Minutes February 2018

MINUTES

CLERMONT COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

FEBRUARY 12, 2018

UNION TOWNSHIP BRANCH

 

 

Present: Joseph Braun, Judith Kocica, Anthony Cardinal, Bob Pautke, M. E. Steele-Pierce, Patricia Pryor, Tricia Lyons

Staff:  Chris Wick, Maura Gray, Leslie Jacobs, Theresa Herron, Marcia Troknya, Lynn Baird, Robb Hirschauer, Emily Wichman, Amy Vogel, Laurie Henry

Guest: Kevin Rogers, CPS

Mr. Braun called the meeting to order at 6:13 p.m.

ROLL CALL:

Roll Call: Joseph Braun, here; Judith Kocica, here; Anthony Cardinal, here; Bob Pautke, here, Ms. Pryor, here, Dr. Steele-Pierce, here, Tricia Lyons, here

Everyone rose to recite the Pledge of Allegiance.

A moment of silence was observed for the two Westerville, Ohio police officers that lost their lives in the line-of-duty on Saturday, February 10, 2018.

APPOINTMENT OF DIRECTOR AND FISCAL OFFICER:

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

NOVEMBER 13, 2017 MINUTES:

Mr. Braun asked for amendments, corrections or additions to the November 13, 2017 minutes. No revisions were submitted.

Dr. Steele-Pierce made a motion to approve the November 13, 2017 minutes, as mailed. Mr. Cardinal seconded the motion.  All present were in favor, with the exception of Mr. Pautke and Ms. Lyons, who abstained.  The motion was adopted and the minutes were approved.

JANUARY 8, 2018 MINUTES:

Mr. Braun asked for amendments, corrections or additions to the January 8, 2018 minutes. No revisions were submitted.

Ms. Lyons made a motion to approve the January 8, 2018 minutes, as mailed. Mr. Pautke seconded the motion.  All present were in favor, with the exception of Ms. Pryor and Dr. Steele-Pierce, who abstained.  The motion was adopted and the minutes were approved.

MIAMI TOWNSHIP PROJECT UPDATE:

Kevin Rogers provided an update on the Miami Township building project. He stated that

DER has completed the interior punch list and the exterior punch list is in progress.  Discussion occurred regarding the status of occupancy for the branch.  Mr. Rogers stated that the installation of the redesigned fire alarm notification system has begun.  Strobes and horns are being installed so that the building is compliant with ADA and capacity standards.  Discussion occurred regarding the specifics and circumstances surrounding the need for Tyco to redesign the system.  Ms. Kocica and Mr. Braun requested that Mr. Hirschauer verify that the other library branches are in compliance.  Mr. Rogers stated that the overall cost for the redesigned fire alarm system was negotiated down to approximately $14,900.00.  The expenditure was approved by the building committee.

Dr. Steele-Pierce made a motion to ratify the expenditure of the fire notification system.  Mr. Cardinal seconded the motion.  All present were in favor, none opposed.  The motion was adopted.

Mr. Rogers stated that some areas of carpeting in the new branch are defective.  The replacement carpeting is on order. It is estimated to arrive and be installed the first week of March.  He stated that there is no additional cost to the library for the new carpeting; it is the result of a defect in the product.

 

Mr. Rogers stated that the furniture installation and relocation of materials from the Milford branch to the Miami Township branch is ongoing.

 

Mr. Braun asked for a status update on the move.  Chris Wick stated the entire collection has been moved out of the Milford branch.  Additional seating, desks and administration shelving are being installed.  She stated the project is moving right along.

 

Mr. Braun inquired about the status of the remaining furniture and items at the Milford branch that will not be relocated to the Miami Township branch.  Mr. Hirschauer stated that he is looking for storage and auction site options for the items.  The board discussed the timeline of vacating and turning over the Milford branch property to Milford Schools, and the mobilization timeline of administration and support department staff. The property will be turned over to Milford Schools on March 1, 2018.  The board requested a copy of the mobilization schedule from Ms. Wick.

 

DEED AUTHORIZATION:

Ms. Pryor made a motion to authorize the board president to sign the deed for 1099 State Route 131, Milford, Ohio transferring ownership of the property to Milford Schools.  Mr. Cardinal seconded the motion.  All present were in favor, none opposed.  The motion was adopted.

