Board of Trustees Minutes September 24, 2015 1 THE QUEENS BOROUGH PUBLIC LIBRARY BOARD OF TRUSTEES THURSDAY, SEPTEMBER 24, 2015 MINUTES A regular meeting of the Board of Trustees was held in the Hon. Robert T. Groh Board Room of the Central Library, 89-11 Merrick Boulevard, Jamaica, New York, Thursday, September 24, 2015, at 8:07 p.m. I. PRESIDED: Carl Koerner, Esq., Chairman of the Board PRESENT: Hon. Augustus Agate Martha Baker Judy E. Bergtraum, Esq., Vice Chair Maria Concolino Matthew M. Gorton James Haddad, Esq. Jukay Hsu (arrived @ 8:55 p.m.) Haeda Mihaltses Michael E. Rodriguez, Esq., Treasurer Edward Sadowsky, Esq. Robert Santos, Esq., Secretary Eli Shapiro, Ed.D, LCSW Earl G. Simons, Ed.D. Gabriel Taussig, Esq. Mayor, Hon. Bill de Blasio, Ex-officio Represented by: 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 Speaker, Hon. Melissa Mark-Viverito, Ex-officio Represented by: Eve Cho Guillergan, Esq. Borough President, Hon. Melinda Katz, Ex-officio Represented by: Elisa Velazquez, Esq. Bridget Quinn-Carey Interim President and Chief Executive Officer EXCUSED: Adrienne Adams Lenore R. Gall, Ed.D. Julissa Gutierrez
Transcript
Board of Trustees Minutes September 24, 2015
1
THE QUEENS BOROUGH PUBLIC LIBRARY
BOARD OF TRUSTEES
THURSDAY, SEPTEMBER 24, 2015
M I N U T E S
A regular meeting of the Board of Trustees was held in the Hon. Robert T. Groh Board Room of
the Central Library, 89-11 Merrick Boulevard, Jamaica, New York, Thursday, September 24,
2015, at 8:07 p.m.
I. PRESIDED: Carl Koerner, Esq., Chairman of the Board
PRESENT: Hon. Augustus Agate
Martha Baker
Judy E. Bergtraum, Esq., Vice Chair
Maria Concolino
Matthew M. Gorton
James Haddad, Esq.
Jukay Hsu (arrived @ 8:55 p.m.)
Haeda Mihaltses
Michael E. Rodriguez, Esq., Treasurer
Edward Sadowsky, Esq.
Robert Santos, Esq., Secretary
Eli Shapiro, Ed.D, LCSW
Earl G. Simons, Ed.D.
Gabriel Taussig, Esq.
Mayor, Hon. Bill de Blasio, Ex-officio
Represented by: 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
Speaker, Hon. Melissa Mark-Viverito, Ex-officio
Represented by: Eve Cho Guillergan, Esq.
Borough President, Hon. Melinda Katz, Ex-officio
Represented by: Elisa Velazquez, Esq.
Bridget Quinn-Carey
Interim President and Chief Executive Officer
EXCUSED: Adrienne Adams
Lenore R. Gall, Ed.D.
Julissa Gutierrez
Board of Trustees Minutes September 24, 2015
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II. MINUTES: BOARD OF TRUSTEES MEETING – July 23, 2015
It was moved by Judge Agate that the minutes of the Board of Trustees meeting of
July 23, 2015 be approved as submitted. The motion was seconded by Mr. Taussig.
The motion passed unanimously.
III. REPORT OF THE CHAIRMAN OF THE BOARD
The Chairman of the Board discussed a listing of projected agendas for Board and
Committee meetings during the months of September through December 2015. The
listing will be posted to BOX and will be periodically updated.
IV. COMMITTEE REPORTS
A. ADMINISTRATIVE COMMITTEE – August 17, 2015
The Chair of the Administrative Committee referred this report to Ms. Bergtraum,
Chair of the Search Committee to present the report of the committee meeting of
August 17, 2015.
AT THE BOARD MEETING, MR. TAUSSIG, CHAIR, ADMINISTRATIVE
COMMITTEE, RECOMMENDED AND MOVED THAT THE ACTION ITEM BE
RATIFIED AS PRESENTED. THE MOTION WAS SECONDED BY MRS.
MIHALTSES. THE MOTION PASSED UNANIMOUSLY.
B. ADMINISTRATIVE COMMITTEE – September 10, 2015
The Chair of the Administrative Committee presented the report of the committee
meeting of September 10, 2015.
AT THE BOARD MEETING, MR. TAUSSIG, CHAIR, ADMINISTRATIVE
COMMITTEE, RECOMMENDED THAT THE REPORT ITEM(S) BE ACCEPTED
AND ACTION ITEMS #1 THROUGH #6 BE APPROVED AS PRESENTED, WITH
ACTION ITEM #7 TABLED UNTIL THE NEXT MEETING OF THE
ADMINISTRATIVE COMMITTEE. THE MOTION WAS MADE BY MR. HADDAD
AND SECONDED BY MR. SANTOS. THE MOTION PASSED UNANIMOUSLY.
C. BUILDINGS & GROUNDS COMMITTEE – SEPTEMBER 10, 2015
The Chair of the Buildings and Grounds Committee presented the report of the
committee meeting of September 10, 2015.
Board of Trustees Minutes September 24, 2015
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AT THE BOARD MEETING, MS. BERGTRAUM, CHAIR, BUILDINGS AND
GROUNDS COMMITTEE, RECOMMENDED AND MOVED THAT THE REPORT
ITEM(S) BE ACCEPTED AND THE ACTION ITEM(S) BE APPROVED AS
PRESENTED. THE MOTION WAS SECONDED BY MRS. MIHALTSES. THE
MOTION PASSED UNANIMOUSLY.
D. BUILDINGS & GROUNDS COMMITTEE – SEPTEMBER 24, 2015
Note: The Building and Grounds meeting scheduled for September 24, 2015 was
cancelled.
E. FINANCE & INVESTMENTS COMMITTEE – SEPTEMBER 24, 2015
The Chair of the Finance & Investments Committee reported on the committee
meeting of September 24, 2015.
AT THE BOARD MEETING, MR. SADOWSKY, CHAIR, FINANCE & INVESTMENTS
COMMITTEE RECOMMENDED AND MOVED THAT THE REPORT ITEM(S) BE
ACCEPTED AND THE ACTION ITEM(S) BE APPROVED AS PRESENTED. THE
MOTION SECONDED MR. SIMONS. THE MOTION PASSED UNANIMOUSLY.
F. LABOR RELATIONS COMMITTEE – SEPTEMBER 24, 2015
The Chair of the Labor Relations Committee reported on the committee meeting of
September 24, 2015.
AT THE BOARD MEETING, MR. SADOWSKY MOVED THAT THE MOTION TO
APPROVE THE RECOMMENDATIONS OF THE LABOR RELATIONS COMMITTEE
BE AMENDED TO INCLUDE THAT STAFF BEGIN THE PROCESS TO RFP FOR A
COMPREHENSIVE COMPENSATION ASSESSMENT, BUT THEN WITHDREW HIS
AMENDED MOTION.
AT THE BOARD MEETING, MR. RODRIGUEZ, CHAIR, LABOR RELATIONS
COMMITTEE RECOMMENDED THAT THE REPORT ITEM(S) BE ACCEPTED AND
THE ACTION ITEM(S) BE APPROVED AS PRESENTED. THE MOTION WAS MADE
BY MR. SANTOS AND SECONDED MR. TAUSSIG. TRUSTEES AGATE,
September 24, 2015 Board Minutes Attachment 3 - Key Performance Indicators – August 2015
26
Agency Circulation
%
Change
from last
year
In person
visits
%
Change
from last
year
Program
Attendance
% Change
from last
year
Reference
%
Change
from last
year
Notes
Queens Village
Mail-A-Book 9,044 -11.05 % 941 151.60%
Miscellaneous
Other 1,392 -45.69 %
Miscellaneous
Total 87,825 -15.13 %
System Total 2,370,109 -9.70 % 1,953,483 -1.99% 179,096 14.52% 487,270 15.32%
Website Visits 961,852 -23.00%
Wireless Use 82,893 18.25%
Computer
Sessions 520,828 -3.25%
Notes:
1 -- Library closed for renovation during a portion of the current fiscal year.
2 -- Library closed for renovation during a portion of last fiscal year.
3 -- Central Library partially closed during renovation in current fiscal year.
