Seneca East Public Library Board of Trustees
December 13th, 2023
The December 13th, 2023 meeting of the Seneca East Board of Trustees was called to order by President Janet Ruffing at 7:32 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 November 14th, 2023 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 November 2023 bills as well as reviewing and initialing the November 2023 Bank Reconciliation and Management Reports as presented by the Fiscal Officer.
Chart of Account Change Updates: The payment of November’s Taxes and OPERS did not go smoothly. UAN remotely accessed our accounting system, found the problem and did a thorough review of the conversion process. There were a few account numbers that would have stopped a smooth transition to the new year. HOPEFULLY the bugs have been ironed out!
YEAR END UPDATE TRAINING - The Training Webinar was December 4th. Once the 2024.1 is downloaded and installed Temporary Mode for 2024 can be set up. This process will begin this weekend.
Michelle Francis, OLC Exec. Director provided some interesting PLF Data: ODT Posts December 2023 PLF Distribution-The Ohio Department of Taxation (ODT) posted the December 2023 Public Library Fund (PLF) distribution of $44,150,436 which is $1.3 million (+ 3.02%) above ODT’s estimates issued in December 2022. This brings the calendar year (CY) 2023 total to $510,185,923, which is $16.6 million (+ 3.37%) more than ODT’s estimate and $7.8 million (+ 1.55%) more than the CY 2022 total distribution. Big picture takeaways: 2023 Total Distribution is $45.78 million (+ 9.86%) more than 2021 and 2023 Total Distribution is $100.78 million (+ 24.62%) more than 2020.
The last payroll date for 2023 was discussed and will be moved from December 29th to December 28th.
Director’s Report: Director Featheringill reported a total Patron Count for November 2023 of 3284 with 23 days open.
Old Business: COSI Learning Lunchboxes were distributed at the Attica Hometown Christmas event and the Republic Christmas event. Director Featheringill’s presentation with NORWELD CE Coordinator on Disaster Preparedness planning and Emergency Kit creations was Wednesday, December 6th at the NORWELD office in Bowling Green.
New Business: There has been discussion and attendance at several webinars and meetings with other directors on the upcoming total solar eclipse on Monday, April 8th. Many area libraries are planning on closing due to the anticipated large influx of travelers. For example, the director in Norwalk said the Huron County EMA estimates an ADDITIONAL 100,000 people will travel to Norwalk to view the eclipse. Their board has decided to close for the day. Concerns include staff being able to make it to and from work because of traffic jams, cell phone outages, stress on building systems (i.e.: plumbing). Experts are warning those that live in the path of totality to stock up on a few days’ worth of necessities and gas due to travelers wiping out shelves. Many schools are also choosing to close. Director FeatheringillI has not heard what Seneca East is planning yet. The fairgrounds are booked for people traveling with campers. Director Featheringill lives close enough to walk and is willing to staff the library that day by herself if other staff cannot make it in/home but wanted the board’s input. The board will await to hear what Seneca East School district does for eclipse day. We are currently working on a plan for eclipse glasses distribution. There were 100 pairs of glasses ordered earlier this year to give out for eclipse viewing. We will also have a few eclipse-themed programs planned for the weeks leading up to the event.
Legislative: December PLF distribution is $44,150,436 (3.02% above December 2022 estimate). The PLF for CY23 year-to-date total is $510,185,923 (3.37% above ODT’s estimate and 1.55% more than CY22 distribution). The OBM reports November receipts came in $26.1 million (1%) above expectations and so far FY24 tax collections are $245 million (2.1%) above estimates.
Homestead Exemption Expansion: Ohio House Bill 187 is legislation seeking to counter the increases in local property values. It had sought to put a pause on valuation increases over the next three years. However, due to the complexity of temporarily changing the valuation process, which could create unintended consequences and lack of uniformity for conducting appraisals, the Senate moved forward with a substitute version of the bill with a temporary expansion of the Homestead Exemption. As passed by the Senate, HB 187, increases the income eligibility for seniors and disabled from $36,100 to $75,000. Loss of revenue to local governments will be covered 100% by the State. The bill includes an emergency clause which will make it effective immediately upon signing by the governor. The bill still needs to go through the House.
