Minutes of the Meeting of the Board of Trustees
of the Bernards Township Library
February 27, 2013
Treasurer Leslie Workman called the meeting to order at 7:40 p.m. in the Bernards Township Library Lower Level Conference Room.
2. SUNSHINE LAW REMINDER
In accordance with the requirements of the Open Public Meetings Law of 1975, notice of the meeting was posted on the bulletin board in the Reception Hall of the Municipal Building, Collyer Lane, Basking Ridge and the Bernards Township Library Public Notices bulletin board; was mailed to The Bernardsville News, Bernardsville; was filed with the Township Clerk; and was posted on both the Township’s website and the Library’s website.
3. ROLL CALL
Present: Lisa Marshall, Mary Jane McNally, Kippy Piedici, Tom Russo, Scott Spitzer, Jonathan Vidler, Eileen Walsh and Leslie Workman
Absent: Tim Opremcak
Also Present: Ruth Lufkin, Kevin Orr
4. PUBLIC COMMENT
There was no public comment.
5. APPROVAL OF MINUTES
MOTION 13-06 was made by Jonathan Vidler and seconded by Tom Russo to approve the minutes of the February 6, 2013 meeting as corrected. With Kippy Piedici abstaining, the motion passed unanimously.
6. PRESIDENT’S REPORT
7. DIRECTOR’S REPORT
· Ruth reported that the Library staff has been focusing on filing the annual State Report
· There has been a slight drop in attendance and circulation, but this may be due, at least in part, to a change in the way the statistics are being collected.
· Library staff are continuing to work with enhancements that have been made to the MAIN catalog interface
· The Library has ordered six new computers for staff desks. The computers being replaced will be re-deployed to public areas.
· Ryan McCloskey is installing Deep Freeze, software that will maintain the integrity of the public access computers.
· Library staff members are working to publicize the Muslim Journeys Award, an ALA Bridging Cultures Bookshelf that the Library was awarded recently.
· Library staff members are planning activities for National Library Week, April 14-20, 2013.
· The Friends of the Library continue to be generous in funding Library programs. This year they will expand their Annual Fund Drive by soliciting donations from the entire Township instead of limiting their solicitation to previous donors. The Friends have established a link on their webpage to facilitate donations via PayPal.
· Ruth described the Library’s previous presence at Charter Day. The Trustees expressed interest in working with the Friends on this year’s event, which will be Saturday, May 18.
· Ruth invited Trustees to attend a reception Thursday, March 7 to welcome Susan Permahos, the newly appointed director of Summit Public Library. Summit is one of our partner libraries in the Morris Union Federation (MUF) consortium.
· Ruth hopes the consultant will have a proposal for the HVAC controls project ready in time for the Board to consider at the March meeting.
· Ruth is working with Pat Monaco, Director of Public Works, to develop a prioritized list of capital projects that the Library building may need in the near future. Ruth hopes to be able to present this information to the Board at the next meeting.
8. COMMITTEE REPORT
A. Treasurer/Finance—Leslie Workman
Leslie Workman reported that she and Ruth have met regarding a plan for the Library reserves and hope to present a proposal to the Board next month.
B. Advocacy—Leslie Workman
Leslie reported that S1358, legislation that would define the referendum process a municipality must follow to dissolve a municipal public library, has passed the Senate. The companion bill A2971 has been voted out of committee. Leslie attended the vote with NJLA Executive Director, Pat Tumulty. No problems are anticipated.
Leslie broached the idea of combining the Advocacy and Legislative committees because their functions are complementary. MOTION 13-07 was made by Kippy Piedici and seconded by Jonathan Vidler to combine the Advocacy and Legislative committees. After discussion Kippy withdrew the motion.
C. Friends of the Library Liaison—
In addition to what was covered in the Director’s report, Ruth reported that the Friends’ Annual Fund Drive took in less money than in previous years. In looking for ways to expand their efforts, the Friends are planning a digitizing event as a fundraiser. Leslie attended the Friends’ meeting on February 11, 2013 as part of the Strategic Plan Funding initiative. The Friends’ next meeting will be Monday, April 29.
D. Land and Building—Jonathan Vidler
Covered in the Director’s report,
E. Legislation—Mary Jane McNally
Covered in the Advocacy report.
F. Personnel—Tim Opremcak
Kippy will present a draft revision of the Computer and Internet Acceptable Use policy at the March meeting.
H. Strategic Plan—Tim Opremcak
Leslie asked for a quick review of the strategic plan and called for volunteers to work on the various committees.
· Jonathan Vidler reviewed Space Assessment. One necessary step is to hire a consultant versed in the space needs of libraries. Ruth is soliciting names of recommended library space consultants. Tom Russo indicated that he is interested in working on this.
· Kippy Piedici raised major questions faced by the Marketing and Partnerships initiative. How do we market services? How do we establish partnerships with local businesses? How do we serve various geographic and ethnic constituencies? In looking for guidance on how to proceed, Kippy presented three possibilities: hiring a consultant, taking advantage of pro bono local talent, and capitalizing on possible personnel changes. Lisa Marshall expressed interest in this effort.
· Ruth spoke for Ryan McCloskey who is chairing the Technology Services committee. As this committee progresses there are implications for the Space Assessment and Marketing and Partnerships committees.
· Leslie discussed Funding Strategies, specifically growing a better relationship with the Friends, looking at other vehicles for raising funds, and looking at the reserve funds. Lisa Marshall and Eileen Walsh volunteered to work with Leslie.
· Ruth addressed the Staffing and Leadership committee, one that she and Tim Opremcak co-chair. This committee has been focusing on clarifying responsibilities, increasing training opportunities and planning for succession.
I. Technology—Mary Jane McNally
Covered in the Director’s report.
J. Township Committee Liaison—Scott Spitzer
9. OLD BUSINESS
There was no old business.
10. NEW BUSINESS
· The Board reviewed the proposed Bernards Township Library Trustee job description and raised questions to be answered by the next meeting.
· MOTION 13-08 was made by Jonathan Vidler and seconded by Kippy Piedici to adjourn the meeting at 8:50 p.m. The motion carried unanimously.
· The next meeting of the Bernards Township Library Board of Trustees will be 7:30 p.m., Wednesday, March 20, 2013 in the Lower Level Conference Room of the Library.