THE QUEENS BOROUGH PUBLIC LIBRARY BOARD OF TRUSTEES ... Board... · March 11, 2016 Signing of Side...

Minutes of the Board of Trustees Meeting of March 24, 2016

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THE QUEENS BOROUGH PUBLIC LIBRARY

BOARD OF TRUSTEES

THURSDAY, MARCH 24, 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, Thursday, March 24, 2016 at

8:05 p.m.

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

PRESENT: Hon. Augustus Agate Martha Baker

Judy E. Bergtraum, Esq., Vice Chair

Maria Concolino

Matthew Gorton

Julissa Gutierrez

James Haddad, Esq.

Jukay Hsu

John Ottulich

Michael E. Rodriguez, Esq., Treasurer

Edward Sadowsky, Esq.

Earl G. Simons, Ed.D, Assistant Treasurer

Mayor, Hon. Bill de Blasio, Ex-officio

Represented by: Lydon Sleeper-O’Connell

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

Dennis M. Walcott

President and Chief Executive Office

Bridget Quinn-Carey

Vice President and Chief Operating Officer

Lewis Finkelman, Esq.

General Counsel

EXCUSED: Adrienne Adams

Lenore R. Gall, Ed.D

Haeda Mihaltses

Robert Santos, Esq.

Eli Shapiro, Ed.D, LCSW

Gabriel Taussig, Esq.


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II. MINUTES: BOARD OF TRUSTEES MEETING – February 25, 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 Mrs.

Concolino. The motion passed unanimously.

III. REPORT OF THE CHAIRMAN OF THE BOARD:

The Chairman of the Board planned to welcome Dennis M. Walcott, but unfortunately

he was delayed on a flight back to New York so the welcome was deferred until his

arrival.

The Chairman thanked Bridget Quinn-Carey, outgoing COO who completed five years

of service at Queens Library with her having also served the last 18 months as Interim

President & CEO. During the past 18 months it was not the best of times and there

were a number of challenges. Bridget had to deal with external examinations and audits

and internal changes. Throughout that period of time, Bridget acted in a most

professional manner and did an excellent job even with the rollout of six-day service

across the system which was accomplished in a short period of time. During this period

of time Bridget served as both the Interim President & CEO and COO where normally

there are two people and senior executives had to make do without that as well. We

have a very gifted staff and they stepped up to the challenge and at no time during this

18 month period was there a reduction in our services. Our service excelled and this is

a great accomplishment. We know Bridget is going to Hartford Library as their CEO.

We thank her for bringing her energy and skills to the people of Queens and that she

will bring that to the people of Hartford and will serve them well. Staff and Trustees

applauded her.

IV. COMMITTEE REPORTS

A. BUILDINGS AND GROUNDS COMMITTEE – March 24, 2016

The Buildings and Grounds Committee presented the report of the committee

meeting of March 24, 2016.

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

ITEMS OF THE BUILDINGS AND GROUNDS COMMITTEE BE ACCEPTED AS

PRESENTED. THE MOTION WAS SECONDED BY MS. BERGTRAUM. THE

MOTION PASSED UNANIMOUSLY.

B. FINANCE AND INVESTMENT COMMITTEE – March 24, 2016

The Finance and Investment Committee presented the report of the committee

meeting of March 24, 2016.

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

ITEMS OF THE FINANCE AND INVESTMENT COMMITTEE BE ACCEPTED

AND THE ACTION ITEMS BE APPROVED AS PRESENTED. THE MOTION WAS

SECONDED BY MR. SADOWSKY. THE MOTION PASSED UNANIMOUSLY.


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C. EXECUTIVE COMMITTEE – March 24, 2016

The Executive Committee presented the report of the committee meeting of

March 24, 2016.

AT THE BOARD MEETING, THE CHAIRMAN OF THE BOARD

RECOMMENDED THAT THE REPORT ITEMS OF THE EXECUTIVE

COMMITTEE BE ACCEPTED AND THE ACTION ITEMS BE APPROVED AS

PRESENTED WITH THE EXCEPTION THAT THE AGENDA ITEM RELATING

TO THE AMENDED BY-LAWS BE DEFERRED TO THE MEETING OF THE

FULL BOARD.

IT WAS MOVED BY MR. SADOWSKY AND SECONDED BY MR. RODRIGUEZ.

THE MOTION PASSED UNANIMOUSLY.

V. OTHER BUSINESS

REPORT OF MINUTES OF THE QUEENS LIBRARY FOUNDATION BOARD OF

DIRECTORS MEETING OF SEPTEMBER 10, 2015

The Queens Library Foundation Board of Directors’ minutes of September 10, 2015,

approved by the Board of Directors of the Queens Library Foundation, were provided to the

Queens Library Board of Trustees for informational purposes.

AT 8:16 P.M. IT WAS MOVED BY JUDGE AGATE THAT THE MEETING MOVE

INTO EXECUTIVE SESSION TO DISCUSS EMPLOYMENT RELATED MATTERS

AND LITIGATION. THE MOTION WAS SECONDED BY MR. SADOWSKY AND

PASSED UNANIMOUSLY. ALL STAFF LEFT THE ROOM EXCEPT FOR THE

GENERAL COUNSEL

AT 9:00 P.M. TRUSTEE HSU LEFT THE MEETING.

AT 9:20 P.M. THE PRESIDENT AND CEO ARRIVED AND JOINED THE

MEETING AFTER A SEVEN-HOUR DELAY IN HIS FLIGHT INTO JFK

AIRPORT.

AT 9:38 PM IT WAS MOVED BY JUDGE AGATE THAT THE MEETING MOVE

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

HADDAD AND PASSED UNANIMOUSLY.

