QUEENS LIBRARY BOARD OF TRUSTEES THURSDAY, DECEMBER 21, 2017 M I N U T E S

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1 QUEENS LIBRARY BOARD OF TRUSTEES THURSDAY, DECEMBER 21, 2017 M I N U T E S A meeting of the Board of Trustees was held at the Central Library, Merrick Boulevard, Jamaica, NY on Thursday,. The meeting was called to order at 7:16 PM by Chair of the Board Judy E. Bergtraum Esq.. I. Roll Call Attendee Name Title Status Arrived Board Member Present Judy E. Bergtraum Esq. Chair of the Board Present Robert Santos Esq. Treasurer Excused Michael E. Rodriguez Esq. Vice Chair of the Board Present Earl G. Simons Ed. D Board Member Present Board Member Present Maria Concolino Board Member Present Julissa Gutierrez Board Member Excused James Haddad Esq. Board Member Present Jukay Hsu Board Member Excused Haeda Mihaltses Board Member Present John Ottulich Board Member Present Edward Sadowsky Esq. Board Member Excused Eli Shapiro Ed. D LCSW Secretary Present Lydon Sleeper O'Connell Assistant Treasurer Present Matthew M. Gorton Board Member Excused Andrew P. Jackson Board Member Present Angelina Martinez-Rubio Esq. Rep - Ex-Officio Rep - BP Present Generated 1/20/2018 5:07 PM

2 II. Approval of BOT Minutes A. Board of Trustees Meeting - November 21, Approval of Minutes of the Board of Trustees Meeting (ID # 1627) I move that the Minutes of the Board of Trustees meeting of November 21, 2017 be approved as submitted. Maria Concolino III. Report of the Chairman of the Board Judy Bergtraum, Board Chair, asked that board members submit their Financial Disclosure forms to General Counsel as soon as possible. IV. Committee Reports A. Buildings & Grounds Committee - 1. Approval of Buildings and Grounds Committee Report (ID # 1619) I move that the report item(s) of the committee meeting be accepted and the action item(s) be approved as presented. John Ottulich James Haddad Esq. 2. Pass-Through Contract Resolution (ID # 1628) I move that the Board of Trustee approve the following Resolution authorizing the President and CEO to execute a pass-through contract with the City of New York for the Central 2 P a g e

3 Library project: RESOLUTION WHEREAS, the City of New York, (the "City") proposes to enter into a construction contract (the "Contract") with the Queens Borough Public Library which provides for building and interior alterations at the Central Library (the Premises ) in accordance with a scope of work to be attached as Exhibit A to the Contract (the "Contract Scope of Work"), and WHEREAS, the Project is expected to cost in excess of $10,271,296 and is being funded by the City and non-city funding sources; and WHEREAS, pursuant to the Contract, the City will contribute a sum not to exceed $7,025,495 towards the Contract Scope of Work (the City Contribution ); and WHEREAS, as a condition of the City Contribution, the Contract requires that the Queens Borough Public Library agree to: (a) complete performance of the Contract Scope of Work without cost to the City in excess of the City Contribution, and (b) have available, until completion of the Contract Scope of Work, the sum of at least (10%) of the City Contribution for purposes of payment of any cost overruns incurred in connection with the performance of the Contract Scope of Work; Now, THEREFORE, be it resolved that: 1. Dennis M. Walcott, as President & CEO of the Queens Borough Public Library, is hereby authorized and directed to execute and deliver the Contract in the name of and on behalf of the Queens Borough Public Library and under the seal of the Queens Borough Public Library where appropriate; and 2. In return for the City Contribution, the Queens Borough Public Library agrees to: a) complete the performance of the Contract Scope of Work without cost to the City in excess of the City Contribution, and b) maintain for purposes of covering cost overruns which may occur in connection with the Project the sum of at least (10%) of the City Contribution. James Haddad Esq. B. Executive Committee - 1. Approval of Executive Committee Report (ID # 1620) I move that the report item(s) of the committee meeting be accepted and the action item(s) be approved as presented. 3 P a g e

