Board of Trustees Minutes - May 13, 2014

MINUTES
MATHEWS MEMORIAL LIBRARY
BOARD OF TRUSTEES
May 13, 2014

CALL TO ORDER: The meeting was called to order by Vice Chairperson Will Story, at 5:04 pm.
ATTENDING: Jo Anna Brown, Doreen Folzenlogen, Charles Ingram, Will Story, Mary Sampson, Carolyn Taylor, and Steve Wilson. Also present were Bette Dillehay, Library Director, and Maree Morgan, President of the Friends of the Library.
MINUTES: A motion was made to approve the minutes of the April 8, 2014 board meeting. The motion was seconded and the board voted unanimously to approve.
REPORT OF THE DIRECTOR: Attached
• State Senator Lynwood W. Lewis, Jr.'s visit to the library on April 14th went well; he was very complimentary about the MML and made a small donation.
• Financial Report. Operating expenditures as of 5/13/2014 are attached. Mrs. Dillehay updated the board on the library's financial position to date. The library remains within budget.
• Grant Requests. MML submitted two grant requests to the Mathews Community Foundation (MCF). The MCF approved $1500 in partial fulfilment of $5,233 request to support the Brain Busters afterschool program. The MCF did not approve the second grant request for $7000 to fund the MML digital scanning project.
• Patron Update. April 2014 Statistical analysis is attached. April was "incredibly busy" with 4,921 visits and 31 new patrons.
• Spring Programs.
Adult. Bus to William & Mary for adult program featuring Myra Angelou on April 15th was cancelled by William and Mary due to the speaker's illness. Mrs. Dillehay has three more Mathews County artists lined up to provide exhibits in the new wing.
Youth & Teens. Mrs. Dillehay described the struggle to draw in youth and teens to special programs. Diversity in attendees is also lacking, as is follow-up by those who register to attend programs. Only 23 of 42 youths who registered for the fantasy trip to Ireland on April 23rd attended; no one called to cancel.
• May Program. MML will host a program and luncheon for small business owners in Mathews on May 23rd as part of Small Business Month. Michael Swiderski, owner of Storybound Construction, Inc. will speak on the topic, "Building a Small Business – a Big Task." Small business owners who have supported the MML are being mailed invitations by the Friends.
• Summer 2014. The Soothin' Summer Sounds program has two performances booked – "Plunky and the Sounds of Juju" on June 26th and the VSO Quartet on a date to be announced. The MML is requesting a little over $9000 from the Friends to support all summer activities.
REPORT FROM THE FRIENDS:
• The Friends stand ready to support the MML, the Librarian, and the Board of Trustees.
• The Friends have engaged an attorney to assure a legally binding lien waiver is signed and delivered by Lockridge.
• The Friends will issue a final check for $146,933.07 to Lockridge. Total projected cost of the renovation project, as of May 13, 2014, is $1.352 million.
• The Friends used subcontractors during the renovation project for areas in which Lockridge was unable to meet standards.
• Mrs. Morgan stated that the Friends would approve the MML's requested fund support for the summer programs during its May 14th board meeting.
OLD BUSINESS: Staff Move Update. The relocation of three staff members and materials is projected to cost approximately $12,000. The staff move will occur in stages.
NEW BUSINESS: Surveillance Camera Installation. The surveillance camera system will be installed on May 14th to cover the courtyard area. Images will be captured on disk.
PUBLIC COMMENT: None.
ADJOURNMENT: the meeting was adjourned at 5:56 pm.
The next regular meeting is scheduled for June 10, at 5:00 p.m.
Submitted by Stephen Wilson, Secretary