Minutes: December 2019
MINUTES
CLERMONT COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
DECEMBER 16, 2019
UNION TOWNSHIP BRANCH
Present: Tony Cardinal, Judith Kocica, Adam Bird, Tricia Lyons, Mary Jo Waite
Absent: Jennifer Doss, Joe Braun
Staff: Chris Wick, Maura Gray, Leslie Jacobs, Theresa Herron, Amy Buskey, Lynn Baird, Amy Vogel, Natalie Bendgen, Marcia Troknya, Laurie Henry, Tracey McCullough, Kyle McDade, Beth Lammrish, Amy Matheney, Emily Wichman, Lucas Rhonemus, Lisa Breithaupt, Karen Kimmerly, Kim Bowman
Mr. Cardinal called the meeting to order at 6:02 p.m.
ROLL CALL:
Roll Call: Tony Cardinal, here; Judith Kocica, here; Adam Bird, here; Mary Jo Waite, here; Tricia Lyons, here.
Everyone rose to recite the Pledge of Allegiance.
NOVEMBER 18, 2019 MINUTES:
Mr. Cardinal asked for amendments, corrections or additions to the November 18, 2019 minutes. No revisions were submitted.
Mr. Bird made a motion to approve the November 18, 2019 minutes, as mailed. Ms. Waite seconded the motion. All present were in favor, with the exception of Ms. Lyons who abstained. The motion was adopted, and the minutes were approved.
PUBLIC DISCUSSION:
Mr. Cardinal invited any public matters to be brought forth to the board. No discussion occurred.
APPOINTMENT OF BOARD OFFICERS NOMINATION COMMITTEE:
Mr. Cardinal appointed Mr. Braun, Ms. Kocica and Ms. Lyons to the committee to nominate board officers at the January 2020 meeting.
FISCAL OFFICER’S REPORT:
Ms. Gray submitted the November financial report which consisted of: the bank reconciliation; the check register; the MTD and YTD Fund Reports; the MTD and YTD Bank Reports; the System Balancing Report; and the PLF Report. Ms. Gray submitted the staff salary increase options for 2020 and the 2020-24 Depository Agreement with Park National Bank.
Ms. Gray submitted Resolutions R-2019-26: Disposal of unneeded or obsolete inventory; R-2019-27: Amend the Appropriation in the General Fund; R-2019-28: Transfer of Cash; R-2019-29: 2020 Appropriation; and R-2019-30: Advance of Taxes.
Ms. Kocica made a motion to approve the November financial report. Mr. Bird seconded the motion. All present were in favor, none opposed. The motion was adopted.
Ms. Lyons made a motion to approve the November bills, as listed. Ms. Waite seconded the motion. All present were in favor, none opposed. The motion was adopted.
DIRECTOR’S REPORT:
Gifts:
Sabrina Schnarrenberg and Kathy Maynard, presented a quilt as a gift to the Felicity branch from the Cardinal Quilters. The group has donated over 200 quilts to various community organizations.
The Library received an architectural rendering of the Williamsburg branch, presented by Lawrence Brandstetter of Brandstetter Carroll. Several copies of books were also donated by Carolyn Konold.
Director’s Report:
Ms. Wick discussed the Director’s report.
The Library has received almost 3000 responses to the strategic planning survey. Focus groups with the public have been completed and the staff focus groups are scheduled for December 19th.
Ms. Wick stated that the Library is partnering with UC Clermont to offer Grow With Google workshops in 2020. Grow with Google provides various workshops that can be facilitated by library staff or a Google trainer for audiences larger than fifty.
Ms. Wick stated that she was approached by a real estate firm regarding the Library’s interest in purchasing land adjacent to the Bethel Branch. Ms. Kocica requested that the matter be referred to the Building Committee.
Ms. Wick gave a status update on the Owensville renovation. The branch will be closed to the public until Monday, January 6, 2020. The renovation includes new carpet, furniture, tile replacement, LED lighting fixtures, and an added study room.
