Minutes Regular Meeting of the Board of Trustees Riverhead Free Library Tuesday, May 13, p.m.

Transcription

1 6 p.m. PRESENT: ABSENT: Stephen T. Palmer Kimberly Burns (6:19 p.m.) Mary F. Yarusso Milagros Rios Thelma Booker Keith Bossey Maureen Karpilovsky Ian Wilder Joy L. Rankin, Director Pamela M. Trojanowski, Assistant to the Director Diane Woodcheke, RFL Business Manager, District Resident Elizabeth Stokes, RFL Head of Circulation, District Resident Jane Hill, RFL Staff Association Liaison/President, District Resident John S. Rienzo, Jr., District Resident Colleen V. Card The was called to order at 6 p.m. by President Stephen T. Palmer. President Palmer requested a motion to approve the Agenda, as presented. A motion was made by Thelma Booker, seconded by Milagros Rios, to approve the Agenda as presented. President Palmer requested a motion to approve the Minutes of the April 8, 2014 Regular Meeting of the Board of Trustees. A motion was made by Maureen Karpilovsky, seconded by Thelma Booker, to approve the Minutes of the April 8, Following review and discussion, President Palmer requested a motion to approve the bills to be paid and the Report of Receipts and Disbursements. A motion was made by Milagros Rios, seconded by Mary F. Yarusso, to approve the bills to be paid and the Report of Receipts and Disbursements. The Report of Receipts and Disbursements was ordered filed for audit.

2 Page 2 of 7 President Palmer requested a motion to approve the Bank Reconciliations for April 2014, as presented. A motion was made by Milagros Rios, seconded by Keith Bossey, to approve the Bank Reconciliations for April 2014, as presented. Correspondence: No additions. Period of Public Expression: Members of the District in attendance had no comments at this time. Director s Report: Ms. Rankin reported the following: 1. The Families First project, a co-sponsored collaboration between the and Family Service League through grants provided from Family Place, will be reinstated starting on June 4 through December 2014; 2. The Suffolk County Correctional Facility (the Women s Empowerment Group facilitated by Elizabeth Stokes) has co-collaborated with the Library to establish its first program addressing incarcerated mothers and book discussion sessions with their children. Ms. Rankin noted that she met with the women and will establish a county-wide library effort ensuring titles and access to all participants. COMMITTEE REPORTS Personnel: The Personnel Report for April 2014 was presented by Chair Kimberly Burns. Following review and discussion, President Palmer requested a motion to approve the Personnel Report for April 2014, as presented. A motion was made by Kimberly Burns, seconded by Mary F. Yarusso, to approve the Personnel Report for April 2014, as presented. At this time, Chair Burns requested that prior to adjournment the Board meet in Executive Session to discuss a specific personnel matter. At this time Ms. Rankin noted that Circulation Clerk, Jacqueline Williams, passed away following a brief illness. Ms. Rankin requested a moment of silence to reflect on Ms. William s passing. A memorial service is being planned for a later date by Ms. William s family.

3 Page 3 of 7 Building, Grounds & Equipment: Chair Booker and Ms. Rankin reported the following: 1. Several of the LED lights in the walkway and lower parking lot were malfunctioning. The Library s electrician, M.D. Electrical Service, Inc. determined that water seeping through the pavers had eroded the electric connectors. The repair was made and the problem resolved; 2. The paint on one of the ceiling beams in the lower stacks, located by Reference, was peeling. The repair was made by John Lascari, the Library s carpenter; 3. Several carpet cleaning services have been contacted to secure bids for the annual carpet cleaning; 4. The annual fire inspection was conducted by Fire Marshal Zitek on Wednesday, May 7; 5. Monthly staff training, led by custodian Marie Ladonne, focused on building safety and evacuations in the event of an emergency. At this time Ms. Rankin noted that the Library s IT consultant Dan Costa has determined several computer monitors, as well as additional computer equipment, are inoperable and/or obsolete. Following review and discussion, President Palmer requested a motion to excess the obsolete and/or inoperable computer equipment. A motion was made by Mary F. Yarusso, seconded by Keith Bossey, to excess the computer monitors and additional computer equipment determined to be inoperable and/or obsolete. Policy, By-Laws & Objectives: No additions. Finance: No additions. Ad Hoc: Nominating: Committee member Kimberly Burns noted that the Slate of Officers will be announced and voted on by the trustees at the June 10, 2014 Regular Meeting of the Board of Trustees. LIAISON REPORTS Friends: Friends Liaison Mary F. Yarusso reported on both the April 14 and May 12 Friends Executive Board meetings: 1. Co-President Arleen Peck spoke about the success of the High Tea/Membership event held on Sunday, March 30 th. She was pleased to announce that thirty-three new members joined at the event. She added that a meeting will be held on June 9 to which the thirty-three new members will be invited;