IN EXECUTIVE SESSION, THE BOARD OF TRUSTEES, AFTER DUE

DILIGENCE, VOTED TO REVISE THE BY-LAWS AND THAT THEY BE

PRESENTED FOR ADOPTION AT THE MAY 2, 2016 BOARD OF TRUSTEES

MEETING.


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VI. PRESIDENT’S REPORT

1. President’s Report

The President apologized for his late arrival to the meeting as he was delayed at the

airport in Boston for several hours after attending a funeral for a close friend. He

thanked the Board for waiting so he could present his report. The President reported

that in the last two weeks, he had visited 44 community libraries and plans to visit

the rest over the next two weeks. The President added that he rode the book truck

one day to twelve of the community libraries and delivered and picked up books

and observed the back room operations and that having his desk on the first floor is

extremely helpful; his meetings are held there as well. He gets more than requests

for directions. The President related a few examples of patrons he has met – one

who was just released from prison and another who needs to leave his shelter during

the day so he spends his time at the Central Library. This is a great experience and

this is how he will continue to operate. The President thanked Bridget Quinn Carey

who has been outstanding during this transition as well as all of the staff who have

been truly supportive. 2. External Meetings and Outreach Activities – February 20, 2016 – March 14, 2016

The COO (as Interim President and CEO) provided the attached External Meetings and

Outreach Activities from February 20, 2016 – March 14, 2016.

3. External Meetings and Outreach Activities – February 29, 2016 – March 18, 2016

The President and CEO provided the attached External Meetings and Outreach

Activities from January 22, 2016 – February 19, 2016.

4. Key Performance Indicators – February 2016

The President provided the attached reports of key performance indicator statistics for

February 2016.

5. Open Budget Hearing Material Review

The President provided Open Budget Hearing materials for review. The hearing is

scheduled for April 4, 2016.

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

MOTION WAS SECONDED BY MR. SIMONS. THE MOTION PASSED

UNANIMOUSLY.

There being no further business, the meeting adjourned at 9:57 p.m.

______________________ Robert Santos, Esq.

Secretary Enclosures (6)

1) Report of the President and CEO

a) Interim President & CEO External Meetings and Outreach Activities – February 20, 2016 – March 14, 2016

b) President & CEO External Meetings and Outreach Activities – February 29, 2016 – March 18, 2016 2) Key Performance Indicators – February 2016

3) Open Budget Hearing Material Review

4) Buildings and Grounds Committee Report – March 24, 2016 5) Executive Committee Report – March 24, 2016

6) Finance & Investment Committee Report – March 24, 2016

President’s Report – March 24, 2016

External Meetings and Outreach Activities of the COO (as Interim President and CEO)

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AGENDA ITEM: COO (AS INTERIM PRESIDENT AND CEO)

EXTERNAL MEETINGS AND OUTREACH

ACTIVITIES

February 20, 2016 – March 14, 2016

February 24, 2016 Meeting with Margaret Sullivan of Sullivan Studios

regarding space planning

Teleconference with Angelina Martinez-Rubio, General

Counsel, Borough President’s Office

February 29, 2016 Meet with Council member Vallone to provide update and

discuss capital projects

Tour of Central Library with Dennis Walcott

March 1-2, 2016 Library Advocacy – Albany, NY

March 3, 2016 Queens Library Foundation Board Meeting at Forest Hills

Community Library

March 8, 2016 Tour of Elmhurst Library with Borough President and

Trustees Concolino, Gall, Guillergan, Koerner, Schimmel

and Dennis Walcott, DDC

First Lady Chirlane McCray, Deputy Mayor Beury and

Korean Consul press event regarding launch of First Lady

McCray’s translation of her book “Talk to Your Baby” in

Korean with Eve Guillergan, Board representative for

Speaker, NYC Council and Dennis Walcott

March 10, 2016 Teleconference with Vornado regarding Rego Park

Community Library

Teleconference with Michael Woloz, Jeff Rodus and

Marty McLaughlin, Connelly McLaughlin & Woloz


External Meetings and Outreach Activities of the COO (as Interim President and CEO)

6

Testimony before City Council Queens Delegation at

Queens Museum, Flushing Meadows, Corona

March 11, 2016 Signing of Side Letter Agreement for Frontloading Annual

leave for Union-Represented Employees and Side Letter

Agreement for Union-Represented Security Guards and

Photo Opp with Local 1321

March 14, 2016 Meeting with Borough President, DDC, Trustees Adams,

Bergtraum, Ottulich, Santos and Taussig regarding Queens

Library Capital Projects

Collaboration with Museum of Chinese in America

(MOCA)


External Meetings and Outreach Activities of the President and CEO

7

AGENDA ITEM: PRESIDENT’S EXTERNAL MEETINGS AND

OUTREACH ACTIVITIES

February 29, 2016 – March 18, 2016

Tour of Central Library with Bridget Quinn-Carey

Library Advocacy Day, Albany, NY

Queens Library Foundation Board Meeting at Forest Hills

Community Library

Visit to Briarwood Community Library

Visit to Forest Hills Community Library

Visit to Glendale Community Library

Visit to Hillcrest Community Library

Visit to Hollis Community Library

Visit to Maspeth Community Library

Visit to Middle Village Community Library

Visit to North Forest Park Community Library

Visit to Pomonok Community Library

Visit to Rego Park Community Library

Visit to Ridgewood Community Library

Visit to South Hollis Community Library

Visit to Woodhaven Community Library



8

Phone interview with Rob Pozarycki, Queens Courier

Visit to Baisley Park Community Library

Visit to Bellerose Community Library

Visit to Cambria Community Library

Visit to Central Community Library

Visit to Far Rockaway Community Library

Visit to Flushing Community Library

Visit to Fresh Meadows Community Library

Visit to Glen Oaks Community Library

Visit to Kew Gardens Hills Community Library

Visit to Laurelton Community Library

Visit to Rochdale Community Library

Visit to Rosedale Community Library

Tour of Elmhurst Library (new site) with Borough President and

Trustees Concolino, Gall, Guillergan, Koerner, Schimmel and

Bridget Quinn-Carey and Dennis Verriello

Phone interview with Jon Cronin, Queens Tribune

Teleconference with Vornado regarding Rego Park Community

Library



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Phone Interview with Karen Clements of Communities

