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THE QUEENS BOROUGH PUBLIC LIBRARY

BOARD OF TRUSTEES

MONDAY, MAY 2, 2016

M I N U T E S

A 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, Monday, May 2, 2016 at 7:15

p.m.

PRESIDING: Carl Koerner, Esq., Chairman of the Board

PRESENT: Adrienne Adams

Hon. Augustus Agate

Maria Concolino

James Haddad, Esq.

John Ottulich

Michael E. Rodriguez, Esq., Treasurer

Edward Sadowsky, Esq.

Robert Santos, Esq., Secretary

Eli Shapiro, Ed.D, LCSW

Earl G. Simons, Ed.D, Assistant Treasurer

Lydon Sleeper-O’Connell

Public Advocate, Hon. Letitia James, Ex-officio

Represented by: Larry Schimmel, Esq.

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

Represented by: Jimmy Yan, Esq.

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

Represented by: Eve Cho Guillergan, Esq.

Borough President, Hon. Melinda Katz, Ex-officio

Represented by: Angelina Martinez-Rubio, Esq. – arrived at 7:33pm

Dennis M. Walcott

President and Chief Executive Officer

Lewis Finkelman, Esq.

General Counsel

EXCUSED: Martha Baker

Judy E. Bergtraum, Esq.

Lenore R. Gall, Ed.D

Matthew M. Gorton

Julissa Gutierrez

Jukay Hsu

Haeda Mihaltses

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At the start of the Board meeting, the Chairman of the Board called former trustee Gabriel Taussig to the

front of the room to thank him for his 10 years of service on the Board. A tray of cupcakes was passed

around as a special treat in his honor. Mr. Taussig concluded by wishing everyone the best of luck.

II. MINUTES: BOARD OF TRUSTEES MEETING – March 24, 2016

It was moved by Mr. Rodriguez that the minutes of the Board of Trustees meeting of

February 25, 2016 be approved as submitted. The motion was seconded by Judge Agate

and passed unanimously.

III. REPORT OF THE CHAIRMAN OF THE BOARD:

A. Calendar of Meetings for July through December 2016

The Chairman proposed the following dates for Board and Committee meetings to

be held from July through December 2016.

The Board discussed the June 30, 2016 meeting date and suggested that June 23,

2016 also be held for a meeting, if needed.

MEETING DATES FOR EXECUTIVE COMMITTEE, BUILDINGS AND

GROUNDS and any other committee meetings

Thursday, July 14, 2016 (if needed)

Thursday, August 11, 2016 (if needed)

Thursday, September 8, 2016 (includes Audit Committee)

Thursday, October 13, 2016

Thursday, November 10, 2016

Thursday, December 8, 2016

BOARD MEETING DATES (following Finance & Investment Committee)

Thursday, July 28, 2016 (if needed)

Thursday, August 25, 2016 (if needed)

Thursday, September 8, 2016 (Special Meeting of the Board)

Thursday, September 22, 2016

Thursday, October 27, 2016

Monday, November 21, 2016

Tuesday, December 20, 2016

AT THE BOARD MEETING, MRS. CONCOLINO MOVED THAT THE BOARD OF

TRUSTEES ACCEPT THE DATES FOR MEETINGS FROM JULY THROUGH

DECEMBER 2016. THE MOTION WAS SECONDED BY MS. ADAMS AND PASSED

UNANIMOUSLY.

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B. Board of Trustees Committee Appointments

AT THE BOARD MEETING, MR. HADDAD MOVED THAT THE BOARD OF

TRUSTEES APPROVE THE FOLLOWING BOARD OF TRUSTEES COMMITTEE

APPOINTMENTS:

Audit Committee


Executive Committee

Judy Bergtraum, Esq., Committee Chair

Labor Relations Committee


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

UNANIMOUSLY.

IV. COMMITTEE REPORTS

A. AUDIT COMMITTEE – April 14, 2016

The Audit Committee presented the report of the committee meeting of April 14, 2016.

AT THE BOARD MEETING, MR. SADOWSKY MOVED THAT THE REPORT ITEMS OF

THE AUDIT COMMITTEE BE ACCEPTED AND THE ACTION ITEM(S) BE

APPROVED AS PRESENTED. THE MOTION WAS SECONDED BY MR. RODRIGUEZ.

THE MOTION PASSED UNANIMOUSLY.

B. BUILDINGS AND GROUNDS COMMITTEE – April 14, 2016

The Buildings and Grounds Committee presented the report of the committee meeting of

April 14, 2016.

AT THE BOARD MEETING, MR. OTTULICH MOVED THAT THE REPORT ITEM OF

THE BUILDINGS AND GROUNDS COMMITTEE OF APRIL 14, 2016 BE ACCEPTED;

AND THAT ACTION ITEM #1 BE AMENDED TO PROVIDE THAT THE GENERAL

CONTRACTOR OF THE OZONE PARK RENOVATION, WITS CONTRACTING INC., BE

REQUIRED TO OBTAIN PAYMENT AND PERFORMANCE BONDS, AND THAT THE

CONTRACT COST BE INCREASED BY $12,000 FOR THE PREMIUM ON THE BONDS;

AND THAT ACTION ITEM #2 BE APPROVED AS PRESENTED. THE MOTION WAS

SECONDED BY MR. HADDAD. THE MOTION PASSED UNANIMOUSLY.

C. BUILDINGS AND GROUNDS COMMITTEE – May 2, 2016

The Buildings and Grounds Committee presented the report of the committee meeting of

May 2, 2016.

AT THE BOARD MEETING, MR. OTTULICH MOVED THAT THE ACTION ITEM OF

THE BUILDINGS AND GROUNDS COMMITTEE MEETING OF APRIL 14, 2016 BE

APPROVED AS PRESENTED. THE MOTION WAS SECONDED BY MR. HADDAD.


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D. EXECUTIVE COMMITTEE – April 14, 2016

The Executive Committee presented the report of the meeting of April 14, 2016.

AT THE BOARD MEETING, MR. SANTOS MOVED THAT THE REPORT ITEMS OF

THE EXECUTIVE COMMITTEE BE ACCEPTED AND THE ACTION ITEM(S) BE

APPROVED AS PRESENTED. THE MOTION WAS SECONDED BY MR. RODRIGUEZ.


E. FINANCE AND INVESTMENT COMMITTEE – May 2, 2016

The Finance and Investment Committee presented the report of the meeting of May 2,

2016.

AT THE BOARD MEETING, MR. RODRIGUEZ MOVED THAT THE REPORT ITEMS

OF THE FINANCE AND INVESTMENT COMMITTEE BE ACCEPTED AND THE

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

BY MR. SADOWSKY. THE MOTION PASSED UNANIMOUSLY.

V. REPORT OF THE PRESIDENT

The President was pleased to report to the Board on his outreach activities from March

19 through April 22, 2016; it was a very busy month. He also reported that on Saturday,

April 30, Mayor de Blasio, along with Council Majority Leader Jimmy Van Bramer,

read to the children at the Woodside Community Library during a story time event. The

children had fun, we had fun; it went a long way cementing relations. He also reported

that this coming month the Presidents of the three libraries will be meeting with the

Deputy Mayor to discuss budget and next steps. Jonathan Chung and his team are

working with colleagues and we predict a very successful discussion with Tony Shorris.

Mr. Walcott reported to the Board on upcoming meetings with DDC to try to cut

through delays and challenges. Dennis Verriello and Kelvin Watson have been working

on that along with the Borough President’s office.

The President asked Mary Bleiberg, VP of Library Programs and Services, and Diana

Chapin, Ellen Young and Sherrie Hampton-Jones from the Foundation’s office to give a

presentation of an overview of the Queens Library Foundation.

VI. OTHER BUSINESS

AT 8:19PM IT WAS MOVED BY JUDGE AGATE THAT THE MEETING MOVE INTO

EXECUTIVE SESSION TO DISCUSS PERSONNEL MATTERS AND LITIGATION. THE

MOTION WAS SECONDED BY MR. RODRIGUEZ. THE MOTION PASSED

UNANIMOUSLY.

ALL STAFF WERE ASKED TO LEAVE WITH THE EXCEPTION OF THE PRESIDENT

AND CEO, GENERAL COUNSEL AND ASSOCIATE COUNSEL.

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AT 9:00PM IT WAS MOVED BY JUDGE AGATE THAT THE MEETING MOVE OUT OF

EXECUTIVE SESSION. THE MOTION WAS SECONDED BY MR. SADOWSKY. THE

MOTION PASSED UNANIMOUSLY.

VII. ACTIONS RESULTING FROM EXECUTIVE SESSION DISCUSSION

A. ADOPTION OF RESOLUTION

IT WAS MOVED BY JUDGE AGATE THAT THE ATTACHED RESOLUTION BE

ADOPTED AS PRESENTED. THE MOTION WAS SECONDED BY MR. SANTOS. THE

MOTION PASSED WITH TRUSTEE SIMONS ABSTAINING.

B. ADOPTION OF REVISED BY-LAWS

IT WAS MOVED BY JUDGE AGATE THAT THE ATTACHED BY-LAWS BE ADOPTED

AS PRESENTED. THE MOTION WAS SECONDED BY MR. SANTOS AND PASSED

UNANIMOUSLY.

VIII. ADJOURNMENT

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

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

There being no further business, the meeting adjourned at 9:02 pm.

______________________ Robert Santos, Esq.

Secretary

Enclosures (6) 1) Report of the President and CEO

o External Meetings and Outreach Activities – March 19, 2016 – April 22, 2016

o Key Performance Indicators – July 1, 2015 – March 31, 2016

o Presentation by Queens Library Foundation – May 2016

2) Resolution

3) Revised By-Laws – adopted on May 2, 2016

4) Audit Committee Report – April 14, 2016

5) Buildings and Grounds Committee Report – April 14, 2016 and May 2, 2016

6) Executive Committee Report – April 14, 2016

7) Finance & Investment Committee Report – May 2, 2016

Attachment to Board of Trustees Minutes – May 2, 2016

President’s Report

External Meetings and Outreach Activities for President and CEO – March 19 – April 22, 2016

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AGENDA ITEM: PRESIDENT’S EXTERNAL MEETINGS AND

OUTREACH ACTIVITIES

MARCH 19 – APRIL 22, 2016

Visit to Arverne Community Library

Visit to Broad Channel Community Library

Visit to Howard Beach Community Library

Visit to Peninsula Community Library

Visit to Queens Village Community Library

Visit to Long Island City Community Library

Visit to Steinway Community Library

Visit to Lefferts Community Library

Visit to Ozone Park Community Library

Visit to Richmond Hill Community Library

Visit to East Flushing Community Library

Visit to South Ozone Park Community Library

Visit to Windsor Park Community Library

Visit to McGoldrick Community Library

Visit to Queensboro Hill Community Library

Visit to Mitchell-Linden Community Library

Visit to Astoria Community Library

Visit to Court Square Community Library




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Visit to Sunnyside Community Library

Visit to Woodside Community Library

Visit to Broadway Community Library

Visit to Jackson Heights Community Library

Visit to Elmhurst (Mobile) Community Library

Visit to North Hills Community Library

Visit to Seaside Community Library

Meeting with CM Van Bramer at City Hall

Rally for Libraries followed by City Council Fiscal year

2017 Preliminary Budget Hearing

Meeting with Board Chair Koerner and Trustee Bergtraum

NY1 News Inside City Hall Interview

Teleconference with lobbyists Michael Woloz, Jeff Rodus

and Marty McLaughlin, Connelly McLaughlin & Woloz

Lefrak City Friends Women’s History Celebration

Fox 5 Interview with Ernie Anastos – “Evolution of

Libraries”

