Minutes of the Roosevelt Public Library

D R A F T

Minutes of the Roosevelt Public Library
Board of Trustees Regular Board Meeting
Tuesday, February 1, 2011

Roosevelt Public Library Board of Trustees
Reorganizaton Meeting

The annual reorganization meeting was called to order at 8:02 p.m. by Board President, Trustee, Francis S. Abel, with the reciting of the pledge of allegiance led by Mrs. Mary A. Adams.
Present:Mr. Francis Abel, Trustee, Bd. President

Dr. Bola Majekodunmi, Trustee, Bd. Vice President
Mrs. Mary A. Adams, Trustee

Mrs. Emarinsie Funderburke-Ivey, Trustee

Mr. Wilton Robinson, Jr., Trustee

Mr. Gerard Terry, Counsel

Hashabah Abdul-Hakim, Clerk/Treasurer to the Board
Mr. Gary Hertzan, Board/Library Accountant

Guests:Mrs. Charmaine Ashby
Mr. Richard E. Ashby, Jr.
Mrs. Mary Bryson-Robinson
Trustee Abel asked for nominations for the position of Temporary Chairperson of the meeting. Trustee Adams is nominated for Temporary Chairperson.
Moved by:Dr. Bola Majekodunmi
Seconded by:Mr. Wilton Robinson
Carried:5-Yes0-No
Trustee Adams accepts the gavel and asked for nominations for the position of Board President for the year 2011. Trustee Abel is nominated for Board President.
Moved by:Mr. Wilton Robinson
Seconded by:Mrs. Emarinsie Funderburke-Ivey
The nomination was temporarily set aside to so suspend Article 3. Section 2 of the By-laws, due to Mr. Abel having served 2 terms prior.
A motion was made at this point to suspend Article 3, section 2 of the by-laws of the Board of Trustees, for the limited purpose of this meeting for the term of Board President for the year 2011:
Moved by:Mr. Wilton Robinson
Seconded by:Mr. Francis Abel
Carried:4-Yes 1-No
The meeting was temporarily recessed from the reorganization, while information was being retrieved. Madame Temporary Chair opened up the meeting to the public.

PUBLIC EXPRESSION

Mrs. Charmaine Ashby introduced herself to the Board, Supervisor for the U.S. Postal Service living in Queens. She came to support her husband’s bid as a candidate for the directorship of the Roosevelt Public Library.
Mr. Richard Ashby feels that his skills and abilities would fit well with the Library and that his passion for librarianship would also serve the library well. He is presently employed with the Wyandanch Public Library, as Supervisor of Operations.
As the Ashbys’ live in Queens, Trustee Dr. Majekodunmi explained to Mr. Ashby that according to Civil Service of Nassau County, you have to be on the Civil Service List in order to be chosen for the position and that Mr. Ashby should look into that.

As the meeting resumed, Trustee Adams called for a re-vote for the nomination of Board President:
Moved by :Mr. Wilton Robinson
Seconded by:Mrs. Emarinsie Funderburke-Ivey
Carried:3-Yes2-No
Trustee Adams returns the gavel to the newly elected Board President, who then asked for nominations for the position of Board Vice-President for the year 2011. Nomination was made for Trustee Dr. Majekodunmi for Board Vice-President:
Moved by:Mrs. Mary A. Adams
Seconded by:Mr. Wilton Robinson
Carried:5-Yes0-No
Motion for the appointment of Hashabah Abdul-Hakim as Clerk to the Board:
Moved by:Mrs. Mary A. Adams
Seconded by:Mrs. Emarinsie Funderburke-Ivey
Carried:5-Yes0-No
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Tuesday, February 1, 2011 Page 2
Motion for the appointment of Hashabah Abdul-Hakim as Treasurer of the Board:
Moved by:Mrs. Mary A. Adams
Seconded by:Mrs. Emarinsie Funderburke-Ivey
Carried:5-Yes0-No
Motion for the appointment of Gary Hertzan, CPA as Library Accountant for the year 2011:
Moved by:Mrs. Mary A. Adams
Seconded by:Mr. Wilton Robinson
Carried:5-Yes0-No
Motion was made to table the appointment of a Library Auditor at this time, pending receipt of proposals from qualified firms:
Moved by:Mrs. Emarinsie Funderburke-Ivey
Seconded by:Mr. Wilton Robinson
Carried:5-Yes0-No
Motion for the appointment of Gerard Terry, Esq. as Library Counsel for the year 2011:
Moved by:Mr. Wilton Robinson
Seconded by:Mrs. Mary A. Adams
Carried:5-Yes0-No
Motion to accept the following Resolution for the appointment of standing committees of the Board for the year 2011:

Resolution

BE IT RESOLVED, that the following committees of the Board of Trustees be and hereby are established for the year 2011:
PersonnelFacilities
Trustee Dr. Majekodunmi, ChairTrustee Robinson, Chair
Trustee Funderburke-IveyTrustee Dr. Majekodunmi
Board President, ex officioBoard President, ex officio
By-Laws, Policies and ProceduresBudget, Finance and Grants
Trustee Adams, ChairCommittee of the Whole
Trustee Robinson
Board President, ex Officio
;and
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Tuesday, February 1, 2011 Page 3
BE IT FURTHER RESOLVED, that the provisions of this Resolution shall take effect immediately.
Moved by:Mrs. Emarinsie Funderburke-Ivey
Seconded by:Mr. Wilton Robinson
Carried:5-Yes0-No
Motion to accept the following Resolution regarding meetings of the Board for the year 2011:

Resolution

BE IT RESOLVED, that consistent with Article IV, Section 1 of the By-Laws of the Roosevelt Public Library, the following shall constitute the schedule of regular monthly meetings of the Board of Trustees for the year 2011 (all regular meetings on Tuesday):
February 1, 2011August 2, 2011 (if needed)
March 1, 2011September 6, 2011
April 5, 2011October 4, 2011
May 3, 2011November 1, 2011
June 7, 2011December 13, 2011
July 5, 2011 (if needed)
;and
BE IT FURTHER RESOLVED, that the provisions of this Resolution shall take effect immediately.
Moved by:Mrs. Mary A. Adams
Seconded by:Mr. Wilton Robinson
Carried:5-Yes0-No
Motion was made to accept the following Resolution regarding bank depositories of the Library for the year 2011:
Resolution
BE IT RESOLVED, that the following institutions be and hereby are designated as banking depositories of the Roosevelt Public Library for the year 2011:
City National Bank of New Jersey – Roosevelt, NY branch
Bethpage Federal Credit Union – Roosevelt, NY branch
;and
BE IT FURTHER RESOLVED, that the provisions of this Resolution shall take effect immediately.
Moved by:Mr. Wilton Robinson
Carried by:Mrs. Mary A. Adams
Carried:5-Yes0-No
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Tuesday, February 1, 2011 Page 4
Motion was made to accept the following Resolution regarding authorized signatories on Library bank accounts for the year 2011:

Resolution

BE IT RESOLVED, that the authorized signatories for checking accounts of the Roosevelt Public Library for the year 2011 shall be as follows:
Operating Account – Treasurer and any one Trustee
Payroll Account - Treasurer and any one Trustee
Capital NOW Account (construction project bill-paying account) - Any two Trustees
;and
BE IT FURTHER RESOLVED, that the provisions of this Resolution shall take effect immediately.
Moved by:Mrs. Emarinsie Funderburke-Ivey
Seconded by:Mr. Wilton Robinson
Carried:5-Yes 0-No
Motion to accept the following Resolution regarding establishment of the Library petty cash fund for the year 2011:

Resolution

BE IT RESOLVED, that the Petty Cash Fund of the Roosevelt Public Library be and hereby is re-established for the year 2011, in the amount of $500.00 ; and
BE IT FURTHER RESOLVED, that the provisions of this Resolution shall take effect immediately.
Moved by:Mrs. Mary A. Adams
Seconded by:Mr. Wilton Robinson
Carried:5-Yes0-No
Motion was made to accept the following Resolution regarding certification of the Library payroll to the Nassau County Civil Service Commission for the year 2011:

Resolution

BE IT RESOLVED, that the President of the Board of Trustees be and hereby is designated as the authorized representative of the Roosevelt Public Library for the purpose of payroll certification to the Nassau County Civil Service Commission for the year 2011; and
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Tuesday, February 1, 2011 Page 5
BE IT FURTHER RESOLVED, that the provisions of this Resolution shall take effect immediately.
Moved by:Mr. Wilton Robinson
Seconded by:Mrs. Mary A. Adams
Carried:5-Yes0-No
Motion was made to accept the following Resolution regarding designation of the official newspaper of the Library for the year 2011:

