Minutes: April 2018

MINUTES

CLERMONT COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

APRIL 9, 2018

UNION TOWNSHIP BRANCH

Present: Joseph Braun, Judith Kocica, Bob Pautke, Patricia Pryor, Tricia Lyons, Tony Cardinal

Staff:  Chris Wick, Maura Gray, Leslie Jacobs, Theresa Herron, Marcia Troknya, Lynn Baird, Robb Hirschauer, Emily Wichman, Amy Vogel, Melanie Smithey, Tracey McCullough

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

Mr. Braun called the meeting to order at 6:08 p.m.

ROLL CALL:

Roll Call: Joseph Braun, here; Judith Kocica, here; Bob Pautke, here, Ms. Pryor, here, Mr. Cardinal, here, Tricia Lyons, here

Everyone rose to recite the Pledge of Allegiance.

MARCH 19, 2018 MINUTES:

Mr. Braun asked for amendments, corrections or additions to the March 19, 2018 minutes. No revisions were submitted.

Mr. Pautke made a motion to approve the March 19, 2018 minutes, as mailed.  Ms. Pryor seconded the motion.  All present were in favor, with the exception of Mr. Cardinal, who abstained.  The motion was adopted and the minutes were approved.

MIAMI TOWNSHIP PROJECT UPDATE:

Mr. Hirschauer provided an update on the Miami Township branch. He stated that all staff have moved into the facility.  The remaining fiscal department files will be moved over on April 10, 2018.   The Owner Operations and Maintenance Manuals and Warranties should be handed over by April 13, 2018.  Mr. Hirschauer stated that the interior punch list is ninety-nine percent complete; the exterior punch list is still ongoing; and the furniture punch list should be issued by the week of April 16, 2018.    Ms. Wick stated that the only other outstanding issue is the flush valves.

PUBLIC DISCUSSION:

Mr. Braun invited any public matters to be brought forth to the board.  Elijah Cliffe, Life Scout from troop 468, presented to the board a proposed Eagle Scout project.  With oversight from Mr. Hirschauer, Mr. Cliff proposed building and installing benches around the flag pole at the Miami Township branch, to be completed for the dedication of the flag pole in June, 2018.  Ms. Wick stated that the funding for the project will be furnished by a generous memorial donation.  Mr. Pautke made a motion to authorize the project, as proposed.  Ms. Pryor seconded the motion.  All present were in favor, none opposed.  The motion was adopted.

FISCAL OFFICER’S REPORT:

Ms. Gray stated that the PLF is up $38,000 from the state estimate.  The quarterly reports will be distributed at the May meeting.

Ms. Gray gave an account of the March 2018 financial report which consisted of: the bank reconciliation; the March 2018 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 there is an unencumbered amount of $127,000 in the Miami Township fund.

The OPERS audit was released April 9, 2018.  Ms. Gray stated that it was fine.

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

DIRECTOR’S REPORT:

The director’s report was submitted. Ms. Wick highlighted the RX for Reading Success program.  Ms. Kocica stated that she was pleased with the creativity of the Escape Room program for teens at the New Richmond Branch.

OLD BUSINESS:

HR Policy Manual:

Ms. Pryor submitted additions to the Non-Discrimination Policy and a correction to the Prohibited Activities section.   She requested that the board review the Emergency Closings section and the Sick Leave Donation Policy.  Discussion occurred regarding both policies.  Ms. Kocica stated that the Sick Leave Donation policy is a compassionate policy and should remain.  The board agreed to leave both sections as is.

Ms. Pryor discussed her concerns with the rate of vacation accrual as listed in the Vacation Schedule in the HR Policy Manual.  The board discussed the schedule and Ms. Gray provided statistics on current staff accruals and the average annual usage.  The board requested vacation schedules from other library systems to determine if CCPL’s vacation schedule is consistent with other library systems.

The board will revisit the approval of the manual after the vacation schedule information from the other library systems has been reviewed.

NEW BUSINESS:

Board of Trustees By-Laws:

Ms. Wick submitted revisions to the By-Laws to update the address in section 6.  Ms. Kocica made a motion to approve the revisions.  Ms. Pryor seconded the motion.  All present were in favor, none opposed.  The motion was adopted.

Public Records Policy:

Ms. Wick submitted revisions to the Public Records Policy in sections 2.2 and section 3.  The changes also included updating the address and the fiscal officer’s title.  Ms. Kocica made a motion to approve the revisions to the Public Records Policy.  Ms. Pryor seconded the motion.  All present were in favor, none opposed.  The motion was adopted.

The board submitted changes to Ms. Wick for the wording of the Jean Schmidt plaque that will be placed at the Miami Township branch flag pole.

Ms. Kocica made a motion to approve Resolution R-2018-14: 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. Lyons made a motion to approve Resolution R-2018-15: Disposal of unneeded or obsolete library material.  Ms. Pryor seconded the motion.  Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Mr. Cardinal, aye; Mr. Pautke, aye; Ms. Lyons, aye; Ms. Pryor, aye.   All present were in favor, none opposed. The resolution was adopted.

Ms. Kocica made a motion to approve Resolution R-2018-16: Re-appropriate prior period excess in the Miami Township Capital Project fund.  Mr. Pautke seconded the motion.  All present were in favor, none opposed.  The resolution was adopted.

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; Ms. Pryor seconded the motion.  Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Mr. Cardinal, aye; Ms. Pryor, aye; Mr. Pautke, aye; Ms. Lyons, aye.  The board went into executive session at 7:05 p.m.

The board came out of executive session at 8:10 p.m.

The board briefly discussed the success of the Ironwood Wolves program at the Miami Township Branch on April 7, 2018.

Mr. Pryor made a motion to adjourn. Mr. Pautke seconded the motion. All present were in favor, none opposed. The meeting adjourned at 8:11 p.m.

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Board President                                                                            Board Secretary

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