The Merit Task Force Committee Report was submitted. The committee had three areas of concern: funding and compensation, process related concerns, and evaluation system concerns.
Mr. Cardinal stated that Organizational Architecture, Inc. is conducting a compensation analysis. The final compensation report is expected in February.
OLD BUSINESS:
Status of the Amelia Village:
Mr. Cardinal stated that at this time the Amelia branch will not be changing its name to reflect the dissolution of the Amelia Village. Ms. Wick agreed with Mr. Cardinal and thanked Ross Hughes, Adult Services Specialist, for his report on the history of the Amelia place name.
Organizational Architecture Update
Mr. Cardinal and the administrative team met with Organizational Architecture on December 11, 2019 to review a rough draft of the report. A finished report is expected before the January board meeting. Ms. Wick stated that according to the report, the day-to-day administrative aspects of HR are done very well, while the higher-level strategic piece of HR needs some improvement.
EXECUTIVE SESSION:
Mr. Cardinal entertained a motion to go into executive session to consider employment and compensation of a public employee(s) or official(s) per the terms and conditions of ORC 121.22 (G) (1). Ms. Kocica made a motion to go into executive session; Mr. Bird seconded the motion. Roll call vote: Mr. Cardinal, aye; Ms. Kocica, aye; Mr. Bird, aye; Ms. Lyons, aye; Ms. Waite, aye.
The board went into executive session at 6:40 p.m.
The board came out of executive session at 7:52 p.m.
NEW BUSINESS:
Mr. Bird made a motion to approve Resolution R-2019-26: Disposal of unneeded or obsolete library material. Ms. Kocica seconded the motion. Roll call vote: Mr. Cardinal, aye; Ms. Kocica, aye; Mr. Bird, aye; Ms. Lyons, aye; Ms. Waite, aye. All present were in favor, none opposed. The resolution was adopted.
Ms. Kocica made a motion to approve Resolution R-2019-27: Amend the Appropriation in the General Fund. Ms. Lyons seconded the motion. All present were in favor, none opposed. The resolution was adopted.
Ms. Kocica made a motion to approve Resolution R-2019-28: Transfer of Cash. Mr. Bird seconded the motion. All present were in favor, none opposed. The resolution was adopted.
Ms. Kocica made a motion to approve Resolution R-2019-29: 2020 Appropriation with a General Fund amount of $9,247,725. The motion was withdrawn.
Ms. Kocica made a motion to approve Resolution R-2019-30: Advance of Taxes. Mr. Bird seconded the motion. All present were in favor, none opposed. The resolution was adopted.
Ms. Kocica made a motion to authorize the fiscal officer to execute the 2020-2024 Depository Agreement with Park National Bank. Ms. Waite seconded the motion. All present were in favor, none apposed. The motion was adopted.
Mr. Cardinal stated that effective January 1, 2020, the Ohio minimum wage is set to increase 1.75%. The average inflation rate for the past 10 years from October 2010-2019 is 1.74% and the Social Security increase for 2020 is 1.6%. For 2019 the Library had an unanticipated revenue of $714,103.00. Of that revenue the Library is allocating $500,000.00 to partially fund Miami Township branch debt retirement; and $109,762.05 to merit increases, Medicare and pension (2.75% increase).
Ms. Kocica made a motion to adopt Resolution R-2019-29: 2020 Appropriation in an amount to include the merit increase (inclusive of Medicare and pension) in the amount of $109,762.05 effective January 1, 2020. Ms. Lyons seconded the motion. All present were in favor, none opposed. The resolution was adopted.
Ms. Wick shared the January-February events calendar and invited the board to attend the retirement party for Amy Vogel on January 25th. Ms. Wick also gave an update on the 2019 million item circulation challenge that is ongoing.
Ms. Lyons made a motion to adjourn. Mr. Bird seconded the motion. All present were in favor, none opposed. The meeting adjourned at 8:08 p.m.
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Board President Board Secretary
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