Meeting Minutes

February 2019

Approved 3/14/19

420 W. MAIN ST. MADISON, IN 47250

February 14, 2019

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

Not Present:
Sally Wurtz, Secretary
Barbara McKinney

The meeting was held at the Hanover Branch Library and opened at 4:03 P.M. by President Joyce.


  • Phillips moved to accept the minutes from the January regular meeting as presented. Butler seconded. Motion carried. Culp noted a correction on the 2018 Investment Report presented at the January Board of Finance meeting. The amount of interest earned on the Michael Garber Trust was corrected to $1556.16. Phillips moved to accept the minutes from the January Board of Finance meeting as amended. Butler seconded. Motion carried.

Financial Report
Culp gave the financial report:

  • Operating Fund expenditures January 11 through February 14, 2019 were $99,837.08. Expenditures from all funds totaled $113,688.95. Operating Fund receipts totaled $4566.38. Receipts to all funds totaled $16,049.18. Balance in the Operating Fund as of February 14 was $914,774.23. Total bank balance was $1,437,087.56.

  • There were 3 checks over $6000:

    • $10,119.12 to Jefferson County Treasurer for health insurance premiums ($7940.60 paid by Library).

    • $6116.88 pre-paid to OCLC for the next 6 months of cataloging access on the Subscription Payment Program. We earned $23.95 for the first 6 months.

    • $9526.40 to DeBra-Kuempel. Annual preventative maintenance was $9109. There was also a charge of $417.70 for a service call to check on a leak in Genealogy.

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

Director’s report
Terpening reported the following:

Adult Programming

  • 20 events with 471 attendees.

  • Oil Painting Class is being co-sponsored again this year by Psi Iota Xi Sorority.

  • Bicentennial Holiday Reading Program ended with 205 participants reading 1248 books.

Youth Services

  • 20 events with 288 attendees.

  • Dominique Battles is leading another session of Young Writer’s Workshop for 4th-6th graders.

  • Reading to Dogs program continued in January.

  • Dramatic Play Centers have been set up in the Children’s Department at both libraries. We have a pizzeria at Madison and kitchen/baking area at Hanover.

  • We hired Jillian Hendricks as a part-time Library Assistant for the Children’s Department. She has professional experience working with youth.


  • New statistics were added to the circulation report for Outreach and Hoopla.

  • January 2019 circulations have increased over 600 from January 2018. A lot of the increases were in OverDrive and Hoopla.


  • The Category 2 funding bid process has ended. We had three bids and chose Midwest Data. Their bid was the most reasonably priced and they will do all the work. Our consultant at AdTech is now working on the necessary paperwork so we can proceed with the program installation.

  • Since fewer people are using our public computers and instead are using their own devices, we have removed some computers that were not working well and have installed charging stations that patrons can use to charge their laptops and other devices.

Building and Grounds

  • Roof replacement was completed at the Hanover Branch but there have been some new leaks there. DWC has assigned us a new project manager who is working to resolve the leaking issues. Roof replacement on the three buildings at Madison has not yet begun

  • The sunroom at the Hanover Branch has been flooding due to all of the rain we have had. We have tried various methods to divert the water from pooling there but nothing seems to work. Terpening met with Gregory Kline, who does our landscaping and he is going to give us an estimate for running a drain from that area.

  • Phillips suggested that after the flooding problem is resolved, we might want to consider making some improvements to the sunroom. It is a nice space but noisy. Carpet and a glass door could make it a quieter and more private space for meetings.


  • We hired Megan Randall for the position of Teen Librarian. She moved here from Iowa and has a strong background in library work.

  • Terpening is now on the County’s Health Insurance Committee. She will be representing the Library in discussions and decisions about future health insurance for Jefferson County employees.

  • Our Staff Development Day will be held on February 18. Hoosier START will do a presentation and be available for enrollments and questions. Two representatives from ENA will do a presentation on cyber security. A staff meeting, lunch, and other activities have also been planned for the day.


  • The Madison Courier interviewed Inman and Terpening about the Harwood Innovator’s Lab they will attend in March with McAlister and Motsinger. The Courier plans a follow up article when they return.

  • We currently have the banners from “This Place Matters” on display in the auditorium. They were put together by the Cornerstone Society and the Historical Society.

  • Motsinger nominated the Library for a “Share the Love” grant from the Community Foundation and we won. We received a $500 check which we plan to use in some way that will give back to the community.

Friends of the Library

  • Part-time Library Assistant, Shirley Jackson is now the acting Treasurer for the FOL.


  • None.

Continuing Business

  • None.

New Business

  • The 2018 Library Annual has been completed and was signed by President Joyce.

  • Terpening gave Board members a copy of our current Long Range Plan for Review and the requirements for a new plan were discussed.

Meeting adjourned at 4:42 P.M.