Friends Connection Conference with Keynote speaker CM

Andy King

Public Budget Hearing at Flushing Community Library

Youth Court at Far Rockaway Teen Library with CM

Richards and Lancman




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Long Island City Partnership Annual Real Estate Breakfast

Meeting with DDC Commissioner Feniosky Pena-Mora

Queens Library Book Salon feature Nina Sadowsky and

special presentation for New Hunters Point Library by Olaf

Schmidt of Steven Holl Architects

Performance by Adrienne West at Langston Hughes

Community Library

NY1 at Mobile Library site, VA New York Harbor

Healthcare – Linden Blvd and 179th Street

Success Academy Spring Benefit – attended with Mary

Bleiberg, VP, Library Programs and Services

Adult Learners Program Appreciation Breakfast – Forest

Hills Community Library

Tour of and Meeting at New York Families for Autistic

Children with Trustee Judge Agate

Photo op with Council Member Constantinides to provide

updates and discuss capital projects in his district libraries

StoryTime with Council Member Jimmy Van Bramer at

Court Square Community Library

Jewish Community Relations Council of NY 40th

Anniversary Gala – attended with Board Chair Koerner

Photo Opp with Borough President Katz at Mobile Library

at Borough Hall

Meet with Council Member Ulrich to provide updates and

discuss capital projects in his district libraries




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Meeting with Assembly Member Aubry regarding Queens

Library at Lefrak City

York College Executive Leadership Breakfast with York

College President Keizs and featuring Arva Rice, President

and CEO of New York Urban League

Meeting with Council Member Crowley to provide updates

and discuss capital projects in her district libraries

Interview with Queens Latino Newspaper

Meeting with Council Member Lancman to provide

updates and discuss capital projects

Visit to Kew Gardens Hills Community Library temporary

site

Guest speaker at Borough Board meeting

Press event with MOIA Commissioner Agarwal and Linda

Johnson, President & CEO, Brooklyn Public and Tony

Marx, President & CEO, New York Public Library

Visit to Cambria Heights Library with Dennis Verriello

Central Library 50th

Anniversary celebration with Public

Advocate, Letitia James, Borough President, Melinda

Katz, Assembly Member Alicia Hyndman and Trustee

Hon. Augustus Agate

Queens Museum of Art and Culture Gala (guest of

Bloomberg Philanthropies) – attended with Ellen Young,

Director of Donor Relations, Queens Library Foundation




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Breakfast Meeting with NY Community Trustee –

attended with Mary Bleiberg, VP Library Programs and

Services

Teleconference with Deputy Commissioner Askew of

NYC Dept. of Health

Staff Service Recognition Event at Antun’s – attended with

Board Chair Koerner, Trustees Martha Baker, Maria

Concolino, Lenore Gall and Honorable Augustus Agate

Meet and Greet with Council Member Miller - District

Office


President’s Report – Key Performance Indicators

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President’s Report – Key Performance Indicators

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President’s Report – QLF Presentation

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Resolution

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RESOLUTION

WHEREAS, the Board of Trustees of the Queens Borough Public Library (the “Library”), at its

regularly scheduled meeting held on February 25, 2016, approved the appointment of Dennis M. Walcott

to the position of President and Chief Executive Officer (“CEO”) of the Library subject to the approval of

the New York State Education Department (“NYSED”); and

WHEREAS, by letter dated February 26, 2016, Carl Seldin Koerner, Chairman of the Library’s

Board of Trustees, requested NYSED’s approval of such appointment; and

WHEREAS, by letter dated March 7, 2016, NYSED requested the following materials in

connection with the Library’s request: job descriptions for both the President and CEO and Chief

Librarian positions, a copy of the Library’s proposed new Organizational Chart, and a copy of the

proposed changes to the Library’s By-Laws which will address the responsibilities, selection and

appointment process, reporting structure and role of the Board of Trustees with respect to the positions of

President and CEO and Chief Librarian; and

WHEREAS, NYSED indicated in said letter that it would accept the appointment of Mr. Walcott

as Interim or Acting President and CEO of the Library pending the satisfaction of the requests set forth in

the letter; and

WHEREAS, as of March 14, 2016, Mr. Walcott began serving as Acting President and CEO of

the Library until such time as NYSED approves his permanent appointment; and

WHEREAS, the Library has provided NYSED with the materials requested in its letter dated

March 7, 2016; and

WHEREAS, by letter dated April 14, 2016, NYSED acknowledged receipt of the materials

requested in its prior letter and advised the Library that the Library’s request for approval to appoint Mr.

Walcott to the position of President and CEO has been approved by the State Librarian and Assistant

Commissioner for Libraries.

NOW, THEREFORE, BE IT RESOLVED by the Library’s Board of Trustees that, after due

deliberation, Dennis M. Walcott is hereby appointed to the position of President and CEO of the Library.


Revised By-Laws adopted on May 2, 2016

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By-Laws of the Queens Borough Public Library

Adopted July 2, 1913, amended May 19, 1921, April 19, 1928 (Resolution 73), November 15, 1928

(Resolution 150), January 19, 1939 (Resolution 6), April 16, 1942 (Resolution 41), October 20,

1966 (Resolution 53, 54), May 15, 1975, January 1, 1980, March 20, 1980, November 19, 1981,

January 19, 1989, May 17, 1990, April 21, 1994, December 15, 1994, February 15, 1996, February

20, 1997, September 24, 2002, January 20, 2011, October 13, 2011, April 19, 2012, March 6, 2014,

May 22, 2014, November 24, 2015, and May 2, 2016.



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BY-LAWS

OF

QUEENS BOROUGH PUBLIC LIBRARY

(A New York Not-for-Profit and Education Corporation

Incorporated under the Laws of 1907, Chapter 164)

ARTICLE I

MEMBERS

Section 1. Membership. Queens Borough Public Library (the “Corporation”) shall

not have members.

ARTICLE II

BOARD OF TRUSTEES

Section 1. Composition of the Board. The Board of Trustees of the Corporation

shall consist of nineteen trustees appointed alternately by the Mayor of the City of New York and

the President of the Borough of Queens, New York. The Mayor and President of the Borough of

Queens each shall inform the other of his or her appointments to the Board. The Corporation shall

maintain a record of appointments and advise each appointing party as to when it is the appointing

party’s turn to appoint a trustee. Any trustees appointed to a new term or to fill a vacancy on the

Board on or after June 1, 2014 must be either a resident of the Borough of Queens or own or

operate a business in the Borough of Queens. In making appointments and reappointments to the

Board of Trustees, the Mayor and the President of the Borough of Queens shall factor in the place

of residence of each trustee so that at least one resident of each of the community districts in the

borough of Queens is included among the appointed trustees.



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In addition to the trustees appointed as set forth above, the Mayor, Comptroller,

Public Advocate, Speaker of the City Council of the City of New York and the President of the

Borough of Queens shall at all times be ex officio non-voting members of the Board of Trustees.

Each such ex officio trustee may designate a representative to serve ex officio in his or her place.

Section 2. Powers and Duties. The Board of Trustees shall have general power to

control and manage the affairs and property of the Corporation in accordance with the purposes and

limitations set forth in the Act incorporating the Corporation (Laws of 1907, Chapter 164 and the

amendments thereto, hereinafter referred to as the “Act of Incorporation as amended”) and shall

have full authority with respect to the distribution and payment of monies received by the

Corporation from time to time. The Board of Trustees may make such rules, regulations and

guidelines for the promotion and advancement of the Corporation and its purposes as the Board

may deem advisable.

The Board of Trustees, in addition to the powers and authority expressly conferred

upon it by these By-Laws, by the Act of Incorporation as amended, by statute and otherwise, is

hereby empowered to exercise all such powers as may be exercised by the Corporation, except as

expressly provided otherwise by the statutes of the State of New York, the Act of Incorporation as

amended or these By-Laws.

Section 3. Number. The use of the term "entire Board" herein refers to the total

number of trustees entitled to vote that the Corporation would have if there were no vacancies. The

number of trustees constituting the entire Board of Trustee shall be nineteen.

Section 4. Appointment and Term. Any appointed trustee who, as of December 31,

2014, was serving a five-year term on the Board of Trustees may continue to serve the remainder of

his or her five-year term and shall continue in office until his or her successor is duly appointed and

qualified, or until his or her earlier death, resignation or removal. Any trustee appointed to a new



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term on or after January 1, 2015 shall be appointed for a three-year term and shall continue in office

until his or her successor is duly appointed and qualified, or until his or her earlier death,

resignation or removal.

Section 5. Vacancies. Any vacancy among the appointed Trustees arising at any

time and from any cause shall be filled by appointment which shall alternate between the Mayor

and the President of the Borough of Queens. Each trustee so appointed to fill a vacancy shall hold

office for the unexpired term of the vacancy filled and until the appointment and qualification of his

or her successor or his or her earlier death, resignation or removal.

Section 6. Resignation and Removal.

(a) Resignation. Any trustee may resign at any time by giving written notice to

the Chairperson, Vice Chairperson or Secretary of the Corporation. Such resignation shall take

effect at any time specified therein and, unless otherwise specified therein, the acceptance of such

resignation shall not be necessary to make it effective.

(b) Removal by Appointing Party. The Mayor and the President of the Borough

of Queens each may remove a trustee that he or she has appointed for misconduct, incapacity,

neglect of duty or where it appears to the appointing party that the trustee has failed or refuses to

carry into effect the Corporation’s educational purpose. The appointing party shall not be required

to obtain a recommendation from the Board of Trustees to remove a trustee that he or she

appointed. A trustee subject to such removal shall have the opportunity to submit to the appointing

party a response or appeal to any cause for removal within seven (7) business days of receipt of the

notice of removal and the appointing party shall review his or her reason for removal and any

response submitted to the appointing party by the trustee prior to removing the trustee.



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(c) Removal Recommended by the Board of Trustees. When the Board of

Trustees recommends removal of a trustee, the trustee subject to removal may appeal to both

appointing parties and either appointing party may remove the trustee where sufficient cause is

found. When one of the appointing parties recommends removal, such appointing party must

provide the subject trustee with notice and an opportunity to appeal, provided, however, that the

trustee subject to such removal may submit a written appeal to both appointing parties for review

and both appointing parties must agree on removal for such removal to be effective.

(d) Removal for Failure to Attend Board Meetings. If any appointed trustee

shall fail to attend three consecutive Board meetings without excuse accepted as satisfactory by the

trustees, such trustee shall be deemed to have resigned and the vacancy shall be filled as provided in

Article II, Section 5, of these By-Laws. The Secretary shall promptly notify a trustee in writing of

such automatic resignation; however, the giving of notice shall in no way be a condition precedent

to or alter the effectiveness of such automatic resignation.

Section 7. Annual and Regular Meetings. Regular meetings of the Board of

Trustees will be held at least six times a year, generally on the fourth Thursday of a month, at such

times and places as may from time to time be designated by the Board. The regular meeting of the

Board held in January of each year shall be deemed the annual meeting of the Board for the election

of officers and for such other business as may come before the meeting. The Board, by resolution,

may determine to reduce the number of meetings, including both regular and annual, of the Board

in a particular year to no less than four quarterly meetings, and may determine that a regular

meeting may be held on a day other than the fourth Thursday of the month. Every meeting of the

Board of Trustees, whether annual, regular or special, shall be open to the public and shall be held

in accordance with the provisions of Article 7 of the New York State Public Officers Law (the

“Open Meetings Law”).



