Minutes: November 2019

MINUTES

CLERMONT COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

NOVEMBER 18, 2019

UNION TOWNSHIP BRANCH

Present: Tony Cardinal, Judith Kocica, Joe Braun, Adam Bird, Mary Jo Waite, Jennifer Doss

Absent: Tricia Lyons

Staff:  Chris Wick, Maura Gray, Leslie Jacobs, Theresa Herron, Andrea Brofft, Amy Buskey, Lynn Baird, Amy Vogel, Natalie Bendgen, Marcia Troknya, Laurie Henry, Melanie Smithey, Stacy Books, Margaret Steward, Beth Lammrish, Kaitlynn Carroll

Mr. Cardinal called the meeting to order at 6:03 p.m.

ROLL CALL:

Roll Call: Tony Cardinal, here; Judith Kocica, here; Joe Braun, here; Adam Bird, here; Mary Jo Waite, here; Jennifer Doss, here.

Mr. Cardinal made a statement regarding the importance of Veterans Day and the observance of the holiday.  He encouraged everyone to thank a veteran.

Everyone rose to recite the Pledge of Allegiance.

OCTOBER 21, 2019 MINUTES:

Mr. Cardinal asked for amendments, corrections or additions to the October 21, 2019 minutes.  No revisions were submitted.

Mr. Braun made a motion to approve the October 21, 2019 minutes, as mailed.  Mr. Bird seconded the motion.  All present were in favor, none opposed.  The motion was adopted, and the minutes were approved.

PUBLIC DISCUSSION:

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

FISCAL OFFICER’S REPORT:

Ms. Gray submitted the October financial report which consisted of: the bank reconciliation; the check register; the MTD and YTD Fund Reports; the MTD and YTD Bank Reports; the System Balancing Report; and the PLF Report.  Ms. Gray submitted the third quarter financial report, which consisted of the YTD Fund and Bank Reports; Revenue Report, General Fund and Non -General Fund Expense Report, the Days of Wonder Lease Report and the Quarterly Fines Report.  Ms. Gray stated that Days of Wonder receipts exceed expenses by approximately $4,000.

Status of 2019 Audit

Ms. Gray stated that the Auditor of State has decided to put the Library audit out to bid for the 2019-2023 audits.  She stated that she will know soon who will be doing the Library’s audit.

Ms. Gray submitted Resolution R-2019-24:  Acceptance of gifts to the Library; and Resolution R-2019-25: Disposal of unneeded or obsolete inventory.

Ms. Kocica made a motion to approve the October financial report.  Ms. Waite seconded the motion.  All present were in favor, with the exception of Mr. Braun and Ms. Doss who abstained. The motion was adopted.

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

DIRECTOR’S REPORT:

Ms. Wick stated that the Cardinal Quilters were unable to make it to the November meeting. Their donation will be deferred until the December meeting.

Ms. Wick discussed the Director’s report.

The strategic plan survey is underway.  The Library has received almost 2000 responses to date.  Many individuals have also volunteered to participate in the focus groups.

The HR consulting firm, Organizational Architecture, Inc., was onsite November 12^th through November 14^th working with the HR department and speaking with managers.  They will have their final report to the board in January 2020.  Mr. Cardinal stated that he spoke with Organizational Architecture, Inc. on November 18^th and they will be providing a draft report in the coming weeks.   According to Mr. Cardinal, Organizational Architecture, Inc. stated that it was going well.

Ms. Wick stated that the annual Mitten Drive was successful.  All items will be donated to the James Sauls Homeless Shelter.

The Owensville branch will be closed from December 11^th to January 4^th for renovation.  The renovation will include new carpet, furniture, tile replacement, an added study room, LED lighting fixtures, and the rearrangement of the layout.

Ms. Wick provided the updated meeting room use rules and the third quarter library engagement statistics.

Ms. Doss asked about the pricing and structure changes for e-lending.  Ms. Brofft provided detail of the price increase and change to the lending model.

OLD BUSINESS:

Discussion occurred regarding the by-laws and the replacement of officers when there is a vacancy.  A draft of the revisions was circulated to the board for review by Mr. Braun.  Ms. Kocica made a motion to approve the by-law revisions, as submitted.  Ms. Doss seconded the motion.  All present were in favor, none opposed.  The motion was adopted.

NEW BUSINESS:
Ms. Kocica made a motion to approve Resolution R-2019-24: Acceptance of gifts to the library: donations as listed.  Mr. Bird seconded the motion.  All present were in favor, none opposed. The resolution was adopted.

Ms. Waite made a motion to approve Resolution R-2019-25: Disposal of unneeded or obsolete library material.  Ms. Doss seconded the motion.  Roll call vote: Mr. Cardinal, aye; Ms. Kocica, aye; Mr. Bird, aye; Mr. Braun, aye; Ms. Waite, aye; Ms. Doss, aye. All present were in favor, none opposed. The resolution was adopted.

Status of the Amelia Village:

The board discussed the impact of the dissolution of the village of Amelia.  Mr. Braun stated that the Amelia branch will now be located in Pierce Township.  He proposed a name change to the branch to be consistent with its location, similarly to the Union Township branch and the Miami Township branch.  Ms. Kocica recommended waiting to make a decision until the auditor releases the state declaration.  Discussion occurred regarding the proposed name change.  No decision was made.

Ms. Gray stated that the Regional Income Tax Authority (RITA) has mandated that Amelia income tax be withheld until the end of the year.

Mr. Braun commended the staff involved in LibrariCon, for the planning and creativity of the event.  He stated that he and his children enjoyed the system-wide program.

Mr. Bird made a motion to adjourn.  Ms. Doss seconded the motion. All present were in favor, none opposed. The meeting adjourned at 6:43 p.m.

____________________________________                        _______________________________________

Board President                                                                            Board Secretary

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