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Jefferson County Public Library

Meeting Minutes

February 2021

Approved 3/4/21

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

February 11, 2021

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

The meeting was opened at 4:00 P.M. by President Wurtz. Attendance was in person and via Zoom. Butler made a motion to approve the agenda. Crafton seconded. Phillips, Joyce and Ryle voted aye electronically. Motion carried.

Minutes
Joyce made a motion to approve the minutes from the January regular meeting and the January Board of Finance meeting as presented. Seconded by Ryle. Phillips, Joyce and Ryle voted aye electronically. Motion carried.

Financial Report
Culp gave the financial report:

  • Operating Fund expenditures January 14 through February 11, 2021 were $97,275.80. Expenditures from all funds were $110,812.36. Operating Fund receipts were $1,239.18. Receipts to all funds were $13,675.81. Balance in the Operating Fund as of February 11 was $1,343,291.41. Total bank balance was $1,837,760.23.

  • There were 2 checks over $6,000: 

    • $9,595.91 to Jefferson County Treasurer for health insurance premiums.

    • $9,590.04 to AVC Technology for new public computer ($7,888.68); Office software for new laptops ($175.36); monthly IT management fee ($1,526.00).

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

Director Terpening’s report

Adult Programming

  • 5 events with 288 attendees

  • Hanover Book Group met via Zoom with 8 attendees.

  • Online Drawing and Painting Class had 280 in 4 classes. Focus was on portraiture.

  • We hosted 4 meetings with 33 attendees.

Teen Programming

  • Grab & Go crafts for teens and adults continued.

Youth Services

  • 20 programs with 495 attendees.

  • Story Times to Go kits are available. They include 2 books and an activity bag.

  • Grab & Go crafts are still popular for all ages.

  • Children’s book bundles are still available for checkout.

  • Winter Reading so far has 7 participants.

Circulation

  • Physical circulations were down about 5,000 for January. But digital checkouts are still going up.

  • We currently have 1428 recipients of the monthly newsletter, Facebook has 2281 users, Instagram has 376 users, and YouTube has 61 users.

Staff and Volunteers

  • Staff are assisting the public if they need help registering for the covid vaccine online or on the phone.

  • Lathrem and McAlister completed the Management Cohort Training.

  • We are going to hire a new Outreach Assistant. We have not had one during covid but we came up with a way to socially distance and still be able to deliver books to the homebound and nursing homes.

  • We have put in our bid for a Good Neighbor Intern from Hanover College to help out this summer.

Training

  • Staff Development Day will be held on February 15. Some will attend in person and some via Zoom. We will have representatives from Safe Passages and Safe Place for training. The theme will be Tacos, Truffles and Trivia. We will have tacos and truffles for lunch. Then we will do a trivia team-building activity and discuss staff news.

Building

  • We are planning to form a "color committee" to recommend new paint colors for the building. We have reached out to Kim Nyberg will also ask for input from members of the community.

Technology

  • We are looking into funding sources for installing external access points at both library buildings. That would give us better internet connections for outdoor events.

Programming

  • Winter Reading Program runs January 15 through February 27 for all ages.

Collection and Services

  • We have ordered "Binge Boxes" for patrons to check out. They include movies with a common theme.

  • We have ordered 15 more hot spots which will bring our total to about 30.

  • We are offering the Black Freedom database on our website.

  • Some of the staff worked together to create a QR code for some of the children's books. When the code is scanned it will go to our YouTube channel where the book is read by the Children's Librarian.

  • Our new Story Line is launching on March 1. It will be similar to the old Dial-a-Story but with a lot more features.

Covid-19

  • We were approved for a $2000 mini CARES grant. We have purchased 2 new laptops for staff use while teleworking and the rest will be used to purchase additional eBooks on Overdrive.

Friends of the Library - No report.

Correspondence

  • Board received a thank you card from staff for the holiday gift.

Continuing Business

  • Ryle made a motion to approve the new Investment Policy as presented. Joyce seconded. Phillips, Joyce and Ryle voted aye electronically. Motion carried.

New Business

  • Review of the Annual report was tabled until March since we have not yet received all of the statistics we need from Evergreen. The report is due March 1.

  • Butler made a motion to approve the updated Information Security Policy. Crafton seconded. Phillips, Joyce and Ryle voted aye electronically. Motion carried.

  • Board members present in person signed documents that had been approved via Zoom in December and January.

Motion to adjourn at 4:50 P.M.