THE QUEENS BOROUGH PUBLIC LIBRARY...Board of Trustees Minutes of July 23, 2015 1 THE QUEENS BOROUGH PUBLIC LIBRARY BOARD OF TRUSTEES THURSDAY, JULY 23, 2015 M I N U T E S A regular

Board of Trustees Minutes of July 23, 2015

1

THE QUEENS BOROUGH PUBLIC LIBRARY

BOARD OF TRUSTEES

THURSDAY, JULY 23, 2015

M I N U T E S

A regular meeting of the Board of Trustees was held in the Hon. Robert T. Groh Board Room of

the Central Library, 89-11 Merrick Boulevard, Jamaica, New York, Thursday, July 23, 2015, at

7:48 p.m.

I. PRESIDED: Carl Koerner, Esq., Chairman of the Board

PRESENT: Adrienne Adams

Hon. Augustus Agate

Martha Baker

Judy E. Bergtraum, Esq., Vice Chair

Maria Concolino

Lenore R. Gall, Ed.D.

Matthew M. Gorton

Julissa Gutierrez

James Haddad, Esq. (by teleconference)

Haeda Mihaltses (arrived at 8:03 pm)

Michael E. Rodriguez, Esq., Treasurer

Edward Sadowsky, Esq. (left at 8 pm)

Robert Santos, Esq., Secretary

Eli Shapiro, Ed.D, LCSW

Earl G. Simons, Ed.D.

Gabriel Taussig, Esq.

Comptroller, Hon. Scott M. Stringer, Ex-officio

Represented by: Jimmy Yan

Speaker, Hon. Melissa Mark-Viverito, Ex-officio

Represented by: Eve Cho Guillergan, Esq.

Borough President, Hon. Melinda Katz, Ex-officio

Represented by: Elisa Velazquez, Esq.

Bridget Quinn-Carey

Interim President and Chief Executive Officer

EXCUSED: Jukay Hsu


2

II. MINUTES: BOARD OF TRUSTEES MEETING – June 25, 2015

It was moved by Judge Agate that the minutes of the Board of Trustees meeting of

June 25, 2015 be approved as submitted. The motion was seconded by Mr.

Sadowsky. The motion passed unanimously.

III. REPORT OF THE CHAIRMAN OF THE BOARD

The Chairman of the Board recommended that the Administrative Committee

meeting for August 13, 2015 be cancelled and all Trustees agreed.

The Board Chair stated that as a board we have accomplished a lot. We are

working on important revisions to the by-laws and the executive search that Ms.

Bergtraum will talk about. The list gets longer and longer. We made a

commitment to ourselves that everything would be transparent and deliberate and

this takes time. It is going to take a long time to rebuild this organization. We are

pressured to get things done, but we have to accept the fact that if we are going to

be transparent then we have to be prepared to forfeit expediency.

Mr. Sadowsky asked if we heard anything on the US Attorney investigation. The

Board Chair said we have not heard anything.

The Board Chair stated that the Vice Chair, Ms. Bergtraum, is the Chair of the

Search Committee.

Ms. Bergtraum informed the trustees that the Search Committee was formed, they

had a teleconference and they are moving ahead. Tomorrow, a list of search firms

will be interviewed who are very well known in the search area, have very good

reputations and include firms from all over the country. We will do our due

diligence to select a search firm as quickly as we can so that everyone has the

information. We will move ahead at the right pace and make this a very intensive

search to get the right person to move the library forward.

IV. COMMITTEE REPORTS

A. ADMINISTRATIVE COMMITTEE – July 9, 2015

The Chair of the Administrative Committee presented the report of the committee

meeting of July 9, 2015.

AT THE BOARD MEETING, MR. TAUSSIG, CHAIR, ADMINISTRATIVE

COMMITTEE, RECOMMENDED THAT THE REPORT ITEM(S) BE ACCEPTED

AND THE ACTION ITEM(S) BE APPROVED AS PRESENTED. THE MOTION WAS

MADE BY MS. BERGTRAUM AND SECONDED BY MR. SANTOS. THE MOTION

PASSED UNANIMOUSLY.


3

B. BUILDINGS & GROUNDS COMMITTEE – JULY 23, 2015

The Chair of the Buildings and Grounds Committee presented the report of the

committee meeting of July 23, 2015.

AT THE BOARD MEETING, MS. BERGTRAUM, CHAIR, BUILDINGS AND

GROUNDS COMMITTEE, RECOMMENDED THAT THE REPORT ITEM(S) BE

ACCEPTED AND THE ACTION ITEM(S) BE APPROVED AS PRESENTED. THE

MOTION WAS MADE BY MR. TAUSSIG AND SECONDED BY MR. SANTOS. THE

MOTION PASSED UNANIMOUSLY.

C. COMMITTEE ON STANDARDS – JULY 9, 2015

The Chair of the Committee on Standards reported on the committee meeting of

July 9, 2015.

AT THE BOARD MEETING, MR. GORTON, CHAIR, COMMITTEE ON STANDARDS

RECOMMENDED THAT THE REPORT ITEM(S) BE ACCEPTED AS PRESENTED.

THE MOTION WAS MADE BY JUDGE AGATE. THE MOTION WAS SECONDED

MR. TAUSSIG. THE MOTION PASSED UNANIMOUSLY.

D. COMMITTEE ON STANDARDS – JULY 23, 2015

The Chair of the Committee on Standards reported on the committee meeting of

July 23, 2015.

AT THE BOARD MEETING, MR. GORTON, CHAIR, COMMITTEE ON STANDARDS

RECOMMENDED THAT THE REPORT ITEM(S) BE ACCEPTED AS PRESENTED.

