Minutes: September 2021

MINUTES

CLERMONT COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

SEPTEMBER 20, 2021

MIAMI TOWNSHIP BRANCH

 

Present: Tony Cardinal, Mary Jo Waite, Ed Humphrey, Judith Kocica, Tricia Lyons, Ernie Ramos

Staff: Chris Wick, Maura Gray, Leslie Jacobs, Lynn Baird, Julie Robinson, Theresa Herron

Guests: Dan Rosenthal

Mr. Cardinal called the meeting to order at 6:01 p.m.

ROLL CALL:

Roll Call: Tony Cardinal, here; Jennifer Doss, absent; Mary Jo Waite, here; Judith Kocica, here; Tricia Lyons, here at 6:05 p.m.; Ed Humphrey, here; Mr. Ramos, here.

All present recited the Pledge of Allegiance.

AUGUST 16, 2021, MINUTES:

Motion by Ms. Kocica, seconded by Ms. Waite, to approve the August 16, 2021, board meeting minutes as mailed. All present were in favor, none opposed. Motion was adopted.

PUBLIC PARTICIPATION:

None.

EXECUTIVE SESSION:

Motion by Mr. Humphrey, seconded by Mr. Ramos, to go into executive session pursuant to Ohio Revised Code Section 121.22 (G)(4) for the purpose of reviewing negotiations or bargaining sessions with public employees concerning their compensation or other terms and conditions of employment. Roll call vote: Mr. Cardinal, aye; Ms. Waite, aye; Mr. Humphrey, aye; Ms. Kocica, aye; Ms. Lyons, aye; Mr. Ramos, aye. All present were in favor, none opposed. Motion was adopted at 6:05 p.m. The board returned from executive session at 6:30 p.m.

FISCAL OFFICER’S REPORT:

Ms. Gray reviewed the financial report. She said the Public Library Fund is down a bit from the State’s most recent estimate.

Motion by Ms. Kocica, seconded by Ms. Lyons, to approve the August 2021 financial report. All present were in favor, none opposed. Motion was adopted.

Motion by Mr. Humphrey, seconded by Mr. Ramos, to approve the August 2021 bills paid. All present were in favor, none opposed. Motion was adopted.

DIRECTOR’S REPORT

Ms. Wick reported on a Library partnership with the State of Ohio to provide Abbott’s BinaxNow Take-Home COVID Test Kits, which will be available to guests through curbside pickup only. The Library received about 300 masks for children to pass out during storytimes. The masks were provided by the Clermont County Emergency Management Agency.

 

As of September 12, 2021, 5,047 children had been enrolled in the Clermont County Ohio Governor’s Imagination Library program; 968 children have graduated. The 2020 Annual Report has been completed and will be posted online. She also shared the Library Insider newsletter with the Board.

 

In-person, in-branch storytime resumed for the first time since March 2021.  Storytimes are offered at eight of the 10 branches. Registration is required and branches are encouraged to limit attendance based on their space allocations. Due to consistent low storytime attendance (pre-COVID) at the Felicity and New Richmond branches, youth staff from those branches are conducting a weekly online bedtime storytime using Zoom.

 

Ms. Wick shared a positive Twitter post from a guest about using the new library lockers. She also shared information and photos of the mini renovation at Batavia.

 

She presented the School Readiness booklet to the Board. Ready to Read committee members who worked on the School Readiness Initiative developed training for staff on how to present more intentional storytimes centered around school readiness and early literacy.

 

Branch managers will soon take a larger role in programming management and training is in progress. A readers advisory and reference communication tool is being created for staff to share information and hone skills. The annual 3 For Me promotion has been completed.

 

Human Resources Director, Julie Robinson, presented to the Board the need to make the Information Services part-time position full-time. The Board thanked her for a thorough report.

Motion by Mr. Humphrey, seconded by Ms. Lyons, to change the Information Services part-time position to full-time. All present were in favor, none opposed. Motion was adopted.

Ms. Wick shared correspondence from a Miami Township branch guest of which Ms. Lyons read aloud, complementing the Library staff for their service and providing a nice place for him to read and write after work.

 

Ms. Waite commended the Batavia branch staff for doing a great job at the Batavia Fun Fest September 11, 2021.

COMMITTEE REPORTS

Mr. Humphrey reported the By-laws & Policy Review Committee met August 27, 2021. Members recommend adding Juneteenth to the 2022 Library Holiday Schedule.

Motion by Mr. Humphrey, seconded by Ms. Kocica, to accept Juneteenth as a Library holiday and add it to the holiday schedule. This will amend the HR Policy Manual. All present were in favor, none opposed. Motion was adopted.

The By-laws & Policy Review Committee recommended making minor changes to the Internet Use Policy and adding a link to the Standards of Library Behavior Policy.

Motion by Ms. Lyons, seconded by Ms. Waite, to make minor changes to the Internet Use Policy and adding a link to the Standards of Library Behavior Policy. All present were in favor, none opposed. Motion was adopted.

The By-laws & Policy Review Committee recommended making minor changes to the Standards of Library Behavior Policy and adding a link to the other Library policies.

Motion by Ms. Waite, seconded by Ms. Lyons, to make minor changes to the Standards of Library Behavior Policy and adding a link to the other Library policies. All present were in favor, none opposed. Motion was adopted.

The By-laws & Policy Review Committee offered three options for changing the Meeting Room Use Policy: Option 1, leave the meeting room use fee as is; Option 2, make the meeting room free for all to use; Option 3, charge $20 for the use of meeting rooms by all groups except for government and non-profit organizations, which will be charged no fee.

Motion by Mr. Ramos, seconded by Mr. Humphrey, to bring to the board revised Meeting Room Use Policy language using Option 3.  All present were in favor except for Ms. Kocica, who abstained. Motion was adopted. Mr. Humphrey said the committee will meet again to finalize the new wording for the policy and bring it back to the Board at a later meeting. Ms. Kocica asked for a definition of “non-profit.” Study rooms are not included in this policy.

Ms. Wick presented the Board with a list of Library holidays and a draft of the Board meeting dates for 2022.

NEW BUSINESSS

Motion by Ms. Kocica, seconded by Ms. Lyons, to approve Resolution 2021-28: Acceptance of Gifts to the Library. Donation as listed. All present were in favor, none opposed. Motion was adopted.

Motion by Ms. Waite, seconded by Mr. Humphrey, to approve Resolution 2021-29: Disposal of Unneeded or Obsolete Library Inventory. Roll call vote: Mr. Cardinal, aye; Ms. Waite, aye; Mr. Humphrey, aye; Ms. Kocica, aye; Ms. Lyons, aye; Mr. Ramos, aye. All present were in favor, none opposed. Motion was adopted.

Mr. Ramos said after reviewing the Library’s Strategic Plan goals and looking at the Branch Updates, he was impressed by the amount of outreach branch staff do in the community.

Motion by Ms. Lyons, seconded by Mr. Humphrey, to adjourn the meeting at 7:27 p.m. All present were in favor, none opposed. Motion was adopted.

 

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Board President                                                          Board Secretary

 

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