Board of Library Trustees

GARDEN CITY PUBLIC LIBRARY REGULAR MEETING OF THE BOARD OF LIBRARY TRUSTEES JUNE 13, 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, June 13 at 7:30 p.m. Present: J. Randolph Colahan, Chair Lola Nouryan, Trustee Germaine Greco, Trustee Also Present: Marianne Malagon, Library Director Ralph Guiteau, Assistant Library Director Margaret Zulkofske, Senior Typist Clerk Lawrence N. Marciano, Jr., Representative of the Village Board Mary Maguire, Representative of the Friends Absent: Peter D’Antonio, Vice Chair with notice 1. Call to Order: Trustee Colahan called the Meeting to order at 7:30 p.m. 2. Pledge of Allegiance: The Pledge of Allegiance was led by Lola Nouryan followed by a moment of silence. Trustee Colahan noted that the Library Board does not yet have a replacement for former Trustee Murphy and Trustee D’Antonio is absent with notice. 3. Approval of Agenda: Trustee Greco moved for approval of the Agenda; Trustee Nouryan seconded, and the motion was approved unanimously. 4. Public Comments on Agenda Items: (Limited to Five Minutes Each) Jill Bauer. [Trustee Marciano, Jr. entered the meeting at 7:33pm.] 5. Report from Representative of the Village Board: Trustee Marciano, Jr. reported that there continue to be comments on social media about library programs not meeting residents’ needs. He asked what the Library needs to meet demand. Trustee Colahan commented that as mentioned when we met with Trustee D’Antonio and Director Malagon in the past the library has requested money in the Budget from the Village so we can increase our programs. He also mentioned a lack of Children’s programs at night. Friends Representative Mary Maguire commented that to add more programs more money is needed. The Friends would like to bring back movies on Mondays as was done in the past. Trustee Colahan motioned that Library Director Malagon move quickly on these requests on more programs, Trustee Nouryan seconded, and the motion was approved unanimously. Regular Meeting Board of Library Trustees – June 13, 2022 1 MINUTES 6. Report from Representative of the Friends: Mary Maguire stated the Friends are having a pop-up book sale on July 9 and it will be outside on the library grounds. They would like to have another one in about six (6) weeks and continue to have them at six (6) week intervals. They have boxes of books packed and ready to go to the pool for pool visitors. Mary Maguire inquired about the Friends request to have their mail sent to the Library, on the Agenda as Decision Item 9.9. Trustee Colahan motioned that the Friends can use the Library address for their mail, however, the Library is not responsible if the mail does not get delivered. Trustee Nouryan seconded and the motion was approved unanimously. 7. Minutes 7.1 Regular Meeting of the Board of Library Trustees, April 11, 2022 – Minutes (approved via email): Trustee Greco moved to re-approve the Minutes of the Board of Library Trustees, for April 11, 2022 (which had been approved via email on 6/3/22, with a note that salary schedules were reviewed and approved via email on 5/12/22). Trustee Nouryan seconded and the motion was approved unanimously. These were approved except for the Salary Schedule on May 11, then via email on 6/3/22, and fully approved tonight. 7.2 Regular Meeting of the Board of Library Trustees, May 9, 2022: Trustee Greco moved to approve the Minutes of the Board of Library Trustees, for May 9, 2022 with Trustee Colahan’s changes. Trustee Nouryan seconded and the motion was approved unanimously. 8. Correspondence: Correspondence and meeting reports were discussed. Trustee Colahan responded to the question submitted by the library employees to close the library all day Saturday, July 2, Saturday, December 24, 2022, Christmas Eve and Saturday, December 31, 2022, New Year’s Eve. He responded that according to the Village, the dates were set in the Collective Bargaining Agreement. Trustee Colahan moved that the Library continue to be open those two (2) days as scheduled as per the Village, Trustee Nouryan seconded and the motion was approved unanimously. 