THE MOTION WAS MADE BY JUDGE AGATE. THE MOTION WAS SECONDED

MR. TAUSSIG. THE MOTION PASSED.

V. INTERIM PRESIDENT’S REPORT

1. Interim President’s Report

The Interim President reported on the following:

STAFFING: The Library has been regularly communicating with John

Hyslop and Local 1321 to keep them updated. Positions for frontline staff

are being posted this week. Outreach will include job fairs, open houses,

posting a teaser on the QL website, using social media, buying ads on the

library listservs, including a recruitment pitch in our internal and external

publications. For other key positions, recruitment is actively underway.

We are being deliberative; we need to get the right people.

HOURS across the borough will be 10am – 5pm on Saturdays (currently

Flushing and Central are 9am – 7pm but we are considering additional


4

hours during the week at those locations). Hours at Kew Gardens Hills

will be on Sunday instead of Saturday.

CAPITAL: CCTV/Security Cameras will be installed at nine locations;

ADA accessibility will be completed at three locations; renovations will

be made at four locations; building expansion will begin at Arverne; we

have received supplemental funding for the budget shortfall for the New

Hunters Point; Far Rockaway will have a new facility and North Forest

Park and Richmond Hill libraries will be renovated. As for infrastructure,

Flushing Library will have a new elevator installed; six locations will have

HVAC replacement; three locations will have roof replacements; and one

location will have masonry restoration.

PENINSULA: The cost was $3.6 million to rebuild. We are in the process

of purchasing almost 39,000 new items for loan, 33,000 of which are

books. We plan to reopen for public service on August 18 unless there are

delays.

EARLY LITERACY: NYC First Lady Chirlane McCray and Deputy

Mayor Richard Buery visited Jackson Heights Library as part of a

citywide campaign highlighting the importance of early learning. A visit

with Health Commissioner Basset is set for Corona next week. Both are

important partners in Queens Library’s early learning initiatives. City’s

First Readers Initiative received almost $300,000 citywide additional this

FY, but not sure yet of the percentage that will come to Queens Library. It

is good news all around.

IDNYC: This program continues to be a mutually advantageous

partnership. More than 40 thousand IDNYC cards have been processed at

Central and Flushing Libraries in the first six months. It is providing a

valuable public service and more than 900 people have linked their

IDNYC to their Queens Library card account so it is a library marketing

tool as well. A pop-up sign-up event is being discussed for other library

locations.

COMMUNICO: This is a digital platform for web, mobile and digital

screens and Queens Library is one of the first US libraries to pilot using it.

The company is providing it at no cost as part of the pilot. We are using

them to manage our information screens, such as the ones in Central. We

are piloting a new splash page for our customers who use PCs and our wifi

connections. The service has a Google search box and every time a user

clicks on it, Communico will receive an amount from Google and Queens

Library will receive a percentage. This is a potential source of additional

funding.

UPK: Construction is proceeding on schedule. We anticipate opening on

time with 36 students.


5

K2K: Kick off to kindergarten was piloted in five branches and we are

expanding to eight branches. The evaluation of this first phase showed that

65% of the children spoke a language other than English at home and

85.5% made measurable gains in pre-reading skills. The program is

intended to provide high-intensity training and modeling to support

parents as their child’s first teachers. It is a unique curriculum that Queens

Library developed in NYC. It is grant-funded and we hope to expand.

STACKS is a new, more formal version of our current afterschool

programs. Students have to enroll and commit to attending at least three

times a week. The content is provided in a new, evidence-based

curriculum focused on the needs of our afterschool students. We will be

measuring and evaluating achievements. Results and attendance are more

measurable for our grant funders and will encourage a higher quality

program.

2. External Meetings and Outreach Activities – June 16, 2015 – July 15,

2015

The Interim President presented and discussed the attached External

Meetings and Outreach Activities from June 16, 2015 – July 15, 2015.

3. Key Performance Indicators – June 2015

The Interim President presented the attached report of key performance

indicator statistics for June 2015.

E. AUDIT COMMITTEE – JULY 9, 2015

The Chair of the Audit Committee presented the report of the committee meeting of

July 9, 2015.

AT THE BOARD MEETING, MRS. MIHALTSES, CHAIR, AUDIT COMMITTEE,

RECOMMENDED THAT THE REPORT ITEM(S) BE ACCEPTED AND THE ACTION

ITEM(S) BE APPROVED AS PRESENTED. THE MOTION WAS MADE BY JUDGE

AGATE AND SECONDED BY MR. SANTOS. THE MOTION PASSED

UNANIMOUSLY.

AT 8:19 PM, IT WAS MOVED MRS. MIHALTSES THAT THE MEETING MOVE

INTO EXECUTIVE SESSION. THE MOTION WAS SECONDED BY JUDGE AGATE.

THE MOTION PASSED UNANIMOUSLY.

AT 10:59 PM, IT WAS MOVED BY MRS. MIHALTSES THAT THE MEETING MOVE

OUT OF EXECUTIVE SESSION. THE MOTION WAS SECONDED BY MS.

BERGTRAUM. THE MOTION PASSED UNANIMOUSLY. THE FOLLOWING

RESOLUTION WAS PROVIDED:


6

Tonight the Queens Library Board met in executive session to hear the

preliminary findings of our general counsel regarding the Comptroller's

investigation as they relate to our Interim President/CEO. The credit card charges

highlighted by the Comptroller are predominantly purchases of goods and

services for Library business. Some of the charges require further review after

consideration of appropriate tax regulations. The Board will wait for the full

review before taking further action which could include requesting reimbursement

for such charges or reporting them as additional income for the employee

involved. Since the date of these charges this Board has imposed even greater

standards for incurring and documenting purchases. The Board reminds our

entire staff that strict adherence to Library policies regarding expenditures is a

cornerstone of a well-run organization worthy of the public's trust.

