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The Chillicothe and Ross County Public Library Board of Trustees

September 12, 2018 Present: Board Members Mrs. Kimberly Hirsch, Ms. Retha Simmons Jones, Mrs. Tamra Lowe and Ms. Angela Fleurima Absent: Mr. Rob Augg, Mr. Todd Holdren and Ms. Claire Fried Others Present: Mr. James Hill, Director Ms. Nan Clary, Fiscal Officer Ms. Wendy Payne, Deputy Fiscal Officer Luke Bentley, Liz Gibbons-Camp

The meeting was called to order at 4:07 p.m. by Mrs. Kimberly Hirsch, President. Ms. Retha Simmons Jones was appointed secretary pro-tem. Public Comment Gen. Fin. “C” Resolution 51-18

Consent Agenda Mrs. Lowe moved and Ms. Fleurima seconded the adoption of the following resolution. That the minutes of the July 11, 2018 Regular meeting be approved as presented and, that the financial report as presented from Fiscal Officer’s records and the monthly financial statement of the Fiscal Officer for July and August be received and filed for audit and, that the bills listed under date of September 11, 2018 be approved for payment. The roll being called, the vote resulted as follows: Mrs. Hirsch Y Ms. Fleurima Y Mrs. Lowe Y Ms. Simmons Jones Y

July Financial Report Clerk’s bal. July 1, 2018 $3,827,516.70 July receipts 241,416.13 Total 4,068,932.83 July expenditures -309,492.38 Ledger balance 7/31/18 3,759,440.45 Outstanding checks 92,506.06 Total 3,851,946.51 Petty cash -520.00 Culp Stock -10,500.00 Schlegel Fund CD -10,000.00 Kingston Money Mkt. -163,772.65 Star Ohio -3,158,420.31 Star Plus -11,332.80 Citizens-Cert. of Deposit -240,000.00 UBS Bank Cert of Deposit -160,000.00 Cr. Card receipt not posted at the bank -1.00 Cr. Card receipt not posted at the bank -35.95

Bank balance 7/31/18 $97,363.80

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August Financial Report Clerk’s bal. Aug 1, 2018 $3,759,440.45 Aug receipts 1,006,203.55 Total 4,765,644.00 Aug expenditures -272,354.28 Ledger balance 8/31/18 4,493,289.72 Outstanding checks 54,648.83 Total 4,547,938.55 Petty cash -520.00 Culp Stock -10,500.00 Schlegel Fund CD -10,000.00 Kingston Money Mkt. -287,984.29 Star Ohio -3,764,183.00 Star Plus -11,353.02 Citizens-Cert. of Deposit -240,000.00 UBS Bank Cert of Deposit -160,000.00 Cr. Card receipt not posted at the bank -14.00

Bank balance 8/31/18 $63,384.24

APPROVAL OF BILLS 9/12/2018 First Data Monthly credit card transaction fees $86.18

Chillicothe Art League Memberships - Metzger & Gibbons-Camp $50.00

Chillicothe Rotary #3670 Quarterly dues - Nunziato $115.00

Frontier Monthly service - S Salem $115.96

GFC Leasing Copier lease $626.88

Internal Revenue Service Annual PCORI fee for health care reform research $138.62

M & M Fabrication Groundskeeping - Annex $1,825.00

M Brady Ratcliffe GOO contract hours 6/25-7/6 $810.00

Midwest Tape A/V $4,416.42

Nanette L Clary Reimburse petty cash - S Salem $19.28

Noble Plumbing Replace Annex water line $4,200.00

Office City Supplies $225.69

OverDrive Ebooks $5,774.59

Rumpke July service - Main, RD, Frankfort, Kingston $310.94

Sprint Monthly cell and hotspot service $743.76

Chillicothe & Ross Cty Publ Library Gross payroll 7/13/18 $61,653.81

Internal Revenue Service Library's share of Medicare 7/13/18 $805.89 OH Public Empl Retirement System Library's share of OPERS - June $17,564.83

Treasurer, State of OH Sales tax remittance 1/1-6/30/2018 $92.28

Battery Junction IT supplies $243.27

Beth Litter Mileage reimbursement 2/5-7/6/18 $372.24

Books Gale Juvenile books $172.75

BP Oil Fuel for library vehicles $412.68

Cathy Carroll HRA reimbursement $590.97

Debbie Nunziato Mileage reimbursement 6/26-6/28/18 $40.88

Debra Scherer HRA reimbursement $211.11

Infogroup Public access software $2,300.00

JLS Building Services Install unit at Main $10,422.00

Matthew Clark Mileage reimbursement 5/14-6/26/18 $83.39

Nanette L Clary HRA reimbursement $1,563.38

Pike Natural Gas Monthly service at R Dale $49.53

Quality Trophies Bookworm trophies $1,244.80

Ruby Smart Mileage reimbursement 5/4-5/10 $157.51

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Steve O's Pizzas for Bookworm party at S Salem $37.50

