Minutes: August 2018

MINUTES

CLERMONT COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

AUGUST 13, 2018

MIAMI TOWNSHIP BRANCH

 

 

Present: Joseph Braun, Judith Kocica, M.E. Steele-Pierce, Tony Cardinal, Tricia Lyons

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

Guest: Commissioner Painter, Kathryn Greene

Absent: Bob Pautke, Patricia Pryor

Mr. Braun called the meeting to order at 6:05 p.m.

ROLL CALL:

Roll Call: Joseph Braun, here; Judith Kocica, here; Dr. Steele-Pierce, here; Tony Cardinal, here; Tricia Lyons, here

Everyone rose to recite the Pledge of Allegiance.

JULY 9, 2018 MINUTES:

Mr. Braun asked for amendments, corrections or additions to the July 9, 2018 minutes. No revisions were submitted.

Dr. Steele-Pierce made a motion to approve the July 9, 2018 minutes, as mailed.  Ms. Lyons seconded the motion.  All present were in favor, none opposed.  The motion was adopted and the minutes were approved.

PUBLIC DISCUSSION:

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

FISCAL OFFICER’S REPORT:

Ms. Gray gave an abbreviated account of the July 2018 financial report which consisted of: the bank reconciliation; the July 2018 check register; the MTD and YTD fund reports; the MTD and YTD bank reports; and the system balancing report.  Ms. Gray stated that the PLF for August was $7,000.00 below the state estimate. Year to date, actual receipts exceed the state estimate.

Mr. Cardinal made a motion to approve the July 2018 financial report.  Dr. Steele-Pierce seconded the motion.  All present were in favor, none opposed.  The motion was adopted.

Dr. Steele-Pierce made a motion to approve the July 2018 bills, as listed.  Mr. Cardinal seconded the motion.  All present were in favor, with the exception of Mr. Braun, who abstained.  The motion was adopted.

DIRECTOR’S REPORT:

The director’s report was submitted.  Ms. Wick discussed working toward accomplishing the long range vision plan goals.  Highlighted under visibility; the Library’s participation in community National Night Out programs, at the Clermont County Fair, and  at Ready Fest.  Highlighted under Lifelong Learning; subscribing to the database, Lynda.com, and the mental health first aid training through a grant from the Clermont County Mental Health Recovery Board.  Highlighted under Community center; Ms. Wick invited the members of the Board to attend the annual Staff Development Day on Monday, October 8, 2018.  Ms. Wick discussed the introduction of a new customer service model to be outlined that day utilizing the Disney customer service method.  Recognizing the staff already offers excellent customer service, the Disney model is more relationship based versus a transaction based.

 

Ms. Wick briefly discussed the quarterly statistics data submitted.  A breakdown of the statistics and comparison for all ten branches was provided.

 

Ms. Wick mentioned   the summary of the service report on hours provided in the packet for discussion at the October meeting.

 

Mr. Braun asked Ms. Wick to clarify the report on branch door counts noting a lack of data for the Union Township Branch.  Ms. Wick stated the Union Township Branch remains a busy facility, but since March 2018 the branch has experienced a slight decrease in door count.  The opening of the new Miami Township Branch has had an impact on the Union Township Branch.  Ms. Wick noted a spike in door counts for the Miami Township Branch this year.

 

Ms. Wick shared a customer comment card recognizing the computer expertise of Amelia Branch staff member, Ross Hughes.

 

Dr. Steele-Pierce recognized staff for their hard work related to the 43% increase in summer reading completion.  Dr. Steele-Pierce acknowledged her appreciation for staff participation in the National Night Out events and the presence at the county fair.

 

OLD BUSINESS:

2019 Board of Trustees Meeting Dates:

Ms. Wick anticipated the September 2018 meeting would be held at the Amelia Branch; however, a scheduling conflict necessitated moving the meeting location to the Miami Township Branch.  Ms. Wick noted the meeting rotation cycle for 2019.

