Text Size:
My Account Locations & Hours Events
Tutorials Email Us Follow Us on Facebook Follow Us on Instagram Subscribe to our YouTube Channel
Questions? Email a Librarian

Jefferson County Public Library

Meeting Minutes

March 2020

Approved 4/9/20

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

March 12, 2020

Present:
Mary Kay Butler, President
Kathy Rosenberg, Secretary
Joy Culp, Treasurer
Dana Riddle
Terry Phillips
Judi Terpening, Director
Jessica McAlister, Patron Services Coordinator

Not Present:
Sally Wurtz, Vice-President
Kelly Joyce
Barbara McKinney

The regular meeting was opened at 4:00 P.M. by President Butler and the agenda was approved on a motion by Rosenberg and a second by Phillips.

Minutes
Phillips made a motion to approve the minutes from the regular February meeting as presented. Rosenberg seconded. Motion carried.

Financial Report
Culp gave the financial report:

  • Operating Fund expenditures February 14 through March 12, 2020 were $111,824.88. Expenditures from all funds were $124,524.69. Operating Fund receipts were $3,851.63. Receipts to all funds were $15,913.66. Balance in the Operating Fund as of March 12 was $989,282.17. Total bank balance was $1,525,526.00.

  • There were 2 checks over $6,000:

    • $9,929.27 to Jefferson County Treasurer for health insurance premiums (Library paid $7,875.85).

    • $26,585.71 to AVC for 20 new staff computers ($23,217.99); one-time onboarding fee ($1,526.00); monthly billing pro-rated for February and all of March ($1,841.72).

  • The Annual Financial Report for 2019 was submitted on February 27, 2020 and advertised in the Madison Courier as required.

Phillips asked what was included in the annual preventative maintenance fee for DeBra-Kuempel. Terpening will bring that information to the March meeting for the Board to review. They would like to compare their cost and services with other HVAC companies to see if a reduction in cost is possible.

Phillips moved to accept the financial report as presented.  Riddle seconded. Motion carried.

Director’s report
Terpening reported the following:

Adult Programming

  • 15 events with 194 attendees.

  • “Amazing Grace” film had 25 attendees.

  • Drawing and Painting class had 35 attendees.

  • Beginning Photography (2 classes) had 30 attendees.

Teen Programming

  • 8 events with 16 attendees.

  • Girls Who Code program had 13 attendees.

Youth Services

  • 18 events with 319 attendees.

  • We partnered with the Kindred Folk Society to host a children’s music performance by Evan and Vanessa. 65 attended.

  • We partnered with the Oak Heritage Conservancy to host a bird program where 12 participants made bird feeders and viewed nature films about birds.

  • Motsinger visited Sandstone again in February.

Circulation

  • Circulations are down slightly which is normal for February but database usage increased.

  • The self-checkout was moved to the circulation desk so staff could more easily offer help. That has increased its usage.

Programs and Services

  • We are hosting an art competition in collaboration with Psi Iota Xi from May 7 and 8. Registration deadline is April 25.

  • Park Hop presented by Oak Heritage Conservancy is going from March 6 - April 4.

  • Our outreach coordinator is starting the Talking Book Program for the visually impaired.

  • We have a new Evergreen profile for children that will enable them to apply for a library card through their school without their parents having to come into the library. It would only be good for one year and give them access to ebook services and up to three physical items.

  • Fife is writing an LSTA grant and has already applied for a National Humanities grant. She hopes to have a consultant come in to help with digitization of local history materials.

  • The Census Bureau has been set up in the library several times to do recruiting.

Staff

  • A decision has not yet been made about hiring for the Collection Development position.

Training

  • We had Staff Development Day on February 17. Officer Brad Demaree spoke to staff about proper handling of drugs found in or around the buildings and drug related issues with patrons.

  • Terpening attended the Director’s Roundtable.

Building & Grounds

  • PuroClean, a local company, has been hired to clean the ducts and vents at Madison and Hanover.

  • The biennial boiler inspection was completed and passed with no issues.

Technology

  • Onboarding with AVC went very well. We are pleased with their service.

  • We have finished gathering the results of our website survey. Staff member Jillian Hendricks will now be reorganizng the website and making it more user friendly.

Miscellaneous

  • Madison Iron Works recommended that we keep the pieces of iron fence that were found in case they are needed for any future remodeling or repairs. We will not be selling it.

Emergency Closings

  • Terpening shared our current policy regarding emergency closing of the library, which could be a possibility because of the Coronavirus.

  • Terpening would like to go ahead and forgive fines and extend due dates for patrons that do not want to come into the library because of the virus. Board had no objections.

Friends of the Library

  • March 17th meeting has been cancelled.

Correspondence

  • Received the quarterly report from the Community Foundation. Investments for the 4th quarter of 2019 were up by 6.95%. Endowed assets for all of 2019 were up 21%.

  • Received a memo from the State Library regarding the Coronavirus with links to helpful websites. We have been checking those regularly.

Continuing Business

  • The 2019 Library Annual Report has been signed and submitted.

  • A motion was made by Phillips to approve the resolution to Establish Non-Resident Fees at $38.00 per year effective March 12, 2020. Seconded by Riddle. Motion carried.

  • The DeBra-Kuempel contract was reviewed. Terpening has talked to surrounding libraries about who they contract with for HVAC services and she is checking out other companies to compare with. Phillips requested detailed copies of DeBra-Kuempel invoices for 2018 through 2020 to review. Culp will email those to him.

New Business

  • Riddle will be retiring from the Board this year after 16 years of service. Terms for Rosenberg and Jpyce are due for renewal this year. Terpening will contact the appointing body for each.

  • National Library Week is April 19-25. Board discussed how to show their appreciation to staff.

  • Events are planned for the 10th anniversary of the Hanover Branch on April 10

Motion to adjourn by Rosenberg at 5:00 P.M.