Minutes: June 2025
MINUTES
CLERMONT COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
JUNE 16, 2025
MIAMI TOWNSHIP BRANCH
Present: Jennifer Doss, Ernie Ramos, Mary Jo Waite, Judith Kocica, Ed Humphrey.
Staff: Chris Wick, Melanie Smithey, Debbie Williams, Andrea Brofft, Lynn Baird, Theresa Herron, Elyse French, Julia Bertermann, Jennifer Bucher.
Absent: Katie Bock, Laurie Schlueter.
Ms. Doss called the meeting to order at 6 p.m.
ROLL CALL:
Ms. Doss, here; Mr. Ramos, here; Ms. Waite, here; Ms. Kocica, here; Mr. Humphrey, here.
All present recited the Pledge of Allegiance.
May 19, 2025, MINUTES:
Motion by Mr. Humphrey, seconded by Mr. Ramos, to approve the May 19, 2025, board meeting minutes. All present were in favor, none opposed. Motion was adopted.
PUBLIC PARTICIPATION:
None.
BOT BRIEF
Mr. Ramos reviewed the Library can hire independent legal counsel if it is in the best interest of the organization or if the county prosecutor has a conflict.
GETTING TO KNOW THE LIBRARY
Ms. French shared information about the Miami Township Branch Library.
FISCAL OFFICER’S REPORT:
Ms. Smithey presented the financial documents and Ms. Williams gave the Fiscal Office report.
Motion by Ms. Waite, seconded by Mr. Humphrey, to approve the May financial report. All present were in favor, none opposed. Motion was adopted.
Motion by Mr. Ramos, seconded by Ms. Waite, to approve the May bills paid. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Waite, seconded by Mr. Humphrey, to approve the May bill (Anthem) paid. All present were in favor, none opposed. Ms. Doss abstained. Motion was adopted.
DIRECTOR’S REPORT:
Ms. Wick provided an update on the state’s proposed budget for the upcoming biennium. She noted that while advocacy efforts continue, changes in the political landscape highlight the importance of engaging communities and clearly demonstrating the library’s value at the local level.
Ms. Wick said Library2Go is working well. The Pop-Up Library held at the Five Pointing Landing Park in Milford in late May had more than 40 people attend despite the weather being cold and rainy. The new shelving has been installed in the Library2Go van and it will be wrapped soon. She shared ergonomics training to support the work of Library2Go has been completed.
The roofing consultant was at the Bethel Branch the week of June 9 and will be present at a future board meeting to present the findings.
Ms. Wick shared an announcement that KLiCWOW, a service providing free tablets to Clermont preschoolers, has ceased operations.
Ms. Wick announced that while door counts have not recovered from COVID’s effect on library visits, circulation statistics are equal now to 2019 YTD.
BOT DEPARTMENT BRIEF
Ms. Bertermann discussed a proposed wage matrix, allowing for more consistent practices in starting pay.
COMMITTEE REPORT:
Ms. Doss presented five polices and the Board By-Laws that were reviewed recently by the By-Laws and Policy Review Committee:
- Board By-Laws
- Meeting Room Use Policy
- Firearms, Dangerous Ordnance, and Weapons Policy
- Investment Policy
- Posting, Displaying, Exhibiting and Distribution of Non-Library Materials Policy
- Volunteer Policy
Motion by Mr. Humphrey, seconded by Mr. Ramos, to approve the policy recommendations presented with an effective date of June 16, 2025. Motion was adopted.
Ms. Doss said the Virtual Meeting Policy was sent to the prosecuting attorney’s office for review and was returned with several questions. Another meeting of the By-Laws and Policy Review Committee will be conducted to address those questions before this policy will be brought to the board. The Board must have a Virtual Meeting Policy before it can conduct a virtual meeting, per Ohio law.
COMMUNICATIONS:
Ms. Doss said a letter was received from Christopher Myers, who expressed some suggestions for the Board. The Board appreciates the communication; however, no changes to current processes will be made at this time.
OLD BUSINESS:
During the May meeting, the Board asked Ms. Wick to research the cell phone stipend paid to eight employees who are expected to be available to respond to Library business 24-hours a day. After researching the issue, Ms. Wick recommended reducing the stipend to $21.77 per pay period per person, which would equal the amount paid if the Library secured separate work phones for these individuals. The phones are free with the Library’s current contract and would be replaced every three years. Employees can choose to use a Library phone and not receive a stipend.
Motion by Mr. Humphrey, seconded by Mr. Ramos, to approve a phone stipend of $21.77 per pay period, beginning June 16, 2025, for those designated employees who choose to use their personal phone for work purposes. All present were in favor, none opposed. The motion was adopted.
NEW BUSINESS:
Motion by Ms. Waite, seconded by Mr. Ramos, to approve Resolution 2025-16, Acceptance of Gifts to the Library, donations as listed. All present were in favor, none opposed. The motion was adopted.
Motion by Ms. Waite, seconded by Mr. Ramos, to approve Resolution 2025-17: Disposal of Unneeded or Obsolete Library Inventory. Roll call vote: Ms. Doss, yes; Mr. Ramos, yes; Ms. Waite, yes; Ms. Kocica, yes; Mr. Humphrey, yes. All present were in favor, none opposed. The motion was adopted.
Mr. Ramos asked that a Building Committee meeting be scheduled to explore the possibility of building a new branch in Batavia. A committee meeting will be set.
Mr. Humphrey asked that the meeting room be rearranged so some Board members don’t have to move before presentations. CCPL staff will review the layout to identify potential improvements, ensuring that any changes maintain both safety and necessary technical connections.
Motion by Mr. Humphrey, seconded by Ms. Waite, to adjourn the meeting at 7:47 p.m. All present were in favor, none opposed. The motion was adopted.
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Board President Board Secretary
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