 

Dr. Steele-Pierce initiated a discussion for consideration of moving meetings to every other month in 2019.

 

Ms. Kocica initiated a discussion for consideration of moving the meeting date to the third Monday of each month.

 

Mr. Braun discussed the need to meet in both November and December to conduct necessary end of year business.  Ms. Kocica discussed the need to meet in June to authorize the fiscal officer to prepare the budget for adoption by the July 15^th due date, and its submission by July 20^th to the county auditor.

 

Ms. Wick was instructed to contact Ms. Pryor and Mr. Pautke to see if they were able to meet on the third Monday in September.

 

Director and Fiscal Officer Job Descriptions:

Dr. Steele-Pierce discussed the process of bringing the director and fiscal officer’s job descriptions up to date.  Ms. Lyons made a motion to approve the adoption of the new job descriptions for both the director and the fiscal officer, effective August 13, 2018.  Mr. Cardinal seconded the motion.  All present were in favor, none opposed.

 

NEW BUSINESS:

Dr. Steele-Pierce made a motion to approve Resolution R-2018-26: Acceptance of gifts to the library: donations as listed.  Ms. Lyons seconded the motion.  All present were in favor, none opposed.  The resolution was adopted.

Dr. Steele-Pierce made a motion to approve Resolution R-2018-27: Disposal of unneeded or obsolete library material.  Mr. Cardinal seconded the motion.  Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Dr. Steele-Pierce, aye; Ms. Lyons, aye; Mr. Cardinal, aye.   All present were in favor, none opposed. The resolution was adopted.

Ms. Lyons made a motion to amend Resolution R-2018-28: Approval of Board meeting light refreshment expenses to reflect a total of $35 per meeting.  Mr. Cardinal seconded the motion.  All present were in favor, none opposed.

Ms. Lyons made a motion to adopt Resolution R2018-28: Approval of Board meeting light refreshment expenses. Mr. Cardinal seconded the motion.   Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Dr. Steele-Pierce, aye; Ms. Lyons, aye; Mr. Cardinal, aye.   All present were in favor, none opposed. The resolution was adopted.

Mr. Cardinal made a motion to approve Resolution R-2018-29: Approval of staff development day expenses.  Ms. Lyons seconded the motion.  Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Dr. Steele-Pierce, aye; Ms. Lyons, aye; Mr. Cardinal, aye.   All present were in favor, none opposed. The resolution was adopted.

Query from Brian Vickers:

Mr. Braun discussed the request submitted by Village of Batavia Council member, Brian Vickers concerning the future of the Batavia Branch.  Mr. Braun suggested referring the query to the building committee to investigate the issue, and to come back to the Board with a recommendation.  Mr. Braun restated the commitment the Board made to the public of tabling the issue for a year.

Mr. Braun made a recommendation to fill a vacancy on the budget committee.  Mr. Braun asked Ms. Lyons to fill the position.    Ms. Lyons requested time to submit the request to her ethics department before making a decision.

 

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. Cardinal made a motion to go into executive session; Ms. Lyons seconded the motion.  Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Mr. Cardinal, aye; Dr. Steele-Pierce aye; Ms. Lyons, aye.  The board went into executive session at 6:38 p.m.

The board came out of executive session at 6:47 p.m.

Dr. Steele-Pierce made a motion to amend Resolution R 2018-30: Increase for the appropriation in the General Fund to reflect a decrease from $185,000 to $142,000 to the General Fund.  Ms. Kocica seconded the motion.  All present were in favor, none opposed. The resolution was adopted.

 

Mr. Braun made a motion to adjourn. Mr. Cardinal seconded the motion. All present were in favor, none opposed. The meeting adjourned at 6:52 p.m.

 

The flag pole dedication in honor of Jean Schmidt was held following the conclusion of the meeting.

 

 

____________________________________                        _______________________________________

Board President                                                                            Board Secretary

 

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