Board of Library Trustees

GARDEN CITY PUBLIC LIBRARY REGULAR MEETING OF THE BOARD OF LIBRARY TRUSTEES MARCH 14, 2022 7:30 P.M. LIBRARY SMALL MEETING ROOM AND VIA ZOOM APPROVED MINUTES A Regular meeting of the Board of Library Trustees was held in the Library Small Meeting Room and via zoom on Monday, March 14 at 7:30 p.m. Present: J. Randolph Colahan, Chair Peter D’Antonio, Vice Chair via zoom Lola Nouryan, Trustee Germaine Greco, Trustee Also Present: Marianne Malagon, Library Director Ralph Guiteau, Assistant Library Director Colleen Foley, Representative of the Village Board Mary Maguire, Representative of the Friends 1. Call to Order: Trustee Colahan called the Meeting to order at 7:31 p.m. 2. Pledge of Allegiance: The Pledge of Allegiance was led by Trustee Greco followed by a moment of silence. 3. Approval of Agenda: Trustee Greco moved for approval of the Agenda; Trustee Nouryan seconded and the motion was approved unanimously. Trustee Colahan noted that the Library Board is operating with four Trustees, and is waiting for the Village to appoint a new Trustee. 4. Public Comments on Agenda Items: (Limited to Five Minutes Each) Steve Ilardi. 5. Report from Representative of the Village Board: The Village and H2M are preparing the documents for the Children’s Room renovation to go out to bid, and the desks may be bid separately. The Circulation desk design is still under review with H2M and the Mayor. Trustee Colahan added at the last meeting it was discussed to put the desk out for bid and then put the changes through after. He commented on the memo containing staff feedback, that the Library Board had approved sending to the Village about the Mayor’s proposed desk revisions. Trustee Colahan and Trustee Foley discussed the Library’s feedback, and how the changes to the building would be handled. Trustee Colahan thanked her for helping to gain support and speed on this project and others with the Village, noting that prior to her joining the Board the Library sought most of its funding through Legislators on its behalf. Trustee Foley stated that she felt the sitting Board recognizes that the Library is part of the fabric of the community but that projects may evolve through the process but it will ultimately be spectacular. Trustee Colahan thanked her again. Regular Meeting Board of Library Trustees – March 14, 2022 1 MINUTES  Trustee Foley then commented on Director Malagon’s inquiry to the Village Administrator about the generator for the Library in the Village Capital plan, due to multiple power issues in the past month, and delays bringing other mechanical systems (boiler, HVAC, elevator, septic) back online afterwards. Trustee Colahan responded that he asked the Library Director to look into it. Trustee Foley stated that the Village is looking into moving generators to other areas in the Village (including the Library) from the Water Department which might require more powerful ones for the wells than it is using. Trustee Foley replied that those systems and an assessment of the building equipment is necessary. Again, Trustee Colahan thanked Trustee Foley for her efforts on behalf of the Library. 6. Report from Representative of the Friends: There will be a Pop-Up Sale Saturday March 26 from 10-3 in the Small Meeting Room and the Cafe. Books will be on carts just rolled in and out and they will set up on Friday. The Semi- Annual Book Sale is scheduled for April 30 and May 1 and on the Agenda for vote tonight with a bake sale and possibly a plant sale connected to the event. 9.4 Friends of the Library Book Sale Apr 30-May 1: Trustee Colahan moved approval of Item 9.4 Friends of the Library Book Sale Apr 30-May 1. Trustee D’Antonio seconded and the motion was approved unanimously. Friends will provide Tote bags as a giveaway for National Library Week the first week of April. They are also planning a staff appreciation lunch for employees. They are donating 13 boxes of surplus books to the Book Fairies. They mostly go to schools in low income areas that need books. They have continued to provided renewals for Museum Passes and new adult programs. Mary Maguire thanked the Library for resuming the Adult programs. Trustee Colahan encouraged Library support of the Friends’ programs and thanked the Friends for their efforts. 7. Minutes & Transcripts: 7.1 Minutes Meeting of the Board of Library Trustees – February 7, 2022 Minutes: Trustee Colahan moved to approved the Minutes for the Meeting of the Board of Library Trustees, for February 7, 2022. Trustee D’Antonio seconded and the motion was approved unanimously. 7.2 Minutes Meeting of the Board of Library Trustees – February 7, 2022 Transcripts: Trustee Colahan moved to approve the Transcript for the Meeting of the Board of Library Trustees, for February 7, 2022. Trustee D’Antonio seconded and the motion was approved unanimously. 8. Correspondence: Patron comments and incident reports were acknowledged. 9. Decision Items: 9.1 Financial Reports December Final, January Preliminary: Trustee D’Antonio reported that December is final, and January is preliminary. Trustee D’Antonio moved approval of the December financials. Trustee Nouryan seconded and the motion was approved unanimously. It looks like we are on track with Library Materials and getting back to normal spending on part time. 9.2 Abstract of Claim Vouchers to be Paid, List No. 22-03: Trustee D’Antonio moved to accept the Abstract of Claim Vouchers to be paid in the amount of $235,553.27, List No. 22-03. Trustee Colahan seconded and the motion was approved unanimously. 