Board of Library Trustees

GARDEN CITY PUBLIC LIBRARY REGULAR MEETING OF THE BOARD OF LIBRARY TRUSTEES NOVEMBER 13, 2023 7:30 P.M. LIBRARY LARGE MEETING ROOM APPROVED MINUTES A Regular Meeting of the Board of Library Trustees was held in the Library Large Meeting Room on Monday, November 13, 2023 at 7:30 p.m. Present: J. Randolph Colahan, Chair Germain Greco, Vice Chair Lola Nouryan, Trustee Mary Maguire, Trustee Colleen Foley, Trustee Also Present: Marianne Malagon, Library Director Ralph Guiteau, Assistant Library Director Margaret Zulkofske, Senior Typist Clerk Cathy Walsh, Representative of the Friends Bruce A. Torino, Village Trustee, Representative of the Village Board 1. Call to Order: Trustee Colahan called the Meeting to order at 7:35p.m. 2. Pledge of Allegiance: The Pledge of Allegiance was led by Trustee Greco followed by a moment of silence. 3. Move into Executive Session: Trustee Colahan stated that there was a change in the agenda to postpone the Executive Session; one party who could not attend, the session was deferred. Trustee Colahan moved to not go into Executive session, Trustee Nouryan seconded and the motion was approved unanimously. 4. Approval of Agenda: Trustee Greco moved for approval of the revised agenda; Trustee Maguire seconded, and the motion was approved unanimously. 5. Public Comments on Agenda Items: (Limited to Five Minutes Each) None. 6. Report from Representative of the Village Board: Village Trustee Torino reported that the Village is making progress on the Library building issues, however funding may need to be addressed during the FY24-25 proposed Budget work sessions. He also has not seen any plans for the exterior lighting and security measures project. Trustee Colahan asked Director Malagon for an update on the automatic front doors of the Library and she replied that she has been in contact with Public Works Superintendent John Borroni to have a Regular Meeting Board of Library Trustees – November 13, 2023 1 MINUTES  technician come to address the immediate concern about the doors feeling heavy and possibly causing additional resistance, as well as following up on the replacement project. Trustee Colahan remarked that the security guard has told him that patrons are complaining to him about the weight of the doors and requiring assistance. Director Malagon also noted that the doors had been stuck in the open position on this past Sunday. Trustee Foley asked whether the doors will be fixed or are they being replaced, and when this would be funded. Trustee Torino replied that this project might also be further delayed by the scaffolding in place for the roofing and masonry project. He stated to replace the doors would involve a Capital Project that would require a Request for Proposal (RFP) and funding in the Capital Budget, although if there are funds available they may do it this year. At Trustee Colahan’s suggestion, Trustee Foley moved that the library Board request the Village prepare an RFP to get the cost estimates to re-configure the front of the Library and install new doors at the entrance, to advance the project. Trustee Colahan seconded and the motion was approved unanimously. Trustee Torino, addressing speculation that the stained-glass windows from St. Paul’s be installed at the Library, stated they would not, due to their size and weight. Trustee Colahan asked Trustee Torino if the contract with Fernwood Terrace-Stewart Manor Funding District was approved by the Village; he replied it was. Trustee Colahan advised Trustee Torino that more renovation proposals for various areas of the Library are being planned and will be part of the forthcoming Capital Budget proposal. Trustee Maguire commented that there is funding in the current year’s Capital Plan to explore the costs of the various renovation proposals, which include the teen room, the two meeting rooms, and the computer lab and adjacent media room. [Village Trustee Torino left the meeting at 7:53 p.m.] 7. Report from Representative of the Friends: Friends representative Cathy Walsh reported that the book sale, silent auction baskets and bake sale were very successful, in part due to flyers posted outside the Village. They raised approximately $5,000.00 in proceeds from the book sale, baked goods and auction baskets. The Friends also noted that the goods in the fourteen silent auction baskets contained many items that were donated by the local merchants and they wanted to acknowledge their generosity. The Friends thanked Director Malagon, the library staff and volunteers for their help in making this a successful event, one that will benefit the patrons who participate in the programs and museum passes. They plan on resuming collecting book donations shortly and the bin will be placed in the lobby. 