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Section 8. Special Meetings. Special meetings of the Board of Trustees may be held

upon the call of the Chairperson or any two other trustees serving as officers of the Corporation,

jointly. Special meetings may also be called upon the written request of three trustees to the

Chairperson, or in his or her absence, the senior trustee of the Board. Seniority shall be determined

according to the order in which the trustees were appointed. .

Section 9. Notice of Meetings. Notice of the time and place of any annual, regular

or special meeting of the Board of Trustees shall be mailed not less than five nor more than ten days

before the meeting to the usual address of every trustee. Notice of any meeting shall not be

required to be given to any trustee who attends such meeting without protesting prior thereto the

lack of notice to him or her, or who submits a waiver of notice, whether before or after the meeting.

Such waiver of notice may be written or electronic. If written, the waiver must be signed by the

trustee by any reasonable means including but not limited to facsimile signature. If electronic, the

transmission of the waiver must be sent by electronic mail and must set forth, or be submitted with,

information from which it can be reasonably determined that the transmission was authorized by the

trustee. Notice of all meetings of the Board of Trustees shall be given to the public in accordance

with the Open Meetings Law, provided that, notwithstanding anything to the contrary in the Open

Meetings Law, public notice of the time and place of a meeting of the Board scheduled at least two

weeks prior thereto shall be given to the public and news media at least one week before such

meeting.

Section 10. Quorum; Adjournments of Meetings. At all meetings of the Board of

Trustees, ten of the appointed trustees, present in person or by videoconference conducted in

accordance with the Open Meetings Law, shall constitute a quorum. Except as provided by law or

these By-Laws, at any meeting of the Board of Trustees at which a quorum is present, the vote of a

majority of the appointed trustees present at the time of the vote, provided a quorum is present at



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such time, shall be the act of the Board. In the absence of a quorum, a majority of the appointed

trustees present may, without giving notice other than by announcement at the meeting, adjourn the

meeting from time to time until a quorum is obtained. At any such adjourned meeting at which a

quorum is present, any business may be transacted which might have been transacted at the meeting

as originally called. At any meeting of the Board of Trustees, only independent trustees may

participate in any Board deliberations or voting relating to any of the matters set forth in Section

712-a of the Not-For-Profit Corporation Law .

To comply with the Open Meetings Law, appointed trustees must be present in

person at a meeting or participate by videoconference for purposes of establishing a quorum and in

order to vote or otherwise take any action. Appointed trustees participating in a meeting by

conference telephone or similar communications equipment shall not be considered present in

person at the meeting for quorum or voting purposes. Trustee participation by videoconference will

qualify as being present in person only if the videoconference location is open to the public and the

use of such videoconferencing otherwise complies with the Open Meetings Law. Except as

otherwise provided by law or these By-Laws, ex officio trustees and their designated representatives

may attend and participate in all meetings of the Board, both in public and executive session but, as

they are not voting members of the Board, shall not be counted for the purpose of establishing a

quorum or in determining the number of votes necessary to adopt any motion or authorize any

action.

Section 11. Organization. The Chairperson shall preside at all meetings of the

Board of Trustees or, in the absence of the Chairperson, the then Vice Chairperson of the

Corporation or a temporary Chairperson as chosen by the appointed trustees present at the meeting

shall preside. The Secretary, if any, of the Corporation shall act as Secretary at all meetings of the



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Board of Trustees. In the absence of the Secretary, the presiding officer may appoint any person to

act as Secretary of the meeting.

Section 12. Voting. At any meeting of the Board of Trustees, each appointed trustee

present in person shall be entitled to one (1) vote. The ex officio trustees are non-voting trustees.

ARTICLE III

OFFICERS AND AGENTS

Section 1. Officers. The officers of the Corporation shall include a Chairperson, a

Vice Chairperson, a Secretary, a Treasurer and an Assistant Treasurer, each of whom shall be

chosen from among the appointed trustees, and such other officers, if any, as the Board of Trustees

may from time to time appoint or elect. One person may hold more than one office in the

Corporation, except that one person may not hold both the offices of Chairperson and Secretary.

Section 2. Election, Term of Office and Removal. The officers of the Corporation

shall be elected annually by the Board of Trustees at the Board’s annual meeting in January. Each

shall continue in office until his or her successor shall have been elected and qualified, or until his

or her earlier death, resignation or removal. The Board shall form a Nominating Committee in

November of each year and a slate of candidates for the respective offices shall be presented to the

Board in December. No officer shall be elected for more than two consecutive terms for the same

office. Any officer of the Corporation may be removed at any time, with or without cause, by the

Board of Trustees.

Section 3. Vacancies. Any vacancy in any office may be filled by the Board of

Trustees by election of the Board after nomination by the Chairperson. Any officer so elected shall

hold office until the next annual meeting of the Board of Trustees and until the election and

qualification of his or her successor



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Section 4. Chairperson; Powers and Duties. The Chairperson, who shall be chosen

from among the appointed trustees of the Corporation, shall have responsibility for the overall

supervision and direction of the Board of Trustees, and shall do and perform such other duties as

may be assigned from time to time by the Board. The Chairperson shall preside at each meeting of

the Board. He or she shall provide advice and counsel to the President and Chief Executive Officer

of the Corporation, assist with the oversight and implementation of the work of the Corporation and

shall be authorized to sign legal documents and other communications on behalf of the Corporation.

No employee of the Corporation may serve as Chairperson.

Section 5. Vice Chairperson; Powers and Duties. The Vice Chairperson of the

Board, who shall be chosen from among the appointed trustees of the Corporation, shall assist the

Chairperson in the supervision of the activities of the Corporation and its several officers and shall

have such other powers and duties as the Board of Trustees may prescribe. He or she shall act as

Chairperson of the Board in the absence or disability of the Chairperson of the Board. No

employee of the Corporation may serve as Vice Chairperson.

Section 6. Secretary; Powers and Duties. The Secretary, who shall be chosen from

among the appointed trustees of the Corporation, shall act as secretary of all meetings of the Board

of Trustees, and shall keep or cause to be kept, the minutes of all such meetings in the

Corporation’s minute book and certify the accuracy of the minutes. The Secretary shall attend to

the giving and serving of all notices of the Corporation and shall perform all duties incident to the

office of the Secretary, subject, however, to the control of the Board of Trustees. The Secretary

shall perform such other duties as required in these By-Laws and as shall from time to time be

assigned to him or her by the Board of Trustees.

Section 7. Treasurer; Powers and Duties. The Treasurer, who shall be chosen from

among the appointed trustees of the Corporation, shall keep or cause to be kept complete and



29

accurate accounts of receipts and disbursements of the Corporation, and shall deposit or cause to be

deposited all monies and other valuable effects of the Corporation in the name and to the credit of

the Corporation in such banks or depositories as the Board of Trustees may designate. He or she

shall disburse or cause to be disbursed the funds of the Corporation as directed by the Board of

Trustees. The Treasurer shall serve as the Chair of the Finance and Investment Committee. At each

regular meeting of the Finance and Investment Committee and whenever otherwise required by the

Board of Trustees, the Treasurer shall render or cause to be rendered a statement of the accounts of

the Corporation. He or she shall at all reasonable times exhibit or cause to be exhibited the books

and accounts of the Corporation to any officer or trustee of the Corporation, and shall perform all

duties incident to the office of Treasurer, subject, however, to the control of the Board of Trustees,

and such other duties as shall from time to time be assigned to the Treasurer by the Board of

Trustees. The Treasurer shall, if required by the Board of Trustees, give such bond or security for

the faithful performance of his or her duties as the Board of Trustees may require. The expense of

any such bond or security shall be paid by the Corporation.

Section 8. Assistant Treasurer. The Assistant Treasurer, who shall be chosen from

among the appointed trustees of the Corporation, shall act as Treasurer in the absence or disability

of the Treasurer with all the powers of the Treasurer. The Assistant Treasurer shall perform such

other duties as shall from time to time be assigned to the Assistant Treasurer by the Board of

Trustees.

ARTICLE IV

KEY EXECUTIVE PERSONNEL

Section 1. Key Executive Personnel. The key executive personnel of the

Corporation shall include the: (i) President and Chief Executive Officer; (ii) Chief Librarian and



30

Senior Vice President; (iii) Chief Operating Officer and Senior Vice President; (iii) Chief Financial

Officer and Senior Vice President; (iv) General Counsel and Senior Vice President; (v) Chief of

Staff and Senior Vice President; and (vi) such other employees as the Board of Trustees, from time

to time, determines are key executive employees.

Section 2. Hiring and Compensation. The Board of Trustees shall appoint the

President and Chief Executive Officer of the Corporation. The Chief Librarian and Senior Vice

President, Chief Operating Officer and Senior Vice President, Chief Financial Officer and Senior

Vice President, General Counsel and Senior Vice President, and Chief of Staff and Senior Vice

President shall be appointed by the President and Chief Executive Officer with the consent of the

Board of Trustees. All key executive employees shall serve at the pleasure of the Board of Trustees

and may be removed with or without cause by the Board.

The Labor Relations Committee shall annually review and make recommendations

to the Board of Trustees regarding the compensation arrangements for the President and Chief

Executive Officer and other key executive employees in accordance with the policies and

procedures set forth in Article V, Section 4, of these By-Laws.

Section 3. Outside Employment. No key executive employee shall engage in any

employment, other than his or her employment with the Corporation, which is more than incidental.

“Incidental employment” is employment that requires no more than five hours per month of the key

executive employee’s time. No key executive employee may engage in any incidental employment

or, in the case of key executive employees employed by the Corporation as of the adoption of these

amended By-Laws, continue to engage in any incidental employment without having obtained the

prior approval of the Board of Trustees. No key executive employee may pursue such incidental

employment on Corporation time or use Corporation equipment, supplies, letterhead, resources,

personnel or confidential information for such incidental employment. Incidental employment with



31

a corporation, business, entity or person that does business with the Corporation shall not be

permitted.

Section 4. Annual Financial Disclosure. The President and Chief Executive Officer

and other key executive personnel shall annually complete and submit to the Corporation a financial

disclosure statement, providing such information as required by the Corporation. The General

Counsel and Senior Vice President shall review the key executive annual financial disclosure

statements on an annual basis and report any issues that arise upon such review to the Audit

Committee, except that the Chair of the Audit Committee shall review the General Counsel and

Senior Vice President’s annual financial disclosure statements on an annual basis and report any

issues that arise upon such review to the Audit Committee. Such annual financial disclosure

statements shall be kept confidential to the extent permitted by law.

Section 5. President and Chief Executive Officer. The salaried executive director of

the Corporation shall be known as the President and Chief Executive Officer. He or she, subject to

the approval and control of the Board of Trustees, shall have general control and direction of the

employees, business affairs and administration of the Corporation. He or she shall also perform

such other duties as he or she may be directed to perform by the Board of Trustees. The President

and Chief Executive Officer shall make reasonable efforts to attend all meetings of the Board of

Trustees and Board committees, including the Corporation’s annual public budget hearing, and such

New York City or State budget hearings and other meetings where action may be taken affecting

the interests of the Corporation.

Section 6. Chief Librarian. The Chief Librarian and Senior Vice President, who

shall report directly to the President and Chief Executive Officer, shall manage and oversee all

public library service operations, activities and staff, and perform such other duties as he or she may

be directed to perform by the President and Chief Executive Officer. The Chief Librarian shall be



32

authorized to act on behalf of the President and Chief Executive Officer in the absence of the

President and Chief Executive Officer.

