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Jefferson County Public Library

Meeting Minutes

September 2021

Approved 10/14/21

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

September 20, 2021

Present:
Kathy Crafton, Vice-President
Joy Culp, Treasurer
Terry Phillips
Kelly Joyce
Mary Kay Butler
Judi Terpening, Director
Jess McAlister, Patron Services Coordinator

Not present: Kathy Rosenberg, Robyn Ryle, Sally Wurtz

Public Hearing on the 2022 Budget
No members of the public were present. 

The regular meeting was opened at 4:04 P.M. by Vice-President Crafton. Butler made a motion to approve the agenda as presented. Joyce seconded. Motion carried. 

Minutes
Phillips made a motion to approve the minutes from the August regular meeting. Butler seconded. Motion carried. Since Ryle was not present to sign the August meeting minutes, Joyce was appointed Secretary Pro tem for this meeting on a motion by Phillips and a second by Butler.

Financial Report
Culp gave the financial report:

  • Operating Fund expenditures August 13 through September 20, 2021 were $136,682.74. Expenditures from all funds were $157,799.68. Operating Fund receipts were $1,936.30. Receipts to all funds were $21,954.99. Balance in the Operating Fund as of September 20 was $1,406,443.42. Total bank balance was $1,896,792.01.

  • There were 2 checks over $6,000:

    • $9,599.47 to Jefferson County Treasurer for August health insurance premiums.

    • $9,666.16 to Jefferson County Treasurer for September health insurance premiums.

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

Director Terpening’s report

Adult Programming

  • 9 events with 76 attendees.

  • There were 5 online Drawing and Painting classes with 23 participants and 2 in-person classes with 7 participants.

  • Red Cross Blood Drive had 41 attendees.

  • Hanover Book Group had 14 attendees.

  • We hosted 5 meetings with 5 attendees.

Children’s Services and Teens Programming

  • 1 program with 49 attendees.

Circulation

  • Adult circulation of physical items is still down but circulation of Children's books is up.

  • E services are up.

  • Visitors were down about 30% per day.

  • Social media usage was about the same.

Staff and Volunteers

  • Highlighting Board members began with Robin Ryle in the September newsletter.

  • Terpening, Culp and Poling attended a TrustINdiana Public Funds webinar. Topics included investments, legitimate expenses and fraud.

  • Rike and Westmoreland attended the ILF Youth Services 2-day Conference in Muncie.

  • 8 staff members attended the DIY (Difference is You) Conference online.

Building

  • Beginning September 7 new hours for Madison are Monday through Friday 10am-7pm and Saturday 10am-4pm. Hanover Branch is open 10am-5:30pm Monday through Friday.

  • There are 3 broken windows at the Hanover Branch. One has been fixed. Glass unlimited is taking care of the repairs. The other two are in the back and damage appears to have been accidental.

  • The shutters have been returned to the library until a decision is made about whether to repair or replace them. Terpening will look into the cost of both.

  • Since most of the tutoring is now taking place at the Clearinghouse, all of the literacy books at the library were turned over to them.

  • Premier Landscaping, who mows and trims at Madison will now also mow and trim at the Hanover Branch. The Town of Hanover had previously been mowing there.

  • Some moisture damage was found in a hallway wall next to the auditorium. The space is rarely used by the public. It appears to be caused by old mortar from the original foundation. A contractor looked at it and said that he can put up new drywall and use a moisture barrier. He also suggested running a dehumidifier.

Programs

  • September is "Library Card Sign up Month" so everyone who signs up for a new library card will be entered in a drawing. There will be one prize for children and one for adults.

  • The 9/11 program with posters will be on display in the auditorium for a few more days.

  • First Financial Bank will be presenting a financial program for the public in October.

  • Art classes are continuing in person and online.

  • Participants are currently working on landscape painting and drawing that is part of the Water/Ways Program.

Services

  • A second phone line will be added in Local History for the new assistant's desk.

  • A new database from World Trade Press that is geared toward kids has been added to library e-content. It includes A-Z World, Maps Online and Food. Terpening asked some local media specialists for their opinions on which ones would be most beneficial to students.

Technology

  • More laptops are ordered for replacements and for teleworking.

  • Some equipment for the digitization project with the LSTA grant money has also been ordered.

Friends of the Library

  • The fall book sale will be held September 23-26. They are accepting donations.

Correspondence

  • The Community Foundation report for the second quarter of 2021 included the following: Investment results were 5.64% and our endowed assets were up 14.71% through June 30.

  • Dianne Hill sent a card thanking the library for the 9/11 display. She was the Library Director on that day in 2001. She plans to speak with Motsinger personally to thank her for setting it up. She also complimented Terpening for the Library's growth under her leadership.

Continuing Business

  • Joyce made a motion to approve the Internal Controls Policy. Butler seconded. Motion carried.

New Business

  • Joyce made a motion to approve the Confidentiality of Library Records with recommended changes as presented. Butler seconded. Motion carried.

Motion to adjourn at 4:50 P.M.