of Color

Visit to South Jamaica Community Library

Visit to St. Albans Library Community Library

Signing of Letter Agreement and Photo Opp with Local

1321

WABC Up Close Interview with Bill Ritter

Meeting with Borough President, DDC, Trustees Adams,

Bergtraum, Ottulich, Santos and Taussig regarding

Queens Library Capital Projects

Collaboration with Museum of Chinese in America

(MOCA)

Teleconference with three library systems regarding

Commissioner Menin’s Working Group Meeting on

“One Book, One New York”

Visit to Lefrak City Community Library

Visit to Corona Community Library

Visit to Langston Hughes Community Library



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Visit to Poppenhusen Community Library

Visit to Whitestone Community Library

Visit to Bay Terrace Community Library

NY1 interview at Central Library

“One Book, One New York” working group meeting

with Julie Menin, Commissioner, Mayor’s Office of

Media and Entertainment to discuss ideas for a city-wide

community read program



Phone interview with Michael Gannon, QueensChronicle

Visit to Auburndale Community Library

Visit to Bayside Community Library

Visit to Douglaston-Little Neck Community Library

Visit to Queens Village Community Library

President’s Report

Key Performance Indicators

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

July 1, 2015 through February 29, 2016

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

Arverne 160,674 5.63 % 78,589 7.52% 6,883 19.02% 5,314 0.76% 4

Astoria 57,825 3.05 % 54,310 -15.56% 6,382 0.52% 11,777 -15.18%

Auburndale 101,565 -6.40 % 48,888 -8.07% 5,299 29.43% 13,255 10.95%

Baisley Park 37,099 38.92 % 47,308 26.06% 5,960 207.69% 19,997 36.85% 2

Bayside 258,175 -12.57 % 128,316 -0.88% 7,457 14.06% 37,568 38.78%

Bay Terrace 65,778 -5.81 % 53,693 -0.88% 5,754 -30.53% 14,746 -38.61%

Bellerose 88,401 23.56 % 64,330 22.52% 4,148 29.58% 23,186 70.20% 2

Briarwood 109,795 -9.34 % 82,041 -0.90% 14,624 14.69% 43,834 447.24%

Broadway 158,676 -4.76 % 169,681 -4.92% 6,882 -8.40% 20,891 225.76%

Broad Channel 50,699 -17.36 % 13,819 -6.94% 243 -58.46% 16 -76.47%

Cambria

Heights 58,321 -20.64 % 110,098 -12.27% 20,499 7.80% 10,897 16.97%

Corona 129,785 -13.42 % 144,899 -8.53% 16,131 -19.15% 8,657 -53.05%

Court Square 51,807 -6.08 % 53,618 4.61% 2,597 -10.45% 10,951 -30.73%

Douglaston 85,525 10.91 % 63,453 -0.42% 3,691 17.77% 10,718 -25.66%

East Elmhurst 38,282 -1.83 % 54,441 7.85% 5,096 -23.31% 3,965 -27.71%

East Flushing 70,419 -2.23 % 42,380 3.61% 3,427 56.70% 8,225 6.21%



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from last

year

In person

visits

% Change

from last

year

Program

Attendance

% Change

from last

year

Reference

%

Change

from last

year

Notes

Elmhurst 188,479 -12.29 % 88,875 -11.97% 1,032 35.79% 19,912 12.89%

Far Rockaway 79,857 -19.94 % 100,341 -18.76% 8,135 1.47% 18,490 9.65%

Forest Hills 255,946 -12.19 % 201,719 -7.17% 21,020 46.55% 138,087 34.66%

Fresh Meadows 380,262 -9.03 % 148,524 -3.55% 8,242 -5.64% 62,364 18.78%

Glen Oaks 212,729 -13.50 % 94,283 -10.08% 18,142 25.99% 43,731 49.32%

Glendale 66,196 10.02 % 41,138 1.07% 3,240 132.93% 5,150 -19.83%

Hillcrest 136,031 -7.69 % 75,060 -2.06% 2,153 -23.73% 8,330 -4.89%

Hollis 57,528 33.92 % 49,745 48.83% 3,752 166.29% 6,995 100.66% 2

Howard Beach 80,746 -15.36 % 52,932 -12.52% 1,739 -33.68% 13,007 10.88%

Jackson Heights 286,449 -12.44 % 272,190 -3.54% 12,924 -5.10% 71,927 32.61%

Kew Gardens

Hills 68,925 -6.93 % 67,129 6.09% 592 -44.93% 15,642 -8.91%

Langston

Hughes

56,179 -12.41 % 96,161 -11.48% 9,840 -7.80% 6,271 -63.04%

Laurelton 49,642 -16.37 % 73,145 -15.02% 11,497 19.14% 31,137 2.89%

Lefferts 98,114 13.48 % 116,437 19.65% 20,461 78.89% 25,987 -15.06% 2

Lefrak City 62,369 -10.16 % 82,814 -6.90% 8,906 41.01% 9,257 -0.72%

Long Island City 93,796 -4.67 % 102,209 -8.64% 38,876 46.31% 36,714 97.33% 8

Maspeth 139,962 -1.79 % 88,528 -5.38% 4,220 57.58% 24,332 37.52%

McGoldrick 104,537 -21.05 % 76,263 -9.14% 11,374 -21.25% 18,321 -5.14%



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from last

year

In person

visits

% Change

from last

year

Program

Attendance

% Change

from last

year

Reference

%

Change

from last

year