Tammy Newlun Mileage reimbursement 6/22/18 $21.80

Teresa Myers Mileage reimbursement 5/31-7/9/18 $141.16

Teresa Myers HRA reimbursement $432.93

Chillicothe & Ross Cty Publ Library Gross payroll 7/27/18 $63,299.40

Internal Revenue Service Library's share of Medicare 7/27/18 $829.76

Another Room Storage unit lease (10 months) $547.00

Bainbridge Community Center August lease $1,150.00

Bank of America Publ access soft., BW supplies, supplies $1,491.01

CDW Government Administrative software $2,992.00

Cengage Large print books $2,084.22

Center Point Large print books $231.30

Central Center Hardware Building supplies $70.75

Centurion Technologies Administrative software $891.20

CenturyLink Long distance service $4.54

Columbia Gas Service 6/18-7/18 Kingston $28.06

Gordon Flesch Co. Copier maintenance $473.17

Herr Foods Chips for bookworm finale $145.21

Katie Rose Mileage reimbursement 6/29-7/20 $23.98

Library Design Furniture & shelving at Frankfort $15,339.00

Little Caesar's Pizzas for Frankfort BW party $30.00

M & M Fabrication July mowing $1,440.00

M Brady Ratcliffe GOO contract hours 7/9-7/20 & mileage $1,112.39

Nanette L Clary HRA reimbursement $1,943.00

Noble Plumbing Outside spigot at Main & toilet at Kingston $1,157.89

Ohio University Chillicothe Registration fee for OUC health & safety fair $30.00

South Central Power Monthly service - Kingston & Frankfort $400.00

Southeast Reg. Library System Annual membership $550.00

Teresa Myers HRA reimbursement $412.93

Unique Management June materials recovery services $671.25

United Healthcare Library's share of August premium $32,471.77

Ted Fickisen Library print $62.00

Vision Service Plan August premium $881.13

Wissinger Trust August lease - Kingston $650.00

American Electric Power Monthly service - 6th St., RD, Annex, MN, NS $4,454.98

Bainbridge Community Center Library's share of electric 5/31-6/27/17 $185.95

CDW Government Computer equipment $541.55

Cheesecakes at Mystical Retreat Adult bookworm gift certificate $15.00

Columbia Gas Monthly svc - Main/Annex & NS $516.46

Delta Dental August premium $1,606.55

Demco Supplies $249.59

Elizabeth Gibbons-Camp Mileage reimbursement 5/25/2018 $179.85

Family Donut Shop Adult bookworm gift certificate $15.00

Findaway World A/V $1,076.06

Giovanni's Pizza Adult bookworm gift certificate $15.00

Hirsch Fruit Farm Adult bookworm gift certificate $15.00

JLS Building Services HVAC repair - Annex $136.50

Kapco Supplies $105.57

K Mart Supplies $85.28

Nellie Dog Pottery Adult bookworm gift certificate $15.00

The Old Home Place Adult bookworm gift certificate $15.00

Richmond Dale Sewer Adult bookworm gift certificate $19.17

Ross County Water Co. Service at R Dale 6/15-7/17/18 $22.22

Showcases Supplies $20.20

Steve O's Adult bookworm gift certificate $15.00

Totem Supply Adult bookworm gift certificate $15.00

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Treasurer, State of OH Quarterly SEO fees $13,836.22

Village of Frankfort Monthly water service $67.37

Wheatberry Books Adult bookworm gift certificate $15.00

Knisley's Carpet & Upholstery July building cleaning $3,865.00

Kingston National Bank July banking fees $29.65

Baker & Taylor Library materials $14,071.65

Debra Scherer Reimburse for purchase of supplies $17.50

Easter Seals FY2018 support for Discovery Garden $4,000.00

Erin Lyons Reimburse for supplies & mileage $40.89

Horizon August service $3,203.71

Krysti Thomas Mileage reimbursement 6/2-7/26/18 $54.50

M Brady Ratcliffe GOO contract hours 7/23-7/30/18 $468.60

Tammy Newlun HRA reimbursement $142.04

Village of Kingston Service 6/22-7/23 $36.10

Chillicothe & Ross Cty Publ Library Gross payroll 8/10/2018 $62,778.12

Internal Revenue Service Library's share of Medicare 8/10/2018 $822.18 OH Public Empl Retirement System Library's share of OPERS - July $17,437.93

Midwest Tape A/V $4,239.66

First Data Monthly credit card transaction fees $71.31

Books Galore Juvenile books $9.99

Brian Phillips HRA reimbursement $1,731.17

Chillicothe Mun Utilities Dept. Monthly service Main, Annex, NS, 6th St $551.98

Frontier August service at S Salem $117.36

Jenny Roberts Mileage reimbursement 6/19-8/8/18 $131.35

Nanette L Clary HRA reimbursement $791.64

Office City Supplies $301.03

Oriental Trading Supplies $78.36

Rumpke August service - Main, RD, King, Frankfort $311.29

Screenpointe Employee background check $15.00

Showcases Supplies $20.20

Sports Plus Supplies $21.00

Sprint Monthly cell and hotspot service $782.03

State Electric Building supplies $80.57

Structured Empl Benefits of OH August life insurance premium $135.13

Teresa Myers Mileage & HRA reimbursement $156.96

Chillicothe & Ross Cty Publ Library Gross payroll 8/24/2018 $62,953.80

Internal Revenue Service Library's share of Medicare 8/24/2018 $824.73

American Electric Power Monthly svc - 6th St, Main, Annex, RD $3,141.44

Bank of America Supples, BW supplies, LSTA grant, PAS $568.29

BP Oil Fuel for library vehicles $296.76

CDW Government Administrative software $82.77

Cengage Large print books $1,554.91

Center Point Large print books $231.30

CenturyLink Long distance service $8.30

Chillicothe Ross Chamber of Comm Safety luncheon booklet (Nunziato) $100.00

Corner Market Veg tray for author reception $35.99

Dearreader.com Administrative software $3,600.00

Gordon Flesch Co. Copier maintenance $895.13

JLS Building Services Quarterly HVAC service agreement $1,187.50

Kathy Cruse HRA reimbursement $74.33

Library Design Paxton Branch shelving $10,775.00

Mindy True Mileage reimbursement 5/31-8/10/18 $64.31

Nanette L Clary Reimburse petty cash - Kingston $12.98

OH Dept. of Job & Family Services June unemployment - Phillips $1,772.00

OverDrive Ebooks $5,701.50

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Screenpointe Employee background check $120.00

Sports Plus Supplies $14.00

Ted Fickisen 20 Main Library prints $400.00

Wendy Payne HRA reimbursement $3,000.00

Westside Media Website hosting $149.00

Amazon.com Supplies, BW supplies, equipment $386.98

American Electric Power Monthly svc - NS $1,362.20

Armstrong Air & Space Museum Program at Annex - 9/5/18 $199.52

Bainbridge Community Center September lease & library's share of electric $1,354.82

Beth Litter Mileage reimbursement 7/23-8/24/18 $64.31

Columbia Gas Monthly svc - Kingston, Main/Annex, NS $528.76

Deborah Nunziato Mileage & supplies reimbursement $37.89

Delta Dental September premium $1,688.76

Horzion Equipment $139.00

Jennifer Slone HRA reimbursement $132.97

JLS Building Services HVAC repair - Paxton $82.50

M & M Fabrication August mowing $1,440.00

Marsha Minnix Mileage reimbursement 3/15-8/16/18 $76.30

Nanette L Clary Reimburse petty cash - Paxton $12.00

Rick Edler HRA reimbursement $2,006.10

South Central Power Monthly svc - Kingston & Frankfort $400.00

Teresa Myers HRA reimbursement $830.10

Unique Management July materials recovery services $501.20

United Healthcare September premium $32,887.83

Vision Service Plan September premium $881.13

Wissinger Trust September lease $650.00

Kingston National Bank August banking fees $20.24

Chillicothe & Ross Cty Publ Library Gross payroll 9/7/2018 $64,128.10

Internal Revenue Service Library's share of Medicare 9/7/2018 $842.74

OH Public Empl Retirement System Library's share of OPERS - August $17,602.47

Baker & Taylor Books $14,057.88

CDW Government Computer equipment $546.83

Chillicothe Fire & Security Extinguisher inspection $336.75

Chillicothe Halloween Festival Advertising - Ghost Walk $35.00

Ironwood Wolves Program at Annex - 9/12/18 $275.00

Knisley's Carpet & Upholstery Cleaning of library buildings - August $4,195.00

Midwest Tape A/V $5,709.85

Office City Supplies $1,627.63

Oriental Trading Supplies $20.97

Richmond Dale Sewer August service $19.67

Ross County Water Co. Service at R Dale 7/17-8/15 $24.65

Village of Frankfort Service 7/19-8/20 $7.16

Village of Kingston Serivce 7/23-8/23 $36.10

Amazon.com Supplies & equipment $809.34

Bayscan Supplies $206.00

CDW Government Computer equipment $1,359.44

Chillicothe Mun Utilities Dept. Monthly service - Main, Annex, NS, 6th St. $583.74

Central Center Hardware Building supplies $28.44

Findaway World A/V $656.13

Horizon September service $3,203.40

Lorrie Germann E-rate services (486 filing) $500.00

Maxiaids Braille games $161.20

Screenpointe Employee background checks $80.00

Sprint Monthly hotspot and cell service $832.82

Sharon Hatfield Speaker's fee for program at Annex 11/15/18 $150.00

Structured Empl Benefits of OH September life premium $142.93

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SWON Libraries Children's literacy conference - Smart $85.00

Treasurer, State of OH Quarterly UAN fees (Oct, Nov, Dec) $798.00

Uline Supplies $152.34

TOTAL $651,699.64

Gen. Fin. “C” Resolution 52-18 Memorial Brick

Ms. Fleurima moved and Mrs. Lowe seconded the adoption of the following resolution. That the Director be authorized to purchase a brick in memory of Karen Anderson Armstrong due to the large amount of donations made in her memory to The Library Fund for Ross County. ___________ The roll being called, the vote resulted as follows: Mrs. Hirsch Y Ms. Fleurima Y Mrs. Lowe Y Ms. Simmons Jones Y

DIRECTOR’S REPORT

Selected meetings—

July 12—Manager’s meeting

July 12—SERLS Board meeting

July 15—Historic Tour of Grandview Cemetery (portraying Burton Stevenson)

July 17—Safety meeting

July 18—Frankfort to inspect new shelving and benches

July 19—All Staff

July 20-29—Vacation

August 1—Custodian interviews

August 2—First Thursday/Rotary set-up

August 2—Team Leaders meeting

August 3—Custodian interviews

August 3—meeting with CJ Stephens to prepare for IT Clerk interviews

August 6—IT Clerk interviews

August 9—Rotary

August 9—SERLS Board meeting

August 9—worked Northside 5 to 9 p.m.

August 10—with KBA Architects in Kingston

August 14—meeting with Erin Lyons and Liz Gibbons-Camp to prepare for Public

Service Clerk interviews

August 14—Public Service Clerk interviews

August 14—Bainbridge to inspect new shelving

August 15—Public Service Clerk interviews

August 16—All Staff

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August 17—Public Service Clerk interviews

August 22—United Way Board meeting

August 24—Annex roof coring for asbestos testing

August 27—meeting with Debbie Nunziato and Allison Metzger

August 31—Team Leaders meeting

September 4—United Way Marketing Committee meeting

Activities—

On July 15, I participated in the historic walking tour of Grandview Cemetery. I was

stationed at Burton Stevenon’s grave and talked about his varied and many contributions to

the library world and Chillicothe. If you missed it, you can read my bio of him on the

library’s blog: http://www.crcpl.org/a-chillicothe-renaissance-man/ Over 150 folks took

the tour that day. It was hot, but a lot of fun.

Library Designs has finished the new shelving projects at Paxton, Frankfort, and

Northside. All looks great.

In other exciting news, we’ve firmed up our next author visit for January 24. Michael

Zadoorian has written four books. His newest, Beautiful Music, came out this spring and his

older title, The Leisure Seeker, was just made into a movie with Donald Sutherland and

Helen Mirren. We’re going to start promoting this in October to give local book clubs time

to read his books. I’m excited to bring a fiction writer this time.

Our annual Staff Day/In-service is Monday, November 12

from 8 a.m. to 4 p.m. All Board members are welcome. We have a packed day:

Lauren Litton from Revive Civility Ohio (https://www.revivecivility.org/)--2 hours

Safe Place re-training--30 minutes

Roll-out of merit-based pay and new performance appraisal forms--1 hour

Lunch

Trauma Informed Care with Misty Cole from Integrated Services--2 hours

Open floor and other housekeeping items

Agenda Items—

OLD BUSINESS:

2. Book Worm update—Luke Bentley

3. Ceramic coating at Northside: This was tabled at the July meeting. Since then, Mr. Augg

has followed up with businesses that have used this product in the past. Some of the

responses he reported in an email to the Board were:

some fading but overall they are really happy with their purchase, would do it again

they have had zero reasons to file a claim in the 14 years

they recommend that we ask to purchase a few gallons of the primer for our own use

on touch ups and such. He mentioned there will be some push back because the

primer is the secret sauce. We can bake this into the agreement before we sign

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mentioned that the sticker shock is well worth the value in the long term

I did get confirmation from Nia Giso from Tri-State that she would still honor the

quoted sale price of $17,275. She also indicated that mid-September is the latest we could

let them know this year to get on the October calendar. The product is heat sensitive, so

they do not work in the colder months. The new trim and fascia boards at Northside are

currently unsealed and should probably be protected (if not by this product, then paint)

before winter.

Gen. Fin. “B”

Resolution 53-18

Ceramic Coating at Northside Ms. Fleurima moved and Ms. Simmons Jones seconded the adoption of the following resolution. That the Director be authorized to contract with Rhino Shield for exterior ceramic coating for Northside, with a 25-year warranty against rotting, chipping, and cracking, in the amount of $17,275. The roll being called, the vote resulted as follows: Mrs. Hirsch Y Ms. Fleurima Y Mrs. Lowe N Ms. Simmons Jones Y

NEW BUSINESS:

4. Kingston update: On Friday, August 10, I met with Mark Bredemeier, the owner of KBA

Architects in Cincinnati. He has a lot of experience in building rehabs and designing civic

spaces (https://www.kbainc.com/civic). His general thoughts, after touring the school

building on Main St. in Kingston, is that it’s a solid structure on a sound slab with plenty of

room and opportunities. In addition to evaluating that space, I asked him to do a cost

analysis of building a new library versus remodeling an existing building. Using architect

estimating models, he established a baseline cost for a new construction 2000-square foot

standalone library at $230/sf (approximately $460,000). Modifying an existing building has

an estimate of $169/sf (approximately $338,000). Of course, he cautioned, this is just an

estimate and does not include furniture, purchasing and site work at an undeveloped

location, purchasing an existing building, or contingency planning (he suggested roughly

a 25% set aside for that).

5. Huntington update: Some time ago, the Huntington Superintendent, Pete Ruby

requested a meeting to discuss making some changes to the library in the high school. It

was a productive meeting and we came up with a lot of ideas, but decided to get a

professional opinion and ended up meeting with Matt Baughman to look at some options

for the space. Currently, we’re partially utilizing the area, but are hampered by old stacks

that the school no longer uses. After getting the estimate back from Library Designs, Mr.

Ruby was a little nervous about the price tag. I reminded him that we asked Matt to put in

everything and we could pull out big ticket items (like new carpet) as needed to decrease

the costs. Pete and I have played phone tag, but I haven’t talked to him lately about this.

There are a lot of moving parts; I’m not sure how we’ll proceed, but I’ll keep you posted. I

welcome the Board’s input on how much we want to spend on this location. My initial

thought is that if we’re buying books and furniture, it would have a life outside of that

location. Carpet, however, would not.

6. Annex roof/asbestos testing: When we went to bid earlier this summer on replacing the

annex roof, we got a lot of interest, but very few actual bids. Among the proposals we got

there were a lot of variables. One of the confounding factors was the question of whether or

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not we have asbestos. So, to make a re-bid process easier (we’re now looking at bidding

this fall for the spring building season), I decided to go ahead and order an asbestos core

test so we would know exactly what to tell contractors.

The bad news is that we do have asbestos. The good news is that we only have

asbestos in the flashing (about 2500 square feet) and not the entire roof. The other good

news about the bad news is that it is non-friable asbestos (meaning it cannot be pulverized

or reduced to powder by hand pressure). In other words, a general contractor can remove

the offending materials without special asbestos abatement protocol (although disposal is

still a process); so, it’s the cheapest asbestos to be burdened with. IAP is putting together

the pre-bid packets for another round this fall.

7. Tuition reimbursement request from Liz Gibbons-Camp: Liz has started online classes at

Clarion University. I’m excited that so many staff are pursuing their education and seeing

professional career potential at the library.

8. Request for reduction of hours from Cortney Willis: Cortney is simply requesting a

decrease of two hours per week in her position to allow her more time to dedicate to

finishing her undergraduate degree in Athens (from 26 to 24).

Pers. “B”

Resolution 54-18 Tuition Reimbursement Request

Ms. Fleurima moved and Ms. Lowe seconded the adoption of the following resolution. That the tuition reimbursement request for Liz Gibbons-Camp be approved per Personnel Policy 4.2. The roll being called, the vote resulted as follows: Mrs. Hirsch Y Ms. Fleurima Y Mrs. Lowe Y Ms. Simmons Jones Y

Pers. “B”

Resolution 55-18 Ratify Courtney Willis’ hours

Ms. Lowe moved and Ms. Fleurima seconded the adoption of the following resolution. That Courtney Willis’ hours be reduced from 26 to 24 hours per week effective September 6, 2018 through December 11, 2018. The roll being called, the vote resulted as follows: Mrs. Hirsch Y Ms. Fleurima Y Mrs. Lowe Y Ms. Simmons Jones Y

9. Letter of resignation from Katie Rose: Katie’s was a part-time Northside Public Services

Clerk. Her last day was August 3.

Pers. “B”

Resolution 56-18 Resignation Katie Rose

Ms. Lowe moved and Ms. Fleurima seconded the adoption of the following resolution. That the resignation of Katie Rose be accepted effective August 3, 2018. The roll being called, the vote resulted as follows: Mrs. Hirsch Y Ms. Fleurima Y Mrs. Lowe Y Ms. Simmons Jones Y

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10. Ratify new hires:

o Ashley Robinson, shelver, 20 hours at $8.26/hour, July 23, Northside

o Dustin Stanforth, custodian, 26 hours at$11.50/hour, August 6, Main and

Northside

o Logan Mills, IT Clerk, 40 hours with full time benefits $12/hour, August 13,

Annex

o Hannah Abaffy, Public Services Clerk, 24 hours $12/hour, August 20, Northside

o Julie Ferguson, Public Services Clerk, 26 hours $12/hour, August 22, Main

Pers. “B”

Resolution 57-18 Ratify New Hires:

Ms. Fleurima moved and Ms. Lowe seconded the adoption of the following resolution. That Ashley Robinson be hired as a 20 hour per week shelver, effective July 23, 2018 at an hourly rate of $8.26, Dustin Stanforth be hired as a 26 hour per week custodian, effective August 6, 2018 at an hourly rate of $11.50, Hannah Abaffy be hired as a 24 hour per week NS Clerk, effective August 20, 2018 at an hourly rate of $12.00 and Julie Ferguson be hired as a 26 hour per week Main Clerk, effective August 22, 2018 at an hourly rate of $12.00, with no benefits to accrue other than Medicare and OPERS, and that Logan Mills be hired as IT Clerk effective August 13, 2018 at an hourly rate of $12.00, with benefits to accrue as well as Medicare and OPERS. The roll being called, the vote resulted as follows: Mrs. Hirsch Y Ms. Fleurima Y Mrs. Lowe Y Ms. Simmons Jones Y

11. Drug and Alcohol Free Workplace Updated Policy: It was brought to my attention that

between my tenure and Nick Tepe’s time, we missed some policy recommendations from

OLC concerning Ohio’s new medical marijuana law. I sent the OLC/BWC-approved policy

to the county prosecutor and he made a few changes and incorporated some specific

clarifications I requested. This new policy is much more comprehensive and would have

helped us with some recent issues.

5.7 DRUG AND ALCOHOL FREE WORKPLACE I. Purpose of Policy It is CRCPL’s desire to provide a healthful and safe workplace that is free of illegal drugs and alcohol. To promote this goal, CRCPL maintains a Drug and Alcohol Free Workplace policy that applies to all employees. Employees are required to report to work in appropriate mental and physical condition to perform their jobs. Use of alcohol or illegal drugs, including marijuana, whether on or off the job, can adversely affect your work performance, efficiency, and safety. In addition, the use or possession of these substances on the job constitutes a potential danger to the welfare and safety of other employees and library patrons. II. Standards of Conduct Employees should report to work fit for duty and free of any adverse effects of illegal drugs or alcohol. This policy does not prohibit employees from the lawful use and possession of prescribed medications taken as prescribed and that does not compromise workplace safety.

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Employees must, however, consult with their doctors about the medication’s effect on their fitness for duty and ability to work safely. The following prohibitions are in effect at all times when an employee is at work, on library premises, operating a library vehicle, or attending a library function at which the employee performs services or functions on behalf of CRCPL.

• No employee shall consume or use (including testing positive for substances prohibited by this policy even if the use occurred outside of work) alcohol, marijuana, illegal drugs, or medication or controlled substances used in a manner other than prescribed or as directed. • No employee shall possess alcohol, illegal drugs, or other un-prescribed controlled substances.

• No employee shall work or be at work under the influence of alcohol, illegal drugs, or medication or controlled substances used in a manner other than prescribed or as directed. • No employee shall sell, purchase, transfer, or traffic illegal or illicit drugs, controlled substances, prescribed medication, or drug paraphernalia. • Violation of any of these prohibitions will result in disciplinary action up to and including termination of employment. III. Employee Assistance: We recognize that alcohol and drug abuse can be medical conditions, and they can be successfully treated. If you believe that substance use or abuse is a problem for you, you’re encouraged to get confidential professional help. For assistance with abuse/addiction problems employees may be referred to the Scioto Paint Valley Mental Health Center, 740-775-1260. CRCPL assumes no responsibility for drug or alcohol rehabilitation of any employee. Employees who voluntarily seek help for such problems before becoming subject to discipline and/or termination may be allowed to use accrued paid time off, placed on leaves of absence, and otherwise accommodated as required by law. Such employees may be required to document that they are successfully following prescribed treatment and to take and pass follow-up tests. IV. Types of Testing A. Reasonable Suspicion: Whenever CRCPL reasonably suspects any employee of using drugs or alcohol, being intoxicated, and/or being under the influence of a controlled substance while at work or on library premises, the employee will be required to submit to urine and/or blood testing, as soon as practical. A reasonable suspicion test may occur based on:

• Observed behavior, such as direct observation of drug/alcohol use or possession and/or physical symptoms of drug and/or alcohol use; • A pattern of abnormal conduct or erratic behavior; • Arrest or conviction for a drug-related offense or identification of an employee as the focus of a criminal investigation into illegal drug possession, use, or trafficking. The employee must notify the library within five (5) working days of any drug-related conviction;

• Arrest or conviction for an alcohol-related offense, or identification of an employee as the focus of a criminal investigation into public intoxication, driving under the influence, vehicular assault, or vehicular homicide. The employee must notify the library within five (5) working days of any alcohol-related conviction; • Information provided either by reliable and credible sources or independently corroborated regarding an employee's substance use;

• Newly discovered evidence the employee tampered with a previous drug or alcohol test; • Reasonable suspicion testing does not require certainty. Mere hunches, however, do not justify testing.

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B. Post-Accident Testing: Whenever an accident occurs involving an employee, equipment, or property controlled by CRCPL’s employees, including, but not limited to an accident involving: (a) one or more deaths; (b) an injury requiring professional medical treatment beyond first aid and disabling an employee from performing his/her normal duties; and/or (c) substantial damage to property, CRCPL will require all employees involved in the accident who may have engaged in any activity that caused or tended to cause the accident, or that may have contributed to the accident, to submit to alcohol and drug testing, as soon as practical. The requirement to test will not prevent employees who are to be tested from performing duties in the aftermath of an accident or incident when their performance is needed to preserve life or property. C. Follow-up/Return-To-Duty Testing: CRCPL reserves the right to test employees who previously tested positive but whose employment was not terminated. CRCPL requires a negative return-to-duty test before we allow the employee to return to work. If the employee fails this test, this will result in discipline up to and including termination of employment. Once an employee tests negative and returns to duty, management will ensure additional tests occur. Any employee with a second positive test result will be subject to discipline up to and including termination of employment. Follow-up tests will be unannounced. They may occur at any time for a time period management considers reasonable. The intent is to deter any subsequent use that would violate the library’s policy and result in termination of employment. D. Random Testing: CRCPL reserves the right to conduct such other alcohol and drug testing as it chooses, including random testing. V. Consent to Testing and Reporting Results It will be a condition of employment that applicants and employees subject to testing must sign a form consenting to the testing; the release of the test results to the CRCPL’s Medical Review Officer (MRO) and of positive test results to the CRCPL; and a release to the CRCPL of liability for such testing. The MRO will report all positive alcohol or drug tests to the library and the CRCPL will take immediate steps, consistent with this Alcohol and Drug Policy, to remove any such employee from active employment to protect the safety and health of that employee, other employees, and the public. VI. Testing Procedures A. Compliance with Applicable Law: It is library’s intent that the procedures used for testing for drugs and alcohol will comply with all applicable legal requirements. Should the procedure set forth below be inconsistent with any such requirements, these procedures will be modified as necessary to comply. B. Substances Tested For: All employees will be tested for: (1) marijuana; (2) cocaine; (3) opiates; (4) phencyclidine (PCP); (5) amphetamines; (6) Barbiturates; (7) Benzodiazepines; (8) Methadone; (9) Propoxyphene; (10) Meperidine; (11) Oxycodone; (12)Methaqualone; (13) MDMA (Ecstasy); (14) Expanded Opiates; and (15) Alcohol. An employee “tests positive” for any of these substances if the test shows the presence of an amount of the substance equal to or exceeding applicable standards. The cut off level for alcohol is .04 blood alcohol content. C. Collection of Samples: Urine and/or blood samples for drug testing will be obtained by an independent contractor retained by the library. The contractor will obtain samples and maintain the chain of custody of these samples in accordance with reasonable standards. In the case of serious physical injury, urine and/or blood samples may be taken by treating medical personnel under the supervision of the independent contractor. In case of fatality, blood and/or urine samples will be taken by the appropriate local authority such as a medical examiner or coroner.

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D. Analysis: CRCPL shall select the manner of analysis, and may at any time utilize on-site instant result urine tests. If CRCPL elects to have urine or blood samples analyzed by a laboratory, the integrity of such samples and chain of custody will be maintained by the independent contractor and will be analyzed by a United States Department of Health and Human Services certified lab or a laboratory that meets or exceeds the Department’s certification standards to process the test results, selected by either the independent contractor or CRCPL. CRCPL may rely upon the results of any such on-site urine test, or upon the report generated by such laboratory as described herein, when determining appropriate disciplinary action up to and including termination of employment. VII. Consequences of Violation of This Policy Any employee who violates this policy will be subject to disciplinary action up to and including termination of employment. An employee who refuses a drug or alcohol test required by CRCPL, or tests positive for the presence of alcohol or drugs, will be subject to disciplinary action up to and including termination of employment. An employee who attempts to manipulate the results of a test through adulteration, dilution of a sample, or substitution of a sample will be subject to disciplinary action up to and including termination. An employee who has been terminated as a result of a positive drug test may be re-employed only if the MRO determines the individual to be drug free, and the employee consents to an unannounced testing program over a time period management considers reasonable. Any employee who violates the policy on a second occasion will be subject to disciplinary action up to and including termination of employment. VIII. Condition of Employment Compliance with CRCPL’s Alcohol and Drug Policy is one of the conditions of employment. Failure or refusal of an employee to cooperate fully, sign any required document, or submit to any inspection or test will subject that employee to disciplinary action up to and including termination of employment. IX. Reservation of Rights CRCPL reserves the right to amend, interpret, change, modify, rescind, or depart from this policy, in whole or in part, retroactively or prospectively, with or without notice. Nothing in this policy creates or expands any legal or contractual right any employee might have. X. Notification of Conviction Employees are required to notify CRCPL of a criminal conviction for drug-related activity occurring in the workplace. The report must be made within five days of the conviction. Within thirty (30) days after CRCPL receives notice of such a conviction, the convicted individual may be disciplined up to and including immediate discharge. If you have questions about this policy, please contact the Library Director.

Pols. “A”

Resolution 58-18

Drug and Alcohol Free Workplace Updated Policy

Ms. Lowe moved and Ms. Fleurima seconded the adoption of the following resolution. That the Drug and Alcohol Free Workplace Policy be updated and adopted as presented, effective September 12, 2018.

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The roll being called, the vote resulted as follows: Mrs. Hirsch Y Ms. Fleurima Y Mrs. Lowe Y Ms. Simmons Jones Y

12. Statement on Guidelines for Sponsorships and Donors: As we ramp up fundraising for

the Foundation, I would like to have some guidelines and decision-making protocol in

place. When Stephen Hedges (formerly of OPLIN) was the Director in Athens County, he

worked with a lawyer and a Foundation Board to address many of these issues. I simply

updated that Statement (resolution). I’m not presenting this as a policy because it doesn’t

technically affect the operations of the library, but does define expectations and the types

of gifts and naming opportunities the Board would consider.

STATEMENT AND GUIDELINES ON SPONSORSHIP AND DONOR RECOGNITION Statement— Libraries enrich lives, provide information for work and daily living, and foster informed communities which are essential to a democratic society. In recognition of this important function, communities support the library through public funding. The library’s first priority is to ensure the continuation and growth of this primary relationship—public funding for the public good. Publicly funded libraries can and do explore other sources of funding, such as grants, gifts, donations, partnerships and sponsorships, to ensure that they provide the best possible services to their communities. Sponsorships are one source of additional support that allows libraries to enhance the level, extend the range, or improve the quality of library services. To ensure that the partnerships enhance the library’s image and add value to library services, CRCPL will enter into sponsorship agreements that outline the conditions and the benefits of the sponsorship arrangement. Guidelines— 1. The library has the responsibility to:

a. Protect the principle of intellectual freedom and not permit sponsors to influence the selection of collections, or staff advice and recommendations about library materials.

b. Demonstrate that sponsors further the library’s mission, goals, objectives and priorities, but do not drive the library’s agenda or priorities.

c. Safeguard equity of access to library services and not allow sponsorship agreements to give unfair advantage to, or cause discrimination against, sectors of the community.

d. Avoid endorsement of products or services. e. Ensure the confidentiality of user records by not selling or providing access to library

records to sponsors or any parties. f. Be sensitive to the local political and social climate and select partners who will

enhance the library’s image in the community. g. Retain the right to refuse sponsorships or gifts.

2. The library will:

a. Recognize that taxpayers are the main supporters of the library and acknowledge them as such.

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b. Know that corporations receive direct benefit for donations through tax receipts. c. Assure that recognition of sponsors is commensurate with gifts bestowed. d. Protect the library’s logo from use by corporate sponsors. e. Maintains refusal rights pertaining to the use of corporate logos on library

publications, signage or buildings. f. Acknowledge gifts and sponsorships equitably by establishing agreements regarding:

♦ library board approval for gifts ♦ public acknowledgement of gifts, such as press release or ceremonies ♦ thanks on written materials, such as annual reports ♦ naming of spaces, including:

the encouragement of the use of personal over corporate names that

plaques or signs be visible, but not focal points of the spaces a written agreement between the library and sponsor that includes size and content specifications for any sign

that expectations regarding ongoing acknowledgment be explicit and public in the agreement between the sponsor and the library

that sponsor names not be required on ongoing library publicity, such as the webpage or brochures

retain the right to cancel the agreement if either entity changes name or ownership

g. Retain the right to terminate the agreement if any terms are violated.

Gen. Fin. “D”

Resolution 59-18

Statement on Guidelines for Sponsorships and Donors

Ms. Fleurima moved and Ms. Lowe seconded the adoption of the following resolution. That the Statement on Guidelines for Sponsorship and Donors be accepted as presented, effective September 12, 2018. The roll being called, the vote resulted as follows: Mrs. Hirsch Y Ms. Fleurima Y Mrs. Lowe Y Ms. Simmons Jones Y

13. Merit-based pay: the Team Leaders and I reviewed various policies and forms from

other institutions before settling on this language. As I mentioned above, each library

employee is evaluated annually. In the past, that appraisal had little bearing on the

continued performance of the employee (barring extreme circumstances where the

appraisal was used for disciplinary reasons). At the end of the year, budget allowing, all

employees were simply rewarded with a 2 or 3% percent cost of living salary increase.

Under merit-based pay, performance appraisals are on-going and finalized toward

the end of the year. Those scores are then used to determine, budget allowing, a percent

increase for the next year. It requires more planning and continual training for the

administration to insure fairness, but is, in my opinion, a more equitable way to reward

high-achieving employees while encouraging others to do a better job. In most cases, the

differences between 1 or 2% isn’t huge, but it might mean $300 or $400 over the course of a

year.

The percentage baselines change each year, based on overall group performance

and total cost. No one would be able to exceed the pay grade for their classification. Under

a flat COLA model, in which everyone gets 3% for example, you’re rewarding longevity

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rather than performance. As an example, 3% of a $38,000 salary ($1140) is more than 3% of

a $28,000 salary ($840) even though the lesser paid employee may be your best

performers. The old adage is: you can have 20 years of experience or 1 year of experience

twenty times over. I want to reward continued growth.

2.6 Performance Evaluations All employees will be considered for merit increases annually following their written performance evaluation and review meeting with their immediate supervisor(s). Merit increases are not automatic, but shall be contingent upon the performance rating and budget considerations. If, after discussions, the employee and supervisor cannot agree on the evaluation and/or improvement goals, the employee should state concerns in writing for the Director. Merit increases must fall within the current pay range established annually by the Board of Trustees. Recommendations for merit increases are made by the Director after review and consultation with the Team Leaders. To be eligible for a merit increase, regular employees must have reached at least the first anniversary date of their placement in a position or classification level.

Employees who have reached the maximum end of their salary range at the time of the annual evaluation will not be eligible for merit increases. In most cases, merit-based recognition replaces annual cost of living increases.

Pols. “A”

Resolution 60-18

Merit-based pay

Mrs. Lowe moved and Ms. Fleurima seconded the adoption of the following resolution. That the Board accept the Merit-based pay policy as presented, effective September 12, 2018. The roll being called, the vote resulted as follows: Mrs. Hirsch Y Ms. Fleurima Y Mrs. Lowe Y Ms. Simmons Jones Y

14. New car purchase: in the 2018 budget the Board approved spending $15,000 for a new

car this year. With the increased activity in the Outreach Department and staff traveling to

more workshops, a smaller vehicle (versus the two aging minivans) makes sense. Nan has

more information to share.

Gen. Fin. “C”

Resolution 61-18

Transfer

Mrs. Lowe moved and Ms. Fleurima seconded the adoption of the following resolution. That $3000 be transferred to 1000-760-770-0000 (Motor Vehicles) from 1000-930-930-0000 (Contingencies). The roll being called, the vote resulted as follows: Mrs. Hirsch Y Ms. Fleurima Y Mrs. Lowe Y Ms. Simmons Jones Y

Gen. Fin. “C”

Resolution 62-18 New car purchase

Ms. Fleurima moved and Mrs. Lowe seconded the adoption of the following resolution. That the Fiscal Officer be permitted to spend up to $18,000 on the purchase of a new vehicle for the Library.

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The roll being called, the vote resulted as follows: Mrs. Hirsch Y Ms. Fleurima Y Mrs. Lowe Y Ms. Simmons Jones Y

15. Request from Easter Seals and Discovery Garden: in addition to space in the Annex, the

last few years the library has supported the Discovery Garden program by providing

$4000 to Easter Seals (the sponsoring organization). Easter Seals has recently lost a grant

and is requesting that we increase our contribution an additional $1000. The program is

well attended and much loved. I’m comfortable with the increased support (evaluated

annually, of course), but am asking for Board approval before committing to $5000 per

year going forward.

Gen. Fin. “C”

Resolution 63-18

Discovery Garden

Mrs. Lowe moved and Ms. Fleurima seconded the adoption of the following resolution. That due to Easter Seals recent loss of their grant, the library increase our contribution an additional $1000 making it a total of $5000 for 2018. The roll being called, the vote resulted as follows: Mrs. Hirsch Y Ms. Fleurima Y Mrs. Lowe Y Ms. Simmons Jones Y

16. Accept tax levy amounts and rates: this resolution is annual housekeeping.

Gen. Fin. “A”

Resolution 64-18

AUTHORIZE THE TAX LEVY FOR 2018 AND CERTIFY TO THE COUNTY AUDITOR Ms. Fleurima moved and Ms. Simmons Jones seconded the adoption of the following resolution. THAT WHEREAS, The Ross County Budget Commission has waived the requirement to file a tax budget in accordance with ORC 5705.281(B) therefore be it RESOLVED, By the Board of Trustees of THE CHILLICOTHE AND ROSS COUNTY PUBLIC LIBRARY, that the amounts and rates, as determined by the Budget Commission in its certification, by and the same are hereby accepted; and be it further RESOLVED, That there be and is hereby levied on the tax duplicate of said County the rate of each tax necessary to be levied within and without the ten mill limitation as follows: Property Tax Levy 1.5m, $1,932,953.59 approved by voters on Nov. 3, 2015. The roll being called, the vote resulted as follows: Mrs. Hirsch Y Ms. Fleurima Y Mrs. Lowe Y Ms. Simmons Jones Y

17. Approval to submit John Owen’s name to the County Commissioners for Board appointment, effective January 2019: alas, Ms. Fried has indicated that she will leave the Board at the end of her tenure this December (after 10 years!). John is very active on the library Friends’ Board, is a regular volunteer shelver at Main, and helped with the recent Aesop’s Tables fundraiser. I think he would be an asset to the Board. He is a vice president at Homeland Credit Union.

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It was requested at the last meeting that I reach out to John to see if he’s interested. I did and he is. We obviously have some time before January, but I would like to get him approved in time to attend the January Organizational meeting. As we approach winter weather, it is sometimes difficult to obtain a quorum and having a seventh member is important.

18. Director and Fiscal Officer performance appraisals: all library employees are

evaluated annually. Since the Director and Fiscal Officer are hired directly by the Board,

the appraisal can fall to the Personnel Committee or the Committee as a Whole.

Pers. “A” Resolution 65-18 Enter Executive Session Mrs. Lowe moved and Ms. Simmons Jones seconded the adoption of the following resolution. That the board enter executive session to discuss the appointment, employment or compensation of an employee. The roll being called, the vote resulted as follows: Mrs. Hirsch Y Ms. Fleurima Y Mrs. Lowe Y Ms. Simmons Jones Y Entered at 5:15 p.m. Pers. “A” Resolution 66-18 End Executive Session Ms. Fleurima moved and Ms. Simmons Jones seconded the adoption of the following resolution. That the board end executive session. The roll being called, the vote resulted as follows: Mrs. Hirsch Y Ms. Fleurima Y Mrs. Lowe Y Ms. Simmons Jones Y Ended at 6:07 p.m.

ADJOURN: next meeting is October 10.

Adjourn at 6:07 p.m.

__________________________ _____________________ Ms. Retha Simmons Jones, Pro-Tem Secretary Mrs. Kimberly Hirsch, President