CUYAHOGA COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES MEETING MINUTES JANUARY 24, 2012 The January 24, 2012 meeting of the Cuyahoga County Public Library Board of Trustees was held at the Administration Building, 2111 Snow Road, Parma, Ohio. With a quorum of five (5) Board members present, President Calabrese called the meeting to order at 6 p.m. Roll-Call: Present: Susan M. Adams; Edward H. Blakemore; Leonard M. Calabrese; Dale D. Powers; Robert W. Varley 5. Absent: Maria L. Haller 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; Mark McKinstry, Brooklyn Branch Manager; Lane Edwards, Solon Branch Manager; Richard Leskovec, Orange Branch Friends President; and other interested observers. Presentation of Slate President Calabrese presented for approval the following slate of officers for 2012: President: Robert W. Varley Vice President: Maria L. Haller Secretary: Edward H. Blakemore 2012-01 Trustee Powers moved approval, seconded by Trustee Adams. Seeing no nominations from the floor, the installation of officers for 2012 was approved as presented by unanimous vote of Board members present. Following the vote, departing President Calabrese relinquished the Chair to incoming President Varley. President Varley thanked Trustee Calabrese for his tenure of leadership which he always treated as a privilege. Trustee Powers added that Trustee Calabrese did an outstanding job during his two-year term as Board President. President Varley s initial comments as Board President were that Cuyahoga County Public Library is an awesome organization that has made tremendous progress since that first retreat he attended 8 years ago and continues to show greatness even with the current challenges. He continued that he is proud to be associated with the Library and is looking forward to his term as President. 1 Page
Oath of Office President Varley administered the Oath of Office to incoming Trustee Edna Fuentes- Casiano who was appointed by Cuyahoga County Council to fill the unexpired term of Sanjiv K. Kapur. (See page 9). Resolution to Appoint Fiscal Officer and Deputy Fiscal Officer President Varley requested Board approval to reappoint Scott A. Morgan as Fiscal Officer and Robert W. Dolan as Deputy Fiscal Officer for one-year terms beginning January 24, 2012. 2012-02 Trustee Powers moved approval, seconded by Trustee Calabrese. Seeing no discussion, the Resolution to appoint the Fiscal Officer and Deputy Fiscal Officer for 2012 was approved as presented by unanimous vote of Board members present. (See page 10) Oath of Office President Varley administered the Oath of Office to Scott A. Morgan and Robert W. Dolan as a requirement for appointment. (See pages 11-12). Approval of Minutes President Varley asked for a motion to approve the minutes of the December 27, 2011 Board Meeting that were mailed in advance to Board members. 2012-03 Trustee Blakemore moved approval, seconded by Trustee Adams. Seeing no additions, deletions or corrections, the minutes of the December 27, 2011 Board of Trustees Meeting was approved by unanimous vote of Board members present. Public Comment Library Union President Camille Graley took this opportunity to wish everyone a happy new year and to thank Trustee Calabrese for his leadership as Board President. She also extended congratulations to the new Board officers that were installed earlier as well as to new Board member Edna Fuentes-Casiano. Library customer Arthur Kinney asked to address the Board in connection with how materials are purchased. His concern is that the number of CDs and DVDs the Library purchases are not current or culturally relative. He asked if there are plans to make a shift in the way these materials are purchased in the future. Director Feldman responded that she would like to address his more specific needs and asked that he give his contact information to our Assistant Marketing Director Robert Rua. Report of the Board President President Varley began his report with the announcement of Board Committee appointments for 2012 as follows: Finance Committee: o Maria L. Haller, Chair o Dale D. Powers, Member 2 Page
o Edward H. Blakemore, Member Policy, Planning & External Relations o Susan M. Adams, Chair o Edna Fuentes-Casiano, Member o Dale D. Powers, Member Capital Committee o Edward H. Blakemore, Chair o Susan M. Adams, Member o Maria L. Haller, Member Foundation Board Liaison o Leonard M. Calabrese Report of the Executive Director Executive Director Feldman took this opportunity to congratulate staff for the tremendous job they do everyday that is reflected in the outstanding final circulation figure for 2011 that exceeded 21 million items. Executive Director Feldman recognized Youth Services Manager Celia Huffman as a leader in the field of Youth Services and reported that Ms. Huffman will be defending her dissertation for her PhD on January 31, 2012. In preparation for branches moving to temporary locations and new facilities, a Move Team has been organized that will include Kimberly Dressel, Kathy Olexa, Courtney Conway, Ken Kingsmill, Jim McLaughlin, Wendy Bartlett, and Mary Schreiber. These staff members will be in charge of coordinating the moves in all areas to ensure that moves go smoothly and as seamlessly as possible for our customers. Branch Presentations Brooklyn Branch Manager Mark McKinstry presented details on the branch s Zombie Walk program that was developed two years ago by their teen librarian Michael