9.3 Extended Sick, 2 employees: Regular Meeting Board of Library Trustees – March 14, 2022 2 MINUTES  Requested authorization to pay Laura Flanagan, Reference Department, Librarian, through April 11, 2022 or such earlier date as she may be able to return to work pursuant to the provisions of the contract between the Incorporated Village of Garden City and the Civil Service Employees’ Association, Inc., Local 882 AFSCME, which became effective June 1, 2010; and requested authorization to pay Margaret Zulkofske, Senior Typist-Clerk, Administration, through April 11, 2022 or such earlier date as she may be able to return to work pursuant to the provisions of the contract between the Incorporated Village of Garden City and the Civil Service Employees’ Association, Inc., Local 882 AFSCME, which became effective June 1, 2010. Trustee D’Antonio moved and Trustee Nouryan seconded and the motion was approved unanimously. 9.4 Friends of the Library Book Sale Apr 30-May 1: Previously approved under Report from Representative of the Friends. 9.5 Items Discussed/Pre-Approved via Email 9.5.1 H2M Renovation Concepts: proposed curved counter, ceiling cloud, sink and faucet (and cabinet adjustments) in the Workshop room. 4-0 Approved. 9.5.2 Republican Club Meeting. 4-0 Approved. 9.5.3 Mask Requirement Lifted. 4-0 Approved. 9.5.4 Girl Scout Award. 3-1 (Greco – No) Approved. 9.5.5 Tentative Library Capital Plan FY 2022-23. 4-0 Approved. 9.5.6 Tentative Library Operating Budget FY 2022-23. 4-0 Approved. 9.5.7 Library Circular Desk Designs – Staff Feedback. 4-0 Approved. 9.5.8 Transfer $6000 from Maintenance of Equipment (0L-7410-4030) to Natural Gas (0L-7410-4510); and transfer $4800 from Printing Postage and Stationary (0L- 7410-4070) to Telephone (0L-7410-4080). 4-0 Approved. Trustee Colahan moved certification and approval of the email votes on the items 9.5.1- 9.5.8 above; Trustee Greco seconded and the motion was approved unanimously. Tentative Library Capital and Operating Budgets FY2022-23: Trustee Colahan noted the Library Budget has an increase of just 0.1% due to a surplus, but noted that the Village should remember this next year. Trustee D’Antonio stated that the Library will need to remind them we are paying for next year’s Budget due to surplus due to COVID. The following year, the Village Contribution will have to go back to normal and this will have to be explained to the next Village Board. 9.6 Review of Temporarily Suspended Patrons (2): Trustee Greco moved the Library not extend the temporary suspension for an individual not wearing a face mask, and will extend the temporary suspension for 6 months for the individual violating smoking law, by smoking on library grounds and being verbally abusive to security staff. Trustee D’Antonio seconded and the motion was approved unanimously. Trustee Colahan reiterated for others whose suspensions for face mask mandate are reviewed, their suspension should not be extended. This should be reviewed on a case- by-case basis. 10. Discussion Items: 10.1 Directors Reports Projects • Tentative Operating and Capital Budgets, were prepared, discussed and submitted. • Proposed modifications to the Children’s Room Project specifically design of desks with connecting counter were discussed with Staff, Trustees, H2M & project team. • Security services RFP responses are being reviewed. • Directed hiring of PT staff including 2 PT librarians and a part time maintenance helper, and staff assignments with 2 FT staff on extended sick leave. Regular Meeting Board of Library Trustees – March 14, 2022 3 MINUTES  • Monitoring public and building safety and maintenance, including COVID procedures. Events, Meetings, Site Visits, Training • Library Board of Trustees – via zoom – 2/7 • Library Trustee Community Relations Meeting with resident – 2/15 • Village Board of Trustees – 2/3, 2/15, 3/3 via zoom • Village Department Heads – 2/23 • Village Safety Committee – 3/1 • Nassau Library Directors – 2/16 via zoom • Renovation Team Meeting – 2/24 • Staff Meetings – as needed • Closed to public for partial loss of power– Friday 2/25 - Saturday 2/26, at 1:00pm. • Library was closed to public during a partial power failure all day Friday, February 25, which also impacted HVAC, sump pump, elevator, and alarms, as well as disrupting phones and IT networks temporarily. Power restored and Library reopened at 1:00pm Saturday February 26 with all systems operational. Building Work • AED Defibrillator checked on 2/28 – It is working correctly. • Alarm, Burglar – Error code “Check 103 LngRng Radio” on 3/4.Director contacted Briscoe on 3/7; due to end of 3G cellular service, a new radio will be installed 3/17. • Cleaning Services – Participated in a site walk through for new RFP for service (2/11). • Doors, Automatic – LI Locksmith surveyed the front doors. The office will call Chris with the results of the Survey. Quote pending. (3/8). • Exterior Maintenance – Recreation sent someone to clear back stairs of snow (2/1). • HVAC, Inspection – Boiler inspected on 3/7 and found it