CUYAHOGA COUNTY PUBLIC BOARD OF TRUSTEES MEETING MARCH 27, 2012 MINUTES

Transcription

1 CUYAHOGA COUNTY PUBLIC BOARD OF TRUSTEES MEETING MARCH 27, 2012 MINUTES The March 27, 2012 meeting of the Cuyahoga County Public Library Board of Trustees was held at the Library Administration Building, 2111 Snow Road, Parma, Ohio. With a Quorum of six (6) Board members present, President Varley called the meeting to order at 6 p.m. Susan M. Adams; Leonard M. Calabrese; Maria L. Haller; Dale D. Powers; Robert W. Varley 5. Arrived After Edna Fuentes-Casiano 1. Absent: Edward H. Blakemore 1. Also Present: Sari Feldman, Executive Director; Tracy Strobel, Deputy Director; Scott Morgan, Operations Director and Fiscal Officer; Robert Dolan, Assistant Finance Director and Deputy Fiscal Officer; Daniel Hauenstein, Human Resources Director; Judith Carey, Marketing & Development Director; Robert Rua, Assistant Marketing Director; James Haprian, Information Technology Director; Enda Bracken, East Side Branch Services Director; Caroline Vicchiarelli, West Side Branch Services Director; Rebecca Ranallo, Internet & Media Services Manager; Camille Graley, Library Union President; Elaine Wilkinson, Fairview Park Branch Manager; Steven Haynie, South Euclid-Lyndhurst Branch Manager; Richard Leskovec, Orange Branch Friends President; and other interested observers. Retiree Recognition: President Varley recognized the retirement of Laurie R. Evanko, Branch Services Clerk at the Fairview Park Branch. Ms. Evanko was not in attendance at the Board Meeting to receive formal recognition of her retirement that becomes effective March 30, (See page 100). Approval of Minutes: President Varley asked for a motion to approve the minutes of the February 28, 2012 Board meeting that were mailed in advance to Board members. 03/ Trustee Powers moved approval, seconded by Trustee Adams. Seeing no changes, deletions or corrections, the minutes of the February 28, 2012 Board of Trustees Meeting was approved by unanimous vote of Board members present. Public Comment: Library Union President Camille Graley took this opportunity to extend on behalf of SEIU a happy retirement to Laurie Evanko. 91 Page

2 Report of the Board President: President Varley began his report commenting that we have had yet another amazing month of customer service with numbers continuing to increase. Usage is up in all areas over last year due to staff who does such tremendous work and provides customers with the information and programs they want. He pointed out the program where people traveled by greyhound bus from Pittsburgh for an author program. President Varley also extended congratulations on another excellent William N. Skirball Writers Center Stage event with Dr. Abraham Verghese. President Varley reported that several Board members had an opportunity to represent Cuyahoga County Public Library at PLA in Philadelphia, commenting that it is always a privilege to wear a Cuyahoga County Public Library badge and have people stop you and start asking questions. It is a good feeling to be associated with this organization. President Varley recognized staff who took time to appear and make special presentations at PLA. They are Rebecca Ranallo, Information Technology Division, Patricia Twarogowski, Maple Heights, Maria Trivisonno, Maple Heights; Celia Huffman, Youth Services, and Sarah Kepple, Youth Services. Congratulations to everyone for their contributions that are a tremendous credit to this organization. Trustees Powers, Adams and Calabrese gave brief reports of their PLA experiences and the programs they attended, commending staff for their level of participation at the conference. Trustee Calabrese commented that this can only be accomplished through great leadership that promotes staff development. Trustee Powers commented on the dinner that was arranged for our Board members to meet and interact with Board members from Grand Rapids, Michigan. There was a great exchange of ideas and this was an excellent opportunity to connect with Board members from another library system. Report of the Executive Director: Executive Director Feldman began her report extending her appreciation to the Board for their support and commitment to staff development. Executive Director Feldman announced that Cuyahoga County Public Library is sponsoring a film at the Cleveland International Film Festvial on Sunday, April 1, at 1 p.m., titled, I am Eleven. Australian film director Genevieve Bailey traveled the globe interviewing eleven year-old children about their thoughts, hopes and dreams and put together this documentary that shows how children at this age view life from many different cultures. We are happy to announce that customers donated 10,285 pounds of food during this year s Food4Fines food drive, a 13.4% increase over the 2011 total. The Shipping Department has delivered all of the donated food to the Cleveland Foodbank. Executive Director Feldman was pleased to announce that two staff individuals were accepted into Library Leadership Ohio. They are Megan Barrett, Independence Branch, and Anna Heinz, Warrensville Heights Branch. The program was on hiatus for some time and has been recently revitalized by the State Library. Congratulations to Megan and Anna for being selected into this program. 92 Page

