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Jefferson County Public Library

Meeting Minutes

August 2023

Approved 9/14/23

Jefferson County Public Library Board of Trustees
420 W. Main St., Madison, IN 47250
August 10, 2023 Regular Meeting

Present: Robyn Ryle, President; Terry Phillips, Vice-President; Kelly Joyce, Secretary; Joy Culp, Treasurer; Kathy Rosenberg, Board Member; Sally Wurtz, Board Member; Mary Kay Butler, Board Member; Judi Terpening, Director; Jess McAlister, Assistant Director.

Not Present: Kathy Crafton. 

President Ryle opened the regular meeting at 4:00 P.M. Wurtz made a motion to approve the agenda. Rosenberg seconded. Motion carried.

Joyce made a motion to approve the minutes from the July 13 regular meeting. Wurtz seconded. Motion carried. Wurtz made a motion to approve the minutes from the July 13 executive session. Rosenberg seconded. Motion carried.

Treasurer’s Report & Approval of Claims
July 14 – August 10, 2023

  • Operating Fund expenditures were $125,131.80. Expenditures from all funds were $142,813.44. Operating Fund receipts were $4,363.18. Receipts to all funds were $20,870.25. Balance in the Operating Fund as of August 10, 2023 was $1,607,550.58. Total bank balance was $2,111,301.18.

  • There was 1 check over $6,000:

    • $11,878.52 to Jefferson County Treasurer for health insurance premiums.

Butler made a motion to approve payment of claims for July 14 through August 10, 2023 in the amount of $142,813.44. Joyce seconded. Motion carried.

Director Terpening’s report

July Adult Programming

  • 180 adults participated in the Summer Reading Program, reading 1,377 books.

  • 18 events with 144 attendees.

  • Landscape Painting & Portrait Drawing had 18 attendees in 5 classes.

  • Online Drawing & Painting Class had 12 attendees in 4 classes.

  • Second Saturday Stitchers had 4 attendees.

  • Quilt Guild had 14 attendees.

  • Galaxy Bath Bombs craft had 20 attendees in 2 classes.

  • 8 attended author David Kummer's talk about his book "The Misery House."

  • Confetti Cocktail Glass craft had 32 attendees in 2 classes.

  • Clay Earrings craft had 30 attendees.

  • 6 Hope Community residents attended the Galaxy Bath Bombs craft.

  • Outreach made 17 deliveries and circulated 137 items.

  • There were 24 meetings with 194 attendees.

June Adult Programming (not reported in July)

  • 20 events with 226 attendees.

  • Outreach made 15 deliveries and circulated 143 items.

  • There were 16 meetings with 121 attendees.

Children’s Programs

  • 305 children participated in the Summer Reading Program. 107 finished.

  • 34 programs with 879 attendees.

  • Mother Goose on the Loose had 35 attendees in 3 sessions.

  • Story Time with Emily Patton from WIC had 24 attendees.

  • Fireworks craft had 27 attendees at Madison and 18 at Hanover.

  • Foam Party at Hanover had 88 attendees.

  • Rubik's Cube Club had 8 attendees.

  • Mystery Reading Buddies had 23 attendees at Madison and 24 at Hanover.

  • Reading to Dogs at the 4-H Fair had 169 attendees.

  • Lego Club had 16 attendees.

  • Sand Art had 50 attendees at Madison and 26 at Hanover.

  • Movie Night: Big Hero 6 had 4 attendees.

  • Summer Reading Finisher's Party had 74 attendees.

  • La Casa Amiga @ Brown Gym bilingual story and craft Yummy Yucky had 35 attendees.

  • Farmer's Market had 46 visitors and "Corn Craft" had 10 participants.

  • Story Line had 44 calls.

Teen Programs

  • 81 teens participated in the Summer Reading Program. 41 finished.

  • 6 programs with 110 attendees.

  • String Art had 16 attendees.

  • PG-13 Movie 7 Night: Guardians of the Galaxy had 10 attendees.

  • Galaxy Slime had 26 attendees.

  • Flavor Craze: Oreo Edition had 20 attendees.

  • Tie Dye and Popsicles had 19 attendees.

  • Sea Glass Wind Chime craft had 19 attendees.

  • Outreach Program for older girls at Girls Inc had 4 attendees.

Circulation

  • Circulations were up 7% over 2022 and up 6% over 2021.

  • Visitors were 2,000 more than June of 2022.

  • Instagram has 698 followers.

  • There are 4,099 Newsletter subscribers.

  • Facebook reached 23,689 people and there are 3,219 followers.

  • Website use was down but the Local History website visits increased.

Staff and Volunteers

  • A new part time Library Assistant was hired to replace Eric Scott, who started working at the Library as a high school student in 2017. He is attending IUS and plans to live and work near there.

  • The summer interns for the Children's Department finished their terms in July.

  • Staff Development Day is August 14 and the Library will be closed. The day includes a staff meeting; CPR Training, then tea tasting by H.H. Apothecary; copier training on the new Ricoh; a visit from River Valley Resources to share with staff about the many services they offer. Lunch will be a pitch-in.

Ongoing and Upcoming Events

  • Adults and Teens - Robyn Ryle will be presenting her book "Girls vs Boys: Exploring Gender and Athletic Performance" on August 15. There will be a book signing at Red Roaster afterwards; Crystalized Books; Self-Defense class.

  • Children's - Mother Goose on the Loose and Story Times resume.

Community

  • Terpening attended a meeting with the Parks Department to discuss community needs and what other organizations are doing so as not to duplicate events.

  • Hanover Parks asked to use the parking lot of the Hanover Library for sports registration because there was a car show at the Hanover Park.

  • The Tinsel Twinkle Trail in Hanover is collaborating with the Southwestern Band this year to allow local businesses to sponsor and decorate a live Christmas tree for the Trail. The Library is going to sponsor a tree this year and the committee will choose a theme and decorate it by Thanksgiving.

  • McAlister shared about the Story Walk, a collaboration with Friends of Clifty Falls State Park. Book pages have been sent to the printer and when finished they will be displayed along a path for people to read as they walk through Clifty Park.

Technology

  • Terpening met with AVC for the Library's business review. Desktop computers are nearing end of life and will need replaced in the next couple of years.

  • Upgraded to 2 GBs with ENA so Terpening is looking at upgrading equipment. She has talked to AdTech, the company that deals with USAC through the FCC, about a Category 2 funding grant to purchase new switches, routers and other equipment. Terpening will write the grant and meet with AdTech in September.

  • A new Ricoh copier was purchased for the main reading room at Madison. One of the new features will enable patrons to print directly from a public computer to the copier. A Ricoh rep will be here to do training during Staff Development Day.

Friends of the Library

  • July sidewalk sale made $421.00.

  • Fall Book Sale will be September 29 through October 1.

Correspondence

  • Board received a thank you note from Mary Kay Butler for their donation to Ribberfest in memory of her husband, David Butler.

Continuing Business

  • New signature card for First Financial Bank was signed by Board officers Ryle, Phillips, Joyce and Culp.

New Business

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

  • Reviewed 2024 Budget Estimate as presented.

  • Public Hearing for the 2024 budget was set for 4:00 P.M. on September 14, 2023 at 420 W. Main Street, Madison, IN 47250.

  • 2024 Budget adoption was set for October 12 at 4:00 P.M.

Motion to adjourn by Butler at 4:32 P.M. Joyce seconded. Meeting adjourned.