4 -- Closed/Partially closed due to damage from Hurricane Sandy.
5 -- Formerly called All E-Content; Streaming e-content metrics started 2/2014
6 -- CEL ALC moved from Annex to CEL branch starting Jan 2015 - no accurate gate count possible
September 24, 2015 Board Minutes Attachment 4 – Administrative Committee Report – August 17, 2015
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THE QUEENS BOROUGH PUBLIC LIBRARY
BOARD OF TRUSTEES
MEETING OF THE ADMINISTRATIVE COMMITTEE
August 17, 2015
REPORT
A meeting of the Administrative Committee of the Board of Trustees was held in the Hon.
Robert T. Groh Board Room of the Central Library, 89-11 Merrick Boulevard, Jamaica, New
York, on Monday, August 17, 2015 at 6:41 p.m.
PRESIDED: Gabriel Taussig, Esq.
Chair, Administrative Committee
PRESENT: Judy Bergtraum, Esq.
Maria Concolino
Julissa Gutierrez
Haeda Mihaltses
Michael Rodriguez, Esq.
Edward Sadowsky, Esq.
Carl Koerner, Esq.
Chairman of the Board, Ex-officio
Bridget Quinn-Carey
Interim President and CEO
Tracy Yogman,
Vice President, Finance & CFO
Lewis Finkelman, Esq.
General Counsel
EXCUSED: Eli Shapiro, Ed.D, LCSW
ABSENT: Matthew Gorton
GUESTS: James Haddad, Esq.
Robert Santos, Esq.
Earl G. Simons, Ed.D.
Borough President, Hon. Melinda Katz, Ex-officio
Represented by: Elisa Velazquez, Esq.
September 24, 2015 Board Minutes Attachment 4 – Administrative Committee Report – August 17, 2015
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THE QUEENS BOROUGH PUBLIC LIBRARY
BOARD OF TRUSTEES
MEETING OF THE ADMINISTRATIVE COMMITTEE
August 17, 2015
REPORT
I. Action Items(s)
Resolution to Retain Search Firm for the CEO Position
The Chair of the Administrative Committee referred the agenda item to Ms. Bergtraum,
Chair of the Search Committee.
Ms. Bergtraum reported that she spoke with New York Public Library, Brooklyn Public
Library, the Mayor’s Office and CUNY to obtain referrals for search firms they have
used. She also received a list of firms used by Queens Library. After reviewing the list
of search firms, three were selected for the committee to interview: Spencer Stuart;
Isaacson, Miller; and Bradbury Associates.
Ms. Bergtraum reported that Bradbury Associates just looks for personnel for libraries –
hiring executives, heads of libraries for higher education and libraries like ours. The firm
is located in Minnesota.
Ms. Bergtraum reported that the other two firms were used by New York Public Library
or Brooklyn Public Library and one of the firms was used by Queens Library. Ms.
Bergtraum checked with the City University of New York and Trustee Simons gave her
the name of the search firm used to hire librarians, which was Bradbury Associates.
Ms. Bergtraum reported that Isaacson Miller was the search firm used to hire both the
Chancellor of CUNY and the Chancellor of SUNY. Spencer Stuart brochures were
distributed. Both firms deal with higher education and non-profit.
All three firms were interviewed. Bradbury Associates was interviewed by phone but the
Committee felt did not have a broad enough scope.
Ms. Bergtraum reported that the difference between the two other firms is how the
Committee related to them. The cost is similar, a little less expensive with Spencer. The
Committee interviewed them for about an hour. The Committee wanted a New York
firm (Spencer) and the other firm was located in Boston (Isaacson). Spencer came out a
little ahead.
September 24, 2015 Board Minutes Attachment 4 – Administrative Committee Report – August 17, 2015
29
Fee for Spencer:
Approximately 1/3 of the annual salary
10% administrative fees with a cap of $2,500
This is their first proposal and General Counsel will review.
Spencer Stuart will provide as many candidates as the Library requests. As the
Committee spoke with Spencer, it was recommended that all board members meet with
them to discuss further, as all Committee members did not agree on what they were
looking for in a candidate. After the contract is signed, they will sit down with us to
determine the goals and help build a consensus.
The Chair of the Search Committee reported that the Interim President shared with her
that Los Angeles is advertising for the same position as ours. Both search firms told us
we have to come up with what we are looking for. All members of the board will be
invited to contribute to the discussion.
The Interim President noted that it is important to have the firm involve employees at all
levels of the organization and build a sense of investment and engagement with them.
The Committee feels confident they are recommending the best firm to match Queens
Library’s needs.
IT WAS MOVED BY MS. BERGTRAUM THAT THE ADMINISTRATIVE
COMMITTEE AUTHORIZES, ON BEHALF OF THE BOARD, THAT THE
LIBRARY ENTER INTO A CONTRACT WITH SPENCER STUART AS
FOLLOWS:
WHEREAS, Article X of the By-Laws of the Board of Trustees of the Queens
Borough Public Library (the “Library”) provides that the Administrative
Committee shall have general charge of the administration of the affairs of the
Library and authorizes the Administrative Committee to exercise the powers of
the Board during the months which there are no regularly scheduled meetings of
the Board subject to the approval of the Board when it reconvenes; and
WHEREAS, on May 21, 2015, the Board approved the establishment of a Search
Committee comprised of several Trustees for the purpose of identifying and
recommending a new President and Chief Executive Officer of the Library in an
expeditious manner; and
WHEREAS, the Search Committee, after identifying and considering numerous
qualified consulting firms, recommends the retention of Spencer Stuart, one of the
world’s leading global executive search and leadership consulting firms, to assist
in the recruitment of an individual to fill the aforementioned position at a cost not
to exceed $100,000; and
September 24, 2015 Board Minutes Attachment 4 – Administrative Committee Report – August 17, 2015
30
WHEREAS, in order to ensure that the search for a new President and Chief
Executive Officer of the Library proceeds in an expeditious manner and given the
fact that there is no regularly scheduled meeting of the Board during the month of
August 2015;
NOW, THEREFORE, BE IT
RESOLVED, that the Administrative Committee authorizes, on behalf of the
Board, that the Library enter into a contract with Spencer Stuart, in an amount not
to exceed $100,000, to assist in recruiting an individual to fill the position of
President and Chief Executive Officer of the Library. Such authorization is
subject to the ratification of the Board when it reconvenes for its regularly
scheduled meeting on September 24, 2015.
THE MOTION WAS SECONDED BY MR. SADOWSKY. THE MOTION
PASSED UNANIMOUSLY.
IT WAS MOVED BY MRS. CONCOLINO THAT THE MEETING BE
ADJOURNED. THE MOTION WAS SECONDED BY MRS. MILHATSES. THE
MOTION PASSED UNANIMOUSLY.
There being no further business, the meeting adjourned at 7:07 p.m.
______________________________
Gabriel Taussig, Esq., Chair,
Administrative Committee
September 24, 2015 Board Minutes Attachment 5 – Administrative Committee Report – September 10, 2015
31
THE QUEENS BOROUGH PUBLIC LIBRARY
BOARD OF TRUSTEES
MEETING OF THE ADMINISTRATIVE COMMITTEE
September 10, 2015
REPORT
A regular meeting of the Administrative Committee of the Board of Trustees was held in the Hon. Robert
T. Groh Board Room of the Central Library, 89-11 Merrick Boulevard, Jamaica, New York, on Thursday,
September 10, 2015 at 7:58 p.m.
PRESIDING: Gabriel Taussig, Esq. Chair
Administrative Committee
PRESENT: Judy Bergtraum, Esq.
Michael Rodriguez, Esq.
Edward Sadowsky, Esq.
Eli Shapiro, Ed.D, LCSW
Carl Koerner, Esq.
Chairman of the Board, Ex-officio
Bridget Quinn-Carey
Interim President and Chief Executive Officer
Lew Finkelman, Esq.
General Counsel
Tracy Yogman
Chief Financial Officer
EXCUSED: Maria Concolino
Julissa Gutierrez
Haeda Mihaltses
ABSENT: Matthew Gorton
GUESTS: Robert Santos, Esq.
Public Advocate, Hon. Letitia James, Ex-officio
Represented by: Larry Schimmel, Esq.
