Library Minutes | September 17 2024
4 Municipal Plaza • Monroe Township, NJ 08831 • (732) 521-5000 • www.monroetwplibrary.org
MINUTES OF THE MONROE TOWNSHIP
LIBRARY BOARD OF TRUSTEES MEETING
September 17, 2024
ATTENDING:
Members Staff
Lisa Chen Karen Klapperstuck
Bernadette Yannacci
Anne Corey Student Representative
Dr. Marilyn Gonyo Jannat Zaanoun
Bob Isaacs (virtual)
Prena Shah
Guests: Gerard Stankiewicz (Auditor) and Allan Marain (Monroe Resident)
The meeting of the Monroe Township Library Board of Trustees was called to order at 6:32 p.m. by Lisa Chen, Vice President of the Library Board of Trustees.
STATEMENT OF COMPLIANCE
It was noted that this meeting was in compliance with the Open Public Meetings Act.
COMMENTS FROM THE AUDITOR
Gerard Stankiewicz of Samuel Klein & Company discussed questions that the Board had regarding the 2022 Audit. Mr. Stankiewicz noted that a number of the questions were not financial questions but answered to the best of his knowledge. In response to questions raised in earlier correspondence and during the meeting, Mr. Stankiewicz clarified that the various bond names in the audit reports (Public Officer Liability and Crime, Faithful Performance Bond, Surety Bond, and Public Employees Blanket Bond) do not represent four different bonds each with $1 million of coverage but are different names for one bond with $1 million of coverage. He referred Karen Klapperstuck, Assistant Director, to the Municipal Joint Insurance Fund (JIF) to clarify and confirm the faithful performance bond and its relation to Trustees.
Mr. Stankiewicz also addressed the delay in the 2023 Audit. He is awaiting information from the Monroe Township Chief Financial Officer (CFO) before he can finalize the draft audit. The draft of the 2023 audit has been shared with Leah Wagner, Director and Jennifer Slavicek, bookkeeper. Once the information from the CFO is submitted, the final audit report for 2023 will be issued to the entire Board of Trustees.
MINUTES OF THE JUNE 18, 2024 MEETING
The minutes from the June 18, 2024, meeting were presented.
Prena Shah moved that the minutes of the June 18, 2024 meeting be approved as presented. Bernadette Yannacci seconded. Bob Isaacs abstained. All others in attendance were in favor. The motion passed.
DIRECTOR’S REPORT
Karen Klapperstuck reported on behalf of Leah Wagner.
The lighting component of the Direct Install program was scheduled to begin the week of September 23. However, this portion of the program has now been postponed indefinitely as more information is gathered.
Other facility updates include the paving of part of the Library parking area on Friday, September 6. And the work on the alarm panel has been completed.
Later in the meeting, the Board will discuss the Tuition Reimbursement Policy, which is a revision from the 2008 policy and is being presented by the Board Policy Committee for approval. It has been reviewed by the committee and the Board Attorney.
The Sewing Machine Lending Program is a new service that will begin in October pending approval by the Board. Pages one and two of the program documents outline the contents of the kits and what is expected of the borrower. The waiver has been reviewed by the Board Attorney.
Kristen Lloyd who worked at the Welcome Desk resigned this summer and the Library recently hired Katherine Birckmayer to fill the part-time position and started on August 13. The Board will be asked to formalize the hiring under the New Business portion of the meeting.
For many years Jim Meyers has been the only full-time maintenance staff working at the Library. The evenings and weekends were covered by part-time staff, which allowed for frequent turnover as full-time positions became available in the Department of Public Works. Greg Slavicek, the Director of Public Works, has been able to hire a second full-time maintenance person to cover evenings. Joseph Nagy, who has been working at the Community Center was hired and his first day was Monday, September 9. The Library will still have one part-time DPW employee covering Sundays and working alongside either Jim Meyers or Joe Nagy on week days.
Leah made note in her report about the 2023 audit draft. Gerald Stankiewicz, the Library auditor, has forwarded a draft of the 2023 audit. He requested information from the Township Finance Office that will allow him to complete the audit. Leah has also been in contact with the Finance office regarding the Library audit.
