MINUTES OF REGULAR MEETING
BOARD OF TRUSTEES
CLEVELAND HEIGHTS-UNIVERSITY HEIGHTS PUBLIC LIBRARY
January 23, 2006
The regular meeting of the Board of Trustees of the Cleveland Heights-University Heights Public Library was held at Taylor Academy on Monday, January 23, 2006, at 7:30 p.m.
Present: Vice President Janssen presiding and Board members Batcheller, Blake, Moss, Silverman, Storhm, Wims.
Also present: Director/Clerk Wood; Cathy Hakala-Ausperk, Deputy Director; James Teknipp, Business Manager; YoLonda Stiggers, Staff Association; Heidi Passow, Friends; Anne McFarland, League of Women Voters, Chris Peer, Mark Averbach, Barbara Hill-Newby and Joyce Casey, Dobama Theatre; Julie Criscione, Project Management Consultants; Nick Bobulsky, The Albert M. Higley Company; members of the Administrative Support Team; community residents.
CERTIFICATION OF NOTIFICATION
The Clerk certified that notification of the regular meeting of the Board of Library Trustees had been made.
MINUTES
The minutes of the regular meeting of December 19, 2005, having been mailed to the members, by unanimous consent, were approved as printed.
ELECTION OF OFFICERS
RESOLUTION NO. 01-06
Mr. Batcheller, Chair, Nominations Committee, noted that the Nominating Committee recommends the following slate of officers for 2006:
Susan Janssen, President
William Batcheller, Vice President
Gerald Blake, Secretary
BE IT RESOLVED: that the following slate of officers be elected for 2006: Susan Janssen, President; William Batcheller, Vice President; and Gerald Blake, Secretary.
Mr. Batcheller moved and Ms. Moss seconded that Resolution No. 01-06 be adopted. All voted aye. Motion carried.
The Board of Trustees for the year 2006 is as follows:
Name Office Term Expires
Susan Janssen President 2006
William Batcheller Vice President 2007
Gerald Blake Secretary 2008
Eric Silverman 2009
John Storhm 2010
Linda Wims 2011
Esther Moss 2012
ELECTION OF CLERKS
RESOLUTION NO. 02-06
Ms. Janssen, Chair, Operations Committee, reported that at the annual organizational meeting of the Board of Library Trustees each year, it is required that the Clerk and Deputy Clerk of the Board be elected and the terms of their office stated in the minutes, including their salaries and the amount of their bonds. It is recommended that the Director be appointed Clerk of the Board and the Business Manager be appointed Deputy Clerk.
As in the past the Director’s automobile is leased and insured by the library. The Director pays all other expenses including mileage.
BE IT RESOLVED: that Stephen Wood be appointed Clerk of the Board at the annual salary of $113,898.00, and James Teknipp be appointed Deputy Clerk at the annual salary of $61,731.00, which includes a special payment of $2,000.00, and that the terms of their office be from January 23, 2006 until the organizational meeting of the Board in 2007, and that the amount of their bonds be authorized in the amount of $100,000.00 each; and
BE IT FURTHER RESOLVED that the annual salary of the Deputy Director shall be $76,484.00.
Ms. Janssen moved and Mr. Storhm seconded that Resolution No. 02-06 be adopted. Roll call resulted: ayes: Mr. Batcheller, Mr. Blake, Mr. Silverman, Mr. Storhm, Ms. Wims, Ms. Moss, Ms. Janssen; nays: none. Motion carried.
The Director noted that last year, the Board requested that the bonds for the Clerk and Deputy Clerk be increased to $100,000 each.
OATH OF OFFICE
Ms. Janssen reported that, according to Section 117.01 of the Ohio Revised Code, members of a board of library trustees are considered “public officials” and as such, must take an oath of office that covers their full term in that office. This requirement for newly seated Board members, which also includes the Clerk and Deputy Clerk since they have just been elected to new terms, takes place as part of the Board’s organizational meeting each year. Persons authorized to administer oaths include elected officials and notaries public.
