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Jefferson County Public Library

Meeting Minutes

August 2024

Approved 10/10/24

Jefferson County Public Library Board of Trustees
420 W. Main St., Madison, IN 47250
August 8, 2024 Regular Meeting

Present: Terry Phillips, President; Mary Kay Butler, Secretary; Joy Culp, Treasurer; Sally Wurtz, Board Member; Kathy Crafton, Board Member; Robyn Ryle, Board Member; Judi Terpening, Director; Jess McAlister, Assistant Director.

Not Present: Kelly Joyce, Kathy Rosenberg.

President Phillips opened the meeting at 4:00 P.M. Wurtz made a motion to approve the agenda. Butler seconded. Motion carried.

Phillips called for a motion regarding the Director’s salary. Butler made a motion to increase Terpening’s salary by 3% in the form of a merit raise, retroactive to July 2024. Crafton seconded. Motion carried.

July 11 minutes were tabled until September. Due to the absence of Rosenberg and Joyce there was not a quorum of members present that attended the July 11 meeting. 

Treasurer’s Report & Approval of Claims
July 12 through August 8, 2024

  • Operating Fund expenditures were $135,998.24. Expenditures from all funds were $152,042.11. Operating Fund receipts were $4,985.52. Receipts to all funds were $41,436.28. Balance in the Operating Fund as of August 8, 2024 was $1,473,455.18. Total bank balance was $2,104,190.62.

  • There were 4 checks over $6,000: 

    • $11,170.46 to Jefferson County Treasurer for health insurance premiums.

    • $6,250.63 to Duke Energy for electric on 3 buildings.

    • $6,486.14 to Ebsco for annual magazine and newspaper subscriptions.

    • $6,240.00 to Sandusky Construction for stairwell paint at Madison and cupola repair at Hanover.

Ryle made a motion to approve payment of claims in the amount of $152,042.11. Butler seconded. Motion carried.

Director Terpening’s report
July Adult Programming

  • 18 events with 204 attendees.

  • Online Drawing & Painting Class had 6 attendees in 3 classes.

  • Introduction to Watercolor Class had 57 attendees in 5 classes.

  • La Leche League had 18 attendees.

  • Second Saturday Stitchers had 4 attendees.      

  • Book Gardens craft had 25 attendees in 2 sessions

  • Clay Page Holders craft had 42 attendees in 2 sessions.

  • “A Journey of Illumination into the Heart of America” by author Neal Moore had 23 attendees.

  • Hanover Book Group read “The Comfort of Crows” by Margaret Renkl and had 12 attendees. 

  • Author David Fierst discussed his book “Hidden Disgrace” and had 9 attendees.

  • Hope Community had 8 attendees for Bingo.

  • Adult Summer Reading concluded on July 20. There were 173 participants who read 1006 books. 

Meetings

  • 26 Meetings with 145 attendees.

Outreach

  • 23 deliveries and circulated 108 items.

Children’s & Young Adult: 31 Total Programs with 812 attendees
Children’s In-House Programs

  • Mother Goose on the Loose had 54 attendees in 3 sessions.

  • Fireworks craft had 33 attendees at Madison and 26 at Hanover.

  • Foam Party at Hanover had 110 attendees.

  • Sand Art craft had 25 attendees at Madison and 14 at Hanover.

  • Magic Show with C.R. Ryan had 78 attendees.

  • Build a Boat craft had 31 attendees.

  • Finisher’s Party at the Brown Gym had 108 attendees.

  • Bear Reading Buddy Craft had 44 attendees at Madison and 19 at Hanover.

  • Lego Club had 14 attendees.

Young Adult In-House Programs

  • Wind Chimes craft had 29 attendees at Madison.

  • Tie Dye and Popsicles at Hanover had 35 attendees.

  • Candy Craze: Oreo Edition had 19 attendees.

  • Nature Cases craft had 19 attendees.

Children’s Outreach Programs

  • Farmer’s Market Barn Craft had 40 attendees (60 people stopped by).

  • La Casa Amiga Outreach:

    • Tour of the Library and bilingual story & craft had 30 attendees.

    • Ice Cream Bilingual story Paletero Man & Make Your Own Ice Cream in a Bag had 35 attendees.

    • Ivy Tech book giveaway and chaperoning tours had 42 attendees.

  • Girl’s Inc. Elementary age:

    • Story and Craft Paletero Man and Decorate Paper Ice Cream Treat Craft had 25 attendees in 3 groups

    • Community Stories and Beaded Necklaces with Library Tags had 25 attendees in 3 groups.

