VINELAND PUBLIC LIBRARY
BOARD OF TRUSTEES – MINUTES
September 25, 2014

A meeting of the Board of Trustees of the Vineland Public Library was held on Thursday, September 25, 2014 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 5:33 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, Josephine Orlando-Spinelli, Ross Stanger, and Christine Schneider. Also present were Library Director Gloria Urban, Administrative Clerk Mary Ann Rada, Head of Reference Holly Rogerson, Architect John Pedersen and Library Counsel Edward Duffy.

MINUTES of August 28, 2014
Mr. Druziako, seconded by Ms. Irby, moved that the minutes of the August 28, 2014 Board of Trustees meeting be accepted. The motion was passed by unanimous consent

TREASURER’S REPORT for August, 2014
On a motion made by Ms. Irby, seconded by Mr. Druziako, Trustees approved the Treasurer’s Report for August, 2014. The motion was passed by unanimous consent.

Mr. Stanger arrived at this point of the meeting.

SCHEDULE OF ACCOUNTS for September, 2014
The Schedule of Accounts for payments for September, 2014, in the amount of $21,434.65 ($12,567.62 – other expenses and $8,867.03 – library materials) was authorized for payment by all present on a motion made by Mr. Druziako, 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 month of October, 2014
On a motion made by Mr. Stanger, seconded by Mr. Druziako, Trustees approved the payment of salaries and benefits for the month of August and September. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli, Mr. Stanger, and Mrs. Schneider

CORRESPONDENCE
There was no correspondence.

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

Mr. Pedersen arrived at this point of the meeting.

At this time, on a motion made by Mr. Druziako and seconded by Mr. Stanger, Trustees approved to move the order of business to Unfinished Business - Roof Report. The motion was passed by unanimous consent.

The library experienced many leaks this morning in the areas where the non-fiction books are shelved, the Circulation Department, the Public Office Room and the Tutoring Room. The library was unable to open to the public until noon. Books had to be removed from shelving; equipment from the public office room had to be removed; wet ceiling tiles had to be discarded and industrial dryers were rented to dry up carpeting. These areas remain closed off to the public. The extent of the damage is still undetermined and it is uncertain who will cover the cost of the damage.

Architect John Pedersen reported the following on the roof project:
• When roofers were doing the tear off of the lower section of the roof near Temple Road, extensive rot damage was found on the decking. This is the section of the roof over the area where the non-fiction books are.

• There was an allowance of about $5000 within the bid of the contract for unforeseen repairs. This money has been used to repair other rotted areas of the roof that have been discovered during the work.

• After consulting with the structural engineer , the contractor presented a couple options for repair:
1. The least expensive option would be to take out a 16 x 16 section of the wood deck and replace it with new laminated wood. It should look similar to the existing wood there. The cost would be about $17,000.
2. The other option would be to install framing underneath the existing ceiling that would lower that piece of the ceiling from the section that is already there. This cost would be about $20,000 and that does not include the cost of finishing it off with sheetrock, wood paneling, etc.

• Option number one has the benefits that it will be less expensive and it will more closely resemble the existing ceiling, also shelving in the non-fiction area will not be required to be dismantled in order to do the work.

Barring any negative commentary from the Structural Engineer which would bear on Mr. Pedersen’s opinion, on a motion made by Mr. Druziako, seconded by Mr. Stanger, Trustees approved the option to replace the decking at the cost of $17, 000. The Administrative Clerk called the roll: YEAS: Mr. Druziako, Mrs. Franzoi, Ms. Irby, Mrs. Spinelli, Mr. Stanger, and Mrs. Schneider

Ms. Urban stated it has not yet been determined where the money for this repair will come from.

At this point in the meeting Mr. Stanger left.

Mr. Pedersen addressed other problems with the library building:
• Condensate drains from the air conditioning system need to be modified so they are not draining onto the roof. This work needs to be done or it will void the warranty of the roof job. Also, each of the air conditioning drains are leaking and causing water damage.

• The wide windows which are located in the front upper area of the library, above the roof are loose. They need a better frame set up, the flashing needs to be redone and the glazing. It was recommended to replace them since they are over 35 years old. The cost of this project was estimated to be about $150,000 - $200,000.

At this point in the meeting Mr. Pedersen left.

Return to regular order of business
On a motion made by Mr. Druziako, seconded by Ms. Irby, Trustees agreed to return to the regular order of business. The motion was passed by unanimous consent.

DEPARTMENT REPORTS
Community Relations Report

Trustees received a Community Relations Report for August.

Trustees received a draft of a revised Meeting Room Usage Policy to review for vote at the October meeting. Dr. Duffy advised Trustees that the policy should include a request for a Certificate of Insurance. He also recommended increasing the fees. Mr. Duffy will review and draft a revised policy.

UNFINISHED BUSINESS
Roof – Building Committee Report

Determine Participants of Director Search Committee
All members of the Board would like to participate on the Director Search Committee.

Mr. Duffy offered suggestions on how to conduct interviews:
• Dividing the committee and rotating different committee members during the interviews.
• To have one common committee person at all interviews.
• All members of the committee would be present once candidates have been narrowed down and there is a second interview.

Ms. Irby volunteered to be the common committee person.

Mr. Duffy informed Trustees that there is a residency requirement. A new hire must become a resident of Vineland within one year of being hired.

Mr. Duffy also advised Trustees that the search committee does not have to be limited to only members of the Board.

NEW BUSINESS
Century Savings Bank CD Due October 6, 2014

On a motion made by Ms. Irby, seconded by Mr. Druziako, 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, and Mrs. Schneider

Approval to hire Jean Rivera as part-time Student Assistant in the Reference Department
On a motion made by Mr. Druziako and seconded by Mrs. Spinelli, Trustees approved the hiring of Jean Rivera. The motion was passed by unanimous consent.

Boards’ consideration to have a staff representative on the Search Committee
This will be discussed at a later time.

PUBLIC COMMENT
On motion made by Mr. Druziako and seconded by Ms. Irby 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 Mrs. Spinelli, and seconded by Ms. Irby, Trustees moved to close the public comment session of the meeting. The motion was passed by unanimous consent.
At this point of the meeting Ms. Urban and Mrs. Rogerson left the meeting.

EXECUTIVE SESSION
On a motion made by Mrs. Spinelli, seconded by Ms. Irby, Trustees agreed to go into Executive Session. The motion was passed by unanimous consent.

On a motion made by Mr. Druziako, seconded by Mrs. Spinelli, Trustees agreed to come out of Executive Session. The motion was passed by unanimous consent.

ADJOURNMENT
On motion made by Mr. Druziako and seconded by Mrs. Spinelli, Trustees agreed to adjourn the meeting at 7:21p.m. The motion was passed by unanimous consent.


Respectfully submitted,

Mary Ann Rada, Administrative Clerk