CUYAHOGA COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES’ MEETING Tuesday, January 26, 2021 / 5:00 p.m. Virtual Meeting CUYAHOGA COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES MEETING AGENDA 26 January 2021 REMOTE CONFERENCE CALL MEETING 5:00 p.m. TOPIC PAGE# MOTION 1. Call to Order: William Leonard, President ROLL-CALL 2. Election of Officers: Presentation of Slate ACTION 3. Resolution to Appoint Fiscal Officer & Deputy 1 ACTION Fiscal Officer Oath of Office – Fiscal Officer 2 Oath of Office – Deputy Fiscal Officer 3 4. Approval of Minutes: December 15, 2020 Board 4-12 ACTION Meeting 5. Retiree Recognition 13-16 INFORMATION 6. Report of the Board President INFORMATION 7. Report of the Executive Director 17-28 INFORMATION Food Distribution Overview 8. Human Resources Report 29-34 ACTION 9. Finance Committee Report: 35-37 Financial Statement Review – Fiscal 2020 – 38-42 INFORMATION December Investments: Fiscal 2020 – December 43 ROLL-CALL Purchase Approval List 44 ACTION Gift Report 45 ACTION Voucher List Review 46-47 INFORMATION 10. New Business Resolution Authorizing the Library to Accept 49-50 ACTION Guaranteed Maximum Pricing Relating to the New Construction of the Bay Village Branch Library Located in the City of Bay Village Amendment to Resolution Authorizing the Library 51-52 ACTION to Enter into an Agreement with Donley’s Independence, LLC., for Construction Management at Risk Services Relating to the New Construction of the Bay Village Branch Library Located in the City of Bay Village Resolution to Revise Cuyahoga County Public 53-58 ACTION Library Credit Card Policy Resolution for the Cuyahoga County Public Library 59-62 ACTION to Adopt Second Amendment to the Cuyahoga County Public Library Salary Redirection Plan Resolution Authorizing Executive Director to 63 ACTION Amend the Borrowing Policies: Loan Limits and Loan Periods 11. Adjourn ACTION 1 Cuyahoga County Public Library – Resolution to Appoint Fiscal Officer and Deputy Fiscal Officer WHEREAS, the Board of Trustees must appoint a Fiscal Officer for a one-year term under ORC Sec. 3375.32, and; WHEREAS, it is now necessary to appoint the Fiscal Officer to serve for that one-year term which shall begin with the appointment at the Board Meeting of January 26, 2021, and; WHEREAS, the Board of Trustees will also appoint a Deputy Fiscal Officer to serve for the same term. NOW, THEREFORE BE IT RESOLVED, that the Board of Trustees of Cuyahoga County Public Library hereby appoints Scott A. Morgan as Fiscal Officer and Robert W. Dolan as Deputy Fiscal Officer for one-year terms beginning January 26, 2021. Approved 26 January 2021 X________________________ William J. Leonard President X_______________________ Allyn Davies Secretary 2 Cuyahoga County Public Library – Oath of Office Fiscal Officer I, Scott A. Morgan, do solemnly swear that I will support the Constitution of the United States and the Constitution of the State of Ohio; that I will faithfully and impartially discharge my duties as Fiscal Officer of the Cuyahoga County Public Library, Cuyahoga County, Ohio to the best of my ability and in accordance with the laws now in effect and hereafter to be enacted during my term in office. X Scott A. Morgan Date: January 26, 2021 3 Cuyahoga County Public Library – Oath of Office – Deputy Fiscal Officer I, Robert W. Dolan, do solemnly swear that I will support the Constitution of the United States and the Constitution of the State of Ohio; that I will faithfully and impartially discharge my duties as Deputy Fiscal Officer of the Cuyahoga County Public Library, Cuyahoga County, Ohio to the best of my ability and in accordance with the laws now in effect and hereafter to be enacted during my term in office. X Robert W. Dolan Date: January 26, 2021 4 CUYAHOGA COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES MEETING MINUTES 15 December 2020 The December 15, 2020 meeting of the Cuyahoga County Public Library Board of Trustees was held remotely. With a quorum of seven (7) Board members present, President Leonard called the meeting to order at 5:00 p.m. Roll-Call: Present: Edward H. Blakemore; Allyn Davies; Dean E. DePiero; William J. Leonard; Patricia A. Shlonsky; Maria L. Spangler; Robert W. Varley – 7 Absent: - 0. Also present: Executive Director Tracy Strobel; Deputy Director-Support Services and Fiscal Officer Scott Morgan; Human Resources Director Monique Good, Deputy Director of Public Services Pam Jankowski, and Assistant Finance Director Robert Dolan, Approval of Minutes: President Leonard asked for a motion to approve the minutes of the November 17, 2020 Board meeting that were sent to the Board members in advance of this meeting. 