Minutes: January 2020

MINUTES

CLERMONT COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

JANUARY 27, 2020

OWENSVILLE BRANCH

 

 

Present: Tony Cardinal, Joe Braun Judith Kocica, Tricia Lyons, Mary Jo Waite, Jennifer Doss

Absent: Adam Bird

Staff:  Chris Wick, Maura Gray, Leslie Jacobs, Theresa Herron, Amy Buskey, Lynn Baird, Amy Vogel, Natalie Bendgen, Marcia Troknya, Laurie Henry, Tracey McCullough, Melanie Smithey, Beth Lammrish, Claire Watson, Emily Wichman, Andrea Brofft, Chris Rich, Jessica Bell

Guests: Mark Fiala, President of Organizational Architecture; Ed Humphrey, Clermont County Commissioner

Mr. Cardinal called the meeting to order at 6:01 p.m.

ROLL CALL:

Roll Call: Tony Cardinal, here; Joe Braun, here; Judith Kocica, here; Tricia Lyons, here; Mary Jo Waite, here; Jennifer Doss, here.

Mr. Cardinal asked everyone to stand and recite the Pledge of Allegiance.

APPOINTMENT OF BOARD OFFICERS:

Mr. Braun presented the proposed slate of officers from the nominating committee for 2020: Mr. Cardinal as president, Ms. Kocica as vice president, and Ms. Lyons as secretary. Mr. Braun made a motion to approve the new slate of officers for 2020 as proposed.  Ms. Doss seconded the motion.  All present were in favor, none opposed.  The motion was adopted.

APPOINTMENT OF DIRECTOR AND FISCAL OFFICER:

Mr. Braun made a motion to reappoint Chris Wick as the Director of the Clermont County Public Library and Maura Gray as the Fiscal Officer.  Ms. Lyons seconded the motion. All present were in favor, none opposed.  The motion was adopted

 

December 16, 2019 MINUTES:

Mr. Cardinal asked for amendments, corrections or additions to the December 16, 2019 minutes.  Ms. Waite submitted a correction.

Ms. Waite made a motion to approve the December 16, 2019 minutes, as corrected.  Ms. Lyons seconded the motion.  All present were in favor, with the exception of Mr. Braun and Ms. Doss who abstained. The motion was adopted, and the minutes were approved.

PUBLIC DISCUSSION:

Mr. Cardinal invited any public matters to be brought forth to the board.  No discussion occurred.

FISCAL OFFICER’S REPORT:

Ms. Gray submitted the December financial report which consisted of: the bank reconciliation; the check register; the MTD and YTD Fund Reports; the MTD and YTD Bank Reports; the System Balancing Report; and the PLF Report for January 2020.  Ms. Gray submitted the fourth quarter financial report, which consisted of the YTD Fund and Bank Reports; Revenue Report, General Fund Expense Report, the Capital Projects Fund Report, The Library Special Revenue and Debt Funds Report, the Days of Wonder Lease Report and the 2019 PLF Report.  Ms. Gray also submitted the Fines Report.

Ms. Gray submitted Resolutions R-2020-01: Acceptance of gifts to the Library; R-2020-02: Disposal of unneeded or obsolete inventory; R-2020-03: The General Reserve Fund to the General Fund; R-2020-04: Authorizing the Director and Fiscal Officer to execute documents on behalf of the Board of Trustees; R-2020-05: Authorizing the Board of Trustees to participate in the DAS Cooperative Purchasing Program; R-2020-06:  Authorizing the Board of Trustees to participate in the U.S. Communities Cooperative Purchasing Alliance; and R-2020-07: Transfer of Cash.

Ms. Kocica asked for a status update on the Miami Township Capital Projects Fund.  Ms. Gray stated that the handicap parking needs to be finalized and that there are a couple of purchase orders that are still open.  Ms. Gray also stated that she would like to close the project by the end of the first quarter 2020.  As required by the Debt Covenants, the remaining balances must be moved to the Debt Service Fund.

Ms. Kocica made a motion to approve the December financial report.  Mr. Braun seconded the motion.  All present were in favor, none opposed. The motion was adopted.

Ms. Kocica made a motion to approve the December bills, as listed.  Ms. Waite seconded the motion.  All present were in favor, with the exception of Mr. Braun and Ms. Doss who abstained.  The motion was adopted.

DIRECTOR’S REPORT:

Director’s Report:

Ms. Wick discussed the Director’s report.

In an effort to achieve the 2020 Million Circ Challenge, Ms. Wick has asked that the board consider adding R rated materials into the collection and reducing the a/v fine from $1.00 to $0.20.  The board asked for more information to be presented at the February meeting including the survey results from a couple of years ago and how access would be managed for juvenile borrowers.  Mr. Cardinal also requested data on what the dollar amount of fines collected in 2019 would have been if the a/v fine was $0.20.

