October 16, 2013 Library Board Meeting

The video of this meeting can be viewed at: http://www.youtube.com/watch?v=ndiFXYavlIg 

Here are the cliff notes:

The Middletown Library Board met on October 16, 2013 at 7 pm.  The meeting ended at about 8:05 pm.  Present were board members Siebert (president), Fiore, Cordiano, Nelsen (VP), Vitkansas, Breen, and Wilson, administrative secretary Wendy Latona, and legal counsel.  Absent were board members David Siwiec (treasurer) and Steve Monaghan.  There were five public attendees.

The monthly financial report for the period ending Sept. 2013 was discussed. Trustee Larry Nelsen questioned the amounts billed by the township, in particular the $104,000 for Social Security withholding, for which the "Spending to Date" column lists the budgeted amount for the FULL YEAR rather than the amount for just the first 9 months of the year.  The board president Brock Siebert said he would contact the township finance department for more info.  Nelsen said the benefits figures need to be substantiated because the year has not ended and the Board needs to know the exact amount, not the budgeted amount. Despite this concern, board member Tony Fiore promptly motioned to accept the financial report, seconded by Siebert.  Board members Fiore, Siebert, Cordiano and Vitkansas voted to accept.  Cynthia Wilson abstained because she entered the meeting late; Vivien Breen abstained because the expenses were not clear to her; and Nelsen voted NO.

The Library will be doing a Thanksgiving Food Drive.  They will be providing a meeting room for people to meet with a representative and get information on Medicare open enrollment.  They received a letter of complaint about the closure of the Lincroft branch. 

The board president said that they posted the Director's job last week.  Vivien Breen reported that the Personnel Committee met to discuss the pros and cons of choosing an interim director or a permanent director, and how civil service laws affect the process.  Fiore asked if the board as a whole votes on several candidates rather than this committee only recommending one candidate, and Breen replied that several candidates would be presented.  

The Finance Committee has not met yet but it was agreed a meeting is imperative.

Fiore stated that he recently received the 2012 audit for the library from the auditors. He said he was told by Ms. LaTona that the 2011 audit was sent to the board in December.  This led to a heated discussion between Fiore, Nelsen and Breen about the reporting methods and communication between the township and the library.  Breen and Nelsen said the board never got a full explanation about the audit error that led to the "missing" $156K, and they did not understand why it was not in the printouts from the township's financial system they access.  Nelsen read from the May 10, 2013 memorandum on library reserves that former CFO Nick Trasente sent to Fiore and asked if statements in the memo are the reason Trasente is leaving.

An issue tabled from last month regarding the deficiencies in the KOHA system was discussed.  There is insufficient lead time to change systems at this time.  The board approved Resolution 2013-32 to upgrade 7 of the antennas (expense amount of $14,650), for which they do not need to purchase user licenses.  There was discussion about the library’s ability to accept credit cards for overdue fines since the new policy requires fines over $10 to be paid before new materials can be taken out.  The IT staff is working to add this feature to the current KOHA system.

The board voted to replace a retired part time assistant (Resolution 2013-34).  The replacement, William Kampe has already been interviewed.  The candidate was also interviewed by the Township Administrator’s assistant Jim VanNest because in August the board voted to give civil service appointing authority back to the Township Administrator.  The promotion of one librarian to a senior level after 3 years of service was tabled until November's meeting (Resolution 2013-35).  Joan Kopp was appointed the petty cash custodian (Resolution 2013-36). 

The policy is being changed with regard to lost items.  If an item is lost and the fine for the lost item is paid by the patron, a patron cannot receive a refund for that payment after the item is found and returned.  The library will no longer accept items returned after the library has already replaced them.  The first reading of the new policy was approved by the board.

Board member Cordiano stated that the 2012 audit shows a surplus of $60,663.76 on page 8.  He said that the board should not expect the audit numbers to be reported by the township CFO.

Fiore requested that the board members all be assigned an “mtpl.org” email address. 

Nelsen suggested that the Personnel Committee evaluate the compensation of Wendy Latona and Joan Kopp, whose workload has increased in the absence of a director.

In the public comment session, Melanie Elmiger criticized Fiore for his earlier comment regarding "a person who likes to do OPRA requests".  Elmiger said that it is the right of the public to obtain public information, so his comment shows his disdain for the public. Regarding new hires, Elmiger questioned the independence of the Board in choosing their employees and whether they would hire someone who was not recommended by the township. Elmiger asked what the amount of receivables in fines is currently, and Ms. Latona said that the KOHA system can produce that figure and that certified letters had been sent to the largest fine holders.  Elmiger asked if the library's Strategic Plan has been revised for 2013.   Siebert replied that the Strategic Plan Committee has not met yet this year but will meet soon (Cordiano and Vitkansas are on that Committee, appointed in January).  Elmiger stated that a successful board should be comprised of a diverse group of people with different areas of expertise to lend to the Board, and that in many instances the expertise of Mr. Nelsen, who is an accountant, is being disregarded by the Board.  

Leo Cristofulli said he felt that it is not clear when Ms. O'Neal, the board members, and Mr. Trasente each knew about the $156K surplus available to the library.  He said the board did not do its due diligence, and there has been an "irresponsible dissemination of information" in this matter. He felt what is going on right now is a "blame game", and that this Board should see how they can improve disseminating information.  He asked that a microphone be provided for the board's table.  Wendy Latona said she would locate one for next month’s meeting.

Linda Baum said she agreed with Elmiger's comments, and added that she felt the conduct of several board members speaking loudly to each other while Elmiger was speaking was disrespectful.  She asked Mr. Nelsen to clarify his concerns with regard to the financial report and questioned why the board would give quick approval to the questionable figures.  Trustee Cordiano interrupted Ms. Baum to argue about the audit issue.  Ms. Baum asked to finish her comments, pointing out her time was limited to five minutes but that the board members could speak at length afterwards.