9. Decision Items: 9.1 Financial Reports February Final, March Final and April Preliminary: Trustee Colahan reported that as per Trustee D’Antonio both February and March are final and April is preliminary. Trustee Colahan moved to approve February and March finals, Trustee Greco seconded and the motion was approved unanimously. 9.2 Abstract of Claim Vouchers to be Paid, List No. 22-06: Trustee Colahan asked for more detail as to what was purchased on the claims listed for individual persons on staff. Director Malagon explained the items and stated that future reports will list more detail. Trustee Colahan suggested a brief description added on each item, and note which are Capital or Operating accounts. Trustee Nouryan moved to accept the Abstract of Claim Vouchers to be paid in the amount of $196,117.70, List No. 22-06. Trustee Greco seconded, and the motion was approved unanimously. 9.3 Transfer $310.00 from OL.7410.1120 – Part Time Help to OL.7410.1170 – Other Payouts (FY 2021-22): Trustee Greco moved to approve the transfer listed, Trustee Colahan seconded and the motion was approved unanimously. Regular Meeting Board of Library Trustees – June 13, 2022 2 MINUTES  9.4 Payout for Employee Retirement : Trustee Nouryan moved to approve Termination Payout for an employee (Laura Flanagan) of $58,930.66 upon leaving Library Service. Trustee Colahan seconded and the motion was approved unanimously. 9.5 Review of Temporarily Suspended Patron (1): The Trustees reviewed the matter of one temporarily suspended patron. Trustee Greco moved to suspend the individual for twelve (12) months. Trustee Colahan seconded and the motion was approved unanimously. 9.6 Policies – Library Recording Policy: Trustee Greco moved to accept the Library Recording Policy, Trustee Nouryan seconded and the motion was approved unanimously. 9.7 Annual Report to New York State 2021 – Amendments: Trustee Colahan moved to approve the Annual Report to New York State 2021 with Amendments, Trustee Nouryan seconded and the motion was approved unanimously. 9.8 Approval to Dispose of Obsolete Computer Equipment: Trustee Greco moved to approve the Disposal of Obsolete Computer Equipment as recommended by Librarian Joe Agolia, Trustee Nouryan seconded and the motion was approved unanimously. 9.9 Library mailing address for Friends’ of the Library mail: Previously discussed. 9.10 Item(s) Approved via Email: 9.10.1 Staff Action: CSEA Employee Salaries, effective June 1, 2022: May 12, 2022 – Vote 4-0 This addresses the Salary Schedules for 2021 and 2022. The 2021 Salary Schedule below as corrected supersedes the one approved at the April 11 Meeting, and the 2022 Salary schedule below, supersedes May 9 Meeting Item 9.4, which was deferred at that time. See below for the CSEA Rank and File CBA Rates for 2021 & 2022 (CSEA MOU 3/24/22): Please approve the following CSEA Rank and File CBA Rates for 2021: Regular Meeting Board of Library Trustees – June 13, 2022 3 MINUTES  Garden City Public Library CSEA Rank and File CBA Rates for 2021 2020 Rates 2021 Rates Step Grade Grade & Increase Name Title Annual Rate & Step Annual Rate Hourly Rate Step June Agolia, Joseph Librarian II $ 99,682.00 29 J $ 101,925.00 $ 55.7882 29 J DeMeo, Joanne Sr. Library Clerk $ 61,675.00 18 J $ 63,063.00 $ 34.5172 18 J Ferrisi, Carolle Typist-Clerk $ 52,221.00 14 J $ 53,396.00 $ 29.2261 14 J Flanagan, Laura Librarian II $ 99,682.00 29 J $ 101,925.00 $ 55.7882 29 J Furey, Donna Librarian I $ 79,895.00 24 J $ 81,693.00 $ 44.7143 24 J George, Ronnie Typist-Clerk $ 52,221.00 14 J $ 53,396.00 $ 29.2261 14 J Grace, Barbara Librarian II $ 99,682.00 29 J $ 101,925.00 $ 55.7882 29 J Hawkins, Eileen Account Clerk $ 56,691.00 16 J $ 57,967.00 $ 31.7280 16 J Marson, Patricia* Prin. Account Clerk $ 83,433.00 $ 85,102.00 $ 46.5800 Nicoletti, Jeanette Prin. Library Clerk $ 76,464.00 23 J $ 78,184.00 $ 42.7937 23 J Sherwood, Nancy Librarian II $ 99,682.00 29 J $ 101,925.00 $ 55.7882 29 J Sweeney, Kristen Librarian I $ 56,548.00 24 A $ 57,820.00 $ 31.6475 24 A Zulkofske, Margaret* Sr. Typist Clerk $ 49,355.00 18 B $ 50,465.00 $ 27.6218 18 B December Giunta, Laura Librarian II $ 90,418.00 29 E $ 92,452.00 $ 50.6032 29 E Note: The rates above are in effect for the above employees as of 3/15/2022 when