Library Board of Trustees

TENAFLY PUBLIC LIBRARY MINUTES OF THE BOARD MEETING October 21, 2019 The Board of Trustees of the Tenafly Public Library met on October 21, 2019 at the Library for its regular Board meeting. Board Members Present: President Kathleen Cook, Vice President Patrick Rouse, Secretary/Treasurer Martin Gilbert, Shama Haider, Soon Juhng and Elizabeth Warms. Absent: Mabel Allen, Teresa Austin and David DiGregorio Staff present: Library Director Julie Marallo and Administrative Assistant Ann Marie Connolly The meeting was called to order at 11:14 a.m. Julie Marallo reported that notices of the meeting had been posted and sent to the media. Minutes Board members approved the Minutes of the regular Board meeting of September 9, 2019. Moved by: Elizabeth Warms. Seconded by: Kathleen Cook. Unanimously approved. Board members approved the Minutes of the Executive Board meeting of September 9, 2019. Moved by: Elizabeth Warms. Seconded by: Soon Juhng. Unanimously approved. Treasurer’s Report Martin Gilbert reviewed with the Board the Library’s financial statements of September 2019. He noted that he had examined and approved the statements and reported that they were current and accurate. A motion was made to approve the financial reports. Moved by: Elizabeth Warms. Seconded by: Soon Juhng. Unanimously approved. Correspondence Tenafly resident Alan Prigge sent a letter to Julie Marallo detailing how much he loves the library and his daily interaction with all the staff. The library is participating as a drop-off in collecting candy for residents living in the Cotswold area of Tenafly. It has become a Tenafly tradition for hundreds of trick-or-treaters to visit the area on Halloween. Cotswold residents may pick up the donated candy at any time. Director’s Report Julie Marallo advised the Board of the ongoing squirrel infestation in the library ceilings. The outside wall of the Edna Kawulitzki addition is synthetic stucco backed by foam board. Woodpeckers have been making holes through the exterior and the squirrels are making the holes bigger and gaining entry by climbing on the overgrown tree branches and holly bush against the building. In March of this year, at a cost of $350, an exterminator was called to catch a squirrel that was running around the library. The squirrels are now trying to break through the ceiling tiles. An exterminator has placed several traps in the ceilings. Maintenance tried to plug up the synthetic stucco holes with foam, but the squirrels just push through it. The following have been advised of the problem: Borough Building Maintenance, the Board of Health and Bob Culvert of the DPW. We have requested that the DPW trim the tree and holly bush. The whole outside wall will have to be taken down and redone at a cost to be determined. Patrons and staff have been complaining about how cold the library is and questioning why the heat is not on. We have been informed that the HVAC maintenance contract has expired and the Borough Council will address the situation at the October 24, 2019 meeting. At the request of the Friends, Julie Marallo has been exploring fundraising software. The many benefits of this software include the ability to donate online, to make the Friends known to people, to bring in more members and to receive more donations. A decision on which software the Friends will purchase will be made shortly Julie Marallo will follow up with Shama Haider’s suggestion that the Friends receive more publicity in the next Borough newsletter. The Friends Treasurer, Marcia Delano, noted that this year they have received more applications than ever before. President’s Report Kathleen Cook discussed the October 10, 2019 article in The Record concerning a $1 million matching grant to the Ridgewood Village Library from a loyal local philanthropy which could help transform the book-filled building into a modern gathering place. The library has already raised almost $500,000 toward matching the $1million grant. Officials expect the planned series of updates to the library will take a year and a half to complete once funding is secured at a price tag of around $7.7 million. Old Business Julie Marallo mentioned that the fine free library movement is expanding within BCCLS. If the libraries surrounding Tenafly start to go fine-free, we may have to reconsider our policy. The BCCLS Automatic Renewal and Unified Loans policy passed. Items will now renew automatically unless there is a request for them in the system. New Business The Board discussed the Notary Public Service Policy submitted by Library Director Julie Marallo. The following resolution was passed: BE IT HEREBY RESOLVED THAT: the Board of Trustees of the Free Public Library of the Borough of Tenafly, in the County of Bergen and State of New Jersey, hereby approves the Notary Public Service Policy as submitted by Library Director Julie Marallo. Moved by: Martin Gilbert Seconded by: Elizabeth Warms Voting as follows: Kathleen Cook - Yes Soon Juhng - Yes Martin Gilbert - Yes Patrick Rouse - Yes Shama Haider – Yes Elizabeth Warms - Yes The Board discussed the revised Library Card Registration Policy submitted by Library Director Julie Marallo. The following resolution was passed: BE IT HEREBY RESOLVED THAT: the Board of Trustees of the Free Public Library of the Borough of Tenafly, in the County of Bergen and State of New Jersey, hereby approves the revised Library Card Registration Policy as submitted by Library Director Julie Marallo. Moved by: Elizabeth Warms Seconded by: Martin Gilbert Voting as follows: Kathleen Cook - Yes Soon Juhng - Yes Martin Gilbert - Yes Patrick Rouse - Yes Shama Haider – Yes Elizabeth Warms - Yes Report from the Mayor. Shama Haider spoke with Mayor Rustin concerning the need for cleaning and janitorial services in the library. She noted that both the Senior Center and the Library have resorted to hiring outside firms to improve the basic cleanliness of their sites. Mayor Rustin will contact the DPW to discuss what measures can be taken to assure patrons and staff are able to enjoy a library that has a clean and healthy environment. Shama will continue this discussion with Mayor Rustin. Report from the Superintendent’s Alternate None Citizen’s Portion of the Meeting None Any Other Business None Adjournment The Board adjourned at 12:07 p.m. Moved by: Shama Haider. Seconded by: Kathleen Cook. Unanimously accepted. Respectfully submitted, Martin Gilbert Secretary/Treasurer The next regular meeting of the Library Board of Trustees will be on Monday, November 18, 2019 at 11:00 a.m. APPROVED: November 18, 2019