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Jefferson County Public Library

Meeting Minutes

November 2022

Approved 12/8/22

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

November 10, 2022

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

Not Present: Mary Kay Butler

President Crafton opened the regular meeting at 4:00 P.M. Joyce made a motion to approve the agenda. Rosenberg seconded. Motion carried.

No members of the public were present for the Public Hearing on the Internet Acceptable Use Policy.

Wurtz made a motion to approve the minutes from the October 13, 2022 regular meeting. Ryle seconded. Motion carried.

Treasurer’s Report & Approval of Claims
Culp gave the financial report:

  • Operating Fund expenditures October 14 through November 10, 2022 were $123,979.49. Expenditures from all funds were $139,469.26. Operating Fund receipts were $1,040.78. Receipts to all funds were $14,935.32. Balance in the Operating Fund as of November 10, 2022, was $1,237,607.62. Total bank balance was $1,733,168.71.

  • There were 2 checks over $6,000:

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

    • $7,686.62 to Baker & Taylor Books.

  • The following transfer was made within the Operating Fund:

    • $5,000.00 from 3.61 Buildings & Structures to 3.51 Gas.

Phillips made a motion to approve payment of claims in the amount of $139,469.26. Wurtz seconded. Motion carried.

Director Terpening’s report

Adult Programming

  • 17 events with 168 attendees.

  • There were 4 Online Drawing & Painting classes with 12 attendees.

  • 5 Landscape Painting & Portrait Drawing classes with 30 attendees.

  • Canary in the Coal Mine-Dr. William Cooke had 31 attendees.

  • Egyptology-Dr. Sean O'Neill had 8 attendees.

  • Hanover Book Group read The Lincoln Highway and had 10 attendees.

  • Red Cross Blood Drive had 46 attendees.

  • Older Hoosiers and Caregivers Community Conversation had 10 attendees.

  • 4-H STEM Discovery had 10 attendees.

  • Resilience: The Biology of Stress and the Science of Hope had 3 attendees.

  • Hope Community had 8 attendees for the wall hanging craft.

  • 27 Meetings with 127 attendees.

Children’s Services and Teens Programming

  • 14 programs with 1036 attendees.

  • Story Times had 40 attendees and Mother Goose on the Loose had 21.

  • Pet Parade had 15 animal participants with 17 people.

  • Pumpkin Decorating Contest had 18 entries and 143 online votes for People's Choice Award. Lego Club had 3 attendees.

  • How Many Seeds? Home School Program had 15 attendees.

  • Farmer's Market had 18 for Art Adventure and 20 for Face Painting.

  • Library booth had 652 visitors at the Madison Halloween Festival. Story Line had 36 calls.

Circulation

  • Circulation in all categories was up compared to 2021, although still a little below 2019.

  • Social media was also up. The library has 2,904 Facebook followers. Website usage went down a little.

Staff and Volunteers

  • Budget forms were uploaded to Gateway on October 14.

  • Hughes, Westmoreland and Zavala went to the DIY Conference for support staff in September.

  • Terpening and McAlister went to the Evergreen Indiana Regional Roundtable.

  • Terpening, Culp and Poling went to the annual AVC User Group meeting for updates to accounting and payroll software.

Community Involvement

  • Broadband Task Force is partnering with the 4-H program to assist with digital literacy programs.

Ongoing and Upcoming Events

  • Tiny Art Show-Holiday Style is going on through November and will be on display in December.

  • Take and Make Crafts for Teens, Adults and Kids are ongoing through November and December.

  • Monogrammed Door Craft for Teens and Adults had 10 attendees.

  • Caroling with Santa returns November 25 after a long break due to covid. The Friends will sponsor refreshments. The event includes caroling and a reading of The Night Before Christmas by Terpening. Then Santa will make an appearance and lead everyone to the fountain for the Light Up Madison Event.

Building

  • The Hanover Branch is getting new landscaping by Premier, courtesy of the Friends.

  • PSG Energy is in the process of touring the buildings in order to create an energy conservation report to compare with the one received from Veregy.

  • The HVAC controls company that Dunlap uses to do electronics, looked at the library controls and offered 3 options for the controls problem: fix one controller on one air handler unit; change the jace, which is outdated, or change the jace and all control panels. The third option would be best because the air handler units can be adjusted in-house by library management.

  • Rick Anderson from Veregy invited Board members, along with some other library directors, to Jennings County Library on November 18 to see what they have done with solar power there.

Technology

  • Evergreen will upgrade to Version 3.9 November 18-20. The Library will remain open.

  • Social Media Coordinator has been working on compressing the local yearbooks files and uploading them to the website.

Friends of the Library

  • FOL members will be creating a tree of books display again this year, and there will be a contest to guess how many books were used.

  • As a thank you for National Friends of the Library week, the Library provided a charcuterie board from the Creperie at the Friends monthly meeting.

Correspondence

  • Terpening shared a letter to board members from the City of Madison Redevelopment Commission about the Meeting and Annual Informative Presentation on November 1 regarding it's TIF allocation areas.

Continuing Business

  • Ryle made a motion to approve the Internet and Computer Use Policy with no changes. Wurtz seconded. Motion carried.

  • Terpening shared a revised proposal for staff raises showing the cost of 8%, 10% and $2.00 an hour. Her recommendation was at least 8%. She shared information about increases for State and County employees, and other libraries, as well as the Social Security increase of 8.9% and the Consumer Price Index of 8.3%. She assured the Board that the 2023 budget is fully funded and even at a 10% increase, personal services would be 64% of the total budget, which is well within the range recommended by the State Board of Accounts.

  • Phillips made a motion to increase salaries by 8%. Joyce seconded. After some discussion a vote was taken and there were 2 ayes and 4 nays. Motion did not pass. A new motion was made by Wurtz to increase salaries by 9%. Ryle seconded. A vote was taken and there were 4 ayes and 2 nays. Motion carried.

  • Terpening then asked if the increases could begin on the next paycheck. Ryle made a motion to begin the 9% salary increases on the next paycheck. Rosenberg seconded. Motion carried with 5 ayes and 1 nay.

New Business

  • The current Long Range Plan for 2020-2024 was reviewed.

  • Phillips asked to revisit continuing business about the wall repair. Terpening provided an estimate of $8,100.00 + potential repairs from Sandusky. Board members are concerned about the unknown cost of potential repairs and would like to have an itemized estimate before they make a decision.

Motion to adjourn by Ryle at 4:50 P.M. Joyce seconded. Meeting adjourned.