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Jefferson County Public Library

Meeting Minutes

December 2020

Approved 1/14/21

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

December 10, 2020

Present:
Sally Wurtz, President
Kathy Rosenberg, Vice-President
Kathy Crafton, Secretary
Joy Culp, Treasurer
Mary Kay Butler
Kelly Joyce
Robyn Ryle
Judi Terpening, Director
Jess McAlister, Patron Services Coordinator

Not present:
Terry Phillips

The meeting was opened at 4:00 P.M. by President Wurtz. Attendance was both in person and via Zoom. No members of the public were present at the public hearing for the Internet and Computer Use Policy.

The agenda was approved on a motion by Butler and a second by Crafton. Phillips, Rosenberg, Joyce voted aye electronically. Motion carried.

Minutes
Crafton made a motion to approve the minutes from the November regular meeting as presented. Seconded by Butler, Phillips, Rosenberg, Joyce voted aye electronically. Motion carried.

Financial Report
Culp gave the financial report:

  • Operating Fund expenditures November 13 through December 10, 2020 were $90,695.76. Expenditures from all funds were $103,778.77. Operating Fund receipts were $4,698.53. Receipts to all funds were $18,046.05. Balance in the Operating Fund as of December 10 was $962,690.24. Total bank balance was $1,451,186.04.

  • There were 2 checks over $6,000:

    • $9,132.71 to Jefferson County Treasurer for health insurance premiums.

    • $8,210.75 to Baker & Taylor Books.

  • The following transfers were made within the Operating Fund:

    • $30,000.00 from 1.12 Full Time to 1.13 Part Time.

    • $500.00 from 3.61 Buildings and Structures to 3.72 Equipment Rental.

    • $400.00 from 3.96 Binding & Book Rental to 3.97 Online Charges; OCLC, Title Source.

Phillips moved to accept the financial report as presented. Butler seconded. Phillips, Rosenberg, Joyce voted aye electronically. Motion carried.

Director Terpening’s report

Adult Programming

  • 7 programs with 558 attendees

  • We hosted 2 Red Cross blood drives with a total of 58 attendees.

  • Online Drawing and Painting Class had a total of 300 participants in 5 classes.

  • In collaboration with the Elks Club, the Library gave away 200 new winter coats to local children in need at the Warm Welcome to the Library event.

  • Children's Assistant, Hope Westmoreland has been doing some Grab & Go crafts for teens and adults.

Youth Services

  • 11 programs with 184 attendees.

  • Grab & Go crafts continued as well as online Story Times on Facebook and YouTube.

Circulation

  • Physical checkouts were down but Overdrive and Hoopla were up.

Staff and Volunteers

  • Hanover Branch Manager, Rebecca Lathrem is now a notary.

  • We are currently doing annual evaluations.

  • The staff break room was recently updated with new furniture and a new arrangement that will enable staff to socially distance while eating lunch. Holly Poling and Joy Culp worked together to create the new space. Last year's Board gift to staff helped fund the project.

Training

  • Most staff members attended the virtual ILF Conference on November 17. Lunch was provided for those who logged in from the library. Both buildings were closed so that everyone could attend. At the end of the day everyone shared something they learned.

Building

  • A replacement for the cracked window at the Hanover Branch has been ordered. Work on the outside of the building is partially done but has slowed down due to the weather.

  • Shutters on the Madison building will be picked up soon for repair and painting.

Technology

  • We ordered 6 more public use computers; 2 for Madison Adult area, 2 for Children's Department and 2 for Hanover Branch.

  • We will be setting up wireless printing soon.

  • Hanover will be getting a new AWE computer for the Children's department that is designed for younger children. It will be preloaded with games but will not have internet access.

Programming

  • Smithsonian Institute Waterways Exhibit will be at our library January 8 - February 20, 2022. In preparation for the exhibit, Terpening, Inman and Fife will attend monthly training.

Covid-19

  • New library hours are as follows:

    • Madison: Mon-Fri 10a-6p; Sat 10a-3p. Hanover: Mon-Fri 10a-5p.

  • A new staff schedule has been created to help minimize contact. Several staff members are also teleworking some days.

Friends of the Library - No report.

Correspondence

  • Community Foundation report for quarter 3 showed investments were down by 4.12%. As of November 19, they were at 3.25% for the year.

Continuing Business

  • Joyce made a motion to approve the Internet & Computer Use Policy as presented. Crafton seconded. Phillips, Rosenberg, Joyce voted aye electronically. Motion carried.

  • Culp reported that the according to the State Board of Accounts we are permitted to invest money in the Rainy Day Fund with Trust Indiana. Discussion will continue at the January Board meeting.

New Business

  • Butler made a motion to approve the Meeting Space Policy as presented. Rosenberg seconded. Phillips, Rosenberg, Joyce voted aye electronically. Motion carried.

  • Information was reviewed for the updated Investment Policy. Approval will be at the January 2021 Board of Finance meeting.

  • Because of their work during the pandemic, including cleaning and safety protocols, ever changing rules and procedures and revamping of work schedules, Terpening asked the Board to give staff a bonus in 2020. She excluded herself since she received a bonus at the time of her evaluation in July. Crafton made a motion to give a one-time staff bonus as follows: $500.00 for Full Time; $300.00 for Part Time; $100.00 for the 2 newest staff members, who did not work during the shutdown but had to follow the same guidelines the rest of the year. Butler seconded. Phillips, Rosenberg, Joyce voted aye electronically. Motion carried.

Motion to adjourn at 4:49 P.M.