Minutes: March 2024
MINUTES
CLERMONT COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
MARCH 18, 2024
MIAMI TOWNSHIP BRANCH
Present: Jennifer Doss, Ernie Ramos, Mary Jo Waite, Judith Kocica, Tricia Lyons, Ed Humphrey
Absent: Katie Bock
Staff: Chris Wick, Melanie Smithey, Leslie Jacobs, Lynn Baird, Douglas Mayhugh, Andrea Brofft, Theresa Herron
Guest: Jeanette Nichols
Ms. Doss called the meeting to order at 6:03 p.m.
ROLL CALL:
Roll Call: Jennifer Doss, here; Ernie Ramos, here; Mary Jo Waite, here; Judith Kocica, here; Tricia Lyons, here; Ed Humphrey, here.
All present recited the Pledge of Allegiance.
FEBRUARY 26, 2024 MINUTES:
Motion by Mr. Humphrey, seconded by Ms. Waite, to approve the February 26, 2024, Board meeting minutes as mailed. All present were in favor, none opposed. Motion was adopted.
PUBLIC PARTICIPATION:
None.
BOARD OF TRUSTEE BRIEF:
Clermont County Assistant Prosecutor, Jeanette Nichols, was present to discuss emails as public records. Email best practices were reviewed for both Board of Trustee group and individual email accounts, and after discussion, Ms. Doss advised the potential creation of an Audit Committee. Ms. Doss will follow up with Ms. Nichols to discuss the potential review of emails sent to the Board of Trustees group email account by the audit committee members in alignment with records retention requirements.
GET TO KNOW THE LIBRARY – INFORMATION SERVICES:
IS Manager Douglas Mayhugh presented information about the department including department staff, an overview of their responsibilities, and future plans.
FISCAL OFFICER’S REPORT:
Ms. Smithey reviewed the financial report.
Motion by Mr. Ramos, seconded by Ms. Lyons, to approve the February 2024 financial report. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Waite, seconded by Mr. Ramos, to approve the February 2024 bills paid. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Kocica, seconded by Mr. Humphrey, to approve February 2024 paid – Anthem. All present were in favor, none opposed. Ms. Doss abstained. Motion was adopted.
DIRECTOR’S REPORT
Ms. Wick discussed the creation of adult programming pods and the focus on improving program promotion. As programming changes, all branch staff will work on programming promotions with the goal of increasing attendance 5% by the end of the year.
Ms. Wick said the Library’s Customer Service Committee has created internal customer service standards that will be called Internal Welcoming Behavior Standards.
Ms. Wick reported the Library may work with Clermont Senior Services to provide meals to seniors participating in some of the programs geared toward seniors.
In April, Ms. Wick will present the plan for moving outreach collections out of the pilot phase.
COLLECTIONS SERVICES REPORT:
Ms. Brofft discussed leasing books that began in July 2023. She said leasing has improved access to popular materials and is a cost effective strategy for the Library.
BUILDING COMMITTEE REPORT:
Ms. Waite reported on the “Pike with a Purpose” initiative that will focus on development in the area of Pierce Township that used to be the Village of Amelia. Meetings were held the week of March 11 that library staff and Board members attended. The idea would involve moving many township services closer to Ohio Pike. A majority of calls made for fire and police service come from this area. The initiative is in the very early stages and is estimated to take years to complete. The Library is being asked for support, not financial assistance.
Ms. Waite said the Library’s Facilities Manager reviewed the facilities items in the draft capital budget, which will be presented in April for the Board to review.
Ms. Waite discussed the new 500-unit apartment complex to be built in the Village of Batavia at the end of Haskell Lane. There is a 2.19 acre piece of property at the corner of West Main Street and Haskell Lane. After researching the amount of land upon which other branch libraries in the system are built, the determination was made that the 2.19 acre parcel should support a new building and parking. A new facility in this location would be walkable for many residents in the Village including those in the new apartments. Ms. Waite asked the Board to support gathering more information about the land including the cost, zoning, and a forecast of what would be needed.
Motion by Ms. Kocica, seconded by Mr. Humphrey, to pursue a multiple option plan of discovery in and as it relates to the purchase of the property at the corner of West Main Street and Haskell Lane, or any other available land on Main Street, and the requisite needs including zoning and cost. 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.
NEW BUSINESS:
Motion by Mr. Ramos, seconded by Mr. Humphrey, to approve Resolution 2024-07: 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. Ramos, to approve Resolution 2024-08: 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.
Ms. Doss reported that the Human Resources Director has posted the opening of the Deputy Fiscal Officer position. Applications are being collected and reviewed.
OLD BUSINESSS
The Board discussed the proposed community survey to be conducted by the UC Evaluation Services Center. Ms. Kocica said that it is her understanding the survey will be conducted by an unbiased organization that is skilled at preparing questions designed to get the best information possible about the future needs of the Library system. Because of the information about a possible new Batavia Branch Library, Ms. Doss asked Ms. Wick to see if one of the pop-up events included in the survey proposal could be used to ask the Village of Batavia/Batavia Township community what it feels about their branch. Mr. Humphrey suggested asking for the cost to do one additional pop-up event geared just toward hearing what the Village of Batavia/Batavia Township community would like in a possible new building. Ms. Wick will report back on these possibilities with the cost involved. Ms. Wick will begin setting up a committee to work with the UC Evaluation Services Center as soon as possible and two Board members expressed interest in being a part of the process.
Motion by Ms. Kocica, seconded by Mr. Humphrey, to work with the UC Evaluation Services Center on a community survey that will include three pop-up events at a cost of $20,316 as stated in the UC Evaluation Services Center proposal presented to the Board at the February 2024 meeting. All present were in favor, none opposed. Motion was adopted by unanimous consent of those present.
Motion by Mr. Ramos, seconded by Mr. Humphrey, to adjourn the meeting at 8:23 p.m. All present were in favor, none opposed. Motion was adopted.
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Board President Board Secretary
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