Comptroller, Hon. Scott M. Stringer, Ex-officio
Represented by: Marvin Peguese
September 24, 2015 Board Minutes Attachment 5 – Administrative Committee Report – September 10, 2015
32
THE QUEENS BOROUGH PUBLIC LIBRARY
BOARD OF TRUSTEES
MEETING OF THE ADMINISTRATIVE COMMITTEE
September 10, 2015
REPORT
I. Action Item(s)
1. FY’15 City General Fund Budget Modifications
It was moved by Mr. Sadowsky that the Administrative Committee recommend to
the Board of Trustees that the Fiscal Year 2015 City General Fund Budget be
modified as follows:
Revenues
Interest Income + $8,772
Rental Income + 1,349
Legal Settlements + 17,013
Sundry Revenues + 9,742
Total Revenue + $ 36,876
Appropriations
Rentals-Land/Buildings + $6,000
Maintenance & Repairs-Buildings + 30,876
Total Appropriations + $ 36,876
The motion was seconded by Mr. Rodriguez. The motion passed unanimously.
2. FY’15 Workers’ Compensation Fund Budget Modifications
It was moved by Mr. Taussig that the Administrative Committee recommend to the
Board of Trustees, that the FY’15 Workers’ Compensation Fund Budget be modified as
follows:
The motion was seconded by Mr. Rodriguez. The motion passed unanimously.
Revenue
Interest Income ++ $1,487
Total Revenue ++ $1,487
Appropriations
Contractual Services ++ $14,373
Workers’ Compensation Payments ++ 38,487
P&C Insurance Premiums ++ 8,258
Total Appropriations ++ $61,118
September 24, 2015 Board Minutes Attachment 5 – Administrative Committee Report – September 10, 2015
33
3. FY’16 State General Fund Budget Modifications
It was moved by Mr. Taussig that the Administrative Committee recommend to the
Board of Trustees, that the Fiscal Year 2016 State General Fund Budget be
modified as follows:
The motion was seconded by Mr. Sadowsky. The motion passed unanimously.
4. FY'16 Board-Designated Fund Budget Modification
It was moved by Mr. Taussig that the Administrative Committee recommend to the
Board of Trustees, that the Fiscal Year 2016 Board-Designated Fund Budget be
modified as follows:
The motion was seconded by Mr. Rodriguez. The motion passed unanimously.
5. State Aid for Public Library Construction
It was moved by Mr. Taussig that the Administrative Committee recommend to the
Board of Trustees, the submission of a State construction grant application in the
amount of $1,225,076 for the renovation of the Baisley Park and Richmond Hill
community libraries. The motion was seconded by Mr. Sadowsky. The motion
passed unanimously.
6. FY 2015 Adult Literacy Grant and Family Literacy Grant
It was moved by Mr. Sadowsky that the Administrative Committee recommend to
the Board of Trustees, the approval of the year two final reports for the Adult
Literacy Grant and Family Literacy Grant (attached). The motion was seconded by
Mr. Rodriguez. The motion passed unanimously.
7. Credit Card Policy - Update
It was moved by Mr. Sadowsky that the Administrative Committee recommend to
the Board of Trustees the adoption of an updated Credit Card Policy (attached). The
motion was seconded by Mr. Rodriguez. The motion passed unanimously. Marvin
Peguese, representative for the Comptroller’s Office, commented that the
Comptroller’s Office will be submitting comments regarding the Policy. He agreed
to provide the comments to the Interim President and CEO for distribution to the
Administrative Committee no later than September 17 so the comments may be
included with the next Board packet.
Appropriations
Maintenance & Repairs - Buildings + $699,000
Contractual Services + 50,000
Furniture + 101,000
Equipment + 75,000
Total Appropriations $925,000
Appropriations
Contractual Services + $100,000
Total Appropriations $100,000
September 24, 2015 Board Minutes Attachment 5 – Administrative Committee Report – September 10, 2015
34
Ms. Quinn-Carey noted that the policy has been revised to reflect current practice
and document new approval procedures. The Trustees questioned how expenses,
not considered appropriate, were able to get approved in the past. Mr. Finkelman
noted the absence of a specific policy regarding meals between employees, which
has now been addressed.
II. Report Item(s)
1. Budget Transfer Report – April 1, 2015 to June 30, 2015
The CFO reported on the Budget Transfer Report for the period of April 1, 2015 to
June 30, 2015.
2. Personnel Report – 6/16/15 – 7/15/15
The Interim President reported on the personnel report for the period of June 16,
2015 to July 15, 2015: Appointments, Promotions, Transfers, Leave Without Pay,
Return from Leave of Absence, Separations.
3. Personnel Report – 7/16/15 – 8/15/15
The Interim President reported on the personnel report for the period of July 16,
2015 to August 15, 2015: Appointments, Promotions, Transfers, Leave Without
Pay, Return from Leave of Absence, Separations.
IT WAS MOVED BY MR. SADOWSKY THAT THE MEETING BE
ADJOURNED. THE MOTION WAS SECONDED BY MR. RODRIGUEZ. THE
MOTION PASSED UNANIMOUSLY.
There being no further business, the meeting adjourned at 8:20 p.m.
______________________________
Gabriel Taussig, Esq., Chair
Administrative Committee
Attachments:
1. Adult Literacy Grant and Family Literacy Grant
2. Credit Card Policy Update
3. Budget Transfer Report
4. Personnel Report – June 16 – July 15, 2015
and July 16 – August 15, 2015
Queens Library Workforce Development Initiative Project #0340-14-4622 Year 2 (2014-2015) Attachment to the Administrative Committee Report of September 10, 2015
35
Queens Library Workforce Development Initiative Project #0340-14-4622
Year 2 (2014-2015)
Synopsis (year 2)
Give a brief (1 paragraph) synopsis of the project purpose, activities, and results
The grant enabled Queens Library to create a curriculum for teaching job readiness skills to
English language learners with an interest in searching for employment. The Library developed a
curriculum and presented it to 19 different intermediate ESOL classes during Year Two of the
grant.
Need (year 2)
Briefly summarize the need for this project.
As part of Queens Library’s implementation of a Broadband Technology Opportunities Program
(BTOP) Grant, there has been a significant increase in the number of students, particularly new
immigrants with limited English Language skills (9.2%), seeking employment information.
Queens Library has incorporated the basics of job information into the English as a Second or
Other Language (ESOL) curriculum and classes, but there is little coordination between
workforce development and English Language skills that students require.
There are more than 15 organizations throughout Queens County serving the adult learner
population. Nearly 85% focus on the language skills without tying it to the employment needs of
the students or the business community. Queens Library has tried to fill the gap in certain
communities, but there has not been a holistic approach to incorporating this into lesson plans
that coordinate case management and classroom instruction with workforce development.
As part of the three-year BTOP—now known as the Job and Business Academy (JBA)— several
classes have been adjusted to provide basic digital literacy skills for ESOL students. This grant
seeks to revise the library’s current ESOL curriculum to incorporate career awareness, digital
literacy, job information and skills assessment. The ESOL curriculum, which will include
workforce development components, will combine digital literacy, skills assessment, small
business development and research skills, along with scenarios for mock interviews, as a way to
address student’s goals of finding or improving their employment status.
Queens Borough Public Library workforce curriculum will benefit 350 ESOL students. These
are students who will be at the intermediate or advanced level within the library’s ESOL
program. The first year will be a thorough needs assessment, focus group discussions and
surveys as part of the overall design. The second year will be the piloting of the workforce
component of the ESOL curriculum. The third year will be the evaluation.
Queens Library Workforce Development Initiative Project #0340-14-4622 Year 2 (2014-2015) Attachment to the Administrative Committee Report of September 10, 2015
36
Target Audience (year 2)
Briefly describe the target audience.
The target audience consists of current Queens Library ESOL students at the intermediate or
advanced level, who have identified as currently seeking or planning to seek employment in the
US.
Coordination with Agencies (year 2)
List the cooperating agencies in this project and identify their role(s) in the project including 1) Planning;
2) Project Activities; 3) Evaluation
Queens Library has partnered with the following organizations to provide case management
referrals, in-house workshops, information sessions and expanded programming for ESOL
students needing additional social services: CUNY Center for Higher Education--Queens
College, York College Learning Center, LaGuardia Community College, Jamaica Workforce 1,
Grow NYC, CHHAYYA CDC, Acces-VR, Queens Vet Center, Corona Senior Center,
Sunnyside Community Service, Ansob Refugee Center, NYC Commission on Human Rights,
and NYC Office Of Emergency Management. These agencies have not been involved with
project evaluation.
Accomplishments (year 2)
Using the OBJECTIVES and the ACTIVITIES as they were stated in the original project application,
describe project accomplishments.