Resolution

BE IT RESOLVED, that Newsday be and hereby is designated as the official newspaper of the Roosevelt Public Library for the year 20ll; and
BE IT FURTHER RESOLVED, that the provisions of this Resolution shall take effect immediately.
Moved by:Mrs. Emarinsie Funderburke-Ivey
Seconded by:Mrs. Mary A. Adams
Carried:5-Yes 0-No
Motion was made to accept the following Resolution regarding the allowable rate of mileage reimbursement for the year 2011:

Resolution

BE IT RESOLVED, that for the year 2011, the rate of reimbursement to officials and employees of the Roosevelt Public Library in connection with the use of personal motor vehicles for official Library business, shall be the rate established by the U.S. Internal Revenue Service, from time to time, which at this date is $.51/mile; and
BE IT FURTHER RESOLVED, that the provisions of this Resolution shall take effect immediately.
Moved by:Mrs. Mary A. Adams
Seconded by:Mr. Wilton Robinson
Carried:5-Yes0-No
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Tuesday, February 1, 2011 Page 6

MINUTES

Dr. Bola Majekodunmi made mention that the Board of Trustees had accepted the partnership with the African American Museum for the educational and literary program.
Motion was made to accept the minutes of the December 14, 2010 meeting (which were not accepted at the January meeting which was cancelled due to the snow storms).
Moved by:Dr. Bola Majekodunmi
Seconded by:Mrs. Emarinsie Funderburke-Ivey
Carried:5-Yes 0-No

TREASURER’S REPORT

Treasurer’s Report for month ending December 31, 2010:
City National MM Capital Account 761,003.81

City National General Account 40,946.21

Construction Checking Account 576,262.28
City National MM Operating Account 1,226,945.00
City National Payroll Account 19,001.94
Petty Cash 445.94
Total 2,624,605.18

TOTAL CURRENT ASSETS 2,624,605.18

Upon a motion, and second, the Board accepted the filing of the treasurer’s report for the month of December, 2010:
Moved by:Mrs. Emarisine Funderburke-Ivey
Seconded by:Mr. Wilton Robinson
Carried:5-Yes0-No

APPROVAL OF WARRANTS

General NOW Account (City National Account), check numbers 9029 thru 9106 in the amount of $62,940.53; Payroll Account (City National Payroll Account), (AccuData) – check numbers 128495 thru 128529 for a total of $16,921.72; Direct Deposits – Voucher numbers 2743V thru 2776V (v82-85), for a total of $27,239.45; Impounded Taxes (2 pay periods) – for a total of $14,019.78. ALL FOR A TOTAL OF $58,180.95. Construction NOW Account – check numbers1076 thru 1083 (1077-Voided) in the amount of $478,124.19. TOTAL EXPENDITURES FOR THE MONTH OF DECEMBER, 2010 - $599,245.67. TRANSFER TOTALS: (TO General and Payroll A/C’s) - $165,000.00 from GENERAL MM OPERATING A/C.
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Tuesday, February 1, 2011 Page 7
TRANSFERS
General Operating Money Market Account Transfers to:
Payroll Account$ 65,000.00
General NOW Account 100,000.00
Total Transfers $165,000.00
INTEREST
Total Interest for December, 2010:N/A
Total Interest for November, 2010:
MM Operating A/C$ 949.15
MM Capital A/C$ 500.06
General NOW A/C$ 10.81
Construction A/C$ 161.10
Total Interest$ 1,621.12
Upon a motion and second, the Board accepted the warrants for the month of December,
2010:
Moved by:Mr. Wilton Robinson
Seconded by:Mrs. Emarisine Funderburke-Ivey
Carried:5-Yes 0-No

TREASURER’S REPORT

Treasurer’s Report for month ending January 31, 2011:
City National MM Capital Account 761,488.56

City National General Account 22,097.69

Construction Checking Account 1,010,514.48
City National MM Operating Account 1,132,759.73
City National Payroll Account 16,035.29
Petty Cash 266.60
Total 2,943,162.35

TOTAL CURRENT ASSETS 2,943,162.35

Upon a motion, and second, the Board accepted the filing of the treasurer’s report for the month of January, 2011:
Moved by:Mrs. Emarisine Funderburke-Ivey
Seconded by:Mr. Wilton Robinson
Carried:5-Yes0-No
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Tuesday, February 1, 2011 Page 8

