SEAFORD PUBLIC L I B R A R Y Seaford, New York

MEETING OF T H E BOARD OF L I B R A R Y TRUSTEES

November 4, 2013

Present: Peter J. Ruffner, President Stephen J. Gaughran, Vice-President Eileen Montalbano, Secretary John Rail, Financial Secretary Patricia Coughlin, Asst. Financial Secretary Frank McKenna, Director

Guest: Library Auditor, David Tellier from Nawrocki Smith LLP

C A L L TO ORDER AND P L E D G E OF A L L E G I A N C E Peter J. Ruffner, President, called the meeting of the Board of Library Trustees to order at

7:12p.m.

AUDIT R E P O R T BY L I B R A R Y AUDITOR, MR. DAVID T E L L I E R A brief presentation on the fiscal year ending June 30, 2013 audit was made by Mr.

Tellier. He reported no material weaknesses or significant deficiencies were found and the library has a positive working capital. The current year recommendations primarily focus on the documentation of library policies and procedures. Mr. Ruffner questioned i f there is any movement on funding for GASB 45. Mr. Tellier explained that currently, there is still no provision in the law to require the Library to fund other post-employment benefits other than the "pay as you go" method. Aetual funding is not required at this time. Mr. McKenna and Mr. Ruffner asked whether it's feasible for the library to set up a small general reserve account to act as a cushion in case we cannot meet the property tax cap. Mr. Tellier explained that a reserve fund should be set up for specific purposes. I f necessary, the library may utilize the excess revenue that was aecumulated through the years. Mr. Tellier also verified that the property tax cap for 2014 wil l drop to 1.66%. Mr. Tellier acknowledged the courtesy and assistance they reeeived from library office personnel during the July 15* library audit. Mr. Ruffner thanked Mr. Tellier for his analysis.

APPROVAL OF MINUTES The minutes of the meeting of October 7, 2013 were approved on the motion made by

Mrs. Coughlin, seeonded by Mrs. Montalbano and unanimously passed.

APPROVAL OF T H E WARRANTS The following warrants were approved on the motion made by Mr. Gaughran, seconded

by Mrs. Coughlin, which unanimously passed: #21 - October 10,2013 -38,294.17 # 2 2 - October 24, 2013 -63,382.10 # 2 3 - November 4, 2013 - 19,054.09 #24- November 4, 2013 - 9,900.13 #25 - November4, 2013 - 11,401.03

There was a discussion regarding encouraging library employees to take advantage of the tax sheltered annuity program and to direct deposit their paychecks.

MONTHLY OPERATING S C H E D U L E AND INCOME SCHEDULES The Monthly Operating Schedule and Income Schedules were reviewed by the Board.

The chart for the electrical usage was also discussed.

TREASURER'S REPORT The Treasurer's Report for the month of October 2013 was approved on the motion by

Mr. Rail, seconded by Mrs. Montalbano, which unanimously passed.

D I R E C T O R ' S R E P O R T Mr. McKenna reported that:

PLANT AND E A C I L I T I E S -a. Architectural Walk-Through - A complimentary walk-through of the building was

performed with Lee Sagastino of LAS Associates on October 2L ' in order to gain facility knowledge.

b. Tyco Security System -Mr. McKenna felt that Tyco Security System has been providing subpar services and he suggested investigating new companies for the burglar and fire alarm systems for the library. Mr. McKenna will start the research and more discussion on this topic at future Board of Trustees meeting.

c. Fire Safety Inspection - Fire inspector Kevin Herbst conducted the annual fire safety inspection on October 28* and found no fire safety violations.

d. Carpeting - Replacement of new carpet tiles for the meeting room were installed by Cindy Schaaf and Dan O'Brien. More carpet tiles wil l be ordered in order to finish up the project.

e. Panic Alarms - Wireless panic alarms connected to police will soon be distributed to all schools in Nassau County. As for public libraries, a few of them have already installed the panic buttons in the library for emergency purposes. Mr. McKerma proposed to get panic buttons for the library and will continue to keep the Board of Trustees informed as more information becomes available.

NYS CONSTRUCTION GRANT - Security Cameras and equipment were ordered and installation wil l start on November 13* by Electronix Corporation. Mr. McKenna also reported that this contract will include a one year warranty, and after the first year, there will be a monthly eharge of $97.82 for the service contract. After a discussion, it was agreed to consider a service contract after the warranty expired. COMPUTERS AND T E C H N O L O G Y -

a. Digital Signage: The installation of the new interior Digital Display Unit was completed on October 17*.

b. Wi-Fi: Wi-Fi installation by Tom Kutschera for the library was completed on October 30*.

