VINELAND PUBLIC LIBRARY
BOARD OF TRUSTEES – MINUTES
September 26, 2013

A meeting of the Board of Trustees of the Vineland Public Library was held on Thursday, September 26, 2013, in the Community Event Room of the Library, 1058 E. Landis Avenue, Vineland, NJ.

Board of Trustees President Christine Schneider called the meeting to order at 5:26 pm. Notice of this meeting had been sent to the Office of the City Clerk, The Daily Journal, The Press, Channel 9 and was posted in the library in accordance with The Sunshine Law. Trustees present were Victor Druziako, Catherine Franzoi, Whelma Irby, Christine Schneider, Josephine Orlando-Spinelli and Ross Stanger. Also present was Library Director Gloria Urban, Administrative Clerk Mary Ann Rada and Library Counsel Edward Duffy.

MINUTES of July 25, 2013
Ms. Irby, seconded by Mrs. Spinelli, moved that the minutes of the July 25, 2013 Board of Trustees meeting be accepted. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli and Mrs. Schneider

TREASURER’S REPORT for July 2013
On a motion made by Mr. Druziako, seconded by Mrs. Franzoi, Trustees approved the Treasurer’s Report for July, 2013. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli and Mrs. Schneider

At this point of the meeting Mr. Stanger and Mr. Duffy arrived.

TREASURER’S REPORT for August 2013
On a motion made by Mrs. Spinelli, seconded by Ms. Irby, Trustees approved the Treasurer’s Report for August, 2013. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli, Mr. Stanger and Mrs. Schneider

SCHEDULE OF ACCOUNTS for August 2013
The Schedule of Accounts for Payment for August, 2013, in the amount of $20,891.81 ($7,223.04 – library material and $13,668.77 – other expenses) was authorized for payment by all present on a motion made by Mrs. Spinelli, seconded by Ms. Irby. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli, Mr. Stanger and Mrs. Schneider

SCHEDULE OF ACCOUNTS for September 2013
The Schedule of Accounts for Payment for September, 2013, in the amount of $36,860.26 ($13,080.03 – library material and $23,780.23 – other expenses) was authorized for payment by all present on a motion made by Mrs. Spinelli, seconded by Ms. Irby. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli, Mr. Stanger and Mrs. Schneider

APPROVAL OF PAYMENT OF SALARIES AND BENEFITS for September 2013
On a motion made by Mrs. Spinelli, seconded by Ms. Irby, Trustees approved the City of Vineland to make payment of salaries and benefits to the employees of the Vineland Public Library for the month of September 2013 with funds retained for this purpose. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli, Mr. Stanger and Mrs. Schneider

APPROVAL OF PAYMENT OF SALARIES AND BENEFITS for October 2013
On a motion made by Mrs. Spinelli, seconded by Ms. Irby, Trustees approved the City of Vineland to make payment of salaries and benefits to the employees of the Vineland Public Library for the month of October 2013 with funds retained for this purpose. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli, Mr. Stanger and Mrs. Schneider

CORRESPONDENCE
Letters from County Attorney
Letters dated August 12, 2013 and September 10, 2013 were received by County Counsel Theodore E. Baker regarding payment of $12,000 which is owed to the Cumberland County Library Commission for the 2012 service of the CLUES System.

A payment will be issued along with a letter from Ms. Urban requesting a release stating that CLUES related debts have been paid in full to the County or County Library and Vineland Public Library will no longer be subject to claims or suits.

Letter from Architect John Pedersen
A letter was received from Architect John Pedersen to the City Business Administrator for a proposal of $7000 for architectural services for the library roof repair/replacement.

Ms. Urban added that the City and Mr. Pedersen have reached an agreement and the payment for services will be $5000.

Letter from Bob Keith, Data Coordinator, NJ State Library
A letter was received from Bob Keith, Data Coordinator for the NJ State Library. The letter is to inform the library that this is the final year that an exemption will be granted to the hours requirement mandated by the State.

As of September 29 the library will increase its operating hours from 52 hours to 60 hours per week.

LIBRARY DIRECTOR’S REPORT
A copy of the Library Director’s Report is attached to the original minutes.

DEPARTMENT REPORTS
Trustees received a copy of the Community Relations report submitted by Library Associate Caroline Fricke.

NEW BUSINESS
Appointment of Nominating Committee
Whelma Irby, Ross Stanger and Victor Druziako have volunteered to be on the nominating committee.