Goal: To create a curriculum that defines the relationships of ESOL and workforce development,
creating an alignment with classroom instruction and employment goals.
Objective 1: Developed a Workforce Development Component that aligns with the goals of
ESOL students and Educators.
Program Activities:
1. Hired consultant
2. Consultant met with ESOL staff and BTOP staff; develop surveys and conduct focus group
discussions
3. Developed prototype of workforce development curriculum based on feedback from
educators, students and workforce staff.
a. The curriculum was broken down into 6 workshops
i. Understanding Work Skills
ii. Identifying Your Work Skills
iii. Work History Accomplishments and Understanding the Labor Market
iv. Creating a Strong Resume
v. Intro to Job Interviews
vi. Practice Interviews
Objective 2: Finalized Workforce Development Component for by year 2 at 10 ESOL classes
Queens Library Workforce Development Initiative Project #0340-14-4622 Year 2 (2014-2015) Attachment to the Administrative Committee Report of September 10, 2015
37
located in the Central Library, Flushing Community Library, and Jackson Heights Community
Library.
Program Activities:
1. Piloted program at 10 ESOL classes located at the Central Library, Flushing Community
Library, and Jackson Heights Community Library including surveys of students.
a. In the Fall 2014 semester, we held “push-in” workshops in 9 ESOL classes. We did 5
sessions with each class.
i. We conducted an intake assessment and post workshop survey with each class
b. In the Spring 2015 semester we held “push-in” workshops in 10 ESOL classes, and did 3
sessions with each class.
i. We conducted an intake assessment and post workshop survey with each class
ii. As a result of feedback from the teachers and JBA staff, students in the Spring
2015 semester participated in the first three workshops with the option to take the
subsequent workshops as electives in following semesters.
c. Sub-activities included ESOL student assessment during intake; student tracking through
the program and referrals for individual services at nearby JBA locations, where students
with employment goals were able to receive one-on-one job counseling; and curriculum
refinement.
Objective 3: 75% of ESOL students met workforce development goals based on workshop lesson
plans utilizing new workforce development curriculum, specifically on job search and skills
training for adult literacy students.
The majority of the participants who took the survey reported that they felt better prepared to talk
about their work skills, understand work-related information, present their work experience and
understand what information should be on a resume. Overall, the majority of participants
reported that they felt more confident about participating in a job interview. 48% of participants
reported that they retained their jobs and 30% reported that they received a better position or an
increase in the number of hours of employment.
Continuation (year 2)
Does the library or library system plan to continue this project after the project period is over? If the
answer is YES, how will the project be continued? Or if the answer is NO, what would you need to
continue this project?
Yes. After the project period is over, the Library’s Job and Business Academy (JBA) will
continue to provide a limited number of ESOL job readiness workshops to students. However,
with funding for a full time employment counselor specializing in ESOL, JBA could expand
services and offer classes in more locations.
Sharing Results/Publicity (year 2)
How has your library or system shared project results with others in your region and statewide?
Queens Library Workforce Development Initiative Project #0340-14-4622 Year 2 (2014-2015) Attachment to the Administrative Committee Report of September 10, 2015
38
The overall curriculum and program have been shared with the Mayor’s Office of Workforce
Development as part of their Career Pathways initiative and received very positive feedback.
After full implementation of integrated curriculum, we plan to participate in library, workforce
development and literacy conferences on both the State and National levels.
Problems (year 2)
Describe any problems or surprises you encountered in working toward the objectives for this project.
What would you do differently?
The students in the intermediate classes had a wide spread of skill levels, with some students
displaying more advanced abilities (and had an easier time understanding), while others were
low level intermediate (and had a harder time with the specialized vocabulary). As such, most
customers weren't yet ready for digital literacy or small business information. Library staff made
changes to the structure of the workshops to accommodate these issues and it worked well. For
example, instead of trying to do all 6 workshops in one hour each, Library staff provided the first
three workshops in longer sessions in order to improve student comprehension of the material.
In addition to student skill and comprehension issues, the Library experienced integration
challenges in terms of co-teaching with the Job & Business Academy instructors and the ESOL
teachers. After reviewing the curriculum, getting input from all parties and ensuring a smoother
registration and roll-out process in the spring semester, the co-teaching model worked very well.
Evaluation Methods (year 2)
Briefly describe evaluation methods used. Include a summary of the quantitative evaluation results and
user satisfaction data. Please attach samples of your library or system’s evaluation instruments.
The Job and Business Academy (JBA) conducted a series of job readiness skills workshops
during each of the fall 2014 and spring 2015 semesters. Program participants filled out a project
intake form prior to the first workshop and completed a feedback questionnaire after they
completed the workshop series.
During the fall 2014 semester, JBA conducted a series of 6 job readiness skills workshops for
nine classes, presenting a total of 54 one-hour job readiness skills workshops. At the end of the
workshop series, 126 participants took the outcomes survey. 65 participants reported that they
retained their jobs and 34 participants reported that they had obtained a better paying job or they
got an increment in the number of hours they work.
During the spring 2015 semester, JBA conducted a series of 3 job readiness skills workshops in
for 10 classes, presenting a total of 30 two-hour job readiness skills workshops. 190 participants
took the outcomes survey. 88 participants reported that they retained their jobs and 60
participants reported that that they had obtained a better paying job or they have gotten an
increment in the number of hours they work.
Below is a chart that summarizes the outcomes for the job readiness skills workshops presented
Queens Library Workforce Development Initiative Project #0340-14-4622 Year 2 (2014-2015) Attachment to the Administrative Committee Report of September 10, 2015
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by JBA:
Semester Number of
Participants in the
JBA workshops
Number of
Participants who
retained their Job
Number of Participants who
reported getting a better position
or increase in the number of hours
they work
Fall 2014 126 65 34
Spring 2015 190 88 60
Total = 316 153 94
The majority of the participants who took the survey during both semesters reported that they felt
better prepared to talk about their work skills, understand work-related information, how to
present their work experience, and understand what information should be on a resume. Overall,
the majority of the participants reported that they felt more confident about participating in a job
interview. In addition, the Library received excellent verbal feedback from students who reported
feeling much more confident in their job search abilities after taking the workshops as indicated
by the student testimonials below:
1. An ESOL student redid her resume as part of the Job Readiness series and met separately
with the JBA instructor to create a portfolio of her fashion designs for applications to jobs
and advanced training.
2. Patron Huazhen Zhang, approximately 40, is an English Language Learner at the library.
Mrs. Zhang participated in the ESOL Job Readiness series of classes. While in class,
Huazhen was very engaged and proactive about the topic. She was the only student to go out
and find a company that was hiring and took the application to practice. Upon completing the
series, Mrs. Zhang received individual assistance with resume writing and job searching. As
in class, she was very engaged and seemed more comfortable and confident with her skills
with each meeting. I learned that she is a mother and former business owner with extensive
work experience that she had not previously realized. She has since successfully completed
her resume and applied for two positions. With her work ethic and excellent personality, I
have no doubt Mrs. Zhang will come back to tell us of all her success.
3. Patron Seema Faheem is an English Language Learner at the library and participated in the
ESOL Job Readiness series of classes. During class Mrs. Faheem was very quiet in the first
few sessions. However, as time passed and the group opened up, Mrs. Faheem became very
open to the topic. Upon completing the series, Mrs. Faheem requested individual assistance
with resume writing, cover letter writing, job searching, and online applications. She
successfully completed her first resume and cover letter in the US. She is a passionate
educator with teaching experience from Pakistan. Mrs. Faheem has applied for two positions
since this achievement and hopes to work again as an educator or caretaker for children. We
hope to report her further successes in the near future. Budget Changes (year 2)
Queens Library Workforce Development Initiative Project #0340-14-4622 Year 2 (2014-2015) Attachment to the Administrative Committee Report of September 10, 2015
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Explain any increases/decreases in budget expenses. Describe any changes to the original project
budget, such as change in vendors, supplies, materials & equipment, etc.
Back in January 2015, Queens Library proposed and submitted a budget amendment that the
State Library approved. This amendment aligned the budget with the project’s Year Two
objectives: to engage hourly professional staff to develop the ESOL workforce curriculum and to
fund data assistants to manage the goals and outcomes of the grant. The Library reduced funding
from purchased services ($11,000), supplies and materials ($1,384), and travel expenses ($1,700)
and added funding to professional salaries ($10,000), support staff salaries ($3,030), and
employee benefits ($1,054). The Library was able to identify alternative sources of funding for
supplies, materials and conference attendance.