3 Executive Director Feldman reported that following PLA, she and Deputy Director Strobel traveled to New York to see the Queens Children s Library. Their main observations were the layout and lack of density with the hands-on activities in the children s area that are not as meaningful as what we developed for Warrensville Heights. There was also an apparent lack of cleanliness that made the area uninviting and unappealing. Executive Director Feldman then took this opportunity to commend our Facilities staff for their diligence and dedication to providing staff and customers with a clean and inviting environment. Executive Director Feldman also recognized the outstanding Garfield Heights staff and the entire Garfield Heights move team for their efforts in making the transition to the temporary location so successful. We are thrilled with the spirit staff has of serving the public and are pleased that the public appreciates our efforts to continue library service while their new building is under construction. Branch Presentations: Fairview Park Branch Manager Elaine Wilkinson began this presentation commenting that they are so excited about the renovation and have many wonderful things going on including a rejuvenated relationship with the senior center, and phenomenal children s programs. But one of the most extraordinary things is the Write-it-Out program. Librarian Michelle Todd discussed the success of this program that began 4 years ago for 6 th 12 th graders with a core group of six that has now expanded to an average of teens participating on a regular basis. There is now an advanced level for high school students and some are actually working on novels. Michelle develops different writing exercises that focus on various aspects of writing during the school year. South Euclid-Lyndhurst Branch Manager Steve Haynie talked about the benefits and challenges of providing library service from an historic mansion. The branch opened at its current location in 1952 with 16,000 square feet of space and now has 21,535 square feet of space. The branch still enjoys a strong local attraction and provides traditional library service in a welcoming and quiet atmosphere. However, providing technology has been a challenge with space and wiring considerations, and many new users are remote users. So, while the branch still enjoys a robust circulation, there are actually fewer visits. The building remains a community icon but new residents are less attached to the building. The biggest challenges are merchandising materials, remote users, security issues and the cost of maintaining the structure as the building ages. Other challenges include lack of sufficient parking spaces and no elevator for moving materials to the upper levels as well as the lack of accessibility for the elderly and disabled. Human Resources Report: President Varley called upon Human Resources Director Daniel Hauenstein to present the Human Resources Report, dated March 27, Of special mention this month was the recent hire of Mohamed Ragheb, Software Engineer in the Information Technology Division. Also of note was the promotion of two staff members to Career Center positions. 03/ Trustee Calabrese moved approval, seconded by Trustee Adams. Seeing no further discussion, the Human Resources Report, dated March 27, 2012, listing all appointments, changes in hours, salary, transfers, six month pay adjustments, resignations, retirements, and conference/meeting attendance, was approved as presented by unanimous vote of Board members present. (See pages ). 93 Page

4 Finance Committee Report Finance Committee Chairperson Haller called upon Operations Director and Fiscal Officer Morgan to review the Financial Statement dated Fiscal 2012 February for information purposes only. This report was discussed and reviewed in its entirety at the Finance Committee Meeting. It was noted that this is still the temporary budget. The Board will be asked to approve the permanent 2012 budget later during this meeting. (See under FINANCE). Investments: Operations Director and Fiscal Officer Morgan presented for approval the Investment Report, dated Fiscal 2012 February, listing all Money Market Funds, Star Ohio Accounts, Certificates of Deposit, Agency Securities and Treasury Notes. 03/ Trustee Calabrese moved approval of the Investments, seconded by Trustee Powers. Seeing no discussion, the Investment Report, dated Fiscal 2012 February was approved as presented by roll-call vote of Board members present. (See under FINANCE). Yeas Susan M. Adams; Leonard M. Calabrese; Edna Fuentes-Casiano; Maria L. Investments: Note Proceeds Only Operations Director and Fiscal Officer Morgan presented for approval the Investment Report Note Proceeds Only, dated Fiscal 2012 February, listing all Money Market Funds, Commercial Paper/Corporate Bonds, Certificates of Deposit, and Agency Securities. 03/ Trustee Haller moved approval, seconded by Trustee Calabrese. Seeing no discussion, the Investment Report Note Proceeds Only, dated Fiscal 2012 February was approved as presented by roll-call vote of Board members present. (See under FINANCE). Yeas: Susan M. Adams; Leonard M. Calabrese; Edna Fuentes-Casiano; Maria L. Purchase Approval List Finance Committee Chair Haller presented for approval the Purchase Approval List, dated March 27, 2012, listing two encumbrance increases, one renewal purchase, and five new purchases. The list was reviewed and discussed in detail at the Finance Committee meeting. 94 Page