Ms. Marotta, Human Resources Coordinator, is a Notary Public and administered the following oath to Ms. Moss, Mr. Teknipp and Mr. Wood:
BOARD MEMBER
Ms. Marotta addressed Ms. Moss. “Do you solemnly swear (or affirm) that you will support the Constitution of the United States and the constitution of the state of Ohio; and that you will faithfully and impartially discharge your duties as a member or Clerk of the Board of Trustees of the Cleveland Heights–University Heights Public Library, Cuyahoga County, Ohio to the best of your ability, and in accordance with the laws now in effect and hereinafter to be enacted, during your term of office?” Ms. Moss responded, “I do.”
CLERK
Ms. Marotta addressed Mr. Wood. “Do you solemnly swear (or affirm) that you will support the Constitution of the United States and the constitution of the state of Ohio; and that you will faithfully and impartially discharge your duties as a member or Clerk of the Board of Trustees of the Cleveland Heights–University Heights Public Library, Cuyahoga County, Ohio to the best of your ability, and in accordance with the laws now in effect and hereinafter to be enacted, during your term of office?” Mr. Wood responded, “I do.”
DEPUTY CLERK
Ms. Marotta addressed Mr. Teknipp. “Do you solemnly swear (or affirm) that you will support the Constitution of the United States and the constitution of the state of Ohio; and that you will faithfully and impartially discharge your duties as a member or Clerk of the Board of Trustees of the Cleveland Heights–University Heights Public Library, Cuyahoga County, Ohio to the best of your ability, and in accordance with the laws now in effect and hereinafter to be enacted, during your term of office?” Mr. Teknipp responded, “I do.”
COMMENTS FROM THE AUDIENCE
Mr. Wood introduced YoLonda Stiggers, newly elected President of the library’s Staff Association.
DOBAMA THEATRE – STATUS REPORT
The Director introduced Chris Peer, Treasurer of the Board of Dobama Theatre, who, in turn, introduced fellow Board members Mark Averbach, and Barbara Hill-Newby and Artistic Director Joyce Casey. His presentation stressed board development, Dobama’s overall vision and their upcoming capital campaign to renovate their space in the Arts Center and to put Dobama on an even financial footing. He noted that the Dobama Board, finally made up of professionals truly interested in moving Dobama forward, was in the process of hiring a consultant to help them with their capital campaign.
Mr. Storhm asked when Mr. Peer thought Dobama would be ready to move into the Arts Center space. Mr. Peer responded that it is contingent upon successful fundraising, but the goal is fall of 2007. Mr. Silverman asked about the cost to make the space in the Arts Center usable by Dobama. Mr. Peer responded that that was truly unknown at this time because their architect must redo much of his earlier work on this project. Ms. Casey did note that several years ago the estimate was between $1.5 and $2 million.
Mr. Silverman asked how much money has been raised at this point. Mr. Peer responded that they really can’t say but they do have funding to secure a consultant to assist with the necessary fundraising. Mr. Silverman further asked how long the Board of Library Trustees should hold the space open for Dobama beyond the 2007-2008 season. Mr. Peer assured him that the lines of communication would be kept open. A fundraising consultant should be hired this spring so the library should see positive movement following that.
FINANCIAL REPORTS
Since no amendments were made to the Financial Statements for the period ending December 31, 2005, as previously mailed to the members, these reports are considered approved pending audit and the originals thereof are appended to the minutes of this meeting.
ENCUMBRANCES, 2005
AUTHORIZATION TO PAY IN 2006
RESOLUTION NO. 03-06
BE IT RESOLVED: that the encumbrances, as shown on the December 31, 2005 Statements of Expenditures for the General Fund; Bauer Staff Development Appropriations Fund; Deaf Society Fund; Tribute Book Fund; Building and Repair Fund; Technology Fund; and Renovation Fund; as appended to these Minutes, be added to and made part of, the 2006 Appropriations in the appropriate Funds and Categories.