Notes

Middle Village 43,145 -19.48 % 28,317 -0.58% 3,724 1056.52% 4,220 8.21%

Mitchell-Linden 145,345 2.84 % 93,576 -0.74% 10,958 -2.88% 28,747 17.76%

North Forest

Park 81,578 -9.61 % 59,417 0.52% 1,815 101.89% 16,065 17.22%

North Hills 76,604 -6.39 % 59,768 -7.13% 4,849 -16.17% 20,124 24.86%

Ozone Park 81,611 -25.30 % 63,204 -14.75% 3,971 -21.01% 10,427 -11.72%

Peninsula 143,426 281.99 % 76,859 X 2,396 47.90% 1,950 -47.85% 1,4,8

Pomonok 64,294 -6.59 % 53,146 -3.35% 6,414 26.68% 18,224 202.77%

Poppenhusen 59,512 -7.16 % 47,487 -5.24% 3,076 9.27% 12,082 9.22%

Queensboro Hill 83,990 7.23 % 97,693 16.77% 2,894 -50.57% 7,299 -35.83%

Queens Village 77,841 -18.38 % 69,383 -3.51% 9,417 2.15% 12,280 57.72%

Rego Park 126,892 -5.27 % 123,776 1.31% 7,101 31.40% 12,154 -5.41%

Richmond Hill 109,117 -14.27 % 114,840 7.90% 32,028 39.17% 37,073 -10.48%

Ridgewood 118,474 -15.07 % 180,970 -14.96% 32,040 23.48% 49,591 23.92%

Rochdale

Village

41,929 19.88 % 85,059 50.23% 6,511 104.36% 11,733 194.43% 2,8

Rosedale 43,975 303.70 % 55,920 331.02% 6,947 732.97% 17,103 604.12% 2

Seaside 74,833 -32.50 % 60,965 0.83% 8,634 11.80% 262 -98.96% 4

South Hollis 41,466 -5.14 % 56,846 -4.96% 14,656 405.73% 33,232 27.02%

South Jamaica 36,492 -22.78 % 83,680 -10.09% 14,828 27.72% 10,386 -1.13%



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from last

year

In person

visits

% Change

from last

year

Program

Attendance

% Change

from last

year

Reference

%

Change

from last

year

Notes

South Ozone Park

57,082 -18.94 % 53,557 -7.72% 4,357 37.71% 16,054 -11.16%

St. Albans 46,322 -13.73 % 68,389 -4.86% 4,176 16.06% 3,804 37.83%

Steinway 161,682 -8.66 % 140,376 -3.72% 8,790 -45.46% 19,512 54.87%

Sunnyside 142,975 2.62 % 149,280 14.57% 12,692 25.01% 32,686 38.67% 2

Whitestone 93,215 -8.11 % 56,400 -6.70% 5,285 9.51% 41,720 63.11%

Windsor Park 105,637 -4.49 % 76,438 3.57% 5,456 27.30% 17,833 25.29%

Woodhaven 94,446 -5.52 % 82,576 0.99% 11,540 1.69% 10,609 10.18%

Woodside 97,715 -17.56 % 104,206 -2.07% 16,689 2.27% 23,720 3.03%

Community Libraries Total

6,190,171 -6.29 % 5,179,485 -0.24% 542,462 17.89% 1,268,541 19.52%

Central Library

Adult Learning

Center

1,927 25.13 % 0 -100.00% 4,604 88.77% 4,418 47.07% 6

Elmezzi LIC

Adult Learning

Center

1,036 -14.73 % 38,777 -2.82% 7,070 X 60 -91.56%

Elmhurst Adult

Learning Center 40 -21.57 % 11,161 -26.28% 4,481 -3.49% 1,683 82.93%

Flushing Adult

Learning Center 5,848 6.25 % 41,930 -26.99% 10,004 90.59% 2,080 90.65%

Peninsula Adult

Learning Center 277 648.65 % 0 0.00% 3,580 X 0 -100.00%

Rochdale Adult

Learning Center 841 294.84 % 0 0.00% 5,181 X 109 118.00%



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from last

year

In person

visits

% Change

from last

year

Program

Attendance

% Change

from last

year

Reference

%

Change

from last

year

Notes

Steinway Adult

Learning Center 1,612 10.49 % 0 0.00% 5,396 69.53% 646 27.92%

Adult Learning

Center Total 11,581 15.59 % 91,868 -34.40% 40,316 159.87% 8,996 38.06%

Central Adult

Fiction 60,009 -9.01 %

Central Adult

Fiction – Ask at

Desk

20,400 -15.09 %

Central Adult

Non-Fiction 123,886 -4.69 %

Central Adult

Non-Fiction –

Ask at Desk

73,657 -13.28 %

Central

International

languages

8,920 5.54 %

Central

International

Languages –

Ask at Desk

2,515 -29.63 %

Central Library

Current

Collection

24,996 9.98 %

Central Library

Fine Arts/Media

Center

357,102 -12.13 %



16


from last

year

In person

visits

% Change

from last

year

Program

Attendance

% Change

from last

year

Reference

%

Change

from last

year

Notes

Central Library

Others 37,278 -21.43 %

Central Library

Hot Picks 25,405 36.09 %

Central Library

Interloan 669 -20.07 %

Central Library

Job Info Center 1,336 -27.59 %

Central Library

Young Adult

Room

54,048 -10.48 %

Children’s

Library

Discovery

Center

242,219 -7.07 % 198,965 7.38%

30,514 83.70% 23,534 -36.25%

Central Total 1,009,607 -8.92 % 986,037 11.30% 59,217 25.97% 218,330 -20.67% 3

Flushing 841,355 -24.06 %

Flushing IRC 18,142 -19.96 %

Flushing Job

Info Center (JIC) 595 -54.75 %

Flushing Media

Center 13,514 112.32 %

Flushing Total 911,094 -22.70 % 1,060,846 -13.38% 31,612 -15.25% 220,631 39.88% 7



