November 20, 2013 Middletown Library Board Meeting

The video of this meeting can be viewed at: http://youtu.be/FoLwgntCTnE

Here is the short version.

The meeting began at 7:05 pm.

Board members in attendance were Siebert, Nelsen, Monaghan, Cordiano, Vitkansas, Breen, and Wilson.  Absent were board members Siwiec and Fiore.  Also in attendance were administrative secretary Wendy Latona and attorney Armen McOmber.  Three members of the public were also in attendance.

Immediately after opening the meeting, the board entered into an executive session that lasted almost 90 minutes. The purpose was to discuss the hiring of a new director.  The candidate, who was present during the executive session, is formerly director of the library in Hillside, NJ.

After the public session re-opened at 8:40 pm, the meeting lasted just 25 minutes.

During public comments, attendee Melanie Elmiger asked why the budget wasn’t on the November 2013 agenda since it was on the agenda for November 2012.  She said that the equalized valuations were released October 1st.  The board president said they anticipated the budget would be on the December agenda.

The minutes from the October 2013 regular meeting were adopted.

The financial report as of 10/31/2013, vouchers, purchase orders, account statements, and the statement of financial assets were approved without discussion.  Six of the seven board members voted yes.  Board member Larry Nelsen abstained from the vote.

Correspondence was discussed.  The library had received several thank you letters for its programs, scholarship funding, etc.

The board president handed out Middletown 350 calendars to the board members.  He noted he had purchased them himself and that the calendars are available for sale for $5 each. 

Hiring resolution 2013-36 was approved 7-0, hiring new employee Ebony Reeves to replace a retiree.  Ms. Reeves started on Nov. 18.  Ms. Reeves was hired in place of William Kampe, who was hired at the last board meeting but who failed to show up.  Ms. Reeves was among those initially considered for the position.

There was a second reading of the policy regarding materials that have been lost and paid.   The policy was approved 7-0 and is effective 11/21/13.  If a patron has already paid the lost item fee and then subsequently finds the item, no refund will be given and the item will not be accepted as a return.  Board member Monaghan commented that this happens to him several times a year.  He said he pays the fee and is not interested in a refund, but would just like to give the materials back.  Ms. Latona said that he couldn’t return them, but could donate them.  He would need to be clear that it is a donation and can donate materials anonymously.

The board set their meeting dates for 2014.  Generally meetings will be the third Wednesday of the month.  A public notice will be published.

The maintenance agreement for the copy machines was up in October and was not renewed. There are three copiers -- two public copiers and one in the administrative office.  State contract pricing was obtained for service through Xerox and Toshiba:

• Xerox  -- $140 per mo per public copier ($280 total per month); and $185 for the copier in the administrative office
• Toshiba -- $105 per month per public copier ($210 total per month); and $169 for the copier in the administrative office.

Ms. Latona suggested renewing the contract as of January 2014.  She said that problems are usually simple and felt they could get by for the next 5 weeks without a contract in place.  The service contract would be for five years.  Since dollar figures had just been received, Ms. Latona said that a formal recommendation would be presented to the board in December for a vote.

The snow removal contract was up in April 2013 but was never addressed.  Ms. Latona said she sent an email to township DPW director Ted Maloney regarding township-provided snow removal service.  Maloney said something could be worked out.  Details would need to be discussed regarding priority and timing of service, whether the library could be plowed at the same time as other twp premises, and any additional charge to the library.  Another option is to issue an RFP for private service.  The board suggested doing both to cover all bases.  It was noted that while it is not necessary to have a contract in place, snow removal companies will attend to their regular customers first, giving the library a low priority.  Service would include plowing, sidewalks, and salting.  Ms. Breen said there is a need to plow out the library early given the volume of public traffic and safety concern.  Mr. McOmber said that if the library is going to be open, they have they have a professional operation to run.  The board president said he would discuss the issue with Ted Maloney.  Ms. Latona said she would send out an RFP on Nov. 21.

Ms. Latona also noted that other RFPs would soon go out for various 2014 contracts to the vendors the library typically does business with.  Responses would be ready for discussion at the January reorganization meeting.

Holiday decorations were discussed.  The cost of about $1000 includes both materials and decorating service.  Flower Power typically handles decorating.  Cordiano questioned if library staff could handle decorating.  Ms. Latona noted that employees had participated in other activities, like flower-planting, as time allowed.  The board approved an expenditure up to $1000 for holiday decorating services.

The board discussed the installation of a panic button in the children’s room.  Other departments already have this feature.  The board agreed they should obtain an estimate for the installation.

Cordiano asked if an emergency evacuation procedure exists.  Ms. Latona said one did.  Cordiano suggested a drill be scheduled immediately for emergency evacuation, and also for lock-down.

During the public comment portion, Linda Baum asked about the monthly financials.  At the October board meeting, trustee Larry Nelsen pointed out that the amounts charged by the township were running high through September.  Ms. Baum asked if that was the case for the October report as well and if charges were in line with figures agreed to by the township and the board.  The board president said that it was a timing issue but was vague about the differences.  Ms. Baum said she would review the year-end report when available to get a better grasp of the issue.

After the public session, the board entered another executive session.  It was announced that no public session would follow.

The public meeting concluded at 9:05 pm.