Seneca East Public Library Board of Trustees
February 14th, 2024
The February 14th, 2024 meeting of the Seneca East Board of Trustees was called to order by Vice President Jeff Beaston at 7:30 P.M. Trustees in attendance were: Jeff Beaston, Tina Shook, Vicki Eckenrod and Michelle Zeiter. Library staff attending included Fiscal Officer Pamala Dunson and Library Director Shannon Featheringill.
Approval of Minutes: The minutes of the January 2024 meeting were reviewed and approved with a motion by Vicki Eckenrod, a 2nd by Michelle Zeiter, and approval of all remaining board members by voting “aye”.
Fiscal Officer’s Report: The board reviewed the January 2024 bills as well as reviewing and initialing the January 2024 Bank Reconciliation and Management Reports as presented by the Fiscal Officer.
The Remaining Annual Reporting has been completed as follows:
- The 2023 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 2023 300AP Form required by Workers Comp. completed and posted in the employee’s work area.
- The 2023 Public Employers Annual Information Report.
- Non-Contributing List of Independent Contractors was completed on OPERS website.
Discussed Permanent Appropriation Draft Sheet for 2024, Results of Budget Committee meeting and Reviewed Permanent Appropriation Worksheet.
Resolution #596 – To approve 2024 Permanent Appropriations with $150,000 unappropriated and $30,649.90 appropriated to Contingencies. A motion to approve
Resolution #596 was made by Michelle Zeiter with a 2nd by Vicki Eckrenrod and the motion passed with approval by all remaining board members voting “aye”.
Resolution #597 –To supplement appropriations according to the directions of Director Shannon Featheringill, for the unencumbered donations received from the period of 11/4/2023 –12/31/2023 of $5667.49 and from the period 1/1/24-2/2/24 of $8599.05. The total amount of donations to be appropriated is $14,266.54.
Itemization is as follows:
$2400.00 Other-Purchased & Contracted Services (Programming)
$2176.00 Other-Supplies (Programming)
$2816.99 Books & Pamphlets (Adults)
$427.53 Books & Pamphlets (Children)
$5.00 Audiovisual Material (Adult)
$225.00 Audiovisual Materials (Children)
$5000.00 Other Materials (LoT Adult)
$129.25 Other-Supplies (Cataloging)
$400.00 Other-Professional Services (IT)
$686.77 General Administrative Supplies
A motion to approve Resolution #597 was made by Tina Shook with a 2nd by MIchelle Zeiter, and the motion passed with approval by all remaining board members voting “aye”.
2022 & 2023 AUDIT – All requested documentation was submitted and reviewed. The library has been approved for an AUP Audit which will cost $2,790. This will save $3,410.
Director’s Report: Director Featheringill reported a total Patron Count for January of 2832 with 25 days open.
Statistical Report:
- Statistical report was reviewed.
- The 2024 Public Library Survey will launch the week of February 15th. According to the State Library, there will be a series of changes including approximately 29 additional (mostly y/n) questions, updated wording to make certain questions clearer and the removal of 11 questions.
Old Items:
- Eclipse: No response has been received from Seneca County EMA, however, Seneca East Schools have made the decision to close. A member of the fire board informed Director Featheringill that all County offices will be closed including the courthouse. According to their meeting, county officials warn that by Monday afternoon stations will be completely out of gas and store shelves will be empty. They are breaking the county into quadrants and doubling up on police and having them positioned in each quadrant with EMS. Attica will be getting ATVs and side-by-sides for non-fire emergencies because they are unsure if they will be able to get fire trucks out. They are blocking off the cemetery and possibly the sewer and the water plants. Surrounding libraries that have announced their closure include Bloomville, Tiffin, Findlay, Fostoria, Norwalk, Mohawk, Upper Sandusky, and Port Clinton. Willard and New London will be open. It was mistakenly reported that the library has 100 pairs of eclipse glasses to distribute at the last meeting. There are actually 500. The library will be reserving enough to distribute to the participants in the eclipse-themed programming that is planned. As of now, the remaining glasses will be distributed to the public on a first-come, first-served basis. Anyone requesting glasses MUST have an SEPL library card. If they do not have one, we can sign them up for one. They must also have everyone in their party present. If they want four pairs, then four people (with library cards) must be present. Shut-ins or cardholders otherwise unable to come to the library may call and make special arrangements. Intentions are to keep as many of the glasses in our community as possible. As seen with the distribution of COVID tests, COSI kits, and glasses from the last eclipse, people will travel from far outside our service area to obtain these items. Nicole Lenhart from Attica Village Council is tossing around the idea of a program in the park that day. The library may be interested in partnering but it would only be if the library building is closed that day. If that is the case, some additional glasses may be reserved for the program. A motion to close the library on April 8th, 2024 for the eclipse was made by Vicki Eckenrod, a 2nd by Michelle Zeiter and the motion passed with approval by all remaining members voting “aye”.
- Richie Aukland signed his updated contract with the new rate decided on at the last meeting.
New Items:
- No new items.
Legislative:
- February PLF distribution is $44,524,043 (3.19% below July 2023 & 2.95% below December 2023 estimates). The OBM reports state tax receipts for January were 2.7% below estimates but claim the state budget for FY24 is still on solid footing.
