MINUTES

CLERMONT COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

JANUARY 27, 2025

MIAMI TOWNSHIP BRANCH

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

Staff: Chris Wick, Melanie Smithey, Debbie Williams, Andrea Brofft, Lynn Baird, Don Carpenter, Theresa Herron.

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

ROLL CALL:

Jennifer Doss, here; Ernie Ramos, here; Mary Jo Waite, here; Judith  Kocica, here; Ed Humphrey, here; Katie Bock, here; Laurie Schlueter,  here.

All present recited the Pledge of Allegiance.

Ms. Doss introduced new Board member Laurie Schlueter. Ms. Schlueter,  who was sworn in on Friday, January 10, 2025, during her orientation  with Ms. Wick and Ms. Smithey, briefly reviewed her background and  experience.

DECEMBER 16, 2024, MINUTES:

Motion by Mr. Humphrey, seconded by Ms. Waite, to approve the  December 16, 2024, Board meeting minutes. All present were in favor,  none opposed. Motion was adopted.

PUBLIC PARTICIPATION:

None.

GETTING TO KNOW THE LIBRARY

Ms. Doss presented a PowerPoint about Board functions and responsibilities.

ANNUAL HOUSEKEEPING

Appointment of standing committees:

• Building Committee: Ms. Waite, chair; Mr. Ramos, Ms. Bock.

• By-Law & Policy Review Committee: Ms. Doss, chair; Mr. Humphrey.

• Budget Committee: Ms. Kocica, chair; Mr. Ramos; Ms. Schlueter.

• Personnel Committee: Ms. Doss, chair; Ms. Bock.

Statement of Expectations:

Board members signed the Statement of Expectations at the end of the meeting.

Email reminders:

Ms. Doss reminded Board members to use their Library-provided email;  to not use “reply all” ; to not copy an email to more than two Board  members; and that emails are public documents and subject to records  retention requirements.

It was decided that only Ms. Doss will respond to emails sent to the whole Board in an effort to be consistent.

Ms. Doss reviewed the Board’s meetings dates, which were adopted in  October. She also reminded Board members to let the Director know by  noon the Friday before each meeting if they cannot attend.

Fraud Training:

The Board viewed the Fraud Training video provided by the Ohio Auditor of State.

FISCAL OFFICER’S REPORT:

Ms. Smithey presented the December financial report.

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

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

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

DIRECTOR’S REPORT:

Ms. Wick introduced Andrea Brofft as the new Assistant Director, who reviewed her background and Library experience.

Ms. Wick asked Board members to review their contact information and let her know about any changes needed.

She reviewed the OLC public library trustee training in March and  asked if anyone would like to attend. Members can attend in-person or  online.

The Library’s Holiday Giving program was a success and the many  school supplies collected will be distributed to all school districts in  the county.

Ms. Wick reported the University of Cincinnati Evaluation Services  Center presented preliminary results from the survey conducted in  September 2024. The results were sent to committee members to review and  another meeting will be scheduled soon to discuss next steps. They  found a lack of response from younger adults.

She shared the Information Services and Community Engagement  departments are working on the new website, events calendar, and room  booking software. Work is progressing on deadline.

An additional unit of Library lockers will be added to the existing  ones at the Miami Township and Union Township Branches since they are  constantly full.

In 2024, circulation was up 4% in 2024, digital circulation was up  74%, door counts were up 5%, and program attendance was up 16%.  Program  attendance exceeded the 5% goal set forth in the Program Promotion  Challenge.

The new HR Director started work January 27, 2025.

Ohio residents can now buy Imagination Library license plates.  

Imagination Library enrollment is staying at a 65% participation rate.

Ms. Herron introduced the We Love to Read Community Reading Goal. She  presented each board member with a Library cup with stickers to  encourage them to log the minutes they read each day. The same cups and  stickers were sent to branches for guests to pick up throughout the  year.

NEW BUSINESS:

Motion by Ms. Kocica, seconded by Ms. Bock, to approve Resolution  2025-01, 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. Ramos, to approve Resolution  2025-02: Disposal of Unneeded or Obsolete 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 Ms. Schlueter, to approve  Resolution 2025-03, Adoption of the General Reserve Fund to the General  Fund. Roll call vote: Ms. Doss, yes; Mr. Ramos, yes; Ms. Waite, yes; Ms.  Kocica, yes; Mr. Humphrey, yes; Ms. Bock, yes; Ms. Schlueter. All  present were in favor, none opposed.

Motion by Mr. Humphrey, seconded by Mr. Bock, 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. All present were in favor, none opposed. Motion was adopted  at 7:17 p.m.

The board returned from executive session at 7:36 p.m.

Motion by Mr. Ramos, seconded by Mr. Humphrey, to ratify the  Collective Bargaining Agreement effective January 1, 2025, and ending  December 31, 2027. Roll call vote: Ms. Doss, yes; Mr. Ramos, yes; Ms.  Waite, yes; Ms. Kocica, yes; Mr. Humphrey, yes; Ms. Bock, yes; Ms.  Schlueter. All present were in favor, none opposed. The pay increase for  bargaining unit staff is retroactive to January 1, 2025.

Motion by Mr. Humphrey, seconded by Ms. Schlueter, to make the  changes to the HR Policy Manual: The sick leave change will be effective  with the next pay period; the tuition change is effective immediately.  All present were in favor, none opposed. The motion was adopted.

Mr. Humphrey asked about the proposed handicapped parking spaces at  the Miami Township Branch Library. Ms. Wick said it is planned to go  before the Board’s Budget Committee at their next meeting that expected  to be in March 2025.

Motion by Mr. Humphrey, seconded by Ms. Bock, to adjourn the meeting  at 7:44 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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