Building Update: There is still no quote yet from Jason Branham on the lower roof. Work on the Back Room Project began Monday, November 20th. So far, they have run the new electric including light switches added to both storage rooms and a new breaker box, and studs/drywall. No completion date has been given yet. While working on the Back Room Project, Director Featheringill had the electricians look at the lobby heater and they were able to get the panel secured and working for now. A quote for replacement was requested. No word on the ordinances from the Village Council concerning the building next door have been received.
Staff: The Public Library Association (a division of the ALA) will hold its annual conference this year in Columbus in April. PLA is working with OLC and offering its member discount to OLC members. The OLC will NOT be hosting its own convention this year. This is an incredible professional development opportunity as the PLA conference travels around the country and will likely not return to Ohio for a very long time. Director Featheringill would like to send all three full-time staff (Chris, Ariel, and herself) but would prioritize Chris and Ariel for budget and staffing considerations. OLC Small Libraries will be submitting Director Featheringill’s “Arm Floaties” panel session for its one-day standalone Management and Leadership Conference in the fall. If our submission is chosen, Director Featheringill will likely need to attend as the moderator. Details are still TBA but last time she attended the total cost for registration, food, mileage, and lodging was around $450.00
Historical Society: No new business.
Foundation Business: No new business.
Children’s Room Report:
Programming: There were 47 in attendance for November’s Storytime and 11 for Music and Movement. November’s Brick Builders session had 6 in attendance. We have paper ornaments set up in the children’s room for the kids to decorate and place on the children’s room tree.
School Outreach: In November, we visited the school library for a Lego Challenge for the 5th graders. We haven’t scheduled a date yet for our next visit with them, but we are planning on another program during the winter.
Events: The Dinosaur Dimensions program was well attended with approximately 60 in attendance. At the Attica Hometown Christmas booth, we passed out all 50 COSI kits before 1:30pm. Both Gingerbread Family NIghts were also full with a total of 60 between the two events. We participated at both Republic’s Christmas Open House and Attica’s Winter Wonderland events this month.
Adult Services Report:
Past Events: On November 9th, 2023, the Book Club met to discuss Mad Love by Jodi Picoult. There were 10 patrons in attendance. Adult Services hosted a craft night making Thankful signs on November 13th. There were 25 patrons in attendance. BINGO was held November 27th with 17 patrons in attendance. Shower Curtain Loop ornaments were made on December 11th with 12 patrons in attendance plus 5 take and make crafts sent home.
Current Events: Two Christmas books displays are up displaying mostly new Christmas books purchased this year. The first 3 months of 2024 activities and book club have been planned.
Upcoming Events: On December 18th, 2023 Adult Services will have a craft hosted by Mattie Miller.
Foundation News:
The next Foundation meeting will be held Monday, January 8th at 7 P.M.
At 8:26 P.M. a motion was made by Jeff Beaston to enter Executive Session in accordance with ORC 121.22 (G 1), to consider the appointment, employment, dismissal, discipline, promotion, demotion, or compensation of a public employee. A second was received from Tina Shook and the motion passed with all board members voting
“aye.” The Board thereupon entered Executive Session until 8:39 P.M. at which time regular session was resumed.
Board Old Business: Scott Wise declined to take a seat on the board. No word has been received from Amy Ferres.
Board New Business: A motion for pay rate adjustments (provided to the Fiscal Officer) for 2024 was made by Kim Ohl, with a 2nd by Jeff Beaston, and the motion passed with all remaining board members voting “aye”. This pay rate change will be effective the first pay date in 2024. Discussion on painting the main community room in the basement was had as well as painting and updating other spaces in the library.
The next meeting of the Seneca East Library Board will be January 10th, 2024 at 7:30 PM.
There being no further business to conduct, Tina Shook made a motion to adjourn at 8:53 PM.
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Janet Ruffing, President Tina Shook, Secretary