Meeting Minutes

July 2019

Approved 8/8/19


July 15, 2019

Mary Kay Butler, President
Sally Wurtz, Vice-President
Kathy Rosenberg, Secretary
Joy Culp, Treasurer
Terry Phillips
Kelly Joyce
Judi Terpening, Director
Jessica McAlister, Patron Services Coordinator
Richard Cook, FOL President

Not Present:
Dana Riddle
Barbara McKinney

The meeting was opened at the Madison Library at 4:02 P.M. by President Butler.

Wurtz made a motion to approve the agenda. Rosenberg seconded. Motion carried.


  • Wurtz moved to accept the minutes from the June regular meeting as presented. Phillips seconded. Motion carried.

  • Culp made a correction to the May 9 minutes. The approved minutes stated that the March minutes were approved. It should have stated that the April minutes were approved.

Financial Report
Culp gave the financial report:

  • Operating Fund expenditures June 14 through July 15, 2019 were $98,430.49. Expenditures from all funds were $111,298.83. Operating Fund receipts were $795,929.11. Spring tax draw was $792,330.31 Receipts to all funds were $808,114.03. Balance in the Operating Fund as of July 15 was $1,223,078.85. Total bank balance was $1,749,591.43.

  • There were 2 checks over $6000:

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

    • $6276.16 to Baker & Taylor Books.

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

Director’s report
Terpening reported the following:

Adult Programming

  • 23 events with 274 attendees.

  • Hans Schmitt of Purdue Extension presented “Variable Weather Patterns, Climate Change and You.” 35 attended and it was reported in the Madison Courier.

Youth Services

  • 33 events with 1682 attendees. Summer Reading registrations at the end of June were at 550.

  • Both ‘Build-a-Dog” programs, sponsored by the Friends of the Library, were full as soon as they were announced. We may repeat the program in the fall.

Teen Programming

  • 10 events with 19 attendees. Summer Reading registrations at the end of June were at 111.

  • DIY craft “Message in a Jar” had 8 attendees.


  • Easy book circulation was over 2000. The same month last year was around 1400.

  • Total circulations were 19,729. June of 2018 was 16,000.


  • JPete Consulting LLC was hired to do the Hanover sunroom remodeling. They have ordered the custom door and Glass Unlimited will be doing some of the glass work under Jim Peters’ direction. He expects the work to take about two days.

  • G’s Landscaping will be weed-eating at the Hanover Branch again this summer.


  • Mobile hotspots were posted on our Facebook page on July 5 and all of them were checked out quickly. We will probably increase the number that we have available.


  • Community Conversations are still going well. Terpening went to the Farmer’s Market in June, randomly talked to people and asked them the same sorts of questions previously asked in the conversations with staff and Board members.

  • Jillian Hendricks, who has worked part-time in the Children’s Department for six months, has taken over responsibility for our Twitter and Instagram accounts and the newsletter. She is working on her Master’s degree in graphic art design and is especially interested in writing websites.


  • Terpening attended ALA in Washington DC in June.

  • Monthly meetings for Harwood Labs are still ongoing.


  • On July 24 we will have a public showing of the movie “The Public” with discussion to follow.

  • On August 9 we will have a book signing by Camille Fife, author of “Fountain of Culture: a History of the Jefferson County Public Library 1818-2018.”

  • We are partnering with the Elks Lodge to do “Warm Welcome at the Library” a program that provides new coats for kids. On September 21 at the Library there will be a fitting and some entertainers for the kids.

  • We are doing the Murder Mystery Dinner again this year on October 16. The theme is the 1920’s.

Friends of the Library

  • Richard Cook, current FOL President shared a need for more volunteers, especially to serve on their board. He asked for help to spread the word.


  • We received a “statement of compliance” letter from the State of Indiana.

Continuing Business

  • None.

New Business

  • Terpening presented a Policy Review Schedule to help the committee stay on task.

  • Butler appointed the following Board committees for 2019-2020:

    • Personnel Committee; Kelly Joyce, Mary Kay Butler, Kathy Rosenberg.

    • Policy Review Committee; Mary Kay Butler, Kelly Joyce, Dana Riddle.

    • Finance Committee; Sally Wurtz, Terry Phillips, Joy Culp.

  • Terpening’s annual evaluation is due in July. The Personnel Committee will meet and bring their findings to the Board at an executive session before the August meeting.

  • Terpening has contacted Executive Elevator to get an estimate of what a new elevator would cost. We would probably have to get outside bids as well.

  • Terpening would like to hire architect Harry Mohler to do an assessment of our buildings to determine what repairs need to be done. Board had no objections.

  • Terpening presented quotes from McCubbin Motors, Chandler Chevrolet, and Craig Toyota for replacement of the library van. The most practical choice was a 2018 Dodge Caravan from McCubbin Motors. Phillips made a motion to approve spending up to $22,500 for the purchase of a van, including tax and license. Joyce seconded. Motion carried.

  • The servers at Madison and Hanover will need upgrading soon. Phillip made a motion to add enough to the 2020 budget for upgrade of the servers at both locations. Wurtz seconded. Motion carried.

  • Terpening made the Board aware that various trustee training sessions are available from the State Library online of face-to-face.

  • Wurtz made a motion to approve the 2020 Salary Scale as presented. Phillips seconded. Motion carried.

  • All new Board officers signed the bank signature card.

Meeting adjourned at 5:01 P.M.