MINUTES CLERMONT COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES JANUARY 9, 2017 UNION TOWNSHIP BRANCH Present: Joseph Braun, Judith Kocica, Bob Pautke, Patricia Pryor, M. E. Steele-Pierce, Chris Hamm, Anthony Cardinal Staff: Chris Wick, Maura Gray, Theresa Herron, Marcia Troknya, Amy Vogel, Leslie Jacobs, Lynn Baird, Emily Wichman, Hilda Lindner-Knepp Guest: Eric Kohls, CPS Ltd. Mr. Braun called the meeting to order at 6:08 p.m. ROLL CALL: Roll Call: Joseph Braun, here; Judith Kocica, here; Bob Pautke, here; Chris Hamm, here; Patricia Pryor, here; Dr. Steele-Pierce, here; Anthony Cardinal, here. Everyone rose to recite the Pledge of Allegiance. MIAMI TOWNSHIP PROJECT UPDATE: Eric Kohls, CPS Ltd. provided an update on the Miami Township project. Mr. Kohls stated that the building committee, Milford Schools, CPS, DER, and KBA met to discuss the logistics of the project. Topics addressed at the meeting included safety, the construction schedule, site logistics, and parking lot access. The official notice to proceed was issued to DER with a start date of January 2, 2017. CPS met with Duke Energy on January 9, 2017 to coordinate service for the building. Mr. Kohls stated that over the next thirty days progress will be made on removing topsoil, installing the temporary fencing and beginning work on the underground utilities. 1
Mr. Braun stated that discussion occurred at the building committee meeting concerning the safety of the school children, sidewalks around the area, the timeline for moving the Milford school s sign, and parking issues. Both Jeff Johnson and the principal for the Milford elementary school were present. Mr. Braun stated it was a very productive meeting. Mr. Kohls left at 6:14 p.m. FISCAL OFFICER S REPORT: Ms. Gray gave an account of the December 2016 financial report which consisted of: the bank reconciliation; the December 2016 check register; the MTD and YTD fund reports; the MTD and YTD bank reports; and the system balancing report. Ms. Gray introduced Resolution R-2017-01: Acceptance of gifts to the library: donations as listed; Resolution R-2017-02: Disposal of unneeded or obsolete library material; Resolution R- 2017-03: Resolution to transfer cash from the General Fund (101) to the Grants Fund (201), to the 27 th Pay and Accrued Leave Fund (207) and the Capital Fund (400); Resolution R-2017-04: Authorizing the director and/or the fiscal officer to execute documents on behalf of the board; Resolution R-2017-05: Authorizing the adoption of the General Reserve Fund to the General Fund; Resolution R-2017-06: DAS cooperative purchasing resolution; Resolution R-2017-07: US Communities cooperative purchasing resolution; and Resolution R-2017-08: Process for change orders for the Miami Township project. Ms Gray gave an account of the quarterly financial report which consisted of: the YTD fund balances; the library revenue as of December 31, 2016; and the general and non-general fund expenses. Ms. Gray stated that the library exceeded the estimated revenue. Ms. Gray submitted a detailed report of the 2015 and 2016 expenses for the Miami Township project and the January PLF report. Ms. Gray stated that the state has estimated the PLF at $5,515,007.72. PUBLIC DISCUSSION: Mr. Braun invited any public matters to be brought forth to the board. No discussion occurred. DECEMBER 12, 2016 MINUTES: Mr. Braun asked for amendments, corrections or additions to the December 12, 2016 minutes. Ms. Kocica submitted corrections. 2
Ms. Kocica made a motion to approve the December 12, 2016 minutes, as corrected. Mr. Hamm seconded the motion. All present were in favor, with the exception of Mr. Cardinal and Ms. Pryor who abstained. The motion was adopted and the minutes were approved. Appointment of Director and Fiscal Officer: Ms. Pryor made a motion to reappoint Chris Wick as the Director of the Clermont County Public Library and Maura Gray as the Fiscal Officer. Mr. Pautke seconded the motion. All were in favor, none opposed. The motion was adopted EXECUTIVE SESSION: Mr. Braun entertained a motion to go into executive session to consider the appointment, employment, dismissal, discipline, promotion, demotion, or compensation of a public employee or official per the terms and conditions of ORC 121.22 (G) (1). Ms. Pryor made a motion to go into executive session; Mr. Cardinal seconded the motion. Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Mr. Hamm, aye; Dr. Steele-Pierce, aye; Mr. Pautke, aye; Ms. Pryor, aye; Mr. Cardinal, aye. The board went into executive session at 6:22 p.m. The board came out of executive session at 7:17 p.m. Appointment of Board Officers: Mr. Hamm made a motion to maintain the 2016 slate of officers for 2017 year: Mr. Braun as president, Ms. Kocica as vice president, and Mr. Pautke as secretary. Mr. Cardinal seconded the motion. All present were in favor, none opposed. The slate was adopted. Mr. Braun stated that the board is looking to transition some of the leadership in the future to help rotate the involvement of everyone on the board. Mr. Braun designated Dr. Steele-Pierce as chair of the building committee; Ms. Kocica as chair of the budget committee; Ms. Pryor as HR legal/operations advisor; and Mr. Pautke as chair of the records committee and the executive performance and review committee. Discussion occurred regarding the wording of Resolution R-2017-08: Process for change orders for the Miami Township Project. The resolution was drafted by counsel. The board discussed the change order process for amounts greater than and less than $5,000. Mr. Cardinal made a motion to approve Resolution R-2017-08: Process for Change Orders for the Miami Township Project, as amended. Ms. Pryor seconded the motion. All present were in favor, none opposed. The resolution was adopted, as amended. 3
Ms. Gray stated that the merit increase range was 1.1 percent to 3.65 percent as applied to the bell curve. DIRECTOR S REPORT: Ms. Wick submitted a written report. She stated that the year ended well. Both Union Township and Goshen branches have items on loan from the Cincinnati Museum Center for display. Union Township was provided with a bust of George Washington and Goshen was provided with paleontology artifacts. Almost 3000 patrons attended the holiday open houses and gingerbread events system wide. The mitten drive is wrapping up. The library received a high volume of donations from the community. Donated items will be delivered to the YMCA House of Peace and the James Sauls Homeless Shelter. Upcoming programs include Library Lovers month. The Once Upon a Time writing contest for children was highlighted by the Clermont Chamber in an email blast. It is a writing contest that kicks off the year of Laura Ingalls Wilder programs. Dr. Steele-Pierce left at 7:26 p.m. Ms. Wick stated that The Three for Me pilot program is going well. One of the challenges is the rate of return for materials. Ms. Wick is working with the individual branches to reach out to the local schools to help facilitate the return materials. Facilities Report: Ms. Wick stated that a ceiling drain at Milford branch has been replaced. She stated that the library wants to make sure the building is turned over to the Milford schools in good condition. The roof is in good condition as well. LED projects are in process at Bethel and Owensville. The selection process for the Facilities Manager position is still ongoing. OLD BUSINESS: Discussion of the Board Retreat Strategic Plan and the HR Policy Manual Draft have been postponed until the February 2017 meeting. 4
NEW BUSINESS: Ms. Pryor made a motion to approve the December financial report and bills as listed. Mr. Hamm seconded the motion. All present were in favor, with the exception of Mr. Braun who abstained. The motion was adopted. Mr. Hamm made a motion to approve Resolution R-2017-01: Acceptance of gifts to the library: donations as listed. Mr. Pautke seconded the motion. All present were in favor, none opposed. The resolution was adopted. Ms. Pryor made a motion to approve Resolution R-2017-02: Disposal of unneeded or obsolete library material. Mr. Cardinal seconded the motion. Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Mr. Hamm, aye; Mr. Pautke, aye; Mr. Cardinal, aye; Ms. Pryor, aye. All present were in favor, none opposed. The resolution was adopted. Ms. Kocica made a motion to approve Resolution R-2017-03: Resolution to transfer cash from the General Fund (101) to the Grants Fund (201), to the 27 th Pay and Accrued Leave Fund (207) and the Capital Fund (400). Mr. Hamm seconded the motion. All present were in favor, none opposed. The resolution was adopted. Ms. Kocica made a motion to approve Resolution R-2017-04: Authorizing the director and the fiscal officer to execute documents on behalf of the board, as amended. Mr. Hamm seconded the motion. All present were in favor, none opposed. The resolution was adopted. Ms. Kocica made a motion to approve Resolution R-2017-05: 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. At the request of Ms. Kocica, approval of Resolution R-2017-06: DAS cooperative purchasing resolution; and Resolution R-2017-07: US Communities cooperative purchasing resolution were postponed until they can be reviewed by counsel. Ms. Pryor made a motion to adjourn. Mr. Cardinal seconded the motion. All present were in favor, none opposed. The meeting adjourned at 7:40 p.m. Board President Board Secretary Date 5