Roll Call: Joseph Braun, here; Judith Kocica, here; Marion Croswell, here; Anthony Cardinal, here.

Transcription

1 MINUTES CLERMONT COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES MARCH 17, 2015 MILFORD-MIAMI TOWNSHIP BRANCH Present: Joseph Braun, Judith Kocica, Marion Croswell, Anthony Cardinal Absent: Chris Smith, M.E. Steele-Pierce, Patricia Pryor Staff: Chris Wick, Maura Gray, Leslie Jacobs, Randy Johnson, Theresa Herron, Lisa Breithaupt, Amy Vogel, Laurie Henry, Emily Wichman, Christian Gaitskill, Marcia Troknya Mr. Braun called the meeting to order at 6:05 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. SWEARING IN OF BOARD MEMBER: Ms. Kocica was sworn in by Mr. Braun to continue to serve on the Board of Trustees for a 7 year term. JANUARY 12, 2015, MINUTES: Mr. Braun asked for amendments, corrections or additions to the January 12, 2015, minutes. No revisions were submitted. Mr. Cardinal made a motion to approve the January 12, 2015 minutes, as mailed. Ms. Croswell seconded the motion. All present were in favor. The motion was adopted and the minutes were approved. 1

2 PUBLIC DISCUSSION: Mr. Braun invited any public matters to be brought forth to the board. No discussion occurred. BRANCHES COME TO THE BOARD: The Batavia Branch presentation was postponed. Ms. Wick stated that on March 6, 2015, she was contacted by Mr. Ernest Jewell. Ms. Wick stated that Mr. Jewell would like to make the library the beneficiary for his estate. Mr. Braun requested that the library work with Mr. Jewell and special library counsel to draft the proper paperwork. Ms. Kocica and Mr. Braun requested that Ms. Wick invite Mr. Jewell to the April Board meeting. FISCAL OFFICER S REPORT: Ms. Gray gave an account of the January 2015 and February 2015 financial reports which consisted of: The bank reconciliation; the January and February 2015 check registers; the MTD and YTD fund reports, the MTD and YTD bank reports; the system balancing reports; 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; Resolution R : Resolution to amend the appropriation for the General Fund and Capital Improvements Fund; Resolution R : Resolution to transfer cash to the Capital Projects Fund; Resolution R : DAS Cooperative Purchasing Resolution; Resolution R : US Communities Cooperative Purchasing Resolution; Resolution R : Acceptance of gifts to the library: Donations as listed; and Resolution R : Disposal of unneeded or obsolete library material. Ms. Gray requested a verbal approval from the board to increase the Williamsburg Branch change fund in the amount of $25. The board approved the increase to the fund. Ms. Croswell made a motion to approve the January and February financial reports. Mr. Cardinal seconded the motion. All present were in favor, none opposed. The motion was adopted. 2

3 Ms. Croswell made a motion to approve the January and February 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. Ms. Kocica made a motion to adopt Resolution R : Disposal of unneeded or obsolete library material. Ms. Croswell seconded the motion. Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Ms. Croswell, aye; Mr. Cardinal, aye. All present were in favor, none opposed. The resolution was adopted. Ms. Gray gave a brief recapitulation of the purpose of the $177,850 transfer of cash to the Capital Improvements Fund. Ms. Gray stated that the funds will take care of the major renovation of the Owensville branch and all other capital improvements, including the computer technology upkeep. Ms. Kocica asked for clarification on the details of the renovation at Owensville. Mr. Randy Johnson, facilities manager, provided specifics of the renovation which will include carpet, paint, adding outlets to table tops, and a reconfiguration of shelving. Mr. Johnson stated that all renovations are to the front of building and not to the support department areas. Ms. Kocica inquired about the energy audit analysis that David Duckworth of Perfection Group is performing at six of the branches. Mr. Johnson stated Perfection Group performed free audits at the branches and he will present the board with specifics regarding the audit reports at the next meeting. Mr. Johnson stated that ZHCx Commissioning was contracted to do performance audits and complete the necessary work at the Owensville branch. ZHCx Commissioning has also worked on balancing the HVAC and lighting at Owensville and is pricing Union Township for HVAC and lighting adjustments. A report will be given at a future meeting. Mr. Johnson stated that he is working with Eric Jacobs of Jacobs Electric to receive rebates and incentives from Duke-Energy for lighting changes and upgrades dating back to A discussion occurred regarding current and future lighting and electric upgrades in the branches. Ms. Kocica made a motion to adopt Resolution R : Resolution to amend the appropriation for the General Fund and Capital Improvements Fund. Ms. Croswell seconded the motion. All present were in favor, none opposed. The resolution was adopted. 3

