Meeting Minutes

December 2022

Approved 1/12/23

JEFFERSON COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
420 W. MAIN ST., MADISON, IN 47250
DECEMBER 8, 2022 REGULAR MEETING

Present: Kathy Crafton, President; Robyn Ryle, Vice-President; Joy Culp, Treasurer; Sally Wurtz, Kelly Joyce, Mary Kay Butler, Kathy Rosenberg, Judi Terpening, Director; Jess McAlister, Assistant Director.

Not Present: Terry Phillips

President Crafton opened the regular meeting at 4:00 P.M. Rosenberg was appointed Secretary Pro-Tem. Wurtz made a motion to approve the agenda. Butler seconded. Motion carried.

Ryle made a motion to approve the minutes from the November 10, 2022 regular meeting. Wurtz seconded. Motion carried.

Treasurer’s Report & Approval of Claims
Culp gave the financial report:

• Operating Fund expenditures November 11 through December 8, 2022 were $121,001.86.

• Expenditures from all funds were $136,832.21. Operating Fund receipts were $978.36. Receipts to all funds were $16,731.62. Balance in the Operating Fund as of December 8, 2022, was $1,117,584.12. Total bank balance was $1,613,068.12.

• There was 1 check over $6,000:

  • $11,154.93 to Jefferson County Treasurer for health insurance premiums.

• The following transfers were made within the Operating Fund:

  • $3,800.00 from 1.25 Employer's Contribution-Hoosier START to 1.21 Employer's Share-Social Security.

  • $1,500.00 from 3.144 Programming: Special to 3.142 Programming: Children's

  • $1,000.00 from 3.61 Buildings & Structures to 3.42 Other Insurance.

  • $2,000.00 from 4.52 Children's Books to 4.72 Children's Nonprinted Materials.

  • $3,000.00 from 4.4 Furniture & Equipment to 4.51 Adult Books.

Ryle made a motion to approve payment of claims in the amount of $136,832.21. Rosenberg seconded. Motion carried.

Director Terpening’s report

Adult Programming

• 12 events with 111 attendees.

• 4 Landscape Painting & Portrait Drawing classes with 30 attendees.

• 3 Online Drawing & Painting classes with 14 attendees.

• 2 Monogrammed Door Hangers with 16 attendees.

• Cornucopia Craft at Hope Community had 8 attendees.

• Caroling with Santa had 55 attendees.

• Hanover Book Group read These Precious Days and had 10 attendees.

• Outreach made 18 individual deliveries and circulated 95 items.

• 16 Meetings with 77 attendees.

Children’s Services and Teens Programming

• 16 programs with 452 attendees.

• Story Time had 7 attendees and Mother Goose on the Loose had 31.

• Reading to Dogs had 3 participants.

• Take and Make Crafts had 85 for children and 82 for teens/adults.

• Lego Club had 21 attendees.

• Story Line had 38 calls.

• Children's Department purchased new furniture and seating for Madison and Hanover. More comfortable seating for adults was needed for story times.

Circulation

• Circulation of materials is up over 1000 compared to November 2021.

• People count is about the same as November 2021.

• Computer use and wifi use was about the same as last year.

• Social media and website usage were up.

Staff and Volunteers

• Terpening, Inman and Zavala attended the Indiana Library Federation Conference in November.

• All eligible staff members have completed the health insurance open enrollment.

• Local History Department was relabeled.

• Staff Christmas party will be December 10 at the Library.

• Terpening presented "Meet the Staff," a slide show highlighting some of the little extras staff members do to help out. She also mentioned how much the staff appreciated the recent pay increase and Inman gave Board members a thank you card expressing that appreciation.

Community Involvement

• Several staff members were involved in Caroling with Santa. Terpening led the program and read "Twas the Night Before Christmas," Inman set everything up with help from other staff members and Knoll led the group in singing carols.

Ongoing and Upcoming Events

• Discovering the Story of Your Building will be held on December 14 at noon in the Auditorium.

• Ornaments and Pizza for all ages will be held December 16.

• Gingerbread Decorating Contest is open until December 19. People's Choice voting will be on Facebook December 20-27.

• Tiny Art Show paintings are on display and will be up for People's Choice voting soon.

• Take and Make Crafts for all ages is ongoing.

Building

• McAlister said the Library is on the Madison's Best list.

• Landscaping has started at the Hanover Branch.

• PSG Energy did another site visit and discussions are ongoing.

• Terpening received three options for fixing the HVAC controls from Jackson Systems. She is recommending Option #2, JACE & AHU-4 Control Replacement. The cost would be $6,125.00. Joyce made a motion to approve Option 2. Butler seconded. Motion carried.

• Library van was detailed and received a ceramic coating by Aaron's Detailing.

• Terpening was contacted by the Hanover Beautification Committee about changing the sign at the Hanover Branch to an LED light announcing events. The Board was not in favor of changing the sign.

Technology

• Evergreen was upgraded to Version 3.9 with no problems.

Friends of the Library

• FOL members created a tree of books display and there is a contest going on to guess the number of books used.

Correspondence

• Received the Community Foundation report for quarter 3. Investment results were -5.8% and year-to- date results were -19.74%. However, there were positive results in October of 6.72%.

Continuing Business

• Terpening has no new information about the wall repair.

New Business

• Wurtz made a motion to approve the Meeting Space Policy as amended. Butler seconded. Motion carried.

• The Covid-19 Employee Relief Plan that expires December 31, 2022 was not continued for 2023. The annual Board of Finance Meeting was scheduled for January 12, 2023 at 3:30 P.M.

Motion to adjourn by Wurtz at 4:50 P.M. Rosenberg seconded. Meeting adjourned.