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

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1 MINUTES CLERMONT COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES JUNE 9, 2014 UNION TOWNSHIP BRANCH Present: Joseph Braun, Judith Kocica, Marion Croswell, Chris Smith, Anthony Cardinal, Patricia Pryor, M.E. Steele-Pierce Staff: Chris Wick, Maura Gray, Erin Spinney, Theresa Herron, Lynn Baird, Randy Johnson, Allison Schultz, Shawn Frye, Joel Walters, Amy Vogel, Gina Molter, Laurie Henry Mr. Braun called the meeting to order at 6:04 p.m. Everyone rose to recite the Pledge of Allegiance. ROLL CALL: Roll Call: Joseph Braun, here; Judith Kocica, here; Marion Croswell, here; Chris Smith, here; Anthony Cardinal, here; Patty Pryor, here; M.E. Steele-Pierce, here. INTRODUCTION AND SWEARING IN OF NEW BOARD MEMBER: Mr. Braun introduced Mr. Cardinal and thanked him for rejoining the board. Mr. Cardinal was sworn in by Mr. Braun. Mr. Cardinal will complete the unexpired term of former Board member Thomas Mantel. Mr. Mantel resigned for health reasons, but remains an emeritus member of the building and facilities committee. APRIL 14, 2014, MINUTES: Mr. Braun asked for amendments, corrections or additions to the April 14, 2014, minutes as mailed. None were submitted. Ms. Croswell made a motion to approve the April 14, 2014, minutes as mailed. Mr. Smith seconded the motion. All present were in favor with the exception of Ms. Pryor and Mr. Cardinal, who abstained. The motion was adopted and the minutes were approved. PUBLIC DISCUSSION: 1

2 Mr. Braun invited any public matters be brought forth to the board. Bethel s new branch manager Allison Schultz and Milford s new branch manager Laurie Henry rose and introduced themselves. All other Clermont County Public Library staff then also rose and introduced themselves. Branches Come to the Board: Mr. Rich, Owensville Branch Manager, presented to the board a slideshow about the Owensville Branch. FISCAL OFFICER S REPORT: Ms. Gray gave an account of the April 2014 and May 2014 financial reports which consisted of: The bank reconciliation for both months; the April 2014 and May 2014 check register; the MTD and YTD fund reports, the MTD and YTD bank reports; the system balancing reports; and the public library state funding reports. Ms. Gray stated there was a 26-percent reduction in the PLF recap for the month of May. With the deductions the library is still $59,000 ahead of the current state PLF estimate. Resolutions R and R are the approvals for the acceptance of gifts to the library and Resolutions R and R are the approvals for disposal of unneeded or obsolete library material. Mr. Cardinal inquired if there was a particular reason for the state PLF reduction in May. Ms. Gray stated that general revenue receipts were lower. Ms. Wick stated that there were tax reductions that affected the pool of funding for libraries. Mr. Smith made a motion to approve the April and May financial reports. Ms. Croswell seconded the motion. All present were in favor, none opposed. The motions were adopted. Ms. Croswell made a motion to approve the April and May 2014 bills as listed. Mr. Smith seconded the motion. All present were in favor, none opposed. The motions were adopted. Ms. Kocica made a motion to adopt Resolution R : Acceptance of gifts to the library: Donations as listed. Ms. Pryor seconded the motion. All present were in favor, none opposed. The resolution was adopted. 2