Pawuk. The program reaches out to people in the community of all ages that spend up to 4 hours with a make-up artist before taking to the streets on Ridge Road as Zombies. For more information about this or any other branch offerings, please stop in the branch for a visit. Solon Branch Manager Lane Edwards presented a virtual hardhat tour of the branch s renovation project that is near completion. He highlighted special areas of interest that included the new street sign on SOM Center Road, the new vestibule, circulation and information desks, the new self-check, and the passport room. The new Teen area will include a television for gaming as well as PCs for teens. The Children s room divides providing the capability of having two programs at the same time. There is also an expanded play area outside of the story time room and a craft room. Customer response has been very positive. Human Resources Report President Varley called upon Human Resources Director Daniel Hauenstein to present the Human Resources Report dated January 24, 2012. Of note this month is the hiring of Grace Brinker, replacing recent retiree Maxine Sherman in the Catalog Department. Also of note was the promotion of Adam Arthur who is moving from the Shipping Department to a Branch/Clerk position at the Parma-Snow Branch. 3 Page
2012-04 Trustee Powers moved approval, seconded by Trustee Blakemore. Seeing no further discussion, the Human Resources Report, dated January 24, 2012 listing all appointments, changes in hours/salary/transfers, resignations, and conference and meeting attendance requests, was approved as presented by unanimous vote of Board members present. (See pages 13-16). Report of the Finance Committee Operations Director and Fiscal Officer Morgan reported that the Finance Committee met on January 17, 2012 and reviewed in detail the Financial Statements, Purchase Approval List and all other related financial activities. Specific areas of special interest on the Financial Statement were highlighted that included year-to-date General Fund comparisons on both the revenue and expense sides of the budget. On the expense side of the General Fund, it was noted that $6 million dollars was transferred into the Capital Fund. (See under FINANCE). Investments Operations Director and Fiscal Officer Morgan presented for Board approval the Investment Report dated Fiscal 2011 December. 2012-05 Trustee Blakemore moved approval, seconded by Trustee Calabrese. Seeing no discussion, the Investment Report, dated Fiscal 2011 December, listing Money Market Funds, Star Ohio Accounts, Certificates of Deposit, Agency Securities, and Treasury Notes was approved as presented by roll-call vote of Board members present. (See under FINANCE). Roll-Call: Yeas: Susan M. Adams; Edward H. Blakemore; Leonard M. Calabrese; Edna Fuentes-Casiano; Dale D. Powers; Robert W. Varley 6. Nays: 0. Investments Note Proceeds Only Operations Director and Fiscal Officer Morgan presented for Board approval the Investment Report - Note Proceeds Only, dated Fiscal 2011 December. 2012-06 Trustee Adams moved approval, seconded by Trustee Blakemore. Seeing no discussion, the Investment Report Note Proceeds Only, dated Fiscal 2011 December, listing Money Market Funds, Commercial Paper/Corporate Bonds, Certificates of Deposit, and Agency Securities was approved as presented by roll-call vote of Board members present. (See under FINANCE). Roll-Call: Yeas: Susan M. Adams; Edward H. Blakemore; Leonard M. Calabrese; Edna Fuentes-Casiano; Dale D. Powers; Robert W. Varley 6. Nays: 0. 4 Page
Purchase Approval List Operations Director and Fiscal Officer Morgan presented for Board approval, the Purchase Approval List, dated January 24, 2012, listing four (4) renewal purchases and eight (8) new purchases. It was noted at this time that two items were added to the list under new purchases since the Finance Committee Meeting to cover expenses for new furniture at the Solon and Beachwood branches. Also of note was the renewal purchase for the Library s Opticast Exact Target License supplied by Optiem. This renewal is necessary to continue providing e-mail blast and text messaging services to our customers. Rebecca Ranallo, Internet & Media Services Manager and Robert Rua, Assistant Marketing Director spoke to the success of these services that are growing in popularity among library users. Also included with this report as information was a detailed breakdown of Owner to Provide furnishings for the Warrensville Heights Branch. 2012-07 Trustee Powers moved approval, seconded by Trustee Adams. Seeing no further discussion, the Purchase Approval List, dated January 24, 2012 was approved as presented by unanimous vote of Board members present. (See pages 17-21) Gift Report President Varley presented the Gift Report dated January 24, 2012, listing gifts to the Maple Heights, Parma Heights, Brecksville, Middleburg Heights, Brooklyn, and Chagrin Falls branches. 2012-08 Trustee Powers moved acceptance of the gifts, seconded by Trustee Fuentes-Casiano. Seeing no discussion, the Gift Report dated January 24, 2012 was gratefully accepted by unanimous vote of Board members present. (See page 22). New Business Resolution to Request Tax Advances from Cuyahoga County That the Board of Trustees of Cuyahoga County Public Library hereby requests tax advances from Cuyahoga County by submitting this Resolution to receive advances from Cuyahoga County for all tax revenues collected in 2012. 2012-09 Trustee Blakemore moved approval of the Resolution, seconded by Trustee Powers. Seeing no discussion, the resolution to request tax advances from Cuyahoga County was approved as presented by unanimous vote of Board members present. (See page 23). Resolution Authorizing the Executive Director to Sub-Lease a Portion of the Cuyahoga County Public Library Parma-South Branch for Use by Parma Community General Hospital That the Board of Trustees of Cuyahoga County Public Library hereby authorizes the Executive Director to sub-lease a portion of the Cuyahoga County Public Library Parma- South Branch to Parma Community General Hospital for use by hospital staff being displaced by construction of the new Parma Branch as specified in the resolution. 5 Page