Section 7. Chief Operating Officer. The Chief Operating Officer and Senior Vice

President, who shall report directly to the President and Chief Executive Officer, shall be in charge

of the day-to-day administrative operations and support functions of the Library, and perform such

other duties as he or she may be directed to perform by the President and Chief Executive Officer.

Section 8. Chief Financial Officer. The Chief Financial Officer and Senior Vice

President, who shall report directly to the President and Chief Executive Officer, shall support and

oversee, in conjunction with the President and Chief Executive Officer and appropriate committees

of the Board of Trustees, all fiscal responsibilities of the Library and oversee the Accounting,

Accounts Payable, Budget Management, Employee Benefits, Payroll and Treasury functions of the

Library. The Chief Financial Officer shall perform such other duties as he or she may be directed to

perform by the President and Chief Executive Officer.

Section 9. General Counsel. The General Counsel and Senior Vice President, who

shall report directly to the President and Chief Executive Officer, shall handle and advise on legal

matters relating to the Library and perform such other duties as he or she may be directed to

perform by the President and Chief Executive Officer.

Section 10. Chief of Staff. The Chief of Staff and Senior Vice President, who

shall report directly to the President and Chief Executive Officer, shall be responsible for providing

strategic and organizational leadership for the Library, managing cross-department collaboration

and initiatives, ensuring accountability and performance throughout the organization, fostering a

culture of innovation and excellence that advances the Library’s vision and mission and perform

such other duties as he or she may be directed to perform by the President and Chief Executive

Officer.



33

ARTICLE V

COMMITTEES

Section 1. Committees of the Board. The Board of Trustees, by resolution adopted

by a majority of the entire Board of Trustees, shall designate from among its members an executive

committee, audit committee, labor relations committee, finance and investment committee,

buildings and grounds committee, nominating committee, and such other committees as it may

deem appropriate from time to time. Each such committee of the Board, with the exception of the

Executive Committee and Nominating Committee, shall have thereon at least three (3) appointed

trustees. The Executive Committee shall have thereon a minimum of seven (7) appointed trustees

and the Nominating Committee shall consist of five (5) appointed trustees. No committee shall

have the power to (a) alter, amend or add to these By-Laws, (b) make removals from office, (c) fill

vacancies in the Board of Trustees or in any committee of the Board, or (d) amend or repeal any

resolution of the Board which by its terms shall not be so amendable or repealable. Except as

provided otherwise in these By-Laws, members of Board committees and the Chairs of such

committees, all of whom shall be appointed trustees, shall be appointed by the vote of the Board of

Trustees on the recommendation of the Chairperson. Each committee of the Board shall serve at

the pleasure of the Board.

Section 2. Executive Committee. The Executive Committee shall be comprised of no

less than seven (7) appointed trustees and shall include the Chairperson of the Board, the immediate

past Chairperson of the Board provided he or she still is an appointed trustee, all other current

officers of the Board, and two additional trustees to be appointed by the vote of a majority of the

entire Board on the recommendation of the Chairperson. If the immediate past Chairperson of the

Board is a member of the Executive Committee, he or she shall serve as the Chair of the Executive



34

Committee. The Executive Committee shall recommend strategies and policies to build the Board’s

governing capacities, periodically review the Corporation’s By-Laws and recommend amendments

to the By-Laws as needed or appropriate, periodically evaluate the effectiveness of the Board and

its committees and recommend enhancements or other changes to improve effectiveness.

Between meetings of the Board of Trustees, the Executive Committee shall have and

may exercise all of the powers of the Board except those powers not authorized to Board

committees by applicable law. Actions taken by the Executive Committee shall be reported to the

Board of Trustees at the next regularly scheduled meeting of the Board. The Executive Committee

shall have general charge of the administration of the affairs of the Corporation.

Section 3. Audit Committee. The Audit Committee shall oversee the Corporation’s

accounting and financial reporting processes and annual audits. The Audit Committee shall retain

the Corporation’s auditor, review the scope and planning of all audits with the auditor, and review

and discuss the results of such audits. The Audit Committee shall consider the auditor’s

performance and independence and report at least annually to the Board of Trustees on the auditor’s

activities. The Audit Committee, along with the CEO and the Vice President and General Counsel,

also shall oversee the adoption and implementation of, and compliance with, the Corporation’s

Conflicts of Interest Policy and Whistleblower Policy, as well as consider those issues that the

General Counsel apprises the Committee of regarding the annual financial disclosure statements

filed by key executive personnel. The Audit Committee, along with the President and Chief

Executive Officer and the Treasurer, shall present a report certified by an independent public or

certified public accountant or a firm of such accountants selected by the Audit Committee showing

in appropriate detail the financial information required by Section 519 of the New York Not-for-

Profit Corporation Law (“N-PCL”). The annual report shall be filed with the minutes of the

meeting of the Board of Trustees in which it is presented.



35

Members of the Audit Committee shall first be selected from those who have an

accounting, financial, and business operations background. Only “independent” appointed trustees

may serve as voting members or participate in formal deliberations of the Audit Committee. An

“independent,” appointed trustee shall be defined in accordance with the definition of “independent

director” set forth in Section 102(a)(21) of the N-PCL. Ex officio trustees may be non-voting

members and/or participate in formal deliberations of the Audit Committee provided that they also

qualify as “independent” trustees as defined above. An ex-officio trustee’s status as an employee of

the City of New York, in and of itself, does not disqualify him or her from being considered an

“independent” trustee.

No Trustee or ex-officio member, or his or her representative, shall be an Independent

Trustee for purposes of these By-Laws unless the Secretary of the Board of Trustees and the

General Counsel of the Library, after having received from the Trustee or ex-officio member, or his

or her representative, the most recent completed and executed Trustee Conflicts of Interest

Disclosure Form (as defined in the Conflicts of Interest Policy), have certified to the Board of

Trustees that they have affirmatively determined that such Trustee or ex-officio member, or his or

her representative, is an Independent Trustee. With respect to the Secretary of the Board, the

Chairperson and the General Counsel shall jointly ascertain the Secretary’s status as an Independent

Trustee.

Section 4. Labor Relations Committee. The Labor Relations Committee shall advise

the Board of Trustees on all matters relating to labor relations and oversee the contracting out of

Corporation services. The Labor Relations Committee shall review all union contracts and related

agreements entered into by the Corporation and submit the same to the Board for approval. The

Labor Relations Committee shall advise the Corporation on such matters as may arise from external

entities regarding the rights of employees. The Labor Relations Committee shall also periodically



36

review and make recommendations to the Board of Trustees regarding the compensation

arrangements for all key executive personnel, including contributions to employee benefit plans and

any other deferred compensation, as well as expense account and other allowances, all in a manner

consistent with the reasonable compensation requirements applicable to the Corporation and, in

particular, the safe harbor provided by the intermediate sanctions rules of Internal Revenue Code

Section 4958 and the accompanying Treasury Regulations, including by: (i) obtaining and relying

upon appropriate data of similar salaries paid to similar executives at comparable organizations; (ii)

evaluating the key executive employee’s performance in light of the goals and objectives relevant to

his or her compensation, and the Corporation’s performance relative to the Corporation’s mission;

(iii) evaluating the key executive employee’s contributions to the Corporation’s purposes and

activities, and how his or her qualifications contribute to his or her achievement of such goals; and

(iv) adequately documenting the basis for the Committee’s determination concurrently with making

that determination. The Labor Relations Committee also shall review the terms of any employment

agreements or severance agreements between the Corporation and the President and Chief

Executive Officer and, at the request of the Board, between the Corporation and any other key

executive employees.

Section 5. Finance and Investment Committee. The Treasurer shall serve as the Chair

of the Finance and Investment Committee. The other members of the Finance and Investment

Committee shall be selected from among the appointed trustees who have an understanding of

financial statements and investments. The Finance and Investment Committee shall regularly

review the Corporation’s financial statements and management’s performance analyses, and ensure

the accuracy and timeliness of the presentation of financial statements to the Board, assist the Board

in understanding the Corporation’s financial affairs, safeguard the Corporation’s assets, including

assessing the implications of proposed funding and ensuring that adequate risk-management



37

provisions are in place, and periodically review the Corporation’s financial policies and recommend

revisions of such policies to the Board.

The Finance and Investment Committee shall approve annually a detailed estimate of

the amounts required for the proper maintenance of the Corporation during the next fiscal year and

regulate the imposing and collection of the Corporation’s fines and contributions subject to the

approval of the Board. The Finance and Investment Committee also shall review and oversee the

management of the Corporation’s investments, monitor investment performance and develop and

recommend changes to the Corporation’s investment strategy, policies and guidelines as needed,

recommend to the Board the retention of the external managers and advisors of the Corporation’s

investments and monitor the performance of such external managers and advisors, and periodically

review the Corporation’s written investment policy and recommend changes to the written

investment policy as needed or appropriate. The Finance and Investment Committee shall also be

responsible for those matters affecting the Corporation’s liability, property, workers’ compensation,

and such other insurance as may be necessary to manage the risk and protect the assets of the

Corporation, and shall review and recommend selection of appropriate carriers and other agents to

serve on behalf of the Corporation in matters of insurance and risk management.

Section 6. Buildings and Grounds Committee. The Buildings and Grounds

Committee shall recommend policies for the care and maintenance of the Library buildings and

grounds and approve such sites for additional Library buildings as may be deemed necessary for the

use of the Corporation when presented with the long-term capital plan, in coordination with the

Vice President, Capital and Facilities Management. The Buildings and Grounds Committee shall

also oversee the construction activities of the Corporation.

Section 7. Nominating Committee. A Nominating Committee shall be elected in

November of each year and present a slate of candidates for the officers of the Corporation to the



38

Board of Trustees in December. The Nominating Committee shall consist of five members, two of

whom shall be appointed by the Chairperson of the Board and three of whom shall be elected by the

Board.

Section 8. Meetings, Notices and Records. Each committee of the Board may provide

for the holding of regular meetings, with notice, and may fix the time and place at which such

meetings shall be held. Special meetings of each committee shall be held upon call by or at the

direction of the committee’s chairperson or, if there be no chairperson, by or at the direction of any

of its members, at the time and place specified in the respective notices or waivers of notice thereof.

Notice of each special meeting of a committee shall be given by first-class mail, telecopy, electronic

mail or hand delivery to each member of such committee and all other trustees, at least forty-eight

hours before the meeting. Notice of any meeting of a committee need not be given to any member

thereof who shall attend the meeting in person without objection or who shall waive notice thereof.

Notice of all meetings of committees and subcommittees of the Board shall be given to the public in

accordance with the Open Meetings Law, provided that, notwithstanding anything to the contrary in

the Open Meetings Law, public notice of the time and place of a meeting of a Board committee or

subcommittee scheduled at least two weeks prior thereto shall be given to the public and news

media at least one week before such meeting.

Section 9. Quorum and Manner of Acting. At each meeting of any committee of the

Board the presence of a majority, but not less than two, of the committee’s voting members then in

office shall be necessary and sufficient to constitute a quorum for the transaction of business, and

the act of a majority of the voting members present at any meeting at which a quorum is present

shall be the act of such committee; in the absence of a quorum, a majority of the voting members

present at the time and place of any meeting may adjourn the meeting from time to time until a

quorum shall be present.