Ms. Wick stated that the Governor’s office has set aside $5,000,000 in funds for Dolly Paton’s Imagination Library.  A meeting is scheduled for February 6^th at the Union Township branch with county stakeholders to look into bringing the initiative to Clermont County.

The library is promoting 2020 census awareness.  All of the Library’s public computers and laptops will have shortcuts installed for quick access to the census.  The census will open April 1^st.  Ms. Wick stated that a Complete Count Committee has also been formed.

Ms. Wick and the programming manager have been working to develop goals.  Ms. McCullough has been utilizing PLA’s Project Outcome to measure the success of programs with a focus on adult programming in 2020.

The library is continuing to work toward school readiness with the Ready to Read committee.  The committee sent a survey out to local kindergarten teachers for input on where the deficits are in school readiness.  The goal is to use that data to plan purposeful storytimes to help with the initiative.

Ms. Wick submitted the statistical comparison report.  Circulation numbers saw a growth with the implementation of auto-renewal.  Door counts continue to decrease; however, programming attendance continues to grow.

Ms. Wick submitted the State Library focus group information for discussion at the February board meeting.

OLD BUSINESS:

Organizational Architecture Update

Mr. Fiala from Organizational Architecture presented an overview of the Human Resources Department Operations Report and his recommendation to the board for adding a Human Resources Director position.

 

NEW BUSINESS:
Ms. Kocica made a motion to approve Resolution R-2020-01: Acceptance of gifts to the Library: donations as listed.  Ms. Doss seconded the motion. All present were in favor, none opposed. The resolution was adopted.

Mr. Braun made a motion to approve Resolution R-2020-02: Disposal of unneeded or obsolete library material.  Ms. Lyons seconded the motion.  Roll call vote: Mr. Cardinal, aye; Mr. Braun, aye; Ms. Kocica, aye; Ms. Lyons, aye; Ms. Waite, aye; Ms. Doss, aye.  All present were in favor, none opposed. The resolution was adopted.

Ms. Kocica made a motion to approve Resolution R-2020-03: The General Reserve Fund to the General Fund.  Mr. Braun seconded the motion.  All present were in favor, none opposed. The resolution was adopted.

Ms. Kocica made a motion to approve Resolution R-2020-04: Authorizing the Director and Fiscal Officer to execute documents on behalf of the Board of Trustees. Ms. Doss seconded the motion.  All present were in favor, none opposed. The resolution was adopted.

Mr. Braun made a motion to approve Resolution R-2020-05: Authorizing the Board of Trustees to participate in the DAS Cooperative Purchasing Program.  Ms. Kocica seconded the motion.  Roll call vote: Mr. Cardinal, aye; Mr. Braun, aye; Ms. Kocica, aye; Ms. Lyons, aye; Ms. Waite, aye; Ms. Doss, aye.  All present were in favor, none opposed. The resolution was adopted.

Ms. Kocica made a motion to approve Resolution R-2020-06:  Authorizing the Board of Trustees to participate in the U.S. Communities Cooperative Purchasing Alliance.  Ms. Waite seconded the motion.  Roll call vote: Mr. Cardinal, aye; Mr. Braun, aye; Ms. Kocica, aye; Ms. Lyons, aye; Ms. Waite, aye; Ms. Doss, aye.  All present were in favor, none opposed. The resolution was adopted.

Ms. Kocica made a motion to approve Resolution R-2020-07: Transfer of Cash.  Mr. Braun seconded the motion.  All present were in favor, none opposed. The resolution was adopted.

 

EXECUTIVE SESSION:
Mr. Cardinal entertained a motion to go into executive session to consider employment and compensation of a public employee(s) or official(s) per the terms and conditions of ORC 121.22 (G) (1). Ms. Doss made a motion to go into executive session; Ms. Kocica seconded the motion.  Roll call vote: Mr. Cardinal, aye; Mr. Braun, aye; Ms. Kocica, aye; Ms. Lyons, aye; Ms. Waite, aye; Ms. Doss, aye.

The board went into executive session at 6:49 p.m.

The board came out of executive session at 7:54 p.m.

Mr. Cardinal recognized and thanked Mr. Humphrey for his attendance at the meeting.

Mr. Braun made a motion to retain the services of Organizational Architecture to assist in recruiting and hiring a Human Resources Director for the Library.  Ms. Doss seconded the motion.  All present were in favor, none opposed.  The motion was adopted.

The February board meeting has been rescheduled for Monday, February 24^th at the Owensville branch.

Ms. Lyons made a motion to adjourn.  Ms. Doss seconded the motion. All present were in favor, none opposed. The meeting adjourned at 8:00 p.m.

____________________________________                        _______________________________________

Board President                                                                            Board Secretary

 

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