Minutes: June 2018

MINUTES

CLERMONT COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

JUNE 11, 2018

FELICITY BRANCH

 

 

Present: Joseph Braun, Judith Kocica, Bob Pautke, M.E. Steele-Pierce, Tony Cardinal

Staff:  Chris Wick, Maura Gray, Leslie Jacobs, Theresa Herron, Marcia Troknya, Lynn Baird, Lisa Breithaupt, Amy Vogel, Melanie Smithey, Tracey McCullough

Absent: Patricia Pryor, Tricia Lyons

Mr. Braun called the meeting to order at 6:27 p.m.

ROLL CALL:

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

Everyone rose to recite the Pledge of Allegiance.

APRIL 9, 2018 MINUTES:

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

Mr. Cardinal made a motion to approve the April 9, 2018 minutes, as mailed.  Mr. Pautke seconded the motion.  All present were in favor, with the exception of Dr. Steele-Pierce, who abstained.  The motion was adopted and the minutes were approved.

MIAMI TOWNSHIP PROJECT UPDATE:

Ms. Wick provided an update on the Miami Township branch. She stated that the striping was finished and that they are looking into adding additional handicap parking spaces.   Ms. Wick also stated that in response to feedback from the community, the library is looking into adjusting the height of the drive-up book returns to make them more accessible for all vehicle types.  Dr. Steele-Pierce reminded the board that concern for the height of the book returns was discussed in the planning stages at the architect’s office.  She stated that the patrons are requesting an adjustment and “we need to find a way”.

 

Ms. Kocica requested an update from Ms. Wick on the status of the outstanding punch list items, as stated in the April 2018 minutes.  Ms. Wick stated that there is a gap in the administration door that needs to be addressed, as well as a pvc pipe that needs to be cut down.  She stated that the flush valve issue is still being addressed.  The library has received all of the manuals and the furniture punch list is complete.  Ms. Wick stated that Mr. Hirschauer will prepare a formal report for the board for the July meeting.

 

PUBLIC DISCUSSION:

Mr. Braun invited any public matters to be brought forth to the board.  Ms. Wick and the board discussed the rainout of the Miami Township summer concert on Friday, June 8, 2018.

FISCAL OFFICER’S REPORT:

Ms. Gray submitted the April and May financial reports and the first quarter report.  She stated that there was nothing out of the ordinary to note. Ms. Kocica requested detailed explanation of specific bills listed in both the April and May financial reports.  Ms. Gray provided the detail as requested.

Mr. Cardinal made a motion to approve the April and May financial reports and bills, as listed.  Dr. Steele-Pierce seconded the motion.  All present were in favor, with the exception of Mr. Braun, who abstained for both April and May.  The motion was adopted.

DIRECTOR’S REPORT:

The director’s report was submitted. Ms. Wick highlighted a new service called Select Reads and the benefits it offers.  It is a tool to promote the collection with four different services and is visually appealing.

 

She also highlighted the RX for Reading Success program.  The program allows for literacy reinforcement through the Clermont County Community Services, Inc. doctors’ offices.  Ms. McCullough provided additional details of the program to the board.  The library is looking to expand the program to more community agencies such as Health Source.  Dr. Steele-Pierce asked if the program was promoted in the local newspapers.  Ms. Herron stated that it has not.

 

Ms. Wick stated that the library has been actively engaged in workforce development.  A collaboration of services between the Amelia and Union Township youth services staff has provided a series of teen job preparation programs and a teen job fair.  One hundred and twenty-three teens participated in the job fair.

 

The Amelia, Batavia and Union Township branches collaborated to host a summer reading event at Veteran’s Park.  The event was a huge success with 644 attendees.  Ms. Wick thanked the staff for their hard work and stated that the Marketing and Programming departments did a great job in promoting and supporting the event.

 

Dr. Steele-Pierce asked if the Lucky Day program was at all 10 branches or just Miami Township.  Ms. Wick stated that it is currently only at Miami Township.  However, the library is looking into expanding it geographically throughout the county.  Mr. Pautke gave a personal anecdote for the program. Both Mr. Pautke and Dr. Steele-Piece stated how much they liked the program.

 

Ms. Wick provided Miami Township circulation statistics.  She stated that from April 2017 to April 2018 there was a 39 percent increase in circulation; and a 49 percent increase from May 2017 to May 2018.

 

Ms. Wick stated that she is still working on gathering and analyzing data on branch hours and staffing.

 

OLD BUSINESS:

Miami Township Flagpole Dedication:

The board requested that Ms. Wick reach out to Jean Schmidt for her availability in dedicating the flag pole at the July or August 2018 board meetings.

 

Three for Me Update:

Ms. Wick submitted Three for Me statistics.  Mr. Braun gave a personal anecdote on the success of the program and the impact the program is having on children in the community.  The board discussed the importance of the program and the partnership with the schools.

Dr. Steele-Pierce made a motion the implement the Three for Me program county wide.  Mr. Pautke seconded the motion.  All present were in favor, none opposed.  The motion was adopted.

