CUYAHOGA COUNTY PUBLIC LIBRARY BOARD OF TRUSTEE MEETING MINUTES OCTOBER 30, 2012

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1 1 374 P age CUYAHOGA COUNTY PUBLIC LIBRARY BOARD OF TRUSTEE MEETING MINUTES OCTOBER 30, 2012 The October 30, 2012 meeting of the Cuyahoga County Public Library Board of Trustees was held at the Warrensville Heights Branch, 4415 Northfield Road, Warrensville Heights, Ohio. With a quorum of five (5) Board members present, President Varley called the meeting to order at 5 p.m. Roll-Call: Present: Susan M. Adams; Edward H. Blakemore; Leonard M. Calabrese; Dale D. Powers; Robert W. Varley 5. Arrived After Roll-Call: Maria L. Haller 1. Absent: Edna Fuentes-Casiano 1. Also present: Sari Feldman, Executive Director; Tracy Strobel, Deputy Director; Scott Morgan, Operations Director and Fiscal Officer; Robert Dolan, Deputy Fiscal Officer; Daniel Hauenstein, Human Resources Director; Hallie Rich, Marketing and Communications Director; Judy Carey, Foundation and Development Director; James Haprian, Information Technology Director; Richard Leskovec, Orange Branch Friends President; Camille Graley, Library Union President; Roger Riachi, RFC Contracting; Jesse Sanders, Warrensville Heights Branch Manager; Special Guest Author/Librarian Nancy Pearl; and other interested observers. Motion to Amend Agenda President Varley asked for a motion to amend the agenda to include a request to advertise for competitive bids for the exterior renovation of the Chagrin Falls Branch. 10/ Upon motion of Trustee Blakemore, seconded by Trustee Calabrese, the motion to amend the agenda was approved by unanimous vote as specified above. Approval of Minutes President Varley asked for a motion to approve the minutes of the September 24, 2012 Board Meeting that were mailed in advance to Board members. 10/ Upon motion of Trustee Blakemore, seconded by Trustee Calabrese, the minutes of the September 24, 2012 Board of Trustees Meeting was approved by unanimous vote as presented. Public Comment President Varley invited public comment. Library Union President Camille Graley took this opportunity to congratulate Susan V. McKimm on the occasion of her retirement. (See page 380). Report of the Board President President Varley commended everyone for their efforts in attending this meeting despite the weather challenges and thanked staff for a job well done in getting open as many branches as possible.

2 2 Report of the Executive Director Executive Director Feldman joined President Varley in recognizing the efforts of staff that had everything ready to open to the public by 10 a.m., except for the Administration Building, Bay Village and Berea (communities that were without power). Due to weather travel challenges, Library Journal has cancelled the Design Institute program that was scheduled to take place on Friday, November 2 nd at Warrensville. Bestselling author and NPR book reviewer Nancy Pearl arrived on Sunday to share her expertise on readers advisory and upcoming hot titles for the holiday season. She did not let the weather dampen her spirits or resolve to meet with staff and exchange ideas. Information Technology staff were commended for their great team work in making the transition from Millennium to Sierra as seamless as possible with minimal interruption to service. Letters were sent to cardholders in the South Euclid and Lyndhurst communities announcing the upcoming community meetings that are scheduled to take place on Monday, November 12 th, and Monday, December 10 th at 6:30 p.m. at the Hillcrest YMCA. These events will focus on design aspects of the new South Euclid-Lyndhurst Branch and feature stations for people to visit and express their opinions and ideas. All government officials have been notified as well. In a separate event, Councilwoman Sunny Simon will host a community meeting on Monday, November 19 th, to hear the concerns of community members. In conclusion, Executive Director Feldman thanked Warrensville Heights Branch Manager Jesse Sanders for his hospitality in hosting this meeting for the Board of Trustees. Human Resources Report Human Resources Director Hauenstein presented for approval the Human Resources Report dated October 30, Of special note were the appointment of Sarah Carpenter (PSA-1 Children s) at Garfield Heights, and the hire of Payroll Specialist Pamela Pohorence. Also reported was that the Union membership voted against the health care plan changes that were proposed making it unnecessary for the Board to have to consider modifications to the Labor Agreement. 10/ Trustee Powers moved approval of the Human Resources Report, seconded by Trustee Blakemore. Seeing no further discussion, the Human Resources Report, dated October 30, 2012, listing all appointments, six-month pay adjustments, changes in hours/salary/transfers, resignations, retirements, and conference and meeting attendance requests was approved as presented by unanimous vote. (See pages ). Finance Committee Report Finance Committee Chair Haller called upon Operations Director and Fiscal Officer Morgan to present for review and discussion the Financial Statement dated Fiscal 2012 September, listing all General Fund revenue and expenses, Special Revenue Fund accounts, the Note Retirement Fund, Capital Fund (401), Trust, Endowment and Agency Fund, All Funds Cash Balance sheet, Capital Fund Balances (402) relating to construction projects, and the Trust, Endowment and Agency Fund balances. This 375 P age