ART W O R K & PHOTOGRAPHY DISPLAY SYSTEM - Mr. MeKenna reminded the Board of Trustees that Mr. Stanziola will be scheduled to come and speak at the library on Tuesday, November 19* at 2pm. Mr. McKenna also reported that another local artist will be displaying her artwork for the month of December. For future display, Mr. Ruffner suggested displaying students' artwork from the Seaford High Sehool or even in cooperation with the Seaford Historical Society by displaying historic photos of Seaford. Mr. Rail also agreed that this would be a great opportunity to publicize the Seaford Historical Society. L I B R A R Y W E B S I T E - Two meetings have already been scheduled with Factzback regarding the new design of the library's website. Mr. Gaughran volunteered to be involved with this project. Mr. Ruffner also asked Mr. McKenna to check i f Factzback can set up a beta website for the Board of Trustees to review. Mr. McKenna agreed checking with Factzback about this request.

DONATION PLAQUE - Mr. McKenna talked about the Buy-a-Book Campaign and the Memorial/Honorary plaque at the East Meadow Public Eibrary. Mr. McKenna suggested ordering a similar plaque for the library and proposed that individual contributions of $500 or more wil l be entitled to an inscribed plate on the Memorial/Honorary plaque. The Board of Trustees approved his suggestion. Mr. McKenna also reported that a small ceremony will be scheduled to our first honoree, Florence Warren and its date will be announced when it is confirmed. Mr. Ruffner suggested that on behalf of the Board of Trustees, a thank you letter should be sent out to the family of Mrs. Warren. He also reminded Mr. McKenna to draft a policy regarding this new program into the library's policy book. Mr. McKenna agreed. PSYCHIC PROGRAMS - A discussion was held on a Newsday article regarding psychic programs in libraries. A summary of programs that were held at the library regarding psychics, horoscopes and haunted houses and ghosts were also distributed to the Board of Trustees for review. Mr. McKenna reported that a program may be scheduled for February 2014 as part of the Winter Speaker Series from the Center for Free Inquiry. At the same time, Mr. Ruffner reminded Mr. McKenna sending out press release to local newspaper regarding the Winter Speaker Series. Mr. McKenna agreed. G I R L SCOUT S I L V E R AWARD - Girl Scout Giselle Aquinta asked i f the library can donate a book cart in disrepair for use as a book swap cart at the Seaford Train Station. After a discussion, on the motion made by Mr. Rail, seconded by Mrs. Montalbano, the Board of Trustees approved the donation of the book cart. F U T U R E PLANS - A discussion was made on the list that was prepared by Mr. McKenna regarding proposed future plans and faeilities upgrades for the library. As for the plan for the next NYS Construction Grant, we wil l focus on the renovation of bathrooms in the building. Since the cost of this project wil l exceed the minimum requirements under the NYS Public Construction Bidding Laws, this should undergo proper and competitive bidding. After a discussion, Mr. Ruffner suggested Mr. McKenna contact Mr. Sagastino of LAS Associates to look at the bathrooms again and get an idea on how to go forward with this project. Mr. McKenna agreed and more discussion wil l be made at the next Board of Trustees meeting before any approvals are granted.

CORRESPONDENCE - None

PERSONNEL The following personnel changes were approved by the Board: Resignation: Paige Franco, Page, eff. 8/31/13 Appointment: Sabrina Krug, PT Librarian Trainee, eff. 10/16/2013

Erin Keating, Page, eff. 10/31/2013

OLD BUSINESS C R E D I T CARD P O L I C Y - After a discussion, on the motion made by Mr. Gaughran, seconded by Mr. Rail, the Board of Trustees unanimously agreed the adoption of the Credit Card Policy. POWER-WASHING BUILDING - A discussion was made on whether power-washing is the best way to clean the exterior of the building.

L I B R A R Y USAGE REDESIGN N E W S L E T T E R - It was deferred to the next Board of Trustee meeting.

NLS AND O T H E R ORGANIZATIONS NLS'REQUEST FOR M E M B E R L I B R A R Y SUPPORT OF NLS FOR 2014 - Mr. McKenna reported that the request for financial support for Nassau Library System for year 2014 will remain the same as last year. After a discussion, on the motion made by Mr. Gaughran, seconded by Mrs. Montalbano which unanimously approved NLS' request for Member Library Support for calendar year 2014 in the amount of $13,368.

NEW BUSINESS POSEIDON PROPOSAL - Mr. Ruffner explained that the Poseidon Project is a 500MW submarine HVDC interconnection from New Jersey to the heart of Long Island's T&D network. This wil l provide reliable and low cost energy through a high voltage, direct current undersea and underground transmission cable. Since the line is tentatively scheduled to follow the Seaford-Oyster Bay Expressway Mr. Ruffner wants to be sure the library gets an appropriate property tax or PIEOT from the installation. More information will be shared at future Board of Trustees Meetings as they become available.

PUBLIC RELATIONS/MEDIA C O V E R A G E - None

PUBLIC COMMENT - None

ADJOURNMENT Via a motion made by Mrs. Coughlin and seconded by Mrs. Montalbano, which

unanimously passed, the meeting was adjourned at 9:40pm.

The next meeting of the Board of Eibrary Trustees was scheduled for Monday, December 9, 2013 at 7:00 p.m.

Respectfully submitted by Amy Law