17


from last

year

In person

visits

% Change

from last

year

Program

Attendance

% Change

from last

year

Reference

%

Change

from last

year

Notes

E-book and E-

Magazines 350,167 -4.25 %

Virtual Music

and Movies 282,047 10.20 %

Virtual Library

Total 632,214 1.70 % 5

Langston

Hughes Black

Heritage

4,588 -18.04 %

Queens Village

Mail-A-Book 36,900 -5.97 % 3,457 118.38%

Miscellaneous

Other 2,248 -63.64 %

Miscellaneous

Total 393,904 -5.48 %

System Total 8,707,925 -9.06 % 7,361,064 -1.88% 676,188 19.82% 1,707,502 14.27%

Website Visits 5,122,983 0.14%

Wireless Use 320,510 27.16%

Computer

Sessions 1,986,671 -0.08%

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 7 -- Flushing Library partially closed for renovation in current fiscal year. 8 -- ALC programs listed under separate ALC location starting in FY16


Open Budget Hearing Material Review

18



19



20



21

Report of the Buildings and Grounds Committee of March 24, 2016

1


BOARD OF TRUSTEES

MEETING OF THE BUILDINGS AND GROUNDS COMMITTEE

March 24, 2016

A meeting of the Buildings and Grounds Committee was held on Thursday, March 24, 2016 at

7:02 p.m. in the Hon. Robert T. Groh Board Room, Central Library, 89-11 Merrick Boulevard,

Jamaica, New York.

PRESIDING: John Ottulich,

Committee Chair

PRESENT: Judy Bergtraum, Esq.

Julissa Gutierrez

James Haddad, Esq.

Carl Koerner, Esq.

Dennis M. Walcott (teleconference: 7:02pm – 7:22pm)

President and Chief Executive Officer

Bridget Quinn-Carey


Dennis Verriello

Interim Vice President Capital and Facilities Management


General Counsel

EXCUSED: Adrienne Adams

Robert Santos, Esq.

Gabriel Taussig, Esq.

GUESTS: Hon. Augustus Agate

Jukay Hsu

Martha Baker

Maria Concolino

Michael E. Rodriguez, Esq., Treasurer






Represented by: Angelina Martinez-Rubio, Esq.

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

Represented by: Jimmy Yan


2


BOARD OF TRUSTEES

MEETING OF THE BUILDINGS AND GROUNDS COMMITTEE

March 24, 2016

Report

Report(s)

1. Sustainability Initiatives

The Library has actively explored strategies to reduce its contributions to climate change

while enhancing resilience to its impacts. Several initiatives have been implemented to

support the Mayor’s Office of Sustainability (MOS) and the Office of Recovery and

Resiliency (ORR) to advance long-term plans for sustainable growth and resiliency for the

City of New York. The Library has implemented the following projects that contribute to

the City’s goal of reducing environmental impacts:

Broadway The installation of a green wall is currently underway at this facility with an

anticipated completion date in late June 2016. A green wall consists of a

vertical planting system on outside walls where certain species of plants will

grow and completely cover the wall. The green wall will mitigate air pollution

levels by lowering extreme summer temperatures through photosynthesis and

absorb and clean air pollutants from the environment. This project includes

exterior seating for reading and Wi-Fi use. This project was funded by the

North Star Fund.

Central The Library partnered with the Greater Jamaica Development Corporation to

initiate an open space project at the Central Library through the installation of

seasonal plantings to improve the aesthetics of the exterior while improving the

local air quality in Jamaica, Queens.

In addition, the Mayor’s “Vision Zero" plan includes the possibility of a green

plaza to be constructed on Merrick Blvd to protect all pedestrians, including

those entering and exiting the Library.

Central The Library rolled-out a “No Waste” recycling program to educate staff on the

importance of conserving raw materials as means to reduce the need to

consume precious resources. Recycling is one of many “low-hanging fruit” that

effectively aids in the protection of raw materials and natural habitats for the

future by sending less trash to the landfills, which helps reduce air and water

pollution.


3

System-Wide The Library received funding of $53,100 from the Department of

Citywide Administrative Services (DCAS) to implement an LED

lighting upgrade project at thirteen (13) community libraries. Over

1,400 LED lightbulbs were purchased and installed by Library

maintainers. LED lightbulbs typically use about 25%-80% less energy

than traditional lightbulbs and will last between three and twenty-five

times longer.

System-Wide The Library participated in the Department of Citywide Administrative

Services (DCAS) was awarded $50,000 in funding to design and

implement an energy smart competition to reduce energy consumption.

The Library implemented a "Flip the Switch" competition whereby

thirteen (13) community libraries competed to save the most energy in

their library from December 2014 - April 2015. Douglaston community

library won the grand prize by reducing their electric usage. Each of

the participating libraries received a portion of the $50,000 award to

purchase environmental science books and invest in sustainability-

related educational programming.

The Library hosted its first Earth Day event at Central Library on April

25, 2015. Several community organizations participated in activities

with residents. The purpose of the event was to teach children about

global warming and the importance of reducing carbon emissions. The

winners of the “Flip the Switch” energy reduction campaign were

announced at this event.

