Board of Library Trustees

GARDEN CITY PUBLIC LIBRARY REGULAR MEETING OF THE BOARD OF LIBRARY TRUSTEES MAY 9, 2022 7:30 P.M. LIBRARY SMALL MEETING ROOM APPROVED MINUTES A Regular Meeting of the Board of Library Trustees was held in the Library Small Meeting Room on Monday, May 9 at 7:30 p.m. Present: J. Randolph Colahan, Chair Peter D’Antonio, Vice Chair Lola Nouryan, Trustee Germaine Greco, Trustee Also Present: Marianne Malagon, Library Director Ralph Guiteau, Assistant Library Director Eileen Trebendis, Typist-Clerk 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 Mary Maguire followed by a moment of silence. 3. Approval of Agenda: Trustee D’Antonio moved for approval of the Agenda; Trustee Colahan 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: No report. 6. Report from Representative of the Friends: Mary Maguire thanked Trustee Colahan and Trustee Nouryan, and Assistant Director Guiteau and acknowledged others for coming to the book sale April 30 - May 1. The receipts from the month were: Book sale $2,300, Bake Sale $400, Auction Baskets $1,300, book sale shelves $950, and tote bags $60, totaling approximately $5,010 in all. The spending on programs for the month was approximately $4,000 for 4 museum passes and the Swank movie license. The Friends are planning their annual membership meeting on Wednesday June 15 in the evening, to include live music and light refreshments. Mary will be presenting a program on the National Gallery of Art - London next week. Trustee Colahan thanked Mary and the Friends for their efforts. 7. Minutes Meeting of the Board of Library Trustees – Minutes: Minutes were deferred until later, seeking additional information about an item during the meeting. 8. Correspondence: Regular Meeting Board of Library Trustees – May 9, 2022 1 MINUTES  Correspondence and meeting reports were discussed. Trustee Colahan remarked about the virtual reality equipment and programming mentioned in the NCLA Tech report, which Assistant Director Guiteau said is planned for the Library of Things. There was discussion of the meeting report on First Amendment Audits, and how they are to be handled. Trustee D’Antonio requested a video recording policy be set for approval by the Board. Director Malagon exited the Meeting at 7:50 p.m. Director Malagon reentered the Meeting at 7:53 p.m. 9. Decision Items: 9.1 Financial Reports February Preliminary, March Preliminary: Trustee D’Antonio reported that both February and March are preliminary. We are under Budget on Personnel as expected and catching up on Library Materials. Trustee D’Antonio noted that there are often transfers for the end of the year. Trustee D’Antonio noted that the funds in Library Materials were spent in full. 9.2 Abstract of Claim Vouchers to be Paid, List No. 22-05: Trustee D’Antonio moved to accept the Abstract of Claim Vouchers to be paid in the amount of $232,128.33 List No. 22-05. Trustee Greco seconded, and the motion was approved unanimously. 9.3 Transfer $2,000 from Contractual Services (0L-7410-4460) to Natural Gas (0L-7410- 4510); transfer $15,000 from Contractual Services (0L-7410-4460) to Electricity (0L- 7410-4080); transfer $10,000 from Circulation Control (0L-7410-4160) to Library Materials (0L-7410-4270). Trustee Greco moved approval of the three transfers listed. Trustee D’Antonio seconded and the motion was approved unanimously. 9.4 Staff Action: CSEA Employee Salaries, effective June 1, 2022: Approval of this item was deferred. Trustee Colahan requested that it be noted in the minutes that the information should have been thoroughly checked prior to the meeting and to slow the progress of the meeting is a waste of time for Trustees and the members of the public in attendance. Once the information is available, if it is after the meeting, it should be provided to the members of the public in attendance at the Meeting, Mr. Ilardi and Mrs. Maguire. 9.5 Extended Sick, 2 employees: Deferred until Executive Session. Director Malagon exited the Meeting at 8:35 p.m. 9.6 Annual Report to the State Trustee Colahan gave an extensive report (with the Director out of the Meeting) listing the questions he had on the Annual Report and answers from the Director. The vote was deferred until later in Meeting. 9.7 Fine Amnesty Week Trustee Nouryan moved to approve the fine amnesty week from June 5-11. Trustee D’Antonio seconded and the motion was approved unanimously. Director Malagon re-entered the Meeting at 8:43 p.m. Regular Meeting Board of Library Trustees – May 9, 2022 2 MINUTES  9.8 Programs and events: 9.8.1 Girl Scout Award: Book Buddies 9.8.2 Girl Scout Award: Dog Safety It was asked if the Book Buddies program was for Garden City patrons and Director Malagon replied the craft program to make the octopuses is, but the donated items go to Anna’s House at Belmont. Director Malagon exited the Meeting at 8:46 p.m. Regarding the Dog program, Trustee Colahan stated his concern that the Library and Board should not be liable after program if an attendee subsequently suffers from a dog- related incident. Trustee Nouryan moved approval of the Book Buddies program, and the Dog Safety program if a disclaimer is added for such cases. Trustee Colahan seconded and the motion was approved unanimously. 