Library Board of Trustees

TENAFLY PUBLIC LIBRARY MINUTES OF THE BOARD MEETING September 14, 2020 The Board of Trustees of the Tenafly Public Library held a teleconference Board meeting on September 14, 2020 for its regular Board meeting. Board Members Signed-In: President Patrick Rouse, Vice President Kathleen Cook, Treasurer Soon Juhng, Teresa Austin, Martin Gilbert, Shama Haider and Elizabeth Warms. Absent: David DiGregorio Staff Signed-In: Library Director Julie Marallo and Administrative Assistant Ann Marie Connolly. The meeting was called to order at 7:03 p.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 June 8, 2020. Moved by: Elizabeth Warms. Seconded by: Martin Gilbert. Unanimously approved. Treasurer’s Report Martin Gilbert reviewed with the Board the Library’s check registers of June, July and August, 2020 and the financial statements of August, 2020. He noted that Soon Juhng had examined and approved the June and July, 2020 statements and reported that they were current and accurate. Martin Gilbert examined and approved the August, 2020 statements and reported that they were current and accurate. A motion was made to approve the amended financial reports. Moved by: Elizabeth Warms. Seconded by: Shama Haider. Unanimously approved. The Endowment Fund CD at Valley Bank was renewed for 91 days to mature on November 10, 2020 with interest at 0.245%. Audit The Director presented the Library’s 2019 favorable audit from Garbarini & Co., P.C. – Certified Public Accounts which had been reviewed by Library Board President Patrick Rouse, Vice President Kathleen Cook, Secretary/Treasurer Soon Juhng, Trustee Martin Gilbert and distributed to Board members. It was noted that on Page 17, “Notes to the Financial Statements, December 31, 2019,” Trustee Elizabeth Warms was omitted from the list. Garbarini & Company will be notified and asked to correct this omission. Patrick Rouse commented that as noted on Page 16, “Comments and Recommendations, December 31, 2019,” there were “none.” He thanked Ms. Marallo and Mrs. Connolly for their diligence in achieving this favorable report. After discussion the Board approved the following resolution: BE IT HEREBY RESOLVED THAT: The Board of Trustees of the Free Public Library of the Borough of Tenafly approves of the Financial Statements for the years ended December 31, 2019 and 2018 by Garbarini & Co., P.C. – Certified Public Accountants as presented by the Library Director. Moved by: Kathleen Cook Seconded by: Teresa Austin  Voting as follows: Teresa Austin – Aye Soon Juhng - Aye Kathleen Cook – Aye Patrick Rouse - Aye Martin Gilbert – Aye Elizabeth Warms – Aye Shama Haider - Aye Correspondence None Director’s Report Despite Covid-19, we have instituted some very good programs online and noted that some evening programs were better received at night. Evening storytime attendance was higher when taking place online and will continue online for the foreseeable future. The Tenafly school year has begun virtually. In person classes will be phased in, with all schools starting in person on September 29th. To help virtual learners, we have reinstated our print from home service, allowing those without printers to pick up their worksheets here. We have also purchased 10 mobile hot spots to supplement unreliable wireless service. Because of COVID-19, the hot spots have been slow to come in. We hope to have them by the end of October. Allowing only 25 people in the library building at a time has not become a problem yet. We adhere to the 30-minute leave time only if we are crowded. The Children’s Room is small and not well ventilated, so we are encouraging families to make appointments to browse. If no one is in the room, we will let patrons in to browse, one family at a time. We have two new checkout kiosks where you have the option to check out your own book the same as a phone check out. A new in-building self-serve holds pick up system has been established. To streamline check outs, we are offering patrons a self-check-out mobile app – meeScan. On August 22, 2020, there was a children’s program to draw in chalk on the sidewalk in front of the library. The theme of this year’s summer reading was ‘Imagine Your Story.” Contestants were asked to draw a book cover for their story. The Library Friends paid for a database of historical photos, and the chalk contest pictures were put in the database. New blinds have been ordered for the Friends Room to replace the broken ones that were installed in 2004. They should be delivered at the end of October or early November. There has been no update on the squirrel situation since early July. We have not had them in the building recently. Shama Haider reported that she had spoken with Mayor Zinna. The Mayor hired Anthony Iovino to write the specs for repairing the library wall, and they will be ready to go to bid in approximately 4 to 6 weeks. It was noted that the money is there to pay for it. Citizen’s Portion of the Meeting None President’s Report None Old Business Kathleen Cook was assured that the Library Trustees had enough continuing education credits to satisfy state aid. There is a meeting on October 29th for new trustees. There is a link to register for classes which are all online. New Business Patrick Rouse asked Ms. Marallo if any announcements had been made for approving the FEMA Covid-19 supplies grant, which the library applied for on June 1, 2020. To date most other libraries who applied have not heard back from FEMA. BCCLS directors are planning to form an advocacy group to contact FEMA. The Board of Trustees Meetings for 2021, which are scheduled on the second Monday of the month (calendar permitting) were discussed. The Board reviewed the 2021 Holiday Scheduled submitted by Ms. Marallo and discussed the recent declaring of Juneteenth as a holiday. It was decided that more discussion was needed on that day as to the role of the municipality in deciding if it would close. A motion was made to accept the Board of Trustees 2021 meeting dates and the Holiday Schedule as submitted and to address Juneteenth after the Borough Council makes it recommendation. Moved by Shama Haider. Seconded by Soon Juhng. Unanimously accepted. Report from the Mayor None Report from the Superintendent’s Alternate None Any Other Business None The meeting adjourned at 7:43 p.m. Moved by: Martin Gilbert. Seconded by: Kathleen Cook. Unanimously accepted. Respectfully submitted, Soon Juhng Treasurer The next regular meeting of the Library Board of Trustees will be on Monday, October 19, 2020 at 7:00 p.m. Approved: