Minutes: January 2019

MINUTES

CLERMONT COUNTY PUBLIC LIBRARY

BOARD OF TRUSTEES

JANUARY 14, 2019

UNION TOWNSHIP BRANCH

 

Present: Joseph Braun, M. E. Steele-Pierce, Tony Cardinal, Judith Kocica, Tricia Lyons,

Staff:  Chris Wick, Leslie Jacobs, Maura Gray, Theresa Herron, Marcia Troknya, Melanie Smithey, Tracey McCullough, Laurie Henry, Andrea Brofft, Amy Buskey, Robb Hirschauer, Lynn Baird, Hilda Lindner-Knepp, Amy Vogel, Lisa Breithaupt, Vivian Keesee, Margaret Steward, Emily Wichman, Chris Rich

Guests: Jeannette Nichols, Assistant Prosecuting Attorney

Mr. Braun called the meeting to order at 6:08 p.m.

ROLL CALL:

Roll Call: Joseph Braun, here; Dr. Steele-Pierce, here; Tony Cardinal, here; Judith Kocica, here; Tricia Lyons, here,

Everyone rose to recite the Pledge of Allegiance.

Swearing In Of New Board Member:

Mr. Braun stated that Mr. Bird would be sworn in at a later date to fill the vacancy of Ms. Pryor.

 

Appointment of Board Officers:

Ms. Lyons presented the proposed slate of officers from the nominating committee for 2019:  Dr. Steele-Pierce as president, Mr. Cardinal as vice president, and Ms. Lyons as secretary.  Ms. Lyons made a motion to approve the new slate of officers for 2019 as proposed.  Mr. Braun seconded the motion.  All present were in favor, none opposed.  The motion was adopted.

 

Mr. Braun turned the meeting over to Dr. Steele-Pierce.

Appointment of Director and Fiscal Officer:

Ms. Kocica made a motion to reappoint Chris Wick as the Director of the Clermont County Public Library and Maura Gray as the Fiscal Officer.  Mr. Cardinal seconded the motion. All were in favor, none opposed.  The motion was adopted

OCTOBER 22, 2018 MINUTES:

Dr. Steele-Pierce asked for amendments, corrections or additions to the October 22, 2018 minutes.  No revisions were submitted.

Mr. Braun made a motion to approve the October 22, 2018 minutes, as mailed.  Ms. Lyons seconded the motion.  All present were in favor, with the exception of Ms. Kocica who abstained. The motion was adopted and the minutes were approved.

DECEMBER 17, 2018 MINUTES:

Dr. Steele-Pierce asked for amendments, corrections or additions to the December 17, 2018 minutes. No revisions were submitted.

Mr. Cardinal made a motion to approve the December 17, 2018 minutes, as mailed.  Ms. Lyons seconded the motion.  All present were in favor, none opposed. The motion was adopted and the minutes were approved.

PUBLIC DISCUSSION:

The following members of the public addressed the board:

Chris Hicks,

-requesting clarification from Mr. Braun in regards to a letter Mr. Hicks read during public discussion at the December 2018 board meeting.

Martin Marx,

-Requesting the board meetings to be video recorded and made available online.

 

Dr. Steele-Pierce stated that the board does not have plans to video record the meetings at this time.  She also stated that the board meeting minutes are in compliance with the Ohio Revised Code.

 

FISCAL OFFICER’S REPORT:

Ms. Gray submitted the December financial report which consisted of: the bank reconciliation; the December 2018 check register; the MTD and YTD Fund Reports; the MTD and YTD Bank Reports; the System Balancing Report; and the PLF Report.  Ms. Gray stated that the 2019 PLF state estimate is approximately 5.4 million dollars.

Ms. Gray stated that the annual audit is underway.

Ms. Gray submitted the 2018 Fourth Quarter Report which includes the Days of Wonder 2018 Revenue/Expense Analysis.

Ms. Gray stated that the Final Certificate of Estimated Resources exceeds the Original Estimated Resources by $857,000.  The general fund expenses were under budget by $487,000.

Mr. Cardinal made a motion to approve the December financial report.  Mr. Braun seconded the motion.  All present were in favor, none opposed. The motion was adopted.

Ms. Lyons made a motion to approve the December bills, as listed.  Mr. Cardinal seconded the motion.  All present were in favor, with the exception of Mr. Braun, who abstained. The motion was adopted.

DIRECTOR’S REPORT:

Ms. Wick discussed the Director’s report.

Ms. Wick commented on successful programming.

Conceptual details of the Welcome Back initiative were shared with the Board. Discussion occurred regarding the Welcome Back program, the number of accounts, and the amount of debt associated with the outstanding accounts.  The Board requested additional information. Ms. Wick stated that she will supply additional information at the March meeting.

Ms. Wick informed the Board her intent to propose the reduction of the audiovisual fine from $1.00 to $0.20 per day.  The rate of $0.20 per day would be in line with print materials.

Ms. Wick stated she will supply comparative data at the March 2019 board meeting. As part of the Strategic Plan cycle, the Library will be conducting focus groups across the county for public feedback.  She encouraged board member participation.

Ms. Wick stated that the mobile wifi hotspots are very popular.  The Library will be purchasing additional hotspots for each branch to be added to the Lucky Day collections.

The Ohio Library Council (OLC) Membership:

Ms. Wick proposed an institutional membership for the Library with OLC for one year.  The board discussed the cost versus benefits of a membership.  The board requested inviting representatives from OLC to attend a future board meeting and information on their fee structure.

