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Jefferson County Public Library

Meeting Minutes

May 2020

Approved 6/11/20

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

May 14, 2020

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

Not Present:
Barbara McKinney

The regular meeting was opened at 4:07 P.M. by President Butler and the agenda was approved on a motion by Wurtz and a second by Joyce.

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

Financial Report
Culp gave the financial report:

  • Operating Fund expenditures April 10 through May 14, 2020 were $122,882.06. Expenditures from all funds were $141,145.99. Operating Fund receipts were $373.07. Receipts to all funds were $25,971.19. Balance in the Operating Fund as of May 14 was $785,969.17. Total bank balance was $1,332,484.13.

  • There were 2 checks over $6,000:

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

    • $11,634.00 Selective Insurance for Commercial Package and Worker’s Comp annual premiums.

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

Director Terpening’s report

Adult Programming

  • 5 events with 172 attendees.

  • The Red Cross blood drive was held in the Madison auditorium on May 7. The next one will be June 4.

Teen Programming

  • 1 event with 1 attendee.

  • One of our teen volunteers wrote a book review which is available on Wowbrary.

Youth Services

  • 12 events with 594 attendees.

  • Donated books and activity packets to Boy’s and Girl’s Club for the meal delivery program.

  • Motsinger did story time online every Wednesday.

  • Motsinger also set up everything online for the Jefferson County Community Art Show. Terpening shared slides of the winning art work with the Board.

Circulation

  • 22 people signed up for library cards in April.

  • Hoopla and Overdrive had 400 more checkouts than in March.

Staff

  • Emergency staff pay ended as of May 10. All staff must be available to work on their scheduled days or use leave time. However, all staff will not be working in the buildings. Many are continuing to telework. In addition to their usual jobs they are able to do remotely, most staff members are doing webinars related to the pandemic and cleaning protocols and learning new online tools. Staff members have been submitting weekly journals outlining their work at home. Shifts are staggered when staff are working in the buildings together.

  • One staff member is using FFCRA leave. We have one staff member off on non-Covid related medical leave. Our two high school pages have been laid off. One staff member is immunocompromised and will continue to telework.

  • We have been having weekly virtual staff meetings during closing but we had our first in person staff meeting in April, adhering to social distancing guidelines.

  • Two staff members had unused vacation time they were supposed to use during the emergency closings. Because of the unusual circumstances they were given six more months to use it.

Building & Grounds

  • Gutters were cleaned at Madison.

  • We are getting estimates from two contractors for the exterior building repairs.

  • Carpet and vent cleaning are finished at both buildings.

  • Our maintenance man repaired the light on the front porch that fell and broke during a windstorm several weeks ago. he replaced the glass, painted it, and fastened it securely.

Donation

  • Margaret Seifert, a former Board member, who recently passed away has named the Hanover Branch Library as a beneficiary in her will. To date, we have received $6,587.63. Additional funds will be received later from her various investments. Terpening drafted a thank you letter for her husband, which all Board members signed.

Grant

  • We received a Rapid Response Grant from the Community Foundation for $1,800.00. It will be used to purchase PPE supplies, such as sneeze guards, gloves, hand sanitizer, etc.

  • Terpening will be applying for some grants as well.

Covid-19

  • As part of our enhanced cleaning protocols, all returned items, including transits, are quarantined for 72 hours before they are processed, cleaned, and re-shelved.

  • Covid-19 Resources and Safeguards are posted on the Library website.

Friends of the Library

  • The spring book sale was cancelled and they are not taking donations of materials at this time. They will not meet in April.

Correspondence

  • We received a thank you note from Puroclean who cleaned our vents and carpets.

Continuing Business

  • Riddle made a motion to approve the updated Personnel Policy, with changes. Joyce seconded. Motion carried.

  • The following documents, which had been approved at the April virtual meeting were signed”

    • Resolution to Close Library Buildings During Public Health Emergency 2020

    • April Register of Claims

    • March 12, 2020 Board Minutes

New Business

  • Terpening covered our Phased Re-Opening Plan which had previously been shared with Board members and was also submitted to the County Health Department.

  • The following officers were nominated for 2020-2021: Sally Wurtz, President; Kathy Rosenberg, Vice-President; Joy Culp, Treasurer. The newest Board member, who will replace Dana Riddle will be added to the Slate of Officers as Secretary. The appointment should be made at the County Commissioners monthly meeting on June 4. Kelly Joyce and Kathy Rosenberg are up for reappointment this year and Terpening will contact those appointing bodies.

Motion to adjourn by Phillips at 5:20 P.M.