Minutes: August 2024
MINUTES
CLERMONT COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
AUGUST 19, 2024
MIAMI TOWNSHIP BRANCH
Present: Jennifer Doss, Ernie Ramos, Mary Jo Waite, Judith Kocica, Trisha Lyons, Ed Humphrey
Absent: Katie Bock
Staff: Chris Wick, Leslie Jacobs, Melanie Smithey, Lynn Baird, Theresa Herron, Elyse French, 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; Trisha Lyons, here; Ed Humphrey, here.
All present recited the Pledge of Allegiance.
JULY 15, 2024 MINUTES:
Motion by Mr. Humphrey, seconded by Ms. Waite, to approve the July 15, 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 about the fraud training required by the Ohio Auditor of State.
GET TO KNOW THE LIBRARY SERIES – PUBLIC SERVICES:
Ms. Jacobs presented the Get to Know the Library segment for Public Services.
The Board completed the Fraud Reporting training by watching the required video.
FISCAL OFFICER’S REPORT:
Ms. Smithey submitted and discussed the July 2024 Fiscal Officer and Financial Reports.
Motion by Mr. Ramos, seconded by Ms. Waite, to approve the July 2024 Financial Reports, as mailed. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Waite, seconded by Mr. Humphrey, to approve July 2024 Bills paid. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Kocica, seconded by Ms. Lyons, to approve July 2024 paid – Anthem. All present were in favor, none opposed. Ms. Doss abstained. Motion was adopted.
DIRECTOR’S REPORT:
Ms. Wick presented the Director’s Report, highlighting key updates and events. She referred to the September/October Library Insider, including the retirement celebration of Cindy Mahaffey, System Programming Supervisor.
In other updates, Ms. Wick announced branch management changes, which included introducing Miami Township Branch Manager Elyse French. Ms. Wick provided an update on the Library2Go program, noting that a van has been purchased, with staff planning to apply for grants to outfit the vehicle. She also described recent Outreach events she attended, such as the Clermont County Fair and National Night Out, emphasizing the community engagement these events fostered.
The Director also discussed the creation of robust Niche Academy content, explaining how the modules serve as effective training tools. She announced the commencement of the annual evaluation and budgeting processes and shared details of a follow-up meeting with UC Clermont officials regarding leadership and management training.
Summer Reading and door counts statistics were discussed and Ms. Wick informed the board about the pop-up survey process conducted by the UC Evaluation Services Center at the Batavia National Night Out, which saw strong community participation.
Ms. Wick reported the By-Law and Policy Review Committee met and suggested revisions of the By-Laws and the Non-Resident Borrower Policy were approved by legal counsel. Counsel is still reviewing suggested revisions to the Human Resources Policy Manual.
At the request of the Director, motion by Ms. Kocica, seconded by Ms. Waite, to approve $200.00 for the purchase of refreshments for Staff Development Day. All present were in favor, none opposed. Motion was adopted.
COMMITTEE REPORTS:
The By-Law and Policy Review Committee met August 1, 2024, to review the Board By-Laws, the Non-Resident Borrower Policy, and the HR Policy Manual.
Ms. Doss discussed the recommended changes to the By-Laws. Motion by Ms. Lyons, seconded by Mr. Ramos, to accept the recommended changes to the By-Laws. All present were in favor, none opposed. Motion was adopted. The changes will be effective immediately.
Ms. Doss discussed the Non-Resident Borrowers Policy and the recommendation that the fee for a non-resident library card be increased from $25 to $75. Ms. Wick explained the reasons for increasing the fee were due in large part to non-resident borrowers’ usage of digital materials, which has an increased cost. Motion by Ms. Lyons, seconded by Ms. Waite, to approve the recommended changes. All present were in favor, none opposed. Motion adopted. The changes will be effective immediately.
NEW BUSINESS:
Motion by Ms. Kocica, seconded by Mr. Ramos, to approve Resolution 2024-20: 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. Humphrey, to approve Resolution 2024-21: 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.
Mr. Humphrey requested an update on the plans for additional handicap parking spaces at the Miami Township Branch. Ms. Wick said the plan for more spaces was placed on hold due to the drop in the PLF. Ms. Kocica asked for the number of handicapped parking spaces available and the number of spaces required.
Ms. Kocica reviewed the lighting retrofitting work. That work is done except for the Felicity Branch. Work will be completed once parts are received.
Motion by Ms. Lyons, seconded by Mr. Humphrey, to adjourn the meeting at 7:35 p.m. All present were in favor, none opposed. Motion was adopted.
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Board President Board Secretary
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