1428 CLEVELAND PUBLIC LIBRARY Minutes of the Regular Board Meeting November 16, 2018 Trustees Room Louis Stokes Room 12:00 Noon Present: Ms. Butts, Mr. Seifullah, Mr. Corrigan, Ms. Rodriguez, Mr. Hairston, Ms. Washington, Mr. Parker Absent: None Ms. Rodriguez called the meeting to order at 12:11 p.m. Approval of the Minutes REGULAR BOARD MEETING Ms. Rodriguez moved approval the Regular Board Meeting OF 10/18/18; AND of 10/18/18 and Joint Finance & Human Resources JOINT FINANCE & Committee Meeting of 10/16/18. Ms. Butts seconded the HUMAN motion, which passed unanimously by roll call vote. RESOURCES COMMITTEE COMMUNICATIONS MEETING OF 10/16/18 Director Thomas stated that there were no communications Approved to be acknowledged. Jeremiah Swetel, Chief Operating Officer, stated that last week the Library received the Energy Project of the Year award by the Association of Energy Engineers for the energy conversion project that completed last year. The Library switched from electric to hydronic energy. Tim Janos, one of the consultants that the Library has used over the years is a member of the AEE Chapter and nominated that Library for this award. In response to Ms. Butts’ inquiry, Mr. Swetel explained that hydronics is the use of a liquid heat-transfer medium in heating and cooling systems. Mr. Corrigan asked if the Library realized a savings as a result of the switch. Mr. Swetel stated that this switch has saved the Library a significant amount of money on energy bills. 1429 Carrie Krenicky, Chief Financial Officer, stated that the electricity did not kick in fully until the end of last year. Mr. Swetel explained that although the award was for 2016, results were studied in 2017. Director Thomas also announced that the Library will be receiving the Legacy of Justice Award at the 2018 Legal Aid Annual Luncheon on Monday, November 19, 2018. The Board will be invited to attend. Finally, Director Thomas announced that for the fourth consecutive year, Cleveland Public Library received a 5- Star Library designation by the Library Journal Index of Public Library Service. MOTION TO TEMPORARILY SUSPEND THE REGULATIONS MOTION TO Ms. Rodriguez stated that because of schedule conflicts, TEMPORARILY SUSPEND THE there was no Finance Committee Meeting on Tuesday, REGULATIONS November 13, 2018 and moved to temporarily suspend the Approved Regulations of the Board of Trustees in Article IX and X requiring referral of resolutions to committees, to consider the following resolutions. Mr. Corrigan seconded the motion, which passed unanimously by roll call vote. FINANCE COMMITTEE REPORT Mr. Seifullah presented the following report. RESOLUTION Resolution to Accept Gifts for the Month of October TO ACCEPT GIFTS FOR (See page 1495) THE MONTH OF OCTOBER 2018 Mr. Seifullah moved approval of the following Approved resolution. Mr. Corrigan seconded the motion, which passed unanimously by roll call vote. WHEREAS, The Board receives gifts of moneys and library services materials from generous citizens from time to time; and 1430 WHEREAS, Attached to this Resolution are the Gift Reports itemizing the gifts received by the Library for the month of October of 2018; now therefore be it RESOLVED, That the gifts described in the Gift Report for October of 2018 be accepted upon the conditions connected with said gifts in accordance with Section 3375.40(K) of the Ohio Revised Code. EIGHTH Eighth Amendment to the Year 2018 Appropriation AMENDMENT TO THE YEAR 2018 (See pages 1496-1501) APPROPRIATION Approved Mr. Seifullah moved approval of the following resolution. Mr. Parker seconded the motion, which passed unanimously by roll call vote. WHEREAS, Ohio Revised Code Section 5705.40 provides for the amendment of an appropriation measure when necessary; and WHEREAS, It is now deemed necessary to amend the Year 2018 Appropriation Measure, which complies with the Amended Official Certificate of Estimated Resources received from the Cuyahoga County Budget Commission dated November 7, 2018; and WHEREAS, The aggregate of all appropriation classifications does not exceed the total amount submitted to the Cuyahoga County Budget Commission; now therefore be it RESOLVED, That the sums indicated on the attached Eighth Amendment to the Year 2018 Appropriation Schedule be approved. Resolution Requesting Tax Advance Mr. Seifullah moved approval of the following resolution. Mr. Corrigan seconded the motion, which passed unanimously by roll call vote. WHEREAS, Ohio Revised Code Section 321.34 authorizes the Board of Library Trustees to request that the Cuyahoga County Fiscal Officer advance tax funds to the Cleveland Public Library prior to regular settlement dates in order for the Library to meet current expenses; now therefore be it 1431 RESOLVED, That the Board of Library Trustees requests that the Cuyahoga County Fiscal Officer advance any tax funds that may be made available to the Library prior to the regular settlement dates during