Additional Funds (year 2)
List additional funds used for this project and where funds were obtained. Estimate the in-kind costs
incurred by the library and cooperating agencies.
ALP Centralized Management Time (Director of Learning and Literacy, JBA Assistant
Director, and Data/Budget Coordinator) (5%) – $10,103 from NYC grant funding.
ESOL Program Coordination Time (5%) – $3,000 from NYC grant funding.
JBA Manager Administration and Additional Employment Trainer Time (15%) – $8,700
from NYC grant funding.
Project Statistics
Year 1 (FY 2014) Year 2 (FY 2015)
A. Number of participating sites 37 4
B. Hours of service per week 0 2
C. Total number of users served 28 638
D. Number of workshops/programs 7 3
E. Total number of workshop/program
participants
28 30
F. Total number of materials circulated 0 0
G. Total number of materials distributed 0 0
Queens Library Summer Reading Initiative Project #0342-14-4748 Year 2 (2014-2015) Attachment to the Administrative Committee Report of September 10, 2015
Give a brief (1 paragraph) synopsis of the project purpose, activities, and results
During the second year of the Family Literacy Grant, Queens Library conducted professional
development training for its Early Learners and Children’s Librarians, implemented the Summer
Reading Program and surveyed program participants. There were Summer Reading Programs
across Queens County in 58 libraries.
The Library’s second annual Summer Reading Program for Early Learners built off of the prior
year’s foundational efforts by successfully leveraging community partnerships to promote
outreach and participation among families. During Year One, Queens Library observed that
parents of early learners ages 0-5 expressed an interested in taking their children to other cultural
institutions. In response, during Year Two, Queens Library intentionally focused on cross-
promoting summer programs with Reach Out and Read, PBS, Jumpstart, the New York City
Department of Education’s Office of Early Childhood Education, the New York City
Department of Health and Mental Hygiene, Queens Hall of Science, Queens County Farm,
Queens Museum and Queens Botanical Garden. The Library’s Summer Reading Program for
Early Learners incorporated STEM learning by introducing families to science and math
concepts such as shadows and balance through hands-on STEM activities and program
presentations.
Queens Library’s Family Summer Reading Program returned to three Queens County family
shelters in collaboration with the NYC Department of Education’s Office for Students in
Temporary Housing. The Library worked with Saratoga Residence, Hillside House and 93rd
Residence. These three sites were chosen based on the number of children who would be in
residence over the summer, as well as having the space and staff to accommodate this program.
The family shelter program had two parts: the development of book deposit collections for each
shelter location and the development and facilitation of story time and arts and crafts activities
for children and their parents that would include a short story with a multicultural theme. The
program ran for six weeks. Library staff made weekly site visits to each location in order to
encourage families to borrow books and to conduct independent story time and crafts activities.
Coordination with Agencies (year 2)
List the cooperating agencies in this project and identify their role(s) in the project including 1) Planning;
2) Project Activities; 3) Evaluation
Queens Library Summer Reading Initiative Project #0342-14-4748 Year 2 (2014-2015) Attachment to the Administrative Committee Report of September 10, 2015
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As mentioned previously, partners that collaborated with the Library included Reach Out and
Read, PBS, Jumpstart, the New York City Department of Education’s Office of Early Childhood
Education, the New York City Department of Health and Mental Hygiene, Queens Hall of
Science, Queens County Farm, Queens Museum and Queens Botanical Garden. Library staff
members who were involved in the Summer Reading Program for Early Learners were effective
at leveraging partner organizations’ networks for community outreach. In one instance, librarians
visited hospitals that partner with Reach Out and Read to promote the Summer Reading Program
and encourage family participation. Moreover, Reach Out and Read and the NYC Department of
Education Office of Early Childhood Education each provided a training workshop for 52
Children’s Librarians. The Library’s partners were not involved in any evaluation activities.
Queens Library worked with two case managers from the NYC Department of Education’s
Office for Students in Temporary Housing. Both case managers were involved in all aspects of
the family shelter component of the program, including choosing the shelter locations,
facilitating the introductions to the Resident Directors, planning the arts and crafts activities, and
conducting weekly visits. The case managers used the Department of Education’s proprietary
evaluation methods and did not partner with Queens Library on program evaluation.
All other Summer Reading programs and activities were held at Queens Library’s community
libraries.
Accomplishments (year 2)
Using the OBJECTIVES and the ACTIVITIES as they were stated in the original project application,
describe project accomplishments.
Some of the objectives and activities were as follows:
OBJECTIVES
1. Increase early literacy activities and programming for preschool children during summer
reading.
2. Increase library usage, summer reading and shared reading of families experiencing
homelessness
3. Increase ability of families who spend summers abroad to participate in Queens Library’s
Summer Reading Program
ACTIVITIES
1. Increase library usage, summer reading and shared reading of families experiencing
homelessness.
2. Create book deposit collections for family shelters most inconvenient to Community
Libraries
3. Offer on-site programming for children, teens and families in temporary housing
Queens Library Summer Reading Initiative Project #0342-14-4748 Year 2 (2014-2015) Attachment to the Administrative Committee Report of September 10, 2015
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Queens Library’s Summer Reading Program for Early Learners successfully rolled out early
literacy activities and programming for preschool children as part of the Library’s shift in
strategy to intentionally target children ages 0-5. Previously, the Library did not differentiate
early learners from among all children ages 0-12 in literacy activities and programming. Using
grant funding, Queens Library purchased supplies such as stickers and prizes and distributed
reading logs specifically for early learners in order to increase literacy engagement for children
in that age group. The Library also connected with organizations that work specifically with
early learners in order to increase awareness of summer reading among families with children
ages 0-5. Queens Library also provided training for Children’s Librarians who serve the early
learner age group. And as an in-kind cost for this grant, the Library hired an Early Learning
Coordinator to research, implement, and perform ongoing evaluation of the reading logs.
In all three family shelter locations, Queens Library was able to sign up children for summer
reading, encourage reading through access to books and hand out prizes to children who
achieved their reading goals. The program created deposit collections at all three locations. Both
children and adults borrowed books from the collection, one book per person at a time. Both
children and adults were excited about the opportunity to borrow and read a book—and
borrowed a total of 230 books. Another accomplishment was ensuring that any shelter resident
who wanted a library card was able to receive one. The Library waived fines and fees from the
residents’ accounts to eliminate any barriers the families had from borrowing materials. Queens
Library also informed residents about the library’s array of programs and services. 287 total
children and caregivers turned out for the story time and multicultural crafts activities at the
shelters.
Queens Library evaluated Year One activities related to increasing the ability of families who
spend summers abroad to participate in Summer Reading. 150 families participated during Year
One and received a package of summer reading materials prior to their travel. However, less than
10% of families returned their completed reading logs to collect their prizes. Anecdotal evidence
indicated that many children had forgotten to complete the reading logs during their time abroad.
In addition, many families lacked computer access abroad. Due to the disappointing results and
the difficulty in reaching traveling families during their summer abroad, the Library decided to
focus entirely during Year Two on serving the early learning and homeless family populations
because results after the initial year of the grant were significantly more promising.
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Sharing Results/Publicity (year 2)
How was the project publicized? How effective were these methods?
Queens Library promoted the Summer Reading Program for Early Learners through the
placement of large posters at community libraries, flyers and posters at schools and school
libraries where the older siblings of early learners could learn about the program and spread the
word to their parents, emails to the NYC Early Learning Network—a network of organizations
that work with children ages 0-5—and announcements on the Library’s website. These efforts
resulted in over 2,000 children and caregivers attending the launch event.
Queens Library worked with staff members of the family shelters to make announcements and
hand out flyers door-to-door in order to ensure that all families became aware of the program.
Shelter staff announcements about the program tended to lead to a surge in attendance and
participation. At the Hillside House Family Residence, shelter staff had set up a table at the main
entrance. The prime location of this table contributed to an increase in program participation.
The Library encouraged word of mouth among participants.
The results of the program were incorporated into Queens Library’s ongoing professional
development for all librarian staff. Specifically, the Library developed a staff training on serving
homeless patrons that was informed by this project. Librarians who attended the training were
impressed with the program and there has been an increase in the number of librarians interested
in participating in Queens Library’s homeless outreach programs.
Problems (year 2)
Describe any problems or surprises you encountered in working toward the objectives for this project.
What would you do differently?
