Minutes
Board of Trustees
Mathews Memorial Library
Date March 12, 2013
CALL TO ORDER: Vice Chairperson, Charles Story, called the meeting to order at 5:15 p.m.
ATTENDING: Joanna Brown, Kristen Fauber, Doreen Folzenlogen, Mary Sampson, and Doug. Wilton, also in attendance: Bette Dillehay, Library Director, and Maree Morgan, President of the Friends.
MINUTES: Were reviewed and accepted as written
RECOGNITION OF RETIRINNG BOARD MEMBER-J. Douglas Wilton
Due to the fact that this is Doug Wilton's last night on the Board of Trustees, he was presented with a Brick that will be placed in the walkway in his honor in recognition of his hard work and good counsel. The Brick will be inscribed: To J. Douglas Wilton, Mathews Memorial Library Board member, April 2005-2013, Chair, 2010-2012. Vice Chairman, Will Story, on behalf of the Board, made the presentation and well wishes. Mr. Wilton, having served two terms on the Board, is not eligible for re-appointment.
REPORT OF THE DIRECTOR:
Financial Report
Operating expenses for the report period totaled $7,905.58. Year –to-date, expenses total &54,659.60, a 27.17% increase over the previous year. Grants/donations to date total $5,458.19, which is 46.03% less than received as of March 2012. This amount does not contain a $500.00 donation presented by the Mathews Ruritan Club at their meeting on March 5, 2013.
Mrs. Dillehay informed the board that one of the library's most loyal patrons, Norman L. Doherty, included a designation of $5,000 to the library in his will.
The amount will be delivered following settlement of the estate.
Salaries and related benefits were received for the period ending March 2, 2013. Total expenses to date are $140,645.21 or 61.2% of total budget ($229,726), a gain that is under because we are not at full staff. The average monthly total is $17,808; for the current period the total was $15,986.
Mrs. Dillehay explained that she is working on a slim edge without a person in the position of adult services. Part-time staff cannot work past 32 hours and that rule will soon change to 30 hours.
State Aid
In February Mrs. Dillehay reported that both the Senate and House of Delegates included language in their amendments to the budget proposing increases in funding for State Aid to Public Libraries. The budget includes $450,000 for State Aid to public libraries. The Mathews library should get a net increase of $2,144 ($61,003) in FY14. This amount is based on population and other factors. The current amount that this library receives is $58,859 in State Aid. The final figures will be released after the Library of Virginia Advisory Board meeting in June.
Personnel
The language for the position of Head, Adult/Teen Services is listed on the Mathews library website and is also included in the job listing of the Virginia Library Association. To date, three applications have been received. Mrs. Dillehay would like to fill the position before July.
Patron Update
The total number of patrons as of Friday, March 8th was 10,052, an overall gain of 37 patrons during the report period. A recent analysis reveals that, of that number, 2,598 lists out of town addresses. Of the remaining 7,454, the largest number, 2166, list Mathews zip code, 23019, as their address with the next highest, 997, citing zip code 23035 or Cobbs Creek followed closely by 913 at Port Haywood, zip code 233138.
Programs
Adult Programs
The Library will celebrate National Women's History Month by recognizing and celebrating the Women of Mathews, past and present, for their accomplishments in all works of life. A reception will be held at the end of the month to honor those individuals whose names have been submitted by local organizations and members of the community. Exhibits are placed throughout the library in recognition of the important role of women in the past and present.
Up Coming Programs
Annual Fantasy Trip. This year the destination is Italy. The travelers will visit Rome, Venice, and Naples and make a climb up Mt. Vesuvius. The trip will include lunch and a shopping trip. Docents from the Muscarelle Museum at the College of William and Mary will be on hand to share information about Michelangelo. Julius Caesar and a gladiator are schedule to make an appearance also. For the past seven
Years the library has sponsored this type of event for youthful travelers between the ages of 7 and 13.
The Cookie exchange Cook Books have arrived from the printer and will be on sale for $2.00 each at the library and at the Expansion Open House Celebration to be held Saturday March 23rd.
Report from the Friends
Mrs. Morgan reminded the board of the Expansion Open House Celebration to be held on March 25th in the H. Bland Hudgins Wing, weather permitting. Open House festivities will start at 3 p.m. – 5 p.m., with the Expansion Celebration at 4 p.m. There will be Refreshments, Prize drawings & Music.
The Celebration is being held in March because the Friends are in the process of negotiating a contract with Lockridge and Co., who was the low bidder at $703,000 for the Radio Shack building and $68,000 for the Court Yard; this brings the total to $770.000 for those two pieces of the project. This does not include the $58,000-$59,000 for the furnishings. Lockridge will use local suppliers and sub contractors. The Contractor thinks that the project can be completed in 4 months, but they will wait until they have ordered the longest lead-time material before they begin. The Friends expect to have a contract completed in the next several weeks.
The building committee is in the process of hiring a Clerk of the works. Thus far there have been no applicants from Mathews, but there were several resumes from an Ad. In the Virginia Gazette The committee will be meeting with 3 of the applicants whose descriptions best fit with their job description.
The Friends continue to fund raise, there is $200,000 needed as they look at the total of $1,3000,000, estimated for the project.
The new web site designed high school students is almost ready to go public.
Thanks go out to Dennis Witcomb, Mary Whitley and Christine Ulrich for working with the competing teams.
The Friends purchased 10 bookcases in January, Michael Cannon and the volunteers have done a wonderful job creating the new look in the Orrell Bookstore.
Old Business: Roof of Current Library Building
There is a leak over the door closest to the Director's office. This has been an on going problem for three or four years. Attempts have been made to repair the problem that has not worked. Mrs. Dillehay is concerned that the wall will be an internal wall when the new expansion is completed. John Hartke and Jamie Wilkes have looked at the roof of the Radio Shack building and the Library roof, it was suggested that the county have a consultant look at the library roof. At this point it is incumbent upon this Board to keep pressure on the County Board of Supervisors regarding this issue.
New Business: There was no new business.
Public Comment: There was no public comment.
Adjournment: There being no further business, the meeting was adjourned at 5:14 p.m.
The next regular meeting is scheduled for April 9, 20013
Mary E. Sampson
Secretary