the new CBA was ratified. * Confidential Employees Please approve the following CSEA Rank and File CBA Rates Effective June 1, 2022: Garden City Public Library CSEA Rank and File CBA Rates Effective June 1, 2022 2021 Rates 2022 Rates Step Grade Grade & Increase Name Title Annual Rate & Step Annual Rate Hourly Rate Step June Agolia, Joseph Librarian II $ 101,925.00 29 J $ 104,728.00 $ 57.3224 29 J DeMeo, Joanne Sr. Library Clerk $ 63,063.00 18 J $ 64,797.00 $ 35.4663 18 J Ferrisi, Carolle Typist-Clerk $ 53,396.00 14 J $ 54,864.00 $ 30.0296 14 J Flanagan, Laura Librarian II $ 101,925.00 29 J $ 104,728.00 $ 57.3224 29 J Furey, Donna Librarian I $ 81,693.00 24 J $ 83,940.00 $ 45.9442 24 J George, Ronnie Typist-Clerk $ 53,396.00 14 J $ 54,864.00 $ 30.0296 14 J Grace, Barbara Librarian II $ 101,925.00 29 J $ 104,728.00 $ 57.3224 29 J Hawkins, Eileen Account Clerk $ 57,967.00 16 J $ 59,561.00 $ 32.6004 16 J Marson, Patricia* Prin. Account Clerk $ 85,102.00 $ 86,804.00 $ 47.5118 Nicoletti, Jeanette Prin. Library Clerk $ 78,184.00 23 J $ 80,334.00 $ 43.9704 23 J Sherwood, Nancy Librarian II $ 101,925.00 29 J $ 104,728.00 $ 57.3224 29 J Sweeney, Kristen Librarian I $ 57,820.00 24 A $ 66,799.00 $ 36.5621 24 B Zulkofske, Margaret* Sr. Typist Clerk $ 50,465.00 18 B $ 54,027.00 $ 29.5714 18 C December Giunta, Laura Librarian II $ 92,452.00 29 E $ 94,994.00 $ 51.9945 29 E * Confidential Employees Regular Meeting Board of Library Trustees – June 13, 2022 4 MINUTES  Trustee Greco reaffirmed the motion to approve the 2021-2022 Employee Salaries effective June 1, 2022, Trustee Nouryan seconded and the motion was approved unanimously. 9.10.2 Overdue Fines Change 6-1-22: May 12, 2022 – Vote 4-0 Resolution to reduce library materials fines, effective June 1, 2022, as follows: • 25 cent fines reduced to10 cents per day • $2.00 fines reduced to $1.00 per day • $20.00 Museum Pass fine to be reduced to $10.00 per day Trustee Nouryan moved for approval of the reduced library materials fines effective 6/1/22; Trustee Colahan seconded, and the motion was approved unanimously (YES votes received 5/12 and 5/17). Trustee Colahan reaffirmed the motion to approve the Overdue Fines Change of 6- 1-22, Trustee Greco seconded and the motion was approved unanimously. 9.10.3 Approval of Minutes of April 11, 2022, with note: June 1 - June 3, 2022 – Vote 4-0 Trustee Colahan moved via email for approval of the Minutes with a note the salary schedules were reviewed and approved via email 5/12/22, (and reapproved above as Item 9.10.1. Trustee D’Antonio seconded, and the motion was approved unanimously (all YES votes received 6/3/22). This addresses the approval of the April 11 Meeting Minutes which were deferred on May 9, previously approved except for the salary tables. 9.10.4 Use of Periodical Room for Children’s Programs: June 3, 2022 – Vote 4-0 Trustee Colahan moved for approval of the use of the Periodical Room in Adults for Children's storytimes; Trustee D’Antonio seconded, and the motion was approved unanimously (all YES votes received 6/3/22). Trustee Colahan reaffirmed the motion to approve the Use of the Periodical Room for Children’s Programs, Trustee Greco seconded and the motion was approved unanimously. Trustee Colahan moved approval to increase part time expenditure by up to $10,000 each month for two months to increase the staff for Children’s programs. Trustee Greco seconded and the motion was approved unanimously. Will be reviewed end of August beginning of September. 10. Discussion Items: 10.1 Directors Reports Projects • Ongoing discussion of the Renovation project next steps. Walk through 5/20. • Procurement of Security, Movers and IT still in review. • Worked on Film and Video Policy and Meeting Room Policy. • Managed year-end financial process. • Monitoring public and building security, safety and maintenance. Regular Meeting Board of Library Trustees – June 13, 2022 5 MINUTES  Events, Meetings, Site Visits, Training • Library Board of Trustees – 5/9 • Library Board of Trustees, Policy Committee – 6/1 • Library Chair, Vice Chair, Village Liaison – 6/2 • Village Board of Trustees – 5/5, 5/19, 6/2 • Village Department Heads – 5/11, 5/25, 6/3 • Renovation Bid Walk Through – 5/20 • Friends of the Library – 5/18 • Nassau Library Directors – 5/18 via zoom • Renovation Meetings – as needed with Architect, Library Staff, Village, Vendors • Staff Meetings – as needed Building Work • Doors, Automatic – NAPCO has parts on order. Pending scheduling. 