39

To comply with the Open Meetings Law, voting members of Board committees must

be present in person at a Board committee meeting or participate by videoconference conducted in

accordance with such Law for purposes of establishing a quorum and in order to vote or otherwise

take any action. Appointed trustees participating in a Board committee meeting by conference

telephone or similar communications equipment shall not be considered present in person at the

meeting for quorum or voting purposes.

Ex officio trustees and their designated representatives may attend and, except as

provided otherwise by law or these By-Laws, participate in all meetings of Board committees, both

in public and executive session but, as they are not voting members of the Board, shall not be

counted for the purpose of establishing a quorum for a meeting of a Board committee or in

determining the number of votes necessary to adopt any motion or authorize any action. All

members of the Board of Trustees, regardless of whether they are members of a particular

committee, may attend and, except as provided otherwise by law or these By-Laws, participate in

all meetings of Board committees.

Section 10. Removal. Any member of any committee of the Board may be removed,

with or without cause, at any time by the Board of Trustees.

Section 11. Committees of the Corporation. The Board of Trustees, from time to

time, may establish Committees of the Corporation to assist the Board in carrying out its duties.

Committees of the Corporation shall be advisory in nature and shall not have the authority to bind

the Board of Trustees or the Corporation. The members of the Committees of the Corporation, who

need not be trustees, shall be appointed by the Board of Trustees or the Chairperson of the Board

and may be removed with or without cause by the Board and, in the case of members appointed by

the Chairperson of the Board, may be removed with or without cause by the Chairperson. Each

Committee of the Corporation shall serve at the pleasure of the Board of Trustees.



40

ARTICLE VI

CONTRACTS, CHECKS, BANK ACCOUNTS, INVESTMENTS, ETC.

Section 1. Checks, Notes, Contracts, Etc. The Board of Trustees is authorized to

select such banks or depositories as it shall deem proper for the funds of the Corporation. The

Board of Trustees designates the President and Chief Executive Officer, the Executive Vice

President and Chief Operating Officer, the Vice President and Chief Financial Officer, Treasurer

and Assistant Treasurer to sign checks, drafts or other orders for the payment of money,

acceptances, notes or other evidences of indebtedness on behalf of the Corporation. The President

& CEO is authorized to enter into contracts and to execute and deliver other documents and

instruments on behalf of the Corporation.

Section 2. Investments. The funds of the Corporation may be retained in whole or in

part in cash or be invested and reinvested from time to time in such property, real, personal or

otherwise, or stocks, bonds and other suitable forms of investment, as the Board of Trustees may

deem desirable, with regard to the limitations, if any, now imposed or which may hereafter be

imposed by law regarding such investments.

ARTICLE VII

TRANSACTIONS REQUIRING A SUPERMAJORITY VOTE

The following transactions must be authorized by the vote of at least three-fourths of

the entire Board of Trustees: the consolidation or merger of the Corporation, the dissolution of the

Corporation and any action by the Board of Trustees to amend the Act of Incorporation as

amended. The sale, lease, transfer, exchange or other disposition of all or substantially all of the

assets of the Corporation must be authorized by the vote of at least two-thirds of the entire Board of

Trustees.



41

ARTICLE VIII

OFFICE AND BOOKS

Section 1. Office. The office of the Corporation shall be located at such place within

the Borough of Queens, New York as the Board of Trustees may from time to time determine.

Section 2. Books. There shall be kept at the office of the Corporation correct books

of account of the activities and transactions of the Corporation, including a minute book, which

shall contain a copy of the Act of Incorporation as amended, a copy of these By-Laws, and all

minutes of meetings of the Board of Trustees and Board committees.

ARTICLE IX

CORPORATE SEAL

The seal of the Corporation shall be circular in form and shall bear the name of the

Corporation and words and figures showing that it is a not-for-profit organization which was

incorporated in the State of New York in 1907.

ARTICLE X

FINANCIAL ADMINISTRATION

Section 1. Fiscal Year. The fiscal year of the Corporation shall begin on the first day

of July each year to coincide with the New York City Charter requirements.

Section 2. Approval of Annual Budget. Prior to the adoption of the Corporation’s

annual budget, the Finance and Investment Committee shall review all pertinent budgetary

materials with the President and Chief Executive Officer and any presentations of the President and

Chief Executive Officer concerning the budget, and shall recommend actions to the Board of

Trustees with respect to the budget and amounts required for carrying on the work of the



42

Corporation during the fiscal year then next ensuing. Upon the adoption of the budget of the City

of New York for the ensuing fiscal year, the Finance and Investment Committee shall review the

amount allocated to the Library and submit a proposed budget to the Board of Trustees for

approval.

Prior to the adoption of the proposed annual budget, the Board of Trustees shall hold

an annual budget hearing open to the public, provide the public with a 30 day period in which to

comment on the proposed budget and report all revenue sources of funding, both public and private,

for the budget. Notice of the public budget hearing shall be given to the public at least 30 days

prior to the scheduled hearing date. Such notice shall be provided on the Corporation’s website, on

fliers posted inside the Corporation’s main location and in each branch location and in any other

alternative manner chosen by the Board of Trustees.

The public budget hearing shall be a public forum held at a physical location, attended

by the Corporation’s trustees and President and Chief Executive Officer, or their designees, where

oral testimony is accepted and written testimony may be submitted for inclusion in the record.

Testimony at the public budget hearing may be presented in writing or orally, provided that the

Board of Trustees shall make rules designed to exclude repetitive, redundant or irrelevant

testimony. The Board of Trustees shall make a record of all testimony at each annual public budget

hearing.

Section 3. Appropriations. No payments shall be made or authorized by the

Treasurer, or his or her designee, except pursuant to the appropriations authorized in the annual

budget adopted by the Board of Trustees. However, nothing contained in these By-Laws shall be

construed to prevent the Board of Trustees from making special appropriations from the funds of

the Corporation at any meeting of the Board.



43

ARTICLE XI

INDEMNIFICATION

Except as otherwise provided below and to the fullest extent authorized by law, the

Corporation shall indemnify any present or former trustee or officers of the Corporation or the

personal representatives thereof, made or threatened to be made a party in any civil or criminal

action or proceeding by reason of the fact that he or she, his or her testator or intestate is or was a

trustee or officer of the Corporation, or served with any other corporation, partnership, joint

venture, trust, employee-benefit plan, or other enterprise in any capacity at the request of the

Corporation, against judgments, fines (including excise taxes assessed on such a person in

connection with service to an employee-benefit plan), amounts paid in settlement and reasonable

expenses, including attorneys’ fees, actually and necessarily incurred as a result of such action or

proceeding or any appeal therein.

Expenses (including attorneys' fees) incurred in defending a civil or criminal action or

proceeding shall, to the fullest extent authorized by law, be paid by the Corporation in advance of

the final disposition of such action or proceeding upon receipt of an undertaking by or on behalf of

such trustee or officer to repay such amount as, and to the extent, the person receiving the

advancement is ultimately found not to be entitled to indemnification under this Article or

otherwise.

The foregoing right of indemnification and advancement of expenses shall not be

deemed exclusive of any other rights to which any person, his or her testator or intestate may be

entitled apart from this provision provided that no indemnification may be made to or on behalf of

any trustee or officer if a judgment or other final adjudication adverse to the trustee or officer

establishes that his or her acts were committed in bad faith or were the result of active and

deliberate dishonesty and were material to the cause of action so adjudicated, or that he or she



44

personally gained in fact a financial profit or other advantage to which he or she was not legally

entitled. Nothing contained in this provision shall affect any rights to indemnification to which

corporate personnel other than the trustees and officers may be entitled by contract or otherwise

under the law.

The Corporation may purchase and maintain insurance to indemnify the Corporation

and any person described in this Article to the fullest extent such insurance is permitted by law.

For the purposes of this Article XI, the officers of the Corporation shall include, in

addition to the officers provided for in Article III of these By-Laws, the key executive employees of

the Corporation provided for in Article IV of these By-Laws.

ARTICLE XII

CONFLICT OF INTEREST

A conflict of interest may arise when a person has an existing or potential financial

interest or other material interest that impairs or might appear to impair his or her independence or

objectivity in the discharge of responsibilities and duties to the Corporation. No person with a

conflict of interest shall be present at or participate in any Board of Trustee, Audit Committee or

other Board committee deliberations or voting on the matter giving rise to the conflict. Nor may

such person improperly influence the deliberation or voting on such matter. Any conflict of interest

brought to the attention of the Board, Audit Committee or any other Board committee shall be

documented in the minutes of the meeting at which such conflict was discussed. These prohibitions

and requirements, as well as any other requirements with respect to conflicts of interest set forth in

Sections 715 and 715-a of the N-PCL or in any other applicable law, shall be reflected in the

conflict of interest policy adopted by the Corporation.



45

ARTICLE XIII

AMENDMENTS

The By-Laws of the Corporation may be adopted, amended, or repealed, in whole or

part, at any meeting of the Board of Trustees provided that no By-Law as to which more than a

majority vote is required for any specified action by the trustees may be amended, suspended or

repealed by a smaller vote than that required under the respective By-Law: and further provided that

any proposed adoption, amendment or repeal of the By-Laws, in whole or part, shall be read at a

meeting and voted upon at a subsequent meeting. Notice of the proposed action must be given in

the notice of meeting at which it is to be considered.


Audit Committee Report of April 14, 2016

46


BOARD OF TRUSTEES

MEETING OF THE AUDIT COMMITTEE

April 14, 2016

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, April 14, 2016 at 6:03 p.m.

PRESIDING: Haeda Mihaltses, Chair, Audit Committee

PRESENT: Judy Bergtraum, Esq.


Dennis M. Walcott


Tracy Yogman

Vice President, Finance & CFO


General Counsel

EXCUSED: Carl Koerner, Chairman of the Board

Jukay Hsu

GUESTS: James Haddad, Esq. (arrived at 6:23pm)

John Ottulich

Robert Santos, Esq.



Represented by: Angelina Martinez-Rubio, Esq. (arrived at 6:29 pm)

Joseph Kehm, CPA

Partner, EFPR Group

Robert Zielinski, CPA

Director, EFPR Group



47


BOARD OF TRUSTEES

MEETING OF THE AUDIT COMMITTEE

April 14, 2016

REPORT

PUBLIC SESSION

Report(s)

a. External Audit Firm Presentation – EFPR Group

The External Auditors, Joseph Kehm and Robert Zielinski, of EFPR Group gave a

presentation at the meeting regarding scope of services, auditor responsibilities, client

responsibilities, audit approach, revised engagement timeline, engagement fees, and client

service team.

Joseph Kehm discussed the relationship between Toski & Co. and EFPR Group.

b. Internal Audit – Review Internal Audit Report of Purchasing and Information

Technology Responses

Recommended responses were provided to the Committee for their input. The purchasing

policy is being revised, which is a critical item. The Library is also working on a capital

management policy, which will be a new policy and procedure that will presented to the

Board for its review. Most of the recommendations relating to IT pertain to controls of the

system, such as authorization levels, documentation and reviews, and have been

implemented.

c. Comptroller’s Determination that Queens Library should be included as a

Discretely Presented Component Unit in the City of New York’s Comprehensive

Annual Financial Report (CAFR)

All three NYC Library Systems were asked to complete a Financial Reporting

Entity/Potential Component Unit Questionnaire provided by the City Comptroller. Based on

the responses to that Questionnaire, the Comptroller has determined that both the Queens

Library and Brooklyn Public Library should be included as component units of the CAFR.

The Library had been advised that the determination was based on City representatives

having the authority to appoint a voting majority of the Library’s governing board and the

City’s ability to impose its will on the Library in that it can significantly influence the

programs, projects, activities, or level of services performed or provided by the Library.