9.9 Votes via Email 9.9.1 Prepay Network Solutions in the amount of $235.92 (Approved 4/12/22 – 4-0) Trustee Greco moved to approve the Prepay to Network Solutions in the amount of $235.92, Trustee Nouryan seconded and the motion was approved unanimously. Director Malagon re-entered the Meeting at 8:49 p.m. 10. Discussion Items: 10.1 Directors Reports Projects • Ongoing discussion of the Renovation project next steps. • Procurement of Security, Movers and IT still in review. • Review of the State Report and work on financial section. • Planning and oversight of year-end financial process. • Monitoring public and building security, safety and maintenance. Events, Meetings, Site Visits, Training • Library Board of Trustees – via zoom – 4/11 • Library Board of Trustees, Policy Committee – 4/26 • Village Board of Trustees – 4/4 (Organizational Mtg & Budget Hearing); 4/20 • Village Department Heads – 4/12 • Nassau Library Directors – 4/20 via zoom • PKFOD, meeting for financial report in Annual Report State - 4/21, 4/29 • Renovation Team Meeting – as needed with Architect and Library Staff • Staff Meetings – as needed • Village PESH Safety Training – 4/4, Cluett Hall, St. Pauls • Village Building Projects Conference Call – 5/4 Building Work • Cleaning Services – A1 (current) cleaned kitchen after exterminator treated 4/19; Meeting with new cleaning company pending scheduling. 5/3. • Doors, Automatic – Purchase order to NAPCO has been signed for sensors to be installed. Pending scheduling. 4/5 • Door, Access-Time Lock – Server offline on 4/15 door wouldn’t lock; service came to investigate and lock door. Holiday schedule errors on 4/17 and 4/18 caused alarm on 4/17 and doors not to open on time on 4/18. No service needed. 4/15-4/18 Regular Meeting Board of Library Trustees – May 9, 2022 3 MINUTES  • Exterminator – One (1) insect reported; promptly inspected 4/16, treated (bait and glue traps) 4/19 and followed up 5/3. All is fine. No further reports. • Fire Alarm Project – Intelli-tec walked through with electrician for plans. 4/20. • HVAC, seasonal. Multiple appointments to treat water in tower and change over system between 4/19 and 4/29. • Lighting, Emergency – Corkrey will send a quote to install a relay switch to turn on the lights if there is any reduction in power to the building. 5/4. • Lighting, LED conversion - Corkrey replaced full computer lab fluorescent with LED fixtures on 5/2. Ongoing replacement section by section will continue, media room next. • Roof – Consultants inspected the roof for specs for bid on 4/1. • Septic System – Ketcham Motors was contacted as they designed and installed original system to consult before deciding to replace pump or entire system. They are going through the verification of prevailing wage with finance department. 5/3. • Signage, Exterior – “No Dogs on Lawns” signs installed 4/7. • Vending – Canteen (the vendor) came to service the machines. 4/5 10.2 Library Building Projects Update: Trustee Colahan reported that the Children’s Renovation is expected to go out to bid this week closing in early June. Additional discussion was deferred until later in the Meeting. 11. Committee Reports: 11.1 Budget Committee: As discussed above. 11.2 Audit Committee: No report. 11.3 Building Committee: As discussed above. 11.4 Community Relations Committee: Trustee Colahan requested publicity items about the fines and the amnesty week. 11.5 Personnel Committee: Deferred until Executive Session. 11.6 Policy Committee: Trustee Greco will discuss creating a Video policy with the Director. 11.7 Library Reopening Committee: No report. 12. Other Business Trustee Colahan made note that he had received several comments about the high demand for Children’s programs for toddlers being in limited number and that they fill up quickly. The question was asked whether libraries can charge fees for programs (and what kind). Director Malagon said she would check if there is a definitive answer. A letter submitted by staff to request the Library close on Christmas Eve which falls on a Saturday will be deferred until this can be reviewed in more detail. 13. Public Comments on Library Related Matters: (Limited to Five Minutes Each) Mary Maguire Regular Meeting Board of Library Trustees – May 9, 2022 4 MINUTES  Steve Ilardi Director Malagon returned to the Meeting at 8:57 p.m. 9.6 Annual Report to the State Continuing the earlier discussion, Trustee Colahan asked if it was time sensitive to approve it tonight. Director Malagon replied that the Business Manager at NLS is retiring in May and she wished to submit the report while the Business Manager is still there. Trustee Colahan moved approval of the Annual Report to the State. Trustee Nouryan seconded and the motion was approved unanimously. 10.2 Building Report The Library Director has consulted with the Village Administrator and the Superintendent of Buildings about tracking the projects that are ongoing, using a spreadsheet. The roof and pointing project is still being evaluated by consultants so specs can be drawn. The HVAC is going to be rebid. The sump pump check valve is pending scheduling and the automatic doors purchase order is done and parts are being ordered for the work to be done. 14. Next Meeting Date: The next Regular Meeting of the Board of Library Trustees is scheduled for Monday, June 13 at 7:30pm, in the Library Small Meeting Room. 15. Move into Executive Session: Trustee Colahan moved approval that the Meeting enter Executive Session to discuss specific personnel issues; Trustee D’Antonio seconded and the motion was approved unanimously. The Meeting entered Executive Session at 8:50 p.m. with the Library Board, the Library Director and the Assistant Library Director. 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 9:25 p.m. 9.5 Extended Sick, 2 employees: Requested authorization to pay Laura Flanagan, Reference Department, Librarian, through June 13, 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 June 13, 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. 16. Adjournment: There being no further business to discuss, Trustee Colahan moved approval to adjourn the Meeting at 9:26 p.m. Trustee Nouryan seconded and the motion was approved unanimously. Respectfully submitted, Marianne Malagon Library Director Approved: June 13, 2022 Regular Meeting Board of Library Trustees – May 9, 2022 5 MINUTES