3 Ms. Kocica made a motion to adopt Resolution R : Disposal of unneeded or obsolete library material. Ms. Steele-Pierce seconded the motion. Roll call vote: Mr. Braun, aye; Ms. Croswell, aye; Mr. Smith, aye; Ms. Kocica, aye; Ms. Steele-Pierce, aye; Mr. Cardinal, aye; Ms. Pryor, aye. All present were in favor, none opposed. The resolution was adopted. Ms. Kocica made a motion to adopt Resolution R : 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 Resolution R : Disposal of unneeded or obsolete library material. Mr. Smith seconded the motion. Roll call vote: Mr. Braun, aye; Ms. Croswell, aye; Mr. Smith, aye; Ms. Kocica, aye; Ms. Steele-Pierce, aye; Mr. Cardinal, aye; Ms. Pryor, aye. All present were in favor, none opposed. The resolution was adopted. Ms. Kocica made a motion to direct the fiscal officer to prepare the budget for 2015 using the numbers utilized in the 2014 budget and file the budget accordingly before July 20, Mr. Braun stated that the board proposes to adopt the same budget as 2014 with the needed adaptations decided by the budget committee. Mr. Cardinal seconded the motion. All present were in favor, none opposed. The motion was adopted. DIRECTOR S REPORT: Ms. Wick presented the most recent changes of the library s website to the board including a scrolling band highlighting new materials and ebooks, a more prominent My Account section, and a featured Summer Reading section. Discussion occurred on the new additions. Ms. Wick announced that the library received an Artswave grant, which includes programs by the Cincinnati Ballet, Cincinnati Chamber Orchestra, The Ensemble Theater, Elementz Hip Hop Youth Arts Center, Cincinnati Symphony Orchestra, and Visionaries and Voices. The library also is hosting summer programs by the Ohio Chautauqua through the Ohio Humanities Council. Ms. Wick shared that the library s circulation software began its transition from Millennium to Sierra. The Summer Reading program has a 112-percent participant increase compared to 2013 numbers after the first three days of the program. The number of registered participants in 2013 was 583. This year, in the first three days of the program, 928 youth enrolled. Combined with the numbers from the new adult summer reading program the total number of 3

4 participants is already 1,235. The theme for the Summer Reading Program is S.T.E.A.M.: Science, Technology, Engineering, Art and Math. The Clermont Sun newspaper ran an article in April highlighting the library s 24/7 ecards and patrons access to online materials. Scanning/faxing stations now are available within the library system. The stations are being tested at the Union Township, Goshen and Bethel branches. The machines are at no cost to the library. The Board is invited to Ohio Chautauqua s opening night July 1 st in New Richmond. The library also will be sponsoring the event the following night, July 2 nd. Ms. Wick asked if there were any board members that would like to participate in the creation of the Strategic Plan. Ms. Steele-Pierce stated she would like to be involved in the collaboration of the plan. Ms. Wick announced that staff would like to extend invitations to the board to come and tour the branches and departments within the library system. Ms. Pryor and Mr. Braun, president of the board, left the meeting at 6:42 p.m. due to prior commitments. Mr. Braun designated Ms. Kocica, vice president of the board, to preside over the meeting. Facilities Update: The library purchased and now has a new van. The library was able to save money by finding a van that best met the library s needs and trading in an older van in the process. The Goshen Branch is in the planning process for a renovation. Library design has been helping with the process. Asphalt repair to branch parking lots will be beginning soon. The remaining parts to repair the Union Township doors will arrive next week and repairs will be completed upon their arrival. Circulation Statistics Review: Ms. Wick stated that the circulation statistics continue to show a slight drop in circulation. Both April and May 2014 have a 6-percent drop compared to April and May There is an 8-4

5 percent year-to-date decrease. Ms. Wick expressed that the library is pitching ebooks and planning ways to increase circulation. Discussion occurred on the drop in circulation. Ms. Steele-Pierce asked if there was also a drop in digital materials. Ms. Wick stated that the digital material circulation was the one area that increased. By-Law Revue: Ms. Wick asked to review the notification of meetings in the Clermont County Board of Trustees By-Laws (section 6, 1c), Consulting the bulletin board at any of the ten braches of the Clermont County Public Library. Ms. Wick would like the Board to consider posting the meetings online only. Ms. Kocica suggested that the by-law be reviewed at the next board meeting. The discussion was postponed to the July board meeting. Annual Report: Ms. Wick shared the 2013 Annual Report with the Board. The report will be mailed to the county commissioners, school superintendents, village council members and city and township trustees. Collection Development: The discussion on the purchase of R-rated materials by the collection development department was postponed to a future board meeting. Gifts: Ms. Wick noted that the Chipotle restaurant donated free meal cards to the library as Summer Reading Challenge incentives. Human Resources: Ben Ward is the new part-time system administrator of the Information Services Department, effective May 19. The Youth Services Librarian for the Milford-Miami Township Branch and Library Assistant Specialist for the Amelia Branch both resigned in June. Applications are being reviewed for the open positions. The HR Generalist position is still in the interview process. Ms. Kocica asked where the hiring committee was in the process. Ms. Wick stated second interviews will begin by the end of June. 5

6 Mr. Cardinal made a motion to adjourn. Mr. Smith seconded the motion. All present were in favor, none opposed. The meeting adjourned at 6:52 p.m. Board President Board Secretary Date 6