Ms. Janssen moved and Ms. Moss seconded that Resolution No. 03-06 be adopted. Roll call resulted: ayes: Mr. Batcheller, Mr. Blake, Mr. Silverman, Mr. Storhm, Ms. Wims, Ms. Moss, Ms. Janssen; nays: none. Motion carried.
MAIN LIBRARY RENOVATION
STATUS REPORT
Julie Criscione, Project Management Consultants, presented the tenth renovation report to the Board. It is attached to these Minutes. She reported that the walkway’s ceiling and decking are in place and that the buildings’ curtain wall steel, supporting large areas of glass, will be installed shortly. Many windows have been set in place and more will be arriving this week or next. As has been reported before, the main focus is to get the building enclosed since the gas line is installed ready for heating. Wall studding is almost complete in both buildings and we are about 40% complete with both the electrical and mechanical work.
Mr. Silverman asked how far we are behind. Mr. Bobulsky, The Albert M. Higley Company, indicated that we are still about a month behind. Receiving a large glass shipment will certainly help. Mr. Silverman also asked if we were having continuing moisture on the roof. Mr. Bobulsky responded that it is only in the old roof that is being removed so that it is not a problem.
CHANGE ORDER #11
RESOLUTION NO. 04-06
Ms. Janssen reported that the following changes to the original renovation budget amount are brought to the Board at this time:
Arts Center—Replace Sump Pump (Existing sump pump for pool is no longer $21,500.00
functioning. It must be replaced to keep the area dry.)
Revised Roof Storm Drains (Two roof drains weren’t located where shown 21,086.00
on the existing library drawings and others had to be replaced because
of deterioration.)
Second floor Mechanical Room Openings (Existing drawings showed one 2,421.00
large opening for ductwork when, in fact, there were a number of smaller
openings so ductwork had to be redesigned.)
Front Entrance of Library (Structural steel included in architectural drawings 12,675.00
but it didn’t match the structural drawings that workmen built from. Steel
needed to be added.)
Sprinkler System Retest (Transfer of cost between contractors.) 0
Changes to Walkway Ramp (New concrete ramp leading to walkway needed 1,062.00
to be cut down to fit walkway. Cost split with contractor.)
South End of Library—Demo for Lentils (Space above windows needed to be 4,969.00
created to install lentil to support brick façade.)
Additional Demolition at YMCA Pool (New HVAC equipment is being installed 1,132.00
in the old pump room. Existing holds for ductwork had to be enlarged.)
Double Door into Theatre (Single door planned. Director asked for change.) 2,325.00
Arts Center—Rebuilding 2nd Floor South Wall of North Wing (Existing 14,873.00
structure was unsound and had to be demolished.)
AV Area Window (Window cut in but existing drain found that was not on 500.00
the existing library drawings. The window had to be filled in.)
Roof at Main Library Cooling Tower (Because of existing conditions, some of 1,038.00
roof at the cooling tower had to be rebuilt.)
Former YMCA Roof Repair (When the south wall of the north wing was 2,239.00
demo’ed, some roof was destroyed at the stairwell. It needed to be replaced.)
TOTAL: $85,820.00
BE IT RESOLVED that the Board of Library Trustees accept Change Order #11, as described, in an amount not to exceed $85,820.00, a Building and Repair Fund expenditure.
Ms. Janssen moved and Mr. Silverman seconded that Resolution No. 04-06 be adopted. Roll call resulted: ayes: Mr. Batcheller, Mr. Blake, Mr. Silverman, Mr. Storhm, Ms. Wims, Ms. Moss, Ms. Janssen; nays: none. Motion carried.
MAIN LIBRARY DATALINE INSTALLATION
RESOLUTION NO. 05-06
Ms. Janssen reported that Interconnect Cabling Network Services (ICNS) has performed all the dataline installation for our buildings since we began wiring computers many years ago. We have found them to be extremely efficient, knowledgeable and very economical. That’s why we asked them to prepare the renovation’s design and estimate for the installation of data and telephone lines, and all the wiring for the security system. We are very comfortable with the work that ICNS will do for us.
