[PAGE 1] BOARDOFTRUSTEES ASBURYPARKLIBRARY 500FIRSTAVENUEASBURYPARK,NJ07712 July18,20245:00PM APPROVEDMINUTES 1 Board President Greg LaSala called the meeting to order at 5:05PM and announced the meeting has been advertised in accordance with the Open Public Meetings Act. Attendance: Present: Absent: Greg LaSala Danele Berke Werner Baumgartner Robert Mikos Jackie Sharpe Diane Shelton Kerri Martin Kimmy Taylor Jennifer Souder Staff Kathleen Melgar, Library Director Nico Belott Public Participation Motion to open public participation by Kerri Martin at 5:06PM, seconded by Jen Souder. All in favor, motion carried. Motion to close public participation by Jacki Sharpe at 5:06PM, seconded by Jen Souder. All in favor, motion carried. Approval of Minutes June 20, 2024 Motion to approve the June minutes by Werner Baumgartner as amended, seconded by Kerri Martin. All in favor, motion carried. Jen Souder shared with the board some edits that she had emailed to Nico Belott for the minutes that he had adjusted earlier in the day as related to the Budget and Finance committee summary section. Werner Baumgartner requested more detail be added to a summary point in the Building and Grounds section, which were both added during the meeting. Treasurer’s Report and June Bill List June Profit & Loss: There was a brief discussion on the collection budget and that maybe having an inter-library loan policy will alleviate the pressure of the costs of patron requests. Greg LaSala asked about the digital library category and what expenses that includes. Director Kathleen Melgar answered that category includes Hoopla and other databases. Greg LaSala asked about the memberships and conferences [PAGE 2] BOARDOFTRUSTEES ASBURYPARKLIBRARY 500FIRSTAVENUEASBURYPARK,NJ07712 July18,20245:00PM APPROVEDMINUTES 2 category and if staff will be presenting at an upcoming meeting. Werner Baumgartner asked about the capital improvements-other category, Nico Belott answered this is how QuickBooks combines the two capital categories for the monthly budget, but that this does not represent a third category from which funds are spent. July Bill List Treasurer Jen Souder noted that ServPro was paid in response to a building emergency. The Board President, Treasurer and City Manager all approved this emergency payment. Motion by Jacki Sharpe to approve July bill list, seconded by Werner Baumgartner. All in favor, motion carried. Board President and Vice President Report President Greg LaSala shared that he received a list from the union stating the negotiating committee. Greg LaSala attended the Policy and Governance meeting. This month there was not a building and grounds committee meeting, but T&M did come to the library to begin the site survey. WB good discussion during the agenda meeting, that information will be shared more during the directors report. Committee Chair Members and Reports Personnel Director Kathleen Melgar noted that there are two job postings that will be shared for board review today. Additionally, the personnel committee will review the manual soon. Budget & Finance - No update. Building & Grounds - No meeting, but a discussion was held regarding existing projects. Policy & Governance - Chair Kerri Martin shared that five policies were reviewed that the board can vote on today. There was a brief discussion about the int policiy’s committee’s process which involves research through NJLA, ALA and involves feedback from the director. ● Beach Badge Pilot Policy: The badges are in the library system to be checked out, as a pilot program. Feedback will assist in shaping future policies. If approved, promotional materials will be sent out through the city’s channels and the library’s social media as well. ○ Motion by Jacki Sharpe to approve the Beach Badge Pilot Policy, seconded by Jen Souder. All in favor, motion carried. ● Beach Badge Waiver: During review of the waiver, Greg LaSala suggested putting multiple lines for different family members to sign instead of each badge holder signing a separate waiver. ○ Motion by Werner Baumgartner to approve the Beach Badge Waiver as amended, seconded by Jen Souder. All in favor, motion carried. [PAGE 3] BOARDOFTRUSTEES ASBURYPARKLIBRARY 500FIRSTAVENUEASBURYPARK,NJ07712 July18,20245:00PM APPROVEDMINUTES 3 ● InterLibrary Loan: During review of the policy, Werner Baumgartner suggested removing a question related to the special collection section. ○ Motion by Jen Souder to approve the Interlibrary Loan policy as amended, seconded by Kerri Martin. Werner Baumgartner abstained. Motion carried. ● Circulation: During review Greg LaSala suggested a revision to the checkouts to specify computer use and book items. ○ Motion by Jacki Sharpe to approve the Circulation Policy as amended, seconded by Jen Souder. All in