MARIE FLECHE MUNICIPAL MEMORIAL LIBRARY 49 S. WHITE HORSE PIKE, BERLIN, N. J. 08009 BOARD OF TRUSTEES MONTHLY MEETING WEDNESDAY, JUNE 3, 2015 MEETING CALLED TO ORDER: 3:35 P.M. FLAG SALUTE SUNSHINE NOTE: Adequate notice of this meeting has been advertised in The Wire for Berlin, West Berlin and Atco and posted on the MFML Website and on the Bulletin Board of the Library indicating the date, time and place of said meeting. ROLL CALL: M. Wilkinson, Jr.(Here), N. Grover, (Here), C. Hoffmann, (Here), J. Guerere (Here), A. Nickerson, (Here), R. Foster, (Here), Mayor Armano (Absent), Frank Domin (Absent) ALSO PRESENT: Director Christine Flynn, Friends President Lois Mascio, Betty Velie, Staff, Joseph Hoffmann, Advisor; Jean Renner APPROVAL OF APRIL 1, 2015 MINUTES: The April 1, 2015 Minutes were approved with corrections during the May 6, 2015 meeting and should read as follows: Under the Building and Grounds Report (a) BCS Security System is GCSI not UCSI. Under (b) the electrical system for the flat screen TV in the Children s Room will be installed by Joe Hill ERH Electric for a cost of $250.00, not by Mark Mauger. Due to the fact that the recording device was not operating properly, approval of the May 6, 2015 Minutes will be postponed until the July 1, 2015 meeting. PRIVILEGE OF THE FLOOR: Anyone wishing to speak to the Board of Trustees please give us your name and address. Since no one wished to speak motion to close privilege of the floor was made by Nancy Grover and seconded by Tina Hoffmann. ROLL CALL: All responded Aye, Vote Carried TREASURER S REPORT: Christina Hoffmann Payment of Bills for the month of May, 2015 was in the amount of $12,137.04 per list. Motion to accept amount was made by Janet Guerere and seconded by Bob Foster Ayes carried vote Analysis of Receipts, Disbursements and Account Balances is $202,710.40. A more itemized and in depth report on the various accounts was noted by Tina Hoffmann..(See Attachment A) Motion to accept made by Allen Nickerson and seconded by Nancy Grover. All responded Aye Vote Carried DIRECTOR S REPORT: Christine Flynn See Director s Report for full detail, Attachment B
Prices were received from two landscapers with prices of $30.00 and $49.00 per week to do the library and hotel. Christine recommended the $30.00 contractor who is local and is known to do a good job. His company is A & H Landscaping of West Berlin. He would probably be available to do what is needed during the winter also. Motion made by Millard Wilkinson to contract A & H Landscaping of West Berlin seconded by Bob Foster. No further questions. All responded Aye Vote Carried Christine wants to thank the two students from CCVT School for their help in weeding and planting flowers on the library grounds. Additionally, after the students had left Tina and Joe Hoffmann happened by and helped Christine finish the job. Another big thank you to Tina Hoffmann for painting the entrance doors and shutters. Gary Gardner gave us a price for the replacement of ceiling tiles in the Children s Room in the amount of $5800.00. Upgrade of lights would be in the amount of $4400.00. A price of $561.00 for new bulbs and panels for the Children s Room, the lobby and front office was received from Atco Electric for $561.32 for the lights alone. This does not include the work. Motion made to allow the committee and Christine to make a decision regarding installation of new lighting and covers in the Children s Room, the Foyer and front office made by Nancy Grover and seconded by Janet Guerere. Suggestion was made to get an additional bid for ceiling replacement or repair. Christine will follow-up with this request. Christine also announced that the library has joined the South Jersey Regional Library Cooperative which gives patrons access to e-books and audio books. There is a onetime $500 fee to the software vendor and $500 fee to the cooperative. The succeeding years' fee to the cooperative will be priced according to the number of books taken out by our patrons. PERSONNEL COMMITTEE: Nancy Grover The only matter that Nancy had to report was the adjustment of Megan s hours and the shifting of Heather s hours so that she will not be losing out because of the change in the library s summer hours. BUILDINGS AND GROUNDS: Bob Foster and Christine Flynn 1. The new ballast for some lights has been taken care of. 2. One heater in the Children s Room is broken and the other one only works on low. 3. One of the exit doors in the Children s Room does not close properly. 4. The sink in the Children s Room is backed up 5. The main entrance door locks on its own. We will let the Borough know so that they may notify the company who installed the doors. 6. The front entrance door does not close properly and when fixed will be known as an EMERGENCY EXIT only. 7. The patrons bathroom needs a new privacy screen for the window 8. The light covers in the Children s Room fall down occasionally especially when windy 9. An outdoor gutter backs up and leaks 10. A key is needed for the outdoor water source. This will be mentioned to the Borough.