Building Update:
- Children’s Room AC/Furnace: In October, it was reported that the AC in the children’s room was not working correctly after Kinn Bros. had been out for routine maintenance. They came back out and said they had forgotten to hook something back up. Then in November, the heat did not appear to be working correctly so we called Kinn Bros. again on two different occasions but they could not find a problem when they were here. Then on January 16th, during a very cold snap, it completely stopped working. Because it was during such cold weather, they were backed up and did not come out to look at it for two days, and when they did, they had to order a part. They came back on January 22nd to replace the pressure switch. The temperature got down to 53 degrees in the children’s room and even colder in the history room. The history room was closed off so the two furnaces from the main library would not need to work so hard to keep up in the children’s room and turned both up a few degrees. The two taps in the history room were turned on to barely a drip to prevent busted pipes. A space heater was purchased to sit behind Chris’ desk. These accommodations brought the temperature up to 62 degrees in the children’s room, but Chris still had to wear extra layers and use a blanket and gloves while working at her desk. The February gas bill was $597 – up from $499 in February 2023 and $430 in January 2024. The bill from Kinn Bros. for the replacement switch and service call was $296.50. It has been working well since.
- Roof: Jason Branham will be providing a quote ASAP.
- Building Next Door: No word has been received on the ordinances asked for from the Village Council. Nathan Frisch, who was the one looking into this, has stepped down as mayor so an additional request may be necessary.
- Back Room Project: Phase One is officially completed as of January 18. Jeff Beamer has provided an updated proposal for Phase 2 from J & F Construction and Development . A motion to approve Phase 2 Interior Renovations was made by Vicki Eckenrod, a 2nd by Michelle Zeiter and the motion passed with all remaining members voting “aye”.
Staff:
- Updated Staff Contact List attached.
Historical Society:
- No updates at this meeting.
Foundation Business:
- No new Foundation business.
- The next Foundation meeting is Monday, April 15th.
Children’s Librarian Report:
Programming:
- Winter sessions of storytime and stay and play will wrap up March 1st. Our spring sessions will begin March 19th. We will offer music and movement on Friday mornings for the spring session.
- We had 38 children complete January’s snowman scavenger hunt and craft, and we passed out 32 take and make kits. For February, we have a Bluey themed scavenger hunt.
- We had a candy science program with our monthly mini makers group on February 1st. We will offer an eclipse program for them in March.
- We held a Bluey Party on February 10th which was hugely popular.
- Chris attended the Camp-in-a-Box Programming workshop at Norweld on January 25th. The workshop included two different “camps” in a box- “What’s Your Super Power?” and “Solar System”. Each box includes supplies for five separate programs with enough for twenty participants. School Outreach/Services:
- We will visit the school library on March 4th, 6th and 7th for a collaborative puzzle building contest with the 5th graders.
Summer Reading Program:
- We’ve begun planning for this year’s summer reading program. This year’s theme is “Adventure Begins At Your Library”.
- The program will run from June 17th-July 27th. The summer reading kick off will be Saturday, June 15th. Our closing event will be on Saturday, July 27th with Professor Tony, a juggler and magician, scheduled to perform.
- We have applied for the LSTA summer reading grant again this year.
Adult Services Librarian Report:
Past Programming:
- The Book Club met on January 11th and discussed The Twelve Tribes of Hattie by Ayana Mathis and again on February 8th to discuss Someone Else’s Shoes by Jo Jo Moyes. Attendance has more than doubled since this time last year.
- January programs included Tim Burton Inspired Self-Portraits and Line Dancing with the Rockin Mommas. These were well attended and patrons especially enjoyed the line dancing.
- February programs so far included Adult Show & Tell. Patrons were encouraged to bring a collection or hobby that they enjoy. Everyone seemed to enjoy this event.
Upcoming Programming:
- February 26th Puzzle Night
- March 4th Line Dancing with Rockin Mommas
- March 6th Low-Impact Exercise
- March 14th Book Club will discuss The Book of Charlie by David Von Drehle
- March 18th Trivia
- Starting on March 6th a low-impact exercise class will be offered bi-weekly on Wednesdays at 10:30 am. Patrons have been requesting more “move” related activities so these will be offered more often.
Norweld:
- Norweld Large Print new circuits arrived last Friday and were added to the circulation. The old circuit of large prints was deleted and sent on to the next library. The old circuit of Norweld video games has been deleted and is awaiting the new circuit to be added.
Book Displays:
- There are front and back adult book displays that are changed bi-monthly. In January, displays included Locked Room Mysteries, Smelly Books, Books with more than 40 chapters and Magical Realism.
Magazine Drive:
- The magazine drive will begin next week.
Board Old Business:
- Board vacancies: Cheryl Schaffer thanked us for thinking of her, but declined. Amy Ferres has agreed to join the Foundation. Becky Baldosser declined as well.
Board New Business:
- No new business
The next meeting of the Seneca East Library Board will be March 13th, 2024 at 7:30 PM.
There being no further business to conduct, Tina Shook made a motion to adjourn at 8:25 PM.
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Janet Ruffing, President Tina Shook, Secretary