Data and telephone lines, category 6 quality, will be installed throughout both buildings. Fiber optic and copper backbones will be installed from the 2nd floor of the Main Library to the basement, for data and telephones respectively. Another fiber optic cable will be installed from the old “telephone room” in the basement to our Information Technology (IT) Department on the same floor. A third fiber optic cable will be installed from the Community Office (computer center) in the Arts Center to the IT Department in the basement of the Main Library. This link is not strictly needed but it builds in redundancy should anything happen to the cable Adelphia plans to install at the Arts Center.
Patch panels will be installed on all floors so that data and telephone lines may be connected appropriately. Since we are using the same type of cable throughout, we have a great deal of flexibility. A total of 131 individual cables will be installed in both buildings, including those for the wireless hubs being installed on all floors.
ICNS is installing all the wiring for the security system as well. Details for this appear in the information about the security system, which is the next item on the Board’s agenda.
Costs for the complete installation of all data and telephone and security wiring is $64,490.00 although the Director asks that we encumber $68,000.00 to ensure that money is available should any additional work be needed. For example, because of some other internal communications systems we are investigating, we find that we should install wireless hubs in the basement as well. That would be additional work. Money is available in the Technology Fund to cover this expenditure.
Mr. Storhm asked about the budget overage represented by this Resolution and the one following. The Director responded that together they totaled $118,000 but that only $100,000 had been budgeted. He noted that the scope of the work, especially for the wiring, had dramatically increased and that any overage must be taken from the soft cost contingency. He also noted that it might be prudent to increase the overall budget by increasing the amount available for contingencies.
BE IT RESOLVED that the Clerk be authorized to enter into a contract with Interconnect Cabling Network Services (ICNS) for the installation of all data, telephone and security wiring needed for the Main Library renovation in an amount not to exceed $68,000.00, a Technology Fund expenditure.
Ms. Janssen moved and Mr. Storhm seconded that Resolution No. 05-06 be adopted. Roll call resulted: ayes: Mr. Batcheller, Mr. Blake, Mr. Silverman, Mr. Storhm, Ms. Wims, Ms. Moss, Ms. Janssen; nays: none. Motion carried.
MAIN LIBRARY SECURITY SYSTEM INSTALLATION
RESOLUTION NO. 06-06
Ms. Janssen reported that when we first began planning for the security system to be installed in the renovated Main Library, we contacted U.S. Protective Services, the company that had installed and was maintaining our existing equipment. When they did not respond to our request for a proposal, the Director asked for a company recommendation from Project Management Consultants. They brought us into contact with P.B. Alarm Company.
P.B. Alarm Company has been extremely helpful over the past year and a half developing the design and estimate for the equipment to be purchased and installed. At the end of 2004, you will recall, we purchased from them one of the digital recorders needed for our system. They had a heavily discounted end-of-year price that was too good to pass up.
Using the wiring provided by Interconnect Cabling Network Services (ICNS), P.B. Alarm has proposed installing 36 color security cameras, 29 indoor and 7 outdoor, 43 door contactors, 14 motion detectors, 3 LCD keypads and 2 holdup/panic buttons. Two more digital recorders will be provided, in addition to the one purchased earlier. Digital files from the cameras will be retained by us for one week and then will be recorded over. As in the past, we will review and share these recordings with the police should an event occur. This type of system is similar to those in most other libraries in Cuyahoga County. We will also benefit from the “deterrent” effect the cameras provide.
The estimate of cost from P.B. Alarm Company for the installation of the specified equipment is $48,406.00. The Director recommends that we encumber $50,000.00 in case any additional expenses occur. Money is available in the Technology Fund for this purpose.
Mr. Silverman asked to see a drawing showing the locations of the security system equipment being installed. The Director indicated he would make such a drawing available to him.
BE IT RESOLVED that the Clerk be authorized to enter into an agreement with P.B. Alarm Company for the installation of security equipment, as specified in their quotation, in an amount not to exceed $50,000.00, a Technology Fund expenditure.
