MINUTES CLERMONT COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES JULY 13, 2015 UNION TOWNSHIP BRANCH Present: Joseph Braun, Judith Kocica, Marion Croswell, Anthony Cardinal, Chris Smith, M.E. Steele-Pierce Absent: Patricia Pryor Staff: Maura Gray, Leslie Jacobs, Theresa Herron, Laurie Henry, Gina Molter, Joel Walters, Randy Johnson, Maritha Messenger, Lisa Breithaupt, Marcia Troknya Guest: Andy Kuchta, Director of the Clermont County Port Authority, and Jeremiah Thomas, General Counsel for the Clermont County Port Authority Mr. Braun called the meeting to order at 6:10 p.m. Everyone rose to recite the Pledge of Allegiance. ROLL CALL: Roll Call: Joseph Braun, here; Judith Kocica, here; Marion Croswell, here; Anthony Cardinal, here; Chris Smith, here; M.E. Steele-Pierce, here. JUNE 8, 2015 MINUTES: Mr. Braun asked for amendments, corrections or additions to the June 8, 2015 minutes. No revisions were submitted. Ms. Croswell made a motion to approve the June 8, 2015 minutes, as mailed. Mr. Smith seconded the motion. All present were in favor, none opposed. The motion was adopted and the minutes were approved. 1
PUBLIC DISCUSSION: Mr. Braun invited any public matters to be brought forth to the board. No discussion occurred. PRESENTATION BY THE PORT AUTHORITY: Mr. Kuchta, Director of the Clermont County Port Authority, gave a presentation on the benefits of utilizing the Port Authority for the construction of the new Miami Township Branch library. BRANCHES COME TO THE BOARD: Mr. Walters, Technical Services Manager, gave a presentation on the functions of the Technical Services department. FISCAL OFFICER S REPORT: Ms. Gray gave an account of the June 2015 financial report which consisted of: The bank reconciliation; the June 2015 check register; the MTD and YTD fund reports, the MTD and YTD bank reports; the system balancing report; and the public library state funding report. Ms. Gray also provided the Ohio Department of Taxation estimate, the Ohio Department of Taxation month-to-month breakdown, and the second quarter report. Ms. Gray introduced Resolution R-2015-23: Acceptance of gifts to the library: Donations as listed; and Resolution R-2015-24: Disposal of unneeded or obsolete library material. Mr. Cardinal made a motion to approve the June financial report and the June bills as listed. Mr. Smith seconded the motion. All present were in favor, none opposed. The motion was adopted. Ms. Kocica made a motion to adopt Resolution R-2015-23: Acceptance of gifts to the library: Donations as listed. Mr. Smith seconded the motion. All present were in favor, none opposed. The resolution was adopted. Ms. Croswell made a motion to adopt R-2015-24: Disposal of unneeded or obsolete library material. Ms. Kocica seconded the motion. Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Dr. Steele-Pierce, aye; Ms. Croswell, aye; Mr. Smith, aye; Mr. Cardinal, aye. All present were in favor, none opposed. The resolution was adopted. 2
DIRECTOR S REPORT: In the absence of the director, Ms. Jacobs gave an account of the Services and Facilities Updates that were submitted by Ms. Wick. Services Update: Ms. Jacobs stated that library card sign-ups increased significantly in June, due in part to the staff visits to community schools. Summer Reading enrollment is up fifteen percent, and circulation has seen a minimal increase from June 2014 to June 2015. Theresa Herron and Laura Eckert have been working hard on the redesign of the library s website. Ms. Jacobs stated that the new website site went live on July 6, 2015. Ms. Herron gave a demonstration of the new CCPL website for the board highlighting its new features. Mr. Braun and Ms. Kocica requested Ms. Herron provide the board with periodic updates. Ms. Jacobs stated that Ms. Herron has set up the library s CERKL account. Ms. Herron stated that it has received over 400 views without a big marketing push. The library received a thank you letter from the Clermont County Community Services for the food donations received as part of the library s Be a Hero and Donate food drive. Mr. Braun requested an update in August of the total amount of food donations collected through this program. Faculties Update: Ms. Jacobs stated that Ms. Wick, Mr. Johnson and Mr. George have been meeting with security vendors to research the library s options for upgrades. Mr. Johnson stated that they have met with three vendors with one more to go. They are acquiring cost estimates for upgrades and camera replacements. Mr. Johnson stated that the process is ongoing. Mr. Braun inquired about the status of the hvac systems at Union Township. Mr. Johnson stated that there is a programming issue with the hvac computerized system, and that they are still working on repairing it. Mr. Braun requested a progress update. Ms. Jacobs stated that additional shelving has been installed at the Union Township branch for the audiovisual collection. The furniture displaced by the shelving has been moved to the New Richmond branch to replace worn out teen furniture. 3
The Batavia front porch has been repaired. A larger downspout has been installed and the canopy ceiling has been prepped for painting. Ms. Kocica inquired about the status of repairs to the wall at the Batavia branch. The overgrown bushes have been removed from the front of the Goshen Branch. Mr. Johnson stated that the front of the branch has been mulched, and the Goshen Garden Club has been allocated a section to plant flowers in and demonstrate their gardening. Ms. Breithaupt provided more details for discussion. The building committee met on June 30, 2015 and did a site visit for the new Miami Township branch property. Strategic Plan: Ms. Jacobs gave an account of the strategic plan that was submitted by Ms. Wick. She stated that they are working on finalizing the current strategic plan and moving on to the next. Ms. Kocica requested a different format for the next strategic plan that is more definitive with goals that have quantifiable measurements. HR Update: Due to the Affordable Health Care Act, the library is pursuing an early renewal of insurance benefits this year to avoid a community rating that may increase costs. Quarterly Circulation Report: Dr. Steele Piece asked for clarification on the second quarter circulation report that was provided in advance by the director. Ms. Jacobs and Ms. Gray provided feedback. NEW BUSINESS: Mr. Braun invited any new business to be brought forth to the board. No discussion occurred. 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) and to consider the purchase of property for public purposes, or for the sale of property at competitive bidding per the terms and conditions of ORC 121.22 (G) (2). Mr. Smith made a motion to go into executive session; 4
Ms. Croswell seconded the motion. Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Dr. Steele- Pierce, aye; Ms. Croswell, aye; Mr. Smith, aye; Mr. Cardinal, aye. The board went into executive session at 7:24 p.m. The board came out of executive session at 7:56 p.m. Mr. Smith made a motion to adjourn. Ms. Croswell seconded the motion. All present were in favor, none opposed. The meeting adjourned at 7:57 p.m. Board President Board Secretary Date 5