8. Minutes - Regular Meeting of the Board of Library Trustees, October 16, 2023: Trustee Maguire moved approval of the Minutes of the Board of Library Trustees for October 16, 2023. Trustee Greco seconded and the motion was approved unanimously. 9. Correspondence: Correspondence was discussed. 10. Decision Items: 10.1 Financial Reports – August Final, September Preliminary: Trustee Maguire moved to approve the August 2023 final report, Trustee Foley seconded and the motion was approved unanimously. 10.2 Abstract of Claim Vouchers to be Paid, List No. 23-11: Trustee Nouryan moved to accept the Abstract of Claim Vouchers to be paid in the amount of $211,895.81, List No. 23-11. Trustee Maguire seconded, and the motion was approved unanimously. Regular Meeting Board of Library Trustees – November 13, 2023 2 MINUTES  10.3 Bank Accounts – Closing the Reserve for Books and Capital Reserve Accounts: Trustee Colahan moved to approve to the closing of the Reserve for Books Account and the Library Special Reserve Fund Account as the funds have been transferred to other accounts. Trustee Maguire seconded and the motion was approved unanimously. 10.4 Personnel Actions – CSEA Staff Salary, Longevity, and Confidential Longevity, Bonuses: The Library Director requests the Board’s approvals of Wage Adjustments, Longevity Payments and Bonuses for Employees as listed below: 1. Contractual Salary and Wage Adjustments - CSEA Non-Supervisory - Eff Dec. 1, 2023 Rates as of 6-1-2023 Rates as of 12-1-2023 Standard Hourly Grade Standard Hourly Grade Name Title Annual Rate & Step Annual Rate & Step Foge, Regina Librarian I $ 61,044 $ 33.4122 24A $ 68,636 $ 37.5676 24B Furey, Donna Librarian II $ 89,272 $ 48.8626 29C $ 93,366 $ 51.1034 29D Giunta, Laura Librarian II $99,816 $54.6338 29F $102,078 $55.8719 29G CSEA Rank and File CBA Rates for 2022 (CSEA MOU 3/24/22): Board Action: Administration submitted a listing of salary and wage increments of certain Garden City Public Library employees (above), to be effective December 1, 2023, and requested Board approval. On the motion of Trustee Greco, the following resolution is offered: RESOLVED, that the salaries and wages listed in the accompanying schedule of certain Village of Garden City employees, effective December 1, 2023, are hereby fixed consistent with the terms and provisions of the current Agreement between the Village and the Civil Service Employees’ Association, Non-Supervisory Unit. Trustee Foley seconded and the motion was approved unanimously. The resolution is declared adopted. 2. Longevity Payments - CSEA Non-Supervisory - Effective December 1, 2023 Administration requested authorization for longevity payments to certain Garden City Public Library employees (above), effective December 1, 2023, consistent with the terms and provisions of the current Agreement between the Village and the Civil Service Employees' Association, Non-Supervisory Unit. Agolia, Joseph $ 2,500.00 DeMeo, Joanne $ 2,500.00 Ferrisi, Carole $ 2,500.00 Furey, Donna $ 2,500.00 George, Ronnie $ 2,500.00 Giunta, Laura $ 2,000.00 Grace, Barbara $ 2,500.00 Nicoletti, Jeanette $ 2,500.00 Sherwood, Nancy $ 2,500.00 Regular Meeting Board of Library Trustees – November 13, 2023 3 MINUTES  On the motion of Trustee Greco, the following resolution is offered: RESOLVED, that the longevity payments listed in the accompanying schedule, effective December 1, 2023, are hereby fixed consistent with the terms and provisions of the current Agreement between the Village and the Civil Service Employees' Association, Non- Supervisory Unit. Trustee Foley seconded and the motion was approved unanimously. The resolution is declared adopted. 3. Bonus Payments and Longevity Payment – Confidential Employees. Administration requested authorization for bonus payments to certain Garden City Public Library employees (above), effective December 1, 2023, consistent with the terms and provisions of the current Agreements between these Confidential Employees and the Garden City Board of Library Trustees. Longevity - Effective December 1, 2023 Marson, Patricia $ 2,400.00 Bonus Payments - Effective Pay Date December 7, 2023 Marson, Patricia $ 400.00 Zulkofske, Margaret $ 400.00 On the motion of Trustee Greco, the following resolution is offered: RESOLVED, that the longevity payment listed in the accompanying schedule, effective December 1, 2023 and the bonus payments listed in the accompanying schedule, effective December 7, 2023 are hereby fixed consistent with the terms and provisions of the current Agreements between these Confidential Employees and the Garden City Board of Library Trustees. Trustee Foley seconded and the motion was approved unanimously. The resolution is declared adopted. 