48

A letter from the Comptroller’s Office dated March 15, 2016 indicates that the Library will

be required to comply with Directive 22 of the Comptroller’s Internal Control and

Accountability Directives.

The Committee Chair, Ms. Mihaltses, CFO, Ms. Yogman and General Counsel, Mr.

Finkelman, met with Michele Mark Levine from the Comptroller’s Office on April 12,

2016, to discuss the details of this determination.

Actions(s)

a. External Auditing Services

It was moved by Ms. Mihaltses that the Audit Committee recommend to the Board of

Trustees that the Library’s President and CEO be authorized to engage the auditing firm of

EFPR Group LLP, to complete the annual independent audit for the fiscal year ending June

30, 2016, for a maximum fee of $75,000. The motion was seconded by Ms. Bergtraum.

The motion passed unanimously.

IT WAS MOVED BY MS. MIHALTSES 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 7:02 p.m.

_____________________________

Haeda Mihaltses

Chair, Audit Committee


Buildings and Grounds Committee Report of April 14, 2016

49


BOARD OF TRUSTEES

MEETING OF THE BUILDINGS AND GROUNDS COMMITTEE

April 14, 2016

REPORT

A meeting of the Buildings and Grounds Committee was held on Thursday, April 14, 2016 at 7:04 p.m.

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

York.

PRESIDING: John Ottulich

Chair of Committee

PRESENT: Judy Bergtraum, Esq.

James Haddad, Esq.

Robert Santos, Esq.

Dennis M. Walcott


Dennis Verriello

Interim Vice President Capital and Facilities Management


General Counsel

EXCUSED: Adrienne Adams

Julissa Gutierrez

Carl Koerner, Esq.

GUESTS: Haeda Mihaltses



Matthew Gorton (Arrived at 7:20pm)


Represented by: Angelina Martinez-Rubio, Esq.



50


BOARD OF TRUSTEES


April 14, 2016

Report

Actions

1. Contract Authorization – Ozone Park Renovation

It was moved by Mr. Ottulich that the Building and Grounds Committee recommend to the

Board of Trustees that the President & CEO be authorized to execute contracts as required for

the renovation at the Ozone Park Library under Specification #0216-4 with the selected

contractors as indicated below as the lowest responsible bidders in the total amount of

$833,785.00. The motion was seconded by Ms. Bergtraum. The motion passed unanimously.

2. Contract Authorization – HVAC Services System-Wide & Flushing Library

The committee discussed concerns on the HVAC services system-wide and Flushing Library.

After discussion, it was moved by Mr. Ottulich that the Buildings & Grounds Committee table

the Contract Authorization – HVAC Services System-Wide & Flushing Library agenda item

until the Buildings and Grounds Committee meets on Monday, May 2, 2016. The motion was

seconded by Mr. Haddad. The motion passed unanimously.

Bids and

Trade Contractor Vendex

Actual Costs

General Contractor The Wits Contracting Inc.

$427,682.00

Mechanical Matrix Mechanical Corp. Yes - No cautions

$67,000.00

Electrical/Fire Alarm Kopp Electric Corp.

Yes - No cautions $268,645.00

Millwork Dreamwork Design, LLC. Yes - No cautions

$70,458.00

TOTAL:

$833,785.00



51

Report(s)

1. Maintenance, Repair & Renovation

Maintenance, repair or renovation purchases awarded between March 1 and March 31, 2016 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.

Flushing Metro Environmental Services, Inc.

provided labor and materials to perform emergency

spill recovery services $10,380

Flushing Montel Aetnastak, Inc.

For the purchase of services for the children’s area in

conjunction with the renovation project $23,072

Ozone Park American Interfile & Library

Services, Inc. provided move out

and storage services for the

renovation project $ 7,688

It was moved by Mr. Ottulich that the meeting be adjourned. The motion was seconded by Mr.

Santos. The motion passed unanimously.


_______________________________

John Ottulich, Chair

Buildings and Grounds Committee


Buildings and Grounds Committee Report of May 2, 2016

52


BOARD OF TRUSTEES


May 2, 2016

REPORT

A meeting of the Buildings and Grounds Committee was held on Monday, May 2, 2016 at 7:13 p.m. in

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

PRESIDING: John Ottulich

Chair of Committee

PRESENT: Adrienne Adams

James Haddad, Esq.

Carl Koerner, Esq.

Robert Santos, Esq.

Dennis M. Walcott


Dennis Verriello

Interim Vice President Capital and Facilities Management


General Counsel

EXCUSED: Judy Bergtraum, Esq.

Julissa Gutierrez

GUESTS: Hon. Augustus Agate

Maria Concolino

Haeda Mihaltses

Michael Rodriguez, Esq.



Earl Simons, Ed.D.







Represented by: Eve Cho Guillergan, Esq.


Buildings and Grounds Committee Report of May 2, 2016

53


BOARD OF TRUSTEES


May 2, 2016

Report

1. Contract Authorization – HVAC Services System-Wide & Flushing Library

It was moved by Mr. Santos that the Buildings & Grounds Committee recommend to the Board

of Trustees that the agenda item be withdrawn for the Library to address issues that were raised

at the April 14, 2016 committee meeting and that an agenda item be presented to the committee

later in the month to extend the existing contracts for a six month period. The motion was

seconded by Mr. Koerner. The motion passed unanimously.


_______________________________

John Ottulich, Chair

Buildings and Grounds Committee


Executive Committee Report of April 14, 2016

54


BOARD OF TRUSTEES

MEETING OF THE EXECUTIVE COMMITTEE

April 14, 2016

REPORT

A meeting of the Executive 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, April 14, 2016 at

7:54 p.m.

PRESIDING: Judy Bergtraum, Esq. Acting Chair,

Executive Committee

PRESENT: Matthew Gorton


Robert Santos, Esq.

Dennis M. Walcott

President and CEO


General Counsel

EXCUSED: Carl Koerner, Esq.

Michael Rodriguez, Esq.

Earl G. Simons, Ed.D

GUESTS: Haeda Mihaltses

John Ottulich


Represented by: Angelina Martinez-Rubio



55


BOARD OF TRUSTEES

MEETING OF THE EXECUTIVE COMMITTEE

THURSDAY, APRIL 14, 2016

Central Library

89-11 Merrick Blvd., 2nd

Floor

Jamaica, New York 11432

REPORT

I. PUBLIC SESSION

Actions Item(s)

1. Network Hardware Maintenance and Technical Support Contract Authorization

Chauncie Brooks, SAP System Specialist/System Engineer III, reported on the above

agenda item.

It was moved by Ms. Bergtraum that the Executive Committee authorize, on behalf of the

Board of Trustees, the President & CEO to execute a contract with SSCS Global IT

Services for the network hardware maintenance and technical support services under

Specification # 0216-3 for the period of July 1, 2016 through June 30, 2017. Such

authorization is subject to ratification of the Board of Trustees when it reconvenes for its

regularly scheduled meeting on May 2, 2016. The motion was seconded by Mr. Sadowsky.

The motion passed unanimously.

2. Revision to Fines & Fees Schedule Policy

Nick Buron, Interim Chief Librarian, reported on the above agenda item.

It was moved by Ms. Bergtraum that the Executive Committee recommend to the Board of

Trustees that the proposed revised Fines and Fees Schedule Policy be approved. The

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

II. Report(s)

1. Personnel Report – 2/16/16-3/15/16

The President provided the personnel report for the period of February 16, 2016 to March

15, 2016: Appointments, Promotions, Transfers, Leave Without Pay, Return from Leave of

Absence, Separations.



56

III. EXECUTIVE SESSION

AT 8:24 P.M., IT WAS MOVED BY MR. SADOWSKY THAT THE MEETING MOVE INTO

EXECUTIVE SESSION TO DISCUSS PERSONNEL MATTERS. THE MOTION WAS

SECONDED BY MR. SANTOS. THE MOTION PASSED UNANIMOUSLY. ALL STAFF LEFT

THE ROOM EXCEPT FOR LEWIS FINKELMAN, GENERAL COUNSEL, AND SUNG MO

KIM, ASSOCIATE COUNSEL. JACQUELINE MARTINEZ, INTERIM DIRECTOR OF

HUMAN RESOURCES WAS PRESENT FOR ONE OF THE PERSONNEL MATTERS

DISCUSSED.

AT 9:04 P.M., IT WAS MOVED BY MR. SADOWSKY THAT THE MEETING MOVE OUT OF

EXECUTIVE SESSION. THE MOTION WAS SECONDED BY MR. SANTOS. THE MOTION

PASSED UNANIMOUSLY.

IV. ADJOURNMENT

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

MOTION WAS SECONDED BY MR. SANTOS. THE MOTION PASSED UNANIMOUSLY.


______________________________

Judy Bergtraum, Acting Chair,

Executive Committee



57

APPOINTMENTS:

Employee Name Job Title Position Title Hire Date

Allen, Ashley Technical Support Aide 2 Customer Service Specialist 3/6/2016

Antoine, Alexandre Technical Support Aide 2 Customer Service Specialist 3/6/2016

Brown, Myron Librarian 1 General Librarian 3/6/2016

Dowdy, LaCrystal Senior Librarian 2 Assistant Community Library Manager

3/6/2016

Funk, William Purchasing Agent 3 Director of Procurement Management

3/6/2016

Jenkins, John Technical Support Aide 2 Customer Service Specialist 3/6/2016

Midouin, John Staff Analyst 1 High School Equivalency Program Specialist

3/6/2016

Morris, Mikisha Associate Staff Analyst Executive Director 3/6/2016

O Brien, Frank Library Maintainer Library Maintainer 2/21/2016

Rivers, Tashan Technical Support Aide 2 Customer Service Specialist 3/6/2016

Stukes, Daquon Technical Support Aide 2 Customer Service Specialist 3/6/2016

Thillet, Danielle Staff Analyst 1 Social Media Manager 2/21/2016

Vasquez, Desiree Technical Support Aide 2 Customer Service Specialist 3/6/2016

Walcott, Dennis M. Administrative Staff Analyst President & Chief Executive Officer 3/13/2016

Employee Count: 14



58

PROMOTIONS:

Employee Name Old Job Title Old Position Title New Job Title New Position Title Promotion Date

Bell, Naomi Office Associate 1 Customer Service Supervisor Office Associate 3 Customer Service Supervisor 3/6/2016

Benson, Matthew Senior Librarian 2 Adult Librarian Senior Librarian 2 Assistant Community Library Manager 3/6/2016

Chan, Wai Sze Senior Librarian 3 Assistant Community Library Manager

Supervising Librarian 1 Central Library Assistant Manager 3/6/2016

De Sagun, Mary Grace

Technical Support Aide 2

Imaging Technician Technical Support Aide 3

Digitization Supervisor 2/21/2016

Diamond-Velox, Sharon

Senior Librarian 2 Adult Librarian Senior Librarian 2 Assistant Community Library Manager 3/6/2016

Finger, Daniel Senior Librarian 1 General Librarian Senior Librarian 2 Assistant Community Library Manager 3/6/2016

Gifford, Danielle Principal Librarian 1

Community Library Manager Principal Librarian 2 Community Library Manager 2/16/2016

Hysa, Ledina Senior Librarian 3 Assistant Community Library Manager

Supervising Librarian 1 Assistant Community Library Manager 3/6/2016

Kierkosz, Lubomira

Senior Librarian 3 Assistant Community Library Manager


McGhaney, Jamie Office Associate 1 Customer Service Supervisor Office Associate 3 Customer Service Supervisor 3/6/2016

