Board of Library Trustees

GARDEN CITY PUBLIC LIBRARY REGULAR MEETING OF THE BOARD OF LIBRARY TRUSTEES SEPTEMBER 12, 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, September 12, 2022 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 Margaret Zulkofske, Senior Typist Clerk Lawrence N. Marciano, Jr., Representative of the Village Board Mary Maguire, Representative of the Friends 1. Call to Order: Trustee Colahan called the Meeting to order at 7:35 p.m. 2. Pledge of Allegiance: The Pledge of Allegiance was led by Friends President Mary Maguire followed by a moment of silence in observance of 9/11. 3. Approval of Agenda: Trustee Nouryan moved for approval of the Agenda; Trustee Greco seconded, and the motion was approved unanimously. 4. Public Comments on Agenda Items: (Limited to Five Minutes Each) Mary Maguire Steve Ilardi 5. Report from Representative of the Village Board: Trustee Marciano, Jr. reported that the months of July and August have been status quo. The next Village Board of Trustees meeting will be Thursday, September 15, 2022. Trustee Colahan commented that as per Village Administrator Ralph Suozzi regarding the renovation project, any cost differential will be covered by the Village. 6. Report from Representative of the Friends: Mary Maguire reported the Friends had their board meeting and it was approved to donate up to $800 for the Library to purchase a new refrigerator on the lower level to replace the one that broke, which had been donated by the Friends. Trustee Colahan thanked the Friends for their generous donation. Daily book donations have been suspended until further notice, specific donation dates will be announced. The next book sale is scheduled for 11/5, and 11/6. The Friends appointed a new Treasurer, Maureen Roller. Regular Meeting Board of Library Trustees – September 12, 2022 1 MINUTES 7. Minutes - Regular Meeting of the Board of Library Trustees, July 11, 2022; (no August Meeting): Trustee D’Antonio moved to approve the Minutes of the Board of Library Trustees, for July 11, 2022 as corrected. Trustee Nouryan seconded and the motion was approved unanimously. 8. Correspondence: Correspondence and meeting reports were discussed. 9. Decision Items: 9.1 Financial Reports April Final, May Preliminary, June Preliminary, July Preliminary: Trustee D’Antonio reported that the April report is final. The reports for May, June and July reports are still preliminary. There are no reports available for August. Trustee D’Antonio moved to approve the April final report, Trustee Colahan seconded and the motion was approved unanimously. 9.2 Abstract of Claim Vouchers to be Paid, List No. 22-09 (There is no Abstract of Claim Vouchers List 22-08 for August 8, 2022 as meeting was postponed): Trustee D’Antonio moved to accept the Abstract of Claim Vouchers to be paid in the amount of $518,154.18, List No. 22-09. Trustee Colahan seconded, and the motion was approved unanimously. 9.3 Librarian II Promotional Appointment: Trustee Colahan moved to reconfirm approval of Librarian II Promotional Appointment to Donna Furey effective September 7, 2022. Salary: Grade 29C $86,883 Annual Standard | Salary $47.5550 hourly Trustee Greco seconded and the motion was approved unanimously. 9.4 Security Guard RFP Recommendation: Trustee Colahan deferred this to Executive Session due to confidential information. 9.5 Securitas Rate Approval: Trustee Colahan deferred this to Executive Session due to confidential information. 9.6 Proposed Schedule of the 2023 Board of Library Trustees Meetings: Trustee Nouryan moved to approve the Proposed Schedule of the 2023 Board of Library Trustees Meetings pending confirmation from all trustees of their availability to attend the meetings. Trustee D’Antonio seconded and the motion was approved unanimously. 9.7 Community Projects & Events: Girl Scout Award – Food Allergy Awareness, Chamber of Commerce Fall Street Fair, Locked in the Library, Veteran’s Day events: Trustee Greco moved to approve the Community Projects & Events: Girl Scout Award – Food Allergy Awareness, Chamber of Commerce Fall Street Fair, Locked in the Library, Veteran’s Day events. Trustee Nouryan seconded and the motion was approved unanimously. 9.8 Item(s) Approved via Email: Senator Thomas School Supply Drive, Garden City PTA School Supply Drive, Librarian II Promotion, Librarian I employment offer, Renovation: weekend work hours and closing for start of construction: Trustee Colahan reaffirmed the motion to approve Senator Thomas School Supply Drive, Garden City PTA School Supply Drive, Librarian II Promotion, Librarian I employment offer, Renovation: weekend work hours and closing for start of construction Trustee Nouryan seconded and the motion was approved unanimously. Regular Meeting Board of Library Trustees – September 12, 2022 2 MINUTES  9.9 Extended Sick One (1) Employee: Trustee Colahan deferred this to Executive Session as it relates to Personnel. 