Ms. Kocica asked if the library ownership of the Miami Township branch has been recorded.  Mr. Braun stated that the title is on record, and requested that Ms. Wick verify that all easements were properly recorded.

Ms. Wick reminded the board that the Miami Township branch grand opening for the public will take place on March 17, 2018 from 1 p.m. to 4 p.m., with a VIP event taking place at 11 a.m.

Dr. Steele-Pierce requested that the March board meeting date be moved to March 19, 2018.  Ms. Kocica made a motion to change the date.  Mr. Pautke seconded the motion.   All present were in favor, none opposed.  The motion was adopted.

Mr. Braun inquired about the relocation of the Milford branch outdoor electronic sign.  Mr. Hirschauer stated that the library will be moving the electronic sign to the Bethel branch.

 

PUBLIC DISCUSSION:

Mr. Braun invited any public matters to be brought forth to the board.  Ms. Henry gave a status update on the move to Miami Township.  She thanked Lynn Baird for installing a temporary work station for checking in materials.  Ms. Henry is very pleased with how the move is going.  She stated that the staff misses the patrons and they are looking forward to the branch opening.  Ms. Wick stated that the move of the computer system servers from the Owensville branch to the Miami Township branch will take place on February 19, 2018.

Mr. Rogers left at 6:56 p.m.

 

Mr. Braun stated that Mr. Rogers has been very good to work with during the Miami Township project.  The board discussed various options to thank Mr. Rogers for his guidance and oversight during the construction project.

FISCAL OFFICER’S REPORT:

Ms. Gray stated that the PLF is up $35,000 from the state estimate.  She gave an account of the January 2018 financial report which consisted of: the bank reconciliation; the January 2018 check register; the MTD and YTD fund reports; the MTD and YTD bank reports; the system balancing report; and a detailed expense report for Fund 409.

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

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. Pautke made a motion to go into executive session; Dr. Steele-Pierce seconded the motion.  Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Mr. Cardinal, aye; Dr. Steele-Pierce, aye; Ms. Pryor, aye; Mr. Pautke, aye; Ms. Lyons, aye.  The board went into executive session at 7:02 p.m.

Ms. Pryor left at 7:57 p.m.

The board came out of executive session at 8:33 p.m.

DIRECTOR’S REPORT:

The director’s report was submitted. Ms. Wick stated that the report has been formatted to reflect the vision and strategic plans, and now includes the Library’s mission statement to give perspective.   She stated that the turnover rates from Boone, Brown and Campbell counties have been included, as requested by Ms. Kocica at the January meeting.

 

The board discussed the options submitted in the board packet for recognition of Jean Schmidt’s public service, as it relates to the dedication of the flag pole at the Miami Township branch.   Ideas submitted ranged from a small plaque to a memorial bench.  The board agreed that a plaque would be the preferred option and gave input on the wording.

 

Ms. Lyons stated that the monthly branch update that is submitted as part of the board packet is very helpful.  She stated that it has provided her with a better feel for programming and services at each of the branches.

 

OLD BUSINESS:

Discussion of the human resources policy manual was postponed. Ms. Pryor submitted changes to Ms. Jacobs prior to the start of the February board meeting.

 

NEW BUSINESS:

Mr. Cardinal made a motion to approve Resolution R-2018-09: Acceptance of gifts to the library: donations as listed.  Dr. Steele-Pierce seconded the motion.  All present were in favor, none opposed.  The resolution was adopted.

Mr. Pautke made a motion to approve Resolution R-2018-10: Disposal of unneeded or obsolete library material.  Ms. Lyons seconded the motion.  Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Mr. Cardinal, aye; Dr. Steele-Pierce, aye; Mr. Pautke, aye; Ms. Lyons, aye.   All present were in favor, none opposed. The resolution was adopted.

Ms. Kocica made a motion to approve Resolution R-2018-11: Increase the appropriation in Capital Fund 400 in the amount of $100,000.00.  Mr. Cardinal seconded the motion.  All present were in favor, none opposed.  The resolution was adopted.

Mr. Pautke made a motion to adjourn. Mr. Cardinal seconded the motion. All present were in favor, none opposed. The meeting adjourned at 8:46 p.m.

 

____________________________________                     _______________________________________

Board President                                                                                      Board Secretary

 

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