IT WAS MOVED BY JUDGE AGATE THAT THE MEETING BE ADJOURNED. THE

MOTION WAS SECONDED BY MS. BAKER. THE MOTION PASSED UNANIMOUSLY.

There being no further business, the meeting adjourned at 11:02 pm.

________________________ Robert Santos, Esq.

Secretary Attachments (8)

1) Report of the Interim President and CEO

2) External Meetings and Outreach Activities – June 16, 2015 – July 15, 2015

3) Key Performance Indicators – June 2015

4) Administrative Committee Report – July 9, 2015

5) Audit Committee Report – July 9, 2015

6) Buildings and Grounds Committee Report – July 23, 2015

7) Committee on Standards Report – July 9, 2015

8) Committee on Standards Report – July 23, 2015


Attachment 1

7


Attachment 1

8


Attachment 2

9

AGENDA ITEM: INTERIM PRESIDENT’S EXTERNAL

MEETINGS AND OUTREACH ACTIVITIES

June 16, 2015 – July 15, 2015

June 17, 2015 Meeting with donor, Lisa Steiner, for visit of Central

Library

Speaker at Community Board 12 meeting, Trustee

Adams in attendance

June 18, 2015 Meeting with Eric Gioia and Foundation Board

members

June 19, 2015 Teleconference with Christopher DelGiudice and

Nicholas Antenucci of Wilson Elser

June 21, 2015 Borough President’s 2nd

Annual Immigration Resource

Fair, Flushing Library

June 22, 2015 Teleconference with Board Chair Carl Koerner and

Labor Relations Committee Chair Michael Rodriguez

Teleconference with Kathleen Almanzar, Director,

Office of Immigrant Initiatives, DYCD

Introduction at NY Philharmonic event at Cunningham

Park

June 23, 2015 Teleconference with Standards Committee Chair

Matthew Gordon

NY1 with Lina Klebanov of Time Warner regarding

their partnership with Queens Library and exhibits at

Central Library

Teleconference with Michael Woloz, Jeff Rodus and

Marty McLaughlin of Connelly McLaughlin & Woloz

Inaugural meeting with Jamaica NOW Leadership

Council at Queens Borough Hall


Attachment 2

10

June 24, 2015 Interview with Shelley Goldberg, NY1 at Chelsea

Studios

Teleconference with Standards Committee Chair

Matthew Gordon

Queens Museum Gala

June 25, 2015 UPK Graduation Ceremony, Woodhaven Library

June 30, 2015 Teleconference with Board Chair Carl Koerner and

Audit Committee Chair Haeda Mihaltses

July 1, 2015 QLF Committee Meeting by teleconference

July 7, 2015 DDC presentation of Glendale Library finishes

Meeting with John Hyslop, President Local 1321

July 9, 2015 QLF Committee Meeting by teleconference

Teleconference with Standards Committee Chair

Matthew Gordon

July 13, 2015 Presentation at Summer Library Science Class, Queens

College

July 15, 2015 Visit from First Lady Chirlane McCray and Deputy

Mayor Buery at Jackson Heights Library as part of a

five-borough tour of early childhood programs

Teleconference with Michael Woloz, Jeff Rodus and

Marty McLaughlin of Connelly McLaughlin & Woloz

Teleconference with Christopher DelGiudice and

Nicholas Antenucci of Wilson Elser

Investing in Libraries appreciation event at NYPL


Attachment 3

11

Interim President’s Report – Key Performance Indicators Queens Borough Public Library

