Present: Joe Braun, Anthony Cardinal, Marion Croswell, Chris Smith, Tom Mantel, Patty Pryor and Judith Kocica

Transcription

1 MINUTES CLERMONT COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES JULY 8, 2013 UNION TOWNSHIP BRANCH Present: Joe Braun, Anthony Cardinal, Marion Croswell, Chris Smith, Tom Mantel, Patty Pryor and Judith Kocica Staff: Chris Wick, Maura Gray, David Mezack, Leslie Jacobs and Susan Bellas President Joseph Braun called the meeting to order at 6:07 P.M. Everyone rose to recite the Pledge of Allegiance. ROLL CALL: Roll Call: Joseph Braun, here; Anthony Cardinal, here; Marion Croswell, here; Chris Smith, here; Thomas Mantel, here; Patty Pryor, here; Judith Kocica, here. JUNE 10, 2013 MINUTES: Mr. Braun asked for amendments, corrections, or additions to the June 10, 2013 minutes. Ms. Croswell made a motion to approve the June 10, 2013 Minutes. Mr. Cardinal seconded the motion. Mr. Braun, Mr. Cardinal, Ms. Croswell, Mr. Mantel, and Ms. Kocica were in favor with Ms. Pryor and Mr. Smith abstaining. The motion was adopted. The June 10, 2013 Minutes were approved. PUBLIC DISCUSSION: There was no public discussion. FISCAL OFFICER S REPORT: Ms. Gray reported that there was nothing out of the ordinary in the financial section of the report. The report consisted of the June 2013 Bank Reconciliation; June 2013 Bills Paid; the MTD and YTD Fund Report; the MTD and YTD Bank Report; and the System Balancing Report. The PLF Report was not included because the amounts have not yet been released from the state. In addition, the following Resolutions were presented before the Board: Resolution R- 1

2 : Acceptance of Gifts to the Library: Donations as Listed, Resolution R : Disposal of Unneeded or Obsolete Inventory, and Resolution R : Transfer Cash from the UT Capital Fund to the Debt Service Fund. Ms. Gray clarified that the Resolution has been changed from Disposal of Unneeded or Obsolete Material to Inventory in order to dispose of Library property such as artwork. Ms. Gray also included a Quarterly Report which included the Cost per Circulated Item which measured the cost of the items being checked out at each location. The 5/3 Credit Card statements were also included. Mr. Mantel made a motion to adopt the June 2013 Financial Report. Mr. Smith seconded the motion. All were in favor, none opposed. The motion was adopted. Mr. Mantel made a motion to pay the June 2013 bills as listed. Mr. Smith seconded the motion. All 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. Pryor seconded the motion. All were in favor, none opposed. The Resolution was adopted. Ms. Kocica made a motion to adopt Resolution R : Disposal of Unneeded or Obsolete Library Inventory. Mr. Mantel seconded the motion. All were in favor, none opposed. The Resolution was adopted. Roll Call Vote: Joe Braun, aye; Anthony Cardinal, aye; Marion Croswell, aye; Chris Smith, aye; Thomas Mantel, aye; Patty Pryor, aye; Judith Kocica, aye. Ms. Kocica pointed out that the wording of the Resolution for Disposal of Unneeded or Obsolete Inventory repeated a word. Ms. Gray pointed out that the Board meeting agenda should read Inventory rather than Materials. Ms. Kocica made a motion to adopt Resolution R : Transfer of Cash from the UT Capital Fund to the Debt Service Fund. Ms. Croswell seconded the motion. All were in favor, none opposed. The Resolution was adopted. Ms. Gray added that a very preliminary projection for the new state budget is a loss of $200,000; however, the Library s estimates are lower than the state s so there is no concern. EXECUTIVE DIRECTOR S REPORT: New Quarterly Statistics: Ms. Wick explained the new format of the statistical report. Instead of being a month-tomonth comparison, the new report shows year-to-date accumulations with an accompanying 2

