Minutes January 2018

MINUTES

CLERMONT COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

JANUARY 8, 2018

UNION TOWNSHIP BRANCH

 

 

Present: Joseph Braun, Judith Kocica, Anthony Cardinal, Bob Pautke, Tricia Lyons

Staff:  Chris Wick, Maura Gray, Theresa Herron, Marcia Troknya, Lynn Baird, Hilda Lindner-Knepp, Robb Hirschauer, Emily Wichman, Lisa Breithaupt, Chris Rich, Amy Vogel

Absent: M. E. Steele-Pierce (participated by phone, but did not vote), Patricia Pryor

Guest: Kevin Rogers, CPS

Mr. Braun called the meeting to order at 6:04 p.m.

ROLL CALL:

Roll Call: Joseph Braun, here; Judith Kocica, here; Anthony Cardinal, here; Bob Pautke, here, Tricia Lyons, here

Everyone rose to recite the Pledge of Allegiance.

NOVEMBER 13, 2017 MINUTES:

No motion was made to approve the minutes. Mr. Pautke and Ms. Lyons were not present at the November meeting and therefore will have to abstain.  Approval of the minutes was held over for the February 2018 meeting for a quorum vote.

SWEARING IN OF NEW BOARD MEMBER:

Mr. Braun introduced Ms. Lyons to the board and staff members present.  Ms. Lyons was sworn in by Mr. Braun to serve on the Board of Trustees.  Ms. Lyons stated that she is happy and honored to serve as a new board member.

 

Mr. Cardinal was sworn in by Mr. Braun to continue his service on the Board of Trustees.  Mr. Cardinal was appointed to complete Mr. Hamm’s term.

The board congratulated both Ms. Lyons and Mr. Cardinal on their appointments to the board.

 

DECEMBER 11, 2017 MINUTES:

Mr. Braun asked for amendments, corrections or additions to the December 11, 2017 minutes. No revisions were submitted.

Mr. Pautke made a motion to approve the December 11, 2017 minutes, as mailed. Mr. Cardinal seconded the motion.  All present were in favor, with the exception of Ms. Lyons, who abstained.  The motion was adopted and the minutes were approved.

PUBLIC DISCUSSION:

Mr. Braun invited any public matters to be brought forth to the board. The staff and board members present introduced themselves to Ms. Lyons.

MIAMI TOWNSHIP PROJECT UPDATE:

Kevin Rogers provided an update on the Miami Township building project. He stated that the

stamped patio concrete, patio fencing and roofing have been completed.   The ceiling clouds, window blinds, tower fan and the bronze plaque have been installed.  HVAC testing and balancing is ongoing.

 

Mr. Rogers stated that the building department and the fire department did walkthroughs the first week of January.  He stated that occupancy has been issued by the county. Ms. Kocica asked for clarification on the certificate of occupancy.  Mr. Rogers stated that he does not have copy of the certificate to date.

 

Mr. Rogers listed additional work activities that have been completed including the millwork installation, restroom mirrors and wall base throughout the building.  Partial training for owners is scheduled for Thursday, January 11^th and the interior punch list was conducted Tuesday, January 2^nd.

 

Ms. Kocica requested clarification from Mr. Rogers regarding the costs listed on the PCO log and the contingency listed on the budget and cost summary report, included in the CPS monthly report.

 

Mr. Pautke thanked Mr. Rogers for coordinating a walk-thru of the new Miami Township branch for Mr. Cardinal and himself. Mr. Braun has also done a walk-thru of the branch. All three stated their approval and satisfaction with of the new branch.  Ms. Kocica requested a walk-thru, as well.

 

APPOINTMENT OF BOARD OFFICERS:

Mr. Braun stated that the appointment of board officers will be deferred until the February board meeting when the full nominating committee is present.  The board officers will continue in their current roles until the appointment takes place in February.

 

FISCAL OFFICER’S REPORT:

Ms. Gray submitted the quarterly report.  She gave an account of the December 2017 financial report which consisted of: the bank reconciliation; the December 2017 check register; the MTD and YTD fund reports; the MTD and YTD bank reports; the system balancing report; and a detailed expense report for Fund 409.  Ms. Gray stated that the YTD revenue original certificate to the county was $8.7 million, and the library closed the year with $9.3 million.   Ms. Gray stated that the library came in $595,000 under budget.  Ms. Kocica stated that the budget committee has a preference for the utilization of those dollars.  Mr. Pautke asked what the contributing factors were in coming in under budget.  Ms. Gray stated that a large part of it was $106,000 in the salary, leave and benefits line and $100,000 in the health insurance line.  Ms. Gray attributed both items to staff turnover.  Ms. Kocica stated that the rest of the surplus was a result of under-budgeting the state estimate.