9.10 Acceptance of Friends Funding Gift for Purchase of Meeting Room Refrigerator: Trustee D’Antonio moved to accept the Friends Funding gift of up to $800 for the purchase of a new meeting room refrigerator. Trustee Colahan seconded and the motion was approved unanimously. Trustee Colahan thanked the Friends for their generous funding gift. 10. Discussion Items: 10.1 Directors Reports Projects • Preparing Library spaces for changes during Children's Renovation construction • Procurement of professional services for security • Led departments in adding additional library programs for users of all ages. • Interviews to fill two full time positions. • Onboarding transferred employee Account Clerk Linda DaSilva (Finance Dept) and training and adapting library procedures in Administration Department • Attended Rotary Club Luncheon on 8/23 as guest speaker. Events, Meetings, Site Visits, Training • Library Board of Trustees – 7/11 (no meeting in August) • Library Board of Trustees, Policy Committee & Community Relations Committee – 8/23 • Village Head of Human Resources – 8/3, 8/15 • Village Board of Trustees – 7/21, 8/18 • Village Department Heads –7/13, 8/10 • Pre-bid walkthrough(s), HVAC – 7/26, 9/6 • Renovation Kickoff Meeting – 8/16 • Friends of the Library, President – weekly • Nassau Library Directors – 7/15, Nassau Library System, Uniondale, NY • Renovation – as needed Library, Chairman, Staff, Village Staff, Architect, Contractors • Staff Meetings – daily meetings (began 6/22) and other staff meetings as needed Renovation Related Building Work (through 9/8) • Library Staff began moving materials and portable shelving to the Adult Reference Area. • Corkrey installed new electrical outlets in Young Adult and the Adult Study Area that will be the site of the temporary Children’s area. 8/26 • Renovation Kickoff at Library on 8/16 including Village, Library, Architect, Contractors. • Walk through by Contractors Preferred Construction, AMCS and Silver Wolf. 8/26 • Oversaw Administration staff evaluation and proper discard of records stored in the records room past the time required in accordance with Retention and Disposition Schedule for New York Local Government Records (LGS-1) adopted by the Board December 2021, which states (a) ”…after they have met the minimum retention periods described therein; (b) only those records will be disposed of that do not have sufficient administrative, fiscal, legal, or historical value to merit retention beyond established legal minimum periods." • Intelli-tec set up data runs for temporary children’s area on 8/17, did work 8/31-9/1. • Intelli-tec came to plan data lines for the temporary children’s librarian desk. 8/17. Completed 8/31-9/1. • Meeting with Village and Library Chairman to prepare library for renovation moving and library closings. 9/1 • Intelli-tec uninstalled the cameras and door access controls and wireless transmitters in the renovation areas. 9/2 Regular Meeting Board of Library Trustees – September 12, 2022 3 MINUTES  • Staff members worked on Labor Day weekend (library closed) to finish moving materials and office supplies – 9/3, 9/5 (half day) • Oversaw staff evaluation and proper disposal of furniture being excessed and removed off site or demolished during the renovation project, including documenting asset tags, descriptions and photos for records. • Village Street Department came to library to move furniture and materials internally or picked up discarded furnishings and remove offsite 9/6, 9/7 (half day) • Building Maintenance (7/7-9/8 – except renovation related) • Doors, Automatic – NABCO installed door sensors 7/7. Returned to do second set of doors 7/23. Came back to adjust them 7/27. • Environmental – Pipe wrapping quotes approved for water meter room; air monitoring contractor: U. Stiv Environmental and for removal and rewrapping contractor: GCU Asbestos Abatement; trying to coordinate the job with the abatement for the renovation. • Exterminator – Arrow dusted the exterior perimeter on 7/27 and did an overall evaluation for different species of insects. • Fire Extinguishers – removed some extinguishers that needed to be tested; will return for the full inspection. 7/12 Waiting for special extinguisher for IT office. • First Aid – First Aid kits restocked by Cintas; AED was serviced. 8/3, 9/1. • HVAC – Ongoing testing, repair and maintenance continued for subpar performance. 7/23 ICM came to check system and one unit was frozen. Specialist came 7/25. 