MINUTES
CLERMONT COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
FEBRUARY 23, 2026
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, Dot Crane, Kasey Richey, Lynn Baird, Ed Jolley
Absent: None
Guest: Mitchell Hoeller from THP Limited
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, here; Ms. Schlueter, here.
All present recited the Pledge of Allegiance.
DECEMBER 15, 2025, MINUTES:
Motion by Mr. Humphrey, seconded by Mr. Ramos, to approve the December 15, 2025, Board meeting minutes as corrected. All present were in favor, none opposed. Motion was adopted.
PUBLIC PARTICIPATION:
None.
OLD BUSINESS:
Ms. Smithey reported the Bethel roof project bid opening that occurred on Thursday, February 5, 2026, at noon. She read for the record the two bidders: Imbus Roofing who bid $459,420. and RJK Roofing who bid $331,500. Another bid was received digitally which didn’t meet the requirements for the bid guidelines and therefore was rejected. The Board has sixty (60) days from the day they were submitted to award the bid.
Mitchell Hoeller from THP, the Library’s Owner’s Representative, was present and reviewed the report provided to the Board. THP has vetted the bids, received follow up clarification from the apparent low bidder, RFK Roofing, and reviewed their references. THP recommended accepting the RJK Roofing bid. THP confirmed they do not have any relationship with RJK Roofing. Ms. Doss asked about the details of the guarantee of the work. There is a twenty-year warranty of mixed duration. For the first five years, the contractor is responsible. The manufacturer is responsible for the remaining fifteen years of the warranty. Ms. Doss confirmed the Library holds the warranty. Mr. Ramos and Ms. Kocica asked why the difference in THP’s estimate for the work and the actual bids. Mr. Hoeller replied that RJK Roofing had lower material costs. The repairs are projected to be completed by May 31, 2026, weather permitting. THP will be accountable for onsite progress, in collaboration with the Library’s Facilities department. The Bethel Branch will remain open during the project. The item was referred to the Building Committee to make a final recommendation to the Board at the March meeting.
GETTING TO KNOW THE LIBRARY: Board of Trustees
Ms. Doss provided an overview of the role and responsibilities of the Board of Trustees.
ANNUAL HOUSEKEEPING: Fraud training, Annual Statement of Expectations, Email Reminders, 2026 Board of Trustees Meeting Dates.
The Board viewed the Ohio Auditor’s training video on fraud, waste, and abuse. The Annual Statement of Expectations was circulated and signed. Meeting dates for 2026 were distributed to the Board members and reminders about email use were shared. Ms. Wick recommended Board members not forward their Fastmail account emails to their personal accounts as best practice to avoid unintentionally responding via personal email. Starting in 2026, invitations to Board committee meetings will be sent to all Board members in case they are interested in attending, whether they are on that particular committee or not.
Motion by Mr. Ramos, seconded by Ms. Bock, to go to Executive Session pursuant to Ohio Revised Code Section 121.22(G)(1) to consider the appointment and employment of a public employee(s.)
ROLL CALL: 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 Board went to Executive Session at 7:00 p.m.
The Board returned from Executive Session at 7:55 p.m.
Motion by Ms. Schlueter, seconded by Mr. Humphrey, to accept the notice of retirement of Chris Wick, effective May 31, 2026, and designate Andrea Brofft, current Assistant Director, to position of Director, effective June 1, 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.
FISCAL OFFICER’S REPORT:
Ms. Smithey presented the December bank reconciliation. Ms. Smithey reported on the January 2026 financial reports.
Motion by Ms. Waite, seconded by Ms. Bock, to approve the December financial report. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Waite, seconded by Mr. Ramos, to approve the December bills paid. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Kocica, seconded by Mr. Humphrey, to approve the December bill (Anthem) paid. All present were in favor, none opposed. Motion was adopted. Ms. Doss abstained.
Motion by Ms. Bock, seconded by Ms. Waite, to approve the January financial report. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Waite, seconded by Mr. Ramos, to approve the January bills paid. All present were in favor, none opposed. Motion was adopted.
Motion by Ms. Kocica, seconded by Mr. Humphrey, to approve the January bill (Anthem) paid. All present were in favor, none opposed. Motion was adopted. Ms. Doss abstained.
DIRECTOR’S REPORT:
Ms. Wick reported that she supplied her notice of retirement. Ms. Doss read the letter to the Board of Trustees.
Ms. Wick recommended a few changes to the Director job description which will be discussed at the March meeting.
Ms. Wick provided updates to the Director’s Report, sharing House Bills 186, 335, and 309 were signed into law in December, 2025, that will become effective on March 18, 2026. She noted the memo from the Office of Budget and Management regarding the potential property tax elimination was included in the Board packet.
Ms. Wick noted the need to schedule Board committee meetings for the Budget, Building, and By-law and Policy Review committees.
Ms. Wick also reported that the digital subscription disruption for the Cincinnati Enquirer was fixed. Ms. Brofft reported on the soft launch of Search Ohio.
NEW BUSINESS:
Motion by Ms. Kocica, seconded by Ms. Bock, to approve Resolution 2026-01: 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 2026-02: 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. Ms. Kocica asked for a few typographical errors to be corrected. The motion was adopted.
Motion by Ms. Kocica, seconded by Ms. Bock, to approve Resolution 2026-03: Resolution Authorizing Director and Fiscal Officer to Execute Documents on behalf of the Board of Trustees. 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 2026-04: Resolution Authorizing the Adoption of the General Fund Reserve Fund to the General Fund. All present were in favor, none opposed. The motion was adopted.
Motion by Ms. Kocica, seconded by Ms. Waite, to approve Resolution 2026-05: 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 2026-06: 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. Ramos, seconded by Mr. Humphrey, to adjourn the meeting at 8:19 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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