Present: Joseph Braun, Judith Kocica, Marion Croswell, Anthony Cardinal, Chris Smith, M.E. Steele-Pierce, Patricia Pryor

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1 MINUTES CLERMONT COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES APRIL 13, 2015 UNION TOWNSHIP BRANCH Present: Joseph Braun, Judith Kocica, Marion Croswell, Anthony Cardinal, Chris Smith, M.E. Steele-Pierce, Patricia Pryor Staff: Chris Wick, Maura Gray, Leslie Jacobs, Randy Johnson, Theresa Herron, Lisa Breithaupt, Amy Vogel, Gina Molter, Lynn Baird, Marcia Troknya Guests: Mark Bredemeier, Cindy Schroeder Mr. Braun called the meeting to order at 6:08 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; Patricia Pryor, here. MARCH 17, 2015, MINUTES: Mr. Braun asked for amendments, corrections or additions to the March 17, 2015, minutes. No revisions were submitted. Ms. Croswell made a motion to approve the March 17, 2015 minutes, as mailed. Mr. Cardinal seconded the motion. All present were in favor with the exception of Ms. Pryor, Mr. Smith and Dr. Steele-Pierce who abstained. The motion was adopted and the minutes were approved. PUBLIC DISCUSSION: Mr. Braun invited any public matters to be brought forth to the board. No discussion occurred. 1

2 FISCAL OFFICER S REPORT: Ms. Gray gave an account of the March 2015 financial report which consisted of: The bank reconciliation; the March 2015 check registers; 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 introduced Resolution R : Acceptance of gifts to the library: Donations as listed; Resolution R : Disposal of unneeded or obsolete library material. Ms. Gray gave an account of the quarterly report, which consisted of the fund and bank balances, general and non-general fund expenses, the revenue year to date, and the state funding recap as of March 31, Dr. Steele-Pierce made a motion to approve the March financial report. Mr. Smith seconded the motion. All present were in favor, none opposed. The motion was adopted. Ms. Croswell made a motion to approve the March bills as listed. Mr. Cardinal seconded the motion. All present were in favor, none opposed. The motion was adopted. Ms. Kocica made a motion to adopt Resolution R : Acceptance of gifts to the library: Donations as listed. Ms. Croswell seconded the motion. All present were in favor, none opposed. The resolution was adopted. Mr. Smith made a motion to adopt Resolution R : Disposal of unneeded or obsolete library material. Ms. Pryor seconded the motion. Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Ms. Croswell, aye; Ms. Pryor, aye; Mr. Smith, aye; Mr. Cardinal, aye; Dr. Steele-Pierce, aye. All present were in favor, none opposed. The resolution was adopted. Ms. Gray presented the Records Committee s recommendation to approve RC-1: One Time Disposal of Obsolete Records, RC-2: Amend for 2015 to include the disclaimer from the Attorney General regarding retention, and RC-3: Disposal of Records Listed. Ms. Gray stated RC-1 was recommended by the Ohio Historical Society for possible loss from the OPLIN server crash. Mr. Braun inquired about the number of Ohio libraries affected by the loss. Ms. Gray estimated a large percentage of Ohio libraries were affected. Ms. Gray stated that RC-3 will extend the time period of disposal of listed records to June

3 Ms. Kocica made a motion to adopt RC-1, RC-2, and RC-3 as prepared by the Records Committee. Mr. Smith seconded the motion. All present were in favor, none opposed. The motion was adopted. EXECUTIVE SESSION: Mr. Braun entertained a motion to go into executive session 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 (G) (2). Ms. Kocica made a motion to go into executive session; Mr. Smith seconded the motion. Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Ms. Croswell, aye; Ms. Pryor, aye; Mr. Smith, aye, Mr. Cardinal, aye; Dr. Steele-Pierce, aye. The board went into executive session at 6:21 p.m. The board came out of executive session at 7:03 p.m. NEW BUSINESS: Mr. Braun stated that soil borings of the Buckwheat property location in Milford are adequate for the construction of a new library branch. The board will be moving forward with utility easements, a lot split with Milford Schools, and the initial stage of designing a new branch for Miami Township. Mr. Braun entertained a motion to authorize the Fiscal Officer to request, from the State Auditor s office, the establishment of a new capital fund for the construction of a new Miami Township branch. Ms. Kocica made a motion to authorize. Mr. Smith seconded the motion. All present were in favor, none opposed. The motion was adopted. Mr. Braun stated that the cash advance to the fund will take place at the next meeting. It is his expectation that in the next 30 days the board will be moving forward to delineate the lot split. Mr. Braun anticipates voting on a formal land swap with Milford Schools to complete the property acquisition at the May 2015 Board of Trustees meeting. Mr. Braun requested the Fiscal Officer prepare a reimbursement resolution and a transfer authorization for cash from the General Fund for the May meeting. Mr. Braun entertained a motion to retain KBA Incorporated Architects for professional services and authorize the execution of an agreement, subject to the approval of special counsel, for the initial zoning, design and site work of the Miami Township Branch. Ms. Kocica made the motion. Dr. Steele-Pierce seconded the motion. All present were in favor, none opposed. The motion was adopted. 3

