The October 19, 2016 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. Board Member Attendance: Lauren DeKorte, Tony Donato (arrived at 7:43 PM), Brian Eller, Tom Madigan, Lori Peters, Brian Saxton, (arrived at 7:37 PM) Absent: Vince Antonacci, Peggy Chagares Staff Attendance Laura Leonard, Library Director and Jackie Dwyer, Secretary Public Comment None. Open Session Construction/Building Update History Room Ms. Leonard reported that the project is complete except for outlet covers and inspection ( arrived) Maker Space Ms. Leonard reported that there were 10 bidders. The lowest bid was $37,040 and the highest bid was $97,700. The two second lowest bids were $46,700 and $49,000. Ms. Leonard went on to explain that the lowest bidder, Salazar and Associates Inc. was missing the bid checklist and submitted a consent to surety instead of a surety guaranty. Mr. Leonard spoke to Bob Shannon and he stated that the consent to surety will suffice. The architect is concerned that the lowest bidder is $10,000 lower than the next lowest bidder. Mr. Sepp will check on the bidders and will verify that the absence of the bidding checklist will not cause an issue. Mr. Madigan voiced his concerns with regard to the substantial change in the original proposed cost for the Maker Space project. A discussion ensued and the Board would like the architect to explain what caused the differential. 1
It was agreed to have the architect meet with the Board to discuss the three lowest bidders and to give an explanation of the differential. Other Construction/Building Matters Ms. Leonard mentioned that there was a lighting timer switch issue in the adult section. The situation has been resolved. Furthermore, there was an ant problem. The exterminator went on the roof to investigate possible entry and mentioned to Ms. Leonard that the gutters are full and should be cleaned. Secreta ry s R eport Motion by seconded by Tony Donato to approve the September 21, 2016 Board of Trustees Regular Meeting Minutes. Voting in favor: Lauren DeKorte, Tony Donato, Brian Eller, Tom Madigan, Lori Peters, Brian Saxton, T reasurer s Report September Treasurer s Report - Operating The September Treasurer s Report was distributed and Ms. DeKorte invited the Board to ask questions. Ms. DeKorte asked about the amount on the capital line and Ms. Leonard stated that the amount represents the work performed on the History Room as well as architect fees. Motion by Tony Donato seconded by Brian Eller to approve the September 2016 Treasurer s Report. Voting in favor: Lauren DeKorte, Tony Donato, Brian Eller, Tom Madigan, Lori Peters, Brian Saxton, October Voucher List Operating The October Voucher List was distributed and Ms. Leonard invited the Board to ask questions. Ms. Leonard mentioned that the first line, Township of Wyckoff represents the last of the pension reimbursement. 2
Ms. Leonard mentioned that the programs listed on lines 36 and 39 are being paid for by the $500 grant which was received for participating in the Exploring Human Origins Exhibit. A question was asked with regard to lines 32 and 33. Ms. Leonard explained that line 32 is for resolution service and line 33 is for payroll. She went on to explain that the figures on the lines represent half of the payments. Motion by Brian Eller seconded by Tony Donato to approve the October, 2016 Voucher List. Voting in Favor- Vince Antonacci, Lauren DeKorte, Brian Eller, Tom Madigan, Brian Saxton and Resolution #2016-15 Payment to Vendors in Advance 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 make 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). Byrne Electrical Specialists, $275.82, check #21486, Power tap assembly for patron table Kastle Builders, $1,460.00, check #21484, History Room renovation - completion of project Michael DiLandro, $300.00, check #21485, 10/22/16 Primal/Paleo presentation Lenape Lifeways, check #21481, Human Origins Program 10/26/16 Artworks, $200.00, check #21487, Prehistoric lecture 11/2/16 Montclair Art Museum, $300.00, check #21479, Art truck 11/2/16 Motion by Tony Donato seconded by Brian Eller to approve Resolution #2016-05. Voting in favor: Lauren DeKorte, Tony Donato, Brian Eller, Lori Peters, Brian Saxton, 3
Voting against: Tom Madigan Other Financial Matters There were none. General Revision to Meeting Room Policy Ms. Leonard spoke about an incident that took place regarding large signage being placed in the library s parking lot by a group who rented one of the meeting rooms. This incident created the need for a revision in the Meeting Room Policy. Ms. Leonard explained that 1 line needed to be changed in the current policy. Motion by seconded by Lauren DeKorte to approve the revised Meeting Room Policy Mr. Madigan asked for a further clarification. Voting in favor: Lauren DeKorte, Tony Donato, Brian Eller, Tom Madigan, Lori Peters, Brian Saxton, Exploring Human Origins Ms. Leonard thanked Mr. Donato and Mr. Saxton for the assisting with the exhibit setup as well as two of the staff member s sons, the library s custodian and Scott Fisher and the crew of the Department of Public Works. Ms. Leonard reported that there were 45 in attendance on the first day of the Exploring Human Origins Exhibit. She went on to say that the Environmental Commission is doing a great job of cross promoting. There were approximately 148 people in attendance at the Smithsonian Presentation. Ms. Leonard reviewed the remainder of the upcoming programs and events which are scheduled through to November 9 th. Mr. Madigan mentioned that, along with the Environmental Commission, he was present at the opening. He thanked Ms. Leonard and commented on the positive impact when the community and its entities work together and cross promote. In closing, Ms. Leonard mentioned that there have been approximately 200 people going through the exhibit within three days. Mr. Madigan suggested that there be a signup sheet for the Library Newsletter. 4
Ms. Peters asked about how room monitoring was being handled. Ms. Leonard stated that Saturdays are of concern. She also mentioned that the staff has been flexible and there have been many volunteers from the Friends. Finally, Ms. Leonard stated that she has full coverage on Election Day. Old Business Interior Signage A color sample has been received and the total cost for signage in the Teen Corner and Media Center is $330. Landscaping The front lawn has been re-sodded and the irrigation company adjusted the sprinkler system so that the area would have adequate water supply. Maker Space Use Policy Ms. Leonard stated that she is currently working on the policy. Revised Strategic Plan Ms. Leonard reported that the Committee will be meeting next week. Direc tor s Report The report was previously emailed to all Board Members. Mr. Madigan asked Ms. Leonard to check into the condition of the Rain Garden and report back to the Board. Committee Updates and Current Action Items Mr. Eller donated books to the library on behalf of author, Greg Allen. Ms. Leonard distributed the BCCLS Trustee Education flyer. The Board had a quick discussion with regard to the current balance of the Board s obligation. 5
Adjournment Motion by Brian Eller seconded by Tony Donato to adjourn the meeting. All were in favor and the meeting adjourned at 8:22 PM. Lori Peters, Board President Laura Leonard, Library Director 6