rules of the library and the process by which such approvals are handled. The courses are approved at the request of the Director and upon approval of the Board of Trustees depending upon the content of the course and budget provisions prior to enrollment. Mayor Boonstra suggested that personnel related discussions could be held in an Executive Session. BCCLS Bylaws: Ms. Witherell stated that the BCCLS Bylaws needed to be renewed formally by Mr. Antonacci at his convenience. Mr. Antonacci will reorganize the committee updates at the next meeting. Mayor Boonstra stated that it was determined that there wouldn t be a Township Committee liaison since the construction was completed and the need for a backup Committee member wasn t needed any longer. Ms. Chagares stated that she attended the Eagle Scout ceremony which included a tribute by Ms. Witherell which was very nice. Director s Report: Ms. Chagares was pleased with Ms. Witherell assigning herself to the reference desk for hourly shifts. These assignments are useful for purposes of improving her reference skills, exposing herself to issues not seen from the Director s desk and as an introduction to patrons of the library. Mr. Antonacci made a motion to close the public session to go into Closed Session. All Board Members voted in favor. Adoption of Resolution #13-C01 to enter a Closed Session discussion at 9:15 pm.
Page 6 TOWNSHIP OF WYCKOFF COUNTY OF BERGEN STATE OF NEW JERSEY WYCKOFF FREE PUBLIC LIBRARY RESOLUTION #13-C01 *********************************************************************************************************************** MOTION INTRODUCED: Mr. Antonacci SECONDED: Ms. Peters MEETING DATE: January 16, 2013 REFERENCE: A. N.J.S.A. 10:4(7) B. N.J.S.A. 10:4(8) VOTE: ANTONACCI: Y¹ DEKORTE: Y DONATO: Y BOONSTRA: Y SAXTON: Y CHAGARES: Y PETERS: Y² ELLER: Y WHITE: A ************************************************************************************************************************ WHEREAS, the Library Board of Trustees of the Township of Wyckoff is subject to certain requirements of the Open Public Meetings Act, N.J.S.A. 10:4-12, et seq.; and, WHEREAS, the Open Public Meetings Act, N.J.S.A. 10:4-12, provides that an Executive Session, not open to the public, may be held for certain specified purposes when authorized by Resolution; and, WHEREAS, it was necessary for the Library Board of Trustees of the Township of Wyckoff to discuss in a session not open to the public certain matters relating to the item or items authorized by N.J.S.A. 10:4-12 and designated below: A - Further discussion with respect to the 2011 Itemized Audit Bill from Lerch, Vinci & Higgins N.J.S.A. 10:4(7) & B - Staff Member Municipal Finance Administration Course Reimbursement N.J.S.A. 10:4(8) NOW, THEREFORE, BE IT RESOLVED, by the Library Board of Trustees of the Township of Wyckoff, County of Bergen, State of New Jersey assembled in public session on January 16, 2013, hereby authorize, that an Executive Session closed to the public shall be conducted on January 16, 2013, in the Wyckoff Free Public Library, 200 Woodland Avenue, Wyckoff, New Jersey 07481, for the discussion of matters relating to the specific items designated above. BE IT FURTHER RESOLVED, that the minutes of the said closed session will be made public when the Library Board of Trustees of the Township of Wyckoff determines the reason for the minutes to remain closed no longer exists and the Library Director shall attach to this resolution, when completed, the Closed Session Meeting Minutes related to the specific items designated above. CERTIFICATION I, MARY WITHERELL, LIBRARY DIRECTOR OF THE WYCKOFF FREE PUBLIC LIBRARY OF WYCKOFF HEREBY CERTIFIES THIS RESOLUTION TO BE A TRUE AND CORRECT COPY OF THE RESOLUTION AS ADOPTED BY THE WYCKOFF FREE PUBLIC LIBRARY BOARD OF TRUSTEES. MARY WITHERELL LIBRARY DIRECTOR
Page 7 CLOSED SESSION MINUTES January 16, 2013 9:15 pm, Wyckoff Public Library, 200 Woodland Avenue A - Further discussion with respect to the 2011 Itemized Audit Bill from Lerch, Vinci & Higgins N.J.S.A. 10:4(7) Mr. Antonacci stated that Chris DePhillips had spoken to the auditors with respect to the recent billing. Mayor Boonstra suggested calling the auditors and insisting on the $3,000 cap of funds budgeted on a previously approved resolution for professional services. The Board Members felt strongly that the audit firm had confused the audit by merging the accounts together. Mayor Boonstra stated that he would speak with Gary Higgins. In addition, the audit effort will be the same for 2012. A quote or proposal may need to be requested and presented to the Board for discussion. Ms. Witherell stated that she would call to speak to Liz Schick at Lerch, Vinci & Higgins with regard to this issue. *************************** B - Staff Member Municipal Finance Administration Course Reimbursement N.J.S.A. 10:4(8) The Board Members were in a consensus that the course doesn t specifically relate to the staff member s job and that the course, as per the Bylaws, needed prior approval by the Library Director and Library Board of Trustees. Two of the Bylaws were violated. Mr. Saxton stated that the Bylaws were vague. They don t require a specific grade or standard level of achievement for reimbursement. Mayor Boonstra agreed that a grade should be a condition of reimbursement and the staff member should be held accountable. Ms. Chagares suggested that staff members provide their continuing education requests in writing with specific relevance to their current position. Mr. Antonacci felt that Ms. Witherell should have the latitude to determine if a staff member is able to attend a specific course without coming to the Board for approval. Ms. Peters made a motion to remove themselves from Closed Session. Mayor Boonstra seconded the motion. At 9:38 pm, the Board of Trustees re-entered the Public Session of the Regular Meeting: VOTE: ANTONACCI: Y DEKORTE: Y DONATO: Y BOONSTRA: Y² SAXTON: Y CHAGARES: Y PETERS: Y¹ ELLER: Y WHITE: A
Page 8 On a separate note, Mr. Antonacci stated that he s had a continuing dialogue with Alma Mader, who s been very cooperative. Mayor Boonstra stated that, at the request of the President, Ms. Mader can participate in the Board s discussions but can t vote. The Board adjourned at 9:40 pm. Vince Antonacci, Board President Mary Witherell, Library Director