Meeting Minutes

July 2024

Approved 12/24/24

Jefferson County Public Library Board of Trustees
420 W. Main St., Madison, IN 47250
July 11, 2024 Regular Meeting

Present: Terry Phillips, President; Kelly Joyce, Vice-President; Joy Culp, Treasurer; Board Member; Sally Wurtz, Board Member; Kathy Rosenberg, Board Member; Kathy Crafton, Board Member; Judi Terpening, Director.

Not Present: Mary Kay Butler, Robyn Ryle.

President Phillips opened the meeting at 4:53 P.M. Wurtz made a motion to approve the agenda. Joyce seconded. Motion carried.

Crafton made a motion to approve the minutes from the June 13, 2024 regular meeting. Wurtz seconded. Motion carried.

Treasurer’s Report & Approval of Claims
June 14 through July 11, 2024

• Operating Fund expenditures were $146,153.67. Expenditures from all funds were $163,073.62. Operating Fund receipts were $928,694.28. Receipts to all funds were $945,025.71. Spring tax disbursement was $926,053.25. Balance in the Operating Fund as of July 11, 2024 was $1,604,224.90. Total bank balance was $2,214,553.45.

• There were 3 checks over $6,000:

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

  • $6,975.25 to Cardmember Services for Visa bill charges.

  • $14,738.53 to OCLC for annual cataloging subscription fee.

• A transfer of $2,000.00 was made from 3.99 Tuition Reimbursement to 3.97 OCLC, B&T Title Source.

Wurtz made a motion to approve the payment of claims in the amount of $163,073.62. Crafton seconded. Motion carried.

Director Terpening’s report
June Adult Programming

• 21 events with 230 attendees.

• Online Drawing & Painting Class had 10 attendees in 4 classes.

• Comics & Graphic Storytelling Art Show had 15 attendees.

• Introduction to Watercolor Class had 23 attendees in 2 classes.

• Art Class; Independent Study had 8 attendees.

• Beginning Salsa Dancing had 20 attendees in 2 classes.

• La Leche League had 18 attendees.

• Second Saturday Stitchers had 9 attendees.

• World Crafts; Azulejo Tiles had 21 attendees in 2 classes.

• Embroidery Hoop Picture Frames had 20 attendees in 2 classes.

• Red Cross Blood Drive had 46 attendees.

• Hanover Book Group read “I Must Betray You” by Ruta Sepetys and had 13 attendees. 

• Local Author David Kummer discussed his latest book “The Silent Forest” and had 4 attendees.

• Juneteenth Faith & Freedom; After Hours Documentary & Discussion had 17 attendees.

• Hope Community had 6 attendees for Windchimes Craft.

Meetings

• 24 Meetings with 96 attendees.

Outreach

• 26 deliveries and circulated 124 items.

Children’s & Young Adult: 39 Total Programs with 1,542 attendees
Children’s In-House Programs (All Ages)

• Mother Goose on the Loose had 59 attendees in 3 sessions.

• Story Time had 35 attendees.

• Touch-A-Truck Summer Reading Kickoff had 400 attendees.

• Bear Reading Buddy Craft had 34 attendees at Madison and 30 at Hanover.

• Beading Craft had 26 attendees.

• Silly Safari had 93 attendees for the morning show and 77 for the afternoon show.

• Rubik’s Cube Club had 4 attendees.

• Petting Zoo at Hanover had 300 attendees.

• Lego Club had 15 attendees.

Young Adult In-House Programs

• Decorate Bags Craft had 44 attendees.

• Paint and Plant Craft had 22 attendees.

• Sunglasses Craft had 23 attendees.

• Friendship Bracelets had 6 attendees at Hanover and 20 at Madison.

• Candy Craze: Chocolate had 20 attendees.

• Glass Cup Craft had 25 attendees.

• Stained Glass Craft had 31 attendees.

Children’s Outreach Programs

• Story Line had 40 calls.

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

• Girl’s Inc. Elementary age:

  • Crab Stories and Craft had 18 attendees in 2 groups.

  • Flight Story and Straw Airplane Craft had 18 attendees in 2 groups.