Ms. Kocica asked for clarification on the check register regarding the auditor’s fees.  Mr. Braun requested that the library verify that they are following the statutory formula in determining those fees.

Mr. Cardinal made a motion to approve the December financial report and bills, as listed.  Mr. Pautke seconded the motion.  All present were in favor, with the exception of Mr. Braun, who abstained.  The motion was adopted.

DIRECTOR’S REPORT:

The director’s report was submitted. Ms. Wick stated that the Williamsburg open house will be moved to June 23^rd at the request of the Croswell family.

 

Ms. Wick polled directors from other mid-sized library systems for their turnover rates and stated that the library’s turnover rate was right in line with those polled.  Ms. Kocica requested turnover rates from library systems that were located closer to CCPL to obtain a more regional perspective.

OLD BUSINESS:

Discussion of the human resources policy manual was postponed.

NEW BUSINESS:

Mr. Pautke made a motion to approve Resolution R-2018-01: Auction for the disposal of unneeded or obsolete library material.  Mr. Cardinal seconded the motion.  All present were in favor, none opposed. The resolution was adopted.

Ms. Kocica made a motion to approve Resolution R-2018-02: Acceptance of gifts to the library: donations as listed.  Mr. Cardinal seconded the motion.  All present were in favor, none opposed.  The resolution was adopted.

Ms. Kocica made a motion to approve Resolution R-2018-03: Disposal of unneeded or obsolete library material.  Mr. Cardinal seconded the motion.  Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Mr. Cardinal, aye; Mr. Pautke, aye; Ms. Lyons, aye.   All present were in favor, none opposed. The resolution was adopted.

Ms. Kocica made a motion to approve Resolution R-2018-04: Resolution to transfer cash from the General Fund (101) to the Capital Fund (400).  Mr. Pautke seconded the motion. All present were in favor, none opposed.  The resolution was adopted.

Mr. Pautke made a motion to approve Resolution R-2018-05: Authorizing the director and the fiscal officer to execute documents on behalf of the board.  Ms. Kocica seconded the motion.  All present were in favor, none opposed.  The resolution was adopted.

Mr. Cardinal made a motion to approve Resolution R-2018-06:  Authorizing the adoption of the General Reserve Fund to the General Fund.  Ms. Kocica seconded the motion.  All present were in favor, none opposed.  The resolution was adopted.

Mr. Pautke made a motion to approve Resolution R-2018-07:  DAS cooperative purchasing resolution. Mr. Cardinal seconded the motion.  Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Mr. Cardinal, aye; Mr. Pautke, aye; Ms. Lyons, aye.  All present were in favor, none opposed. The resolution was adopted.

Ms. Kocica made a motion to approve Resolution R-2018-08:  US Communities cooperative purchasing resolution.  Mr. Pautke seconded the motion.  Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Mr. Cardinal, aye; Mr. Pautke, aye; Ms. Lyons, aye.  All present were in favor, none opposed. The resolution was adopted.

Ms. Wick submitted the revised 2018 board meeting dates and locations to the board.

EXECUTIVE SESSION:
Mr. Braun entertained a motion to go into executive session to consider the appointment, employment, dismissal, discipline, promotion, demotion, or compensation of a public employee or official per the terms and conditions of ORC 121.22 (G) (1).  Mr. Pautke made a motion to go into executive session; Mr. Cardinal seconded the motion.  Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Mr. Cardinal, aye; Mr. Pautke, aye; Ms. Lyons, aye.  The board went into executive session at 6:51 p.m.

The board came out of executive session at 7:28 p.m.

Mr. Cardinal made a motion to approve the budget committee’s recommendation of an increase for staff merit raises. The total budgetary impact is $92,009.25 which includes salaries, pension and Medicare to be effective the first pay period of 2018.  Ms. Kocica seconded the motion.  All present were in favor, none opposed. The motion was adopted.

Mr. Braun recommended dedicating the Miami Township branch flag pole to Jean Schmidt.  He stated that Ms. Schmidt served on the library board, was a Miami Township trustee, a state representative and the first female elected to congress from the second district.   Mr. Braun would like to commemorate her years of public service with a plaque and the dedication of the flag pole at the new Miami Township branch. Ms. Kocica made a motion to approve.  Mr. Cardinal seconded the motion.   All present were in favor, none opposed. The motion was adopted.

Mr. Pautke made a motion to adjourn. Mr. Cardinal seconded the motion. All present were in favor, none opposed. The meeting adjourned at 7:28 p.m.

 

____________________________________                     _______________________________________

Board President                                                                                      Board Secretary

 

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