fiscal 2019. Mr. Corrigan stated that during his years on the Board, the Library has never had a problem either having the County not granting the tax advance or a problem in terms of the distribution. Carrie Krenicky, Chief Financial Officer, stated that it is a requirement that the Board pass a resolution. Mr. Corrigan stated that this is a formality that provides the Library with cash flow that it would not otherwise have. RESOLUTION TO Resolution to Accept Gift from Amazon for STREAM ACCEPT GIFT Programming FROM AMAZON FOR STREAM Mr. Seifullah moved approval of the following PROGRAMMING resolution. Mr. Corrigan seconded the motion, which Approved passed unanimously by roll call vote. WHEREAS, Congresswoman Marcia L. Fudge hosted the second annual Northeast Ohio Science, Technology, Recreation, Engineering, Arts, and Mathematics (NEOSTREAM) Conference in October 2018; and WHEREAS, Over the course of three days, students, educators, community members and executives participated in innovative workshops, hands-on demonstrations, and tailored lectures; and WHEREAS, As a participant in the NEOSTREAM Conference, Cleveland Public Library was contacted by Amazon to be the recipient of a product donation and a monetary gift resulting from their participation in this event; and WHEREAS, Amazon made a donation of 10 Kindles, 10 Spheros (coding robots), and a $15,000 grant for STREAM programming to Cleveland Public Library; now therefore be it RESOLVED, That the Cleveland Public Library Board of Trustees, pursuant to the authority set forth in R.C. §3375.40(K), hereby accepts a gift from Amazon, in the amount of $15,000; and be it further 1432 RESOLVED, That the Executive Director, CEO, or his designee, is authorized to enter into and execute such agreements and instruments as may be necessary or appropriate to effectuate the terms and conditions of the Grant and this Resolution, which agreements and instruments shall be subject to the approval of the Library’s Chief Legal Officer. Director Thomas asked for an explanation of why the kindles would not be categorized to accept as a gift also; maybe because they’re equipment and not money. Carrie Krenicky, Chief Financial Officer, stated that the kindles are accepted as a donation and entered into the Library’s asset system at fair market value and will be reported in the gift report once received as non- monetary gifts. Ms. Butts asked how the robots would be purposed. Director Thomas stated that since we have the Best Buy Teen Tech Center on the west side, we are looking for an east side branch to house the robots and kindles as well as designate the $15,000 grant to that branch once it has been decided. Thank you letters will be sent to Mr. Hairston and Congresswoman Marcia Fudge for their support in securing this gift for the Library. Resolution to Purchase Computer Hardware and RESOLUTION TO Professional Services from Business Smarts PURCHASE COMPUTER (See pages 1506-1512) HARDWARE AND PROFESSIONAL SERVICES FROM Mr. Seifullah moved approval of the following BUSINESS resolution. Mr. Parker seconded the motion, which SMARTS passed unanimously by roll call vote. Approved WHEREAS, Innovating for efficient and sustainable operations is a strategic priority, and the Library Administration has determined that it is in the Library’s best interest to replace the Library’s aging servers with new blade servers to be installed in the State of Ohio Computer Center in Columbus; and WHEREAS, In order for the operations of the Library to perform efficiently, staff workstations also have to be replaced and upgraded in a timely manner; and 1433 WHEREAS, The IT/CLEVNET Department sought proposals from three vendors for the purchase and installation of new servers and for new staff workstations and received the following: For 6 Blade Servers and Relocation to SOCC Business Smarts $138,943.66 CDW-G $154,924.85 Hewlett Packard Enterprise $186,065.00 For 100 Staff All-In-One Desktop Computers Business Smarts $95,100.00 CDW-G $95,300.00 HP Public Sector Online Store $98,406.00 Now therefore be it RESOLVED, That the Board of Trustees authorizes the Executive Director, CEO, or his designee, to purchase from Business Smarts six (6) blade servers plus associated hardware and support and installation services at a total cost of $138,943.66, with the expenditure being charged to the General Fund Accounts 13010053-53710 (Professional Services) and 13010055-55530 (Computer Hardware), and one hundred (100) all-in-one desktop computers for CPL staff at a cost of $951.00 each for a total cost of $95,100.00, with the expenditure being charged to the General Fund Account 13010055-55530 (Computer Hardware). Mr. Corrigan stated that Business Smarts was a regular vendor of the Library and noted that Business Smarts beat Hewlett Packard’s price. Mr. Corrigan thanked management and staff in the IT Department to ensure that a good relationship with RESOLUTION Business Smarts continues.