MINUTES

CLERMONT COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

DECEMBER 15, 2025

MIAMI TOWNSHIP BRANCH

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

Staff: Chris Wick, Andrea Brofft, Melanie Smithey, Debbie Williams, Lynn Baird, Kasey Richey, Dot Crane.

Absent: None.

Guests: None.

Ms. Doss called the meeting to order at 6:01 p.m.

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

All present recited the Pledge of Allegiance.

Ms. Waite arrived at 6:03, just after the Pledge of Allegiance.

NOVEMBER 17, 2025, MINUTES:

Motion by Mr. Humphrey, seconded by Ms. Bock, to approve the November 17, 2025, Board Meeting Minutes as corrected. All present were in favor, none opposed. Motion was adopted.

PUBLIC PARTICIPATION:

None.

COMMITTEE REPORT: Board Officer Nomination Committee

Ms. Bock reported the committee recommended reappointing the current Board Officers for 2026: Ms. Doss, President; Mr. Ramos, Vice President; and Ms. Waite, Secretary.

APPOINTMENT OF THE BOARD OFFICERS:

Ms. Doss asked for a motion for the 2026 Board Officer slate. Motion by Ms. Bock, seconded by Mr. Humphrey, to accept the Committee’s recommendation to reappoint the current Board officers for 2026. 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.

APPOINTMENT OF THE DIRECTOR AND FISCAL OFFICER:

Motion by Ms. Kocica, seconded by Mr. Ramos, to reappoint the current Director, Chris Wick, and Fiscal Officer, Melanie Smithey, for 2026. 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.

APPOINTMENT OF THE STANDING COMMITTEES: BUDGET, BUILDING, BY-LAW AND POLICY REVIEW, PERSONNEL

Ms. Doss announced the proposed Committee members and asked for a motion to approve the Committee membership. Motion by Ms. Schlueter, seconded by Ms. Bock, to appoint the members of the Budget Committee for 2026: Ms. Kocica, Chair; Ms. Doss; Mr. Ramos; Ms. Schlueter; and Mr. Humphrey. All present were in favor, none opposed. The motion was adopted. Ms. Doss noted that five members is a lot for one committee but the Board consulted legal counsel who advised the number of members is acceptable. Ms. Doss mentioned that if scheduling meetings for this committee is too challenging in 2026 due to the high number of members, it would be advisable to re-visit the number on the committee.

Motion by Mr. Humphrey, seconded by Ms. Kocica, to appoint the members of the Building Committee for 2026: Ms. Waite, Chair; Mr. Ramos; and Ms. Bock. All present were in favor, none opposed. The motion was adopted.

Motion by Mr. Ramos, seconded by Ms. Kocica, to appoint the members of the Personnel Committee for 2026: Ms. Doss, Chair, and Ms. Schlueter. All present were in favor, none opposed. The motion was adopted.

Motion by Mr. Ramos, seconded by Ms. Bock, to appoint the members of the By-Law and Policy Review Committee for 2026: Ms. Doss, Chair, and Mr. Humphrey. All present were in favor, none opposed. The motion was adopted.

FISCAL OFFICER’S REPORT:

Ms. Smithey presented the November financial report and asked if there were any questions. Ms. Doss asked if there was an update on the audit. Ms. Smithey was informed on Dec. 11 that the Auditor of the State is behind on their auditing schedule.

Ms. Williams gave the Fiscal Office Report for December and highlights for the month included the Fiscal Officer and Deputy attended all budget preparations meetings and have conducted new Manager and Supervisor training for timesheet transmittals.

Ms. Smithey recommended that carryover funds be encumbered in December 2025 to cover the 27th pay in 2026. The last time this occurred was in 2015. This will reduce carryover from the 2025 budget and keep the 27th pay fund from having to be reduced.

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

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

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

DIRECTOR’S REPORT:

Observing the length of the agenda, Ms. Wick asked if there were any questions relating to her report. There were none.

Ms. Brofft noted that there was a copy of the new Strategic Plan in the Board’s packet. The Board expressed satisfaction with the new design and content.

Ms. Brofft briefly described the very successful Williamsburg America250 mural dedication. Ms. Wick stated that she purchased a print of the mural to be framed and hung at the Williamsburg branch. She asked the Board if they would be willing to reimburse her for the $75.00 purchase. Motion by Mr. Humphrey, seconded by Ms. Kocica, to approve reimbursement for the cost of the print to Ms. Wick. All present were in favor, none opposed. Motion was adopted.

COMMITTEE REPORT:

Budget Committee

Ms. Kocica reviewed the annual appropriations for 2026 and recommended that the Board adopt the appropriations as presented.

Ms. Smithey discussed with the Board the start date of the Bargaining Units new pay rate which is effective Jan. 1, 2026. December 29, 30 and 31, 2025 are in the same pay period and will be paid at 2025 rates. The Board agreed that to comply with the Collective Bargaining Unit, this plan was the right one for this pay period which begins December 29, 2025, and ends January 11, 2026.

OLD BUSINESS:

Motion by Ms. Bock, seconded by Ms. Schlueter, to approve the new Strategic Plan effective January 1, 2026. All present were in favor, none opposed. Motion was adopted.

NEW BUSINESS:

Motion by Ms. Kocica, seconded by Ms. Bock, to approve Resolution 2025-29, 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 Ms. Schlueter, to approve Resolution 2025-30: 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 Ms. Kocica, seconded by Mr. Humphrey to go into Executive Session pursuant to Ohio Revised Code Section 121.22 (G) (1) to consider the compensation of public employees. 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. The Board went to Executive Session at 6:47 pm.

The Board returned from Executive Session at 7:41 pm.

Motion by Ms. Schlueter, seconded by Mr. Humphrey, for pay increases for the non-bargaining members of the Library staff, including the Director, effective the first pay period of 2026, in the amount of 3.25% and the Fiscal Officer in the amount of 5.25%. 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 Ms. Kocica, seconded by Mr. Humphrey to approve Resolution 2025-31: Permanent Appropriation 2026 for the following funds:

· 101 General Fund: $11,668,999.00,

· 201 Grants Fund: $10,000.00,

· 207 27th Pay/Accrued Leave Fund: $120,000.00,

· 301 Debt Service Fund: $785,000.00, and

· 400 Capital Projects Fund: $100,000.00.

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 Ms. Kocica, seconded by Ms. Schlueter, to approve Resolution 2025-32: Transfer of Cash from General Fund to Capital in the amount of $100,000.00. 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 Ms. Kocica, seconded by Mr. Ramos, to approve Resolution 2025-33: Transfer Cash from the General Fund to Debt Service Fund in the amount of $785,000.00. 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 Ms. Kocica, seconded by Ms. Bock, to approve Resolution 2024-34: Transfer Cash from the General Fund to 27th Pay & Accrued Leave Fundin the amount of $120,000.00. 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 Ms. Kocica, seconded by Ms. Bock, to approve Resolution 2025-35: Transfer Cash from the General Fund to the Grant Fund in the amount of $10,000.00. 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 Ms. Waite, seconded by Ms. Kocica, to approve Resolution 2025-36: Advance Taxes. 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 7:54 pm. All present were in favor, none opposed. The motion was adopted.

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Board President Board Secretary

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