REPORT TO THE BOARD OF TRUSTEES
Mathews Memorial Library
Bette Dillehay, Director
July 15, 2012
This report is intended to provide the Chairman and members of the Board of Trustees with an interim report of activities during the period ending June 30, 2013.
The library is enjoying a wonderful summer. We are more than pleased with the response to the youth summer program. To date, 65 young people are registered to attend some, or all, of the 17 events that make up the program, "Celebrate Our World – Wonders of the Universe." This is a higher number than at the same point in the 2012 program
For adults, the Soothin' Summer Sounds series, "Sounds From Around the World," is proving to be particularly popular. A well-known Celtic band from Williamsburg, "Poisoned Dwarf" launched the current season Thursday, June 27th with more than 60 people in attendance. On Thursday, July 18, Leah Kruszewski of Richmond will present a program of classical and flamenco guitar. Two additional programs will be held on Thursday evenings in August – Art Muroff Trio on the 8th and Bagels & Fraylox Klezmer Band on the 15th.
Financial Report
Operating expenses for the report period totaled $12,428.99, of which $4,200.00 was for the acquisition of software to facilitate the upcoming digitization project. This project is intended to provide online access to archival documents and a means for ensuring their preservation. Year-end totals reflect expenses for FY 2013 of $85,904.24. The operating budget for FY2013 of $88,171.00, along with grants/donations of $6,299.17, totaled $94,470.17. A balance of approximately $8,565.00 remains – depending on what additional expenses are charged against FY2013 before the end of July
Information maintained by the Office of the County Administrator regarding salaries and related benefits showed FY2013 expenses of $204,817.36, or 89.2% of total budget ($229,726).
FY2014 Budget
The approved amended budget for FY2014 is $362,422, which includes $20,000.00 for furnishings in the existing youth area. Of this amount $255,487 is allocated for salaries and related benefits. The remainder, $106,935 or 29.5% is for operating expenses.
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The library has also received word of approval of its Application for State aid Grant through the Library of Virginia in the amount of $61,003.00. This grant is received quarterly by the County Treasurer and applied to the library budget.
The library has also received word of approval of its application for funding through the Universal Service Support program. This year's application will provide for a 60% discount of the cost of the library's provision of Internet service amounting to $3,959.57. This program, also known as E-Rate, provides subsidies for Internet access, telecommunications services, internal infrastructure and basic maintenance of internal connections to schools and libraries. The subsidies pay a percentage of costs based on need, with rural and low-income schools receiving the greatest subsidy. This support goes to service providers that provide discounts from 20% to 90% based on the level of poverty and the urban/rural status of the population served. Currently Mathews County has a poverty level of 39.81%. Eligible schools, school districts, and libraries may apply individually or as part of a consortium, and must provide the hardware and software elements that are necessary to utilize the connectivity
Patron Update
The total number of patrons now stands at 10,150, with an average of 1.4 patrons added per day.
Staff Update
The position of Head, Adult/Teen Services remains unfilled. A renewed effort to fill the position is scheduled to take place in August. Although there were 8 applications initially, there was no successful candidate.
Beginning in FY14, part-time staff are limited to working no more than 29 hours per week. Because of the busy 7-day schedule of the library, this presents some challenges in ensuring full coverage of all activities at all times. This is particularly true during the month of July when the youth program requires increased resources.
Digitization Project
The Hollerith Archives, located in the library contain many valuable documents, including the holdings of both the library and the Mathews County Historical Society. The library recently invested slightly over $7,000 in scanning equipment and software that will provide the means for digitizing these records, thereby making them virtually available through the catalog and also ensuring their preservation. It is proposed to create a project team made up of the library and the Society to coordinate the project and conduct the associated activities.