Minutes: January 2023
MINUTES
CLERMONT COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
JANUARY 23, 2023
MIAMI TOWNSHIP BRANCH
Present: Tony Cardinal, Jennifer Doss, Mary Jo Waite, Judith Kocica, Ed Humphrey, Ernie Ramos;
Absent: Tricia Lyons
Staff: Chris Wick, Maura Gray, Leslie Jacobs, Julie Robinson, Doug Mayhugh, Theresa Herron, Lynn Baird, Beth Barker
Mr. Cardinal called the meeting to order at 6:01 p.m.
SWEARING IN OF BOARD OFFICER:
Mr. Ramos was sworn after being reappointed to the Board.
ROLL CALL:
Tony Cardinal, here; Mary Jo Waite, here; Judith Kocica, here; Ernie Ramos, here; Jennifer Doss, here; Ed Humphrey, here.
All present recited the Pledge of Allegiance.
BOARD OFFICER NOMINATION COMMITTEE REPORT:
Ms. Kocica gave a report regarding board officer appointments for calendar year 2023, with a consensus of Jennifer Doss, President; Tony Cardinal, Vice President; Mary Jo Waite, Secretary.
Motion by Ms. Kocica, seconded by Mr. Ramos to approve the proposed slate of Board Officers for 2023. All present were in favor, none opposed. Motion was adopted.
APPOINTMENT OF DIRECTOR:
Motion by Ms. Kocica, seconded by Ms. Doss, to approve the appointment of Christine Wick as Director of the Clermont County Public Library for calendar year 2023. All present were in favor, none opposed. Motion was adopted.
APPOINTMENT OF FISCAL OFFICER:
Motion by Ms. Kocica, seconded by Mr. Humphrey, to approve the appointment of Maura Gray as Fiscal Officer of the Clermont County Public Library for calendar year 2023. All present were in favor, none opposed. Motion was adopted.
DECEMBER 19, 2022 MINUTES:
Motion by Mr. Humphrey, seconded by Ms. Doss, to approve the December 19, 2022, board meeting minutes, as mailed. All present were in favor, none opposed. Motion was adopted.
PUBLIC PARTICIPATION:
None.
FISCAL OFFICER’S REPORT:
Ms. Gray submitted and discussed the December 2022 Financial Report.
The RC-2 and RC-3 have been accepted by the Auditor of State and the State of Ohio Historical Society, who governs records retention.
Due to the Board’s increase in the HSA matching amount to $1925.00 per year, participation by eligible staff increased from 16% to 70% reaching the IRS maximum.
Ms. Gray acknowledged the receipt of the proposed purchase of the small amount of the Library’s property between Information Place and Glen Este-Withamsville Rd. as part of ODOT’s 32 Corridor project. A building committee meeting will be scheduled to review the documents.
Motion by Mr. Humphrey, seconded by Mr. Ramos, to approve the December 2022 Financial Reports. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Doss, seconded by Ms. Waite, to approve December 2022 (1) Bills paid. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Kocica, seconded by Ms. Waite, to approve RC-3 Acceptance by State with no changes. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Kocica, seconded by Mr. Humphrey, to approve December Bills paid – Anthem. All present were in favor, none opposed. Ms. Doss abstained. Motion was adopted.
DIRECTOR’S REPORT:
Ms. Wick introduced Doug Mayhugh as the new Information Services Manager.
Ms. Wick informed Board that each has a copy of the Annual Statements of Expectations to be signed.
Ms. Wick discussed reminders about using the Clermont County Library email system, Fastmail.
Ms. Wick reported over 51.2% of the eligible children in Clermont County are now enrolled in Dolly Parton’s Imagination Library of Clermont County Ohio. Currently, there are 6,939 children who are currently enrolled.
Ms. Wick discussed the Strategic Plan goals and highlights.
Over 1,400 items were donated during the food drive. The partnership with Interparish Ministries provided services to distribute the donated food items to Clermont County food pantries.
Ms. Wick reported on the focus group discussions she has held with community stakeholders about providing outreach collections in the community.
Ms. Wick reviewed feedback from library staff on how to increase library access, one of the library’s strategic goals. The elimination of overdue fines was one of the most recommended ways to reduce barriers to access. Overdue fines will be reviewed and a presentation will be made to the Board at a later date.
Ms. Wick announced the process to bring back volunteers to the libraries is still in development and protocols are being reviewed.
Ms. Wick provided an update to the Cozy Winter Reads program with enrollment numbers exceeding the Community Engagement Department’s goals. Congratulations to the department for their efforts in developing and promoting the program.
Ms. Wick discussed the strategic plan’s focus on service and the goal to develop a set of internal customer service standards.
NEW BUSINESS:
Motion by Ms. Doss, seconded by Ms. Kocica, to approve Resolution 2023-01: Acceptance of Gifts to the Library. Donations as listed. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Waite, seconded by Mr. Ramos, to approve Resolution 2023-02: Disposal of Unneeded or Obsolete Inventory. Roll call vote: Mr. Cardinal, yes; Ms. Waite, yes; Ms. Kocica, yes; Mr. Ramos, yes; Ms. Doss, yes; Mr. Humphrey, yes. All present were in favor, none opposed. The motion was adopted.
Motion by Ms. Kocica, seconded by Mr. Humphrey, to approve Resolution 2023-03: Adoption of the General Reserve Fund balance. All present were in favor, none opposed. The motion was adopted.
Motion by Ms. Kocica, seconded by Ms. Waite, to approve Resolution 2023-04: Resolution Authorizing the Director and Fiscal Director to execute documents on behalf of the Board of Trustees. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Kocica, seconded by Mr. Humphrey, to approve Resolution 2023-05: U.S. Communities Cooperative Purchasing Resolution. Roll call vote: Mr. Cardinal, yes; Ms. Waite, yes; Ms. Kocica, yes; Mr. Ramos, yes; Ms. Doss, yes; Mr. Humphrey, yes. All present were in favor, none opposed. The motion was adopted.
Motion by Mr. Humphrey, seconded by Ms. Waite, to approve Resolution 2023-06: Department of Administrative Services Authorization Resolution. Roll call vote: Mr. Cardinal, yes; Ms. Waite, yes; Ms. Kocica, yes; Mr. Ramos, yes; Ms. Doss, yes; Mr. Humphrey, yes. All present were in favor, none opposed. The motion was adopted.
Motion by Mr. Humphrey, seconded by Mr. Ramos, to adjourn the meeting at 6:53 p.m. All present were in favor, none opposed. Motion was adopted.
____________________________________ ____________________________________
Board President Board Secretary
____________________________________
Date