Library Board of Trustees

WESTWOOD FREE PUBLIC MINUTES BOARD OF TRUSTEES MEETING MEETING DATE: Tuesday, September 26, 2017 CALLED TO ORDER: at 7:10 p.m. by Mike Violano. PRESENT: Martha Urbiel (MU), Mike Violano (MV), Vince Fitzpatrick (VF), Frank Zimmerman (FZ) Pete Fedorchak (PF), Bev Karch (BK), Suzanne Gorham (SG), Felicia Brockner (FB), Beth Dell (BD), and Dennis Farrell (DF). SUNSHINE LAW: Read by BK. PUBLIC FORUM: One member of the public was present. MINUTES: A motion to accept the minutes of the May 23rd meeting with one correction was made by BK; seconded by VF. The motion carried. GUEST SPEAKER: MU introduced Ralph Piccone, who serves as the Library’s auditor. Mr. Piccone explained the procedures to reserve Library funds from unreserved donations and other available funds for capital improvements. He stated the unreserved funds as of December 31, 2016 were $212,000. The necessary steps include two resolutions. One resolution is to establish a capital reserve threshold for expenses. The State Library Board recommends a threshold between $1,000 and $5,000. Individual items would need to meet the defined minimum threshold. Any item purchased as a capital improvement would need to have a useful life for a five year period. The other resolution is a three year plan of capital improvements with budgeted amounts by item and by year. The plan can be amended by resolution from time to time and funds can be moved into a general expense account. There was a brief discussion by board members asking questions about the threshold level and capital improvements that may be done by the borough. Mr. Piccone further explained that purchases above $40,000 need bids that would be solicited through the local public purchasing agent. For purchases between $6,000 and $40,000, there would need to be at least two bids or quotes per contract law. The Board’s Treasurer needs to track expenses against the capital plan. The Treasurer would review and revise the plan at the end of the year and the revised or amended plan is included in the Library’s audit report. Donations that are restricted by the donor(s) (such as resources for childhood literacy), should also be noted and confirmed with a resolution for audit purposes. BK asked if this session could be considered as Trustee training. MU responded that is appropriate. Westwood Library Board Minutes September 26, 2017 Page 1 TREASURER'S REPORT: The treasurer's report was presented by DF. A motion to accept the treasurer's report was made by BK and seconded by VF. The motion carried. The current bills list (5848-5878) was distributed. VF asked about the size of the hot water heater (check 5868); MU was not sure of the number of gallons but stated hot water is primarily for the kitchen and rest rooms. A motion to accept the bills list was made by VF and seconded by BK. The motion carried. COMMITTEE REPORTS: The proposed Strategic Plan for 2017-2020 was distributed. A motion to accept the Strategic Plan as presented was made by FB and seconded by FK. The motion carried. Capital Expense Plan and Schedule for 2017-2020 was distributed. VF asked about the security cameras and monitoring scheduled for purchase this year. MU stated that she is soliciting quotes for 8 cameras for outside and inside use. There was a brief discussion about cameras, placement and recording features. MV suggested that the building and grounds committee should review. There were a few corrections for the two resolutions circulated. MU will amend and recirculate for the October meeting. CORRESPONDENCE: None. DIRECTOR'S REPORT: MU stated that the summer reading program was very successful with hundreds of students participating. The Library has established an after school teen center. There was an eclipse party on the lawn and the large screen TV was also used to stream coverage of the eclipse. Three new part time assistants have been hired and trained. A new part time custodian, Lou Trivisone, has also been hired. The 9th Annual Taste of Westwood was held last Sunday and was a great event that was sold out. PRESIDENT'S REPORT: None. OLD BUSINESS: MU spoke about extending Sunday hours year round. The additional Sundays are included in the proposed 2018 budget. MV asked about the Cloud Library. MU explained that the ability of local libraries to purchase and add ebooks for local patrons has been discontinued. There are also issues with Hoopla. Patrons are limited to four title accesses per month due to the higher than anticipated costs. FZ noted that the limits had been recently instituted. Westwood Library Board Minutes September 26, 2017 Page 2 NEW BUSINESS: MV asked about the borough’s schedule for budget submission and review. BD stated that the amount above the third of a mil should be used for capital improvements. The HVAC would be a borough capital expense when that improvement was done for Town Hall. BD also stated that the HVAC bid would probably go out to vendors in early October. A new roof for the Library would need to be included in the schedule for the Capital Plan. VF asked about the budget process start date. BD asked about Halloween events or a program at the Library. BD also shared information about a “Cook the Book” program at the Glen Rock Library. MU described a new sign in process for computer use. Users will sign in by number rather than signing in by name. MV asked about naming a new Vice President for the Board since Barbara Stewart has resigned. DF made a motion to open nominations for Vice President. VF nominated MV who declined. MV nominated VF. There were no other nominations. One unanimous vote was cast for VF. VF asked BD if there was a list of approved vendors for borough contracts and if the Library could exchange a list of approved vendors. DF thanked BD for her efforts on the Library’s behalf. MEETING ADJOURNED: A motion to adjourn was made by BK; seconded by SG. The meeting was adjourned by DF at 8:59 p.m. Westwood Library Board Minutes September 26, 2017 Page 3