Public records request.

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CRITICAL UPDATES
PROJECT BACKGROUND

Our request.

After months of asking the Library leadership to meet with us following their December vote denying our conversion to our long-term lease, we made the decision to issue a request for Public Records so that we could better understand their decision making process. This appeared to be our best chance of having our lingering questions answered, which we would have preferred to discuss with them in a working meeting that would have allowed for a robust back-and-forth discussion.

On March 24, 2022 we sent our request to the Library asking for meeting notes & agendas, internal & external email communications, documents & contracts, etc. To see a list of what we requested, and what we have received, please see below. As of May 11, 2022 we are awaiting a majority of the items we requested, but have now received meeting notes & agendas, and emails for Nancy Levin and Deborah Herrmann. We have reviewed well over 2,400 pages and are posting some of the key items we discovered to our critical news page. We will be updating that page on an on-going basis, so please check back for updates.

  • The Request for Proposals, and all responsive proposals received, and any correspondence, notices and documents related to the Coventry Elementary School Facilities Management & Lease Management Services RFP from September 1, 2021 to now. 

PARTIALLY RECEIVED

  • We DID receive the request for proposals, responsive proposals
  • We BELIEVE we have received all notices
  • We are UNSURE if we have received all documents related to this subject matter
  • We have received SOME correspondences but it appears there may be more that have not been provided yet
  • Correspondence of Library Executives, Staff and Board Members from September 1, 2021 to now in which discussions, drafts, recommendations, and approvals were exchanged regarding the Coventry Elementary School (also known as the Coventry PEACE Building). CLARIFICATION: We are seeking information regarding items that speak to general matters regarding PEACE Campus. 

PARTIALLY RECEIVED

  • We DID receive correspondence of Library Executives – Nancy Levin & Deborah Herrmann
  • We have NOT received correspondence of Board Members
  • We have NOT received correspondence of staff
  • Correspondence of Library Executives, Staff and Board Members from September 1, 2021 to now in which discussions, drafts, recommendations, and approvals were exchanged regarding open meetings, sunshine laws and meeting scheduling. 

PARTIALLY RECEIVED

  • We DID receive correspondence of Library Executives – Nancy Levin & Deborah Herrmann for the request above, and some of those included limited discussion on these matters
  • We believe there MAY be more to come
  • Audio file of Dec. 20, 2021 Library Board Meeting. 

NOT RECEIVED

  • We have been told there was a malfunction and there is no audio file, HOWEVER, in the emails we recieved they did mention “capturing” some of the community’s members comments and included some written notes or transcripts which they did NOT put in their meeting notes
  • This is CONCERNING because this is the same meeting where they did NOT allow anyone from the public in to observe, they did NOT love-stram the meeting, and they ONLY let 2 people in at a time to make comments and made them leave immediately after they spoke
  • Correspondence of Library Executives, Staff and Board Members from September 1, 2021 to now in which discussions, drafts, recommendations, and approvals were exchanged regarding the research, search, and implementation of a facilities study for the Coventry Elementary School (also known as the Coventry PEACE Building). 

PARTIALLY RECEIVED

  • We are tempted to label this as NOT received, but the emails we received from one of the other requests did contain SOME of these correspondences
  • We anticipate there will be additional documents provided
  • Correspondence of Library Executives, Staff Board Members from September 1, 2021 to now in which discussions, drafts, recommendations, and approvals were exchanged regarding the research, search, interviewing and hiring of a company to conduct a facilities study for the Coventry Elementary School (also known as the Coventry PEACE Building). Please include any additional correspondence of outside companies/parties involved in discussions, drafts, recommendations, and approvals that were exchanged regarding the research, search, interviewing and hiring of a company to conduct a facilities study for the Coventry Elementary School (also known as the Coventry PEACE Building).

NOT RECEIVED

  • We are marking this as NOT received because it somewhat duplicated a previous request, but they key part of this request (outside companies/parties) have NOT been received
  • Correspondence of Library Executives, Staff and Board Members from September 1, 2021 to now in which discussions, drafts, recommendations, and approvals were exchanged regarding meetings or discussions with members and/or tenants of the Coventry Elementary School (also known as the Coventry PEACE Building). CLARIFICATION: We are seeking information related to discussions about the planning of meetings, potential meetings, or from any meetings where PEACE Campus or its members were to be, or ended up being discussed.

PARTIALLY RECEIVED

  • We received SOME correspondences from previous requests that touch on this subject
  • We BELIEVE there could be more to come
  • Meeting minutes from committee meetings, board meetings, special meetings, and any other meetings, and meeting notices to the public and agendas from September 1, 2021 to now that involved any mention or discussion of Coventry PEACE, Inc., Coventry PEACE Campus, ARTFUL, Reaching Heights, FutureHeights, Singers’ Club of Cleveland, Lake Erie Ink, Grace Communion Cleveland, Robin VanLear, Building Bridges, Katherine Chilcote, Cleveland Heights Teachers Union, ARTFUL, Coventry Elementary School (also known as the Coventry PEACE Building), Allegro, Cushman and Wakefield, Cresco/Playhouse Square, Simplified Facilities, or Allegro. 

RECEIVED

  • We believe we HAVE received complete documents regarding this request
  • Please provide any materials (written, digital, video, audio, etc.) from Board members or staff that include notes, dicussion, descriptions, or questions regarding the public comments made at the Dec. 20th meeting. 

RECEIVED

  • As we mentioned before they did NOT provide the audio of that meeting due to what they said was a malfunction (see 4th request from the top), but we did receive some correspondence that included this subject
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What is Coventry PEACE Campus?

When the school district sought to divest itself from the former Coventry Elementary School building in 2017, leaving its future uncertain, the leaders of all the tenant organizations and a broad base of community supporters came together in a grassroots movement to propose ways to preserve and grow the thriving culture and service ecosystem that had organically taken root there. From this effort, the Coventry PEACE Campus came into being. Coventry P.E.A.C.E., Inc. is the non-profit overseeing the maintenance, sustainability, renovation and development of the Coventry PEACE Building, which houses several local nonprofits. It is our goal to provide an accessible, sustainable, more efficient, and affordable home for these nonprofits, and to attract new organizations to the building.