The Library received the 2024-25 Township Reimbursement amount in August and the amended 2024 budget is in your packet. It is significantly higher than past increases at $1,375,495.00. The 2024-25 reimbursement reflects operating and salaries for vehicle maintenance and PERS payments which is the public employees’ retirement system and increases on other lines. Below is the schedule of quarterly payments for the next year:
- September ‘24 $540,514.75
- December ‘24 $343,873.75
- March ‘25 $343,873. 75
- June ‘25 $343,873.75
Leah and other Library Administrative staff have started work on the 2025 budget and plan of service.
The Library has been interested in joining LiteracyNJ which is a statewide organization that provides training for literacy tutors and provides tutors for those seeking literacy education. The Library has been receiving requests from volunteers to be trained and patrons seeking a tutor. By joining LiteracyNJ at the Level 1 membership for $1500 the Monroe Library will receive a number of member benefits including discounted rates for training staff and Library volunteers and individual small group tutoring for ESL similar to the Library’s previous conversation group.
Recently several staff attended a webinar for LibraryIQ, software provided by the new circulation system Polaris. This program will allow the staff to monitor the collection data, patron data and library use, providing essential information for collection management and library service.
ASSISTANT DIRECTOR’S REPORT
The migration to the new library system was not without its hiccups but everything seems to be working as expected. Our Library staff and all of the staff at the consortium continue to work hard to provide the quality service that our patrons expect.
LMxAC (Libraries of Middlesex Automation Consortium) changed its name to STELLA in June. As more libraries that were not in Middlesex County joined the consortium, it made sense to have a name that more accurately reflected the purpose of the organization. STELLA stands for Sharing & Technology Enhancing Local Library Access.
A number of web-based library services were paused during the migration to the new ILS. The services impacted were the NY Times, Wall Street Journal and Author Alerts. Access to the NYT and WSJ have now been restored. Author Alerts is being reconfigured to connect to the new library system.
The public-facing portion of the new integrated library system is called Vega. There is a module for room reservations and event calendar & registration called Vega Program. A few staff members are working to set up this module for use by our patrons and staff. The first thing we expect to make available to patrons is study room reservations. This will necessitate a few minor changes to the Study Room Policy to reflect the constraints of the new interface. Library staff plan to start using the calendar and event registration portion of the software in 2025.
Karen also noted that she will be sending application information via email to the Exhibits Committee for their review. The display case has a few openings before the committee is due to meet again and there have been a number of submissions that can help close those gaps.
FINANCIAL REPORT
Karen Klapperstuck discussed the financial reports from July, August and September. She noted that the budget line for the Township Reimbursement is over budget due to the increase. The Board will vote on the budget amendment to reflect the increase later in the meeting.
COMMITTEE REPORTS
There were no committee reports.
TOWNSHIP COUNCIL REPORT
Marilyn Gonyo reported on items from Mayor Dalina.
The Mayor threw out the first pitch at the Senior Softball Leagues “Pitch for a Cure” event to raise money for prostate cancer awareness, detection & treatment.
Mayors Wellness Meditation event held at library on 8/28 - great turn out!
The Council endorsed the mayor’s resolution regarding his advocacy to the New Jersey State League of Municipalities and New Jersey Legislature to pass legislation permitting municipalities to impose impact fees for increased school costs and infrastructure costs on developers of new residential units.
Great news that Monroe is receiving a 1.45 million dollar grant from the County for expanded recreational facilities at James Monroe Park and the Township also recently received a $10,000 grant for our OEM.
Township employees donated to Arms Wide Open, Childhood Cancer Foundation on behalf of the Volpe family for September’s Childhood Cancer Awareness Month.
Other upcoming events and dates for the Board to know:
- 9/19 Donate to the Food Pantry at the “Taste of Monroe Event” at the Senior Center, 6 PM
- 9/21 Greenfair 10AM at the High School
- 9/21 Vintage Baseball at the Dey Farm 12PM
FRIENDS OF THE LIBRARY
Marilyn Gonyo gave the Friends of the Library report:
Since it has been a few months that the FOL has had the pleasure of reporting to you, there is much to report, as the Friends have been very busy.
The Friends have had a presence each week at the Farmer’s Market with a table full of books. Though not an “official” sale, there is a donation box very visible, and our neighbors and friends have been very generous.
