Minutes: March 2025
MINUTES
CLERMONT COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
MARCH 17, 2025
MIAMI TOWNSHIP BRANCH
Present: Jennifer Doss, Ernie Ramos, Mary Jo Waite, Judith Kocica, Ed Humphrey, Laurie Schlueter.
Staff: Chris Wick, Melanie Smithey, Debbie Williams, Andrea Brofft, Lynn Baird, Don Carpenter, Jenny Stewart, Theresa Herron.
Absent: Katie Bock
Ms. Doss called the meeting to order at 6 p.m.
ROLL CALL:
Jennifer Doss, here; Ernie Ramos, here; Mary Jo Waite, here; Judith Kocica, here; Ed Humphrey, here; Laurie Schlueter, here.
All present recited the Pledge of Allegiance.
FEBRUARY 24, 2025, MINUTES:
Motion by Mr. Humphrey, seconded by Ms. Schlueter, to approve the February 24, 2025, board meeting minutes as presented. All present were in favor, none opposed. Motion was adopted.
PUBLIC PARTICIPATION:
None.
BOT BRIEF
Mr. Ramos discussed Ohio’s Virtual Meeting law that takes effect April 9, 2025. A summarization of the law’s key steps was passed out to board members. Virtual meetings are optional. If the board would like to conduct virtual meetings, they must adopt a policy. A sample policy is available from the Ohio Library Council.
Motion by Mr. Humphrey, seconded by Ms. Waite, to create a policy. The Board’s By-Law & Policy Review Committee will meet to work on a policy to present to the entire Board. Ms. Doss, Mr. Ramos, Ms. Waite, Mr. Humphrey, and Ms. Schlueter voted yes. Ms. Kocica voted present. None opposed. Motion was adopted.
GETTING TO KNOW THE LIBRARY
Ms. Herron and Ms. Stewart outlined the functions of the Community Engagement Department.
FISCAL OFFICER’S REPORT:
Ms. Smithey presented the February financial report.
Motion by Mr. Ramos, seconded by Ms. Waite, to approve the February financial report. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Waite, seconded by Ms. Schlueter, to approve the February bills paid. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Kocica, seconded by Mr. Humphrey, to approve the January bill (Anthem) paid. All present were in favor, none opposed. Ms. Doss abstained. Motion was adopted.
DIRECTOR’S REPORT:
Ms. Wick said the last piece of the community survey was to have been a Group Level Assessment held at UC Clermont College. However, it did not take place because not enough people signed up to participate. The event has been rescheduled to occur in April at the Union Township Branch. This will complete UC Evaluation Services Center’s data collection.
Ms. Wick reviewed the statistics requested by board members at the February meeting.
Ms. Wick referred to a letter from the State Librarian of Ohio and briefly summarized President Trump’s Executive Order (EO) affecting the Institute of Museum and Library Services (IMLS), which must develop and submit plans to the federal Office of Management and Budget on reducing its function and personnel to the “minimum presence and function required by law.”
Ms. Wick reported Ohio legislators must approve the state’s next biennium budget in a few months. Libraries have been asked to send letters to their Ohio House of Representatives informing them about the library’s role in the community and the need for maintaining library funding in the next budget. Letters were sent to the Clermont County legislators Representatives Bird and Schmidt.
Ms. Wick updated the Board on the check received from the Greater Cincinnati Foundation. The check was the money earned in 2024 on the Clermont County Library endowment set up in 2003 for the Library. There are no restrictions on how the money can be used.
She presented the list of contracts the Library signs each year as requested by the Board in February.
She said Emily Wichman, manager of the Bethel and Williamsburg Branches, will serve as chair of a committee to set up programs as part of Clermont County’s America 250 celebration.
Imagination Library enrollment remains steady. Ms. Wick asked board members to attend a fund-raising event for the Imagination Library on April 29. More information will be available soon.
Ms. Wick mentioned a new service offered by the Library that will give guests free online access to the Cincinnati Enquirer and USA Today. Access to this service are on the Library’s website.
Ms. Wick asked the board accept a donation of cat accessories, including a scratching post, cat scratch tower, and toys, for the Williamsburg Branch as part of an upcoming program. Motion by Mr. Ramos, seconded by Mr. Humphrey, to accept the donation of cat accessories for the Williamsburg Branch. All present were in favor, none opposed. The motion was adopted.