July 1, 2014 through June 30, 2015

Agency Circulation

% Change

from last

year

In person

visits

% Change

from last

year

Program

Attendance

% Change

from last

year

Reference Notes

Arverne 233,881 85.72 % 114,133 255.90% 8,323 28.24% 8,235 4,6

Astoria 82,715 -9.86 % 91,472 -1.75% 10,260 -27.15% 20,130 6

Auburndale 153,773 -17.69 % 76,978 -1.91% 7,730 31.24% 17,838 6

Baisley Park 43,669 -29.73 % 58,534 -15.21% 4,079 59.59% 21,721 1,6

Bayside 429,467 -20.60 % 193,502 -6.57% 10,260 -0.71% 44,511 6

Bay Terrace 102,700 -22.43 % 81,446 -21.54% 11,903 -8.22% 34,285 6

Bellerose 115,636 52.91 % 82,717 141.62% 5,355 557.86% 23,713 1,2,6

Briarwood 176,229 -7.32 % 122,603 -2.67% 20,073 11.39% 16,508 6

Broadway 242,302 -26.83 % 258,809 -12.04% 10,157 -35.83% 9,436 6

Broad Channel 89,691 -5.34 % 22,313 46.19% 798 39.75% 68 6

Cambria Heights 99,817 -24.80 % 191,229 -4.49% 29,942 108.84% 14,380 6

Corona 213,998 -15.54 % 229,162 -4.70% 25,851 -14.27% 26,082 6

Court Square 83,085 16.42 % 77,837 24.58% 3,209 -29.32% 22,849 6

Douglaston 115,092 -10.48 % 97,706 11.43% 5,108 26.19% 20,226 6

East Elmhurst 56,527 -19.20 % 75,903 13.98% 10,811 -10.72% 7,298 6

East Flushing 106,499 -26.92 % 61,165 -12.26% 3,200 6.35% 12,091 6


Attachment 3

12

Agency Circulation

% Change

from last

year

In person

visits

% Change

from last

year

Program

Attendance

% Change

from last

year

Reference Notes

Elmhurst 309,686 -15.10 % 145,969 -24.27% 1,045 -56.82% 28,086 6

Far Rockaway 144,156 -8.05 % 182,819 -1.02% 13,841 24.63% 25,308 6

Forest Hills 423,630 -21.64 % 324,552 -3.25% 22,995 7.16% 174,687 6

Fresh Meadows 614,577 29.24 % 227,973 22.62% 12,906 61.02% 87,663 6

Glen Oaks 354,974 -25.62 % 155,864 -11.79% 21,872 55.24% 48,767 2,6

Glendale 90,161 -4.67 % 60,938 0.24% 3,140 41.51% 8,961 6

Hillcrest 219,687 -23.84 % 115,656 -11.18% 4,199 17.42% 9,964 6

Hollis 69,916 -42.24 % 57,448 -38.89% 2,259 -56.91% 5,841 1,6

Howard Beach 138,476 -10.33 % 88,799 -12.96% 3,804 -8.36% 17,071 6

Jackson Heights 469,410 -16.09 % 418,384 -6.19% 20,972 -1.80% 88,405 6

Kew Gardens

Hills

109,744 -16.17 % 96,362 1.87% 1,436 17.51% 26,425 6

Langston Hughes 90,685 -19.34 % 164,427 -2.62% 19,773 -4.56% 20,171 6

Laurelton 84,194 -20.32 % 127,654 -0.66% 18,565 26.74% 51,819 6

Lefferts 132,767 -32.91 % 152,700 -30.29% 19,896 9.17% 46,394 1,6

Lefrak City 100,777 -12.47 % 131,764 -1.90% 9,238 -12.09% 11,888 6

Long Island City 144,624 -19.04 % 164,596 6.49% 41,124 3.39% 33,682 6

Maspeth 209,548 -12.67 % 138,861 -8.59% 4,831 20.99% 28,348 6


Attachment 3

13

Agency Circulation

% Change

from last

year

In person

visits

% Change

from last

year

Program

Attendance

% Change

from last

year

Reference Notes

McGoldrick 183,752 -32.62 % 121,961 -18.14% 19,465 44.64% 30,409 6

Middle Village 77,702 -20.00 % 42,208 -16.18% 825 28.71% 5,769 6

Mitchell-Linden 204,184 2.27 % 138,116 8.68% 17,447 108.02% 37,165 2,6

North Forest Park 130,644 -21.28 % 88,016 -6.13% 1,588 -33.45% 21,894 6

North Hills 119,830 -16.30 % 99,299 -9.13% 9,008 -9.33% 25,296 6

Ozone Park 150,755 -3.43 % 106,293 32.47% 6,811 -3.29% 19,103 6

Peninsula 55,163 -4.30 % 29,109 X 2,583 46.93% 5,098 4,6

Pomonok 101,605 -17.30 % 81,353 -16.27% 8,694 -8.63% 11,805 6

Poppenhusen 93,008 -13.39 % 74,256 -4.42% 4,373 -25.03% 15,377 6

Queensboro Hill 115,460 227.82 % 129,685 268.65% 8,423 X 15,435 2,6

Queens Village 133,850 -12.41 % 107,155 -2.68% 13,350 -21.03% 12,216 6

Rego Park 197,948 -16.86 % 183,785 -6.50% 7,683 57.15% 19,705 6

Richmond Hill 182,448 -12.92 % 173,638 3.38% 37,059 44.29% 62,739 2,6

Ridgewood 195,087 -14.14 % 305,853 13.03% 41,554 -2.19% 57,263 6

Rochdale Village 54,404 -30.89 % 96,303 -22.98% 8,745 29.90% 10,324 1,2,6

Rosedale 30,601 -58.64 % 38,321 -59.97% 3,816 -44.82% 8,397 1,6

Seaside 155,319 51.92 % 89,310 44.69% 11,984 21.26% 25,170 4,6


Attachment 3

14

Agency Circulation

% Change

from last

year

In person

visits

% Change

from last

year

Program

Attendance

% Change

from last

year

Reference Notes

South Hollis 62,145 10.78 % 84,628 -29.12% 4,379 -27.60% 41,945 6

South Jamaica 66,262 -4.25 % 142,181 17.02% 19,334 88.22% 18,327 6

South Ozone

Park

104,340 -4.24 % 85,284 -0.39% 5,061 -5.75% 26,976 6

St. Albans 75,321 -16.18 % 102,737 5.03% 5,040 42.65% 3,601 6

Steinway 256,226 -13.34 % 215,573 -6.84% 26,557 -23.33% 17,962 6

Sunnyside 213,463 -24.92 % 208,670 -8.61% 16,675 3.01% 37,503 1,6

Whitestone 146,197 -12.25 % 88,771 -8.50% 8,271 111.86% 43,951 6

Windsor Park 161,654 -25.42 % 109,978 -10.53% 6,938 -3.55% 22,584 6

Woodhaven 145,610 8.00 % 119,566 13.06% 17,742 61.64% 17,190 2,6

Woodside 166,771 -15.86 % 160,820 4.10% 24,668 11.98% 33,330 6

Community Libraries Total

9,631,842 -12.50 % 9,715,739 -0.24% 727,028 11.67% 1,659,385

Central Library

Adult Learning

Center

2,665 -19.75 % 27,569 -55.05% 2,439 54.27% 7,627 6,7