Approval to hire part-time Library Assistant Suzanne Bodner
On a motion made by Mrs. Spinelli, seconded by Mr. Druziako, Trustees approved the hiring of Suzanne Bodner for the position of part-time Library Assistant in the Circulation Department. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli, Mr. Stanger and Mrs. Schneider

Approval to make Shanice Glover a permanent part-time Library Assistant
On a motion made by Mr. Druziako, seconded by Mr. Stanger, Trustees approved to make Library Assistant Shanice Glover permanent. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli, Mr. Stanger and Mrs. Schneider

Approval to hire part-time Student Assistant Jose Crespo, Jr.
On a motion made by Mrs. Spinelli, seconded by Mr. Stanger, Trustees approved the hiring of Jose Crespo, Jr. for the position of part-time Student Assistant in the Reference Department. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli, Mr. Stanger and Mrs. Schneider

Review of wording in by-laws: Meetings - Article III, Section 1 When a regularly scheduled meeting is cancelled, the Board of Trustees meeting will be held one week later. (Approved on 5/5/11)
On a motion made by Ms. Irby and seconded by Mr. Stanger, Trustees agreed to delete the wording: When a regularly scheduled meeting is cancelled, the Board of Trustees meeting will be held one week later, in Article III, Section 1 of the by-laws. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli, Mr. Stanger and Mrs. Schneider

Library Council Mr. Duffy will draft the wording of this section of the by-laws for Trustees to vote on at the next meeting.

Resolution to declare elevator situation an emergency requiring expedited purchasing
On a motion made by Mr. Stanger and seconded by Mrs. Spinelli, Trustees approved the resolution to declare the library’s elevator repairs an emergency requiring expediting purchasing. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli, Mr. Stanger and Mrs. Schneider

Whereas, the Board of Trustees of the Vineland Public Library declare the Library’s inoperative elevator an emergency.

Whereas, without an operating elevator, the Library is unable to provide services to the public requiring wheelchairs, strollers or canes or those unsteady to use stairs safely.

Whereas, the second floor of the library is inaccessible to receive deliveries necessary to operate the library.

NOW THEREFORE BE IT RESOLVED, by the Trustees of the Vineland Public Library that the condition of the Library’s elevator has been declared an emergency and requests repairs to be expedited.

Resolution to allow COV to transfer $25,000 of VPL’s 2013 SALARY money into COV Other Expenses in order to pay for elevator repair on VPL’s behalf .

On a motion made by Mr. Stanger and seconded by Mrs. Spinelli, Trustees resolved to allow funds in the amount of $25,000 from the Library CY13 Salary Budget to be transferred to the City of Vineland’s Other Expenses Budget Line to cover the cost of repairs to the Library’s elevator. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli, Mr. Stanger and Mrs. Schneider

New Library hours: Monday – Thursday 9-8; Friday and Saturday 9-5
On a motion made by Whelma Irby, seconded by Victor Druziako, Board of Trustees of the Vineland Public Library approve to increase Library operating hours effective September 30, 2013 as follows:
Monday through Thursday: 9:00 a.m. to 8:00 p.m.; Friday and Saturday: 9:00 a.m. to 5:00 p.m. and closed Sundays. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli, Mr. Stanger and Mrs. Schneider

Century Certificate of Deposit due October 6, 2013
On a motion made by Mr. Druziako, seconded by Mrs. Spinelli, Trustees approved allowing the certificate of deposit at Century Savings Bank to automatically renew. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli, Mr. Stanger and Mrs. Schneider

OLD BUSINESS
Mr. Duffy updated the Trustees on the litigation with Neopost against the library. The court date has been set for November 27, 2013.

OTHER
5K run on September 28
The Library will hold its second 5K run and 1mile walk on Saturday, September 28 at 9:00 a.m.

PUBLIC COMMENT
On a motion made by Mr. Druziako and seconded by Mr. Stanger, Trustees moved to open the meeting to the public. The motion was passed by unanimous consent.

No members of the public were present.

On motion made by Mr. Stanger and seconded by Mr. Druziako, Trustees moved to close the public comment session of the meeting. The motion was passed by unanimous consent.

EXECUTIVE SESSION
There was not a call to go into Executive Session.

ADJOURNMENT
On a motion made by Mr. Druziako, seconded by Ms. Irby, Trustees agreed to adjourn the meeting at 6:22 p.m. The motion was passed by unanimous consent.

Respectfully submitted,
Mary Ann Rada, Administrative Clerk