4 HR POLICY REVISIONS: Ms. Wick presented a HR policy revision to the Salary Administration section; and for the Harassment in the Workplace and Non Discrimination Policy sections to include pregnant and nursing mothers. Ms. Pryor requested that for EEOC compliance the wording of the Harassment in the Workplace and the Non Discrimination Policy sections be modified to include lactation/breastfeeding status, and to include genetic information as a factor. Ms. Pryor also requested adding the retaliation policy to the Harassment in the Workplace section. Mr. Braun asked Ms. Wick to bring the final copy of the updated Harassment in the Workplace and the Non Discrimination Policy sections to the May meeting for approval. Mr. Braun entertained a motion to adopt the changes to the Salary Administration section of the HR Policy Manual. Ms. Pryor made the motion. Ms. Croswell seconded the motion. All present were in favor, none opposed. The motion was adopted. Mr. Braun entertained a motion to adopt the Nursing Mothers Accommodation section of the HR Policy Manual. Ms. Pryor made the motion. Mr. Smith seconded the motion. All present were in favor, none opposed. The motion was adopted. BRANCHES COME TO THE BOARD: Ms. Molter, Collection Development manager, presented to the Board a slideshow about the Collection Development Department. A discussion occurred about the weeding and purchasing processes, and the e-book statistics presented. Ms. Kocica requested a copy of the presentation. Mr. Braun requested Dr. Steele-Pierce to join the Review Committee for the Director and Fiscal Officer. Ms. Pryor left the meeting at 7:35 p.m. DIRECTOR S REPORT: Ms. Wick presented to the board a proclamation from the County Commissioners declaring April 14, 2015 as Ohio Library Day in Clermont County. Emily Wichman, Williamsburg Branch 4

5 manager, represented the library. Ms. Wick stated that Ms. Wichman was instrumental in bringing Ohio Library Day to the library as part of the Library Leadership Ohio, class of Ms. Wick stated that the library is in the process of spring HVAC preventative maintenance and is working on pricing for lighting and paving services. The library is working to determine if Duke Energy will have rebates available for lighting. The Library is working with Garland to cover some of the cost for painting the back of the Batavia Branch painted due to water leakage. Ms. Wick stated that the library is acquiring pricing for the Owensville renovation and should have the renovation dates scheduled within the week. The renovation will include paint, carpet and relocation of stacks. Ms. Wick anticipates the renovation will take less than a month due to branch size. Ms. Wick gave an account of the first quarter statistical report. Digital downloads had a 30% growth. Ms. Wick was pleased to report that, unlike last year, there was no drop in circulation this quarter. The Circulation Improvement Work Group is looking into ways to increase circulation and roll it into the strategic plan. Ms. Wick provided a breakdown of active borrowers by their home branch with a total of 19,872 households. The library is looking into options for extending the renewal rate of cards for users. A discussion occurred regarding ways to promote the library and increase applications. Ms. Wick stated that the goal moving forward with the strategic plan is to build a larger cardholder base. The library will be conducting focus groups in May for the Strategic Plan. Dr. Steele-Pierce made a motion to adjourn. Ms. Croswell seconded the motion. All present were in favor, none opposed. The meeting adjourned at 7:53 p.m. Board President Board Secretary Date 5