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Jefferson County Public Library

Meeting Minutes

November 2023

Approved 12/14/23

Jefferson County Public Library Board of Trustees
420 W. Main St., Madison, IN 47250
November 9, 2023 Regular Meeting

Present: Robyn Ryle, President; Terry Phillips, Vice-President; Joy Culp, Treasurer; Kathy Rosenberg, Board Member; Sally Wurtz, Board Member; Mary Kay Butler, Board Member; Kathy Crafton, Board Member; Judi Terpening, Director; Jess McAlister, Assistant Director.

Not Present: Kelly Joyce.

President Ryle opened the regular meeting at 4:00 P.M. Butler was appointed Secretary Pro Tem. Butler made a motion to approve the agenda. Wurtz seconded. Motion carried.

No members of the public attended the Public Hearing for the Internet Acceptable Use Policy. Rosenberg made a motion to approve the policy as presented. Crafton seconded. Motion carried.

Wurtz made a motion to approve the minutes from the October 12 regular meeting. Rosenberg seconded. Motion carried.

Treasurer’s Report & Approval of Claims
Ocotber 13 – November 9, 2023

  • Operating Fund expenditures were $135,124.63. Expenditures from all funds were $151,704.23. Operating Fund receipts were $3,071.13. Receipts to all funds were $20,241.68. Balance in the Operating Fund as of November 9, 2023 was $1,205,222.11. Total bank balance was $1,707,902.83.

  • There were 3 checks over $6,000:

    • $11,819.06 to Jefferson County Treasurer for health insurance premiums.

    • $7,064.00 to Sonitrol Security Systems for 1/3 deposit on security camera installation.

    • $7,692.09 to Baker & Taylor Books for September and October book orders.

  • The following transfers were made within the Operating Fund:

    • $1,000.00 from 2.33 Repair Parts to 2.11 Official Records.

    • $5,000.00 from 3.12 Engineering and Architectural to 3.14 Other Professional Services.

    • $2,500.00 from 3.144 Programming Special to 3.148 Public Databases.

    • $2,000.00 from 3.23 Travel Expense to 3.24 Professional Meetings.

    • $3,500.00 from 4.81 Microforms to 4.51 Adult Books.

Crafton made a motion to approve the payment of claims for October 13 through November 9, 2023 in the amount of $151,704.23. Butler seconded. Motion carried.

Director Terpening’s report

October Adult Programming

  • 17 events with 374 attendees.

  • Landscape Painting & Portrait Drawing had 13 attendees in 5 classes.

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

  • Hanover Book Group read Tomorrow and Tomorrow and Tomorrow by Gabrielle Zevin. 12 attended.

  • In celebration of Banned Books Week, the Library hosted a discussion of The Fault in Our Stars by John Green, led by Ruth Turner. 12 attended.

  • Tiny Art Show had 130 kits picked up and 72 entries.

  • Red Cross Blood Drive had 56 attendees.

  • Hope Community residents had 5 attendees for pumpkin decorating.

  • Hickory Creek residents had 4 attendees for pumpkin decorating.

  • Face Painting at Farmer's Market had 60 attendees.

  • There were 25 Meetings with 167 attendees.

Outreach

  • 24 deliveries and circulated 147 items.

Teens

  • Pet Ghosts had 16 attendees.

Children’s Programs

  • 11 programs with 215 attendees (includes Teens).

  • Mother Goose on the Loose had 49 attendees in 2 sessions.

  • All Ages Story Time at Hanover had 12 attendees in 1 session.

  • Lego Club had 21 attendees.

  • Home School Meet & Greet had 30 attendees.

  • Glow in the Dark Crafts had 18 attendees.

  • Pet Parade had 15 participants.

  • Pumpkin Decorating Program had 24 attendees.

  • Pumpkin Decorating Contest had 30 entries.

  • There were 460 votes for the People's Choice award.

  • Story Line had 89 calls.

Circulation

  • Total circulations had a 5% increase over 2022 and a 9% increase over 2021.

  • Visitors were 7,500.

  • Newsletter now has 4,236 subscribers.

  • Library Facebook page now has 3,342 followers and 711 followers on Instagram.

  • Local History website visits were up a little and regular website visits were down a little.

  • Local History Assistant Zavala did family genealogy research for Teen Librarian Westmoreland and they made a video discussing what was discovered. The video was included in the monthly newsletter.

Staff and Volunteers

  • Staff Evaluations are complete.

  • All budget forms for 2024 have been submitted in Gateway.

  • Nine staff members will attend the ILF Conference in Indianapolis in November.

  • The Library was going to be closed on November 17 due to an Evergreen upgrade, but that has been rescheduled until January. Since staff schedules had already been rearranged and a dumpster scheduled to be delivered, Terpening requested to go ahead and close the Library to the public that day for weeding and cleaning.

Ongoing and Upcoming Events

  • "Hidden in Plain Sight: Recognizing the Signs of Youth Vaping" will be presented by CASA and Norton King's Daughters Hospital on November 29 at noon.

  • Tiny Art Show voting has ended but entries will be on display all of November.

  • Other ongoing events are Salsa Dancing classes; Russ Vossler's Acrylics class; Spin-Art Class.

  • Caroling with Santa will be November 24.

  • The Library's Twinkle Town Christmas Tree in Hanover will be on display by November 25.

Community

  • Outreach did Pumpkin Decorating at Hope Community and Hickory Creek.

  • Hughes and McAlister did face painting at Farmer's Market.

  • Broadband Task Force did Trunk-or-Treat at the 4-H Fairgrounds. The Library provided digital literacy coloring books.

  • Madison Library was a Teal Pumpkin location on Halloween.

Technology and Services

  • Cybrarian was upgraded.

  • Evergreen will be upgraded in January but it will probably be an overnight process.

Friends of the Library

  • FOL will have a Holiday Book Sale on December 16 from 10 A.M. to 4 P.M.

Buildings

  • The inside of the elevator cab will be getting a facelift soon. Fiction Wraps will be covering the walls with vinyl. Terpening asked for the Board's input on choosing a favorite of 3 designs offered. A community member requested that the Library put a bench in front of the Library and that they would be willing to purchase the bench. The Board discussed it but no decision was made yet. McAlister said the Library is signed up to participate in the Madison Christmas Parade.

Correspondence

  • An unknown person is sending letters to area churches and using the Library's return address. Several of the letters have been returned to the Library by the post office. The contents of the letters are all of a political and religious nature. Terpening turned them over to local law enforcement.

Continuing Business - None

New Business

  • Crafton made a motion to approve the Patron Behavior Policy as amended. Butler seconded. Motion carried.

  • Terpening discussed proposed changes to the Long Range Plan, which is due for review in 2024.

  • The Treasurer's salary for 2024 was discussed. Since the policy for salaried employees was changed from annual to a bi-weekly amount, it needed to be reviewed. The last increase was in 2018. Phillips made a motion to change and increase the Treasurer pay from $2,500.00 annually to $125.00 bi- weekly. Butler seconded. Motion carried.

Motion to adjourn by Phillips at 4:51 P.M. Wurtz seconded. Meeting adjourned.