Meeting Minutes

June 2022

Approved 7/14/22

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

June 9, 2022

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

Not present: Kathy Rosenberg, President; Robyn Ryle, Secretary.

The meeting was opened at 4:02 P.M. by Vice-President Crafton. Butler made a motion to approve the agenda. Wurtz seconded. Motion carried.

Wurtz made a motion to approve the minutes from the May 12, 2022 regular meeting. Crafton seconded. Motion carried.

Financial Report
Culp gave the financial report:

• Operating Fund expenditures May 13 through June 9, 2022 were $112,950.66. Expenditures from all funds were $126,892.69. Operating Fund receipts were $6,600.44. Receipts to all funds were $21,327.85. Balance in the Operating Fund as of June 9, 2022, was $992,884.27. Total bank balance was $1,494,268.36.

• There was 1 check over $6,000:

  • $9,903.72 to Jefferson County Treasurer for health insurance premiums.

Phillips made a motion to approve payment of claims in the amount of $126,892.69. Wurtz seconded. Motion carried.

Director Terpening’s report

Adult Programming

• 17 events with 249 attendees.

• Tiny Art Show had 108 participants.

• There were 4 Online Drawing & Painting classes with 21 attendees.

• 4 Landscape Painting & Portrait Drawing classes with 19 attendees.

• Scanning Your Memories had 11 attendees.

• 20 Candle Craft Kits were picked up at Madison and 14 at Hanover.

• Flower Pot Suncatcher Event at Hope Community had 5 attendees.

• Flower Pot Suncatcher Event at Jewel Place had 14 attendees.

• Plant Exchange at Madison had 32 attendees.

• Food Security Strategies had 5 attendees.

• There were 8 meetings with 52 attendees.

Children’s Services and Teens Programming

• 103 programs with 2,091 attendees.

• Mother Goose on the Loose had 15 attendees.

• All Ages Story Time at Hanover had 12 attendees.

• Garden Tea Party had 27 attendees.

• Motsinger visited 7 schools and talked to 1572 students about Summer Reading. She also led Kindergarten tours for 58 children.

• Trained all staff on Beanstack, the new online Summer Reading app.

• Westmoreland spoke to 100 students at Southwestern Jr./Sr. High school about Summer Reading

• 38 Story Line calls.

Circulation

• All circulations were up from 2021.

• People counts were up by 21% from May 2021.

Staff and Volunteers

• College student Lizzie Jackson and high school student Parker Dorten were hired as summer interns and will be helping in the Children's Department.

• Met with all staff about the new proposed PTO policy.

• Had a staff meeting on June 1 to discuss Summer Reading.

Community Involvement

• Outreach Coordinator Hughes set up at the Farmer's Market and interacted with about 75 people.

• Arvin Sango and Psi lota Xi Sorority are sponsoring Summer Reading this year.

• Friends of the Library sponsored Kona Ice at the Touch-a-Truck event. Final attendance numbers are not yet available.

Ongoing and Upcoming Events

• Mystery Reading Buddy - children make their own stuffed animal and get a free book.

• Upcoming Teen programs - Chocolate Unwrapped, Beaded Critters, Tie-Die with Bleach.

• Tiny Art Show will be on display through June. There will be Judge's Choice award by Library staff and People's Choice award by votes on Facebook.

• Silly Safaris will be here on June 22.

• Library will close at 5 P.M. on Friday, July 1 because of the parade.

Technology

• Evergreen was offline the Saturday before Memorial Day.

Miscellaneous 

• Terpening proposed eliminating charges for faxes and printing under $5.00. Board members requested more information before they decide. It was decided to have staff begin manually tracking all incoming charges for faxes, printing, copiers and donations separately and provide that information to the Board at a later date.

• A shredding truck came to the Library on May 26 and shredded 24 boxes of various documents that had been approved for destruction by the Indiana Archives and Records Administration (IARA).

• The Patron Behavior Policy was discussed because of the passage of HEA 1296 on July 1. No changes were made to the current policy at this time.

Friends of the Library

• Pop-up book sales will be held the last Saturday of June, July and August from 10 A.M.- 2 P.M. Income from the Spring Sale was $2300.00.

Correspondence

• Received the 1st quarter of 2022 report from the Community Foundation. Investment results for the Library Endowment were -2.79%.

• Received a letter to the Board from the Madison Redevelopment Commission about the TIF allocation.

• Terpening requested and received an estimate from Buckland and Associates for inventory services, including fixed assets for the Library. Further discussion was tabled until a later date.

• The Board would like to have the Snyder paintings appraised.

Continuing Business

• Discussion continued on the Personnel Policy changes. Terpening has met with all staff members about the proposed PTO policy and responses have been positive. The policy was

  tabled until the July meeting.

New Business

• Wurtz made a motion to approve the Resolution for Transition to New Leave Policy 2022-2023, which does not indicate approval of the Personnel Policy. Butler seconded. Motion carried.

• The current Board By-Laws were reviewed. Reference to Indiana Code 36-12-2-20 will be added to Article XI: Attendance. Phillips made a motion to approve the policy as amended. Butler seconded. Motion carried.

• A motion was made by Joyce to approve the Slate of Board Officers to serve from July 1, 2022 through June 30, 2023. Crafton seconded. Motion carried. Crafton will be President, Ryle will be Vice-President, Phillips will be Secretary and Culp will be Treasurer.

Motion to adjourn by Phillips at 5:53 P.M. Butler seconded. Meeting adjourned.