Minutes: June 2024
MINUTES
CLERMONT COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
JUNE 17, 2024
MIAMI TOWNSHIP BRANCH
Present: Jennifer Doss, Ernie Ramos, Mary Jo Waite, Judith Kocica, Tricia Lyons, Ed Humphrey
Absent: Katie Bock
Staff: Chris Wick, Melanie Smithey, Debbie Williams, Leslie Jacobs, Lynn Baird, Theresa Herron, Julie Robinson, Beth Barker
Ms. Doss called the meeting to order at 6:00 p.m.
ROLL CALL:
Jennifer Doss, here; Ernie Ramos, here; Mary Jo Waite, here; Judith Kocica, here; Tricia Lyons, here; Ed Humphrey, here.
All present recited the Pledge of Allegiance.
MAY 20, 2024 MINUTES:
Motion by Mr. Humphrey, seconded by Mr. Ramos, to approve the May 20, 2024, board meeting minutes, as mailed. All present were in favor, none opposed. Motion was adopted.
PUBLIC PARTICIPATION:
None.
BOARD OF TRUSTEE BRIEFS:
Mr. Ramos presented information on the differences between a vote of “present” and “abstain.” Mr. Ramos explained when using “present” during a vote means an individual is neither voting for or against the item, but acknowledging they are present during the meeting. The vote of “present” will satisfy the requirement of quorum for the meeting to proceed.
Mr. Ramos also discussed the Open Meetings Act, as related to committees. Committees and/or subcommittees must comply with the Open Meetings Act. Established notices of meetings must be posted, including the time, date, and place of meetings, to allow for the community to attend. Mr. Ramos asked if the Library is complying with the Open Meetings Acts by posting notice of when and where a meeting will be held and if meeting minutes are kept. Ms. Wick and Ms. Doss confirmed both the notice of upcoming meetings are posted in advance and meeting minutes are written for each meeting. Ms. Wick stated she will review the by-laws and confirm how meeting notifications and committees are referenced in the by-laws.
Ms. Doss requested information on the differences of voting “abstain” and “present.” Mr. Humphrey explained, a vote of abstention will be counted as a vote of the majority whether the result is “Yes” or “No.”
GET TO KNOW THE LIBRARY SERIES – HUMAN RESOURCES
Ms. Robinson, Human Resources Director, presented information about the department, its recent history, staffing processes, procedures, budgeting, benefits, and future plans.
DEPUTY FISCAL OFFICER
Ms. Smithey introduced Ms. Williams, the new Deputy Fiscal Officer.
FISCAL OFFICER’S REPORT:
Ms. Smithey submitted and discussed the May 2024 Financial Reports.
Motion by Mr. Ramos, seconded by Ms. Waite, to approve the May 2024 Financial Reports, as mailed. All present were in favor, none opposed. Motion was adopted.
Motion by Mr. Humphrey, seconded by Ms. Lyons, to approve May 2024 Bills paid. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Kocica, seconded by Ms. Waite, to approve May 2024 Bills paid – Anthem. Ms. Doss abstained. All other present were in favor, none opposed. Motion was adopted.
DIRECTOR’S REPORT:
Ms. Wick presented information about a collaboration with UC Clermont to develop a management and leadership training program. Ms. Wick shared the training can be utilized for staff interested in management, new managers or supervisors, or refresher training for existing managers. Development of this program may be completed by the end of 2024.
Ms. Wick went over information regarding the Public Library Fund and plans to reduce costs, which includes a hiring frost.
Ms. Wick stated the Library2Go program is proceeding.
Ms. Wick updated the board on the progress of the Outreach Services Department. Due to the hiring frost, the hiring of the Outreach Supervisor has been delayed. Mr. Rich, Manager and Ms. Matheney, Supervisor of the Batavia/Owensville branches respectively, will work together to expand Library2Go.
Ms. Wick updated the board regarding the survey to be conducted by the UC Evaluation Services Center.
Ms. Wick stated the 2023 Annual Report was included in the board packet.
Ms. Wick briefly discussed House Bill 622.
Ms. Wick stated she was officially appointed as a member of the Family and Child First Council, a committee of the Ohio Department of Jobs and Family Services. The library’s participation will help provide access to information and shared resources.
Ms. Wick told the board that Ms. Brofft, Collection Services Manager, and Ms. French, Manager of the Union Township Branch, will be featured on Channel 19 Fox News at 12:30 on June 18. They will discuss the benefits of the Summer Reading program.
Ms. Wick said she attended a recent community breakfast at Milford High School where officials talked about revitalizing partnerships in the community. She mentioned the possibility of partnering with the school to provide programing such as assisting seniors with technology.
Ms. Wick stated she, as well as Ms. Robinson, are visiting branches to stay up-to-date on guest and staff needs, availability of services provided, and accessibility of resources to guests.
Ms. Wick shared that as of June 17, the Dolly Parton Imagination Library of Clermont County, Ohio, has 7,503 students enrolled, or 64% of eligible children. Ms. Wick said the Imagination Library Steering Committee will launch a Facebook page on July 1. The library will be highlighted on day a week to promote the library and Zoom Bedtime Storytime.
Ms. Wick updated information on the Strategic Plan Goal Report, stating the Library is up 10% in program attendance through May.
Ms. Wick informed the Board the status of the LED upgrades, a project of Mr. Carpenter, Facilities Manager.
Mr. Humphrey asked about the construction of additional handicapped parking spaces at the Miami Township Branch. Ms. Wick said Mr. Carpenter had been gathering additional information and the project will be referred to the Budget Committee.
Ms. Wick affirmed the Library will be represented at the Clermont County Fair, in response to a question by Mr. Ramos.
Ms. Doss asked for more information about the management and leadership program in development with UC Clermont. Ms. Wick stated the overall project will provide additional training in management and leadership for those who may have not have adequate access to training while completing higher education. The training program will assist staff with knowledge and experience which could be utilized in future leadership positions. Ms. Wick said the cost would be competitively priced to align with other area management /leadership instructional programs. Ms. Kocica asked if the training program would be on-campus, virtual or hybrid. She also asked if the program will be managed within the Human Resources Department. Ms. Wick said the training program is likely to be a hybrid and responsibilities for CCPL’s participation will lie with the Human Resources Department. Ms. Lyons appreciated the program’s potential and that it could be used by other county businesses and organizations.
NEW BUSINESS:
Motion by Ms. Kocica, seconded by Mr. Humphrey, to approve Resolution 2024-16: 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 Ms. Lyons, to approve Resolution 2024-17: Disposal of Unneeded or Obsolete Inventory. Roll call vote: Ms. Doss, yes; Mr. Ramos, yes; Ms. Waite, yes; Ms. Kocica, yes; Ms. Lyons, yes; Mr. Humphrey, yes. All present were in favor, none opposed. The motion was adopted.
Ms. Wick distributed copies of the July-August Library Insider newsletter and highlighted the front cover which summarized the Library’s services for preschool-aged children to help them become school-ready.
Motion by Mr. Humphrey, seconded by Ms. Lyons, to adjourn the meeting at 7:09 p.m. All present were in favor, none opposed. Motion was adopted.
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Board President Board Secretary
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