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A SPECIAL MEETING OF THE BOARD OF TRUSTEES OF THE FAIRPORT PUBLIC LIBRARY WAS HELD ON THURSDAY, AUGUST 27, 2015. PRESENT OTHERS Suzanne Stockman Betsy Gilbert Jim Donahue Peter Zedick The meeting was called to order at 4:32 p.m. by Suzanne Stockman, President. Mrs. Stockman noted that Ms. O’Brien has been excused from the meeting. NEW BUSINESS A motion was made by Jim Donahue and seconded by Peter Zedick to approve the purchase of computer and server equipment upgrade not to exceed $135,000. Motion carried 3-0 A motion was made by Peter Zedick and seconded by Jim Donahue to approve the purchase of shelving and installation for the document storage room. Motion carried 3-0. A motion was made by Jim Donahue and seconded by Peter Zedick to approve the purchase of shelving for magazines. A motion was made by Peter Zedick and seconded by Jim Donahue to approve the Corrective Action Plan to submit to the Office of the State Comptroller. ADJOURNMENT A motion was made by Peter Zedick and seconded by Jim Donahue to adjourn at 4:58 p.m. Motion carried 3-0. _____________________________ Betsy Gilbert, Clerk to the Board Attachments: Fusion Digital Price Quotes Creative Library Concepts Price Quote Borroughs Corporation Price Quote Corrective Action Plan draft
Page:
Date:
Quote #:
Version:
Item Part number Qty Unit price Extended
1 JG934A#ABA 3 $4,343.00 $13,029.00
2 JG937A#ABA 1 $3,532.11 $3,532.11
3 JD095C 3 $116.61 $349.83
4 JD097C 6 $185.61 $1,113.66
5 JD092B-AO 2 $943.23 $1,886.46
$0.00
6 C8R15A 1 $8,302.50 $8,302.50
7 C8R23A 2 $300.00 $600.00
8 E2D56A 24 $336.75 $8,082.00
TC463AAE 1 $3,500.00 $3,500.00
$0.00
9 BK829B 1 $2,820.00 $2,820.00
10 507127-B21 12 $309.00 $3,708.00
TA808AAE 1 $2,660.38 $2,660.39
$0.00
11 719064-B21 3 $10,937.99 $32,813.97
12 720478-B21 3 $207.21 $621.63
13 AJ763B 3 $1,479.20 $4,437.60
14 652503-B21 3 $484.41 $1,453.23
$0.00
16 MGKM2LL/A 12 $561.00 $6,732.00
17 CORE36MS-CTTZ 1 $1,521.00 $1,521.00
$0.00
18 C3G80AT#ABA 5 $341.04 $1,705.20
Total: $98,868.58
Remarks:
3. Credit Terms: Net 30 days within pre-approved credit limit.
2. Unless quoted, freight and taxes are in addition to the total and are estimates subject to change without notice.
Fairport Stat Contract
HP P2000 G3 iSCSI MSA Array System Controller
HP 300 GB 2.5" Internal Hard Drive
HP Remote Snap - License - 1 License
HP StorageWorks P2000 Remote Snap - License - 1 Disk
5. Returns will only be accepted with an approved Return Authorization.
1. All prices are subject to change without notice.
Connect with us and
www.fusiondigitalus.com
1
Price Quote
HP MSA 450GB 6G SAS 10K
visit our website at:[email protected]
HP MSA 2040 8Gb Short Wave Fibre Channel SFP+ 4-Pack
Transceive
4. Fusion Digital provides no warranties of any kind, all products are sold soley with the manufacturers warranty.
8/25/2015
1
Accepted By_________________________________________
Signature____________________________________________
Date ____________________________________
P.O. Number __________________________
Prepared by:
Kevin LaBarr
P: (585) 218-7390 ext 115
F: (585) 218-7394
Description
HP ProLiant DL380 Gen9 8SFF Configure-to-order Server
Acceptance of this quote shall constitute your purchase order and authorization to ship in accordance herewith.
