Meeting Minutes

October 2023

Approved 11/9/23

Jefferson County Public Library Board of Trustees
420 W. Main St., Madison, IN 47250
October 12, 2023 Regular Meeting

Present: Terry Phillips, Vice-President; Kelly Joyce, Secretary; Joy Culp, Treasurer; Kathy Rosenberg, Board Member; Sally Wurtz, Board Member; Mary Kay Butler, Board Member; Kathy Crafton, Board Member; Judi Terpening, Director.

Not Present: Robyn Ryle.

No members of the public were present for the 2024 Budget Adoption.

Vice-President Phillips opened the regular meeting at 4:00 P.M. Joyce made a motion to approve the agenda. Wurtz seconded. Motion carried. 

Crafton made a motion to adopt the 2024 Budget as presented at the public hearing on September 14, 2023. Joyce seconded. Motion carried. Budget adopted by a vote of 6 ayes and 0 nays.

Wurtz made a motion to approve the minutes from the September 14 regular meeting. Rosenberg seconded. Motion carried.

Treasurer’s Report & Approval of Claims
September 15 - October 12, 2023

• Operating Fund expenditures were $120,735.99. Expenditures from all funds were $137,492.06. Operating Fund receipts were $2,992.74. Receipts to all funds were $19,085.63. Balance in the Operating Fund as of October 12, 2023 was $1,337,275.61. Total bank balance was $1,839,365.38.

• There was 1 check over $6,000:

  • $11,878.52 to Jefferson County Treasurer for health insurance premiums. 

• There was one transfer within the Operating Fund:

  • $500.00 was transferred from 3.93 Traveling Expense to 3.22 Postage.

Joyce made a motion to approve the payment of claims for September 15 through October 12, 2023 in the amount of $137,492.06. Crafton seconded. Motion carried.

Director Terpening’s report

September Adult Programming 

• 13 events with 74 attendees.

• Landscape Painting & Portrait Drawing had 13 attendees in 3 classes.

• Online Drawing & Painting Class had 9 attendees in 4 classes.

• Second Saturday Stitchers had 5 attendees.

• Ghost Portraits craft had 26 attendees in 2 sessions.

• Hanover Book Group read “Palmares” by Gayl Jones. 8 attended.

• Hope Community residents made the Cheesecloth Ghosts craft.

• Crystallized Books craft had 7 attendees. 

• There were 23 Meetings with 128 attendees.

Outreach 

• 21 deliveries and circulated 138 items.

Teens

• Candle Painting had 13 attendees.

Children’s Programs 

• 13 programs with 397 attendees.

• Mother Goose on the Loose had 55 attendees in 3 sessions.

• All Ages Story Time at Hanover had 46 attendees in 3 sessions.

• Reading to Dogs had 30 attendees.

• Perler Bead Craft had 2 attendees.

• Rubik’s Cube Club had 2 attendees.

• Book Character Roundup had 108 participants at Madison and 47 at Hanover.

• Farmer’s Market had 50 visitors to the Library table and 22 made the “Sunshine and Rainbow Ribbon Craft.”

• Story Line had 38 calls.

• Hispanic Culture Festival at Eggleston had 65 attendees.

• Healthy Communities Youth Tailgate had 109 attendees.

Circulation

• Circulations were up to 14,364. That is 200 more than 2022.

• Visitors were 7,154. 

• Facebook was up 34.1%. Library promotional video engagement was up 21.4% and also up on Instagram. The Facebook post of a happy 5 year old receiving his first library card reached over 50,000 people. 

• Local History website hits were up to 1,004. Regular website was down 8%.

• NOW Courier still has not made a delivery to JCPL, but the State Library has assured libraries that progress is being made and deliveries will eventually return to normal.

Staff and Volunteers

• Culp celebrated 25 years of Library service in October. 

• Motsinger attended the Children’s Literacy Conference in Florence, Kentucky. 

• To celebrate Library Card Sign Up Month in September, new patrons were entered into a drawing to receive a prize. In addition, printing was free to anyone who applied for a card. Staff members Joslin and Knoll tied for issuing the most new cards, registering 12 patrons each. A total of 106 new cards were issued in September.

• Staff assisted with the FOL Fall Book Sale.

• There was a staff meeting on October 5.

• Terpening is considering adding an additional custodian in order to have one for each building.

• Personnel evaluations are ongoing and should be complete by the end of October.

• Former staff member Sandy Thurman passed away on September 22. He had worked as a shelver, assisted with outreach deliveries and transits, and served as Treasurer of the Friends of the Library.

Ongoing and Upcoming Events

• All Ages – Over 100 people have signed up for the Tiny Art Show. Pet Parade is October 21; Glow in the Dark crafts is October 28; Pumpkin Decorating Day and Contest is October 25. This year the Library will supply patrons with a pumpkin to decorate and enter in the contest or they can bring their own decorated pumpkin to enter.

Community

• Outreach Coordinator Hughes was invited to Madison Consolidated High School to talk to students in the JAG (Jobs for American’s Graduates) program about what is needed to work at a library. A library degree is not necessarily required and some positions do not require a degree at all. As a college graduate, Hughes was able to share from her own experience.

• Story Walk ribbon cutting was featured in the DNR email and the Madison Courier.

• The Children’s Department represented the Library at the Healthy Communities Youth Tailgate Event, Farmer’s Market and the Hispanic Culture Festival.

Technology and Services

• Terpening and Hendricks are working on expanding services through Mailchimp, the vendor that sends out the Library’s monthly newsletter. New patrons would receive a welcome email and subsequent emails telling them about other library services. 

Friends of the Library  

• The Fall Book Sale made about $3,200.00 in addition to the $1,000.00 already made at Sidewalk Sales.

Buildings

• Ohio Valley Plumbing will replace both toilets at the Hanover Branch. They have been there since the Branch opened in 2010 and have been leaking and running off and on causing a higher water bill. One of the automatic sink faucets also stopped working and will be replaced.

Correspondence - None

Continuing Business - None

New Business

• McAlister has been researching vendors for security cameras for both Library buildings. They have met with three vendors and received the following quotes: Koorsen $42,992.39; AVC 24,288.36; Sonitrol $21,190.50. Sonitrol offered the lowest price and the best service agreement. Terpening agreed. Butler made a motion to hire Sonitrol for the quoted price and service agreement. Rosenberg seconded. Motion carried.

• Terpening presented information for discussion of staff raises for 2024. She gave Board members a spreadsheet showing how much a 3% and 4% raise would impact the budget. The State growth quotient for the 2024 budget was 4%. Social Security increase will be 3.2%. Butler made a motion to give all staff members a 4% raise for 2024. Crafton seconded. Motion carried.

• The public hearing for the Internet Acceptable Use Policy is set for the November 9 Board meeting.

• Culp requested to close the Refund Fund, which has had no activity for several years and is no longer needed. The balance of $15.47 would be transferred back to the Operating Fund. Joyce made a motion to approve the Resolution to Close the Refund Fund. Wurtz seconded. Motion carried. 

Motion to adjourn by Wurtz at 4:40 P.M. Crafton seconded. Meeting adjourned.