3 3 report is provided for informational purposes only and does not require a vote for approval. (See under FINANCE). Investments Operations Director and Fiscal Officer Morgan presented to the Board for approval the Investment Report dated Fiscal 2012 September. 10/ Trustee Adams moved approval, seconded by Trustee Powers. Following a brief discussion regarding an update on interest rates, the Investment Report dated Fiscal 2012 September, listing Money Market Funds, Star Ohio Accounts, US Treasury Investments, Certificates of Deposit and Agency Securities was approved as presented by roll-call vote. (See under FINANCE). Roll-Call: Yeas: Susan M. Adams; Edward H. Blakemore; Leonard M. Calabrese; Maria L. Haller; Dale D. Powers; Robert W. Varley 6. Nays: 0. Investments Note Proceeds Only Operations Director and Fiscal Officer Morgan presented to the Board for approval the Investment Report Note Proceeds Only dated Fiscal 2012 September. 10/ Trustee Calabrese moved approval, seconded by Trustee Adams. Seeing no discussion, the Investment Report Note Proceeds Only, dated Fiscal 2012 September, listing Money Market Funds, Commercial Paper/Corporate Bonds, Certificates of Deposit and Agency Securities was approved as presented by roll-call vote. (See under FINANCE). Roll-Call: Yeas: Susan M. Adams; Edward H. Blakemore; Leonard M. Calabrese; Maria L. Haller; Dale D. Powers; Robert W. Varley 6. Nays: 0. Purchase Approval List Operations Director and Fiscal Officer Morgan reported that two items were added to the Purchase Approval List following the meeting of the Finance Committee. They were identified as Items #8 (design services as requested by the Marketing Division) and #9 (utility services for Parma-Snow/Administration Building project as requested by the Operations-Facilities Division). These added expenditures were reviewed and approved for presentation to the full Board by Finance Committee Chair Haller prior to this meeting. 10/ Trustee Blakemore moved approval, seconded by Trustee Haller. Seeing no further discussion, the Purchase Approval List, dated October 30, 2012, listing one (1) encumbrance increase, four (4) grant purchases, three (3) new purchases, and one (1) capital purchase was approved as by unanimous vote as presented. (See pages ). Gift Report Finance Committee Chair Haller presented for acceptance the Gift Report, dated October 30, 2012 listing three (3) gifts to the Strongsville Branch and one (1) gift to the Mayfield Branch. 376 P age