The Friends purchased the Icicle Tricycle for the Library and at its last meeting and invited Kelly Palombit to present an update on its use, which was extremely positive. Steve Hrubes also was invited to the last meeting to present his Request for Proposal to purchase a Mug Press and Dye Sublimation Printer, which was unanimously approved. The Friends continue to purchase museum passes and coupons for Library patrons.
The Friends are planning for the Membership Tea, which is scheduled for 10/16, as well as the big book sale in December. The Friends hope to see you at these events, as well as at the Farmer’s Market.
MONROE TOWNSHIP SCHOOL ADMINISTRATOR
Dr. Kelly Roselle could not attend the meeting due to a Board of Education Curriculum Committee meeting at the same time. She sent the following updates:
- Students returned to school on September 5th.
- Back to school nights are taking place through next week at all schools.
- Families are encouraged to visit our website and follow our social media pages for important information.
- The district is working with the library to present an information a session about generative AI (artificial intelligence). This is in the early stages and we will share more information at future meetings.
STUDENT REPRESENTATIVE
Jannat Zaanoun reported that September 4th was the first day of school and today (September 17) is the first day of clubs and extracurriculars. Back to school night at the high school is September 18. The homecoming football game will be on September 27.
September 23 through September 27 is National High School Voter Registration Week.
FOUNDATION
No meeting has been scheduled yet.
UNFINISHED BUSINESS
After the Audit report from Mr. Stankiewicz, the Board voted to accept the 2022 Audit.
Prena Shah made a motion to accept the 2022 Audit. Anne Corey seconded the motion. All were in favor.
NEW BUSINESS
The Board reviewed the amended budget which reflects the increase in the Township Reimbursement.
Anne Corey made a motion to approve the amended budget, which reflects the increase in the Township Reimbursement line from $982,213 to $1,375,495. Bernadette Yannacci seconded the motion all were in favor.
The Board formalized the hiring of Katherine Birckmayer as a part-time Senior Library Assistant at the Welcome Desk.
Marilyn Gonyo made a motion to approve the hiring of Katherine Birckmayer as a part-time Senior Library Assistant at the Welcome Desk. Prena Shah seconded the motion. All were in favor.
The Board agreed to join LiteracyNJ.
Marilyn Gonyo approved the Library joining LiteracyNJ at the membership level 1 at a cost of $1500. Bernadette seconded the motion. All were in favor.
The Board of Trustees looked at the Tuition Reimbursement Policy.
Marilyn Gonyo made a motion on behalf of the Policy Committee to accept the revisions to the Tuition Reimbursement Policy.
There was a discussion about the proposed revisions. There were concerns from the Trustees about using a grade of B or a GPA (grade point average) as well as whether a student could apply for reimbursement before completing the degree program. Suggestions were to clarify language regarding an individual class/course versus the degree program or course of study. The Board will continue the discussion as part of Unfinished Business at the October meeting.
Karen Klapperstuck offered background information about the Sewing Machine Lending Waiver. There have been multiple requests for machines that patrons can borrow since the sewing classes only meet twice per month. The first page is information about the program and the second page is the waiver, which has been reviewed by the Board Attorney. The Trustees had questions about the program and how it would work. No motion was made and the discussion was tabled until the next meeting.
ACTION ON BILLS
Anne Corey moved the payment of the July bills with checks #18933 - 18979 in the amount of $303,631.44 Prena Shah seconded. All were in favor. The motion passed.
Anne Corey moved the payment of the August bills with checks #18989 - 19012 in the amount of $234,690.19. Bernadette Yannacci seconded. All were in favor. The motion passed.
Prena Shah moved the payment of the September bills with checks #19013 - 19035 in the amount of $574,047.37. Bernadette Yannacci seconded. All were in favor. The motion passed.
The next meeting of the Monroe Township Library Board of Trustees is scheduled for Tuesday, October 15 at 6:30 p.m.
ADJOURNMENT
There being no other business, Prena Shah moved to adjourn the meeting. Anne Corey seconded the motion. The meeting adjourned at 8:35 p.m.
Respectfully submitted,
Karen Klapperstuck