HP X240 10G SFP+ SFP+ 3m DAC Cable - SFP+ for Network Device
Fusion Digital, LLC
1844 Penfield Road
Penfield, NY 14526
P: (585) 218-7390
F: (585) 218-7394
HP Zero Client - Teradici Tera 2321
HP 500W Flex Slot Platinum Hot Plug Power Supply Kit
Storage-HP 82E 8Gb Dual-port PCI-e FC HBA
Bretford Core 36M Store & Charge Cart
HP Ethernet 10Gb 2-port 530SFP+ Adapter
HP 5130-48G-POE+-4SFP+ EI Switch
Apple iPad Air 2 64GB Silver Wi-Fi
HP 5130-48G-4SFP+ EI Switch
HP X240 10G SFP+ to SFP+ 0.65m Direct Attach Copper Cable
AddOn HP JD092B Compatible 10GBase-SR SFP+ Transceiver
HP MSA 2040 SAN Dual Controller SFF Storage
Page:
Date:
Quote #:
Version:
Item Part number Qty Unit price Extended
1 VCS6-STD-A 1 $4,995.00 $4,995.00
2 VCS6-STD-G-SSS-A 1 $1,049.00 $1,049.00
3 VS6-STD-A 6 $995.00 $5,970.00
4 VS6-STD-G-SSS-A 6 $273.00 $1,638.00
5 HZ-STD-10-C 1 $2,500.00 $2,500.00
6 HZ-STD-10-G-SSS-C 1 $525.00 $525.00
7 12 $51.00 $612.00
8 4ZF-00014 5 $324.00 $1,620.00
9 V-VBRSTD-VS-P0000-00 4 $750.00 $3,000.00
10 01-SSC-3850 1 $3,995.00 $3,995.00
11 01-SSC-4441 1 $959.00 $959.00
12 01-SSC-9785 2 $1,295.00 $2,590.00
13 RKS1314 1 $145.00 $145.00
14 F2F402LL-01M-G 2 $19.40 $38.80
15 F2F402LL-02M-G 6 $22.62 $135.72
16 D4D96AA 5 $52.97 $264.85
17 VE208T 5 $150.00 $750.00
18 1 $2,500.00 $2,500.00
$0.00
Total: $33,287.37
Remarks:
3. Credit Terms: Net 30 days within pre-approved credit limit.
2. Unless quoted, freight and taxes are in addition to the total and are estimates subject to change without notice.
Fairport Non State Contract
vCenter Server Standard
Air Watch Green Management Suite Annual
HP Mounting Adapter for Zero Client, Flat Panel Display
Asus 20" LED LCD Monitor - 16:9 - 5ms
5. Returns will only be accepted with an approved Return Authorization.
1. All prices are subject to change without notice.
Connect with us and
www.fusiondigitalus.com
1
Price Quote
Veeam Backup
visit our website at:[email protected]
PE VDA SNGL LANG SUB VL OLV NL 36MO AP PER DEV
4. Fusion Digital provides no warranties of any kind, all products are sold soley with the manufacturers warranty.
1
8/25/2015
1
Accepted By_________________________________________
Signature____________________________________________
Date ____________________________________
P.O. Number __________________________
Prepared by:
Kevin LaBarr
P: (585) 218-7390 ext 115
F: (585) 218-7394
Description
Hardware
Acceptance of this quote shall constitute your purchase order and authorization to ship in accordance herewith.