5 03/ Trustee Haller moved approval, seconded by Trustee Powers. Following a brief discussion regarding the new purchase for library card designs, the Purchase Approval List, dated March 27, 2012 was approved as presented by unanimous vote of Board members present. (See pages ) Permanent Annual Appropriation Resolution: Operations Director and Fiscal Officer Morgan presented for approval the 2012 Permanent Annual Appropriation Resolution that was reviewed in detail at the Finance Committee meeting. 03/ Trustee Haller moved approval, seconded by Trustee Adams. Following a brief discussion for clarification purposes, the 2012 Permanent Annual Appropriation Resolution was approved as presented by roll-call vote of Board members present. (See pages ). Yeas: Susan M. Adams; Leonard M. Calabrese; Edna Fuentes-Casiano; Maria L. Resolution #03/ to Close the Warrensville Heights Branch in Preparation for the Move to the New Building That the Board of Trustees of Cuyahoga County Public Library hereby approves the request to close the Warrensville Heights Branch from Monday, April 16, 2012 through Friday, April 20, 2012 with the opening of the new library to commence on Saturday, April 21, / Trustee Powers moved approval, seconded by Trustee Haller. Seeing no discussion, the resolution to close the Warrensville Heights Branch in preparation for the move to the new building was approved as presented by unanimous vote of Board members present. (See page 112). Resolution #03/ Authorizing a One Week Amnesty Period for Visitors to the New Warrensville Heights Branch That the Board of Trustees of Cuyahoga County Public Library wishes to commemorate the opening of the new Warrensville Heights Branch by authorizing an amnesty period for all visitors to the new branch from April 21, 2012 through April 29, / Trustee Calabrese moved approval, seconded by Trustee Fuentes-Casiano. Seeing no discussion, the Resolution authorizing a one-week amnesty period for visitors to the new Warrensville Heights Branch was approved as presented by unanimous vote of Board members present. (See page 113). Resolution #03/2012/09 Authorizing the President of the Board to Execute Construction Contracts for the Construction of the New Cuyahoga County Public Library Branch in Garfield Heights, Ohio That the President of the Board of Trustees of Cuyahoga County Public Library hereby authorizes execution of the contracts for General Trades, Fire Protection, Plumbing, 95 Page

6 HVAC, and Electrical/Technology for construction services in connection with the new Garfield Heights Branch as specified in the Resolution. (See pages ). 03/ Trustee Adams moved approval, seconded by Trustee Haller. Seeing no discussion, the Resolution authorizing execution of construction contracts for the new Garfield Heights Branch was approved as presented by unanimous vote of Board members present. (See pages Resolution #03/ Authorizing Approval of a First Amendment Lease That the Board of Trustees approves the First Amendment Lease between Cuyahoga County Public Library (Lessor) and John Dasher (Lessee) as specified in the Agreement. 03/ Trustee Haller moved approval, seconded by Trustee Powers. Following a brief discussion regarding the need to amend the lease, the resolution authorizing approval of a First Amendment Lease was approved as presented by unanimous vote of Board members present. (See page 117). Resolution #03/ Authorizing Revisions to the Personnel Policy and Procedures Manual That the Board of Trustees of Cuyahoga County Public Library hereby approves the changes to the Personnel Policy & Procedures Manual as outlined in the Executive Summary that was reviewed in detail at the Policy, Planning & External Relations Committee meeting. 03/ Trustee Calabrese moved approval, seconded by Trustee Powers. Seeing no discussion, the resolution authorizing revisions to the Personnel Policy and Procedures Manual was approved as presented by unanimous vote of Board members present. (See page 118). Resolution #03/ Approving Change Order Number Two for Coastal Quality Construction Regarding the Beachwood Branch Renovation Project That the Board of Trustees of Cuyahoga County Public Library hereby approves the deduct Change Order Number Two for Coastal Quality Construction in the amount of ($1,872.97) 03/ Trustee Powers moved approval, seconded by Trustee Haller. Seeing no discussion, Deduct Change Order Two for Coastal Quality Construction in connection with the Beachwood Branch renovation project was approved as presented by unanimous vote of Board members present. (See pages ). Resolution #03/ Approving Change Order Three for Coastal Quality Construction Regarding the Beachwood Branch Renovation Project That the Board of Trustees of Cuyahoga County Public Library hereby approves the deduct Change Order Number Three for Coastal Quality Construction in the amount of ($75.00). 96 Page

