QUEENS LIBRARY BOARD OF TRUSTEES THURSDAY, APRIL 27, 2017 M I N U T E S

Transcription

1 QUEENS LIBRARY BOARD OF TRUSTEES THURSDAY, APRIL 27, 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 7:30 PM by Chair of the Board Judy E. Bergtraum Esq.. I. Roll Call Attendee Name Title Status Arrived Andrew P. Jackson Board Member Present Carl S. Koerner Esq. Board Member Excused Augustus C. Agate Board Member Present Martha Baker Board Member Excused Judy E. Bergtraum Esq. Chair of the Board Present Board Member Present Matthew M. Gorton Board Member Present 8:03 PM Julissa Gutierrez Board Member Excused James Haddad Esq. Board Member Present Jukay Hsu Board Member Excused Haeda Mihaltses Board Member Excused John Ottulich Board Member Present Michael E. Rodriguez Esq. Vice Chair of the Board Present Edward Sadowsky Esq. Board Member Present Robert Santos Esq. Treasurer Excused Eli Shapiro Ed. D LCSW Secretary Present Earl G. Simons Ed. D Board Member Present Lydon Sleeper Assistant Treasurer Present Udai Tambar Ex-Officio Rep - Mayor Absent Larry Schimmel Esq. Rep - Public Advocate Absent Jimmy Yan Rep - Comptroller Absent Generated 5/22/2017 5:10 PM

2 Eve Cho Guillergan Esq Rep - Speaker Excused Angelina Martinez-Rubio Esq Ex-Officio Rep - BP Present Dennis M. Walcott President & CEO Present Lewis Finkelman Esq. Chief Operating Officer & Sr. VP. Present Sung Kim General Counsel Present 2 P a g e

3 II. Approval of BOT Minutes A. Board of Trustees Meeting - March 23, Approval of Minutes of the Board of Trustees Meeting (ID # 1422) I move that the Minutes of the Board of Trustees meeting of March 23, 2017 be approved as submitted. Earl G. Simons Ed. D III. Report of the Chair of the Board A. BDO Auditor Presentation The purpose of BDO s presentation was to comply with the New York Non-Profit Revitalization that requires the auditors to present to the Board at least twice a year and give a summary of their Audit Approach. Adam Cole, Partner and National Leader, and Jeremy Meisel, Senior Manager, presented the Audit Plan which will provide the Library with a high level summary of the overall objectives of the audit, what they deem to be the audit risk areas and how they will evaluate these areas through their scope and their audit procedures. BDO provided the Committee members with a document which highlighted their engagement objectives, planned scope, focus and audit strategy and overall audit timeline in addition to some background information on the firm. IV. Committee Reports A. Buildings & Grounds Committee - 1. Approval of Building & Grounds Committee Minutes (ID # 1425) I move that the Minutes of the Building and Grounds Committee meeting of, be approved as submitted. 3 P a g e

4 Lydon Sleeper B. Executive Committee - 1. Approval of Executive Committee Minutes (ID # 1424) I move that the Minutes of the Executive Committee meeting of be approved as submitted. Lydon Sleeper C. Labor Relations Committee - 1. Approval of Labor Relations Committee Minutes (ID # 1426) I move that the Minutes of the Labor Relations Committee meeting of, be approved as submitted. Michael E. Rodriguez Esq. John Ottulich V. President's Report Dennis thanked the Board Members for their continued service. He mentioned that he would like to give an update on the strategic planning process the Library has been undertaking. He asked Gitte Peng, Chief of Staff, and Alex Rosa, Consultant, to give a presentation on the status of the planning process. Ms. Peng mentioned that Ms. Rosa has been invaluable to the Library in terms of helping with a number of projects including Government Affairs and over the past several 4 P a g e

5 months, the Library s strategic planning process. Ms. Peng noted that the Library has been engaging all its stakeholders and obtaining their feedback through an inclusive process, which Ms. Rosa would describe in greater detail. Ms. Rosa stated that a very important part of the process has been reviewing the Library s current programs and services, analyzing program attendance and assessing demographic trends and needs across the borough and for each community library. The process has also included examining plans, goals and strategies of other libraries across the nation. Ms. Rosa indicated that the strategic planning process began with an All-Staff meeting. She mentioned that the Library conducted six different surveys: a staff survey; an elected official survey; a community survey offered in 10 different languages; a Board of Trustees survey; a Library Foundation Board survey and a Friends Group survey. There were more than 5,700 responses to those surveys. A preliminary analysis of these responses highlighted some critical issues, leading to seven different staff focus groups on the topics of technology, facilities, customer service, teen services, children s services, serving older adults, and safety and security. There were also focus groups conducted at the Library s Friend s Conference. Ms. Rosa mentioned that the process has also included six community conversations with Mr. Walcott across the borough, as well as a conversation with the Borough President s Queens General Assembly, to understand how to better serve the immigrant community. All of these conversations have been important opportunities to talk about the Library s strategic plan and to get valuable feedback from the community. Ms. Rosa indicated that the next step of the process will be to take all the results from the surveys, conversations and focus groups, conduct a comprehensive analysis and review, prepare Vision, Mission and Value statements for the Library, and develop broad goals that the Library wishes to achieve within the next five years. In addition, the team will work on identifying specific strategies to achieve each of those goals. Ms. Rosa indicated that they are planning on presenting a draft statement to the Board at the June 29 th meeting for further discussion. Mr. Walcott mentioned that the team is taking a look at how to address some of the suggestions shared at the various meetings and discussions. He asked Bill Goldband, who participated in the technology focus group, for feedback. Mr. Goldband mentioned that one of the issues raised was about ebooks, which the Library is proactively looking to address. 1. Key Performance Indicators - March 2017 (ID # 1402) PRESENTED 2. Preliminary Mayor's Management Report - February 2017 (ID # 1427) PRESENTED VI. Other Business 1. New York City Department of Youth and Community Development Comprehensive Services for Immigrant (ID # 1413) 5 P a g e

6 I move that the Board of Trustees approve the adoption of the attached Resolution authorizing the Library s President and Chief Executive Officer and its Chief Financial Officer to execute the requisite paperwork regarding the Comprehensive Services for Immigrant Families grant on behalf of the Library s Board of Trustees. Edward Sadowsky Esq. 2. Finance and Investments Agenda Items The Finance and Investments Committee meeting was cancelled and therefore all agenda items scheduled for the Finance and Investmenets Committee meeting were presented to the Board of Trustees for approval. 1. Approval of Bills for the Month of March 2017 (ID # 1443) Recommended Motion for Consideration by the Finance & Investment Committee: I move that the Board of Trustees approve the March 2017 bills in the aggregate sum of $3,810,041. Eli Shapiro Ed. D LCSW 2. Acceptance of Financial Reports for the Period Ending March 2017 (ID # 1442) Recommended Motion for Consideration by the Finance & Investment Committee: I move that the Board of Trustees approve the Budget Reports for the operating funds and Ba Sheets for all funds as of March 31, P a g e

7 Earl G. Simons Ed. D Jackson, Agate, Bergtraum Esq., Concolino, Gall Ed. D, Gorton, Haddad Esq., Ottulich, Rodriguez Esq., Sadowsky Esq., Shapiro Ed. D LCSW, Simons Ed. D, 3. Payroll for the Month of March 2017 (ID # 1441) PRESENTED VII. Adjournment 1. Motion to Adjourn (ID # 1410) I move that the meeting be adjourned. Earl G. Simons Ed. D The meeting was closed at 8:54 PM. Secretary 7 P a g e