Minutes: April 2021

MINUTES
CLERMONT COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
APRIL 19, 2021
MIAMI TOWNSHIP BRANCH
IN PERSON AND VIA FACEBOOK LIVE

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

Staff: Chris Wick, Maura Gray, Leslie Jacobs, Theresa Herron, Lynn Baird, Jim George, Julie Robinson

Guests: Dan Rosenthal, Jennette Nichols, Patricia Pryor

Mr. Cardinal called the meeting to order at 6:01 p.m.
ROLL CALL:
Roll Call: Tony Cardinal, here; Joe Braun, absent; Judith Kocica, here; Tricia Lyons, here; Mary Jo Waite, here; Jennifer Doss, here; Ed Humphrey, here.

All present recited the Pledge of Allegiance.

March 15, 2021, MINUTES:

Motion by Mr. Humphrey, seconded by Ms. Doss, to approve the March 15, 2021, board meeting minutes as mailed. All present were in favor, except Judith Kocica, who abstained. Motion carried.

PUBLIC DISCUSSION:
Mr. Cardinal invited any public matters be brought forth to the board. The following community members addressed the board:
Chris Hicks
Tracey McCullough
Marcia Troknya

FISCAL OFFICER’S REPORT:
Ms. Gray reviewed the financial report. She also said PLF revenue is above the state estimate.

Motion by Ms. Doss, seconded by Ms. Kocica, to approve the March 2021 financial report. All present were in favor, none opposed. Motion was adopted.
Motion by Mr. Humphrey, seconded by Ms. Kocica, to approve the March 2021 bills paid. All present were in favor, except Ms. Doss, who abstained. Motion was adopted.

DIRECTOR’S REPORT
The Library celebrated National Library Week, April 4-10, by passing out tote bags which were popular with guests. In addition, April 6 was National Library Workers Day and the Staff Recognition Committee conducted a month-long “Thank a Co-Worker” campaign. The Director and Assistant Director took goody bags to each branch and department to thank employees for their work. The Staff Recognition Committee also launched the Secret Pal program. The committee is working hard to create fun and inventive ways to recognize staff. Ms. Wick thanked Cindy Mahaffey for her efforts leading the committee and recruiting new members.

Ohio issued revised health orders recently, rescinding previous orders. OLC will host a meeting Monday, April 19, to discuss the changes and how they will impact libraries. The CCPL Pandemic Team will meet April 29 to discuss the orders. The Library is working with Public Health to help county residents register for a vaccination appointment using the ArmorVax app. All staff have been trained to provide assistance with the app. Ms. Wick said she is happy the Library is able to help. She thanked Kasey Richey of the Felicity Branch who put together the FAQ for the ArmorVax app and training to help staff. The Library is working with Clermont County Public Health to offer library facilities as vaccination sites if needed. The Library is happy to be a partner, especially in more rural communities where transportation can be an issue.

The Clermont County Ohio Governor’s Imagination Library now has 4,716 children enrolled, which is 34 percent of the children eligible. During a recent Ohio Governor’s Imagination Library sector meeting, it was announced that stimulus money can be used to support the program.

The issue with the canopy provided by the vendor supplying the library lockers has been resolved because the lockers will be wrapped. The metalwork is being completed and the monitors will be installed soon. The lockers are expected to be delivered afterwards.

The proposed changes to the HR Policy Manual were included in the board’s packet. The By-Law Committee met April 16. The Strategic Plan goals are attached.

The Senior Connection conversation starter brochure was distributed to the board. This is a project presented in partnership with Clermont Senior Services to promote engagement and conversation with seniors especially during the pandemic when so many people are isolated. The project will be presented to the county commissioners May 6.

The Union Township Library piloted the “Miss You” Card Campaign. Staff members Debbie Williams and Kim Trampler developed the program of sending cards to library regulars they had not seen in some time asking them to come back, telling them about Library services, accommodations, and safety protocols. The cards have been well received and the personal touch has been much appreciated. This idea has been rolled out across the system. Ms. Wick was appreciative of the creativity and thoughtfulness of the program.

While attending Early Childhood Coordinating Committee meetings, Ms. Wick heard how young children are struggling through the pandemic and wanted to provide assistance and resources to parents and the early childhood community. Tammy Craig from the Community Engagement Department put together a booklet with a list of titles, developed by Stacy Books of the Collection Development department, for parents and caregivers to help their children deal with stress and anxiety. The booklet has received a lot of praise.

The Library is installing credit card readers at each branch for guests to pay fines and fees. These pay stations will improve customer service.

OLD BUSINESS
Ms. Doss reported on the By-Law Committee meeting. The by-laws were last updated in 2019. She asked the board to review the proposed edits and discuss them at the May meeting.

NEW BUSINESSS
Motion by Ms. Kocica, seconded by Ms. Lyons, to approve Resolution 2021-13: Acceptance of Gifts to the Library. Donation as listed. All present were in favor, none opposed. Motion was adopted.

Motion by Mr. Humphrey, seconded by Ms. Waite, to approve Resolution 2021-14: Disposal of Unneeded or Obsolete Library Inventory. Roll call vote: Mr. Cardinal, aye; Ms. Lyons, aye; Ms. Waite, aye; Ms. Doss, aye; Mr. Humphrey, aye; Ms. Kocica, aye. All present were in favor, none opposed. The resolution was adopted.

Ms. Gray explained the details of this Resolution. Motion by Ms. Kocica, seconded by Ms. Doss, to approve Resolution 2021-15: Increase in Appropriation in the General Fund. All present were in favor, none opposed. Motion was adopted.

Motion by Ms. Waite, seconded by Mr. Humphrey, to approve Resolution 2021-16: Transfer Cash to the Capital Fund. All present were in favor, none opposed. Motion was adopted.

Ms. Gray explained the details of this Resolution. Motion by Ms. Kocica, seconded by Mr. Humphrey, to approve Resolution 2021-17: Increase in Appropriation in the Capital Fund. All present were in favor, none opposed. Motion was adopted.

Motion by Mr. Humphrey, seconded by Ms. Doss, to approve the revisions and additions to the HR Policy Manual. All present were in favor, none opposed. Motion was adopted.

Motion by Ms. Kocica, seconded by Mr. Humphrey, to go into Executive Session for ORC 121.22 (G)(1) to consider the investigation of charges or complaints against a public employee(s) and for ORC 121.22 (G)(4) for the purpose of preparing for negotiations or bargaining session with public employees concerning their compensation or other terms and conditions of employment. Roll call vote: Mr. Cardinal, aye; Ms. Lyons, aye; Ms. Waite, aye; Ms. Doss, aye; Mr. Humphrey, aye; Ms. Kocica, aye. All present were in favor, none opposed. The motion was adopted at 6:49 p.m.

The board returned from Executive Session at 8:25 p.m.

Ms. Doss read the following statement:

The Board takes allegations of misconduct very seriously. Regarding the allegations brought forth to the Board since public participation has resumed, the Board has discussed them and determined that they were investigated, addressed, and resolved appropriately at the time they occurred in accordance with library policy. Therefore, it has been determined that no further action is necessary. These allegations tonight were particularly disturbing and have been discussed amongst the Board. We are confident that the matter was addressed appropriately at the time, and furthermore, the allegations were misrepresented and mischaracterized. We as a Board fully support our administrative team and have 100% confidence in them and in the library policies regarding these matters.

Motion by Mr. Humphrey, seconded by Ms. Doss, to adjourn the meeting at 8:31 p.m. All present were in favor, none opposed. The resolution was adopted.

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Board President Board Secretary

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