System-Wide The Library is presently in collaboration with both the Department of

Environmental Protection (DEP) and the Department of Design and

Construction (DDC) for the development of seven storm water and

surface water retention projects. The projects chosen were based on

storm water flood data.

2. Maintenance, Repair & Renovation

Maintenance, repair or renovation purchases awarded between February 1, 2016 and

February 29, 2016 in excess of $5,000 are provided below for informational purposes.

Approved procurement procedures were executed in accordance with the Library’s

Purchasing Policy including competitive quotations or in response to emergency

conditions as a matter of health and safety.

Steinway Emergency Management Inc. provided all labor and

materials to perform emergency spill recovery services. $5,500


4

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

Koerner. The motion passed unanimously.

There being no further business, the meeting adjourned at 7:39 p.m.

_______________________________

John Ottulich, Chair

Buildings and Grounds Committee

Report of the Executive Committee of March 24, 2016

1


BOARD OF TRUSTEES

MEETING OF THE EXECUTIVE COMMITTEE

March 24, 2016

A meeting of the Executive Committee of the Board of Trustees was held on

Thursday, March 24, 2016, at 7:40 p.m., in the Hon. Robert T. Groh Board Room of

the Central Library, 89-11 Merrick Boulevard, Jamaica, New York.

PRESIDING: Carl Koerner, Esq.,

Acting Chair, Executive Committee

Judy Bergtraum, Esq.

Matthew Gorton

Michael Rodriguez, Esq.


Earl G. Simons, Ed.D

Bridget Quinn-Carey


Lewis Finkelman

General Counsel

EXCUSED: Gabriel Taussig, Esq., Committee Chair

Robert Santos, Esq.

Dennis M. Walcott


GUESTS: Hon. Augustus Agate

Martha Baker

Maria Concolino

Julissa Guiterrez

James Haddad, Esq.

Jukay Hsu

John Ottulich






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

Represented by: Jimmy Yan

ADMINISTRATIVE

COMMITTEE

MEETING

AGENDA

THURSDAY

AUGUST 8, 2002


2


BOARD OF TRUSTEES

MEETING OF THE EXECUTIVE COMMITTEE

March 24, 2016

REPORT

I. Action Item(s)

1. Contract Authorization – Marketing Platform

It was moved by Mr. Sadowsky that the Executive Committee recommend to the

Board of Trustees that the President and CEO be authorized to enter into a three

year contract with Oracle in the amount $248,640.

The motion was seconded by Ms. Bergtraum and passed unanimously.

2. Contract Agreement with the Berlin Rosen Consulting Firm to Coordinate

Tri-Li Advocacy Efforts and Provide a Community Mapping and Training

Program.

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

Board of Trustees that the President and CEO be authorized to enter into a contract

with Berlin Rosen in the amount not to exceed $43,000 to provide Tri-Li

coordination services and community mapping and training services.

The motion was seconded by Mr. Rodriguez and passed unanimously.

3. Amended By-Laws

Mr. Koerner, Acting Committee Chair, recommended that discussion on the action

item for Amended By-Laws be deferred to the meeting of the full Board.

II. Report Item(s)

1. Personnel Report – 1/16/16-2/15/16

The President and CEO reported on the personnel report for the period of January 16,

2015 to February 15, 2016: Appointments, Promotions, Transfers, Leave Without

Pay, Return from Leave of Absence, and Separations.

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

THE MOTION WAS SECONDED BY MS. BERGTRAUM. THE MOTION PASSED

UNANIMOUSLY.

There being no further business, the meeting adjourned at 7:57pm.

_________________________________

Carl Koerner, Esq.,

Acting Chair, Executive Committee

ADMINISTRATIVE

COMMITTEE

MEETING

AGENDA

THURSDAY


Revision to By-Laws

3

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, and November 24, 2015


Revision to By-Laws

4

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


Revision to By-Laws

5

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.

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


Revision to By-Laws

6

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

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.


Revision to By-Laws

7

(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”).


Revision to By-Laws

8

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


Revision to By-Laws

9

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


Revision to By-Laws

10

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.


Revision to By-Laws

11

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.


Revision to By-Laws

12

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

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.


Revision to By-Laws

13

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; (iii)

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

Officer; (iv) Vice President and General Counsel; and (v) 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, Vice President and

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

General Counsel 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


Revision to By-Laws

14

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

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

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

permitted.

Section 4. Annual Financial Disclosure. The executive director 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 Vice President and

General Counsel 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 Vice President and General Counsel’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.


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15

Section 6. Chief Librarian. The Chief Librarian, 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.

Section 7. Chief Operating Officer. The Chief Operating Officer, 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, 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, who shall report directly to the

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.

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


Revision to By-Laws

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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

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.


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17

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.

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


Revision to By-Laws

18

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

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


Revision to By-Laws

19

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

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

revisions of such policies to the Board.


Revision to By-Laws

20

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

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


Revision to By-Laws

21

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.


Revision to By-Laws

22

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


Revision to By-Laws

23

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.

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


Revision to By-Laws

24

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.

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.


Revision to By-Laws

25

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

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.


Revision to By-Laws

26

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.

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.


Revision to By-Laws

27

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

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


Revision to By-Laws

28

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.

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.

