Minutes: October 2019

MINUTES

CLERMONT COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

OCTOBER 21, 2019

UNION TOWNSHIP BRANCH

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

Staff:  Chris Wick, Maura Gray, Leslie Jacobs, Theresa Herron, Tracey McCullough, Andrea Brofft, Amy Buskey, Lynn Baird, Amy Vogel, Karen Kimmerly, Marcia Troknya, Lisa Breithaupt, Emily Wichman, Kim Bowman, Laura Eckert, Kyle McDade, Jenna Davis, Ross Hughes, Laurie Henry, Jeanne Tomlin

Guests:  Patricia Pryor, Jeannette Nichols

Mr. Cardinal called the meeting to order at 6:02 p.m.

ROLL CALL:

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

Everyone rose to recite the Pledge of Allegiance.

SWEARING IN OF NEW BOARD MEMBER:

Mr. Cardinal welcomed and introduced Ms. Doss.  Ms. Doss was sworn in by Mr. Braun to fill the vacancy of Dr. Steele-Pierce.

SEPTEMBER 16, 2019 MINUTES:

Mr. Cardinal asked for amendments, corrections or additions to the September 16, 2019 minutes.  No revisions were submitted.

Mr. Braun made a motion to approve the September 16, 2019 minutes, as mailed.  Mr. Bird seconded the motion.  All present were in favor, with the exception of Ms. Waite and Ms. Doss, who abstained.  The motion was adopted, and the minutes were approved.

PUBLIC DISCUSSION:

Mr. Cardinal invited any public matters to be brought forth to the board.  The following members of the public addressed the board:

-Daniel Merrill, made a statement in support of library unions.

-Kristal Abel, former library staff member, read a statement regarding her opinion of Library management.

FISCAL OFFICER’S REPORT:

Ms. Gray submitted the September 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 Resolution R-2019-21:  Acceptance of gifts to the Library; Resolution R-2019-22: Disposal of unneeded or obsolete inventory; and Resolution R-2019-23: Approval of Staff Development Day expenses.

Mr. Braun made a motion to approve the September financial report.  Ms. Lyons seconded the motion.  All present were in favor, none opposed. The motion was adopted.

Mr. Bird made a motion to approve the September bills, as listed.  Ms. Waite seconded the motion.  All present were in favor, none opposed. The motion was adopted.

DIRECTOR’S REPORT:

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

Ms. Wick discussed the Director’s report.  She stated that the Library is working to finalize the contract with Arcadis, regarding the ground water testing at the Bethel branch.

The merit task force committee has met to discuss the merit-based evaluation system and will be preparing a report for the board.

Ms. Wick stated the that the Library is working with the State Library for strategic planning consultation.  The next steps in the process are to conduct a community survey and focus groups with the public and staff.

The Information Services department is offering “Level-Up Labs” for training staff on topics including troubleshooting technology and ILS upgrades.  The training is being conducted by Jessica Bell, ILS Specialist.

The Ready to Read Festival took place at the Miami Township branch on September 21, 2019 with over 250 attendees. Ms. Wick stated that the Library partnered with the Early Childhood Learning Council for this event.

Goshen held its 30^th anniversary open house on October 1, 2019.  Approximately 287 members of the public attended.

Ms. Herron is working with the local school districts to provide 3 For Me packets to the kindergarten classes.

The Union Township and Amelia branches have developed a book club for West Clermont middle school students. The club currently has 20 participants. Ms. Wick stated that the Williamsburg School District and the YMCA have partnered to provide afterschool services to students that need academic assistance.  Those students are now able to visit the branch once a week to participate in the Library Stars program and use their 3 For Me cards.

Ms. Wick shared programming highlights and upcoming programs, including Librari*Con which will be held on November 2^nd at the Union Township branch.

The Owensville parking lot was milled, repaved, and drain lines were installed.  The Batavia and Felicity branch parking lots are scheduled to be repaved in November.

The Williamsburg branch received the Civic Beautification Award from the Williamsburg Garden Club.

Ms. Wick stated that the Information Services department has created a Media Conversion Kit.  Once branch staff are trained on the equipment, the kit will be made available to the public to use in the branches.

OLD BUSINESS:

The board received the finalized schedule of dates and locations for the 2020 board meetings.

Discussion occurred regarding the by-laws and the replacement of officers when there is a vacancy.  A draft of the revisions will be circulated to the board for review by Mr. Braun.  The board anticipates voting on the revisions at the November 2019 meeting.

NEW BUSINESS:
Ms. Kocica made a motion to approve Resolution R-2019-21: Acceptance of gifts to the library: donations as listed.  Ms. Waite seconded the motion.  All present were in favor, none opposed. The resolution was adopted.

Mr. Braun made a motion to approve Resolution R-2019-22: Disposal of unneeded or obsolete library material.  Ms. Kocica seconded the motion.  Roll call vote: Mr. Cardinal, aye; Ms. Kocica, aye; Mr. Bird, aye; Mr. Braun, aye; Ms. Lyons, aye; Ms. Waite, aye; Ms. Doss, abstain. The resolution was adopted.

Mr. Bird made a motion to approve Resolution R-2019-23: Approval of Staff development Day expenses.  Ms. Lyons seconded the motion. All present were in favor, none opposed. The resolution was adopted.

EXECUTIVE SESSION:
Mr. Cardinal entertained a motion to go into executive session to consider preparing for negotiations or bargaining sessions with public employees concerning their compensation or other terms and conditions of employment per the terms and conditions of ORC 121.22 (G) (4) and to consider the discipline and compensation of a public employee or employees per the terms and conditions of ORC 121.22 (G) (1). Mr. Braun made a motion to go into executive session; Ms. Kocica seconded the motion.  Roll call vote: Mr. Cardinal, aye; Mr. Braun, aye; Ms. Kocica, aye; Mr. Bird, aye; Ms. Lyons, aye; Ms. Waite, aye; Ms. Doss, aye. The board went into executive session at 6:36 p.m.

The board came out of executive session at 8:10 p.m.

Mr. Braun made a motion to authorize the director to negotiate an agreement with Organizational Architecture Inc., as an objective third party with experience working with other library systems, to review and provide HR consulting services for the Library in an amount not to exceed $20,000.00; and report back to the board at a future meeting, their analysis and recommendations for the library system.  Ms. Lyons seconded the motion.  All present were in favor, none opposed. The motion was approved.

Mr. Bird made a motion to adjourn.  Ms. Waite seconded the motion. All present were in favor, none opposed. The meeting adjourned at 8:11 p.m.

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Board President                                                                            Board Secretary

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