  • Story Line had 45 calls.

  • 118 children finished the Summer Reading Program.

Young Adult Outreach

  • Girls Inc. had 8 attendees for Personalize a Glass Cup Craft and 14 attendees for Wind Chimes Craft.

  • 33 teens finished the Summer Reading Program.

Social Media/Circulation Statistics

  • Website had 3,189 visits, down 14%. 

  • Local History website had 1,377 visits, up 1%.

  • Monthly newsletter went out to 4,564 recipients.

  • Facebook followers were 3,734, up 1.6%. Top post by engagement was the Silly Safari Photos. Top post by reach was the Summer Reading Winners.

  • Instagram followers were 780, up 0.8%.

  • YouTube views were 114, up 48%.

  • Circulations in July were 16,920, down a little compared to July 2023.

  • Visits to the Library in July were 8,540.

Staff and Volunteers

  • Terpening attended the Indiana Library Federation Board meeting. 

  • Staff Development Day will be Monday, August 12. Staff will receive 2 training sessions from State Library employees and some team building exercises. The Library will be closed that day.

  • Staff gathered in the breakroom to attend a small farewell party for summer interns Addison and Maggie. There were cards, cupcakes and a gift for each of them.

Ongoing and Upcoming Events

  • Terpening and Inman signed the Library up for Library Speakers Consortium, a company they met at PLA in April. The Consortium creates 2-3 online bestselling author events per month, which are streamed to patrons of member libraries. The cost is $3,500.00 a year and it will begin September 1.

  • September is Library Card Sign-up Month and the Library is giving away book bags with assorted age appropriate items inside to each person who signs up for a card for the first time. The Board also approved offering up to 50 free copies to new library card patrons during the month of September.

Community

  • Outreach Coordinator Hughes has been taking donated paperbacks to the County Jail inmates.

  • Library staff continue to work with Farmer’s Market on Saturdays. 

  • Library staff will be at La Casa Amiga’s Hispanic Cultural Awareness Festival on September 21.

  • Hughes and McAlister attended Hope Community’s family event in July.

Friends of the Library

  • The next Pop-up Sidewalk Sale will be August 17 from 10 A.M. to 1 P.M.

  • The Annual Fall Book Sale will be during Chautauqua weekend. 

Buildings

  • The back hallway was patched and painted. 

  • The cupola at the Hanover Branch was sealed.

  • A staff member was stuck in the elevator for a few minutes but was finally able to get out on a different floor. Executive Elevator checked it out and will come back to replace the oilers.

Technology

  • Category 2 grant upgrade is scheduled for the week of August 19. AVC will be here for about 4 days to run wires and change equipment.  

  • During the AVC Business Review with Terpening, there was discussion about decreasing the number of public computers and the probability of having to replace Windows 10 by October 2025. 

Budget

  • Terpening, Culp and Poling attended the budget workshop with Anna Culy from DLGF and budget forms were completed in Gateway. The public hearing for the 2025 budget will be September 12 and the adoption will be October 10.

  • Terpening applied for a $29,000 grant from the Community Foundation to help fund the Library’s Strategic Plan. The grant would help fund community surveys and focus groups during the process.

Friends of the Library - Nothing else to add to what was mentioned in the Director’s Report.

Correspondence - None

Continuing Business

  • Wurtz made a motion to approve the 2025 Salary Schedule with changes as discussed at the July meeting. Ryle seconded. Motion carried.

  • The 2025 Budget estimate was reviewed with the Board.

New Business

  • Butler made a motion to approve the Resolution to Join the Indiana State Library Consortium for Public Library Internet Access. Ryle seconded. Motion carried.

  • Public Hearing for the 2025 Budget will be at 4:00 P.M. on September 12.

  • Ryle made a motion to approve the KrM Architecture fee of $14,000, so they can begin work on a conceptual design for the Madison Library. Wurtz seconded. Motion carried. 

  • If the Community Foundation grant is approved, Midwest Collaborative for Library Services (MCLS) would be assisting with the Strategic Plan by gathering input from the community that can be used in writing the plan.

  • The Veridas Group Proposal was tabled until KrM has completed the design work and there has been a decision about the Community Foundation grant.  

  • Terpening offered to take Board members on a tour of the Library after the meeting to look at the current condition and layout of the building. 

Motion to adjourn by Butler at 4:50 P.M. Ryle seconded. Meeting adjourned.