Report of the Finance & Investment Committee of March 24, 2016

1


BOARD OF TRUSTEES

MEETING OF THE FINANCE & INVESTMENT COMMITTEE

March 24, 2016

REPORT

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

5:36 p.m. on Thursday, March 24, 2016, in the Hon. Robert T. Groh Board Room of the

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

PRESIDED: Michael Rodriguez Esq.,

Committee Chair

PRESENT: James Haddad, Esq. (arrived at 6:16pm)

Carl Koerner, Esq. (via teleconference - 5:36pm, arrived at 5:53pm)

Earl Simons, Ed.D

Dennis M. Walcott (via teleconference)


Bridget Quinn-Carey


Tracy Yogman

Chief Financial Officer


General Counsel

EXCUSED: Robert Santos, Esq.

Matthew Gorton (Arrived at 7:40pm)

GUESTS: Hon. Augustus Agate (Arrived at 6:03pm)

Martha Baker

Judy E. Bergtraum, Esq. (Arrived at 5:42pm)

Maria Concolino

Julissa Gutierrez (Arrived at 6:13pm)

Jukay Hsu (Arrived at 6:53pm)

John Ottulich (Arrived @ 5:50pm)






Allison Fast, Eric Goia, amd Elliot Orly, J.P. Morgan

Alexander Lane, TD Private Client Wealth

Walter Dilingham, Jr., and John Lawson, Wilmington Trust N.A.


2


BOARD OF TRUSTEES

MEETING OF THE FINANCE & INVESTMENT COMMITTEE

March 24, 2016

REPORT

1. 2015 Investment Performance Reports

Representatives from TD Private Client Wealth, Wilmington Trust, and JP Morgan Chase

gave presentations regarding the performance of Queens Library’s investments portfolio for

2015. The CFO will work with the investment advisors and review investment policies of

similar size non-profits and will recommend updates to our investment policy to the

Committee.

At 6:43pm, the Investment Presentations concluded.

Action Items

1. Approval of Bills for the Month of February 2016

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

Board of Trustees the approval of the February 2016 bills in the aggregate sum of $3,285,451.

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

2. Acceptance of Financial Reports for the Period Ending February 29, 2016

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

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

Sheets for all funds as of February 29, 2016 be accepted. The motion was seconded by Mr.

Simons. The motion passed unanimously.

Report

1. Payrolls for the Month of February 2016

The Chief Financial Officer reports the payrolls paid during the month of February 2016 in

the aggregate sum of $4,772,014 consisting of $185 in Fines & Fees Funds, $4,579,171 in

City Funds, $182,316 in Federal & State Funds, $5,198 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.

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

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

UNANIMOUSLY.

There being no further business, the meeting was adjourned at 7:01p.m.

_________ ______________________

Michael Rodriguez, Chair

Finance & Investment Committee


3


FINANCIAL STATEMENTS

AS OF FEBRUARY 29, 2016

FINANCE & INVESTMENT COMMITTEE MEETING

MARCH 24, 2016


4

City General Fund

Budget Report as of February 29, 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$ 80,093$ - 20,296$ 20%