favor, motion carried. ● Library Card: There was an extensive discussion exploring the subscription cards and temporary cards options with input from the whole board. ○ Motion by Kerri Martin to approve the Library Card Policy as amended, seconded by Jacki Sharpe. All in favor, motion carried. ● Bradley Room Waiver: ○ GL suggested having two different waivers one for meetings and one for programs/display case ○ Perhaps remove the programming / meeting language and more focused on the rules of the Bradley room ○ GL suggested approving right now so that we are covered for now and that we will revisit the policy and revise it in the future ■ Jen 1, Jacki 2 WB abstain motion carried Strategic Plan - No meeting. The survey results have been compiled and are in the drive. Chair Jacki Sharpe suggests that the board review the results so that we can discuss at our next meeting. Union Contract - The Union submitted the negotiating committee and will set up a meeting. Change to the Agenda: Old Business Jennifer Souder Presented Robert Stewart’s proclamation acknowledging years of service to the Asbury Park Library. However, there is an error on the proclamation. Library Director Kathleen Melgar will correct the error. A. Resolution #2024-01 Reserving Funds for the Capital Expense Plan a. Motion by Werner Baumgartner to approve Resolution 2024-01, seconded by Jen Souder. All in favor, motion carried. Change in the Agenda: New Business B. Kathleen Melgar shared the process to ensure that we follow the correct steps in order to enter into an agreement to utilize T&M with the same rates the city has used. Werner Baumgartner asked for a clarification regarding the language used in the agreement. Additionally Mr. Baumgartner pointed out that some comments on the document should be removed. Kathleen Melgar clarified this process is to formalize our agreement and that there will be more information forthcoming once the city’s attorney and the board attorney reviews the process. [PAGE 4] BOARDOFTRUSTEES ASBURYPARKLIBRARY 500FIRSTAVENUEASBURYPARK,NJ07712 July18,20245:00PM APPROVEDMINUTES 4 Greg LaSala asked that the language be revised to include board president rather than chairperson. a. Motion by Jacki Sharpe to approve Shared Services Agreement as amended, seconded by Werner Baumgartner. All in favor, motion carried. C. Kathleen Melgar would like to move forward with posting a part-time Library Associate position and a full time Librarian position for managing the adult services circulation desk as well as circulation. a. Motion by Jacki Sharpe to approve part-time Library Associate and full time Librarian postings, seconded by Werner Baumgartner. All in favor, motion carried. Library Director’s Report Kathleen Melgar is working with the city manager to provide a monthly report which led to a revision of the director report format. Mrs. Melgar noted the report changes. Multiple board members expressed interest in the statistics that were included. Additionally Director Melgar, informed the board of a building incident with a sewer back up. This will be submitted through the city’s property damage insurance PMA. There was an additional incident involving damage in the Bradley display case. This led to the revision of the waiver that was discussed earlier in the meeting. Old Business Board Retreat/Appreciation: No update. Library Salary Ordinance: No update. Friends of the Library/ APPL Foundation: No update. Resolution #2024-01 Reserving Funds for the Capital Expense Plan: Discussed earlier in the meeting. August Board Meeting: Board agreed with the President on having a shortened meeting including urgent matters and the approval of the bill list. National Register of Historic Places Designation: Kathleen shared that the application and documents submitted to the state were shared with an architect that is working with Jennifer Souder. The architect offered to review the application and provide some insight on how to move forward. New Business Shared Services Agreement a. Discussed earlier in the meeting. Policies for Approval - ILL, Library Card, Circulating, Bradley Room Waiver and Beach Badges [PAGE 5] BOARDOFTRUSTEES ASBURYPARKLIBRARY 500FIRSTAVENUEASBURYPARK,NJ07712 July18,20245:00PM APPROVEDMINUTES 5 b. These matters were acted on during the Policy and Gov. Committee reporting section. Public Participation There was not a quorum to open or close public participation. Items from Individual Board Members Werner Baumgartner noted on the city website that the library board information on the document “2024 Board, Committee, Commission Members,” was updated in April and has the wrong officers and term limits listed. Staff will reach out to the city to rectify the issue. Adjournment Meeting adjourned at 7:00 because there was no longer a quorum.