One problem the Library encountered was that the Saratoga Residence did not incorporate a
family element into the program. The Library was able to lend books and conduct crafts
activities with the children and helped Saratoga Residence organize their library. However, the
Library will be looking to work with a different location due to the lack of a family component at
this shelter.
The Library also faced book shortages with the family shelter deposit collections due to an
under-allocation of funding for books verses programming, as well as an underestimation of the
demand for certain kinds of books. The program ran out of adult books at the Hillside House and
93rd
Residence shelters, and there were not enough picture and board books at the 93rd
Residence. Participation rates at these two sites exceeded Library staff’s initial estimates,
Queens Library Summer Reading Initiative Project #0342-14-4748 Year 2 (2014-2015) Attachment to the Administrative Committee Report of September 10, 2015
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especially among parents and caregivers. Moreover, program participants did not return all books
that they had borrowed, which reduced the overall number of books available for circulation at
each of the sites. Another problem was that not all sites continued with the borrowing library that
the summer reading program had set up at their location. Next summer, the Library will develop
more suitable deposit collections, allocate more funding for books, and work with the sites more
closely to increase the rate of books returned and to encourage the continuation of their lending
libraries after the program.
Planning from Experience (year 2)
How has planning for the upcoming summer reading season been impacted by activities carried out
during the previous summer reading season? (Ex. Adjustment to planning and training for 2014 based on
information learned during the 2013 summer reading season.)
As previously mentioned, during Year One, Queens Library observed that parents of early
learners ages 0-5 expressed an interested in taking their children to other cultural institutions. In
response, during Year Two, Queens Library intentionally focused on cross-promoting summer
programs with various partner organizations in order to encourage wider participation among
Queens families with early learners.
Queens Library observed from the previous year’s summer reading season at the family shelters
that the participants responded well to the books, but families were less interested in attending
the craft and story time activities. The prior year’s survey indicated that the majority of
participants found access to books to be the most helpful part of the program. As a result, the
Library adjusted the budget to provide more funding for the purchase of new books for the
deposit collections and to focus less on program presenters and crafts and story time activities.
The Library worked with the shelters’ recreation directors to engage and provide parents tips on
how to encourage their children to read and gain literacy.
Family Component (year 2)
How did the family component impact the program?
Parent and family engagement is crucial in any summer reading program. Research indicates that
children will read if their parents also read. This program was designed to encourage parents to
read in order to set an example for their children.
At the family shelters, Queens Library experimented with book displays to make reading
attractive to families. In some instances, the children flocked to the table, attracted by the books.
In other instances, the adult came to the book displays first. In every instance, one person
Queens Library Summer Reading Initiative Project #0342-14-4748 Year 2 (2014-2015) Attachment to the Administrative Committee Report of September 10, 2015
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borrowing a book would lead to another member of their family borrowing one. Children who
borrowed books encouraged their parents to borrow, and parents who borrowed books either
encouraged their children to borrow as well or would borrow books for each of their children.
Evaluation Methods (year 2)
You are expected to provide an Outcome-Based evaluation (OBE) of your project, involving outputs and
outcomes. (More information regarding OBE can be found at:
http://www.nysl.nysed.gov/libdev/obe/index.html) Briefly describe evaluation methods used. Include a
summary of the quantitative and qualitative evaluation results and user satisfaction data. Please provide
a minimum of two outcomes and how they were measured. Please, also, attach a minimum of two
samples of your library or system’s evaluation instruments.
Early Learner Evaluation: Last year’s summer reading season marked the first time Queens
Library was able to track its Early Learner participants (ages 0-5). The Library distributed 7,509
reading logs to families and stickers that reinforced the summer reading theme. Children could
earn a sticker to place into their reading log after completing an hour of reading. 3,818 Early
Learner participants completed their logs. In addition, 26,450 Early Learner families attended
911 programs. The Library also conducted 168 daycare visits where 3,541 Early Learner
caregivers and children attended.
Early Learner Outcomes: The Library conducted a survey for parents and caregivers of children
ages 0-5 to determine program outcomes. 82% of caregivers reported that their child’s reading
habits increased. 82% of caregivers indicated that their visits to the library increased as a result
of the program. And 86% cited an increase in their understanding of how to prepare their young
child to get ready to read.
Family Shelter Evaluation: Queens Library tracked the number of times books were “checked
out” and “checked in” from the deposit book collections at the family shelters. These records
include the level of the books that were checked out such as easy readers, picture books, chapter
books, adult books and young adult books. 357 books were ordered and a total of 286 books
were “borrowed.” The Library focused on the number of books checked out as a key metric. The
main goal of the program was to encourage the underserved target population to borrow books.
The amount of books available to circulate in later weeks was determined by the amount of
books that were returned. Books that were left after the program was completed were either
given away to participants or added to the shelters’ current libraries. Data on books borrowed
and returned at two shelters as are follows:
Queens Library Summer Reading Initiative Project #0342-14-4748 Year 2 (2014-2015) Attachment to the Administrative Committee Report of September 10, 2015
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Hillside House Books
Borrowed
93rd
Residence Books
Borrowed
Week 1 38 44
Week 2 18 39
Week 3 14 27
Week 4 14 12
Week 5 14 10
Week 6 N/A N/A
Total 98 132
Book returned 39% 36%
Queens Library also tracked the number of parents and children who participated in the crafts
and story time portion of the program. Attendance data are as follows:
Saratoga Family Inn
Number Attended
Hillside House
Number Attended
93 residence
Number Attended
Week 1 36 N/A N/A
Week 2 41 5 12
Week 3 25 10 15
Week 4 39 11 10
Week 5 N/A 9 10
Week 6 38 12 14
Total 179 47 61
Queens Library Summer Reading Initiative Project #0342-14-4748 Year 2 (2014-2015) Attachment to the Administrative Committee Report of September 10, 2015
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Family Shelter Outcomes: The Library conducted a survey to determine which aspect of the
program was most useful to the program participants. 100% of those surveyed indicated that
borrowing books was the most useful part of the program.
Budget Changes (year 2)
What increases/decreases would you recommend in budget spending? Do you need to make changes to
the next year’s FS-10? Please contact Karen Balsen at 518-486-2194 or [email protected].
There was a decrease in funding for programs and supplies and an increase for purchasing books.
There were no other major changes to the budget.
Additional Funds (year 2)
List additional funds used for this project and where funds were obtained. Estimate the in-kind costs
incurred by the library and cooperating agencies.
No additional funds were used for this project. In-kind costs include the following:
Library Staff salaries for Early Learners, Children’s Services and Young Adult Coordinators.
(researching reading logs and summer materials as well as ongoing evaluation of design with
MCD):
Summer Reading Kickoff $1300
30 hours by Library graphic designer of reading log: $1200
Queens Library Summer Reading Initiative Project #0342-14-4748 Year 2 (2014-2015) Attachment to the Administrative Committee Report of September 10, 2015
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Project Statistics
Year 1 (2013-2014) Year 2 (2014-2015)
A. Number of libraries
and/or branches in the system
that offered a summer reading
program for children and/or
teens in 2013?
54 58
Plan to offer in 2014? 59 58
B. Number of libraries and/or
branches in the system that used
the CSLP children's slogan for
2013?
54 58
Plan to use the CSLP Children’s
slogan for 2014?
59 58
C. Number of libraries and/or
branches in the system that used
the CSLP teen slogan for 2013?
54 58
Plan to use the CSLP teen slogan
for 2014?
59 58
D. TOTAL number of children
who registered for the summer
reading program in 2013
44967 42,674
E. TOTAL number of teens who
registered for the summer
reading program in 2013
24096 20,153
Queens Library Summer Reading Initiative Project #0342-14-4748 Year 2 (2014-2015) Attachment to the Administrative Committee Report of September 10, 2015
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F. Reading totals for 2014:
Year 1 (2013-2014) Year 2 (2014-2015)
For participants recording by time read:
1. TOTAL number of children
who recorded by minutes read
1037 440
2. TOTAL minutes read by these
children
873195 431,890
3. TOTAL number of teens who
recorded by minutes read
416 524
4. TOTAL minutes read by these
teens
446700 199,430
For participants recording by books read:
5. TOTAL number of children
who recorded by books read
43930 42,674
6. TOTAL number of books
children read
1190741 1,047,291
7. TOTAL number of teens who
recorded by books read
23680 20,156
8. TOTAL number of books teens
read
161293 142,290
Queens Library Summer Reading Initiative Project #0342-14-4748 Year 2 (2014-2015) Attachment to the Administrative Committee Report of September 10, 2015
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G. Programs
A program is defined as one planned session conducted by a staff member, outside performer or other
programmer – it does not include informal visits to the library to report on reading, etc. Please answer
each question or type 0 where a question does not apply to your system.