Interest Income 5 5 14 - (9) 0%

Rental 21 21 65 - (44) 0%

Sundry Revenues - - - - - 0%

Legal Settlement - - - - - 0%

Insurance Proceeds - - 5 - (5) 0%

Total Revenues 99,441$ 100,415$ 80,177$ -$ 20,238$ 20%

Appropriations

Personal Services 60,369$ 58,040$ 34,346$ - 23,694$ 41%

Health Insurance 13,747 14,253 7,614 - 6,639 47%

Social Security 4,705 4,733 3,044 - 1,689 36%

Unemployment Insurance 140 140 43 - 97 69%

Employee Welfare Fund 2,582 2,575 1,197 - 1,378 54%

Disability Insurance 273 237 11 - 226 95%

Workers' Compensation - - - - - 0%

Training 12 12 - - 12 100%

General Supplies 1,310 1,375 575 286 514 37%

Maintenance & Custodial Supplies 622 635 212 63 360 57%

Equipment 369 1,146 160 20 966 84%

Furniture 43 91 23 20 48 53%

Library Materials 3,088 4,048 2,096 190 1,762 44%

Contractual Services 1,705 1,706 753 155 798 47%

Postage 162 162 100 9 53 33%

Telecommunications 476 630 234 13 383 61%

Carfare, Travel & Mileage 38 38 27 - 11 29%

Maintenance & Repairs - Vehicles 137 137 88 - 49 36%

Maintenance & Repairs - Buildings 1,495 1,748 657 516 575 33%

Information Systems Services 1,778 1,888 891 41 956 51%

Rentals - Land/Buildings 1,311 1,311 971 - 340 26%

Heat, Light, and Power 2,939 2,936 2 2 2,932 100%

P & C Insurance Premiums 520 570 511 - 59 10%

Adult Literacy 1,620 1,774 994 6 774 44%

Anti Proverty - 5 1 1 3 60%

Program Support-Rosedale, FR,Ar - 25 5 4 16 64%

Programs - Friends of Briarwood - 5 1 2 2 40%

Technology Upgrades - Astoria - 5 - 5 - 0%

Early Childhood Literacy - 175 55 14 106 61%

Job Business Academy - 10 - 3 7 70%

Program Support- CD 31 - 5 - - 5 100%

Total Appropriations 99,441$ 100,415$ 54,611$ 1,350$ 44,454$ 44%


5

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$ 846$ - 587$ 41%

Lost Library Cards 60 60 35 - 25 42%

Lost & Damaged Items Fees 305 305 188 - 117 38%

Interest Income- Fines/Fees 2 2 - - 2 100%

Total Revenues 1,800$ 1,800$ 1,069$ - 731$ 41%

Appropriations

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

Social Security 1 1 1 - - 0%

Training 249 249 111 50 88 35%

General Supplies 24 24 4 2 18 75%

Equipment 33 33 - - 33 100%

Library Materials 535 535 360 16 159 30%


Information System Services 60 60 - - 60 100%

Total Appropriations 1,985$ 1,985$ 921$ 245$ 819$ 41%


6

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$ 1,020$ - 1,767$ 63%

Information Systems Services - - (26) 26 - 0%

Total Appropriations 2,787$ 2,787$ 994$ 26$ 1,767$ 63%


7

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$ (92)$ - 3,921$ 102%

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$ (68) - 5,406$ 101%

Appropriations

Personal Services 911$ 893$ 283$ - 610$ 68%

Health Insurance - - 7 - (7) 0%

Social Security 74 49 28 - 21 43%

Employee Welfare Fund - - - - - 0%

Pension - 43 60 - (17) -40%

Workers' Compensation - - - - - 0%

Training 51 51 21 7 23 45%

General Supplies 15 17 6 2 9 53%

Equipment 102 177 75 22 80 45%

Furniture - 357 77 73 207 58%

Library Materials 522 522 317 18 187 36%


Carfare, Travel & Mileage 5 5 - - 5 100%

Maintenance & Repairs - Buildings 777 1,633 329 693 611 37%

Information Systems Services 2,505 2,505 655 342 1,508 60%

Total Appropriations 7,031$ 8,376$ 2,819$ 1,500$ 4,057$ 48%


8

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$ 223$ - 27$ 11%

Library Merchandise Sales 2 2 - - 2 100%

Gains (Losses) on Investments 300 300 (751) - 1,051 0%

Total Revenues 552$ 552$ (528)$ - 1,080$ 196%

Appropriations

Training 10$ 10$ -$ -$ 10$ 100%

General Supplies 61 53 16 - 37 70%

Contractual Services 660 761 359 71 331 43%

Carfare, Travel & Mileage 12 12 6 - 6 50%

Maintenance & Repairs - Vehicles 6 6 - - 6 100%

P & C Insurance Premiums 3 3 - - 3 100%

Information Systems Services 7 - - 7 100%

Total Appropriations 752$ 852$ 381$ 71$ 400$ 47%


9

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

Personal Services 72$ 72$ 46$ - 26$ 36%

Health Insurance 6 6 4 - 2 33%

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 79 - 115 59%

Contractual Services 125 125 75 15 35 28%

P & C Insurance Premiums 45 45 45 - - 0%

Total Appropriations 464$ 464$ 267$ 15 182$ 39%


10

BALANCE SHEET – FINES & FEES FUND GROUP At February 29, 2016

Assets

Cash & Cash Equivalents

Checking Accounts – Interest Bearing $ 1,824,241

Money Market Accounts 152,042

Repurchase Agreements -

On Hand

41,538

Accounts Receivable

Accounts Receivable and Employee Advances 12,269

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 313,918

Certificates of Deposit -

Investments -

Property & Equipment (net of depreciation) 808,952

TOTAL ASSETS $ 3,152,960

Liabilities and Fund Balances

Liabilities

Accounts Payable $ 15,875

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) 808,952

Unrestricted - Other 2,328,133

Current Restricted -

Permanently Restricted (Endowments) -

TOTAL LIABILITIES AND FUND BALANCES $ 3,152,960


11

BALANCE SHEET – CITY FUNDS GROUP At February 29, 2016

Assets



Money Market Accounts 1,006


On Hand

94

Accounts Receivable



New York City 11,514,625

New York State -





Prepaid Expenses

Prepaid Insurance -

Prepaid Rent

-

Other Assets

Interfund Receivables -

Security Deposit -

Investments -

Property & Equipment (net of depreciation) 5,573,625



Liabilities



Note Payable 744,630


Deferred Revenue -

Other Liabilities and Interfund Payables 12,209,961

Fund Balances

Invested in Capital Assets, Net of Related Debt (Unrestricted Funds) 5,573,625


Restricted - Other (7,594,994)




12

BALANCE SHEET – STATE & FEDERAL FUNDS GROUP At February 29, 2016

Assets


Checking Accounts – Interest Bearing $ 664,855

Money Market Accounts -


On Hand

80

Accounts Receivable



New York City -

New York State 930,439





Prepaid Expenses

Prepaid Other -

Other Assets



Investments 6,571,688

Security Deposits 25,667




Liabilities



Line of Credit Payable -

Compensated Absences Payable 5,512,627

Deferred Revenue -


Fund Balances



Restricted - Other (3,970,875)

10,047,780 TOTAL LIABILITIES AND FUND BALANCES $ 36,120,126


13

BALANCE SHEET – TRUST & AGENCY FUND At February 29, 2016

Assets





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) -



Liabilities

Accounts Payable $ 566,580 Accrued Payroll & Related Expense -

Note Payable -

Incurred Compensation Losses -

Deferred Revenue -

Other Liabilities and Interfund Payables 673,481

Fund Balances

Invested in Capital Assets, Net of Related Debt (Unrestricted Funds) -

Unrestricted – Other -

Restricted – Other -




14

BALANCE SHEET–BOARD DESIGNATED & PRIVATE GRANTS FUND At February 29, 2016

Assets




On Hand

551

Accounts Receivable

Accounts Receivable 32,591


New York City -

New York State -





Prepaid Expenses

Prepaid Other 896

Other Assets



Investments 3,300,988


Retail Inventory -



Liabilities



Note Payable -


Deferred Revenue -


Fund Balances



Restricted - Other 320,879




15

BALANCE SHEET – WORKERS’ COMPENSATION FUND At February 29, 2016

Assets





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) -



Liabilities

Accounts Payable $ 411


Note Payable -

Incurred Compensation Losses 461,720

Deferred Revenue -

Other Liabilities and Interfund Payables 865

Fund Balances

Invested in Capital Assets, Net of Related Debt (Unrestricted Funds) -


Restricted - Other -



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