7 03/ Trustee Powers moved approval, seconded by Trustee Haller. Seeing no discussion, Deduct Change Order Number Three for Coastal Quality Construction in the amount of ($75.00) was approved as presented by unanimous vote of Board members present. (See pages ). Resolution #03/ Approving Change Order Number One for Miller Plumbing & Heating in Connection with the Solon Branch Renovation Project That the Board of Trustees of Cuyahoga County Public Library hereby approves Deduct Change Order Number One: for Miller Plumbing & Heating in connection with the Solon Branch Renovation project in the amount of ($11,850.00). 03/ Trustee Adams moved approval, seconded by Trustee Powers. Seeing no discussion, Deduct Change order Number One for Miller Plumbing & Heating in connection with the Solon Branch renovation project was approved as presented by unanimous vote of Board members present. (See pages ). Resolution #03/ Approving Change Order Number Two for Miller Plumbing & Heating in Connection with the Solon Branch Renovation Project That the Board of Trustees of Cuyahoga County Public Library hereby approves Increase Change Order Number Two for Miller Plumbing & Heating in Connection with the Solon Branch Renovation project in the amount of $1, / Trustee Adams moved approval, seconded by Trustee Haller. Seeing no discussion, Change Order Number Two for Miller Plumbing & Heating in connection with the Solon Branch renovation project was approved as presented by unanimous vote of Board members present. (See pages ). Resolution #03/ Approving Change Order Number Two for Interior Products Regarding the New Warrensville Heights Branch Construction Project That the Board of Trustees of Cuyahoga County Public Library hereby approves Deduct Change Order Number Two for Interior Products in connection with the new Warrensville Heights Branch construction project in the amount of ($4,825.40). 03/ Trustee Powers moved approval, seconded by Trustee Calabrese. Seeing no discussion, Deduct Change Order Number Two for Interior Products in connection with the new Warrensville Heights Branch Construction project was approved as presented by unanimous vote of Board members present. (See pages ). Resolution #03/2012/17 Authorizing the President of the Board to Execute Construction Contracts for the Construction of the New Cuyahoga County Public Library Branch in Mayfield Village, Ohio That the President of the Board of Trustees of Cuyahoga County Public Library hereby authorizes execution of the contracts for General Trades, Fire Protection, Plumbing, HVAC, and Electrical for construction services in connection with the new Mayfield Branch as specified in the Resolution. 97 Page

8 03/ Trustee Calabrese moved approval, seconded by Trustee Powers. Since the bids were not received in time for discussion at the Finance Committee meeting, Roger Riachi gave a brief review of the bid packages that came in which were under 4% of the estimates. President Varley was consulted regarding bringing forth the resolution at this meeting. Approval in March will allow the project to proceed sooner than anticipated. It was also noted that the Board will be accepting only the Base Bids at this meeting. There is a 60 day timeframe allowed for selection of the Alternates and they can be added later. Seeing no further discussion, the Resolution authorizing execution of construction contracts for the new Mayfield Branch was approved as presented by unanimous vote of Board members present. (See pages ). Executive Session President Varley asked for a motion to recess the meeting for an Executive Session in connection with real estate matters relating to the South Euclid-Lyndhurst Branch. 03/ Trustee Powers moved to recess, seconded by Trustee Haller. Seeing no objections, the request to recess for an Executive Session was approved by roll-call vote at 7:01 p.m. Yeas: Susan M. Adams; Leonard M. Calabrese; Edna Fuentes-Casiano; Maria L. 03/ President Varley asked for a motion to reconvene the meeting. Trustee Fuentes-Casiano moved to reconvene, seconded by Trustee Adams. Seeing no objections, the meeting reconvened by roll-call vote at 8:18 p.m. Yeas: Susan M. Adams; Leonard M. Calabrese; Edna Fuentes-Casiano; Maria L. Motion to Adjourn Seeing no other business subject for vote, President Varley asked for a motion to adjourn. 98 Page

9 03/ Upon motion of Trustee Fuentes-Casiano, seconded by Trustee Adams, the March 27, 2012 meeting of the Cuyahoga County Public Library Board of Trustees adjourned at 8:20p.m. X Robert W. Varley President X Edward H.Blakemore Secretary 99 Page