QUEENS LIBRARY BOARD OF TRUSTEES TUESDAY, DECEMBER 20, 2016 M I N U T E S A meeting of the Board of Trustees was held at the Central Library, 89-11 Merrick Boulevard, Jamaica, NY 11432 on Tuesday,. The meeting was called to order at 7:08 PM by Carl S. Koerner, Esq., Chairman of the Board. I. Roll Call Attendee Name Title Status Arrived Carl S. Koerner, Esq. Chairman of the Board Present Augustus C. Agate Board Member Present Martha Baker Board Member Excused Judy E. Bergtraum, Esq. Vice Chair of the Board Present Maria Concolino Board Member Present Lenore R. Gall Ed. D Board Member Present Matthew M. Gorton Board Member Present 7:50 PM Julissa Gutierrez Board Member Excused James Haddad, Esq. Board Member Present 7:08 PM Jukay Hsu Board Member Present 8:00 PM Haeda Mihaltses Board Member Present John Ottulich Board Member Present Michael E. Rodriguez, Esq. Treasurer Present Edward Sadowsky, Esq. Board Member Excused Robert Santos, Esq. Secretary Excused Eli Shapiro, Ed. D, LCSW Board Member Present Earl G. Simons, Ed. D Assistant Treasurer Excused Lydon Sleeper-O Connell Board Member Present 7:13 PM Udai Tambar Rep - Mayor Excused Larry Schimmel, Esq. Rep - Public Advocate Absent Jimmy Yan Rep - Comptroller Present Eve Cho Guillergan, Esq. Rep - Speaker Present Angelina Martinez-Rubio, Esq. Rep - BP Present Dennis M. Walcott President & CEO Present Lewis Finkelman, Esq. General Counsel Present Johanna Richman Chief Financial Officer Present Generated 1/4/2017 9:47 AM
II. Approval of BOT Minutes Approval of Minutes of the Board of Trustees Meeting (ID # 1305) ABSENT: I move that the Minutes of the Board of Trustees meeting of November 22, 2016 be approved as submitted. Judy E. Bergtraum, Vice Chair of the Board Haeda Mihaltses, Board Member Koerner, Agate, Bergtraum, Concolino, Gall, Haddad, Mihaltses, Ottulich, Rodriguez, Shapiro Matthew M. Gorton, Jukay Hsu, Lydon Sleeper-O Connell III. Report of the Chairman of the Board The Chairman of the Board announced that James Farrell of the Queens Tribune is here this evening. The Chairman announced that this was the final meeting of the calendar year and the end of a 2-year cycle of officers. He thanked his fellow officers for their time commitment and their excellent service. He thanked the Board of Trustees for giving him the privilege of being the Chair. While he was Chair, he had the pleasure of representing the Trustees at a number of events. He was also able to meet many members of the staff and mentioned that they are all wonderful, energetic and highly motivated people. He met many of the customers, spoke to them and learned their individual stories and how the Library has helped them and transformed their lives. He mentioned that it was a great experience and he will carry those memories for a lifetime. A. Nomination of Officers The Nominating Committee recommended the following slate of Officers: Chair of the Board: Vice Chair of the Board: Secretary: Treasurer: Assistant Treasurer: Judy Bergtraum Michael Rodriguez Eli Shapiro Robert Santos Lydon Sleeper-O Connell 2 P a g e
The Chairman asked if any Trustees would like to nominate any other officers at this time. No other nominations were given; the Chairman entertained a motion that the nomination be closed. He announced that all officers will be elected at the January meeting, wished them great success and thanked them for their service. ABSENT: Haeda Mihaltses, Board Member Koerner, Agate, Bergtraum, Concolino, Gall, Haddad, Mihaltses, Ottulich, Rodriguez, Shapiro, Sleeper-O Connell Matthew M. Gorton, Jukay Hsu IV. Committee Reports A. Labor Relations Committee - The Chair of the Labor Relations Committee reported on two actions that the Committee recommended at a meeting which was held prior to the Board meeting (Amendments to the Donated Sick Leave Program Agreement and Authorization for the President and CEO to Execute a New Collective Bargaining Agreement with the Union). 1. Report of the Labor Relations Committee Meeting (ID # 1318) I move that the Report of the Labor Relations Committee meeting of, be accepted. Michael E. Rodriguez, Treasurer B. Finance & Investment Committee - The Finance and Investment Committee agenda items were brought to the Board of Trustees directly as the Committee did not have a quorum at its scheduled time to meet prior to the Board meeting. 1. Payroll for the Month of November 2016 (ID # 1319) 3 P a g e
After the payroll report for November 2016 was presented, it was moved by Ms. Mihaltses to accept the report. The motion was seconded by Judge Agate. The motion passed unanimously. 2. Approval of Bills for the Month of November 2016 (ID # 1320) I move that the Board of Trustees approve the November 2016 bills in the aggregate sum of $3,892,984. John Ottulich, Board Member 3. Acceptance of Financial Report for the Period Ending November 2016 (ID # 1321) Trustee James Haddad reported that the Ad hoc Subcommittee reviewing the Library's investment policies is continuing its work to report to the Finance Committee about what tweaks and improvements can be made to these policies, which govern the investments of the Library as well as the Foundation. They are working with Johanna Richman, VP and Chief Financial Officer, in that regard. Their next step is to schedule meetings with the three current investment advisors and work toward a more unified reporting procedure and making recommendations on how to change our investment policies. I move that the Board of Trustees approve that the Budget Reports for Board approved operating funds and Balance Sheets for all funds as of November 30, 2016 be accepted. James Haddad, Board Member V. President's Report The President thanked the Chairman and Officers of the Board as well as the Board Members for their leadership this past year. He indicated that the Chairman had the opportunity to see all of the staff members at the All-Staff event at York College. He 4 P a g e
thanked all of the Board Members for their participation in all of the Library s activities. He added that it has been an honor to be a part of this team. The President commented on the Grand Opening of the Elmhurst Library earlier that day. He noted that it was a glorious day. He mentioned that the staff worked diligently, day and night, to ensure that the Grand Opening was a success. It was the result of a great team effort. The number of visitors on Opening Day exceeded the visitors count at both Flushing and Central for that day. The staff will continue tracking these numbers to see how they compare. Every elected official serving that District, the Borough President and representatives of other elected officials were present at the Grand Opening. They all stayed after the event, which further demonstrates the success of this opening. He thanked Nick Buron, Kelvin Watson and everyone else who had been involved in making this event successful and meeting the timeline. He then proceeded to give updates on some of the major projects that are underway. A. Key Performance Indicators Key Performance Indicators - November 2016 (ID # 1307) B. Personnel Action Report - October 16, 2016 to November 15, 2016 Personnel Report (ID # 1314) C. President's External Meetings and Outreach Activities - October 22, 2016 - November 12, 2016 President's External Meetings and Outreach Activities November 14, 2016 - December 12, 2016 (ID # 1310) VI. Agenda Report Items 1. Agenda Change Report (ID # 1323) The Chairman of the Board asked that the order of the agenda be changed to discuss the New York Rising Community Centers - Public Services Grant action item prior to voting to go into Executive Session. 5 P a g e
VII. Other Business The General Counsel provided details of the action item for the NY Rising Community Center Public Service Grant which the Library received for storm recovery in connection with programs in the Rockaway West and Rockaway East communities. New York Rising Community Centers - Public Services Grant (ID # 1304) Proposed Motion: I move that the Board of Trustees approve the adoption of the attached Resolution that is required pursuant to the applicable federal laws and regulations pertaining to the expenditure of the CDBG-DR funds in the amount of $552,500 for delivery of disaster recovery and resiliency services in the Rockaway West and Rockaway East communities. RESOLUTION A RESOLUTION ADOPTING THE FOLLOWING PROCEDURES AND POLICIES FOR QUEENS BOROUGH PUBLIC LIBRARY FOR THE PROCUREMENT OF GOODS AND SERVICES NECESSARY FOR THE IMPLEMENTATION OF PROJECTS FUNDED BY THE GOVERNOR S OFFICE OF STORM RECOVERY OF THE NEW YORK STATE HOUSING TRUST FUND CORPORATION WHEREAS, Queens Borough Public Library has entered into a subrecipient agreement with the Governor s Office of Storm Recovery, an office of the New York State Housing Trust Fund Corporation, that provides funds for eligible Community Development Block Grant - Disaster Recovery (CDBG-DR) expenditures; and WHEREAS, the subrecipient agreement requires procurement activities funded in whole or in part with CDBG-DR funds to be conducted in compliance with applicable United States Department of Housing and Urban Development (HUD) procurement regulations as well as applicable state and local law; and WHEREAS, on December 26, 2013, the Office of Management and Budget (OMB) published (at 78 Federal Register 78608) the 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards that superseded the HUD procurement provisions of 24 CFR Parts 84 and 85; and WHEREAS, HUD has issued new procurement standards as set forth in 6 P a g e
Notice: SD-2015-01: Transition to 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, Final Guidance and in Notice: CPD-16-04 Additional Transition and Implementation Guidance for Recipients of Community Planning and Development (CPD) Funds for 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards; and WHEREAS, Queens Borough Public Library desires to revise and amend its procurement procedures to be consistent with the HUD Notices on 2 CFR Part 200; and WHEREAS, Queens Borough Public Library desires to apply the amended and revised procurement procedures to future CDBG-DR procurements. NOW, THEREFORE BE IT RESOLVED by Queens Borough Public Library, on behalf of Queens Borough Public Library that for CDBG-DR procurement actions undertaken on or after January 1, 2017, Queens Borough Public Library shall comply with the procurement standards as set forth in 2 CFR Parts 200.317 through 200.326. In the event of a conflict between State or local laws and regulations and the procurement requirements of 2 CFR Part 200, the more stringent requirements will apply. Michael E. Rodriguez, Treasurer The General Counsel reported that after having received and reviewed all of the Conflicts of Interest Disclosure Forms from the Trustees and the representatives of the ex-officio members, he has determined that all of the members of the Board of Trustees are independent Trustees. VIII. Executive Session 1. Motion to Go into Executive Session (ID # 1312) The meeting moved into Executive Session at 7:46 PM to discuss a personnel appointment and the status of a particular vendor. I move that the meeting move into Executive Session. 7 P a g e
Judy E. Bergtraum, Vice Chair of the Board 2. Motion to Return to Public Session (ID # 1313) The meeting returned to public session at 8:06 PM. I move that the meeting return to Public Session. Lydon Sleeper, Board Member IX. Agenda Action Items 1. Action Resulting from Executive Session Discussion (ID # 1322) I move that the Board of Trustee approve the adoption of the below Resolution: RESOLUTION WHEREAS, the ByLaws of the Queens Library Foundation provide that the Foundation s appointment, upon the recommendation of the Queens Library s President and CEO, of an Executive Director of the Foundation is subject to approval of the Queens Library s Board of Trustees, and WHEREAS, Dennis M. Walcott, the Queens Library s President and CEO, has selected Amy Mugavero to be Executive Director of the Queens Library Foundation; and WHEREAS, the Queens Library Foundation has approved the selection of Ms. Mugavero as Executive Director of the Foundation. NOW THEREFORE, BE IT RESOLVED that, after due deliberation, the Queens Library s Board of Trustees approves the appointment of Amy Mugavero to the position of Executive Director of the Queens Library Foundation. 8 P a g e
James Haddad, Board Member Koerner Esq., Agate, Bergtraum, Concolino, Gall, Gorton, Haddad, Hsu, X. Adjournment Motion to Adjourn (ID # 1311) I move that the meeting be adjourned. Lenore R. Gall, Board Member The meeting was closed at 8:11 PM. Secretary 9 P a g e