Seneca East Public Library Board of Trustees
January 11th, 2023
The January 11th, 2023 Organizational Meeting of the Seneca East Board of Trustees was called to order by President Janet Ruffing at 7:30PM. Trustees in attendance were Janet Ruffing, Kim Ohl, Tina Shook, Jeff Beaston, Ruth Pifher and Vicki Eckenrod. Library staff in attendance included Fiscal Officer Pamala Dunson and Director Shannon Featheringill. Introductions were made to Board of Trustee candidate Julie Miller.
New Officers for the Year 2023 were designated as follows:Kim Ohl made a motion to keep the Officers the same as 2022. A second was made by Vicki Eckenrod. The motion passed with all remaining members voting “aye”.
President: Janet Ruffing
Vice-President: Kim Ohl
Secretary: Tina Shook
Meeting Times: Times for the monthly meetings were discussed and the general consensus was to keep the meetings the same as the current date and time which is the 2nd Wednesday of each month at 7:30PM.
Mileage Reimbursement Rate: A motion to set the reimbursement rate at $0.60 was made by Jeff Beaston and a second Kim Ohl and approved by all remaining board members voting “aye”.
Committee Assignments for 2022:
Audit: Tina Shook
Budget/Appropriations: Kim Ohl and Vicki Eckenrod
Policy Review: Ruth Pifher and Jeff Beaston
Record Retention: Full board
President Janet Ruffing will serve on all committees.
A motion to keep the current record retention policy in place was made by Ruth Pifher, a 2nd by Vicki Eckenrod and approval of all remaining members by voting “aye”. A motion to approve a $10,000 surety bond for the Fiscal Officer was made by Tina Shook, a 2nd by Jeff Beaston and approval of all remaining members voting “aye”. A petty cash fund of $40 and change fund of $35 were set and remain unchanged. A motion to adjourn the organizational meeting at 7:43 PM was made by Ruth Pifher, a 2nd by Tina Shook and approval of all remaining members by voting “aye”.
At the conclusion of the organizational meeting, the regular monthly meeting of the Seneca East Library Board of Trustees was called to order at 7:43 PM.
Approval of Minutes: The minutes of the December 2022 meeting were reviewed and approved with a motion by Jeff Beaston, a 2nd by Kim Ohl, and approval of all remaining board members by voting “aye”.
Fiscal Officer’s Report: The board reviewed the December 2022 bills as well as reviewing and initialing the December 2022 Bank Reconciliation and Management Reports as presented by the Fiscal Officer. Employee Rate Change Sheets have been signed according to the Board approval made in December. Copies have been given to the Secretary for the Official Records, the Director and the Fiscal Officer. The 2022 books have been closed out, taxes paid, W-2’s distributed, the Certificate of Estimated Resources filed with the Auditor and have received the Official Amended Certificate from the County Auditor. The Annual Financial Statements are completed and sent to the State (along with the Hinkle Notes) and legal notice for placement in The Hub has been sent for publication this week. The Legal Notice has been posted on the Library’s Website and Facebook as well. A copy of the Annual Financial Statement is at the library for review upon request. Discussed Permanent Appropriation Draft Sheet for 2023. Year 2022 Reflects what was actually spent, rather than budgeted in order to give a better picture for 2023. Carryover balance this year is $281,803.58 $100,000 is in process to transfer to the Capital Improvement Fund from Hollinger Estate money.
CHART OF ACCOUNT CHANGE UPDATES – None to report at this time.
Compliance Items Pending:
- 1099’s and 1096 to be completed
- School, Ohio & Local Tax Reconciliations only partially completed. Waiting on BSO# from Social Security Administration
- Social Security Annual Reporting
- The Bureau of Workers’ Comp True-up Payroll Report.
- The 2020 300AP Form required by Workers Comp. and then to be posted in the employee’s work area.
- The 2020 Public Employers Annual Information Report.
- Non-Contributing List of Independent Contractors to be completed on OPERS website. January 31st is the deadline.
- Monthly UAN Back-up has been completed and stored in Library’s vault.
Director’s Report: Director Featheringill reported a total Patron Count for December of 2990 with 23 days open.
Old Business: We received a letter from Supance and Howard with a check for $23,250 from the Brakeall estate. Mr. Howard notes he will likely send the final distribution in the second quarter of the year. Julie Miller was contacted about joining the library board. She plans on attending January’s board meeting. The new public computers are installed and running well.
New Business: A letter from Nancy Clark, custodian, was presented. She is asking for an increase in her monthly contractor fee. A motion to provide a wage increase to Nancy Clark of $100 per month was made by Kim Ohl, a 2nd by Vicki Eckenrod and approval of all remaining board members by voting “aye.” Sutton Score Card Balance is 17,500 and will be used for summer reading prizes.
Legislative: The ODT posted the January 2023 PLF distribution of $40,887,888 which is 2.05% below the July 2022 estimate and 0.07% above the update estimate from December. According to the OBM, overall state tax receipts for December came in about $32 million above estimates. So far, 2023 tax collections are up $510.3 million (or +3.8%) above estimates.
Building Update: There are no roof updates. There has been no additional evidence of mice. Jeff from J & F Construction is coming on Thursday, January 12th to look at the basement space. A list of other projects and repair ideas were discussed.
Staff: Kelly Lamoreaux will be in Florida until April. Kim, Laurie and Joanne have time off planned for January and February, but shifts will be covered.
Foundation Business: New members to the foundation are Dora Graham, Traci Frankart and Jan Featheringill. Officers for the Foundation are President Ariel Fry, Vice President Evelyn Phillips, Secretary Becky Allgyre and Treasurer Steve Albright. Current distribution of funds is $60,259.11 in total money, $4000.00 to the library and $10,000 to be invested. The Reverse Raffle will be held at Our Lady of Hope on September 16th, 2022. The next Foundation meeting will be held Monday, April 10th at 7PM.
Children’s Room Report: There were 16 in attendance for the Brick Builders Club in December. There were 37 in attendance for January’s Mini-Makers snow globe program. For the upcoming teen activity on January 12th the teens will make no sew fleece hats following our regular teen board meeting. Storytime will resume on January 17th and Music and Movement will resume January 27th. In January, we have a snowman scavenger hunt set up in the children’s room and winter Take and Make crafts for passive programming activities. Chris will be attending the Summer Reading Workshop in Columbus on January 20th.
Adult Services Report: There were no adult activities in December. On December 8th, the book club met to discuss House Rules by Jodi Picoult. There were 4 patrons in attendance. The Christmas book display had 12 checkouts. We handed out 7 Adult Take and Make crafts for the month of December. We currently have a New Year’s resolution and a Winter Blues book display. We have had 5 books checked out from these displays so far. Adult Services activities will resume this month. The book club will meet on January 12 th to discuss Sparring Partners by John Grisham. Book club meeting dates have been moved to the 2 nd Thursday of each month at 6:30 PM. On January 23 rd , Adult Services will be having a craft night and will make Upcycled Button Art. This has been corrected from the original schedule since the library is closed on MLK Jr Day. On January 30 th , Adult Services will be hosting BINGO with prizes and refreshments with Shannon as BINGO caller. The patrons seemed to really enjoy this last time.
Board Old Business: The transfer of the Attica Area Historical Society is still pending.
Board New Business: Policy committee to review LOT borrowing policy. A gift card for Heather Stockmaster will be purchased for her service as a board member. It will be paid from Publicity.
The next meeting of the Seneca East Library Board will be February 8th, 2023 at 7:30 PM.
There being no further business to conduct, Tina Shook made a motion to adjourn at 8:50 PM.
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Janet Ruffing, President Tina Shook, Secretary