 

Ms. Wick was contacted by United Way for use of the library facilities for the Volunteer Income Tax Assistance Program (VITA).  The program is in partnership with the IRS and is government funded.

Gifts to the Library:

A donation from Alicia and Jim Meyer of ten copies of A Seal Named Patches to be added to the collection.

NEW BUSINESS:

 

Ms. Kocica made a motion to approve Resolution R-2019-01: Acceptance of gifts to the library: donations as listed.  Mr. Cardinal seconded the motion.  All present were in favor, none opposed.  The resolution was adopted.

Mr. Cardinal made a motion to approve Resolution R-2019-02: Disposal of unneeded or obsolete library material.  Mr. Braun seconded the motion.  Roll call vote: Mr. Braun, aye; Dr. Steele-Pierce, aye; Mr. Cardinal, aye; Ms. Kocica, aye; Ms. Lyons, aye.   All present were in favor, none opposed. The resolution was adopted.

Ms. Kocica made a motion of approve Resolution R-2019-03: Authorizing the adoption of the General Reserve Fund to the General Fund.  Mr. Cardinal seconded the motion.  All present were in favor, none opposed.  The resolution was adopted.

Ms. Lyons made a motion to approve Resolution R-2019-04: Authorizing the Director and Fiscal Officer to execute documents on behalf of the Board of Trustees.  Ms. Kocica seconded the motion.  All present were in favor, none opposed.  The resolution was adopted.

Ms. Kocica made a motion to approve Resolution R-2019-05:  Authorizing the Board of Trustees to participate in the DAS Cooperative Purchasing Program.  Mr. Cardinal seconded the motion.  Roll call vote: Mr. Braun, aye; Dr. Steele-Pierce, aye; Mr. Cardinal, aye; Ms. Kocica, aye; Ms. Lyons, aye.   All present were in favor, none opposed. The resolution was adopted.

Ms. Kocica made a motion to approve Resolution R-2019-06:  Authorizing the Board of Trustees to participate in the U.S. Communities Cooperative Purchasing Alliance.  Ms. Lyons seconded the motion.  Roll call vote: Mr. Braun, aye; Dr. Steele-Pierce, aye; Mr. Cardinal, aye; Ms. Kocica, aye; Ms. Lyons, aye.   All present were in favor, none opposed. The resolution was adopted.

EXECUTIVE SESSION:
Dr. Steele-Pierce entertained a motion to go into executive session to consider the terms, conditions, compensation of a public employee or official per the terms and conditions of ORC 121.22 (G) (1).  Mr. Braun made a motion to go into executive session; Ms. Kocica seconded the motion.  Roll call vote: Mr. Braun, aye; Dr. Steele-Pierce, aye; Mr. Cardinal, aye; Ms. Kocica, aye; Ms. Lyons, aye.  The board went into executive session at 7:28 p.m.

The board came out of executive session at 8:35 p.m.

On the recommendation of the Fiscal Officer and Director, based on the need to have an employee who is able to perform the functions of the fiscal officer in the event of the fiscal officer’s extended absence, and based on the demonstrated abilities of the current Accounting Specialist whose recent duties and responsibilities have included discretion and independent judgment with respect to matters of significance such as the fiscal operations of the Library, Mr. Braun made a motion to amend the table of organization to include the position of Deputy Fiscal Officer and to modify the duties of the Accounting Specialist as proposed, to the position of Deputy Fiscal Officer and classify the new position as exempt.  Ms. Lyons seconded the motion.  All present were in favor, none opposed.  The motion was adopted.

 

Mr. Cardinal made a motion to approve Resolution R-2019-07:  Adoption of 2019 Permanent Appropriation, which includes a 2.35 percent increase (including salaries, pension and Medicare) for staff merit raises to be effective January 1, 2019.  Ms. Kocica seconded the motion.  All present were in favor, none opposed.  The resolution was adopted.

 

Ms. Kocica made a motion to approve Resolution R-2019-08: Transfer of cash from the General Fund (101) to the Grants Fund (201), the Debt Service Fund (301), and to the Capital Fund (400) retroactive to January 1, 2019.   Mr. Braun seconded the motion. All present were in favor, none opposed.  The resolution was adopted.

Credit Card Policy:

Ms. Gray submitted the credit card policy in accordance with House Bill 312.  The policy was prepared by the prosecuting attorney’s office.  The board discussed the proposed policy.  Ms. Kocica made a motion to approve the credit card policy, as amended.  Mr. Cardinal seconded the motion.  All present were in favor, none opposed.  The motion was adopted.

Bethel Grant Memorial Building-Quit Claim Deed:

Ms. Wick stated that she was approached by the Bethel Historical Society who is in the process of purchasing the Grant Memorial Building.  In examination of the deed, the Library still holds interest in the property.  The historical society has requested that the Library sign a quit claim deed to relinquish any interest in the building.  Discussion occurred regarding the history of the Library’s interests in the property.  The quit claim deed has been reviewed by the prosecuting attorney.

Mr. Braun made a motion to authorize the board president to execute the quit claim deed related to the Grant Memorial Building on behalf of the board.  Ms. Lyons seconded the motion.  All present were in favor, with the exception of Ms. Kocica, who abstained.  The motion was adopted.

 

Ms. Lyons made a motion to adjourn.  Mr. Braun seconded the motion. All present were in favor, none opposed. The meeting adjourned at 9:04 p.m.

 

 

 

 

____________________________________                        _______________________________________

Board President                                                                            Board Secretary

 

 

Date_____________________________

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