2012-10 Trustee Calabrese moved approval of the Resolution, seconded by Trustee Powers. Seeing no discussion, the resolution to sub-lease a portion of the Parma-South Branch to Parma Community General Hospital was approved as presented by unanimous vote of Board members present. (See pages 24-25). Resolution to Lease a Temporary Space for the Parma-Snow Branch That the Board of Trustees of Cuyahoga County Public Library hereby authorizes the Executive Director, or designee, to execute a lease for the temporary space at Midtown Plaza, 1834 Snow Road, Parma, Ohio, 44134, for library use that will provide for continuing library service to the residents of Parma and surrounding suburbs during the time in which the Parma-Snow Branch is under reconstruction. 2012-11 Trustee Adams moved approval of the Resolution, seconded by Trustee Blakemore. Seeing no discussion, the Resolution to lease a temporary space for the Parma-Snow Branch was approved as presented by unanimous vote of Board members present. (See page26). Resolution to Lease a Temporary Space for the Garfield Heights Branch That the Board of Trustees of Cuyahoga County Public Library hereby authorizes the Executive Director, or designee, to execute a lease for the temporary space at Center South 1, 5400 Transportation Boulevard, Units 4, 5 and 6, Garfield Heights, Ohio, 44125, for library use that will provide for continuing library service to the residents of Garfield Heights and the surrounding area during the time in which the Garfield Heights Branch is under new construction. 2012-12 Trustee Powers moved approval of the Resolution, seconded by Trustee Blakemore. Seeing no discussion, the Resolution to lease a temporary space for the Garfield Heights Branch was approved as presented by unanimous vote of Board members present. (See page 27). Resolution Seeking Permission to Advertise for Competitive Bids for the Construction of the Garfield Heights Branch That the Board of Trustees of Cuyahoga County Public Library hereby authorizes the Executive Director, or designee, to advertise for competitive bids for the replacement of the Garfield Heights Branch. 2012-13 Trustee Blakemore moved approval of the Resolution, seconded by Trustee Powers. Following a brief discussion regarding groundbreaking dates, the Resolution was approved as presented by unanimous vote of Board members present. (See pages 28-29). President Varley requested that Board members receive an updated summary of construction projects including the names of construction managers at each location. 6 Page
ULC Update Trustee Adams gave a brief report of ULC activities that took place during ALA s Mid- Winter Conference. ULC is doing a lot to bring about public awareness of the many issues surrounding e-books and public libraries and planning to get legislators involved. Director Feldman responded that the ALA committee she co-chairs is moving at lightning speed to meet with individual publishers to deal with this issue and would welcome the opportunity to work with ULC to bring about positive outcomes. Trustee Adams concluded that being a member of the ULC Board has been a great education. It is exciting to work with people looking globally for the benefit of everyone. She also noted for the record that she travels as a ULC Board member and her travel expenses are covered by ULC. Executive Session President Varley asked for a motion to recess to Executive Session to discuss real estate matters pertaining to Orange and South Euclid-Lyndhurst. 2012-14 Trustee Blakemore moved to recess for an Executive Session, seconded by Trustee Calabrese. Seeing no discussion or objections, the meeting recessed for an Executive Session at 7:11 p.m. by roll-call vote of Board members present. Roll-Call: Yeas: Susan M. Adams; Edward H. Blakemore; Leonard M. Calabrese; Edna Fuentes-Casiano; Dale D. Powers; Robert W. Varley 6. Nays: 0. Reconvene President Varley asked for a motion to reconvene the Meeting. 2012-15 Trustee Adams moved to reconvene the meeting, seconded by Trustee Fuentes- Casiano. Seeing no objections, the meeting reconvened at 8 p.m. by roll-call vote of Board members present. Roll-Call: Yeas: Susan M. Adams; Edward H. Blakemore; Leonard M. Calabrese; Edna Fuentes-Casiano; Dale D. Powers; Robert W. Varley 6. Nays: 0. Adjourn President Varley asked for a motion to adjourn seeing no further pending business under consideration for this meeting. 7 Page
2012-15 Trustee Powers moved to adjourn, seconded by Trustee Adams. Seeing no objections or discussion, the January 24, 2012 meeting of the Cuyahoga County Public Library Board of Trustees adjourned at 8:02 p.m. X Robert W. Varley President X Edward H. Blakemore Secretary 8 Page