MINUTES
MATHEWS MEMORIAL LIBRARY
BOARD OF TRUSTEES
November 12, 2019
CALL TO ORDER: The meeting was called to order by Chairman Steve Wilson at 5:00 p.m.
ATTENDING: Nancy Fisher, Sue Jennette, Jim Pavik, Edwina Casey and Dick Pogue. Also present were Bette Dillehay, library director and Molly Broderson, president of the Friends of the Library.
MINUTES: The minutes of the September 10, 2019 board meeting were approved and seconded, as presented.
REPORT OF THE DIRECTOR: The attached activities and financial reports cover the two-month period ending November 1, 2019.
-Financial Report
- Operational expenses for the bi-monthly period totaled $18,873.71. Year-to-date operating expenses total $35,541.31, representing a 33.92% increase over the same period a year ago. The increase reflects three new staff computers, totaling $5,406.55. It also includes a fee of $4,00 to ProQuest for on-line services used extensively in historical and genealogical research.
- Salaries and related expenses budgeted for the FY 2019-2010 total $275,184. To date, through four months of the current year, these expenses total $90,309.42, or 32.81% of budgeted amount.
- Department Heads and Constitutional officers of Mathews County have been asked to present budget requests to the Board of Supervisors by Wednesday, January 8, 2020. Each department/office is also asked to provide an overview about mission, activities and goals for the upcoming fiscal year.
-Patrons: The number of patrons now totals 9,885. Eighty-one new patrons were added during the report period.
-Library Meeting: The quarterly meeting of the Three Rivers Library Directors Group met at Mathews Memorial Library on November 8. A representative from the Library of Virginia joined the nine directors in attendance. The group enjoyed a tour of the library and lunch at Southwind Café after the meeting.
-Progams: Successful programs were held during the autumn season including a weekly book club for 4th, 5th and 6th grade students. Howl-a-Palooza, was well received with a party at the library, pumpkin carving, costume contest and parade through downtown.
-Upcoming events: Preparation is underway for a memorable holiday season, starting with a chamber music concert, featuring the Ambrosia Quartet, on November 14, sponsored by the Friends of the Library. Several youth programs are in development as well as an afternoon tea on December 18. A chartered bus trip to the Jefferson Hotel is also being planned. The trip will cost $55.00 per person, assuming the library has 45 participants.
REPORT FROM THE FRIENDS: Molly Broderson announced the General Meeting for Friends of the Library on Thursday, November 21, 2019, at 4pm. All members of the Mathews Memorial Library Board of Trustees were encouraged to attend. Special recognition will be given to Mary Whitley and Joe Diggs, faithful members of The Friends of the Library Board, who will be stepping down.
Molly also commented that volunteers were busy sorting an impressive donation of books.
OLD BUSINESS: The joint agreement between Mathews Memorial Library and Mathews County Historical Society to operate Mathews Archives was discussed and the Board of Trustees supported a motion to continue the agreement currently in place.
The Board discussed a need for liability insurance for courtyard and conference room use by outside groups. It was determined more research needed to be done on this topic before making a decision. Entities such as the Gloucester Public Library and the Mathews County Attorney will be consulted.
NEW BUSINESS: Reed Lawson was tasked with providing a slate of officer nominees for the Board of Trustees for 2020. Her recommendation was to continue with the current officers to include Steve Wilson, Chairman, with Jim Pavik as Vice-chairman and Reed Lawson as Secretary. This recommendation was seconded and unanimously approved by the Board.
Bette explained the process for submission of the State Report – Bibliostat. This comprehensive report provides the Library of Virginia with an annual activity report as well as a complete financial report. Bette and Greg work together to compile this information. The $70,000 per year grant to our library from the Library of Virginia is conditional on submission of this report, and our having a “Certified Director” with a Master of Science in Library Science. This compilation of data is currently in process and we are fortunate that Bette is a Certified Director.
The announced requirement by the Mathews Board of Supervisors for a 2020-2021 budget request submission by January 8, 2019 will occur prior to our next regularly scheduled Board of Trustees meeting. Bette volunteered to prepare the budget and schedule a teleconference with board members before Christmas for review and approval.
PUBLIC COMMENT: None
CLOSED MEETING: By unanimous roll call vote, the Board convened in closed session at 5:50 pm, pursuant to Section 2.2-3711 (A)(1) of the Code of Virginia for the purpose of employee performance review. The Board voted unanimously to exit the closed meeting at 6:15 pm. By unanimous roll call vote, the Board then certified that to the best of each member’s knowledge, only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed session were heard, discussed, or considered in the closed session.
ADJOURNMENT: The meeting was adjourned at 6:30 pm. The next regular meeting is scheduled for Tuesday, January 14, 2020.
Submitted by Nancy Fisher for Reed Lawson, Secretary