Melendez, Yvonne Office Associate 1 Customer Service Supervisor Office Associate 3 Customer Service Supervisor 3/6/2016

Metes, Dacia Senior Librarian 2 Metadata Catalog Librarian Supervising Librarian 1 Digital Archives Manager 2/21/2016

Morell, Brian Supervising Librarian 2

Community Library Mgr Principal Librarian 1 Community Library Mgr 3/6/2016

Paredes, Susan Senior Librarian 3 Assistant Community Library Manager


Small, Samantha Technical Support Aide 2

Customer Service Specialist Staff Analyst 1 Young Adult Literacy Program Counselor

2/28/2016

Employee Count: 15



59

TRANSFERS:

Employee Name Job Title Position Title Effective Date

Akbar, David Junior Library Custodian Junior Library Custodian 2/7/2016

Blanchard, Tyhessia Office Associate 2 Customer Service Supervisor 3/6/2016

Huynh, Lesie Senior Librarian 3 Assistant Community Library Manager 3/6/2016

Joynes, Brian Library Custodian Library Custodian 3/14/2016

Levinson, Justin Senior Librarian 3 Assistant Community Library Manager 3/13/2016

Quinn-Carey, Bridget Chief Librarian Executive Vice President/Chief Operating Officer 3/13/2016

Scott, Lakia Office Associate 1 Customer Service Supervisor 3/13/2016

Wright, Charles Junior Library Custodian Junior Library Custodian 2/29/2016

Employee Count: 8

LEAVE WITHOUT PAY:

Employee Name Job Title Position Title Last Day Paid

Stillwagon, Thomas Library Maintainer Library Maintainer 2/23/2016

Zavaleta, Carlos Assistant Library Custodian

Assistant Library Custodian

3/11/2016

Employee Count: 2



60

RETURN FROM LEAVE OF ABSENCE:

Employee Name Job Title Position Title Change Date

Persaud, Navita Staff Analyst 1 Lead Pre-K Teacher 2/16/2016

Simon, Vesna Principal Librarian 2 Community Library Manager 2/22/2016

Employee Count: 2

SEPARATIONS:

Employee Name Job Title Position Title Date of Hire Years

Holdampf, Mary Senior Librarian 2 General Librarian 10/23/2005 10.23

Mann, Joel Librarian 1 General Librarian 7/24/1993 21.79

Santizo, Gustavo Junior Library Custodian

Junior Library Custodian

11/9/1985 30.15

Sgambati, Laura Project Manager Senior Interactive & Print Designer

5/25/2008 7.68

Employee Count: 4



61

POLICY & PROCEDURE MANUAL SECTION D, #5, P. 1 of 3

FINES AND FEES SCHEDULE POLICY

ISSUED: MAY 2016

ADMINISTRATIVE OFFICE

Approving Authority: Board of Trustees

POLICY

To ensure the widest availability of Library materials for all customers, Queens Library charges

fines and fees for all overdue, lost or damaged items and lost library cards. Every fee and fine due

and paid by library customers must be entered into the Library’s circulation system for accounting

and auditing purposes. The Agency Head (or designee) is responsible for ensuring that this policy

is followed.

I. FINES ON OVERDUE MATERIALS

Daily Fines (per calendar

day)

Maximum Fines

Item Type

Juvenile

Adult

Senior

Adult &

Senior

Juvenile

Books, Hardcover $ .10 $.25 $ .10 10.00 $3.00

Books, Paperback (Trade) .10 .25 .10 10.00 3.00

Books, Paperback (Mass

Market)

.10 .25 .10 10.00 3.00

Audio Cassettes (singles &

sets)

.10 .25 .10 10.00 3.00

Compact Discs .10 .25 .10 10.00 3.00

DVDs 1.00 1.00 1.00 15.00 8.00

Multi-media Sets (per title) 2.00 2.00 2.00 15.00 15.00

Periodicals

Tablets

Mobile Hot Spots

.10

3.00

3.00

.25

3.00

3.00

.10

3.00

3.00

3.00

15.00

15.00

3.00

15.00

15.00

Uncataloged Materials .10 .25 .10 3.00 3.00



62

II. LOST ITEMS

Replacement of a lost or damaged book and other print material will no longer be accepted.

Multimedia material may be replaced with an exact duplicate and a non-refundable $8

processing fee is payable at the time of the transaction.

Customers will not be held liable for damaged items that are the result of routine wear and

tear. However, customers will be held responsible for damaged items if the damage is a

result of customer negligence. If the current list price is not available for lost or damaged

items, the following schedule of fees is in effect:

Item Type Adult Juvenile

Books-Hardcover, Non-fiction $25.00 $15.00

Books-Hardcover, Fiction 25.00 15.00

Books-Paperback, Trade 16.00 8.00

Books-Paperback, Mass Market 8.00 5.00

Audio Cassettes, Books on Tape &

Diskettes

10.00 10.00

Compact Discs (CDs) per disk 15.00 15.00

DVDs 25.00 25.00

Periodicals, pamphlets and uncatalogued

items

4.00 2.00

Tablets

Mobile Hot Spots

299.00

200.00

299.00

200.00

III. MISCELLANEOUS FEES

Description Fee

Lost Library Card 2.00

Service Collection Agency Fee (per account, when

item(s) are 42 days overdue)

6.00

Returned Check Fee

No Pick-Up for Requested Item Fee

25.00

.25

Processing fee for lost/damaged materials

Tablet Cover

USB Cable

AC Adaptor

Carry Case

Battery

8.00

20.00

10.00

10.00

25.00

34.99



63

The following fees shall be charged for missing items as indicated below:

Item Fee

Missing Item Label $1.00

Missing CD DVD or Cassette Case 1.00

Missing Tablet or Mobile Hot Spot Case 3.00

IV. NEW YORK STATE NONRESIDENT FEES

People who live, work, or go to school in New York State can become a member of the

Queens Library free of charge. All other people may become a member of Queens Library

and access all services offered for an annual fee of $50.

Revises: October 2005 Policy & Procedures Section D, #5


Finance & Investment Committee Report of May 2, 2016

64


BOARD OF TRUSTEES

MEETING OF THE FINANCE & INVESTMENT COMMITTEE

May 2, 2016

REPORT

A meeting of the Finance & Investment Committee of the Board of Trustees was held at

6:17pm on Monday, May 2, 2016, in the Hon. Robert T. Groh Board Room of the Central

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

PRESIDED: Michael E. Rodriguez, Esq. Chair, Finance & Investment Committee

PRESENT: James Haddad, Esq.

Carl S. Koerner, Esq.

Robert Santos, Esq.

Earl G. Simons. Ed.D, Assistant Treasurer

Dennis M. Walcott – arrived at 6:22pm


Tracy Yogman

Chief Financial Officer


General Counsel

EXCUSED: Matthew Gorton

GUESTS: Adrienne Adams – arrived at 6:58pm

Hon. Augustus Agate

Maria Concolino

John Ottulich


Eli Shapiro, Ed.D, LCSW – arrived at 7:02pm






Represented by: Eve Cho Guillergan, Esq. – arrived at 6:53pm



65


BOARD OF TRUSTEES

THE MEETING OF THE FINANCE & INVESTMENT COMMITTEE

May 2, 2016

REPORT

Action Item(s)

1. Approval of Bills for the Month of March 2016

It was moved by Mr. Santos that the Finance & Investment Committee recommend to the

Board of Trustees the approval of the March 2016 bills in the aggregate sum of

$3,436,221. The motion was seconded by Mr. Simons. The motion passed unanimously.

2. Acceptance of Financial Reports for the Period Ending March 31, 2016


Board of Trustees that the Budget Reports for operating funds and Balance Sheets for all

funds as of March 31, 2016 be accepted. The motion was seconded by Mr. Simons. The

motion passed unanimously.

3. FY’16 City Fund Budget Modification


Board of Trustees that the Budget Modifications for increases in total budget revenues or

expenses be accepted. The motion was seconded by Mr. Simons. The motion passed

unanimously.

4. FY’16 State General Fund Budget Modification


Board of Trustees that the Fiscal Year 2016 State General Fund Budget as modified be

accepted. The motion was seconded by Mr. Simons. The motion passed unanimously.

5. Investment Policy – Update

There was discussion as to whether three financial advisors are necessary to handle the

Library’s investments. The President responded that in listening to the discussion, we

need to decide on the right two or three financial advisors and more importantly to have

reports on a regular basis, perhaps quarterly. The CFO reported that she added to the

proposed revised policy that we receive quarterly reports form each advisor. She also

distributed reports she prepared to the Committee for the quarter ending March 31. She

can provide reports based around benchmarks and broken down by asset class. She

added that fees and the blended rates of return are reflected on the report. She stated that

we need to decide the format for the reporting for different time periods, last 12 months,

last 3 months, prior year. The Committee members appreciated the report. There were

questions as to how the investments break down compared to New York and Brooklyn

Public Library and whether a sub-committee should be created.



66

It was moved by Mr. Rodriguez that the Finance & Investment Committee table the

agenda item to recommend an updated Investment Policy to the Board until further

review. The motion was seconded by Mr. Haddad. The motion passed unanimously.

6. Credit Card Users Authorization


Board of Trustees that Dennis M. Walcott, as President & CEO, and William Funk, as

Director of Procurement, be approved as authorized users on the Library’s Chase Visa

credit card account. The motion was seconded by Mr. Simons. The motion passed

unanimously.

Report(s)

1. Payroll for the Month of March 2016

The Chief Financial Officer reported on payrolls paid during the month of March 2016 in

the aggregate sum of $4,806,750 consisting of $186 in Fines & Fees Funds, $4,600,928 in

City Funds, $191,253 in Federal & State Funds, $8,869 in Board-designated & Private

Grants Funds, and $5,514 in the Workers Compensation Reserve Funds. All expenditures

were made in accordance with Budgets and Appropriations approved by the Board of

Trustees.

2. Budget Transfer Report For January 1, 2016 – March 31, 2016

The Chief Financial Officer presented the quarterly Budget Transfer Report for the period

January 1, 2016 through March 31, 2016. This report is not the transferring of money - it is

just shifting funding between line items within each fund.

3. Government Grants Secured Fiscal Year 2016 – July 1, 2015 through March 31, 2016

The Chief Financial Officer presented the quarterly Government Grants Secured Report for

Fiscal Year 2016 for the period July 1, 2015 through March 31, 2016.

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

MOTION WAS SECONDED BY MR. SANTOS. THE MOTION PASSED UNANIMOUSLY.

There being no further business, the meeting was adjourned at 7:12p.m.