Year 1 (2013-2014) Year 2 (2014-2015)
1. How many total programs did
libraries in the system offer for
children during summer 2013?
4399 4,036
Total attendance (including
parents/caregivers)?
92639 113,106
2. How many total programs did
libraries in the system offer for
teens during summer 2013?
1485 1,768
Total attendance (including
parents/caregivers)?
22759 25,403
3. Total of 1 & 2, Programs? 5884 5,804
Total of 1 & 2, Attendance? 115398 138,509
4. How many programs listed in
#3 included parents/caregivers?
900 111
Attendance of
parents/caregivers?
8224 1,656
5. How many workshops
(professional development) were
offered by the system from July
1, 2013 through June 30, 2014?
2 4
Total attendance? 110 172
Final Expenditure for a Federal or State Project FS-10-F Long Form Adult Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Adult Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Adult Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Adult Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Adult Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Adult Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Adult Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Adult Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Adult Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Family Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Family Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Family Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Family Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Family Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Family Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Family Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Family Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Family Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Family Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Family Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Family Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Family Literacy Library Services Program
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Final Expenditure for a Federal or State Project FS-10-F Long Form Family Literacy Library Services Program
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Credit Card Policy - Udate Attachment to the Administrative Committee Report of September 10, 2015
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POLICY & PROCEDURE MANUAL SECTION F, #12
CREDIT CARD POLICY
ISSUED: September 2015
FINANCE DEPARTMENT
Approving Authority: Board of Trustees
POLICY
The Queens Library (“the Library”) permits the use of three types of credit cards (“Credit
Card”) and the use of Library Corporate Purchasing Cards (“Purchasing Card”) by authorized
Library employees to pay for actual and necessary expenses incurred in the performance of
work-related duties for the Library.
The Library’s authorized programs are as follows:
A. Credit Cards
1. General Purpose Credit Cards: The cards are issued in the name of the Library and the
authorized user. The Board of Trustees authorizes the establishment of general purpose
credit card programs for the Library. The President & Chief Executive Officer (CEO) and
Chief Financial Officer approve authorized users.
2. Vendor Specific Cards: Issued in the name of the Library with a list of authorized
users. The CEO, Chief Financial Officer and Vice President of Risk Management &
Purchasing shall approve the establishment of credit cards with specific vendors and
authorized users.
3. Fuel cards: The Library participates in the New York City Gas Card Program
administered by NYC Department of Citywide Administrative Services (DCAS) and is
subject to the program’s guidelines. The Logistics and Security Management fleet
manager notifies DCAS of new vehicle purchases providing the required information
about the vehicle. A gas card will be issued by DCAS and assigned to each Library
vehicle. A PIN number will be issued to authorized drivers to use the fuel program. The
Vice President of Risk Management & Purchasing authorizes employees who may drive
Library vehicles. Each driver must provide written acknowledgement to Logistics and
Security Management of receipt of the all of the rules and regulations pertaining to the
fuel program. The gas cards can only be used to purchase fuel at any of the participating
vendors’ service stations.
Credit Card Policy - Update Administrative Committee Report of September 10, 2015
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B. Purchasing Cards
The Board of Trustees authorizes the establishment of Purchasing Cards for the Library.
The current Purchasing Card Program (with American Express) was established to
provide a convenient means with which to make purchases and, at the same time, reduce
the costs associated with initiating and administrating the payments. Purchasing Cards
offer built-in spending controls that traditional credit cards cannot such as transaction
limits, daily limits and defined transaction types. The CEO and Chief Financial Officer
approve authorized users.
PROCEDURES
A. Authorized Uses
1. All purchases must be made in accordance with the Library’s Purchasing Policy, the
Library’s Conflicts of Interest Policy (F#3), the Library’s Business Expense Policy
(F#17) and within budget limits.
2. An employee may be eligible as an authorized user of a credit card or purchasing card
program if he or she incurs regular frequent expenses of a kind appropriately paid by
credit card. Credit limits will be established by the CEO and/or CFO based on the
business needs of the employee.
3. Credit and Purchasing Card spending limits are designated on a per transaction basis
with a monthly spending limit determined by the Chief Financial Officer based on
spending requirements. Individual spending limits shall not exceed $5,000 unless a
business need requires an exception to be made by both the CEO and Chief Financial
Officer on a case by case basis and must be documented.
4. Credit and Purchasing Cards are to be used for Library authorized purchases of goods
and services that require a credit card and do not accept other payment methods.
Business events, meals and travel expenses for approved travel in accordance with the
Library’s Business Expense Policy are acceptable purchases. The cards may also be
used as a means of expediting the acquisition of goods and services where normal
purchasing procedures might result in operational delays, as determined by CEO,
CFO or VP of Risk/Purchasing. Personal charges or non-Library related uses are
strictly prohibited, even if the cardholder intends to reimburse the Library.
5. Fuel cards are assigned to each authorized vehicle by DCAS. Authorized users are
assigned a PIN number by DCAS that records each use. A report is received and
reviewed by LSM for any discrepancies such as unauthorized fuel type or
questionable or inappropriate fueling. Fuel cards capture the mileage and gas capacity
of each vehicle and can record any entries that do not coincide with the tank’s
capacity that would exceed the fuel limit. The Program also records times of day,
locations, or repeat usage to regulate gas card usage.
Credit Card Policy – Update Attachment to the Administrative Committee Report of September 10, 2015
77
6. Cardholders must immediately notify the Chief Financial Officer and the credit
card/purchasing card vendor in the event that the card is lost or stolen.
7. Employees must safeguard the cards at all times and the cards must only be used for
authorized purchases.
8. Authorized Library employees must submit detailed documentation, including
itemized receipts for all charges which have been incurred in connection with
Library-related business for which the Credit Card/Purchasing Card was used. The
business purpose, budget codes and user signature must be written on the detailed
documentation or the statement and submitted to Finance within 5 business days of
receipt of the statement. Failure to submit original receipts may result in the employee
incurring the charge being held personally liable for the undocumented charge.
Monthly expenses/statements must be approved by the employee’s supervisor. The
CEO will review all charges on the general purpose credit and purchasing cards and
document final approval on monthly statements. The Chairperson of the Library’s
Board of Trustees will approve credit card charges made by the CEO on a monthly
basis.
B. Unauthorized Uses
1. Cash advances will not be authorized on any Library Credit Card or Purchasing Card.
2. Purchases that are for non-library purposes, unauthorized, illegal, represent a conflict
of interest, are personal in nature, are in violation of this policy or violate the intent of
this policy may result in credit card/purchasing card revocation and appropriate
discipline, including, as warranted, termination of employment.
3. Any individual who makes an unauthorized purchase with a Library credit
card/purchasing card shall be required to reimburse the Library for the purchase.
4. The Library is a tax exempt organization. It is the responsibility of each cardholder to
provide the Library’s Sales Tax exempt certificate for any purchases made in New
York State so that sales tax is not charged to such purchase. Card holders may be held
personally responsible for sales tax charges if an exempt certificate is not used.
C. Administration:
1. The Chief Financial Officer and Vice President of Risk Management & Purchasing
shall jointly administer the Purchasing Card Program and Vendor Specific Credit
Cards. The General Credit Card Program (currently Visa) is administered by the
President & CEO. The VP of Logistics & Security Management administers the fuel
card program.
2. The Library will ensure that the relationship between the Library and the Credit
Card/Purchasing Card company is such that the Library has the right to dispute
unauthorized charges.
Credit Card Policy – Update Attachment to the Administrative Committee Report of September 10, 2015
78
3. Finance will make payment of all charges to the credit card/purchasing card vendor
upon review of the monthly statements to ensure that appropriate documentation is
received for each charge. Payments must be made within required timeframes as to
avoid finance charges on the account.
4. All usage rewards awarded on Library credit cards are the sole property of the Library
and may not be used personally by any employee.