3 graph. Ms. Wick clarified that the YTD Circulation by Owning Library is the circulation of a particular facility s collection no matter what location it was checked out at. The YTD Circulation by Branch Location is the circulation at each individual branch. The YTD Circulation by Branch Location is the number Ms. Gray used for the Cost per Circulated Item calculation. Ms. Wick clarified that circulation is items being checked out plus renewals and that there are no metrics or targets. Ms. Wick clarified that the drop in programming statistics is due to the fact that the State Library of Ohio no longer requests passive programming statistics. Ms. Wick added that passive programs are still being conducted but the statistics are no longer being recorded. Ms. Wick confirmed that there are differences in the size of each branch s collection depending on the size of the facility. Acceptance of Gifts Mr. Mezack referred the Board to the gifts as listed on the agenda: Helen Hurley for the Milford-Miami Township Branch, a copy of Providence; from the Council on American-Islam Relations for the Bethel Branch, a copy of The Message of the Qur ãn; from Susan Spence Daniel for the Bethel Branch, a copy of The House That Wanted a Family; from Chipotle Restaurant for Summer Reading, coupons for one free kids meal and coupons for one free burrito, burrito bowl, salad, or order of tacos. Policy Updates Tuition Reimbursement A proposal to update the Tuition Reimbursement Policy after comparisons with other library system s policies was introduced. Suggested changes included eligibility requirements to one year of employment, the drop in performance rating minimum score to 3.0, the makeup of the Tuition Committee to include the HR Generalist and one less Branch Manager, the requirement for grade definitions for grades other than A-C, and reimbursement at the rate of a C for a Pass designation in regards to pass/fail designations. After discussion of the various elements, namely the eligibility requirements and the pass/fail designation, the Board recommended to keep the policy as is in regards to eligibility and the Tuition Committee. Mr. Braun made a motion to only amend the policy to include the proposed change on page three of the policy regarding the pass/fail designation and the reimbursement verbiage at the bottom of page two in regards to grade definitions for grades other than A, B, or C. Ms. Pryor seconded the motion. All were in favor, none opposed. The policy was amended. 3

4 Clermont County Public Library Standards of Public Behavior A proposal to update the Standards of Public Behavior Policy to include vaping - the smoking of electronic cigarettes- to the smoking and tobacco section of the policy. After discussion considering the Ohio Revised Code and the 1 st -4 th offenses, the Board wanted the last sentence of the introductory paragraph, Statute of limitations for violations is for a 12 month period from the 1 st offense removed from the policy. Ms. Pryor made a motion to adopt the policy with the proposed change and to remove the last sentence regarding the statute of limitations. Mr. Braun seconded the motion. All were in favor, none opposed. The policy was amended. Stipend Discussion Ms. Gray presented information regarding stipends for personal cell phones for Mr. Mezack, Ms. Gray and Ms. Wick. The original proposal was for $100 for cell phones and monies for Internet as well. Ms. Kocica asked for a history of any Library stipends and Ms. Gray explained that a stipend had been granted to Mr. Mezack during the Union Township project. Mr. Braun stated that a cell phone was discussed for the Assistant Director but that Internet compensation was not discussed. It was acknowledged that Mr. Mezack, Ms. Gray, and Ms. Wick would need access to cell phones to do their jobs adequately and all three staff felt $100 per month was sufficient to cover the work related costs of the phones. Ms. Gray inquired if the reimbursement would be retroactive to July 1 st. Mr. Braun responded that it would be. Ms. Pryor made a motion to provide $ stipend per month for phone use for the Executive Director, the Assistant Director and the Fiscal Officer. Mr. Smith seconded the motion. All were in favor, none opposed. The motion was adopted. Facilities Updates Mr. Mezack reported that an air quality analysis was completed by Rainbow Services to determine if the odor at the Milford Branch could be mold. The report revealed that the air quality is better inside the branch than outside and that no mold was detected. There is still no explanation for the odor which is inconsistent and sporadic. Proposed Changes to Pay Grades The Board had requested more information regarding the proposal to reclassify the Shuttle Drivers and the Lead Library Assistants salary ranges. Ms. Kocica had not had time to look over the information so the discussion has been postponed to the August Board meeting. Mr. Braun 4

5 asked for any questions regarding the issue to be forwarded to Ms. Wick for clarification. Ms. Gray will send the Board a comparison of the original proposal to the amended proposal. Executive Session Mr. Smith made a motion to go into Executive Session for the discussion of matters that directly affect specific personnel or regulated individuals pursuant to ORC (G)(1). Ms. Pryor seconded the motion. Roll Call Vote: Joe Braun, aye; Anthony Cardinal, aye; Marion Croswell, aye; Chris Smith, aye; Thomas Mantel, aye; Patty Pryor, aye; and Judith Kocica, aye. The Board went into Executive Session at 6:55 P.M. The Board came out of Executive Session at 7:30 P.M. Ms. Pryor made a motion to adjourn. Mr. Mantel seconded the motion. All were in favor, none opposed. The motion was adopted. The meeting adjourned at 7:30 P.M. Board President Board Secretary Date 5