Ms. Kocica stressed the importance of having the program available to all by the start of the academic year in August.  Discussion occurred regarding the timeliness of the rollout process.

HR Policy Manual:

The board analyzed and discussed the vacation comparison report as a tool for determining if CCPL’s vacation schedule is consistent with other library systems and if any changes needed to be implemented.

 

Ms. Wick proposed reducing the vacation accrual cap from 384 hours to 240 hours; a minimum of six months of employment before vacation may be used; and grandfathering all current library staff as it relates to the changes made.

 

Ms. Kocica stated that a minimum of one year of employment should be required for usage.  Mr. Braun stated that this was not in line with other comparable library systems.

 

Dr. Steele-Pierce made a motion to approve the director’s recommendation of reducing the vacation accrual cap from 384 hours to 240 hours; a minimum of six months of employment before vacation may be used; and the grandfathering of all current library staff as it relates to the changes made.  Mr. Pautke seconded the motion.  All present were in favor, with the exception of Ms. Kocica who opposed the motion.  The motion was adopted.

Mr. Braun recommended that the library staff look into minimum usage amounts for vacation time.  Ms. Kocica also recommended that the library staff look more closely at the vacation policy to prevent abuse of the system, such as combining sick and vacation time and/or substituting vacation time when sick time is not available.

Mr. Braun entertained a motion to approve the remainder of the HR policy manual, as submitted.  Mr. Cardinal made a motion to approve.  Mr. Pautke seconded the motion.  All present were in favor, none opposed.  Ms. Kocica abstained.  The motion was approved.

NEW BUSINESS:

Dr. Steele-Pierce made a motion to approve Resolution R-2018-17: Acceptance of gifts to the library: donations as listed.  Mr. Cardinal seconded the motion.  All present were in favor, none opposed.  The resolution was adopted.

Dr. Steele-Pierce made a motion to approve Resolution R-2018-18: Disposal of unneeded or obsolete library material.  Mr. Pautke seconded the motion.  Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Mr. Cardinal, aye; Mr. Pautke, aye; Dr. Steele-Pierce, aye.   All present were in favor, none opposed. The resolution was adopted.

Mr. Cardinal made a motion to approve Resolution R-2018-19: Acceptance of gifts to the library: donations as listed.  Mr. Pautke seconded the motion.  All present were in favor, none opposed.  The resolution was adopted.

Dr. Steele-Pierce made a motion to approve Resolution R-2018-20: Disposal of unneeded or obsolete library material.  Mr. Pautke seconded the motion.  Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Mr. Cardinal, aye; Mr. Pautke, aye; Dr. Steele-Pierce, aye.   All present were in favor, none opposed. The resolution was adopted.

Ms. Kocica made a motion to approve Resolution R-2018-21: Increase the appropriation in the Capital Projects Fund (400).  Mr. Cardinal seconded the motion.  All present were in favor, none opposed.  The resolution was adopted.

Ms. Kocica made a motion to approve Resolution R-2018-22: Increase the appropriation in the General Fund (101).  Mr. Cardinal seconded the motion.  All present were in favor, none opposed.  The resolution was adopted.

Ms. Kocica made a motion to approve Resolution R-2018-23: Transfer of cash from the General Fund (101) to the Debt Service Fund (301).  Mr. Cardinal seconded the motion.  All present were in favor, none opposed.  The resolution was adopted.

Directive to Investigate the 2021 call on the Series 2011A Issue:

Ms. Gray stated that she has already started the investigatory process.

Directive to Prepare and File the 2019 Tax Budget:

Ms. Kocica made a motion to authorize the fiscal officer to prepare and file the 2019 tax budget, to be filed on or before July 15, 2018.  Dr. Steele-Pierce seconded the motion.  All present were in favor, none opposed.  The motion was adopted.

Standards of Library Behavior Policy Revision:

Ms. Wick stated that in response to recent incidents in the branches the prosecuting attorney made recommendations to revise the Standards of Library Behavior Policy.  The board discussed the submitted revisions.  Mr. Pautke made a motion to approve the Standards of Library Behavior Policy with the elimination of the language “for a referendum”  in the last sentence of the policy, if  the prosecuting attorney states that the language is not needed and can be removed.   Ms. Kocica seconded the motion.  All present were in favor, none opposed.  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; Mr. Cardinal seconded the motion.  Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Mr. Cardinal, aye; Dr. Steele-Pierce, aye; Mr. Pautke, aye.  The board went into executive session at 8:03 p.m.

The board came out of executive session at 8:19 p.m.

Mr. Braun entertained a motion regarding compensation for the director and fiscal officer.  Dr. Steele-Pierce made a motion to approve a 2.25 percent increase ($2,148.59) for the director, Ms. Wick; and a four percent increase ($3,689.92) for the fiscal officer, Ms. Gray.  Dr. Steele-Pierce stated that the increase in compensation is to be effective retroactively to the first pay period of 2018.   Mr. Pautke seconded the motion.  All present were in favor, none opposed.  The motion 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 8:23 p.m.

 

 

____________________________________                        _______________________________________

Board President                                                                            Board Secretary

 

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