Ms. Janssen moved and Ms. Moss seconded that Resolution No. 06-06 be adopted. Roll call resulted: ayes: Mr. Batcheller, Mr. Blake, Mr. Silverman, Mr. Storhm, Ms. Wims, Ms. Moss, Ms. Janssen; nays: none. Motion carried.
THE ALBERT M. HIGLEY COMPANY
ENCUMBRANCE OF FUNDS
RESOLUTION NO. 07-06
Ms. Janssen reported that The Albert M. Higley Company was hired as the construction management firm for the Main Library renovation project. Our contract with them established the “guaranteed maximum price” and the initial amount of their fee at $546,080.00. At that time, we encumbered only $250,000.00 of that fee, and it is appropriate to encumber the rest of it now. As change orders have been approved by the Board, additional amounts have been encumbered to Higley as they have been to the various sub-contractors.
WHEREAS $546,080.00 was established in the guaranteed maximum price as the fee for construction management services being provided by The Albert M. Higley Company; and
WHEREAS $250,000.00 has already been encumbered as part of these fees;
NOW, THEREFORE, BE IT RESOLVED that the remainder of this initial fee for services provided by The Albert M. Higley Company, $296,080.00, be encumbered, a Building and Repair Fund Expenditure.
Ms. Janssen moved and Mr. Storhm seconded that Resolution No. 07-06 be adopted. Roll call resulted: ayes: Mr. Batcheller, Mr. Blake, Mr. Silverman, Mr. Storhm, Ms. Wims, Ms. Moss, Ms. Janssen; nays: none. Motion carried.
PERSONNEL REPORT
Ms. Janssen reported that we have filled the part-time Library Aide vacancy this month with an external hire. We also received great news in late December from our part-time Library Aide, who has been on Military Leave since October of 2004. Demetrius Dues returned safely from Iraq and his tour of duty has ended. We had been holding his position open for him, but he decided to resign to relocate to Atlanta. We will not replace his position, which was at the Coventry Village Library, because Aides are no longer permanently assigned to any one location. They now rotate throughout the library system and are centrally scheduled to ensure maximum coverage, especially during after school hours.
Added to the Personnel Report for January are two new vacancies. First, Webmaster Laura Solomon has taken a position at The Cleveland Public Library. This is an outstanding advancement opportunity for her and we certainly wish her well. But we will miss her, as she has many talents that have not only benefited us but the entire state library community as well. In December she was the recipient of our highest staff-generated award, the Kleiner Leadership Award.
The second new vacancy is a part time Children’s Services Associate at the Coventry Branch, Amanda Guttman, who resigned effective January 27, 2006. We have begun our search to replace both her and Laura Solomon.
We have completed all of our interviews for the full time Children’s Services Librarian position. Amy Switzer, CSD Coordinator will be making a hiring recommendation and we will bring it to the Board’s February meeting.
REPORT ON OPERATIONS
COMMITTEE ACTIVITY
There was no meeting in January. The first meeting of 2006 will be held on Wednesday, February 15 when the Committee will review the Appropriations Budget for 2006.
BALANCED SCORECARD
IMPLEMENTATION REPORT
Ms. Hakala-Ausperk reported on the many initiatives being pursued by the Balanced Scorecard Team. They include customer service, communications and staff training opportunities to name but a few.
NEW LOGO DESIGN
On behalf of the logo committee, Ms. Janssen noted that we have had difficulty reaching consensus on a new logo design as prepared by media schmedia. Two designs have been discussed, one using a book as the primary element and the other using the walkway. As members of the Board discussed our various options, consensus was reached on the use of the walkway as the appropriate representation of the library, because it implies partnerships and a moving forward and it will be such a notable element in the community. However, the walkway design, as currently delineated by media schmedia, is not acceptable. Recognizing that if we continued logo development with media schmedia it would cost the library more money because that part of the agreement with them has been exceeded, the Board determined it would be more appropriate and more cost effective, to move forward utilizing the talents of our own staff. The Board asked the Director to notify media schmedia of our decision and to cancel the agreement in place with them.