01-12/2020 Trustee Spangler moved to approve the minutes, seconded by Trustee Varley. Seeing no corrections, omissions or additions, the minutes of the November 17, 2020 Board Meeting were approved by unanimous vote of the Board members present. Retiree Recognition: President Leonard recognized and thanked Kathleen Harrison, Avril McInally, Sharon Razek, and Rose Rini for their many years of service to Cuyahoga County Public Library (CCPL) and wished them all the best on their retirement. This meeting was held remotely, and none of the retirees participated in the meeting. (See pages 300-303) Report of the Board President: President Leonard acknowledged that 2020 was a very unusual and challenging year. We have gone through three major key events. One is the on-boarding and hiring of a new Executive Director, passing a levy, and COVID-19 impacting our business. President Leonard is happy to say we have thrived through all that and have come out stronger. Executive Director Strobel has done a terrific job of keeping things going. Our levy passed with great voter support in the community which is awesome. We have also managed to continue to provide service to constituents through these very difficult times. He thanked Executive Director Strobel and her Leadership Team for an unbelievable year despite everything that was thrown at us. President Leonard stated Trustee Varley has chaired the Nominating Committee and the following have accepted nominations to board leadership positions for the upcoming fiscal year. Trustee Leonard to fill the role of President, Trustee DePiero to fill the role of Vice President, Trustee Davies to fill the role of Secretary. The official vote will be at the January 2021 organization meeting. 291 | Page 5 Report of the Executive Director: Executive Director Strobel thanked President Leonard for the kind and supportive words. She extended happy holiday wishes to the Board and to everyone watching this evening. She stated in November, our big news was the passing of Issue 70, which strengthened our financial future for years to come. Executive Director Strobel shared for the 11th consecutive year, the Cuyahoga County Public Library was named a “five star” system by Library Journal, again we have the highest score among our large library peers. It was very gratifying to be lauded for this achievement in both traditional and social media for the past week. Executive Director Strobel acknowledged the nineteen staff members who have tested positive for COVID-19. Two thirds of these occurred during the fall surge that we are still in and the severity of these cases has varied widely. We wish each of them, our best as they return to good health. She gave thanks to the Human Resources Team led by Director Good and the Facilities Team led by Director Mori and our staff who responds to the positive reports of COVID-19. Executive Director Strobel acknowledged and thanked an unsung hero from our Human Resources Division, Lisa Keefer, CCPL Human Resources Coordinator. She is the expert when it comes to all the acronyms like FMLA and ADA and FFCRA. She has been incredibly busy helping connect people who are sick, caring for loved ones who are sick and those juggling with dependent care while, kids are home with remote schooling. She connects them with the benefits they need and helps them navigate all the complexities involved with those benefits. If any of us had a nickel for every time we said, “I don't know call Lisa about that” we would have never had to go to the ballot in November we could have just lived off those nickels for years to come. Executive Director Strobel commented she wanted the record to show that Ms. Keefer’s expertise, her efficiency, compassion and her hard work and dedication are appreciated by herself, and all her colleagues and by the Board. Executive Director Strobel gave highlights on the creativity and the breadth of programming taking place in the branches even with our doors closed to walk in traffic at this time. The amount of reimagining of what we traditionally do has truly been impressive. Our staff have been busy creating and sharing videos like outdoor story walks, take and make crafts, our new personalized pic service has been very popular. We have been doing curbside printing and faxing, virtual homework help, and virtual school visits through Zoom. It has been terrific how people have stepped up and been so resilient and especially so creative. Executive Director Strobel introduced Robert Rua, CCPL Assistant Marketing Director to share more details about some of our virtual programming and customer engagement efforts during these unique times. Assistant Director Rua thanked everyone for this opportunity this evening. He stated we have come a long way since the initial onset of the pandemic in March, which made it necessary to cancel hundreds of in person programs. Assistant Director Rua is proud of how quickly our organization pivoted to virtual content to keep our customers engaged, informed, and entertained. Aside from a few exceptions, we have not been able to hold in person programming, but from a virtual content standpoint, we have had a very active year.