1272 CLEVELAND PUBLIC LIBRARY Minutes of the Regular Board Meeting October 18, 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 OF Ms. Rodriguez moved approval of the Regular Board 9/20/18; AND JOINT Meeting of 9/20/18 and Joint Finance & Community FINANCE & Services Committee Meeting of 9/18/18. Mr. Corrigan COMMUNITY seconded the motion, which passed unanimously by roll SERVICES call vote. COMMITTEE MEETING OF COMMUNICATIONS 09/18/18 Approved Director Thomas stated that there were no communications to be acknowledged. Ms. Rodriguez acknowledged Steve Katonovic who spoke on the importance of students studying history so that mistakes of the past are not repeated in the future. Mr. Katonovic also shared his views on accelerated hand dryers and the level of noise they cause at the Library. Ms. Rodriguez thanked Mr. Katonovic for his comments and stated that his recommendation would be taken into consideration. Ms. Rodriguez acknowledge Reverend Pamela Pinkney Butts who: (1) shared information on the mark system and mass incarceration; (2) requested that the Library consider debit/credit machines in the Public Administration Library in City Hall; (3) publicized books that she has authored; and (4) expressed interested in participating in the Library’s Writers and Readers Series. 1273 FINANCE COMMITTEE REPORT Mr. Seifullah presented the following report. RESOLUTION TO Resolution to Accept Gifts for the Month of September ACCEPT GIFTS FOR THE MONTH (See page 1329) OF SEPTEMBER 2018 Mr. Seifullah moved approval of the following Approved resolution. Mr. Parker 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 WHEREAS, Attached to this Resolution are the Gift Reports itemizing the gifts received by the Library for the month of September of 2018; now therefore be it RESOLVED, That the gifts described in the Gift Report for September of 2018 be accepted upon the conditions connected with said gifts in accordance with Section 3375.40(K) of the Ohio Revised Code. SEVENTH AMENDMENT TO Seventh Amendment to the Year 2018 Appropriation THE YEAR 2018 APPROPRIATION (See pages 1330-1335) Approved 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 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 October 12, 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 1274 RESOLVED, That the sums indicated on the attached Seventh Amendment to the Year 2018 Appropriation Schedule be approved. Resolution to Accept Grant from Huntington Bank through RESOLUTION TO the Cleveland Public Library Foundation for Mobile ACCEPT GRANT HotSpot Lending Program FROM HUNTINGTON Mr. Seifullah moved approval of the following BANK THROUGH resolution. Ms. Butts seconded the motion, which passed THE CLEVELAND unanimously by roll call vote. PUBLIC LIBRARY FOUNDATION WHEREAS, The Cleveland Foundation began a digital FOR MOBILE inclusion initiative in 2017 to close the digital divide HOTSPOT LENDING in Northeast Ohio with a goal to provide education, PROGRAM advocacy and awareness support to help more lower-income Approved people have access to technology; and WHEREAS, The Cleveland Public Library was invited to apply for a grant as part of this initiative to establish an internet hotspot lending program; and WHEREAS, The Cleveland Foundation made a grant to the Cleveland Public Library in June 2018 to implement a mobile hotspot lending program; and helped to secure an additional $50,000 gift from Huntington Bank to allow all 27 Cleveland Public Library branches and the Main Library to offer this service, now therefore be it, RESOLVED, The Cleveland Public Library Board of Trustees, pursuant to the authority set forth in R.C. §3375.40(K), hereby accepts a grant from Huntington Bank through the Cleveland Public Library Foundation, in the amount of $50,000; be it further 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, including those in excess of $25,000.00, 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. Mr. Parked stated that this initiative is very important as well as the Library’s participation. There are many households in the community that will benefit. 