Elmezzi LIC Adult

Learning Center 1,778 -22.73 % 60,008 4.76% 0 0.00% 1,174 6

Elmhurst Adult

Learning Center

100 -11.50 % 24,310 2.26% 8,001 97.95% 2,335 6


Attachment 3

15

Agency Circulation

% Change

from last

year

In person

visits

% Change

from last

year

Program

Attendance

% Change

from last

year

Reference Notes

Flushing Adult

Learning Center 8,689 -22.16 % 87,539 -16.35% 8,794 66.65% 1,531 6

Peninsula Adult

Learning Center 42 -17.65 % 0 0.00% 0 0.00% 0 6

Rochdale Adult

Learning Center 304 -17.62 % 0 0.00% 0 0.00% 193 6

Steinway Adult

Learning Center 2,158 -17.85 % 0 0.00% 4,510 45.16% 981 6

Adult Learning

Center Total 15,736 -21.10 % 199,426 -19.27% 23,744 69.52% 13,841 6

Central Adult

Fiction 96,664 -3.83 %

Central Adult

Fiction – Ask at

Desk

34,511 -19.35 %

Central Adult

Non-Fiction 193,430 -8.96 %

Central Adult

Non-Fiction – Ask

at Desk

125,657 -11.49 %

Central

International

languages

12,613 -22.54 %

Central

International

Languages – Ask

at Desk

5,226 -10.01 %

Central Library

Current

Collection

33,355 -5.69 %


Attachment 3

16

Agency Circulation

% Change

from last

year

In person

visits

% Change

from last

year

Program

Attendance

% Change

from last

year

Reference Notes

Central Library

Fine Arts/Media

Center

589,970 -20.42 %

Central Library

Others 68,180 -14.48 %

Central Library

Hot Picks 26,921 -34.92 %

Central Library

Interloan 1,334 1.52 %

Central Library

Job Info Center 2,693 -17.85 %

Central Library

Young Adult

Room

87,131 -9.85 %

Children’s Library

Discovery Center 378,205 -9.12 % 279,605 -18.49% 27,021 0.95% 49,370 6

Central Total 1,616,441 -14.34 % 1,372,189 -5.47% 78,203 23.10% 403,221 3,6

Flushing 1,597,853 -24.16 %

Flushing IRC 33,198 -19.83 %

Flushing Job Info

Center (JIC) 1,703 -48.66 %

Flushing Media

Center 9,732 50.12 %


Attachment 3

17

Agency Circulation

% Change

from last

year

In person

visits

% Change

from last

year

Program

Attendance

% Change

from last

year

Reference Notes

Flushing Total 1,702,486 -23.55 % 1,846,698 6.90% 53,224 -9.67% 244,633 6

E-book and E-

Magazines 544,092 1.91 %

Virtual Music and

Movies 403,026 266.04 %

Virtual Library

Total 947,118 47.07 % 5

Langston Hughes

Black Heritage 8,043 -28.39 %

Queens Village

Mail-A-Book 60,189 -0.65 % 2,264 -13.46%

Miscellaneous

Other 8,708 -12.68 %

Miscellaneous

Total 621,033 0.87 %

System Total 13,990,857 -11.84 % 11,287,976 -1.31% 885,242 9.96% 2,307,245

Website Visits 7,854,101 31.44%


Attachment 3

18

Agency Circulation

% Change

from last

year

In person

visits

% Change

from last

year

Program

Attendance

% Change

from last

year

Reference Notes

Wireless Use 453,555 29.16% 8

Computer

Sessions 2,985,400 -2.86%

Notes:

1 -- Library closed for renovation during a portion of the current fiscal year.

2 -- Library closed for renovation during a portion of last fiscal year.

3 -- Central Library partially closed during renovation in current fiscal year.

4 -- Closed/Partially closed due to damage from Hurricane Sandy.

5 – Formerly called All E-Content; Streaming e-content metrics started 2/2014

6 - Monthly reference data only available since April 2014

7 - CEL ALC moved from Annex to CEL branch starting Jan 2015 - no accurate gate count possible

8 - Jan and Feb 2015 wireless session count unavailable

Report of Administrative Committee Meeting – July 9, 2015

Attachment 4

19


BOARD OF TRUSTEES

MEETING OF THE ADMINISTRATIVE COMMITTEE

July 9, 2015

REPORT

A meeting of the Administrative Committee of the Board of Trustees was held in the Hon. Robert

T. Groh Board Room of the Central Library, 89-11 Merrick Boulevard, Jamaica, New York, on

Thursday, July 9, 2015 at 7:21 p.m.

PRESIDED: Gabriel Taussig, Esq.

Chair, Administrative Committee

PRESENT: Judy Bergtraum, Esq.

Maria Concolino

Matthew Gorton

Haeda Mihaltses

Michael Rodriguez, Esq.

Edward Sadowsky, Esq.


Carl Koerner, Esq.

Chairman of the Board, Ex-officio

Bridget Quinn-Carey

Interim President and CEO

Tracy Yogman,

Vice President, Finance & CFO

Lewis Finkelman, Esq.

General Counsel

EXCUSED: Julissa Gutierrez

GUESTS: Adrienne Adams

Lenore Gall, Ed.D.


Public Advocate, Hon. Letitia James, Ex-officio

Represented by: Larry Schimmel, Esq.






Attachment 4

20


BOARD OF TRUSTEES

MEETING OF THE ADMINISTRATIVE COMMITTEE

July 9, 2015

REPORT

I. Action Items(s)

1. FY’16 City General Fund Budget Modifications

It was moved by Mr. Taussig that the Administrative Committee recommend to the

Board of Trustees, the modification of the Fiscal Year 2016 City Fund Budget as

follows:

The motion was seconded by Mr. Sadowsky. The motion passed unanimously.

II. Report(s)

1. Government Grants Secured – Fiscal Year 2015 –

July 1, 2014 through June 30, 2015

The Interim President provided a report on government grants secured for fiscal

year 2015.