APPROVAL OF WARRANTS

General NOW Account (City National Account), check numbers 9107 thru 9173 in the amount of $69,253.16; Payroll Account (City National Payroll Account), (AccuData) – check numbers 128530 thru 128562 for a total of $15,255.22; Direct Deposits – Voucher numbers 2777V thru 2804V, for a total of $21,233.44; Impounded Taxes (2 pay periods) – for a total of $11,481.51. ALL FOR A TOTAL OF $47,970.17.
Construction NOW Account – check numbers1084 thru 1090 in the amount of $37,786.95. TOTAL EXPENDITURES FOR THE MONTH OF JANUARY, 2011 - $155,010.28. TRANSFER TOTALS: (TO General and Payroll A/C’s) - $95,000.00 from GENERAL MM OPERATING A/C.
TRANSFERS
General Operating Money Market Account Transfers to:
Payroll Account$ 45,000.00
General NOW Account 50,000.00
Total Transfers $ 95,000.00
INTEREST
Total Interest for January, 2011:N/A
Total Interest for December, 2010:
MM Operating A/C$ 814.73
MM Capital A/C$ 484.75
General NOW A/C$ 9.44
Construction A/C$ 166.68
Total Interest$ 1,475.60

ACCOUNTANT’S REPORT

Mr. Gary Hertzan, reported to the Board of Trustee that as of year-end the Library was carrying a surplus of $144,853.28 to be adjusted after the audit. $100,014.36 allocated for 2011 budget leaving a million dollars of unencumbered monies.
Mr. Hertzan is requesting that $300,000 allocated to the General Operating Account be moved to the Money Market Capital account.
Motion to transfer $300,000 from the City National Bank General Operating Account to the City National Bank Capital Account.
Moved by:Dr. Bola Majekodunmi
Seconded by:Mrs. Emarinsie
Carried:5-Yes 0-No
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Tuesday, February 1, 2011 Page 9

COUNSEL’S REPORT

Mr. Gerard Terry, Counsel to the Board of Trustees presented the following resolution to rescind the funds for $212,852.84 for Capobianco, Inc. – Contract GC-1.

Resolution

WHEREAS, the Roosevelt Public Library (the “Library”) has undertaken a major capital project, which consists of construction of a new building and substantial renovations to the present Library facility; and
WHEREAS, consistent with New York state law, the Library has awarded four (4) prime contracts in furtherance of said project; and
WHEREAS, the library has previously awarded “Contract GC-1 – General Construction” to Capobianco, Inc., having an address at 162 North Ocean Avenue, Patchogue, NY 11772; and
WHEREAS, Triton Construction has been retained by the Library as Construction Manager for said project; and
WHEREAS, the original scope of work, as set forth in Contract GC-1 – General Construction, did not include furnishing and installation of a lighting and sound system for the project; and
WHEREAS, by Resolution dated November 11,2010, the Board of Trustees amended said Contract GC-1 – General Construction, to provide for such additional work; and
WHEREAS, upon further consideration, the Board of Trustees believes it is in the best interests of the Library for said prior action to be rescinded.
NOW, THEREFORE, BE IT RESOLVED, that upon the recommendation of Triton Construction, Change Order No. 2 in connection with Contract GC-1 – General Construction, in the amount of $212,852.84, be and hereby is rescinded; and
BE IT FURTHER RESOLVED, that the provisions of this Resolution shall take effect immediately.
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Tuesday, February 1, 2011 Page 10
Motion to approve funds for the annual Women’s History Month Tea, with a budget not to exceed $5,000.00:
Moved by:Mrs. Mary A. Adams
Seconded by:Mrs. Emarinsie Funderburke-Ivey
Carried:5-Yes0-No
Motion to go into Executive Session at 10:10 pm:
Moved by:Dr. Bola Majekodunmi
Seconded by:Mr. Wilton Robinson
Carried :5-Yes 0-No
Motion to come out of Executive Session at 11:38 pm:
Moved by:Mrs. Mary A. Adams
Seconded by:Mr. Wilton Robinson
Carried:5-Yes0-No
There being no further business, Board President, Trustee Abel closed the meeting at 11:40 pm.
Tuesday, February 1, 2011 Page 11
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Date Approved Respectfully Submitted
Hashabah Abdul-Hakim
Clerk-to-the-Board

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