4 Page 4 of 7 Friends: (cont.) 2. Treasurer Robert Hall distributed copies of the financial report for April 2014; 3. Wish List items and scholarship requests have been reviewed. Treasurer Robert Hall reminded the membership that $ was allocated in the Friends budget for a Library Page Scholarship. He presented information on a worthy candidate and the Friends membership voted to award this page the $ scholarship. The recipient of the this scholarship, as well as additional scholarship recipients, along with Wish List requests, will be announced at the Annual Meeting on Tuesday, May 13; 4. The April Showcase displayed the acrylic paintings of artist Mary Margaret Dabrowski. The May exhibit will feature miniature wax paintings by Marilyn Gartelmann. The June exhibit will feature Angelo Santiago s golf ball carvings; 5. Over 100 people attended the successful Riverhead High School Art Show and Reception held on Friday, March 7; 6. Author Sharon Rich s presentation, Sweethearts: The Timeless Love Affair Onscreen and Off Between Jeanette MacDonald and Nelson Eddy, on Saturday, May 3 at 1 p.m. was well received; 7. Gallery Chair Edythe Tomkinson was pleased to report that the Gallery is 80% booked with exciting exhibits for The June/July exhibit will feature a group show of mixed media from Suffolk Community College. Edythe suggested a display of senior artwork for a future display; 8. Yellow Barn Chair Barbara Goss was pleased to announce that the Barn is open for the season. The Barn will be open on Mondays, Wednesdays and Fridays, 9 a.m. to 2 p.m. for sales and donations; 9. Co-President Laurel Sisson mentioned that Piano Plus Series will feature three performances. One is scheduled for the fall 2014 and the remaining two will be held in 2015; 10. Membership Chair Muriel Gronemann reported an additional three new members bringing the total membership to 260; SCLS: Ms. Rankin reported the following: 1. Current loan rules though out the Library System are being redrafted to reflect the new Sierra System that will replace Millenium. At present, the new loan rules will not impact our current Circulation Policy. The deadline for submittal is May 22, 2014; 2. Construction Grant Applications are now available for review through the SCLS portal. Ms. Rankin has begun searching the parameters for redesigning the Library s Media Center (computers, DVD s, CD s, audiobooks and videos) using Construction Grant monies to fund the relocation. If the projects provide greater access and are energy efficient, those are strong components for higher consideration.

5 Page 5 of 7 Old Business: No additions. New Business: Ms. Rankin reported that we have updated the computers with deep freeze and Cassie (a software that interfaces with printers) and Millenium (SCLS circulation system). The update has replaced SAM, (Smart Access Manager) which has not functioned properly since CASSIE System secures payment from patrons after the first ten free copies. The original operating cost of SAM s (Comprise Technologies, Inc.) was $10, CASSIE System (Librarica) will cost approximately $4, Following review and discussion, President Palmer requested a motion to convert from Smart Access Manager (SAM) to CASSIE System, at a cost not to exceed $4, A motion was made by Thelma Booker, seconded by Ian Wilder, to convert from Smart Access Manager (SAM) to CASSIE System, at a cost not to exceed $4, Ms. Rankin reported that she is currently investigating the Library s present leasing contract with Xerox which is due to expire June 2014 and Toshiba s contract which will expire in December After reviewing the various printing equipment used by staff and patrons, Ms. Rankin is recommending the Library use TGI (Thinking Great Ideas) Office Automation, an office solution company that provides leasing, purchasing and supplies for an array of printers. Ms. Rankin added that TGI Office Automation can also provide printers with fax capability (coin operated), a service the public has requested for many years. Ms. Rankin noted that she will have additional information and a proposal to present at the June 10 Regular Meeting of the Board. Ms. Rankin requested approval to attend the BOOKEXPO AMERICA at the Javits Center in New York City on Friday, May 30, Ms. Rankin noted that she has asked trustee Milagros Rios to accompany her. Following review and discussion, President Palmer requested a motion to approve Ms. Rankin s request. A motion was made by Mary F. Yarusso, seconded by Keith Bossey, to approve Ms. Rankin s request to attend the BOOKEXPO AMERICA with trustee Milagros Rios, at the Javits Center in New York City on Friday, May 30, 2014, at a cost not to exceed $

6 Page 6 of 7 Period of Public Expression: At this time John S. Rienzo, Jr., District resident, expressed his concerns regarding the Library s website. He asked if the search will continue for a permanent IT Coordinator. Mr. Rienzo was assured that interviews for the position are ongoing. Mr. Rienzo also suggested that perhaps the Board might consider videotaping the meetings. He asked if the Board had considered his suggestion regarding background checks on Library staff. President Palmer assured Mr. Rienzo that his suggestions and comments will be reviewed and taken under advisement. At this time President Palmer requested a motion to recess the meeting for the purpose of attending the 7 p.m. Annual Meeting of the Friends of the Library, Inc., followed by the Association Meeting at 7:30 p.m. A motion was made by Keith Bossey, seconded by Maureen Karpilovsky, to recess the May 13, President Palmer noted that the would reconvene following the Annual Meetings. The meeting was recessed at 7:02 p.m. Following the Annual Meetings, President Palmer requested a motion to reconvene the Regular Meeting of the Board of Trustees. A motion was made by Kimberly Burns, seconded by Maureen Karpilovsky, to reconvene the. The reconvened at 8:15 p.m. At this time President Palmer requested a motion to adjourn to Executive Session to discuss a specific personnel matter. A motion was made by Kimberly Burns, seconded by Keith Bossey, to adjourn to Executive Session to discuss a specific personnel matter. The Board adjourned to Executive Session at 8:17 p.m. President Palmer requested a motion to return to Regular Session.

7 Page 7 of 7 A motion was made by Keith Bossey, seconded by Thelma Booker, to return to Regular Session. The Board returned to Regular Session at 8:43 p.m. There being no further business to discuss, President Palmer requested a motion to adjourn the May 13, A motion was made by Kimberly Burns, seconded by Maureen Karpilovsky, to adjourn the May 13, The meeting was adjourned at 8:44 p.m. Respectfully submitted, Mary F. Yarusso/pmt Secretary