Estimated Revenues

Appropriations from the City of N.Y. + $ 600,998

Total Estimated Revenues + $600,998

Appropriations

Health Insurance + $557,998

Contractual Services + 3,000

Technology Equipment - Council District 22 + 5,000

Programs - Pomonok + 5,000

Programs - Briarwood + 5,000

Programs - Council District 31 + 25,000

Total Appropriations

+

$600,998


Attachment 4

21

2. Personnel Report – 5/16/15 – 6/15/15

The Interim President provided a report on personnel for the period May 16, 2015

through June 15, 2015.

IT WAS MOVED BY MR. RODRIGUEZ THAT THE MEETING BE ADJOURNED. THE

MOTION WAS SECONDED BY MR. SADOWSKY. THE MOTION PASSED

UNANIMOUSLY.

There being no further business, the meeting adjourned at 7:26 p.m.

______________________________

Gabriel Taussig, Esq., Chair,

Administrative Committee

Report of Audit Committee Meeting – July 9, 2015

Attachment 5

22


BOARD OF TRUSTEES

MEETING OF THE AUDIT COMMITTEE

July 9, 2015

REPORT

A meeting of the Audit Committee of the Board of Trustees was held in the Hon. Robert T. Groh

Conference Room at the Central Library, 89-11 Merrick Boulevard, Jamaica, New York, on

Thursday, July 9, 2015 at 5:34 p.m.

PRESIDING: Haeda Mihaltses, Chair, Audit Committee

PRESENT: Judy Bergtraum, Esq.



Carl Koerner, Esq.

Chairman of the Board

Bridget Quinn-Carey


Tracy Yogman

Vice President, Finance & CFO


General Counsel

EXCUSED: Robert Santos, Esq.

GUESTS: David J. Spara, CPA, MBA

Toski & Co., P.C. (by video conference)

Adrienne Adams – arrived at 5:38 pm

Maria Concolino

Lenore Gall, Ed.D.

Matt Gorton – arrived at 6:14 pm








Speaker, Hon. Melissa Mark-Viverito


Report of Audit Committee Meeting – July 9, 2015

Attachment 5

23


BOARD OF TRUSTEES

MEETING OF THE AUDIT COMMITTEE

JULY 9, 2015

REPORT

PUBLIC SESSION

1. A Review of the Audit Plan

The External Auditor, David J. Spara, of Toski & Co., P.C., participated by video conference. He

discussed the General Audit Plan dated June 30, 2015.

AT 6:20 PM, IT WAS MOVED BY MR. SADOWSKY THAT THE MEETING MOVE

INTO EXECUTIVE SESSION TO DISCUSS LEGAL AND PERSONNEL MATTERS.

THE MOTION WAS SECONDED BY MR. TAUSSIG. THE MOTION PASSED

UNANIMOUSLY.

All staff left the meeting with the exception of the General Counsel.

AT 7:18 PM, IT WAS MOVED BY MR. TAUSSIG THAT THE MEETING MOVE OUT

OF EXECUTIVE SESSION. THE MOTION WAS SECONDED BY MS.

BERGTRAUM. THE MOTION PASSED UNANIMOUSLY.

2. Action Resulting from Executive Session Discussion

IT WAS MOVED BY MRS. MIHALTSES THAT THE GENERAL COUNSEL IS

REQUESTED TO REVIEW THE ALLEGATIONS AS RELATED TO THE INTERIM

PRESIDENT & CEO IN THE REPORT OF THE COMPTROLLER’S

INVESTIGATION OF QUEENS BOROUGH PUBLIC LIBRARY DATED JULY 7,

2015 AND REPORT BACK TO THE AUDIT COMMITTEE. THE GENERAL

COUNSEL IS AUTHORIZED TO ENGAGE SUCH REASONABLE ASSISTANCE AS

DEEMED NECESSARY FOR THE ASSIGNMENT MADE. THE MOTION WAS

SECONDED BY MR. TAUSSIG. THE MOTION PASSED UNANIMOUSLY.

IT WAS MOVED BY MRS. MIHALTSES THAT THE MEETING BE ADJOURNED. THE

MOTION WAS SECONDED BY MR. TAUSSIG. THE MOTION PASSED

UNANIMOUSLY.


_____________________________

Haeda Mihaltses

Chair, Audit Committee

Report of Buildings and Grounds Committee Meeting – July 23, 2015

Attachment 6

24


BOARD OF TRUSTEES

MEETING OF THE BUILDINGS AND GROUNDS COMMITTEE

July 23, 2015

REPORT

A meeting of the Buildings and Grounds Committee was held on Thursday, July 23, 2015 at 6:16

p.m. in the Hon. Robert T. Groh Board Room, Central Library, 89-11 Merrick Boulevard, Jamaica,

New York.

PRESIDED: Judy E. Bergtraum, Esq., Chair of Committee


Julissa Gutierrez



Robert Santos, Esq.



Carl Koerner, Esq.

Chairman of the Board, Ex-officio

Bridget Quinn-Carey


Dennis Verriello

Director, Facilities and Environmental Services

Kwok Yim

Director, Capital Projects

GUESTS: Martha Baker

Hon. Augustus Agate

Maria Concolino

Lenore R. Gall, Ed.D.