______________________________

Michael E. Rodriguez, Esq.,

Finance & Investment Committee



67


FINANCIAL STATEMENTS

AS OF MARCH 31, 2016

FINANCE & INVESTMENT COMMITTEE MEETING

MAY 2, 2016



68

City General Fund

Budget Report as of March 31, 2016

In thousands

Estimated Revenues

Adopted

Budget

Current

Budget

Y-T-D

Actual

Open

Orders

Remaining

Balance

Percent

Remaining

City Appropriations 99,415$ 100,389$ 85,836$ - 14,553$ 14%

Interest Income 5 17 15 - 2 0%

Rental 21 73 70 - 3 0%

Sundry Revenues - - - - - 0%

Legal Settlement - - - - - 0%

Insurance Proceeds - 5 5 - - 0%

Total Revenues 99,441$ 100,484$ 85,926$ -$ 14,558$ 14%

Appropriations

Personal Services 60,369$ 58,040$ 38,779$ - 19,261$ 33%

Health Insurance 13,747 14,253 8,459 - 5,794 41%

Social Security 4,705 4,753 3,475 - 1,278 27%

Unemployment Insurance 140 140 43 - 97 69%

Employee Welfare Fund 2,582 2,575 1,601 - 974 38%

Disability Insurance 273 217 28 - 189 87%

Workers' Compensation - - - - - 0%

Training 12 12 - - 12 100%

General Supplies 1,310 1,426 697 260 469 33%

Maintenance & Custodial Supplies 622 635 246 144 245 39%

Equipment 369 1,166 175 366 625 54%

Furniture 43 94 23 23 48 51%

Library Materials 3,088 4,060 2,474 238 1,348 33%

Contractual Services 1,705 1,715 825 186 704 41%

Postage 162 162 102 8 52 32%

Telecommunications 476 630 283 6 341 54%

Carfare, Travel & Mileage 38 38 30 - 8 21%

Maintenance & Repairs - Vehicles 137 137 113 - 24 18%

Maintenance & Repairs - Buildings 1,495 1,745 847 425 473 27%

Information Systems Services 1,778 1,868 906 23 939 50%

Rentals - Land/Buildings 1,311 1,311 1,086 - 225 17%

Heat, Light, and Power 2,939 2,933 4 - 2,929 100%

P & C Insurance Premiums 520 570 513 - 57 10%

Adult Literacy 1,620 1,774 1,129 13 632 36%

Anti Proverty - 5 1 1 3 60%

Program Support-Rosedale, FR,Ar - 25 8 2 15 60%

Programs - Friends of Briarwood - 5 2 2 1 20%

Technology Upgrades - Astoria - 5 2 3 - 0%

Early Childhood Literacy - 175 82 19 74 42%

Job Business Academy - 10 8 - 2 20%

Program Support- CD 31 - 5 3 1 1 20%

Total Appropriations 99,441$ 100,484$ 61,944$ 1,720$ 36,820$ 37%



69

Fines and Fees Fund


In thousands

Estimated Revenues

Adopted

Budget

Current

Budget

Y-T-D

Actual

Open

Orders

Remaining

Balance

Percent

Remaining

Fines on Overdue Items 1,433$ 1,433$ 964$ - 469$ 33%

Lost Library Cards 60 60 39 - 21 35%

Lost & Damaged Items Fees 305 305 213 - 92 30%

Interest Income- Fines/Fees 2 2 1 - 1 50%

Total Revenues 1,800$ 1,800$ 1,217$ - 583$ 32%

Appropriations

Personal Services 11$ 11$ 4$ - 7$ 64%

Social Security 1 1 1 - - 0%

Training 249 284 120 57$ 107 38%

General Supplies 24 24 4 2 18 75%

Equipment 33 33 - - 33 100%

Library Materials 535 535 388 7 140 26%

Contractual Services 1,072 1,005 516 150 339 34%

Information System Services 60 92 17 75 - 0%

Total Appropriations 1,985$ 1,985$ 1,050$ 291$ 644$ 32%



70

Federal General Fund


In thousands

Estimated Revenues

Adopted

Budget

Current

Budget

Y-T-D

Actual

Open

Orders

Remaining

Balance

Percent

Remaining

Federal USDF Program Refunds 2,787$ 2,787$ - - 2,787$ 100%

Total Revenues 2,787$ 2,787$ - - 2,787$ 100%

Appropriations

Telecommunications 2,787$ 2,787$ 1,149$ - 1,638$ 59%

Information Systems Services - - (20) 20$ - 0%

Total Appropriations 2,787$ 2,787$ 1,129$ 20$ 1,638$ 59%



71

State General Fund


In thousands

Estimated Revenues

Adopted

Budget

Current

Budget

Y-T-D

Actual

Open

Orders

Remaining

Balance

Percent

Remaining

Basic Grant Revenues 3,829$ 3,829$ 93$ - 3,736$ 98%

Consolidated Systems Aid 1,509 1,509 - - 1,509 100%

Legal Settlements - - 24 - (24) 0%

County Prison Aid - - 0%

Total Revenues 5,338$ 5,338$ 117 - 5,221$ 98%

Appropriations


Health Insurance - - - - - 0%

Social Security 74 49 21 - 28 57%

Employee Welfare Fund - - - - - 0%

Pension - 59 59 - - 0%

Workers' Compensation - - - - - 0%

Training 51 51 28 3$ 20 39%

General Supplies 15 17 8 - 9 53%

Equipment 102 197 75 44 78 40%

Furniture - 370 77 73 220 59%

Library Materials 522 522 331 18 173 33%

Contractual Services 2,069 2,132 1,020 296 816 38%

Carfare, Travel & Mileage 5 5 1 - 4 80%

Maintenance & Repairs - Buildings 777 1,960 406 640 914 47%

Information Systems Services 2,505 2,505 715 526 1,264 50%

Total Appropriations 7,031$ 8,724$ 2,949$ 1,600$ 4,175$ 48%



72

Board-Designated Fund


In thousands

Estimated Revenues

Adopted

Budget

Current

Budget

Y-T-D

Actual

Open

Orders

Remaining

Balance

Percent

Remaining

Interest & Dividend Income 250$ 250$ 230$ - 20$ 8%

Library Merchandise Sales 2 2 - - 2 100%

Gains (Losses) on Investments 300 300 (797) - 1,097 0%

Total Revenues 552$ 552$ (567)$ - 1,119$ 203%

Appropriations

Training 10$ 10$ -$ -$ 10$ 100%

General Supplies 61 53 18 - 35 66%

Contractual Services 660 761 413 63 285 37%

Carfare, Travel & Mileage 12 12 8 2 2 17%

Maintenance & Repairs - Vehicles 6 6 - - 6 100%

P & C Insurance Premiums 3 3 - - 3 100%

Information Systems Services 7 1 6 - 0%

Total Appropriations 752$ 852$ 440$ 71$ 341$ 40%



73

Workers Comp Fund


In thousands

Estimated Revenues

Adopted

Budget

Current

Budget

Y-T-D

Actual

Open

Orders

Remaining

Balance

Percent

Remaining

Interest Income -$ -$ $ 1 $ - (1)$ 0%

Interfund Transfers - - - - - 0%

Total Revenues - - 1 - (1) 0%

Appropriations


Health Insurance 6 6 5 - 1 17%

Social Security 6 6 4 - 2 33%

Employee Welfare Fund 2 2 1 - 1 50%

Pension 8 14 13 - 1 7%

Workers' Compensation 200 194 84 - 110 57%

Contractual Services 125 125 75 15 35 28%

P & C Insurance Premiums 45 45 45 - - 0%

Total Appropriations 464$ 464$ 279$ 15 170$ 37%



74

BALANCE SHEET – FINES & FEES FUND GROUP At March 31, 2016

Assets Cash & Cash Equivalents

Checking Accounts – Interest Bearing $ 1,849,986

Money Market Accounts 134,126

Repurchase Agreements -

On Hand

37,749

Accounts Receivable

Accounts Receivable and Employee Advances 27,740

Grants and Contracts Receivable

New York City -

New York State -

Federal Government -

Contributions Receivable

From New York State -

From Individuals, Corporations and Foundations -

Prepaid Expenses

Prepaid Others -

Other Assets

Interfund Receivables 321,370

Certificates of Deposit -

Investments -

Property & Equipment (net of depreciation) 797,851

TOTAL ASSETS $ 3,168,822

Liabilities and Fund Balances Liabilities

Accounts Payable $ 31,712

Accrued Payroll & Related Expense -

Note Payable -

Compensated Absences Payable -

Deferred Revenue -

Other Liabilities and Interfund Payables -

Fund Balances

Invested in Capital Assets, Net of Related Debt (Unrestricted Funds) 797,851

Unrestricted - Other 2,339,259

Current Restricted -

Permanently Restricted (Endowments) -

TOTAL LIABILITIES AND FUND BALANCES $ 3,168,822



75

BALANCE SHEET – CITY FUNDS GROUP At March 31, 2016



Money Market Accounts 1,006


On Hand

588

Accounts Receivable



New York City 11,514,625

New York State -





Prepaid Expenses

Prepaid Insurance -

Prepaid Rent

-

Other Assets

Interfund Receivables 3,549,146

Security Deposit -

Investments -

Property & Equipment (net of depreciation) 5,422,842





Note Payable 744,630


Deferred Revenue -

Other Liabilities and Interfund Payables 11,949,233

Fund Balances

Invested in Capital Assets, Net of Related Debt (Unrestricted Funds) 5,422,842


Restricted - Other (7,911,376)





76

BALANCE SHEET – STATE & FEDERAL FUNDS GROUP At March 31, 2016


Checking Accounts – Interest Bearing $ 839,461

Money Market Accounts -


On Hand

80

Accounts Receivable



New York City -

New York State 987,769





Prepaid Expenses

Prepaid Other -

Other Assets

Interfund Receivables -


Investments 6,540,128

Security Deposits 25,667




Accounts Payable $ 152,679 Accrued Payroll & Related Expense -

Line of Credit Payable -

Compensated Absences Payable 5,512,627

Deferred Revenue -

Other Liabilities and Interfund Payables 418,387

Fund Balances

Invested in Capital Assets, Net of Related Debt (Unrestricted Funds) 27,632,247 Unrestricted - Other 6,662,381

Restricted - Other (4,338,841)

10,047,780 TOTAL LIABILITIES AND FUND BALANCES $ 36,039,480



77

BALANCE SHEET – TRUST & AGENCY FUND At March 31, 2016





On Hand

-

Accounts Receivable

Accounts Receivable -


New York City -

New York State -





Prepaid Expenses

Prepaid Health Insurance -

Other Assets



Investments -

Property & Equipment (net of depreciation) -





Note Payable -

Incurred Compensation Losses -

Deferred Revenue -

Other Liabilities and Interfund Payables 3,745,078

Fund Balances

Invested in Capital Assets, Net of Related Debt (Unrestricted Funds) -

Unrestricted – Other -

Restricted – Other -





78

BALANCE SHEET–BOARD DESIGNATED & PRIVATE GRANTS FUND At March 31, 2016




On Hand

600

Accounts Receivable

Accounts Receivable 27,591


New York City -

New York State -





Prepaid Expenses

Prepaid Other 896

Other Assets



Investments 3,285,304


- TOTAL ASSETS $ 7,446,909




Note Payable -


Deferred Revenue -

Other Liabilities and Interfund Payables 71,760

Fund Balances

Invested in Capital Assets, Net of Related Debt (Unrestricted Funds) 1,083,203


Restricted - Other 293,184





79

BALANCE SHEET – WORKERS’ COMPENSATION FUND At March 31, 2016





On Hand

-

Accounts Receivable

Accounts Receivable -


New York City -

New York State -





Prepaid Expenses

Prepaid Health Insurance -

Other Assets

Interfund Receivables 2,338


Investments -

Property & Equipment (net of depreciation) -





Note Payable -

Incurred Compensation Losses 461,720

Deferred Revenue -

Other Liabilities and Interfund Payables -

Fund Balances

Invested in Capital Assets, Net of Related Debt (Unrestricted Funds) -


Restricted - Other -



Documents

THE QUEENS BOROUGH PUBLIC LIBRARY · NY1 News Inside City Hall Interview Teleconference with lobbyists Michael Woloz, Jeff Rodus and Marty McLaughlin, Connelly McLaughlin & Woloz