Meeting Minutes

October 2018

Approved 11/8/18

420 W. MAIN ST. MADISON, IN 47250

October 11, 2018

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

The meeting was opened at 4:00 P.M. by President Joyce.

Budget Adoption

  • Wurtz made a motion to adopt the 2019 budget as presented. Phillips seconded. Motion carried by a vote of seven ayes, no nays.


  • McKinney moved to accept the minutes from the September 20 regular meeting as presented. Butler seconded. Motion carried.

Financial Report
Culp gave the financial report:

  • Operating Fund expenditures September 21 through October 11 were $50,296.95. Expenditures from all funds totaled $54,806.98. Operating Fund receipts totaled $2454.33. Receipts to all funds totaled $7686.38. Balance in the Operating Fund as of October 11 was $727,192.77. Total bank balance was $1,246,118.90.

  • There were no checks over $6000.

  • Transfers within the Operating Fund were made as follows:
    $5000 from 3.21 Telephone &, Internet to 3.14 Other Professional Services.

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

Director’s report
Terpening reported the following:

Adult Programming 

  • 19 events with 245 attendees.

  • Oil Painting class has been popular with 55 participants over a 5 week period.

Youth Services

  • 23 events with 395 attendees.

  • They have done a lot of outreach this month including Elutherian College Day and the Hispanic Culture Festival.


  • Library cards were issued to 6th graders at Southwestern.

  • Overdrive usage was up by 131 checkouts. Magazines are now available through Overdrive.


  • ENA upgrade to 1 GB has been completed.


  • Madison had another leak caused by a clogged drain underneath an upstairs air handler. The drain has been cleared but we lost 75 children's books to water damage. DeBra-Kuempel has given us an estimate of $2,272 for replacing the pipe and running the drain to a new location which can be easily accessed.

  • Terpening would like to purchase a new Ricoh copier for Hanover similar to the one at Madison. It has many more features than the basic copier which has been at the Hanover Branch since 2010. Ricoh has given us a quote of $5921.93 (after $700 rebate) for the copier and coin box. Terpening will ask the FOL to fund at least part of that amount. McKinney made a motion to approve the purchase as quoted. Wurtz seconded. Motion carried.


  • We will be advertising for two new part-time positions:

    • YA Assistant to replace Kendra, who moved to full-time Collection Development.

    • Patron Services Library Assistant to cover the circulation desk.


  • Murder Mystery Dinner is October 17. There are currently 36 registered.

  • Dr. Bryant Stamford will be speaking on October 18th at 6:30 pm.

  • Joyce suggested we send the monthly programs brochure as a PDF in email.


  • Terpening would like to take up to five staff members to the Harwood Public Innovators Lab training hosted by MCLS on March 5-7, 2019. The focus in on turning outward and working with the community. It is funded by a grant so there would be no cost to the library other than travel expenses. In order to apply we have to submit a letter of support signed by our Board members.

  • Terpening, McAlister, Lathrem, and Joslin attended the Evergreen Regional Roundtable.

  • Staff Development Day was held on October 8. Training included:

    • Camille's Fountain of Culture presentation on Library history.

    • Ricoh copier training.

    • Mental health first aid training presented by Melissa Joslin.


  • We will celebrate National Friends of the Library week October 21-27. There will be a mayoral proclamation and cake will be provided at the FOL monthly meeting on October 16.

  • The Madison Library will be a stop on the Adult Literacy Council Scavenger Hunt on October 26.

  • Jefferson County Public Library was voted to be on the City of Madison's 2018 Holiday Ornament. They are on sale now for $20 and available at the Library.

Friends of the Library

  • $4157 was made on the Fall Book Sale.


  • None.

Continuing Business

  • Three bids for roof repair were opened and read at the Board meeting. After the details of the bids were discussed and compared, a motion was made by Riddle to accept the bid of $85,292.21 from DWC for roof repair of three buildings at Madison and one at Hanover. Wurtz seconded. Motion carried.

New Business

  • All Board members signed the Harwood Public Innovators Lab letter of support.

Meeting adjourned at 4:47 P.M.