GARDEN CITY PUBLIC LIBRARY
REGULAR MEETING AND ORGANIZAITONAL MEETING OF THE BOARD OF LIBRARY TRUSTEES
DECEMBER 13, 2021 7:30 P.M.
DRAFT MINUTES
A Regular and Organizational meeting of the Board of Library Trustees was held at the Library on Monday, December 13 at 7:30 p.m.
Present: J. Randolph Colahan, Chair Lola Nouryan, Trustee Germaine Greco, Trustee
Also Present: Colleen Foley, Representative of the Village Board Mary Maguire, Representative of the Friends Marianne Malagon, Library Director
Ralph Guiteau, Assistant Library Director Margaret Zulkofske, Senior Typist Clerk
Absent: Peter D’Antonio, Vice Chair with notice Charles Murphy, Trustee 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 Mary Maguire 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.
4. Election of Officers:
Trustee Nouryan moved that Trustee Colahan continues as Chair of the Board of Library Trustees for calendar year 2022; Trustee Greco seconded and the motion was approved unanimously.
Trustee Colahan moved that Trustee D’Antonio continues as Vice Chair of the Board of Library Trustees for calendar year 2022. He noted that Trustee D’Antonio agreed to be nominated for the title; Trustee Nouryan seconded and the motion was approved unanimously.
Trustee Colahan moved that Library Director, Marianne Malagon, continues as Secretary to the Board of Library Trustees for calendar year 2022; Trustee Greco seconded and the motion was approved unanimously.
Appointment of Committees:
Upon his consent Trustee Colahan appointed Trustee D’Antonio Chair of the Budget Committee.
Upon their consent Trustees Colahan and D’Antonio will serve as Chairs of the Audit Committee.
Upon his consent Trustee Colahan appointed himself Chair of the Building Committee.
Upon her consent Trustee Colahan appointed Trustee Greco Chair of the Community Relations Committee.
Upon her consent Trustee Colahan appointed Trustee Nouryan Chair of the Personnel Committee.
Upon her consent Trustee Colahan appointed Trustee Greco Chair of the Policy Committee.
Upon their consent Trustee Colahan appointed Trustees D’Antonio and Greco liaisons to the CBRAC.
The Board voted unanimously to approve the appointments.
5. Public Comments on Agenda Items: (Limited to Five Minutes Each) None.
6. Report from Representative of the Village Board:
Trustee Foley reported that the HVAC design and roof bids are pending. The RFP for consulting on roof and repointing of the Library building had several contractors respond to a site visit. The fire alarm system design is progressing. The RFP for security has not gone out yet but should be going out before Christmas, it needs to be posted for 30 days. In the interim the Village agrees to accept the increase and renew the contract until the award of the RFP. A survey of the entire grounds and sidewalk will be done as there are concerns for the safety of pedestrians who walk the surrounding area. Trustee Colahan thanked Trustee Foley for her continued support and direction.
7. Report from Representative of the Friends:
Friends President Mary Maguire reported that the ornaments and tote bag sales are going well.
8. Minutes Regular Meeting of the Board of Library Trustees, November 8, 2021:
Trustee Nouryan moved to approve the Minutes of the Board of Library Trustees, for November 8, 2021. Trustee Greco seconded and the motion was approved unanimously.
9. Correspondence:
Correspondence and report were discussed.
10. Decision Items:
10.1 Financial Reports September Final, October Preliminary:
Trustee Colahan moved to be deferred as Trustee D’Antonio was absent from the meeting.
10.2 Abstract of Claim Voucher to be Paid, List No. 21-12:
Trustee Colahan moved to accept the Abstract of Claim Vouchers to be paid in the amount of $182,984.93, List No. 21-12. Trustee Greco seconded and the motion was approved unanimously.
10.3 Draft Library Audited Financial Statements and Supplementary Information for Year Ended May 31, 2021 PKF O’Connor Davies:
Trustee Colahan moved to be deferred as Trustee D’Antonio was absent from the meeting.
10.4 Long Island Blood Drive, January or February 2022, pending date:
Trustee Nouryan moved to approve the NY Blood Center Blood Drive to be held at the Library, on the lower level on a date to be confirmed by LI Blood Center and by Director Malagon. Trustee Greco seconded and the motion was approved unanimously.
10.5 Items Discussed/Pre-Approved via Email: Change Security Guard RFQ to RFP, Securitas Rate increase Effective 12/31/21 until new contract in place:
Trustee Colahan moved to approve to change the RFQ to RFP and the increase request effective 12/31/21 until new contract is in place. Trustee Greco seconded and the motion was approved unanimously.
11. Draft Library Audited Financial Statements and Supplementary Information for Year Ended May 31, 2021 – H. Chris Kopf, Partner and Melissa Szot, Senior Manager, PKF O’Connor Davies:
Trustee Colahan moved to defer the auditor’s presentation as Trustee D’Antonio could not attend.
PKF O’Connor Davies representatives were not present at the meeting.