SCHOLARSHIP COMMITTEE REPORT: Betty Velie and Christine Flynn See Attachment C for detailed information Congratulatory letters were sent by Millard to the scholarship winners TECHNOLOGY COMMITTEE : Betty Velie See Attachment C for detailed information Each trustee needs a different e-mail account address exclusively for the library to be done as soon as possible. The department has purchased one Kindle, one Nook, and one IPad for use by the Staff for technology purposes. STRATEGIC PLAN: Nancy Grover We are comparing the Ivy League Proposal with other groups to get an idea of the different costs. Also maybe we should advertise to see what else is out there. FRIENDS REPORT: Lois Mascio The Book and Bake Sale will be held Saturday, June 13. The Book sales will be taken care of by Annalisa Mazza, the Cake sale will be taken care of by Mary Wallace and the Flea Market will be headed by Nancy Grover. OLD BUSINESS: Millard WiIkinson: Draft of said By-Laws was sent to all Board Trustees to review on 5/26/15. Motion to second such by-laws will be held at the July 1 meeting. UP-DATE OF LIBRARY POLICIES Allen Nickerson Policies already in place are being looked into and will be forwarded to Frank Domin, Mayor Armano, Christine Flynn, Betty Velie and Lois Mascio. NEW BUSINESS: Millard Reservation was made with Lucien s for our Christmas party which will be held on the first Sunday after Thanksgiving, November 29, 2015. PRIVILEGE OF THE FLOOR: Anyone wishing to speak, please give us your name and address. No one approached the floor so motion to close such privilege was made by Millard Wilkinson and seconded by Janet Guerere. ROLL CALL VOTE All Ayes carried CLOSED SESSION TO DISCUSS LEGAL AGREEMENT BETWEEN MFML AND BERLIN BOROUGH ON THE APPOINTMENT OF A BOARD ATTORNEY. Motion to go into closed session made by Betty Velie and seconded by Tina Hoffmann. ROLL CALL: All Ayes. Vote Carried Council should meet together with Trustees Motion by Nancy Grover and seconded by Janet Guerere to approve session actions ROLL CALL: All Ayes. Vote Carried MOTION TO ADJOURN MEETING MADE BY Millard Wilkinson
Respectfully submitted Janet Guerere Recording Secretary Next meeting will be held Wednesday, July 1, 2015 at 3:30 P.M. in the Library ATTACHMENTS
ATTACHMENT A
ATTACHMENT B Director s Report Marie Fleche Memorial Library June 3, 2015 Programs - May Children Story Hour o 4 programs 100 children and 94 adults o Average attendance is 25 children Adult programs o 4 programs Pinochle attendance 33, 4 programs Book Club attendance 6, 1 program Tutoring attendance 22, 11 programs Meetings attendance 34, 6 meetings New Programs Tiny Tot Story Hour Beginning June 17 th, and every Wednesday at 10AM for children under 3. Heather will run the program Lego Club Beginning June 22 nd. Every Tuesday and Thursday at 1:30PM 2:30PM. Heather will oversee this program will help from junior volunteers Museum Pass Passes for the Battleship New Jersey (2) and Paws Nature Farm are now available for patrons to checkout. Summer Reading Program Every Hero Has A Story Begins June 29 through August 7 th. Special activities tentatively scheduled. We are in the process of confirming exact dates. Our intent is to have one program each week if possible. o Oswin, the therapy dog o Sign language o Fire & EMT visit o Military o Music program o Police Circulation - May Books 465 DVDs 154 Audio 0 Magazines 20 Computer Usage & Wi-Fi- 146 Technology (B. Velie for additional details) E-Books We are now a member of the South Jersey Regional Library Cooperative and patrons of our library have access to all audio and electronic books in the system. All active patron
information has been uploaded into the system. Library has purchased an ipad, Nook, and Kindle for testing purposes. The system is active and can be used but we are in the final stages of putting together the communications and instructions to give to patrons before we make an official announcement. Automation Preliminary research ongoing. Security Tyco tested and reactivated the library alarm system on May 18 th. We are not currently setting the alarm since the library system is tied into the boro s and we need to coordinate with the boro and the cleaning service. The boro is moving from the hotel on June 22 nd ; once they are gone we will activate the alarm. Miscellaneous The library director said the Moorestown township manager wants to try and auction the library furniture. They have asked that we wait until after the auction before they go through their disposal and release protocol for the items we requested. The director has also asked if we would be willing to pay a small payment if the township were to ask for it. TV was installed by DPW and the new electrical wiring completed. Purchased a new DVD for the TV; the old one does not work with the new TV Front doors and shutters were painted. Volunteers from the Camden County Technical School came to the library on May 16 th to help weed and plant flowers in the front and sides of the library. Received proposals from two local landscaping firms for cutting the library grass, one for $30 per cutting and the other $49 per cutting. This included the hotel property as well. Estimate received for replacing the lighting and cover panels for the children s room, lobby and office. Estimate received for ceiling replacement in the children s room, lobby and office.
ATTACHMENT C June 3, 2015: SCHOLARSHIP: 1. Congratulatory letters: Sent from Millard from Trustees. I sent thank-you from Trustees and Friends of the Library. 2. Thank You Notes from Scholarship winners 3. We met with recipients and information and Publicity has been sent out and is posted on website. 4. Check received from Friends, Treasurer, Mary Wallace June 2, 2015. Need check from Tina Hoffmann, for Trustees portion of $750. 5. Checks will be sent to University and College by the end of the week. TECHNOLOGY: 1. E-books: See Director s report 2. Website Updates: We will be making some cosmetic changes to showcase E-Books and Museum Passes. Links and information will be provided on website regarding these new library features. 3. Email accounts Reminder: Trustees should use separate email accounts when corresponding about library related issues 4. Automation: research on-going