Board of Trustees Minutes - October 14, 2014

MINUTES
MATHEWS MEMORIAL LIBRARY
BOARD OF TRUSTEES
October 14, 2014

CALL TO ORDER: The meeting was called to order by Carolyn Taylor, Chairperson, at 5:03 pm.
ATTENDING: Jo Anna Brown, Charles Ingram, Mary Sampson, Will Story, 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 September 9, 2014 board meeting. The motion was seconded and the board voted unanimously to approve. .
REPORT OF THE DIRECTOR: Attached
• Financial Report. Operating expenditures report as of 10/14/2014 is attached.
o Operational expenses for the report period totaled $5,986.86. Current year-to-date expenses total $17,845.59. Unencumbered funds (not including salaries and related benefits) total $85,132.31, of which $80,204.41 are approved budget funds and $4,927.90 are in Grants/Donations.
o Through September 25, 2014 (which includes September payments), salaries and related benefits totaled $59,732.44. Expenses for the report period totaled $18,273.18. The budgeted amount for FY 2014-2015 is $255,556.00. To date, unencumbered funds for salaries and related benefits total $195,823.56. The full-time position vacated by Mary Bull will be filled in the future after a revised job description is completed. Amy Hudgins replaced Mary as a part-time employee.
o The Library has been designated by the family of Captain Jack Stillman as a recommended recipient of memorial donations. To date, Checks totaling $230.00 have been received, of which $210.00 has been deposited with the County. In addition, the library is in receipt of $1,776.44 as reimbursement for technology services through participation in the Federal e-rate program and $512.38 from the Friends, reimbursing the library for costs associated with wiring in the H. Bland Hudgins Wing ($352.38) and Soothin' Summer Sounds ($160.00).
• Facilities Update. Moving the archival staff (Becky & Reed) to the second floor remains on hold until the remaining order of shelving is delivered, which is expected to occur by November 1st.
• Patron Update. Activity Report for September 2014 is attached. With 67 new patrons added, the total number of patrons is 10,810. Along with visitors, they made 6,987 visits to the library. Circulation was active with 1,793 library items checked out, a 15.45% increase over the same period a year ago. Charts showing use of the MML's various electronic resources are attached as part of this report.
• September-Early October - A Look Back.
o September and early October proved very busy for the staff. The youth center and teen territory were both engaged in a number of activities related to the opening of a new school year. For instance, dictionaries were delivered to all third graders and three story times are conducted weekly outside the library as well as those held each Wednesday in the library. In the adult patron area, computer classes were scheduled and conducted. The staff is evaluating ideas on how to make use of the teen territory more attractive to teens. One idea is to institute a monthly teen book club to be known as "pages and pizza", with pizza being served to the attendees.
o One of the more rewarding activities was creating programs in celebration of the first Virginia Science Festival sponsored by the Science Museum of Virginia. Two events were scheduled: "A Day of Science Fun," a trip to the Science Museum for middle and high school aged youth and "Stargazing Story time," a PI party for ages preschool to 7. Unfortunately, registrations for the bus trip were insufficient to warrant the trip. The PJ party, however, was a great success with 14 young pajama-clad youth in attendance.
o Patron assistance and support was made more challenging during the report period by the 26.4% reduction in volunteer service hours. This loss of hours places a strain on staff members who are required to serve longer periods at library service desks, reducing the time to accomplish their technical support activities.
• Programs. The remainder of October and November are scheduled to be very busy times. Moving toward the holiday season will require planning in addition to events already scheduled, which include:
o RILL Course, October 14, 21, 28
o Rudyard Kipling and the British "/Raj" in India Friends of Library, October 22-23
o Celebration of National FOL Week Pumpkins on Main, October 25 (flyer attached)
o Costume parade and youth party
o A Walk Through History, October 26 - Celebration of Family History Month
o Computer Class, October 28, 29, 30 - Microsoft Excel
o VMF A presentation, November 18 - Forbidden City - A Museum exhibit
• The Library will be closed November 11th in observance of Veteran's Day. The library holiday celebration, "Deck The Halls," is scheduled to take place on Sunday, November 30th - 2 to 4 p.m.
REPORT FROM THE FRIENDS:
• The National Friends of the Library Week is scheduled October 19-25. A flyer is attached.
• The Courtyard Reception and Celebration to commemorate the completion of the library expansion project is scheduled for October 23rd from 4 – 6 p.m. The event is sponsored jointly by the MML, FOL, MCVIC, and MCHS.
OLD BUSINESS: The brick to honor Ann Rawn Cooke has been installed.
NEW BUSINESS: The Board agreed to change the date of its November meeting to Monday, November 10th, because the MML will be closed on November 11th for Memorial Day.
PUBLIC COMMENT: None.
ADJOURNMENT: the meeting was adjourned at 5:45 pm.
The next regular meeting is scheduled for November 10, 2014 at 5:00 p.m.
Submitted by Stephen Wilson, Secretary
Attachments to the official record as stated