Budget Transfer Report Attachment to the Administrative Committee Report of September 10, 2015
79
Transfer # Fund Transfer from Transfer to Description Amount
1 City Personal Services Information Systems Services Year end savings transferred for technology costs 1,298,000$
2 City Personal Services Library Materials Year end savings transferred for materials 874,000
3 City Health Insurance Contractual Services Year end savings transferred for contractual costs 127,000
4 City Health Insurance Workers' Compensation Year end savings transferred for annual workers comp funding 38,000
5 City Disability Insurance Adult Literacy Program Year end savings transferred for lliteracy programs 15,000
6 City Disability Insurance P & C Insurance Premiums Year end savings transferred for annual insurance policy premium renewals 11,000
7 City Social Security P & C Insurance Premiums Year end savings transferred for annual insurance policy premium renewals 20,000
8 City Social Security Maintenance & Repairs - Vehicles Year end savings transferred for library fleet repairs 15,000
9 City Employee Welfare Fund Rentals - Land/Buildings Year end savings transferred for rental costs 33,000
10 City Employee Welfare Fund P & C Insurance Premiums Year end savings transferred for annual insurance policy premium renewals 2,000
11 City Employee Welfare Fund Training Year end savings transferred for training expenses 22,000
12 City Unemployment Insurance P & C Insurance Premiums Year end savings transferred for annual insurance policy premium renewals 2,000
13 City Unemployment Insurance Workers' Compensation Year end savings transferred for annual workers comp funding 60,000
14 City General Supplies Library Materials Year end savings transferred for materials 59,000
15 City General Supplies Contractual Services Year end savings transferred for contractual costs 219,000
16 City Telecommunications Maintenance & Repairs - Buildings Year end savings transferred for maintenance and repairs 86,000
17 City Maintenance & Custodial Supplies Equipment Year end savings transferred for eqipment purchases 45,000
18 City Heat, Light & Power P & C Insurance Premiums Year end savings transferred for annual insurance policy premium renewals 8,000
19 City Postage Maintenance & Repairs - Buildings Year end savings transferred for maintenance and repairs 32,000
20 City Furniture Maintenance & Repairs - Buildings Year end savings transferred for maintenance and repairs 8,000
21 City Carfare, Travel & Mileage Maintenance & Repairs - Buildings Year end savings transferred for maintenance and repairs 6,000
22 State Contractual Services Personal Services Year end savings transferred for annual compensated balance accrual 146,000
23 State Contractual Services Health Insurance Year end savings transferred for program salaries 4,000
24 State Contractual Services Workers' Compensation Year end savings transferred for program salaries 7,000
25 WC Fund Pension Personal Services Year end savings transferred for worker comp salaries 1,000
26 WC Fund Pension Contractual Services Year end savings transferred for quarterly assessments 3,000
BUDGET TRANSFER REPORT
April 1- June 30, 2015
Personnel Report June 16-July 15, 2015 Attachment to the Administrative Committee Report of September 10, 2015
80
APPOINTMENTS:
Employee Name Job Title Position Title Hire Date
Alman, Nicole Senior Librarian 1 Children Librarian 6/28/2015
Clarke, Necia Staff Analyst 1 Case Manager 6/28/2015
Finkelman, Lewis Executive Agency Counsel General Counsel 7/5/2015
Rivera Jr., Wilfredo Senior Librarian 1 International Language
Librarian 7/12/2015
Villapol, Manuel Supervising Museum Instructor Library Literacy Center
Manager 7/12/2015
Employee Count:5
PROMOTIONS:
Employee Name Old Job Title Old Position Title New Job Title New Position Title Promotion Date
Up to 15% above the stated maximum if necessary for hard-to-fill technical positions in grades 14T – 16T
September 24, 2015 Board Minutes Attachment 9 –Committee on Standards Report – September 2, 2015
100
THE QUEENS BOROUGH PUBLIC LIBRARY
BOARD OF TRUSTEES
MEETING OF THE COMMITTEE ON STANDARDS
September 2, 2015
A meeting of the Committee on Standards of the Board of Trustees was held at 6:11 p.m. on
Wednesday, September 2, 2015, in the Hon. Robert T. Groh Conference Room of the Central
Library, 89-11 Merrick Boulevard, Jamaica, New York, 11432.
PRESIDING: Matthew Gorton (arrived at 6:34pm)
Chair, Committee on Standards
PRESENT: Adrienne Adams
Martha Baker
Maria Concolino
Lenore Gall, Ed.D.
Edward Sadowsky, Esq.
Earl G. Simons, Ed.D.
Carl Koerner, Esq.
Chairman of the Board, Ex-officio
Bridget Quinn-Carey
President and Chief Executive Officer
Lewis Finkelman, Esq.
General Counsel
GUEST(S): Hon. Augustus Agate
Judy Bergtraum, Esq. (arrived at 6:34pm)
James Haddad, Esq. (arrived at 6:47pm)
Eli Shapiro, Ed.D, LCSW
Borough President, Hon. Melinda Katz, Ex-officio
Represented by: Elisa Velazquez, Esq.
EXCUSED: Jukay Hsu
Haeda Mihaltses
Gabriel Taussig, Esq.
ABSENT:
September 24, 2015 Board Minutes Attachment 9 –Committee on Standards Report – September 2, 2015
101
THE QUEENS BOROUGH PUBLIC LIBRARY
BOARD OF TRUSTEES
MEETING OF THE COMMITTEE ON STANDARDS
September 2, 2015
REPORT
Mr. Sadowsky, as Acting Chair, began the meeting until Mr. Gorton, Committee Chair, arrived.
By-Law Revisions – Meetings
Mr. Finkelman discussed the by-laws with respect to the required state legislation and
statute of limitations. A one-page memo will be sent to all members of the Standards
Committee with regard to the required revisions.
1. Management/Staff
Outside Employment of President/CEO and Key Executive Personnel Mr. Finkelman stated that the legislation is specific on this issue. He read the statutory
language and stated that the by-laws need to be revised to include this issue. Per state
legislative requirements, outside employment of the President/CEO and key personnel
requires approval by the Board and is limited to a maximum of 5 hours per month.
State legislation does not provide a list of key executive personnel, but this should be
identified in the by-laws. The Standards Committee identified key personnel as
President/Chief Executive Officer, Chief Financial Officer, Chief Operating Officer and
General Counsel. It was discussed that language should be included in the by-laws that
prohibits outside employment with companies conducting business with Queens Library
and that employment outside the library should be approved by the Board.
Board Role in Executive Hires and Compensation
The General Counsel stated that the legislation language is ambiguous on this issue, but the
legislation is directed to Queens Library. There was discussion that the intent of the
legislation was not for the Board to go through resumes, but for the Board to have the final
say on who is in key positions.
The Board shall adopt the by-laws regarding the hiring process and procedures, and
compensation of key personnel. The Committee agreed the Board should approve key
personnel titles and compensation.
The President/CEO has the final approval/recommendation of candidate, provided any
concerns by the Board are addressed.
Executive compensation procedures should be adopted by the Compensation Committee.
September 24, 2015 Board Minutes Attachment 9 –Committee on Standards Report – September 2, 2015
102
Financial Disclosures
Committee agrees by-laws should include provisions regarding key employees’ financial
disclosure and include other employment.
The committee consensus is to implement financial disclosures as a policy, and include a
general provision in updated by-laws. The Audit Committee will review any issues such as
conflict of interest and external employment.
Indemnification
Current by-laws include indemnification clause. The committee consensus is the
indemnification clause should be included in revised by-laws as mandatory, not
discretionary.
The by-laws will be amended by General Counsel to include mandatory indemnification
clause. Once completed, Mr. Simons requested that it be circulated to all committee
members.
2. By-Laws
Amendment Process
The amendment process was confirmed by the Standards Committee that two-thirds of the
Board must approve in order to amend current by-laws.
The Committee Chair summarized that the major topics have now been reviewed by the
Committee. This meeting covered the last topics that required discussion. The Committee
has gone over the issues raised and have completed a comprehensive review of Dan Kurtz’
draft of the by-laws, discussed it at length and are prepared to present to the Board on
September 24, 2015. The revised by-laws will be circulated, prior to the Board meeting, to
all Board members to address any issues and/or concerns. All issues and/or concerns by
the committee must be sent via email, to Mr. Gorton, copying Mr. Finkelman. Any
unresolved issues may require another committee meeting prior to the Board meeting. If
no unresolved issues are raised, then we have a short meeting on September 24 before
presenting to the Board to approve the final version.
IT WAS MOVED BY MR. SADOWSKY THAT THE MEETING BE ADJOURNED.
THE MOTION WAS SECONDED BY MS. CONCOLINO. THE MOTION PASSED
UNANIMOUSLY.
There being no further business, the meeting adjourned at 7:41 p.m.
