Jefferson County Public Library
Meeting Minutes
August 2019
Approved 9/12/19
REGULAR MEETING OF THE JEFFERSON COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
420 W. MAIN STREET, MADISON, IN 47250
August 8, 2019
Present:
Mary Kay Butler, President
Sally Wurtz, Vice-President
Joy Culp, Treasurer
Dana Riddle
Terry Phillips
Kelly Joyce
Judi Terpening, Director
Jessica McAlister, Patron Services Coordinator
Bill Barnes, Community Foundation
Not Present:
Kathy Rosenberg, Secretary
Barbara McKinney
The meeting was opened at the Madison Library at 4:00 P.M. by President Butler. The location was changed from the Hanover Branch to Madison due to ongoing construction in the meeting room at Hanover.
Wurtz made a motion to approve the agenda. Joyce seconded. Motion carried.
Minutes
Wurtz moved to accept the minutes from the July regular meeting as presented. Phillips seconded. Motion carried.
Bill Barnes - Community Foundation
Barnes spoke to the Board about the Library’s endowments, grants, and 2019 earnings to date.
Friends of the Library
No report.
Financial Report
Culp gave the financial report:
Operating Fund expenditures July 16 through August 8, 2019 were $113,637.14. Expenditures from all funds were $126,291.71. Operating Fund receipts were $1720.57. Receipts to all funds were $13,600.79. Balance in the Operating Fund as of August 8 was $1,111,652.88. Total bank balance was $1,637,391.11.
There were 2 checks over $6000:
$10,119.12 to Jefferson County Treasurer for health insurance premiums ($7940.60 paid by Library).
$20,560.75 to McCubbin Motors for the purchase of a new library van.
Phillips moved to accept the financial report as presented. Wurtz seconded. Motion carried.
Director’s report
Terpening reported the following:
Adult Programming
19 events with 251 attendees.
Adult Summer Reading Program had 245 participants with 1693 books read.
“The Public” film and discussion had 38 attendees.
“An Evening of Cordial Politics - Immigration” had 11 attendees.
Youth Services
37 events with 1048 attendees.
533 children (Birth to 5th Grade) registered for Summer Reading.
Finisher’s party was held at the Brown Gym this year and 388 attended.
Teen Programming
9 events with 68 attendees.
112 teens registered for the Summer Reading Program and read over 700 hours this summer.
Summer Reading Finisher’s party for teens had 40 attendees.
Teen Volunteer Program now has 3 participants.
Circulation
Ebook services continue to increase.
Hot spots checked out 26 times.
Building/Grounds
Hanover sunroom is in the middle of construction. The cupola is finished. the floor is in, and damaged drywall has been replaced in the attic.
Meeting with architect this week to look at both buildings and give us his recommendations for updates and repairs.
We purchased a 2018 Dodge Caravan from McCubbin Motors.
We had a dumpster for a week to dispose of broken and damaged items.
We have put a moratorium on book donations until after the fall book sale. The annex is full and we have been storing excess in the garage.
Staff
Eric Scott, who has been a Library Page here for 2 years, was promoted to Library Assistant upon his graduation from high school last month.
Training
Several staff members have been doing some Evergreen training webinars as a refresher.
Terpening has been attending the ILF web sessions for directors about twice a month.
Miscellaneous
The State Board of Accounts is currently conducting a “review engagement” of the Library’s financial statements. The procedure, which is less in scope than an audit, requires that most of the documents to be reviewed are uploaded through Gateway Culp is overseeing the process.
We have a new local author shelf. Authors who want to donate their book can fill out a form and the book will be considered for our collection if it fits the criteria of our collection development policy.
We have several pair of donated reading glasses available for patrons.
August 9 at 3:00 P.M. the Library is having a book signing by Camille Fife for her new book “Fountain of Culture: a History of Jefferson County Public Library, 1818-2018.”
Terpening gave the Board information from Dave Potter of Gardner Insurance. He would like the Board to consider Gardner when renewing the Library insurance in May.
Correspondence
None.
Continuing Business
The Personnel Committee met and presented their recommendations regarding Terpening’s evaluation to the Board in an Executive Session. In the public meeting Riddle made a motion to increase Terpening’s salary by 5% effective on the next payroll. Motion seconded by Joyce. Motion carried unanimously.
New Business
Wurtz made a motion to approve the Commitment to Join the Indiana State Library Consortium for Public Library Internet Access for Funding Year July 1, 2020 through June 30, 2021. Riddle seconded. Motion carried.
An updated Internal Controls Policy was presented for review. The Policy Review Committee will review it and bring their recommendations in September.
The public hearing for the 2020 budget has been set for 4:00 P.M. on September 12 at the Madison Library. Budget information is available to the public in Gateway.
Meeting adjourned at 4:50 P.M.
Approved 9/12/19
JEFFERSON COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
EXECUTIVE SESSION
August 8, 2019
Present:
Mary Kay Butler, President
Sally Wurtz, Vice-President
Kelly Joyce
Terry Phillips
Dana Riddle
Not Present:
Kathy Rosenberg, Secretary
Barbara McKinney
An executive session of the Jefferson County Public Library Board of Trustees was held at 3:30 P.M. on Thursday, August 8, 2019 at 420 West Main Street, Madison, Indiana to discuss a job performance evaluation I.C. 5-14-1.5-6.1(b)(9). No subject matter was discussed other than the subject matter specified in the public notice.