12. Discussion Items:
12.1 Directors Reports Projects
• Monitoring COVID safety procedures and how libraries are responding to COVID.
• Monitoring building maintenance and safety procedures, updating as necessary.
• Directing efforts to prepare Library for renovation to Children’s and Circulation.
• Managing schedules of events in the Library, with renovation and pre renovation space availability.
• Supervising hiring of part time staff.
Events, Meetings, Site Visits, Training
• Library Board of Trustees – Small Meeting Room – 11/8
• Village Board of Trustees – 11/4 via zoom, 11/18 in person
• Nassau Library Directors – 11/24 via zoom
• Renovation Team Meetings – none
• Staff Meetings –all full time staff 11/1, Computer, Adult, YA and Children’s weekly
Building Work
• AED equipment – checked by Safety Coordinator Gallo 11/24.
• Alarms – Follow up on battery error message from October, sensor located in
Children’s Room and battery replaced 11/1. On 11/16 alarm sounded without warning when Maintainer opened building. Briscoe was called to check the alarm system and it was working properly. 11/16/21 Fire alarm panel at the rear door was
beeping. Maintainer called the alarm company; they are aware of it and will send someone to look at it. 12/2/21 – Alarm beeping frequently for a few days. Briscoe came on 12/2 and said there was nothing they could do to stop it, they changed all the batteries, said it was due to power outage earlier 12/3 – Chris spoke w/Briscoe – they
will be here Monday or Tuesday.12/6 –Briscoe came to check out the fire alarm system. In booster panel #2, the batteries were changed and the system was normal.
• Doors, Automatic – Seeking three quotes for sensor to reopen the door; as first quote was over $7,500. 11/23 – Outer front right door is closing later than the left side.
Maintainer is waiting for a quote to rectify the issue.
• Doors, Wi-Fi locks – Chad from Intelli-tec replaced batteries in some wifi locks 11/24.
• Doors, manual – Side door was not closing firmly. Chris adjusted the tension. 12/1
• Elevator - 11/17/21 – Staff reported the elevator making a noise on the lower level.
Maintainer called Thysson Krupp. The elevator is hydraulic and the sounds are normal. One sound - like a rock in the door - is actually a roller that needs to be replaced, and this will be ordered and replaced when it comes in.
• Exterminating, Bees – Update: Bees not seen in Library since 11/11 and Arrow last visit we are aware of 11/17.
• Lighting – continuing to troubleshoot sporadic issues requiring lights to be turned on manually, and seek a solution.
• Plumbing, faucets and sinks – Sink in lower men’s room and sensor in main floor adult rest room - Z&G replaced both on 12/9. Sink, family bathroom – Sink stopper was closed and could not be opened by staff. Maintainer was able to open it, but since this has been problematic Z&G will investigate on 12/9 and prepare a quote.
• Roof/ Repointing consultant RFP – Site visit on 11/29 led by Village Engineer Craig Bandini; 20 firms toured the site.
• Sewer System - Sump Pump alarm in boiler room sounded 10/28. Citywide found one of the check valves is broken and one is working 50%, and temporarily repaired.
Maintainer is seeking quotes for repair/replacement.
• Water - The water in the faucets and toilets was very dark brown throughout building 12/1. Maintainer stated it is also very bad at Village Hall and it may be village
wide. Posted signs on the public rest room doors to let patrons know that Library is aware of this. Situation resolved itself the next day.
• Windows – Windows were cleaned inside and out by Oceanview Cleaners 11/5
12.2 Library Building Projects Update:
No new updates.
12.3 Security Guard Procurement Update:
As discussed above, item 10.5.
12.4 Proposal on Fines for Overdue Library Materials:
Trustee Colahan moved to be deferred.
12.5 Strategic Plan:
Trustee Nouryan moved to accept the preliminary Long-Range Strategic Plan of Service.
Trustee Greco seconded and the motion was approved unanimously.
13. Committee Reports:
13.1 Budget Committee:
As discussed above.
13.2 Audit Committee:
As discussed above.
13.3 Building Committee:
13.4 Community Relations Committee:
As discussed above, nothing additional.
13.5 Personnel Committee:
No items to be discussed.
13.6 Policy Committee:
No policies to be discussed.
15.7 Library Reopening Committee:
As discussed above, nothing additional.
14. Other Business
No items to be discussed.
15. Public Comments on Library Related Matters: (Limited to Five Minutes Each) Steve Ilardi.
Please note, Mr. Ilardi spoke for approximately fifteen (15) minutes at the discretion of the Chairman and Library Board.
16. Next Meeting Date:
The next Regular Meeting of the Board of Library Trustees is scheduled for Monday, January 10 at 7:30 p.m. – Small meeting room.
17. Move into Executive Session:
None.
18. Adjournment:
There being no further business to discuss, Trustee Greco moved approval to adjourn the meeting at 8:39pm, Trustee Nouryan seconded and the motion was approved unanimously.
Trustee Colahan wished all a Happy Holiday and New Year.
Respectfully submitted, Marianne Malagon Library Director Approved:
