Seneca East Public Library Board of Trustees
February 8th, 2023
The February 8th, 2023 meeting of the Seneca East Public Library Board of Trustees was called to order by President Janet Ruffing at 7:24 P.M. Trustees in attendance were: Janet Ruffing, Kim Ohl, Tina Shook, Vicki Eckenrod and Jeff Beaston. Library staff attending included Fiscal Officer Pamala Dunson and Library Director Shannon Featheringill.
Approval of Minutes: The minutes of the January 11th, 2023 meeting were reviewed and approved with a motion by Vicki Eckenrod, a 2nd by Jeff Beaston, and approval of all remaining board members by voting “aye”.
Fiscal Officer’s Report: The board reviewed the January 2023 bills as well as reviewing and initialing the January 2023 Bank Reconciliation and Management Reports as presented by the Fiscal Officer.
The Remaining Annual Reporting has been completed as follows:
- The 2022 Tax Reconciliations have been completed through Ohio Business Gateway
- 1099’s and 1096 completed
- Social Security Annual Reporting was completed by mail since we never received the BSO# in order to upload the W2’s
- The Bureau of Workers’ Comp True-up Payroll Report completed
- The 2022 300AP Form required by Workers Comp. completed and posted in the employee’s work area.
- The 2022 Public Employers Annual Information Report.
- Non-Contributing List of Independent Contractors was completed on OPERS website.
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 with $100,000 of that in process to transfer to the Capital Improvement Fund from Hollinger Estate money. There is an increase of $22,633.80 in carryover from 2021. RESULTS OF BUDGET COMMITTEE RECOMMENDING $100,000 OF CONTINGENCIES TO NOT BE APPROPRIATED
Resolution #584 – To approve the 2023 Permanent Appropriations. A motion to approve Resolution #584 was made by Kim Ohl, a 2nd by Vicki Eckenrod and the motion passed with approval by all remaining board members voting “aye”.
Resolution #585 – To supplement appropriations according to the directions of Director Featheringill, which are as follows: $6,933.68 Donations received 10/11/22 – 12/31/22 ($5,955.03) plus ($978.65) which includes donations appropriated but unspent in 2022 and $32,104.67 in donations received 1/1/23 – 1/30/23. RECOMMENDING $20,000 OF BRAKEALL DONATION NOT TO BE APPROPRIATED AT THIS TIME leaving $19,038.35 = TOTAL TO BE APPROPRIATED. Itemization is as follows: Publicity $2020.00, Property Maintenance $4342.52, Adult Books $1558.25, Children’s Books $525.00, Adult A/V $300.00, Adult Library of Things $5200.00, Supplies $563.93 and Furniture/Equipment $4528.65. A motion to approve Resolution #585 was made by Vicki Eckenrod, with a 2nd by Kim Ohl and the motion passed with approval by all remaining board members voting “aye”.
CHART OF ACCOUNT CHANGE UPDATES – None to report at this time.
Director’s Report: Director Featheringill reported a total Patron Count for January of 2948 with 24 days open.
Old Business: There are no updates on the Brakeall Estate. Regarding the board vacancy, Julie Miller emailed the Friday after the January meeting stated she will not accept the open seat on the board. A $50 gift card to Red Lobster and thank you card was mailed to Heather Stockmaster in appreciation of her board service.
New Business: A donation request from the Attica Junior Fair Board to sponsor a trophy was received. The $20 donation will be made from Publicity. A donation in memory of Marcella Chilcote for $300 was received. The family has requested we use it for our kitchen renovation project
Legislative: Governor DeWine’s budget proposal includes funding the PLF at 1.7% in FY 24 and FY 25 in
permanent law.
Building Update: There are no roof updates at this time. Jeff Beamer from J & F Construction met with Janet, Kim and Shannon on January 12th to look at the back room. He drew up plans and brought them in on January 24th. He said he would be back with his plumber, etc. and would work on getting quotes next. He also graciously offered to scan/digitize our building blueprints. When Jeff was here, we had him look at the windows on the North side of the building. We discussed getting us some quotes but when he came on the 24th he said he noticed the caulking is all cracked so he said he would try replacing the caulk first to extend the life of the current windows. Janet, Kim, and I discussed adding handles to the cabinets in the community room because they were so difficult to open but after looking closely, we noticed all the little bumpers that keep the doors from slamming are missing from age, but the glue is still there. Kim replaced the bumpers and now the issue is resolved.
Staff: OLC is offering its Library Trustee Workshop as a hybrid (in-person in Dublin or online) on Saturday, March 4 from 8:45 a.m.– 4:15 p.m. Registration is $95. The agenda and speaker information is available at olc.org. Let me know if you would like me to sign you up. OLC Small Libraries Division has submitted a program proposal that I wrote for the OLC Convention in September titled “Arm Floaties for Small Libraries” and they have asked Director Featheringill to be the moderator for the panel discussion.
Foundation News: The next Foundation meeting will be held Monday, April 10th at 7 P.M.
Children’s Room Report:
Programming: Storytime resumed January 17th. We’ve averaged 10 in attendance for the winter session so far. Music and Movement resumed January 27th and we’ve averaged 8 in attendance. Five teens attended January’s teen board meeting and made fleece hats after. There were only 5 who attended January’s Brick Builders Club but there was a severe storm happening that evening. We are expecting to be back to our regular attendance for February’s session. There were almost 30 valentines made for this year’s Valentines for Vets program. We had 29 children complete our snowman scavenger hunt in January. For February we have a “Love Your Library” valentine hunt and Valentine’s Day themed take and make crafts for passive programming.
School Outreach/Services: We will be visiting the school library on February 22, 23 and 27 for a winter STEM challenge with 5th graders.
Summer Reading Program: Summer reading program preparation has begun! This year’s theme is “All Together Now”. The program will run from June 19 - July 29. The summer reading kick off will be Thursday, June 15 and we have scheduled Drummity to present a program during the event. Our closing event will be on Saturday, July 29th, and we have scheduled A2 Magic to perform. A grant was written for these two programs to LSTA. A response on grant acceptance should be known in March.
Adult Services Report:
Past Events: 01/12/23 The Book Club met and discussed Sparring Partners by John Grisham. There were 4
patrons in attendance. 01/23/23 Adult Services hosted a craft using Recycled Buttons. There were 13 patrons in attendance. 01/30/23 Adult Services hosted BINGO for prizes and served refreshments. There were 15 in
attendance. 02/06/23 Adult Services hosted a craft making String Art. There were 14 people in attendance and I gave away 3 extra crafts for patrons to take home.
Current Events: I have 2 displays up this month. February is both “I love to Read Month” and Black History
Month. I have wrapped up 12 books and given a short description for Blind Date with a book. This has had 4
checkouts so far. I also have a Black History Month display which has had 1 checkout.
Upcoming Events: The book club will meet on February 9th to discuss Educated by Tara Westover. On February 27th, Adult Services will host Trivia Night. The Grand Prize winner will receive a gift card to a local business. On March 6th, Adult Services will be teaching patrons how to make quick pickles. Each patron will be able to take home a jar of pickles. Adult Services activities are planned out till May 30th.
Board Old Business: The Attica Area Historical Society transfer is still pending.
Board New Business: Discussion on the purchase of new tables and chairs for the basement spaces were
discussed.
The next meeting of the Seneca East Library Board will be March 8th, 2023 at 7:30 PM.
There being no further business to conduct, Tina Shook made a motion to adjourn at 8:26 PM.
_________________________________ ___________________________________
Janet Ruffing, President Tina Shook, Secretary