vSphere Standard Annual Maintenance
VEEAM BACKUP AND REPL STD FOR VMWARE NEW LICS
Fusion Digital, LLC
1844 Penfield Road
Penfield, NY 14526
P: (585) 218-7390
F: (585) 218-7394
Misc. Cabling, Fittings, and other
SonicWALL NSA 3600 Firewall Only
SonicWALL Content Filtering Service Premium
Fiber Optic Patch Cable - LC Male - LC Male - 2m - Aqua
SonicWALL SFP+ Transceiver Module
vCenter Server Standard Annual Maintenance
Synology Mounting Rail Kit for Storage Array
Fiber Optic Patch Cable - LC Male - LC Male - 1m - Aqua
Vmware
vSphere Standard
HORIZON VIEW STD 10PK CCU
HORIZON VIEW Annual Maintenance
Microsoft
P R O P O S A L
490 US HIGHWAY 33 WEST
BUILDING 2 UNIT 3 DATE PROPOSAL#
MILLSTONE TOWNSHIP, NJ 08535
08/26/15 1237
Phone: (908) 276-9200
Fax: (908) 276-9217 VALID THROUGH:
PROJECT#: 100-19
CUSTOMER: INSTALL AT:
Fairport Public Library Fairport Public Library
1 Fairport Village Landing 1 Fairport Village Landing
Fairport, NY 14450 Fairport, NY 14450
PH#
SALESPERSON TERMS
Brad Kingsburg Net 30 Days
# QTY PRODUCT DESCRIPTION SELL EACH SELL EXTEND
1 220 3521 Standard mag/box with built 38.00 8,360.00
in divider
2 14 3522 Large Mag/Box with built in 50.00 700.00
divider
3 11 3524 Newspaper Mag/Box with built 60.00 660.00
in divider
4 7 3525 Small Mag/box 28.00 196.00
5 10 3580 Mag/stak Counter Display for 175.00 1,750.00
magazines Includes 1 (12")
acrylic module for
magazines, 1 black counter
spinner base and a 2-sided
sign
6 1 freight freight 1,687.50 1,687.50
PRODUCT 11,666.00
DEPOSIT REQUIRED 0.00
FREIGHT 1,687.50
ACCEPTED BY____________________________
DATE ACCEPTED__________________________ =============
TOTAL 13,353.50
PAGE 1 OF 1
August ___, 2015
Via e-mail (.pdf) only to [email protected]
Office of the State Comptroller
Division of Local Government & School Accountability
PSU- CAP Submission
110 State Street, 12th Floor
Albany, New York 12236
Re: Fairport Public Library - Corrective Action Plan Submission
Report of Examination 2014M-354
Dear Sir / Madam:
Please accept this letter as the Fairport Public Library Board of Trustee’s (the “Board”) Corrective Action
Plan in response to your Report of Examination #2014M-354.
For each recommendation included in the audit report, the following are our corrective actions taken or
proposed. For recommendations where corrective action has not been taken or proposed, we have
included the following explanations.
Recommendation #1: Establish written policies and procedures for Library financial operations
including key financial areas and investments.
Implementation Plan of Action:
Although OSC audit staff was not able to provide a comprehensive list of policies that should be
established relating to financial operations, we have reviewed the policies of various libraries and
municipal organizations and received assistance from our CPA to develop a list of policies. Most are in
development and will be completed by the end of 2015. Going forward, the Board will annually review
and re-adopt the Library’s key financial policies during its Organizational Meeting.
The following policies were in place prior to the start of the OSC Audit:
Transfer of funds policy
Procurement Policy (GML §103)
Fund Balance Policy
Credit Card Policy
The following policies have been developed as a result of the audit report:
Investments and Deposit Policy (GML§§10 and 11) – adopted by the Board on 7/14/15
Claims Audit Policy and Procedure – adopted by the Board on 8/11/15
Conflicts of Interest – adopted by the Board on 8/11/15
Waiver of Fees and Fines – adopted by the Board on 8/11/15
Travel and Conference – adopted by the Board on 8/11/15
Whistle Blower– adopted by the Board on 8/11/15
The following policies are in development and will be in place by year end:
Cash Handling
Capital Asset Control
Implementation Date:
Some new policies have been adopted. Additional policies are being developed and will be adopted by
the Board on or before December 31, 2015.
Person(s) Responsible for Implementation:
Board of Trustees and Library Administration
Audit Recommendation #2: Establish and implement effective claims audit procedures to ensure that
the Board audits and approves all claims for payment before disbursements are made.
