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Board of Trustees Meeting CUYAHOGA COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES MEETING Tuesday, July 27, 2021 / 5:00 p.m. Administration Building / 2111 Snow Road, Parma, OH 44134 CUYAHOGA COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES MEETING AGENDA 27 July 2021 ADMINISTRATIVE BUILDING AUDITORIUM 5:00 p.m. TOPIC PAGE# MOTION 1. Call to Order: William Leonard, President ROLL-CALL 2. Approval of Minutes: June 22, 2021 Board Meeting 1-9 ACTION 3. Retiree Recognition 10 INFORMATION 4. Public Comment 5. Report of the Board President INFORMATION 6. Report of the Executive Director 11-22 INFORMATION Robert Rua, Assistant Marketing Director -2020 Online Annual Report 7. Human Resources Report 23-28 ACTION 8. Finance Committee Report: 29-30 Financial Statement Review – Fiscal 2021 – June 31-35 INFORMATION Investments: Fiscal 2021 – June 36 ROLL-CALL Purchase Approval List 37-39 ACTION Gift Report 40 ACTION 9. New Business Resolution to Amend Official Certificate of Estimated 41 ROLL-CALL Resources and Amend Appropriations Resolution to Approve Change Order Number Two for 42-45 ACTION Ozanne Construction Company Relating to the New Construction of the Richmond Heights Branch Library Resolution Seeking Permission to Close the Current 46 Richmond Heights Branch on August 1, 2021 Executive Session ROLL-CALL o Pending or Imminent Court Action 10. Adjourn ACTION 1 CUYAHOGA COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES MEETING MINUTES 22 June 2021 The June 22, 2021, meeting of the Cuyahoga County Public Library Board of Trustees was held at the Cuyahoga County Public Library Administration Building Auditorium, 2111 Snow Road, Parma, Ohio. With a quorum of five (5) Board members present, Acting President DePiero called the meeting to order at 5:00 p.m. Roll-Call: Present: Edward H. Blakemore; Allyn Davies; Dean E. DePiero; Patricia A. Shlonsky; Robert W. Varley – 5. Absent: William J. Leonard; Maria L. Spangler – 2. Also present: Executive Director Tracy Strobel; Deputy Director-Support Services and Fiscal Officer Scott Morgan; Communications & External Relations Director Hallie Rich, Human Resources Director Monique Good, Deputy Director of Public Services Pam Jankowski, and Assistant Finance Director Robert Dolan, Facilities Director Jeffrey Mori, Literacy and Learning Division Director Rebecca Ranallo, Branch Services Director – East Enda Bracken, Technical Services Director Daniel Barden, Assistant Marketing & Communications Director Rob Rua, Development Director Bridget Hawes, and other interested observers. President Leonard in advance of this meeting appointed Trustee DePiero as Acting President for this meeting in his absence. Approval of Minutes: Acting President DePiero asked for a motion to approve the minutes of the May 25, 2021, Board meeting that were sent to the Board members in advance of this meeting. 01-06/2021 Trustee Blakemore moved to approve the minutes, seconded by Trustee Davies. Seeing no corrections, omissions or additions, the minutes of the May 25, 2021, Board Meeting were approved by unanimous vote of the Board members present. Retiree Recognition: Acting President DePiero recognized and thanked Rosa Minniti for her many years of service to Cuyahoga County Public Library (CCPL) and wished her the best on her retirement. Rosa Minniti was not present at the meeting. (See page 181) Amendment to the Agenda: Acting President DePiero requested a motion to approve an amendment to the agenda. Under New Business after the Resolution Authorizing a One-Week Fines and Fees Amnesty Period for Visitors to the New Richmond Heights Branch to make an entry for Resolution Seeking Permission to Close the Library Systemwide on November 11, 2021, for Staff Development Day, and Approve update to the Library’s Hiring Process Background Check Guidelines. 172 | Page 2 02-06/2021 Trustee Blakemore moved to approve, the amendment to the agenda, seconded by Trustee Davies. Seeing no additional discussion, the amendment to the agenda was approved as presented by the Board members present. Public Comment: There was no public comment. Report of the Board President: Acting President DePiero stated he does not have a report this month. Report of the Executive Director: Executive Director Strobel thanked Vice Chair DePiero for accepting role as Acting President this evening. Executive Director Strobel shared an update on branch circulation and visit statistics. When comparing this May’s statistics to last May, in 2020 we are looking great. Looking back to 2019, for a better reality check we have some catching up to do, which is a theme this summer in our external communications. Circulation in May of this year was down 29% over circulation in May 2019. Circulation of digital content in May 2021 was up 21% over May 2019. People over the past 15 -16 months have moved from physical materials that they could