Matthew M. Gorton

Haeda Mihaltses



Mayor, Hon. Bill de Blasio, Ex-officio

Represented by: Lydon Sleeper-O’Connell

Comptroller, Scott M. Stringer, Ex-officio







Attachment 6

25


BOARD OF TRUSTEES

MEETING OF THE BUILDINGS AND GROUNDS COMMITTEE

July 23, 2015

REPORT

The Buildings and Grounds Committee presented the following action item(s) for

approval and report item(s) for acceptance:

Action Item (s)

1. City Capital Funding for FY’16

It was moved by Ms. Bergtraum that the Buildings & Grounds Committee

recommend to the Board of Trustees acceptance of the recommendations of the

Capital Projects Management Team to allocate $10,000,000 in system-wide capital

funding for projects as prioritized in the Library’s Ten Year Capital Plan.

INFRASTRUCTURE PROJECTS

Library Project Description Estimated Cost

Queens Village HVAC $1,000,000

Queens Village Roof $750,000

Ridgewood Masonry $1,475,000

Hillcrest Roof $750,000

Hillcrest HVAC $750,000

Queensboro Hill HVAC $800,000

Seaside HVAC $300,000

Laurelton Roof $800,000

Middle Village HVAC $750,000

Jackson Heights HVAC $850,000

Total $8,225,000

The motion was seconded by Mr. Sadowsky. The motion passed unanimously.

RENOVATION PROJECTS

Library Project Description Estimated Cost

Glendale Project shortfall $500,000

Richmond Hill Added scope for Pass-through Project $1,275,000

Total $1,775,000

Grand Total $10,000,000


Attachment 6

26

Report(s)

1. Maintenance, Repair & Renovation

Maintenance, repair or renovation purchases awarded between June 1, 2015 and June 30,

2015 in excess of $5,000 are provided below for informational purposes. Approved

procurement procedures were executed in accordance with Board Purchasing Policy,

including all items purchased by utilizing Board of Trustee approved Requirements

Contracts, Government Requirements Contracts, competitive quotations or in response to

emergency conditions as a matter of health and safety.

Broadway Tournesol Siteworks LLC to fabricate and deliver exterior

furniture for installation - $12,160.00

Flushing Architectural Tile, Restoration, LLC. to perform

emergency disinfectant and remedial cleaning of four

restrooms as required - $8,622.00

BAF Refrigeration to perform emergency repairs for failed

A/C unit in the data recovery room - $6,791.00

Rochdale Hon Company c/o AR Kropp & Sons to deliver and install

furniture as required - $19,873.00

IT WAS MOVED BY MS. BERGTRAUM THAT THE MEETING BE ADJOURNED.

THE MOTION WAS SECONDED BY MR. SADOWSKY. THE MOTION PASSED

UNANIMOUSLY.


_______________________

Judy Bergtraum, Esq., Chair

Buildings and Grounds

Report of the Committee on Standards of July 9, 2015

Attachment 7

27


BOARD OF TRUSTEES

MEETING OF THE COMMITTEE ON STANDARDS

July 9, 2015

A meeting of the Committee on Standards of the Board of Trustees was held at 7:27 p.m. on

Thursday, July 9, 2015, in the Hon. Robert T. Groh Conference Room of the Central Library, 89-11

Merrick Boulevard, Jamaica, New York, 11432.

PRESIDING: Matthew Gorton

Chair, Committee on Standards


Maria Concolino

Lenore Gall, Ed.D.

Haeda Mihaltses




Carl Koerner, Esq.

Board Chair, Ex-officio

Bridget Quinn-Carey



General Counsel

EXCUSED: Martha Baker

Jukay Hsu

GUEST(S): Judy Bergtraum, Esq.









Attachment 7

28


BOARD OF TRUSTEES


July 9, 2015

REPORT

Report(s)

1. By-Law Revisions

The Committee Chair continued the committee’s conversations from last month about the

Library Board's by-laws, looking specifically at the role of the Board Officers, their role &

responsibilities, board office elections and terms of office, etc. Further conversation on this

topic will continue at future meetings. [The Committee needs to spell out the duties before a

trustee agrees to take the position.] Another Standards Committee meeting is scheduled for July

23, where discussion and deliberation will continue on additional issues related to reforming the

by-laws.

After the Committee Chair read the description of each of the board offices, the following

comment/suggestions relative to the powers and duties of each were noted:

Chairman

Presiding officer of the Board

Provides counsel to the President and CEO

Provides direction to the Board

Vice Chair

Assists Chair

Acting Chair in Chairman’s absence

Secretary

Consensus that a more explicit outline of the Secretary’s role be included in the by-

laws.

Secretary attests to the legitimacy of the minutes.

Suggestion is to add a signage regarding the accuracy of the minutes; consider whether

Secretary will certify resolutions.


Attachment 7

29

The responsibility is the Secretary’s to be sure that all meeting notices are sent 72 hours

in advance and that public notices are on the website. Practically speaking, the

Secretary doesn’t send these out, but it is part of the Secretary’s oversight role.

There was discussion on whether there should be a backup position for the Secretary or

should the Secretary just appoint one – on an as-needed basis.

Also discussed, was whether it is the Secretary’s role to prepare the calendar of

meetings for the year, as historically it was prepared by the Chairman of the Board.

Treasurer

Ideally, Treasurer will have experience in finance related area.

Should by-laws mandate that the Treasurer have relevant experience? After discussion,

it was stated that this will be considered at the election.

There was discussion about how other organizations organize Finance, Investments and

Budget roles.

Treasurer should be the Chair of Finance Committee and should serve on the Executive

committee.

Should the by-laws be the framework or descriptive? A suggestion was to separate the

by-laws from the process; by-laws are more of a constitution; we can create policy

manuals or handbooks.

Treasurer should meet quarterly with the CFO to review the policies.

Note that the Chair of Finance is an ex-officio member of the Queens Library

Foundation.