4 C. Labor Relations Committee - 1. Approval of Labor Relations Committee Report (ID # 1622) I move that the report item(s) of the committee meeting be accepted and the action item(s) be approved as presented. ABSTAIN: O'Connell Andrew P. Jackson D. Finance & Investments Committee - 1. Approval of Finance and Investments Committee Report (ID # 1621) I move that the report item(s) of the committee meeting be accepted and the action item(s) be approved as presented. Michael E. Rodriguez Esq. James Haddad Esq. E. Nomination Committee - December 7, Approval of Nominating Committee Minutes (ID # 1632) I move that the minutes of the Nominating Committee meeting be accepted and approved as presented. 4 P a g e

5 John Ottulich 2. Motion to Close Nominations (ID # 1629) I move that the Board of Trustees close the nominations for officers of the Library for calendar year V. President's Report Mr. Walcott reported that on Monday, December 18, 2017, all three library systems testified before the Committee on Cultural Affairs, Libraries & International Intergroup Relations, chaired by Jimmy Van Bramer. At the hearing, DDC reported that Hunter s Point will be turned over to Queens Library by August Once turned over by DDC, the Library is anticipated to outfit the library by February The Library is constantly communicating with DDC and OMB regarding this project and any outstanding capital issues. Mr. Walcott reported that he attended the Glendale Library groundbreaking ceremony with the DDC Commissioner and CM Crowley earlier in the day. They discussed Glendale s outfitting and renovation project and anticipates that the project will be completed within one year. Mr. Walcott discussed the key performance report; reporting that all library branches are currently open and programs and program attendance is currently thriving. The Program and Services Department is looking into adding additional programs and services, as well as additional materials. He also reported that the library is fully staffed on the management level. Mr. Shapiro, board trustee, inquired on the impact of the Tri-Li Amnesty Program on the Library. Mr. Goldband reported that during this program, approximately 146,000 customers fine and fees were waived and of the 77,000 materials outstanding, approximately 1,400 materials were returned. At the next board meeting, Mr. Goldband 5 P a g e

6 will give an update on the amnesty program. Amy Mugavero, Director of QLF, reported that QLF is working on a Giving Tuesday program, an end of the year campaign, which consists of two direct mails in November and December, a media blast and social media campaigns. Ms. Mugavero will give the board an update on this program when completed. 1. Key Performance Indicators - November 2017 (ID # 1614) PRESENTED VI. Other Business 1. Motion to Go into Executive Session (ID # 1636) I move that the meeting move into Executive Session to discuss personnel matters. 2. Motion to Return to Public Session (ID # 1637) I move that the meeting return to Public Session 3. Action Resulting from Executive Session Discussion (ID # 1659) Recommended Motion for Consideration by the Labor Relations Committee: I move that the attached resolution be adopted as presented by the Board of Trustees: RESOLUTION WHEREAS, Dennis M. Walcott, the Library s President and Chief Executive Officer, has been serving as a member of the Board of Directors of the Bloomberg Family Foundation, a charitable foundation that focuses on matters of public health, environment, education, 6 P a g e

7 government innovation, and arts & culture; WHEREAS, the Bloomberg Family Foundation s dealings with the Library are limited to making charitable contributions to the Library; WHEREAS, since his joining the Library, Mr. Walcott has not accepted compensation from the Bloomberg Family Foundation for his service on its board; WHEREAS, the Bloomberg Family Foundation has proposed to compensate Mr. Walcott for his continued service as a member of the Board of Directors of the Bloomberg Family Foundation; WHEREAS, Mr. Walcott s acceptance of the above described compensation from the Bloomberg Family Foundation for his service on its board may create an incidental employment relationship with the Bloomberg Family Foundation, as defined by the Library s By-Laws; and WHEREAS, the Library s By-Laws provide, in pertinent part, that, no key executive employee may engage in any incidental employment without having obtained the approval of the Board of Trustees. NOW, THEREFORE, BE IT RESOLVED that, after due deliberation, the Board of Trustees approves of Mr. Walcott s incidental employment with the Bloomberg Family Foundation for up to three years and for compensation of no more than $17,500 per year, as described above, provided that Mr. Walcott adheres to the conditions of any such incidental employment as set forth in the Library s By-Laws, and provided further that Mr. Walcott disclose his compensation from the Bloomberg Family Foundation to the Library s General Counsel on an annual basis. VII. Adjournment 1. Motion to Adjourn (ID # 1618) I move that the meeting be adjourned. 7 P a g e

8 James Haddad Esq. The meeting was closed at 8:06 PM. Secretary 8 P a g e