Implementation Plan of Action:
Library representatives and Fairport Central School District (the “District”) representatives are working
cooperatively to revise the existing claims audit/payment procedure so that all Library-specific claims are
reviewed and approved by the Board prior to issuance of payment. Several categories of payments
(payroll, utilities, lease payments, payroll-related benefits, etc.) which make up over 75% of the
Library’s budgeted expenditures have been categorically exempted from monthly pre-approval by past
OSC opinion. The Board intends to authorize the payment of those claims without monthly approval. All
other claims will now be processed each month, with the Board authorizing their payment at a duly called
meeting. Following the Board’s approval, the District will be given authorization to issue payment.
Implementation Date:
The Library will implement the new procedure on or before October 31, 2015. The Library is currently
in the final phases of a facility renovation project which is scheduled to be completed during October 2015
and our staff has requested that we postpone this new procedure until it is back in a functioning work
space.
Person(s) Responsible for Implementation:
The Board, Library Administration, and the District, as custodian of funds
Audit Recommendation #3: Ensuring that a Library official certifies the payroll before it is processed
and paid by the District and that the Library is paying the appropriate amount in payroll taxes.
Implementation Plan of Action:
Library representatives have met with District representatives to devise a procedure to meet the need to
certify payroll in advance of payment. Working collaboratively, a procedure has been devised to attain
this goal. The District will generate a report which details each of the Library’s payroll transactions that
pay period before each payroll is completed. The Library Director or her designee from the Library will
then certify the payroll report before payments are made. The payroll tax error has been resolved and no
future errors are expected.
Implementation Date:
The Library will implement the new procedure on or before October 31, 2015.
Person(s) Responsible for Implementation:
The Board, Library Administration, and the District, as custodian of funds
Audit Recommendation #4: Formally authorizing the opening and closing of Library bank accounts.
Implementation Plan of Action:
The Fairport Public Library Board of Trustees will continue to authorize the opening and closing of all
Library bank accounts and ensure that each such authorization is formally documented in the Board
minutes and that supporting documentation is retained in the Library’s files.
Implementation Date:
Accomplished
Person(s) Responsible for Implementation:
The Board and Library Administration
Audit Recommendation #5: Ensure that designated Library officials have read-only access to the
Library’s computerized accounting records and routinely review and monitor recorded activity.
Implementation Plan of Action:
The District will designate a computer in the District Office that Library officials can use to access
accounting records and generate reports to routinely review and monitor activity. The District will also
produce standard monthly reports and forward them to the Library. The Library Director will report to
the Board on this information and the Board will review the reports monthly.
Implementation Date:
The Library will implement the new procedure on or before September 30, 2015.
Person(s) Responsible for Implementation:
The Board, Library Administration, and the District, as custodian of funds
Audit Recommendation #6: Ensure that designated Library officials receive (or have on-line access
to) and review monthly bank reconciliations along with bank statements and canceled check images.
Implementation Plan of Action:
The Library Director will receive a copy of the bank statement on a monthly basis Library’s bank
statement s will be redirected to the Library Director and the Library Director will meet with a District
representative monthly to review the Library’s bank statements and monthly bank reconciliations, which
will continue to be prepared by the District as custodian of the Library’s funds.
Implementation Date:
The Library will implement the new procedure on or before September 30, 2015.
Person(s) Responsible for Implementation:
Library Director and the District, as custodian of funds
Audit Recommendation #7: Ensure the Director requires Library employees to enter all cash receipts
into the System and routinely generate, review, and reconcile the System cash receipt report to the cash
register and bank deposit records.
Implementation Plan of Action:
Recognizing that cash receipts which are not entered into the Integrated Library System (the “ILS”) are a
very small portion of the cash received by the Library, procedures will be formally written to clarify that
all cash receipts related to the functions of the Monroe County Library System (“MCLS”) ILS will be
entered into the ILS, as is current practice. The Library will adapt and begin to utilize the Rochester Public
Library model of audit trail reports generated from the ILS.
All cash receipts that are taken over the desk have been and will continue to be recorded in the cash
register. Formal procedures related to handling cash collected from the coin-op copier will be established
to ensure that all amounts collected are reconciled to the report of the number of copies made.
