MINUTES

CLERMONT COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

MARCH 16, 2026

MIAMI TOWNSHIP BRANCH

Present: Jennifer Doss, Ernie Ramos, Mary Jo Waite, Judith Kocica, Edwin Humphrey

Staff: Chris Wick, Andrea Brofft, Melanie Smithey, Debbie Williams, Dot Crane, Lynn Baird, Ed Jolley, Ross Hughes, Beth Lammrish

Absent: Laurie Schlueter, Katie Bock

Guests: Jesse Heidnik, RJ Kirkland Construction Company

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

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

All present recited the Pledge of Allegiance.

FEBRUARY 23, 2026, MINUTES:

Motion by Mr. Humphrey, seconded by Ms. Waite, to approve the February 23, 2026, Board meeting minutes. All present were in favor, none opposed. Motion was adopted.

PUBLIC PARTICIPATION:

None.

The Building Committee met on March, 10, 2026. Ms. Waite reported that the committee recommends to award the bid and execute the contract for the Bethel Branch Library Roof Recover, located at 611 W. Plane Street, Bethel, Ohio, pursuant to the plans and specifications, to RJ Kirkland Construction Company, 4964 Campbell Rd., Willoughby, Ohio 44094, for the lowest and best bid received on February 5, 2026, at the item prices outlined in its bid, for a total amount not to exceed $331,500.00, in compliance with the terms and conditions of the contract and contingent upon the release of the required purchase orders.

Motion by Mr. Humphrey, seconded by Mr. Ramos, to approve awarding the bid and executing the contract. Roll call vote: Ms. Doss, yes; Mr. Ramos, yes; Ms. Waite, yes; Ms. Kocica, yes; Mr. Humphrey, yes. All present were in favor, none opposed. The motion was adopted.

There was discussion regarding needed repairs to the Batavia branch. Ms. Waite reported that Libraries may be constructed in residential zones.

GETTING TO KNOW THE LIBRARY:

Mr. Hughes presented information about the history and current use of the Amelia Branch, and how the branch is implementing the Strategic Plan for 2026.

FISCAL OFFICER’S REPORT:

Ms. Smithey presented the February Financial Report. Ms. Williams presented the Fiscal Office Report. The Fiscal Office attended several webinars pertaining to fiscal matters. They also worked on the state library report and have been assisting the new HR Manager.

Motion by Ms. Waite, seconded by Mr. Ramos, to approve the February 2026 Financial Report. All present were in favor, none opposed. Motion was adopted.

Motion by Mr. Ramos, seconded by Ms. Waite, to approve the February 2026 bills paid. All present were in favor, none opposed. Motion was adopted.

Motion by Ms. Kocica, seconded by Mr. Humphrey, to approve the February 2026 bill (Anthem) paid. All present were in favor, none opposed. Ms. Doss abstained. Motion was adopted.

As an item added to the agenda: Ms. Doss reported an update regarding the public records act and disappearing messages such as Snapchat. Disappearing messages are in violation of the public records act and therefore cannot be used for Library work purposes.

DIRECTOR’S REPORT:

Ms. Wick reported that she, Andrea Brofft, and Dot Crane are planning to attend Legislative Day on March 18, 2026, to speak to our representatives. She discussed a recent OLC survey that shows strong support for libraries state-wide.

Ms. Brofft reported on the planned programming in all CCPL branches to celebrate America 250. She noted that the Library will also be participating in the Agenda for the Future workshop on March 27, 2026, which the Board is also invited to attend.

Social Media Highlights: Ms. Crane showed some recent video shorts created for the Library’s social media channels that have had many views and strong engagement.

COMMITTEE REPORTS:

The Budget Committee met on March 10, 2026. Ms. Kocica reported on increasing the Capital Budget in the amount of $995,460.94, and recommended the appropriation of the Capital fund to complete the following projects:

• Information      Services:

  • Laptop and DVR replacement

  • Library Locker for Amelia branch

• Facilities:

  • Replacement of maintenance van

  • Sealcoating at Amelia, Bethel, Goshen,       New Richmond, Union Twp.

  • Enclosure and related expense for       Library Locker

  • Study pods for Batavia and Union Twp.

  • Building Envelope – cleaning and       sealing: Bethel, Goshen

  • Bethel roof project

  • Goshen public restroom renovation

  • HVAC replacement for New Richmond

  • Meeting room flooring and blind       replacement for Union Township

The committee also recommended increasing the capital fund to include the complete refresh of the Union Township branch with the understanding that work may continue into 2027. Approval to spend monies is pending cost estimates for the UT project.

Motion by Ms. Kocica, seconded by Mr. Humphrey, to recommend that the Trustees approve the proposed improvements in the Capital Budget and to proceed forthwith. All present were in favor, none opposed. Motion was adopted.

The By-Law and Policy Review Committee met on March 10, 2026. Ms. Doss reported that all reviewed policies will be submitted to the Board in April for its review and approval.

OLD BUSINESS:

Director Job Description:
Ms. Wick reviewed the suggested changes for the Director’s job description. Motion by Mr. Humphrey, seconded by Mr. Ramos, to accept the revised job description. All present were in favor, none opposed. Motion was adopted.

NEW BUSINESS:

Motion by Ms. Waite, seconded by Mr. Ramos, to approve Resolution 2026-07: 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 2026-08: 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. All present were in favor, none opposed. The motion was adopted.

Motion by Ms. Kocica, seconded by Mr. Humphrey, to approve Resolution 2026-09: Increase Appropriation in the General Fund in the amount of $995,460.94. All present were in favor, none opposed. The motion was adopted.

Motion by Ms. Kocica, seconded by Ms. Waite, to approve Resolution 2026-10: Transfer Cash from the General Fund to the Capital Fund in the amount of $995,460.94. All present were in favor, none opposed. The motion was adopted.

Motion by Ms. Kocica, seconded by Mr. Humphrey, to approve Resolution 2026-11: Increase Appropriation to the Capital Fund in the amount of $982,900. All present were in favor, none opposed. The motion was adopted.

Motion by Mr. Ramos, seconded by Mr. Humphrey, to move to Executive session pursuant to Ohio Revised Code Section 121.22 (G)(1) to consider the compensation of a public employee. Roll call vote: Ms. Doss, yes; Mr. Ramos, yes; Ms. Waite, yes; Ms. Kocica, yes; Mr. Humphrey, yes. All present were in favor, none opposed. The motion was adopted.

The Board went to Executive session at 6:56 pm.

The Board returned from Executive session at 7:38 p.m.

Motion by Mr. Humphrey, seconded by Ms. Waite, to adjourn the meeting at 7:39 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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