MINUTES

CLERMONT COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

AUGUST 18, 2025

MIAMI TOWNSHIP BRANCH

Present: Jennifer Doss, Ernie Ramos, Mary Jo Waite, Judith Kocica, Edwin Humphrey, Laurie Schlueter, Katie Bock

Staff: Chris Wick, Andrea Brofft, Melanie Smithey, Dot Crane, Lynn Baird, Don Carpenter, Ed Jolley, Laura Eckert, Jessica Bell, Kasey Richey.

Absent: None

Guests: Mitchell Hoelker, Bill Judd

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

ROLL CALL: Ms. Doss, here; Mr. Ramos, here; Ms. Waite, here; Ms. Kocica, here; Mr. Humphrey, here; Ms. Bock, here; Ms. Schlueter, here.

All present recited the Pledge of Allegiance.

July 21, 2025, MINUTES:

Motion by Mr. Humphrey, seconded by Ms. Schlueter, to approve the July 21, 2025, Board meeting minutes. All present were in favor, none opposed. Motion was adopted.

PUBLIC PARTICIPATION:

None.

BETHEL ROOF REPORT:

Bill Judd and Mitchell Hoelker from THP Limited presented their Report on the condition of the Bethel branch’s roof and presented the Board with several options for repairs. After a detailed discussion, a motion was made by Ms. Bock, seconded by Ms. Schlueter, to contract with THP Limited to create the designs for roof repair based on Option 2 of their Report for an estimated cost not to exceed $44,000. THP’s estimate for roof repairs for Option 2 was $441,000. THP Limited will assist with the RFP process and act as Owner’s Rep for the project.

Roll call vote: Ms. Doss, yes; Mr. Ramos, yes; Ms. Waite, yes; Ms. Kocica, yes; Mr. Humphrey, yes; Ms. Bock, yes; Ms. Schlueter, yes. All present were in favor, none opposed. The motion was adopted.

GETTING TO KNOW THE LIBRARY

Mr. Carpenter presented information about the Facilities Department’s 3-5-10 year capital plan.

Mr. Carpenter announced his retirement effective the 26th of December.

Ms. Kocica opened discussion regarding the purchase of exterior electronic signs for the Williamsburg and Goshen branches. The signs had been approved in the 2025 capital budget but placed on hold awaiting the Bethel roof assessment.  The Board also considered the need for electronic signs at other branches currently without them. A motion was made by Ms. Kocica, seconded by Mr. Humphrey, to approve the purchase of electronic signs for the Goshen and Williamsburg branches.

Roll call vote: Ms. Doss, yes; Mr. Ramos, yes; Ms. Waite, yes; Ms. Kocica, yes; Mr. Humphrey, yes; Ms. Bock, yes; Ms. Schlueter, yes. All present were in favor, none opposed. The motion was adopted.

BOT BRIEF

Mr. Ramos reviewed the county’s procedures for Board terms to transition from 7-year terms to 4-year terms according to the revised code, effective in September.

FISCAL OFFICER’S REPORT:

Ms. Smithey presented the July financial report.

Motion by Ms. Bock, seconded by Ms. Schlueter, to approve the July financial report. All present were in favor, none opposed. Motion was adopted.

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

Motion by Ms. Kocica, seconded by Mr. Humphrey, to approve the July bill (Anthem) paid. All present were in favor, none opposed.  Ms. Doss abstained. Motion was adopted.

DIRECTOR’S REPORT:

Due to Ms. Wick’s vacation, Ms. Brofft presented the report.

Our Summer Reading program’s registrations increased 3% year over year. Ms. Wick noted that in the Library’s Summer Reading survey, 96% of respondents stated the program increased their children’s reading proficiency. Also 62% of families reported they read more often during the summer program.

Library guests have already achieved the 8 million minutes read goal set for 2025.

The Clermont County America 250 Committee contacted the Director to see if there is interest in placing a mural on the Williamsburg branch.  The proposal will be discussed during the upcoming Building Committee meeting.

BOT DEPARTMENT BRIEF:

Information Services – Ms. Baird updated the Board on the progress on the Library’s new website and catalog. Ms. Eckert demonstrated using the new website and Ms. Bell and Ms. Richey demonstrated using the new catalog.

OLD BUSINESS:

Ms. Doss updated the Board on the progress of the Virtual Meeting Policy and the By-Law and Policy Review Committee meeting held prior to the Board meeting.

NEW BUSINESS:

Motion by Ms. Kocica, seconded by Ms. Bock, to approve Resolution 2025-20, Acceptance of Gifts to the Library, donations as listed. All present were in favor, none opposed. The motion was adopted.

Motion by Ms. Waite, seconded by Mr. Humphrey, to approve Resolution 2025-21: Disposal of Unneeded or Obsolete Library Inventory. Roll call vote: Ms. Doss, yes; Mr. Ramos, yes; Ms. Waite, yes; Ms. Kocica, yes; Mr. Humphrey, yes; Ms. Bock, yes; Ms. Schlueter, yes. All present were in favor, none opposed. The motion was adopted.

Motion by Mr. Humphrey, seconded by Mr. Ramos, to adjourn the meeting at 8:05 p.m. All present were in favor, none opposed. The motion was adopted.

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Board President Board Secretary

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