MCLS is in the process of generating and issuing a Request for Proposal (RFP) for a new ILS for all
system members. This process is outside of the control of the Library, but one of the identified goals of
RFP is to select an ILS with a more robust cash handling system. At this point, it is not efficient or cost
effective to record cash transactions that are not related to the ILS in the System, so that solution will need
to wait for the selection and implementation of a new ILS by MCLS.
Implementation Date:
Once MCLS has completed its RFP process and selected a new ILS, the Library will review the ILS’s
capabilities and determine what modifications, if any, will be made to our current procedures.
Person(s) Responsible for Implementation:
Library Administration
Audit Recommendation #8: Implement a policy or procedures requiring consistent handling of any
waivers of patron fines or fees, including supervisory approval.
Implementation Plan of Action:
Staff has developed and will implement a policy and specific procedures relating to the consistent handling
of any waivers of patron fines or fees.
Implementation Date:
A policy has been adopted. The Library will implement the new procedures on or before October 31,
2015.
Person(s) Responsible for Implementation:
Library Administration
Audit Recommendation #9: Develop a long-term plan that sets forth the Library’s financial objectives
and goals.
Implementation Plan of Action:
Library officials will develop a more forward-looking long-term financial plan that sets forth the Library’s
financial objectives and goals, and will consider utilizing the OSC template for a four-year budget plan.
Implementation Date:
The Library will implement the new procedure on or before October 31, 2015.
Person(s) Responsible for Implementation:
The Board and Library Administration
Audit Recommendation #10: Adopt budgets with realistic estimates of revenues, expenditures and the
amount of fund balance that will be available and used as a funding source.
Implementation Plan of Action
The Library will continue to adopt budgets with realistic estimates of revenues, expenditures, and the
amount of fund balance that will be available and used as a funding source. Fund balance use is, and will
continue to be, a year-by-year decision.
As noted in our response to the audit, we believe that the audit’s analysis of our fund balance does not
adequately reflect our need to maintain sufficient reserves to fund our operations while we are waiting for
the school district to collect taxes in the July through October time frame. A significant portion of our
fund balance is maintained in connection with that operational need and, without it, we could be forced to
engage in short-term borrowing at additional cost to the taxpayers. Moreover, as we explained, we
continue to be in the process of a capital improvement project and, in accordance with Governmental
Accounting Standards Board Statement No. 54, had previously assigned certain portions of the fund
balance for use in connection with that project. While we have been closely monitoring the allocation of
our fund balance for the past three years at the budget committee level, we will add clear communication
regarding that fund balance monitoring in our Board minutes as well.
The fund balance policy will be reviewed and updated annually.
Implementation Date:
Accomplished
Person(s) Responsible for Implementation:
The Board
Audit Recommendation #11: Develop a plan to use the unexpended surplus funds in a manner that
benefits the Library’s taxpayers, such as financing one-time expenses or setting aside portions for
specific future capital purposes.
Implementation Plan of Action:
The Library recently demonstrated, very effectively, how the Board planned for and utilized unexpected
fund balance to help finance the renovation of the Library’s existing facility. We agree with OSC’s
recommendation on this point, and are pleased that our actions are consistent with the recommendation.
In the future, the Board will ensure these decisions are clearly documented in the Board minutes so that
the taxpayers are aware of our efforts to maximize benefit to them.
Implementation Date:
Accomplished
Person(s) Responsible for Implementation:
The Board
These responses to the recommendations in the audit report were formally adopted by action of
the Board at a duly-called meeting held on August, ___, 2015. We have every confidence that these
responses are sufficient to satisfy our obligation to produce a Corrective Action Plan, but should you have
any questions, please contact our attorney, Robert Schofield, Esq., at Whiteman Osterman & Hanna LLP,
One Commerce Plaza, Albany, New York 12206, (518) 487-7616, [email protected], as he has been
closely involved in our efforts to complete this process.
Very truly yours,
Suzanne Stockman
President of the Board of Trustees
cc: Board of Trustees
Betsy Gilbert, Library Director
Robert Schofield, Esq.
