Minutes: September 2023

MINUTES
CLERMONT COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
SEPTEMBER 18, 2023
MIAMI TOWNSHIP BRANCH

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

Staff: Chris Wick, Leslie Jacobs, Julie Robinson, Melanie Smithey, Lynn Baird, Beth Barker
Ms. Doss called the meeting to order at 6:01 p.m.

ROLL CALL:
Roll call: Ms. Doss, here; Mr. Cardinal, here; Ms. Waite, here; Ms. Kocica, here; Ms. Lyons, here; Mr. Humphrey, here; Mr. Ramos, here.

All present recited the Pledge of Allegiance.

AUGUST 21, 2023 MINUTES:
Motion by Mr. Humphrey, seconded by Ms. Waite, to approve the August 21, 2023, board meeting minutes, as mailed. All present were in favor, none opposed. Ms. Lyons abstained. Motion was adopted.

PUBLIC PARTICIPATION:
None.

FISCAL OFFICER’S REPORT:
Ms. Smithey submitted and discussed the August 2023 Financial Report.

Motion by Mr. Cardinal, seconded by Mr. Humphrey, to approve the August 2023 Financial Report. All present were in favor, none opposed. Motion was adopted.

Motion by Ms. Waite, seconded by Mr. Ramos, to approve the August 2023 Bills paid. All present were in favor, none opposed. Motion was adopted.

Motion by Ms. Kocica, seconded by Mr. Humphrey, to approve the August 2023 Bills paid – Anthem. All present were in favor, none opposed. Ms. Doss abstained. Motion was adopted.

DIRECTOR’S REPORT
Ms. Wick announced the 35th birthday for the Williamsburg Branch which opened on September 18, 1988.

Ms. Wick reported more than 62.6% of the eligible children in Clermont County are now enrolled in Dolly Parton’s Imagination Library of Clermont County, Ohio (DPILCCO). Currently, there are 7,336 children enrolled.

Ms. Wick informed the board that signups for the Hallow-Reads fall reading program currently stands at 976.

Ms. Wick reported the success of the Mustard Seed Market event which included library card signups and book checkouts using remote registration and checkout.

Ms. Wick shared that select branches will be hosting Senior Cafés in 2024. The cafés will provide a space for socializing and are based on successes at other library systems and feedback from local seniors.

COMMITTEE REPORT
The By-Law and Policy Review committee met on August 18, 2023, to review the Collection Development and Public Records Policies, the Trustee By-Laws, and the Trustee Statement of Expectations. Suggested revisions were sent as part of the board packet for consideration at the September Board meeting.

The Collection Development Policy draft was reviewed. Ms. Wick also suggested limiting the reconsideration of library materials to requests made by Clermont County residents only. The Board agreed.

Motion by Mr. Ramos, seconded by Ms. Lyons, to approve the Collection Development Policy draft as revised. All present were in favor, none opposed. The motion was adopted.

The Public Records Policy draft was reviewed and additional revisions were suggested.
Motion by Ms. Kocica, seconded by Mr. Ramos, to approve the Public Records Policy draft as revised. All present were in favor, none opposed. The motion was adopted.

The Trustee By-Laws draft was reviewed. Additional edits were suggested.

Motion by Ms. Kocica, seconded by Ms. Waite, to approve the Trustee By-Laws draft as revised. All present were in favor, none opposed. The motion was adopted.

The Statement of Expectations draft was reviewed and additional edits were suggested.
Motion by Mr. Ramos, seconded by Ms. Lyons, to approve the Statement of Expectations draft as revised. All present were in favor, none opposed. The motion was adopted.

Motion by Mr. Humphrey, seconded by Mr. Cardinal, to approve the effective date of September 18, 2023, for the Collection Development Policy, the Trustee By-Laws, and the Statement of Expectations; and effective date of October 1, 2023, for the Public Records Policy. All present were in favor, none opposed. Motion was adopted.

NEW BUSINESS:
Motion by Ms. Kocica, seconded by Mr. Humphrey, to approve Resolution 2023-24: 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. Cardinal, to approve Resolution 2023-25: Disposal of Unneeded or Obsolete Library Inventory. Roll call: Ms. Doss, yes; Mr. Cardinal, yes; Ms. Waite, yes; Ms. Kocica, yes; Ms. Lyons, yes; Mr. Humphrey, yes; Mr. Ramos, yes. All present were in favor, none opposed. Motion was adopted.

Motion by Ms. Lyons, seconded by Mr. Cardinal, to adjourn the meeting at 6:54 p.m. All present were in favor, none opposed. Motion was adopted.

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Board President Board Secretary

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