Great Neck Library Main Building Committee Thursday, November 2, 2017, 7:30pm Main Library Board Members: Robert Schaufeld, Chair (RS) Marietta DiCamillo (MD) Joel Marcus (JM) Michael Fuller (MF) Public Members: Leslie Kahn (absent with notice) (LK) Marianna Wohlgemuth (MW) Alice Merwin (AM) Library Professionals: Tracy Geiser, Interim Director (TG) Holly Coscetta (HC) Charles Wohlgemuth (CW) Steven Kashkin (SK) Public Naomi Penner RS called the regular meeting of the Great Neck Library s Main Building Committee to order at 7:30pm at the Main Library on November 2 nd. As a housekeeping note, RS asked that public comments be made at the conclusion of the meeting. Time will be reserved. Action Items Tracy Geiser 1. Continue the search for a grant for digitizing micro film and micro fiche w/mc. TG informed the committee that Irina Zaionts has taken on the project and is looking into Newspapers.com, where the digitizing may be free of charge. 2. Place approval of RFP for landscaping on 8/22/2017 Special Board Agenda. Done. 3. Continue working with Charlie Segal to have the A/C unit repaired. Ongoing and will be addressed at the December 4 th meeting. 4. Keep bids for Parkville for the architectural plans to be signed off and bring to the BoT for approval. Done. 5. Follow up with Mr. Kiswani to get SPOT running at the Parkville and Station. Done. 6. Follow through with getting RFID up and running by the end of August. TG noted that she is in touch with Innovative to secure the licenses. On Monday, the hole for the sorter is expected to be completed. Charles Wohlgemuth 1. Continue to investigate any leak issues in the building and work to resolve. Include Mr. Segal if needed. Contact Mark Foster for new leak on main level above stacks. CS noted that Mr. Foster is away. The conversation will be continued with Mr. Segal on 12/4 Page 1 of 5
2. Obtain 3 bids for raising sprinkler meter and submit to Finance Committee. CW noted that the bids are not necessary. The landscaper has done the work at a minimal charge. 3. Work on the punch list the leaks, the A/C unit, and the front steps. Ongoing. Will be discussed at 12/4 meeting. 4. Contact Charlie Segal on Punch List items. Ongoing. Will be discussed at 12/4 meeting. Steven Kashkin 1. Furnish listing of snacks available to AM. Done. AM added that she has suggested some items to be investigated. 2. Continue investigating options for credit card payment for fines at the circulation Desk. SK noted that the credit card payment system was vetted at Finance and BoT. The system will be activated this week and training will be planned. Holly Coscetta 1. DocuStar obtain server version quotation. Done. 2. DocuWare obtain cloud based option. Done. 3. Invite Cindy Simeti to the 9/18 Main Building Committee. HC shared that Ms. Simeti was not available for the meeting. RS asked that she be invited to the January meeting to present. Punch List HVAC MD asked that for the December 4 th meeting, follow up for costs and responsibility be addressed for the Change Order Log. MD asked that the Change Order Log be distributed to all members of the committee. RFID and SPOT Printing TG reported that the hole for the sorter will be done on Monday. Awaiting software/licenses for self-checkout. SPOT printing is up and complete. Scanner for Personnel Files SK directed the committee to 2 sets of handouts server and cloud-based from DocuStar and DocuWare. The quotes for the server option do not include the cost of the unit, which would add $8-$10K to the cost. RS commented that the Library has moved away from servers. After lengthy discussion, the committee agreed that cloud-based is the preferable choice. Page 2 of 5
MD questioned that there are figures from 2 sources, not the needed 3 to present to the BoT. SK agreed to collect the figures from Digiscribe and incorporate into the existing handouts. MD asked that the item be added to the Finance Committee Agenda. RS noted that the preference of the committee is cloud-based and the preferred vendor DocuWare. Virtual Reality HC noted that Cindy Simeti was not available to discuss the VR Headsets tonight. The item will be revisited at the January meeting with Ms. Simeti. Update XP Computers RS asked if the XP computers should be upgraded or discarded. TG shared that there are 22 XP computers and 11 computers need to be upgraded. A meeting is planned with Garry Horodyski and Moe Kiswani to discuss. RS cautioned that all computers need to run on the same operating system. If necessary, the XPs should be excessed and replaced. TG agreed to secure upgrading costs and the cost to replace the 22 computers. The XPs were bought between 2008 and 2009. MW asked what the budget is for new computers. SK agreed to investigate and report. MD asked to check for competitive pricing on new computers. Swiss Commerce TG noted there is no contract with Swiss Commerce but an agreement is being drafted and with Peter Fishbein for his review. RS asked that an RFP be written after December. Landscaping CW shared that Roma will clean up and weed Nov 15 th -16 th blown out tomorrow and shut down for the winter.. The sprinkler system will be SK noted that there were only 2 responses to the RFP for landscaping and 6 are required. Greg Marett will post on the website BuildingConnect with details to seek more bids. The plan is to accept bids by November 22 nd and present to the committee in December. Public Assembly Permit for Parkville TG commented that the application has been submitted to the Town. The architect is awaiting the layout of the Emergency Lighting from the School District.. Page 3 of 5
Flag Boxes SK noted that our insurance company prefers that the boxes be secured to the ground but with our existing insurance, they would not deny a claim. It is believed the box is an old mail box repurposed. CW would be able to secure the box by drilling into the dirt with long stakes. RS cautioned that the box be 20ft away from the building. MF suggested near Levels at Bayview Avenue. RS stressed that a signed agreement will be required to cover the Library and the responsibility for damage. Peter Fishbein can draft the document and the item be put on the BoT calendar. History Room TG shared that many individuals are working on the History Room to set it up Christy, Donna, Pam, and Margie. RS asked for input on the dedication of the History Room. MD noted that there is a question as to who the room belongs to. Many individuals, including John Aubry and Risha Rosner, have contributed. MD offered that a blanket statement could be made to those employees of the Great Neck Library that have dedicated time. Public Input Naomi Penner addressed the committee regarding Google Chrome. Meeting adjourned at 8:15pm. Submitted by Jamie Eckartz Page 4 of 5
Great Neck Library Main Building Committee Thursday, November 2, 2017, 7:30pm Main Library Action Items Tracy Geiser 1. Continue the search for a grant for digitizing micro film and micro fiche with Irina Zaionts and Newspaper.com. 2. Follow through with getting RFID up and running as soon as possible. 3. December 4 th meeting, follow up for costs and responsibility be addressed for Change Order Log. 4. Secure upgrading costs and the cost to replace the 22 XP computers. 5. Follow Up with Peter Fishbein on Swiss Commerce Agreement. 6. Monitor situation for emergency lighting layout to secure permit for Parkville. 7. Have Peter Fishbein draw up a document for the flag box to protect the Library and add to the BoT calendar. Charles Wohlgemuth 1. Continue to investigate any leak issues in the building and work to resolve. Include Mr. Segal if needed. Contact Mark Foster for new leak on main level above stacks. 2. Work on the punch list the leaks, the A/C unit, and the front steps for December meeting. Steven Kashkin 1. Install credit card payment for fines at the circulation Desk. 2. Collect the figures from Digiscribe and incorporate into the existing handouts for the personnel file scanner and present to Finance Committee. 3. Provide the committee with the money allotted in the budget for new computers. 4. Follow up with Greg Marett regarding the posting on the website BuildingConnect with details to seek out bids. Holly Coscetta 1. Invite Cindy Simeti to the January Main Building Committee meeting. 2. Distribute Change Order Log to Committee for 12/4 Meeting Page 5 of 5