2006 MARKETING COMMUNICATIONS PLAN
The Director noted that staff has completed our first ever Marketing Communications Plan. It is the work of Public Relations Coordinator Judithe Soppel and Programming Coordinator Samantha Fryberger, and it gives us a clear approach to this coming, very busy year. A copy of the Plan is attached to the Minutes of this meeting.
REPORT ON PLANNING & EXTERNAL
RELATIONS COMMITTEE ACTIVITY
There was no meeting in January. The first meeting of 2006 will be held on Wednesday, February 8.
APPOINTMENT OF COMMITTEES
Ms. Janssen reported that her committee appointments for 2006 are as follows:
Operations Committee
Mr. Batcheller, Chair
Mr. Storhm
Ms. Wims
Planning & External Relations Committee
Mr. Blake, Chair
Mr. Silverman
Ms. Moss
The President sits, ex officio, on both committees.
2006 PLANNING CALENDAR
President Janssen presented the Planning Calendar for 2006. It contains the dates for all Board and committee meetings as well as other significant events. She asked that Board members add the meeting dates to their personal calendars.
DIRECTOR’S REPORT
The Director reported the following staff activities.
● January 14, WRAPPS Storytelling Guild’s Evin Cord Workshop on
Teaching Storytelling For and With Youth
Alice Palda
● January 24, Fred Pryor Seminars’ Coaching Skills for Managers and
Supervisors
Laurie Marotta
From the Internet. Technology Trainer Shannon Perkins happened upon this review of our library when searching Yahoo Local on the Internet:
“…This is the real deal. This library is the best place in the cultivated universe. Simple as that, with a selection of old and new children's, teen's, and adult books, DVD's/VHS, CDs and talking books. Come here, it’s a great place, great people, great selections and automatic checkout machines. Love it :)”
From Shaker Heights… I received the following from Luren Dickinson, Director of the Shaker Heights Public Library:
Just a quick note to let you know that we at the Shaker Heights Public Library are appreciative of the help we received from your staff during the past few days. As you may or may not know, we lost power at our Main Library on Saturday and ended up having to close the facility for the day. In addition, we lost connectivity to Sirsi and the Internet at both our facilities until Tuesday morning when the SBC people fixed the problem. In the interim, we contacted your staff several times for assistance with Reference questions, holds, etc. and they were very helpful. Please pass along our thanks to them. Perhaps we will be able to help CH-UH in the future? I understand you have occasional electrical problems in your area, too!
Tuition Reimbursement. As you know the library has a tuition reimbursement program in place and all staff members may participate. It is paid for through the Bauer Staff Development Fund. In 2005, eight staff members received a total of $4,450 in support of college degrees. Since the program began in 2000, 35 staff members have received tuition reimbursement funds totaling over $37,000! I think we can be very proud of this.
FRIENDS OF THE LIBRARY
Ms. Passow, Friends of the Library, noted that the Friends’ Office Secretary, Carol Phillips, has resigned. They plan to replace her but, since their work is slow right now, Board member Betty Hendricks has agreed to serve as interim Secretary.
GOVERNMENT UPDATE
The Director explained that there is a move to consolidate the regional library systems in the state to create only four, one for each quadrant. In the northeast, this would require the merger of our regional, the Cleveland Area Metropolitan Library System (CAMLS), with NOLA, the Northeast Ohio Library Association, and MOLO, the Mid-Ohio Library Organization. Talks are currently underway and the outcome is unclear because of the diversity of memberships and services. As we learn more, he will keep the Board informed.
ADJOURNMENT
Mr. Batcheller moved and Mr. Silverman seconded that the meeting be adjourned. All voted aye. Motion carried.
Unless otherwise notified, the next regular meeting of the Board of Library Trustees will be held on Monday, February 20, 2006, 7:30 p.m., at the Taylor Academy.
Meeting adjourned at 9:24 p.m.
_________________________________________________
President
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Secretary