4 4 10/ Trustee Blakemore moved to accept the gifts, seconded by Trustee Calabrese. Seeing no discussion, the Gift Report dated October 30, 2012 was gratefully accepted by unanimous vote as presented. (See page 387). Resolution #10/ to Advertise for Competitive Bids for the Exterior Renovation of the Cuyahoga County Public Library Branch in Chagrin Falls, Ohio That the President of the Board of Trustees hereby authorizes the Executive Director, or designee, to advertise for competitive bids for the exterior renovation of the Chagrin Falls Branch as specified. 10/ Trustee Adams moved approval, seconded by Trustee Blakemore. Seeing no discussion, the Resolution was approved as presented by unanimous vote. (See pages ). Resolution # 10/ to Approve Real Estate Purchase Agreement and Reciprocal Parking Easement Agreement with the Board of Education of the Orange City School District That the Board of Trustees hereby authorizes and directs the President, Vice President, and Secretary of said Board, or any other appropriate officer of the Library, as appropriate, alone or in conjunction with the others to execute and deliver, in the name and on behalf of the Library, the Purchase Agreement and the Parking Easement Agreement with the Board of Education of the Orange City School District for the purpose of constructing a new Cuyahoga County Public Library Orange Branch. 10/ Trustee Blakemore moved approval, seconded by Trustee Calabrese. Seeing no discussion, the Resolution was approved by unanimous vote as specified. (See pages ). Resolution #10/ to Advertise for Competitive Bids for the Purchase of Furniture for the Children s Space at the New Garfield Heights Branch That the President of the Board of Trustees hereby authorizes the Executive Director, or designee, to advertise for competitive bids for the purchase of furniture for the Children s space at the new Garfield Heights Branch in an amount not to exceed $18, / Trustee Blakemore moved approval, seconded by Trustee Calabrese. Seeing no discussion, the Resolution was approved by unanimous vote as specified. (See page 417). Resolution #10/ to Approve Exclusive Sales Listing Agreement and Schedule of Sales Commission with CBRE, Inc. That the President and Secretary of the Board of Trustees are herby authorized, empowered and directed, in the name and on behalf of the Board of Trustees, to execute the Sales Agreement on behalf of the Board of Trustees, and to execute and deliver such documents as may be required to close the transactions contemplated by the Purchase Agreement. 377 P age

5 5 10/ Trustee Blakemore moved approval, seconded by Trustee Haller. Seeing no discussion, the Resolution was approved by unanimous vote as specified. (See pages ). Deduct Change Order Number One for Nueva Construction Group That the Board of Trustees hereby approve Deduct Change Order Number One for Nueva Construction Group in connection with the Fairview Park Branch renovation project in the amount of ($31,982.00) bringing the adjusted contract total from $536, to $504, / Trustee Blakemore moved approval, seconded by Trustee Powers. Seeing no discussion, Deduct Change Order Number One for Nueva Construction Group was approved by unanimous vote as specified. (See pages ). Deduct Change Order Number Two for South Shore Electric That the Board of Trustees hereby approve Deduct Change Order Number Two for South Shore Electric in connection with the Fairview Park Branch renovation project in the amount of ($10,000.00) bringing the adjusted contract total from $111, to $101, / Trustee Haller moved approval, seconded by Trustee Adams. Seeing no discussion, Deduct Change Order Number Two for South Shore Electric was approved by unanimous vote as specified. (See pages ). Deduct Change Order Number One for Custom Fabricators That the Board of Trustees hereby approve Deduct Change Order Number One for Custom Fabricators in connection with the new Mayfield Branch construction project in the amount of ($1,945.00) bringing the adjusted contract total from $435, to $433, / Trustee Haller moved approval, seconded by Trustee Calabrese. Seeing no discussion, Deduct Change Order Number One for Custom Fabricators was approved by unanimous vote as specified. (See pages ). Closing Remarks Before calling for a motion to adjourn, President Varley remarked about communications both he and Executive Director Feldman received from County Council President C. Ellen Connally in support of the Library s effort to build a new South Euclid-Lyndhurst Branch. Further, Councilwoman Simon has communicated with Executive Director Feldman about the meeting she is hosting on November 19 th, to hear from community members who want to express their opinion about a new South Euclid-Lyndhurst Branch. Executive Director Feldman and President Varley will be available at this meeting to answer citizens questions and concerns. All Board members are encouraged to attend. Seeing no other business before the Board, President Varley asked for a motion to adjourn. 378 P age

6 6 10/ Upon motion of Trustee Powers, seconded by Trustee Blakemore, the October 30, 2012 meeting of the Cuyahoga County Public Library Board of Trustees adjourned at 5:35 p.m. X Robert W. Varley President X Edward H. Blakemore Secretary mms 379 P age