2 units were working and 1 needed a part. Superintendent DPW visited Library and sent fans to library. Checking on status of the part 8/4. On 8/8 ICM came to install the part. Had to turn off fire alarm briefly 1-2 hours, (went on fire watch) in case soldering caused smoke. Fire alarm was restored after work completed. Was told it would take a while for building to cool off. It was still warm after a week. Continued to monitor thermostats and use fans in building. Temporary unit is still cooling upstairs. • HVAC, Water Tower – Aquatech put chemicals in for water quality 7/19 and 8/17. • Irrigation – One of the 4” valves needs to be replaced. As of 9/8 work is scheduled for 9/14 by Byrne & Sons. • Locksmith – came to change knob on the Tech Services door to accessible handle 8/5 • Plumbing – Toilet in family bathroom was leaking. Chris contacted Maccarone 7/18. Flushometer needed to be adjusted. • Refrigerator – in lower level near meeting rooms, was making a loud sound and was shut off. Needs to be replaced. Getting quotes from Lowes. 7/15 • Vending – Canteen came to service and replenish machines. 8/16 10.2 Library Building Projects Update: Director Malagon reported that the Library was closed to the public Monday, 9/12 so the wall separating the Children’s area, Circulation office and half the circulation counter could be installed which is now closed off to the employees and public. Staff reported to work to continue moving items and organizing various departments throughout the rest of the Library. The Library will reopen to the general public Tuesday, 9/13. Personnel from the Village were sent over to assist in the disposal of unwanted items and moving furniture within the building. 10.3 Library Programs Update: During the week September 19-23 while the library is closed for the asbestos abatement, virtual programs will be offered to patrons, as were available during the pandemic. The newspapers, the website and the digital newsletter will contain the updates on the renovation project in addition to virtual programs that are available during the library closure. 10.4 Suspended Patron Review: Trustees reviewed information regarding a suspended patron whose suspension period ended; for informational purposes only. Regular Meeting Board of Library Trustees – September 12, 2022 4 MINUTES 11. Committee Reports: 11.1 Budget Committee: As discussed above. 11.2 Audit Committee: Village Audit is still in process. Library information has been submitted. 11.3 Building Committee: As discussed above. 11.4 Community Relations Committee: Director Malagon commented that the dog signs have been lowered and some have been moved to a more visible location to the public. 11.5 Personnel Committee: Deferred until Executive Session. 11.6 Policy Committee: As discussed above. 11.7 Library Reopening Committee: NLS reported that the Governor did not extend the State of Emergency; board meetings must be held in person and trustees may only participate remotely under extraordinary circumstances if the Board has passed a resolution/policy on the use videoconferencing. 12. Other Business: The Library is looking into inviting some community partners and organizations to send a guest reader for story time. 13. Public Comments on Library Related Matters: (Limited to Five Minutes Each) Mary Maguire Steve Ilardi 14. Next Meeting Date: The next Regular Meeting of the Board of Library Trustees is scheduled for Monday, October 17 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 exited regular session at 9:11 p.m. The Meeting entered Executive Session at 9:15 p.m. with the Library Board, the Library Director, Assistant Library Director and Village Representative. Village Representative exited the meeting at 9:29 p.m. 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 9:43 p.m. Regular Meeting Board of Library Trustees – September 12, 2022 5 MINUTES 9.9 Extended Sick One (1) Employee: Requested authorization to pay Joanne DeMeo, Senior Library Clerk, Circulation Department, through October 17, 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 Nouryan moved and Trustee D’Antonio seconded, and the motion was approved unanimously. 9.5 Securitas Rate Approval: Trustee D’Antonio moved to approve the Securitas rate change to $35.90/hour (overtime at 1.5 times the hourly rate), following changes to Prevailing Wages in July 2022. Trustee Greco seconded, and the motion was approved unanimously. 9.4 Security Guard RFP Recommendation: This was deferred for more information to be provided to the Trustees. 16. Adjournment: There being no further business to discuss, Trustee Colahan moved approval to adjourn the Meeting at 9:45 p.m. Trustee D’Antonio seconded and the motion was approved unanimously. Respectfully submitted, Marianne Malagon Library Director Approved: October 17, 2022 Regular Meeting Board of Library Trustees – September 12, 2022 6 MINUTES