COMMITTEE REPORTS
The By-Law & Policy Review Committee
Ms. Doss reported on their review of four items: The Board of Trustees By-Laws, Library Usage and Standards of Behavior Policy, Public Records Policy, and Web Accessibility Policy. Committee members proposed changes to the first three documents and the adoption of a new Web Accessibility policy, which states the Library’s commitment to providing guests with an accessible website.
Motion by Ms. Schlueter, seconded by Ms. Waite, to approve the suggested changes to the Board of Trustees By-Laws. All present were in favor, none opposed. The motion was adopted.
Motion by Mr. Ramos, seconded by Ms. Schlueter, to approve the suggested changes to the Library Usage and Standards of Behavior Policy, the Public Records Policy, and to approve the Web Accessibility Policy. All present were in favor, none opposed. The motion was adopted. Policies are effective immediately.
Budget Committee
Ms. Kocica reported that committee members reviewed the proposed capital improvement projects suggested for 2025 and they are recommending an increase in the capital appropriations budget of $700,000 to cover the work: Converting exterior lighting to LED ; purchasing new staff computers; replacing the 11-year-old van; possibly replacing the 10-year- van if a good deal can be made on the purchase of two vehicles; replacing the roof on the Bethel Branch; installing digital/LED signs at the Goshen and Williamsburg Branches; doing routine maintenance on the Williamsburg parking lot as well as improving the retaining wall along the back of the parking lot; pressure washing and sealing the outside of the New Richmond Branch; and increasing the number of handicapped parking spaces at the Miami Township Branch, adding two spaces that are closer than the existing five on the north side of the lot. The Bethel roof is the majority of the estimated cost.
The Board discussed the handicapped parking spots at the Miami Township Branch. It was agreed to pursue a plan to add two more spots on the south side of the building at an estimated cost of $6,000.
Motion by Ms. Kocica, seconded by Ms. Schlueter, to accept the recommendations of the Budget Committee concerning the 2025 capital improvement projects as discussed March 13, 2025. Before voting, Mr. Ramos asked that an architect review the Bethel roof plan before any work contracts are signed. All agreed. All present were in favor, none opposed. The motion was adopted.
NEW BUSINESS:
Motion by Ms. Kocica, seconded by Ms. Schlueter, to approve Resolution 2025-07, Acceptance of Gifts to the Library, donations as listed. All present were in favor, none opposed. The motion was adopted.
Motion by Ms. Waite, seconded by Mr. Humphrey, to approve Resolution 2025-08: Disposal of Unneeded or Obsolete Inventory. Roll call vote: Ms. Doss, yes; Mr. Ramos, yes; Ms. Waite, yes; Ms. Kocica, yes; Mr. Humphrey, yes; Ms. Schlueter, yes. All present were in favor, none opposed. The motion was adopted.
Motion by Mr. Humphrey, seconded by Mr. Ramos, to approve Resolution 2025-09, Increase Appropriation in the General Fund, $700,000. Roll call vote: Ms. Doss, yes; Mr. Ramos, yes; Ms. Waite, yes; Ms. Kocica, yes; Mr. Humphrey, yes; Ms. Schlueter, yes. All present were in favor, none opposed.
Motion by Ms. Waite, seconded by Ms. Schlueter, to approve Resolution 2025-10, Transfer Cash, $700,000. Roll call vote: Ms. Doss, yes; Mr. Ramos, yes; Ms. Waite, yes; Ms. Kocica, yes; Mr. Humphrey, yes; Ms. Schlueter, yes. All present were in favor, none opposed.
Motion by Ms. Schlueter, seconded by Ms. Kocica, to approve Resolution 2025-11, Increase Appropriation in the Capital Projects Fund, $700,000. Roll call vote: Ms. Doss, yes; Mr. Ramos, yes; Ms. Waite, yes; Ms. Kocica, yes; Mr. Humphrey, yes; Ms. Schlueter, yes. All present were in favor, none opposed.
Motion by Mr. Humphrey, seconded by Ms. Schlueter, to adjourn the meeting at 7:44 p.m. All present were in favor, none opposed. The motion was adopted.
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Board President Board Secretary
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