Meeting Minutes

July 2021

Approved 8/12/21

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

July 8, 2021

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

Not present: Terry Phillips

The meeting was opened at 4:00 P.M. by President Rosenberg. Butler made a motion to approve the agenda. Ryle seconded. Motion carried.

Minutes
Wurtz made a motion to approve the minutes from the June regular meeting as presented. Seconded by Crafton. Motion carried.

Evaluation of Director
An Executive Session was held earlier for the annual evaluation of the Library Director. At the recommendation of the Personnel Committee a motion was made by Wurtz to give Director Judi Terpening a 7% raise, which would increase her annual salary to $74,402. Seconded by Crafton. Motion carried.

Financial Report
Culp gave the financial report:

• Operating Fund expenditures June 11 through July 8, 2021 were $140,625.99. Expenditures from all funds were $158,451.61. Operating Fund receipts were $837,283.13. Receipts to all funds were $850,602.30. Balance in the Operating Fund as of July 8 was $1,640,484.61. Total bank balance was $2,134,616.05. Spring tax draw was $836,034.57 and was received June 28.

• There were 3 checks over $6,000:

  • $9,599.47 to Jefferson County Treasurer for health insurance premiums.

  • $9,267.47 to Baker and Taylor Books.

  • $30,200 to Tim Boldery Construction for painting the downtown building outside. Shutters will be paid for separately as soon as repairs and painting are complete.

• The following transfer was made within the Operating Fund:

  • $11,000 was transferred from 3.146 eBook Services to 3.148 Public Databases

Joyce moved to accept the financial report as presented. Ryle seconded. Motion carried.

Director Terpening’s report

Adult Programming

• New Outreach Coordinator, Hannah Hughes was introduced to the Board and Terpening shared some of the new services she has been providing to outreach patrons.

• 12 events with 341 attendees. Programs doubled with the addition of in-person programs.

• Summer Reading had 129 participants reading 356 books as of June 30. The program continues until July 31.

• Hanover Book Group had 11 attendees. They read How to Fly by Barbara Kingsolver. This was the first collection of poetry read by the group.

• We hosted 3 meetings with 15 attendees. The sunroom at Hanover is now open for meetings.

Teen Programming

• 3 events with 63 attendees.

• Summer Reading had 36 participants with 94 cards turned in.

Children’s Programming

• 40 events with 822 attendees.

• Summer Reading had 164 participants with 320 cards turned in.

Circulation

• Down 14% from 2019 but continues to improve.

• eBooks were up 23% from 2019.

• Visitors are down about 30% from June.

• We had 17 new Facebook followers, a 4% increase in Instagram followers and a 25% increase in website visits. Our top social media post was the free T-shirts for Summer Reading participants.

Staff and Volunteers

• Terpening and Fife met with Jefferson County Genealogical Society to discuss digitization.

• Terpening asked Board members to send her a short bio and photo so she can feature them in our monthly newsletter.

Building

• Painting is complete inside and outside the Madison building.

• The automatic doors in the auditorium have been upgraded and now open and close much more quietly. The Friends will reimburse the Library for the cost.

Services

• We purchased an annual subscription to Niche Academy, a database of tutorial videos available to patrons and staff. It can be accessed through the Library website.

• A new state law requires Indiana political subdivisions to report cybersecurity incidents to the Indiana Office of Technology within 48 hours. Terpening has registered our Library and discussed it with AVC, our IT company.

Friends of the Library

• The last sale was cancelled due weather and a lack of volunteers. The big sale is still scheduled for July 23-25.

Correspondence

• We received a letter from an inmate at the jail requesting paperbacks. Hughes took them some of our weeded books.

• Indiana State Library sent a letter stating that our Library is in compliance with public library standards.

• Terpening sent a thank you note to Phillips Lumber and Millwork for donating a few pieces of lumber to the Library.

Continuing Business

• Ryle made a motion to donate the framed prints from the basement walls to the Friends to sell. Wurtz seconded. Motion carried.

New Business

• The following Board committees for 2021-2022 were appointed by Kathy Rosenberg: Personnel Committee; Wurtz, Joyce, Ryle. Finance Committee; Crafton, Phillips, Culp. Policy Review Committee; Rosenberg, Butler, Wurtz.

• Wurtz made a motion to approve the Amendment to the 2021 Personnel Policy. The amendment changes full-time employment from 40 to 35 hours per week. Crafton seconded. Motion carried.

• Ryle made a motion to approve closing the Library on August 9 for Staff Development Day. Wurtz seconded. Motion carried.

• Ryle made a motion to approve the 2022 Salary Scale as presented. Crafton seconded. Motion carried.

• Terpening shared the 2022 budget estimate. The DLGF workshop will be on August 3.

• New Board officers sign a new signature card for the bank.

Motion to adjourn at 5:10 P.M.

Approved 8/12/21

JEFFERSON COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
EXECUTIVE SESSION
3:30 P.M.

July 8, 2021

Present: Kathy Rosenberg, Kathy Crafton, Robyn Ryle, Kelly Joyce, Mary Kay Butler, Sally Wurtz, Judi Terpening

Not present: Terry Phillips

An executive session of the Jefferson County Public Library Board of Trustees was held at 3:30 P.M on Thursday, July 8, 2021 at 420 West Main Street, Madison, Indiana to discuss a job performance evaluation of an employee 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.