  • OK Book & Todd Parr Stories and Pipe Cleaner Bead Person Craft had 26 attendees in 3 groups.

• Boys & Girls Club Kids: Summer Reading Info and Origami Cup Catch Toy had 26 attendees in 2 groups.

• Southwestern Summer Care: 

  • Pre-K Story & Crab Craft had 22 attendees. 

  • Elementary age had 9 attendees for Straw Plane Craft.

• La Casa Amiga had 36 attendees for Bilingual Story and Crafts; I Will Fly Today and Circle Planes.

Young Adult Outreach

• Boys and Girls Club had 19 attendees for Candy Craze: Chocolate.

• Girls Inc. had 6 attendees for Decorate a Bag; 10 for Sunglasses Craft; 8 for Stained Glass Craft.

Social Media/Circulation Statistics

• Website had a 25% increase with 3,618 visits. 

• Local History website had 1,316 visits.

• Monthly newsletter went out to 4,526 recipients.

• Facebook followers are 3,667. Top post by engagement was the Touch-A-Truck Photos. Top post by reach was the Petting Zoo.

• Instagram followers were 774.

• Circulations in June were 16,956, down a little compared to 2023.

• Visits to the Library in June were 8,672.

Staff and Volunteers

• Terpening attended the Directors Roundtable at Lanesville. 

• Summer Reading is ongoing. 

• Terpening is looking into an alternate way of getting the Madison Courier put on microfilm. The vendor the Library has been using for years has been unable to provide microfilm copies since 2020. 

Ongoing and Upcoming Events

• Magic Show with C.R. Ryan will be July 16 at 6 P.M.

• Summer Reading Finisher’s Party will be July 20 at Noon in the Brown Gym.

• Book Discussion on July 23 at 5:30 P.M. with Author David Fierst about his book “Hidden Disgrace: Revealing the Distress Signals Covered by North American Indian Myths.” 

• Tiny Art Show voting goes until the end of July.

• A Public Interactive Art Project, inspired by Yeyoi Kusama, Princess of Polka Dots has been on the landing for patrons to add dots to. The banner is now on display above steps to the basement.

Community

• Library staff are working with Farmer’s Market, Girls Inc., Boys and Girls Club, and La Casa Amiga to provide outreach programs this summer.

Friends of the Library

• Pop-up Sidewalk Sales will be held on July 20 and August 17 from 10 A.M. to 1 P.M.

Buildings

• The garage door has not been working properly and after multiple service calls, it appears to be fixed.

• Back hallway behind the auditorium is being repainted.

• Terpening has been in conversations with architect Kevin Montgomery, who has submitted his proposed scope of services and professional fees. She also met with Veridas Group this week and is awaiting their proposal. One of the services they offer is an Owner’s Technical Representative. Many government units are using those for big projects because they can work with the Build, Operate Transfer (BOT) System, which was just started in Indiana in 2022. Terpening told the Board that we are only in the “gathering information” phase of a building project.

Technology

• Category 2 grant upgrade will be completed soon. AVC will install the new network switches and other equipment. When it’s complete we will be able to use 2GB service provided by ENA.  

Correspondence

• Received a letter from the State of Indiana and Historical Board that JCPL is in compliance with Public Library Standards.

Continuing Business

• Wurtz made a motion to accept the Board By-Laws as amended. Joyce seconded. Motion carried.

New Business

• President Phillips appointed new committees for July 1, 2024 through June 30, 2025. Personnel Committee is Ryle, Butler, Rosenberg. Finance Committee is Joyce, Culp, Crafton. Policy Review Committee is Phillips, Wurtz, Joyce.

• The 2025 Salary Scale was discussed and tabled until the August meeting.

• The state growth quotient has been set at 4% for 2025. Terpening will meet with the DLGF Field Rep on July 18 to go over the budget forms and she will have more information to report at the August meeting.

• Board officers Phillips, Joyce, and Culp signed a new signature card for the bank account at First Financial. Butler was not at the meeting but will sign as soon as she is available. 

Motion to adjourn by Crafton at 5:40 P.M. Joyce seconded. Meeting adjourned.