Meeting Minutes

July 2018

Approved 8/9/18

420 W. MAIN ST. MADISON, IN 47250

July 12, 2018

Kelly Joyce, President
Mary Kay Butler, Vice-President
Sally Wurtz, Secretary
Joy Culp, Treasurer
Kathy Rosenberg
Dana Riddle
Barbara McKinney
Terry Phillips

The meeting was opened at 4:11 P.M. by President Joyce.

Phillips moved to accept the minutes from the June 14 regular meeting as presented. Butler seconded. Motion carried. Phillips moved to accept the minutes from the June 14 executive session as presented. Riddle seconded. Motion carried.

Financial Report
Culp gave the financial report:
Operating Fund expenditures June 15 through July 12 were $87,974.94. Expenditures from all funds totaled $98,870.24. Operating Fund receipts totaled $2798.37. Receipts to all funds totaled $12,845.06. Balance in the Operating Fund as of July 12 was $968,183.78. Total bank balance was $1,489,755.70. There was one check over $6000: County Treasurer $8959.46 for health insurance premiums. $6795.15 was paid by the library. Riddle moved to accept the financial report as presented. Phillips seconded. Motion carried.

Director’s report
Terpening reported the following:

Adult Programming
Due to the spring book sale the auditorium was unavailable for programs for one week.

  • 15 events with 355 attendees.

  • Adult Summer Reading so far has had 173 participants that have read 751 books. Prizes this time were gift cards. Winners’ pictures were posted on the Library’s Facebook page.

  • 15 people attended the Bicentennial event with speaker Dr. Barb Garvey.

Youth Services

  • 40 events with 1434 attendees. 9 of those events were outreach at Farmer’s Market, Girl’s, Inc., La Casa Amiga and Southwestern summer program.

  • Summer Reading kickoff event was Touch-a-Truck, which was held outside on June 4th. Elm Street beside the Library was blocked off for the event. There were 250 attendees.

  • We are using Google forms this year for Summer Reading registration which has streamlined the process.


  • Evergreen transits have increased by 17% since last year. Computer and wifi usage has increased 58% since last June.


  • De-Bra Kuempel will be coming to check on the leak in the annex. It does not appear to be a problem with the roof but with a furnace pump in the attic. We will also have them explain in more detail the leaking due to condensation in attic of the main building.

  • The van will be getting new struts next week.

  • We are still gathering information about installing a phone in the elevator.

  • G’s Lawn Service will begin doing lawn trimming at the Hanover Branch twice a month for $35.00. The town of Hanover takes care of the mowing.

  • We are still in the process of switching our fluorescent lights to LED bulbs.

  • Dominion Pest Control sprayed for bugs inside and out at both buildings.

  • It may be necessary to purchase a new library van in the near future. Ours has 118,000+ miles on it and has needed frequent repairs over the past few months.


  • One of our library Pages is leaving for college soon so that position will be open. Our other two Pages will stay on during the school year.


  • The public is invited to Madison’s Bicentennial Night Out event on August 7th from 4:30-7:00 P.M. Elm Street next to the Library will be blocked off for a cookout with Mayor Welch. The City Council will hold their meeting from 5:30-6:00 P.M. in the Library auditorium.


  • 6 staff members will be attending the DIY (The Difference is You) Conference in Indianapolis on July 20th.

  • The Library will close on October 8th for Staff Development Day.

  • Terpening reported on her trip to New Orleans for the ALA Conference in June.

  • Terpening attended the Director’s Roundtable on June 29th.


  • Terpening reported on some recent incidents involving homeless people living and sleeping on Library property.

  • A patron complained about the library having the book “A Day in the Life of Marlon Bundo” in the Children’s Department.

Friends of the Library

  • No report.


  • There was an anonymous letter in the book drop complaining about the Library’s decision to do away with print reference books. There have been similar letters received in the mail over the past few years.

Continuing Business

  • After a review of the Board By-Laws a motion was made by Phillips to approve the current By-Laws with no changes. Seconded by McKinney. Motion carried.

  • The Sculpture Committee has decided on a new location for the sculpture originally planned for the Library. It will now be located at Bicentennial Park. A press release will be issued regarding the decision.

New Business

  • Terpening reviewed the 2019 budget estimate with the Board. The 2018 budget will be increased by 3.40%, the maximum amount allowed.

  • The following Board committees were appointed by President Joyce: Personnel Committee; Phillips, Riddle, Wurtz. Finance Committee; Butler, Culp, Rosenberg. Policy Review Committee; Joyce, McKinney, Rosenberg.

  • Terpening will look into having an appraisal done of the Library’s valuable paintings. She also offered to look into insurance coverage for a potential cyber attack, which is becoming a more common problem in libraries.

  • 2018-2019 Board officers signed a new signature card for First Financial Bank.

  • Riddle made a motion to hire Judi Terpening as Library Director, effective immediately. McKinney seconded. Terpening accepted. Motion carried.

Meeting adjourned at 5:13 P.M.