4 Ms. Kocica made a motion to adopt Resolution R : Resolution to transfer cash to the Capital Projects Fund in the amount of $177,850. Mr. Cardinal seconded the motion. All present were in favor, none opposed. The resolution was adopted. Ms. Kocica made a motion to adopt Resolution R : DAS Cooperative Purchasing Resolution. Ms. Croswell seconded the motion. Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Ms. Croswell, aye; Mr. Cardinal, aye. All present were in favor, none opposed. The resolution was adopted. Ms. Kocica made a motion to adopt Resolution R : US Communities Cooperative Purchasing Resolution. Ms. Croswell seconded the motion. Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Ms. Croswell, aye; Mr. Cardinal, 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. Ms. Croswell seconded the motion. All present were in favor, none opposed. The resolution was adopted. Ms. Kocica made a motion to adopt Resolution R : Disposal of unneeded or obsolete library material. Ms. Croswell seconded the motion. Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Ms. Croswell, aye; Mr. Cardinal, aye. All present were in favor, none opposed. The resolution was adopted. Mr. Braun inquired about the status of the soil testing of the Buckwheat property location in Milford. Mr. Johnson stated that he will update the board on the findings at the next board meeting. Mr. Braun requested that administration provide guidance at the next board meeting regarding any approvals needed before talking with Milford about a formal property agreement and a time table. Mr. Braun stated this will allow the board to look at all of their options going forward with the project. DIRECTOR S REPORT: Ms. Wick submitted a written report. Ms. Wick gave a brief history of the OPLIN failure. The library will now be using FastMail as their provider. Ms. Wick stated that should be operational by March 18,

5 Mr. Braun requested CCPL create a document outlining the records retention obligation for employees with regards to electronic communication and the use of their personal . The policy would be determined by the board and signed by employees prior to leaving their employment with the library. Ms. Wick stated that Ohio Library Day: Meet Your Neighbor is Tuesday, April 14, The library will be holding events throughout the month to build awareness and advocacy. Branches will be doing both in-house and outreach programs to promote the library and its services. The program is the result of the Library Leadership Ohio, class of 2014, in which Ms. Emily Wichman participated. Ms. Wick introduced Ms. Wichman to the board as the new branch manager at the Williamsburg branch. Ms. Wick stated the strategic planning committee is wrapping up their research and background work to write the plan. According to Ms. Wick, active library card holders represent one-eighth of the population in Clermont County. A discussion occurred regarding the yearly expirations of library cards. Ms. Kocica requested statistics regarding active households with cards geographically and inquired about the use of incentives to increase library card applications. Mr. Braun agreed. Ms. Wick presented thank you cards from branches to the board for their salary increases and the insurances benefits. 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. Mr. Braun requested that the adoption of the policy be postponed until the April board meeting. Ms. Kocica agreed. 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 (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 (G) (2). Mr. Cardinal made a motion to go into executive session; 5

6 Ms. Croswell seconded the motion. Roll call vote: Mr. Braun, aye; Ms. Kocica, aye; Ms. Croswell, aye; Mr. Cardinal, aye. The board went into executive session at 6:41 p.m. The board came out of executive session at 6:50 p.m. Mr. Cardinal made a motion to adjourn. Ms. Croswell seconded the motion. All present were in favor, none opposed. The meeting adjourned at 6:51 p.m. Board President Board Secretary Date 6