Assistant Treasurer

No additional responsibilities were suggested

Will serve as ex-officio on QLF Board in absence of the Treasurer

Nominating Committee and Elections

The Committee Chair opened the discussion regarding the Nominating Committee. There was

discussion on whether the Nominating Committee was necessary and different approaches to

nominating candidates for office. Nominating Committee is a mechanism to create the slate of

Board officers. Historically, Queens Library’s Nominating Committee was appointed by Chairman

of the Board and then full board voted on the Chairman’s recommendation. There was discussion

regarding whether the Nominating Committee can/should nominate someone for an office who is

serving on the Nominating Committee.


Attachment 7

30

Terms of Office

There was discussion about pros and cons of term limits. The consensus is that we should have

term limits. It was stated that the terms should be January – December but terms as an officer may

not be the same as the term as a board member. There was also discussion about not taking a vote

this year, but starting this in 2016 and re-electing every other year. General Counsel stated that

there is a provision that an officer can be removed at any time. The Committee Chair stated that

there are a few different opinions and the committee will determine how best to move forward on

the term limit details.

At the next Committee on Standards meeting scheduled for July 23, there will be another topic for

discussion. By September/October, we should have a revised draft of by-laws.

IT WAS MOVED BY MS. GALL THAT THE MEETING BE ADJOURNED. THE

MOTION WAS SECONDED BY MR. SIMONS. THE MOTION PASSED

UNANIMOUSLY.


___________________________

Matthew Gorton, Chair

Committee on Standards


Attachment 8

31


BOARD OF TRUSTEES


July 23, 2015

A meeting of the Committee on Standards of the Board of Trustees was held at 6:41 p.m. on

Thursday, July 23, 2015, in the Hon. Robert T. Groh Conference Room of the Central Library,

89-11 Merrick Boulevard, Jamaica, New York, 11432.

PRESIDING: Matthew Gorton (arrived at 6:57 pm)

Chair, Committee on Standards


Martha Baker

Maria Concolino

Lenore Gall, Ed.D.




Carl Koerner, Esq.

Board Chair, Ex-officio

Bridget Quinn-Carey


EXCUSED: Jukay Hsu

GUEST(S): Hon. Augustus Agate

Judy Bergtraum, Esq.

Julissa Gutierrez



Robert Santos, Esq.


Mayor, Hon. Bill de Blasio, Ex-officio

Represented by: Lydon Sleeper-O’Connell

Comptroller, Scott M. Stringer, Ex-officio







Attachment 8

32


BOARD OF TRUSTEES


July 23, 2015

REPORT

Mr. Taussig, as Acting Chair, began the meeting until Mr. Gorton, Committee Chair, arrived.

By-Law Revisions – Meetings

Quantity

The Acting Chair began the discussion stating that our current by-laws require holding

board meetings ten months out of the year, every month, with the option of meetings in

July or August. In the revised draft of the by-laws, provided by Dan Kurtz, Esq., the

quantity of monthly meetings was amended to six meetings a year. As a general proposal,

meetings would be held every other month. The Executive Committee would be

empowered to act on behalf of the Board. From an administrative point of view, it would

be critical to have the Executive Committee empowered in this way to transact business;

waiting two months to have board approval would be challenging. It was noted that

holding meetings six times a year is a good idea. Committee meetings would be held in

the month between each Board meeting. The Committee on Standards will review this

and will need to discuss; the by-laws could reflect a minimum of six regular meetings of

the Board.

Attendance

Currently in the by-laws, if a Trustee misses three consecutive meetings without being

excused, the trustee is deemed to have resigned. A trustee is marked excused if they

inform the Chairman of the Board or the President’s office that they are not able to

attend, prior to the start of the meeting. There was discussion whether there should be a

definition of what qualifies as excused; should there be automatic removal for someone

missing half of the meetings; or some other scenarios of attendance. After discussion, it

was noted that the Secretary of the Board would keep track of the attendance. The

consensus was to retain this section as currently outlined.

Quorum

The Committee Chair stated that quorum is half plus one (10 members, based on total

Board membership of 19). Except for Audit Committee which requires a quorum, the

other committees do not. The by-laws will define a minimum committee size; not less

than two to conduct business. It was recommended that the committee consider the

minimum be three for a standing committee and two for special committees.


Attachment 8

33

Voting

There was discussion on whether a trustee is eligible to vote by proxy. It is not possible

to vote by proxy.

Teleconferencing

Trustees may participate by teleconferencing. In the draft revised by-laws, a trustee can

participate by teleconference, but cannot vote and participation does not count toward a

quorum unless, as per State law, the board meeting is held in a place that is in a public

venue, open to the public. There was discussion about whether there would be extra

costs to the library if meetings were held in different locations such as keeping security

and other staff on premises.

Special Meetings

A Special Meeting of the Board can be called by the Chairman of the Board or five

members of the Board pursuant to current by-laws. In the revised draft, this is expanded

to include officers. Mr. Taussig proposed a change to “any two officers and five

members” and all agreed.

Votes requiring super-majority

By-laws state that a super majority is two-thirds of the Board (13 members). There will

be instances when a super majority vs. regular majority vote is required.

IT WAS MOVED BY MS. ADAMS THAT THE MEETING BE ADJOURNED.

THE MOTION WAS SECONDED BY MR. SIMONS. THE MOTION PASSED

UNANIMOUSLY.


___________________________

Matthew Gorton, Chair

Committee on Standards

Documents

THE QUEENS BOROUGH PUBLIC LIBRARY...Board of Trustees Minutes of July 23, 2015 1 THE QUEENS BOROUGH PUBLIC LIBRARY BOARD OF TRUSTEES THURSDAY, JULY 23, 2015 M I N U T E S A regular