10.5 Nassau Library System – 2024 and 2025 Memo Library Support Vote: The NLS Member Library Support was discussed by the Library Board and Director Malagon. Trustee Colahan noted a correction on item 1 of the first page, to remove a duplicate word. Trustee Greco moved to approve the NLS Member Library Support for 2024 and 2025. Trustee Nouryan seconded and motion was approved unanimously. Director Malagon is directed to submit the signed approval to NLS. 10.6 Program: Let’s Speak Spanish GC (Spanish Storytime): The Library discussed the proposal. Trustee Colahan moved to approve the Let’s Speak Spanish Storytime program. Trustee Foley seconded and the motion was approved unanimously. 10.7 Extended Sick (1 Employee): Requested authorization to pay Nancy Sherwood, Librarian II, Technical Services Department, through December 11, 2023 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, 2021. Trustee Nouryan moved approval to pay Nancy Sherwood through Regular Meeting Board of Library Trustees – November 13, 2023 4 MINUTES  December 11, 2023 or such earlier date as she may be able to return to work. Trustee Maguire seconded and the motion was approved unanimously. 11. Discussion Items: 11.1 Directors Reports The Director’s Report is as previously submitted in the Board Agenda and Packet, and posted online. 11.1 Assistant Directors Report: The Assistant Director’s Report is as previously submitted in the Board Agenda and Packet, and posted online. 11.2 Library Building Projects Update: The Library Building Projects Update is as previously submitted in the Board Agenda and Packet, and posted online. 11.3 Library Programs Update: Assistant Library Director Guiteau reported there were 55 programs offered through October 2023, which is more than October 2019 (48). Adult, Young Adults and Children programs will continue to be increased. 11.4 Fire Alarm Maintenance Update: Director Malagon discussed the update on the fire alarm maintenance procedures and will continue to follow-up with the Village and vendors. 11.5 Water Billing Credited and Penalties Waived: Director Malagon discussed that the water bills had been excessive due to a leak in the water tower that continued all season, as well as some sprinkler heads that were damaged. The Village waived the excess charges and penalties at the Village Board meeting of November 2, 2023. Going forward, the Village Finance Department will deduct the quarterly charges of the Water Department to the Library via journal entry in the accounting system. 11.6 Nassau Library System – Collections Acquisition & Management Project: Director Malagon discussed that the Nassau Library System is currently working with the Member Library Directors Reinvention Committee on ways to improve service by decreasing wait times for popular titles and circulating more quickly. This would entail purchasing a large number of copies from popular bestselling authors and through a central fund and the books will be available to all the patrons from participating libraries on a first come first served bases. The book holds would be filled sooner which give a better patron experience. 12. Committee Reports: 12.1 Budget Committee: As discussed above. 12.2 Audit Committee: No update. Regular Meeting Board of Library Trustees – November 13, 2023 5 MINUTES  12.3 Building Committee: As discussed above. 12.4 Community Relations Committee: Trustee Greco will be meeting with Director Malagon to discuss future events. 12.5 Personnel Committee: As discussed above. 12.6 Policy Committee: Working with Village Attorney on policy updates. 12.7 Library Reopening Committee: None. 13. Other Business: Trustee Maguire acknowledged the work done by the Reference Department with the recent cook book project; and the TV in the Children’s area showing upcoming programs. Trustee Colahan acknowledged and thanked Young Adult Librarian Laura Giunta for supervising the Cards and Letters for Veterans - A Teen Community Service Program as the items were presented to the Veterans at the American Legion’s Meet a Veteran program held at the Library on Veteran’s Day, November 11. These items were well received and appreciated. 14. Public Comments on Library Related Matters: (Limited to Five Minutes Each) Steve Ilardi Rikki Massand 15. Next Meeting Date: The next Regular Meeting of the Board of Library Trustees is scheduled for December 11, 2023 at 7:30 p.m. in the Library Large Meeting Room. 16. Move into Executive Session: No 17. Adjournment: There being no further business to discuss, Trustee Colahan moved approval to adjourn the meeting at 8:35 p.m. Trustee Nouryan seconded and the motion was approved unanimously. Respectfully submitted, Marianne Malagon Library Director Approved: December 18, 2023 Regular Meeting Board of Library Trustees – November 13, 2023 6 MINUTES