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Jefferson County Public Library

Meeting Minutes

April 2020

REGULAR MEETING OF THE JEFFERSON COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
420 W. MAIN ST., MADISON, IN 47250
VIRTUAL ZOOM MEETING

April 9, 2020

Present:
Mary Kay Butler, President
Sally Wurtz, Vice-President
Kathy Rosenberg, Secretary
Joy Culp, Treasurer
Terry Phillips
Dana Riddle
Kelly Joyce
Judi Terpening, Director
Jessica McAlister, Patron Services Coordinator

Not Present:
Barbara McKinney

The virtual meeting was opened at 4:02 P.M. by President Butler and the agenda was approved on a motion by Riddle and a second by Rosenberg. Vote was unanimous.

Minutes
Joyce made a motion to approve the minutes from the regular March meeting as presented. Riddle seconded. Motion carried. Vote was unanimous.

Financial Report
Culp gave the financial report:

  • Operating Fund expenditures March 13 through April 9, 2020 were $85,553.80. Expenditures from all funds were $98,239.86. Operating Fund receipts were $4,749.79. Receipts to all funds were $20,372.79. Balance in the Operating Fund as of April 9 was $908,478.16. Total bank balance was $1,447,658.93

  • There was 1 check over $6,000:

    • $9,929.27 to Jefferson County Treasurer for health insurance premiums (Library paid $7,875.85)

Wurtz moved to accept the financial report as presented. Joyce seconded. Motion carried. Vote was unanimous.

Director Terpening’s report

On March 16 Terpening emailed the Board of Trustees with suggestions of emergency closure and staff was informed. Emergency Closing Procedures were activated and a Continuity of Operations Plan was initiated. Both buildings were closed to the public on March 17. Local media and government offices were alerted.

The following additional actions were taken:

  • Due dates for all materials were extended to April 28. 

  • All library card expiration dates were extended to May 31.

  • All deliveries were stopped and arrangements were made to pick up mail.

  • Closing signage was placed on all doors.

  • Library website and social media accounts were updated with closing information.

  • Indiana State Library and Evergreen Indiana were notified.

Adult Programming

  • 12 events with 107 attendees.

  • Despite March programming being abbreviated by the pandemic, some programs have continued online. Others are in the planning stages.

  • The Drawing and Painting class taught by Russell Vossler has continued through Facebook.

  • The Red Cross blood drive will continue as planned in April and May.

Teen Programming

  • 4 events with 7 attendees.

  • While the Library is closed, Girls Who Code participants can access online tutorials from home if they choose.

  • Teen volunteers were given the option to write short book reviews to make up volunteer hours.

Youth Services

  • 9 events with 295 attendees.

  • Before the Library closed Motsinger did two outreach activities at Ryker’s Ridge School and was a guest reader for Read Across America week at Christian Academy. She also delivered Park Hop passports to 6 schools.

Circulation

  • Circulations are down 700 from February but Overdrive and Hoopla were up.

Staff

  • Virtual staff meetings are being held weekly.

  • Staff is working from home doing training webinars and other off-site projects. They are journaling about what they are doing and submitting those journals to Terpening weekly.

  • Some staff members are working in the building as needed for essential operations. Social distancing guidelines are being followed while in the building.

Training

  • All staff members were sent the link to a webinar about cleaning and sanitizing library materials. It was presented by the Institute of Museum and Library Services. Terpening will also send a link to Board members.

Building & Grounds

  • The duct/vent cleanings and carpet cleanings are scheduled for both buildings.

Technology

  • Terpening has made sure that all staff members have devices that will enable them to attend virtual staff meetings and attend online training.

  • We purchased a Zoom subscription for the library.

Terpening has been meeting virtually with other Indiana directors to share ideas. She is currently working on a set of phases for a soft re-opening of the Library when the time comes.

Continuing Business

New Business

  • Because of the current health emergency, Terpening proposed changes to the Personnel Policy that specifically address situations under the heading Emergency Closings. Since the entire policy was due for review in April, a vote was tabled until the Personnel Committee has had an opportunity to review the policy. The committee will present their recommendations to the Board in May.

  • Riddle made a motion to approve the “Resolution to Close the Library Buildings During Public Health Emergency 2020.” Wurtz seconded. Motion carried. Vote was unanimous.

Motion to adjourn by Phillips at 4:46 P.M. Seconded by Joyce. Motion carried. Vote was unanimous.