6/7 • Exterminator – Ants reported in picture book area of Children’s on 5/14. Maintenance helper removed the books, area was treated with spray and Arrow called. Arrow dusted outside the building. • Furniture – Global industries delivered and installed new computer lab chairs and ottomans for the new book area. 6/2 • HVAC – Upstairs unit not responding 5/13. Multiple service calls did not resolve it. An exterior portable unit was ordered as an emergency on 6/2 and set up on 6/3. Corkrey installed a power line for it. ICM continued work on temporary fix and complete repair done on 6/8. Temporary in place until HVAC is cooling building fully. 6/8 • Locksmith – Tri-County installed new locking system on employee entrance. 6/2 • Renovation – Walkthrough for the General Contract bid was held on 5/20. • Septic System – Ketcham Motors drained pit, and removed pumps 5/18; put in the refurbished pump 5/24; Reinstall, Repaired 4” Reverse Float Pump 5/27, completed. Assistant Director Guiteau reported currently looking into hiring part time librarians to assist with programs. Trustee Colahan asked that Assistant Director Guiteau send this information to Village Trustee Marciano to bring to the next Village Board Meeting. Assistant Director Guiteau also reported looking to hire a replacement for the Reference Librarian who recently retired. Children’s and young Adult programs were added, up to 2019 levels. More will be added. 10.2 Library Building Projects Update: Director Malagon reported that for May there have been various building projects. June 9 was the bid opening for the Children’s Renovation Project and multiple bids were received. They are currently being reviewed by H2M and the Village. Additional funding may be required for the work, the next Village meeting is scheduled for June 16, 2022. In two to three weeks the bid for roof repair will be going out as well as the rebid for the HVAC. Various smaller maintenance projects in the Library are currently being addressed. Engineer John Borroni brought DPW Superintendent Anthony DeRosa for a site visit. 11. Committee Reports: 11.1 Budget Committee: As discussed above. Regular Meeting Board of Library Trustees – June 13, 2022 6 MINUTES  11.2 Audit Committee: As reported by Director Malagon, the auditors are starting to ask preliminary questions for the audit. 11.3 Building Committee: As discussed above. 11.4 Community Relations Committee: Trustee Greco commented that lower dog signs might be helpful. Trustee Colahan had requested Library presence at Belmont Street Festival and asked it be done at future events. Trustee Greco suggested coordinating a program with the Easter Parade. 11.5 Personnel Committee: Deferred until Executive Session. 11.6 Policy Committee: As discussed above. 11.7 Library Reopening Committee: No report. 12. Other Business None. 13. Public Comments on Library Related Matters: (Limited to Five Minutes Each) Mary Maguire Jill Bauer 14. Next Meeting Date: The next Regular Meeting of the Board of Library Trustees is scheduled for Monday, July 11 at 7:30 p.m. 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 Greco seconded and the motion was approved unanimously. The Meeting entered Executive Session at 9:31 p.m. with the Library Board, the Library Director and the Assistant Library Director. The Assistant Director exited the meeting after five (5) minutes. Trustee Colahan moved approval that the Meeting exit Executive Session; Trustee Nouryan seconded and the motion was approved unanimously. The Meeting exited Executive Session at 9:42 p.m. 16. Adjournment: There being no further business to discuss, Trustee Colahan moved approval to adjourn the Meeting at 9:48 p.m. Trustee Nouryan seconded and the motion was approved unanimously. Respectfully submitted, Marianne Malagon Approved: Library Director July 11, 2022 Regular Meeting Board of Library Trustees – June 13, 2022 7 MINUTES