MINUTES

CLERMONT COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

AUGUST 19, 2024

MIAMI TOWNSHIP BRANCH

Present: Jennifer Doss, Ernie Ramos, Mary Jo Waite, Judith Kocica, Trisha Lyons, Ed Humphrey

Absent:  Katie Bock

Staff: Chris Wick, Leslie Jacobs, Melanie Smithey, Lynn Baird, Theresa Herron, Elyse French, Beth Barker

Ms. Doss called the meeting to order at 6:00 p.m.

ROLL CALL:

Jennifer Doss, here; Ernie Ramos, here, Mary Jo Waite, here; Judith Kocica, here; Trisha Lyons, here; Ed Humphrey, here.

All present recited the Pledge of Allegiance.

JULY 15, 2024 MINUTES:

Motion by Mr. Humphrey, seconded by Ms. Waite, to approve the July  15, 2024, board meeting minutes, as mailed. All present were in favor,  none opposed. Motion was adopted.

PUBLIC PARTICIPATION:

None.

BOARD OF TRUSTEE BRIEFS:

Mr. Ramos presented information about the fraud training required by the Ohio Auditor of State.

GET TO KNOW THE LIBRARY SERIES – PUBLIC SERVICES:

Ms. Jacobs presented the Get to Know the Library segment for Public Services.

The Board completed the Fraud Reporting training by watching the required video.

FISCAL OFFICER’S REPORT:

Ms. Smithey submitted and discussed the July 2024 Fiscal Officer and Financial Reports.

Motion by Mr. Ramos, seconded by Ms. Waite, to approve the July 2024  Financial Reports, as mailed.  All present were in favor, none opposed.   Motion was adopted.

Motion by Ms. Waite, seconded by Mr. Humphrey, to approve July 2024  Bills paid.  All present were in favor, none opposed.  Motion was  adopted.

Motion by Ms. Kocica, seconded by Ms. Lyons, to approve July 2024  paid – Anthem.  All present were in favor, none opposed.  Ms. Doss  abstained.  Motion was adopted.

DIRECTOR’S REPORT:

Ms. Wick presented the Director’s Report, highlighting key updates  and events. She referred to the September/October Library Insider,  including the retirement celebration of Cindy Mahaffey, System  Programming Supervisor.

In other updates, Ms. Wick announced branch management changes, which  included introducing Miami Township Branch Manager Elyse French.  Ms.  Wick provided an update on the Library2Go program, noting that a van has  been purchased, with staff planning to apply for grants to outfit the  vehicle. She also described recent Outreach events she attended, such as  the Clermont County Fair and National Night Out, emphasizing the  community engagement these events fostered.

The Director also discussed the creation of robust Niche Academy  content, explaining how the modules serve as effective training tools. 

 She announced the commencement of the annual evaluation and budgeting  processes and shared details of a follow-up meeting with UC Clermont  officials regarding leadership and management training.

Summer Reading and door counts statistics were discussed and Ms. Wick  informed the board about the pop-up survey process conducted by the UC  Evaluation Services Center at the Batavia National Night Out, which saw  strong community participation.

Ms. Wick reported the By-Law and Policy Review Committee met and  suggested revisions of the By-Laws and the Non-Resident Borrower Policy  were approved by legal counsel.  Counsel is still reviewing suggested  revisions to the Human Resources Policy Manual.

At the request of the Director, motion by Ms. Kocica, seconded by Ms.  Waite, to approve $200.00 for the purchase of refreshments for Staff  Development Day.  All present were in favor, none opposed.  Motion was  adopted.

COMMITTEE REPORTS:

The By-Law and Policy Review Committee met August 1, 2024, to review  the Board By-Laws, the Non-Resident Borrower Policy, and the HR Policy  Manual.

Ms. Doss discussed the recommended changes to the By-Laws. Motion by  Ms. Lyons, seconded by Mr. Ramos, to accept the recommended changes to  the By-Laws. All present were in favor, none opposed. Motion was  adopted. 

The changes will be effective immediately.

Ms. Doss discussed the Non-Resident Borrowers Policy and the  recommendation that the fee for a non-resident library card be increased  from $25 to $75. Ms. Wick explained the reasons for increasing the fee  were due in large part to non-resident borrowers’ usage of digital  materials, which has an increased cost.  Motion by Ms. Lyons, seconded  by Ms. Waite, to approve the recommended changes.  All present were in  favor, none opposed.  Motion adopted.  The changes will be effective  immediately.

NEW BUSINESS:

Motion by Ms. Kocica, seconded by Mr. Ramos, to approve Resolution  2024-20: 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. Humphrey, to approve Resolution  2024-21: Disposal of Unneeded or Obsolete Inventory. Roll call vote: Ms.  Doss, yes; Mr. Ramos, yes; Ms. Waite, yes; Ms. Kocica, yes; Ms. Lyons;  yes; Mr. Humphrey, yes.  All present were in favor, none opposed. The  motion was adopted.

Mr. Humphrey requested an update on the plans for additional handicap  parking spaces at the Miami Township Branch.  Ms. Wick said the plan  for more spaces was placed on hold due to the drop in the PLF.  Ms.  Kocica asked for the number of handicapped parking spaces available and  the number of spaces required.

Ms. Kocica reviewed the lighting retrofitting work.  That work is  done except for the Felicity Branch.  Work will be completed once parts  are received.

Motion by Ms. Lyons, seconded by Mr. Humphrey, to adjourn the meeting  at 7:35 p.m. All present were in favor, none opposed. Motion was  adopted.

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Board President                                                                     Board Secretary

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