not get when our doors were closed to digital materials, and they are continuing with those digital materials. Our physical materials are still very important we circulated 100,000 items in May. Branch visits in May were down 53% over May 2019. Executive Director Strobel mentioned she is sharing this to make sure our Trustees know that we are paying attention to this and aware that there is work to be done and we are doing that work and we will be continuing to do that work to get our numbers where they should be. That significant drop in visits is related to the fact that we are not doing much of in person programming, which brings people through the doors. We credit a very large part of our foot traffic every day to program attendance. As social distancing guidelines begin to relax, we certainly welcome larger audiences back to our branches. We are eager to enjoy programming in person. We are starting to do small programs, and outdoor programs. We want to make sure everyone both staff and customers are comfortable. Director Rich and her team are working on additional strategies to invite our customers back. She is working with WKYC to refresh messaging. There is also a collaboration in the works with United Health Care and the State of Ohio for CCPL to serve as vaccine sites at twelve locations to try and motivate people to come and get their vaccines if they have not yet. CCPL Communications and External Relations (CER), Branches and our Friends groups are collaborating to host a big book sale event here at the Parma-Snow Branch on August 6 & 7. We paused book donations during the pandemic, and we know when we reopen, the used books will pour in beyond what we are able to store in our branches and we will be working in conjunction with 173 | Page 3 shipping and different areas internally to make this event happen. We are excited to have a big book sale that will include programming, food trucks and lots of media promotion and remind people that we are open. We have lots to do here to serve the families and residents and try to get them back into the habit of coming to the library after losing that as part of their daily, weekly, and monthly routine. We will be holding an all-staff development day on November 11. Our new strategic plan and brand identity will be unveiled along with keynote speakers and workshops to help prepare us for our exciting future. A lot of what we are planning and starting to plan for the 100-year anniversary will also be focused on. Bringing people back to the library and providing them with programs and services and resources that motivate them after having gotten out of the library habit. Executive Director Strobel welcomed Monique Good, Human Resources Director and introduced Traci Haynes, Engagement and Diversity, Equity & Inclusion (DEI) Manager to give an update on DEI initiatives. She welcomed Ms. Haynes to CCPL. Director Good stated she and Ms. Haynes will present a very brief overview of where we are and where we are going with our Diversity, Equity & Inclusion initiatives. Director Good reintroduced Ms. Haynes who comes to us with 10 years’ DEI experience and 20 years Employee Engagement experience. Welcome Ms. Haynes to CCPL. Ms. Haynes thanked everyone for welcoming her into the CCPL family. Everyone has been so nice in reaching out to her, and it makes her feel part of the team and she is so grateful to work here. Director Good gave an update on what we have been doing over the past year with regards to Diversity, Equity & Inclusion. We have had some diversity talks. Starting in June, we had Independent Consultant Katherine Hall talking about systemic racism. These talks were open to CCPL Managers and our next step is to open it up to all staff. We have partnered with some people in the community, and they have come in to talk with CCPL Managers and the Managers were able to ask questions. It was very well attended. These talks were very informative and very comfortable for our staff. CCPL partnered with Tri-C and conducted a DEI survey. She shared the overall highest rated items; they were rated from one to five. Director Good commented the highest rated items showed that our employees are happy to be working here at CCPL, and they are very interested and very supportive of our DEI efforts and from the comments they want to see more, and they are looking forward to what we are going to do. In our lowest rated items there was nothing below the middle of the scale, but we know what we must focus on in our diversity strategies. It showed employees are interested in how to move forward in their own career paths. As a result, we are going to focus on expanding our mentorship program, succession planning, and career pathing. Director Good mentioned we have seen slight movement in our demographics from 2020, and we do have a long way to go, but we are moving in the right direction.
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