1275 CJ Lynce, Manager, TechCentral, displayed a HotSpot for Board Trustees and was available to answer any questions Trustees may have had. Mr. Corrigan stated that at the last Board Meeting, Trustees amended the Fines and Fees Schedule to recover lost or stolen HotSpot devices. RESOLUTION TO Resolution to Renew Agreement with Integrated Precision RENEW Systems, Inc. for Maintenance of People Counting AGREEMENT Hardware, Software And Firmware WITH INTEGRATED (See page 1336) PRECISION SYSTEMS, INC. Mr. Seifullah moved approval of the following FOR MAINTENANCE resolution. Ms. Butts seconded the motion, which passed OF PEOPLE unanimously by roll call vote. COUNTING HARDWARE, WHEREAS, On November 21, 2013, the Board of Library SOFTWARE AND Trustees authorized the Executive Director, CEO or his FIRMWARE designee, to enter into an agreement with Integrated Approved Precision Systems Inc. for maintenance services for the Library’s people counting hardware, software, and firmware, in the amount of $30,000 the first year with a 5% increase each year for a period of up to five (5) years, with the option of terminating the agreement after three (3) years; and WHEREAS, The service agreement automatically renewed in 2014, 2015, and 2016 with the annual service fee increasing 5% each year. The service fee also increased by $1,837.50 and $1,480.00 in years 2015 and 2016, respectively, due to the Library’s purchase of four additional orbit people counters over that two year period; and WHEREAS, The total cost of the service agreement for maintenance of people counting software, hardware, and firmware for years 2017 and 2018 was $38,138.13 and $40,045.04, respectively; and WHEREAS, The Department of Information Technology recommends renewing the maintenance agreement for the period of November 15, 2018 through November 14, 2019 for one year at a cost of $42,047.29; now therefore be it 1276 RESOLVED, That the Board of Trustees of the Cleveland Public Library hereby authorizes the Executive Director, CEO or his designee, to enter into an addendum to the agreement with Integrated Precision Systems Inc. to renew maintenance services for the Library’s people counting hardware, software, and firmware for an additional year for a total amount of $42,047.29, and to further renew the agreement for subsequent terms of one year provided that the annual increase in cost does not exceed 5%, subject to approval of the Chief Legal Officer, with the expenditure being charged to 13010053- 53360 (Computer Maintenance). Resolution Authorizing the Cleveland Public Library to RESOLUTION Enter into a Governance Agreement for Say Yes to AUTHORIZING Education Cleveland THE CLEVELAND PUBLIC (See pages 1337-1357) LIBRARY TO ENTER INTO A Mr. Seifullah moved approval of the following GOVERNANCE resolution. Mr. Hairston seconded the motion, which AGREEMENT passed unanimously by roll call vote. FOR SAY YES TO EDUCATION WHEREAS, SAY YES TO EDUCATION CLEVELAND (“SAY YES”) is CLEVELAND an initiative launched by Say Yes to Education, Inc., a Approved nonprofit corporation based in New York City, which is designed to increase post-secondary education completion rates for students by addressing barriers to student success while they attend public schools, and providing financial support for secondary education; and WHEREAS, The success of SAY YES depends upon the support and participation of community partners and stakeholders to cooperate in the planning, designing, financing, and implementation of the program, as has been demonstrated in other communities including Buffalo and Syracuse, New York, and Guilford County, North Carolina; and WHEREAS, The City of Cleveland, Cuyahoga County, Cleveland Municipal School District, The Cleveland Council of Administrators and Supervisors, the Cleveland Teachers Union, and the Cleveland Public Library are each dedicated to improving student outcomes in the Cleveland Municipal Schools, and, thus, entered into a Memorandum of Understanding in March of 2018 with Say 1277 Yes to Education, Inc., to memorialize their commitment to bringing this program to Cleveland, and signifying their agreement to the core principles of SAY YES; and WHEREAS, Say Yes to Education, Inc. has drafted a Governance Agreement that it has asked all the community members that signed the Memorandum of Understanding to enter into, which sets forth the obligations of the parties,