Library Board of Trustees

WESTWOOD FREE PUBLIC LIBRARY BOARD OF TRUSTEES MEETING MINUTES MEETING DATE: Thursday, March 26, 2020 CALLED TO ORDER: at 10:05 a.m. by Dennis Farrell. PRESENT: Martha Urbiel (MU), Noeline Grefrath (NG), Suzanne Gorham (SG), Bev Karch (BK), Vince Fitzpatrick (VF), Dennis Farrell (DF), Mike Violano (MV), Rob Bicocchi (RB), Frank Zimmerman (FZ), and Claudia Gonzales-Doell (CGD). SUNSHINE LAW: Read by DF. PUBLIC FORUM: Due to the unpreceded measure in the country to combat Coronavirus the meeting was held online though Zoom application. No members of the public called in. MINUTES: MV made a motion to accept the February 24 meeting minutes; seconded by FZ. The motion carried. TREASURER'S REPORT: MV presented the treasurer’s report and cash management fund. The total for the checking account, cash management fund and capital account is $115,557.97. VF offered a motion to accept the treasurer’s report. NG seconded. Motion carried. MV pointed out that there is an extra $10K in the unencumbered funds that reflects funds held in the cash management account for the Capital account. The current bills list was distributed. No questions were asked about list. VF offered a motion to accept, FZ seconded. Motion carried. Committee Reports: Building and Grounds Committee: MU stated they were still waiting for detailed financials on plans for the possible renovation of the Mezzanine floor through the construction grant application despite no Borough Funding. April grant application date has been postponed until the sometime in the summer. MU proposed to not pursue grant because library doesn’t have the 50% threshold for funds. MV stated since we don’t have all the info to hold off on making that decision. RB stated since the State is on a spending freeze and we don’t know hold long this will last, we should get the plans but pause to see what happens with the shut down for coronavirus. RB also stated in relationship to the budget, the Library will have to manage with what they have and there are a lot of unknowns that everyone has to work through with respect to employees and hours. Directors Report: MU stated programs were held from the end of February until March 13 when the library was ordered to shut down. Since then she and the staff have attended department and safety meetings. They have also been focusing on disbursing electronic material, organizing online programs, and issuing library cards for residents when they cannot come to the library. The staff is still working on collection development because that is planned months in advance. They have also been working on staff training that they have been putting off for a “rainy day”. DF asked if there have been a lot of phone calls to answer. MU stated there were more the first week and now many of the questions come in through email. Old Business: MU stated she believes the borough fiber optic upgrade has been postponed. Planning the fall fundraiser has also been postponed. But she is confident that a November fundraiser can still be put together. MV asked if we can get an update on this year’s budget? RB stated the budget was introduced to the town council. The library will get the same as last year, 60k over the mil rate. RB stated it is the hard reality and the borough is working through worst case scenarios right now. But the town and council are very appreciative of everything the library is doing like online story times. New Business: MU stated that the library is trying to find a way to get the in-house collection to Westwood residents. There was a discussion about all aspects of this from safety the of employees and patrons, to whether we need permission, to if the staff could deliver the items to homes. CGD asked Martha to write up a SOP for the proposed idea. Since the board doesn’t know how long the shutdown will last, there is more time to revisit this idea at the next meeting and it will be put on the agenda for next month. MU proposed meeting with the Budget committee about keeping the library open on Sundays. MV stated we need the final budget numbers to make that decision. MU asked if RB has stated in emails whether the library will get a first quarter payment as we have in the past. She stated we can pay this month’s bills but would need money from the town to pay next months. NG suggested to resend emails to the council and administration about a payment. MV stated in RB’s last email the library was approved for a first quarter payment. MV asked about the $40K payment to BCCLS. MU stated she is sending an email to Doug Hanson about spreading the payments out through the year and if BCCLS will reduce the payment because it isn’t providing its services. MV said he is attending an April 3 BCCLS meeting and will report back on any information he receives. DF gave the staff one bell for all the hard work they are doing! Meeting Adjourned: VF offered a motion to adjourn the meeting. MV seconded the motion. Meeting was adjourned at 10:55.