satisfactory. • HVAC, Service - Filters replaced (2/14). Service called to restore heat, a switch had been turned off (2/22). During and after power failure (2/25-26) called service to restart boiler and blowers. Boiler off (no known reason); and staff reset (3/4). Boiler off (3/7) and could not be reset by staff; ICM called subcontractor Almore for emergency service. They reset the low water cut off and instructed staff. They returned next day to check it and showed additional staff how to the reset (3/8). • Lighting – Corkrey came to replace several fluorescents with LEDs; will come back for assessment of emergency lights which did not operate in partial power failure. (3/4) • Power – Power surge, less than 1 minute on 2/7, some equipment required a restart; nothing failed. Power surge less than 1 minute on 2/19, all appeared restarted on its own. When on 2/22 it was noticed boiler not operating, and ICM was called to reset. Partial power failure starting about 9am 2/25 during a minor storm. Library did not open to public. The HVAC, sump pump, elevator, and alarms were offline for the duration, as well as disrupting phones and IT networks temporarily. Power remained partially down several hours; at about 4pm all power out for about 30 min, and then different sections came back online. Power restored and Library reopened 1:00 p.m. Saturday February 26 with all systems operational. • Sewer System - Sump Pump check valve replacement pending; following power failure 2/25-2/26 Citywide will send a quote regarding the electrical panels (2/26), received on (3/8). 10.2 Library Building Projects Update: Covered under Report from Representative of the Village Board. Trustee Colahan asked the Director to follow up on the Building issues. He asked Trustee Foley for an update on the HVAC system and she stated that the Boiler was being checked to see if it is going to be addressed under HVAC in light of recent issues. Regular Meeting Board of Library Trustees – March 14, 2022 4 MINUTES  10.3 Procurement Update (Security, Movers, Technology): Responses for Security were received and are being reviewed and are being discussed with the Police Department. Technology procurement documentation is being reviewed. Regarding the movers, possible dates and insurance limits are being checked. It is possible the Library may have to close during daytime hours for one to two days to facilitate the move safely. 11. Committee Reports: 11.1 Budget Committee: As discussed above. 11.2 Audit Committee: Library has not received a response to the email sent to the Village regarding the continuing Audit fee in the Budget for FY 22-23. 11.3 Building Committee: As discussed above, nothing additional. 11.4 Community Relations Committee: Meeting with a Library patron about programming went well and seems to have generated good feelings about reintroduction of programs. There are some great ideas moving forward. The Library is more confident moving forward with handling programs since COVID rates have declined. Director Malagon added that the staff are making great efforts to expand programs. 11.5 Personnel Committee: As discussed above, will move into Executive Session. 11.6 Policy Committee: Trustee Colahan inquired about the status of signs regarding dog waste if they will be ready by Spring for programs. The signs are in production and will be installed by the Village. Trustee Greco plans to review Policies with the Director starting with the Code of Conduct because of how important it is and frequently consulted. 11.7 Library Reopening Committee: Trustee Greco moved that restrictions on food and beverages placed during COVID be lifted to be able to have them at programs and staff events as done before. Trustee D’Antonio seconded and the motion was approved unanimously. 14. Other Business No items to be discussed. 15. Public Comments on Library Related Matters: (Limited to Five Minutes Each) None. 16. Next Meeting Date: The next Regular Meeting of the Board of Library Trustees is scheduled for Monday, April 11 at 7:30pm, in the Library Small Meeting Room. 17. Move into Executive Session: Trustee Colahan moved approval that the Meeting enter Executive Session at 8:23pm. Trustee Greco seconded and the motion was approved unanimously Regular Meeting Board of Library Trustees – March 14, 2022 5 MINUTES  The meeting entered Executive Session at 8:23pm with the Library Board, Library Director and Assistant Library Director. The Library Director and Assistant Library Director exited Executive Session at 9:03pm. The Library Director entered Executive Session at 9:09pm. The Assistant Library Director entered Executive Session at 9:15pm. Trustee Colahan moved approval that the Meeting exit Executive Session, Trustee D’Antonio seconded and the motion was approved unanimously. The Meeting exited Executive session at 9:16pm. Trustee Colahan moved approval to hire Consultant Jeanine Aufiero. Trustee Nouryan seconded and the motion was approved unanimously. 18. Adjournment: There being no further business to discuss, Trustee Colahan moved approval to adjourn the meeting at 9:18pm, Trustee Nouryan seconded and the motion was approved unanimously. Respectfully submitted, Marianne Malagon Library Director Approved: April 11, 2022 Regular Meeting Board of Library Trustees – March 14, 2022 6 MINUTES