Board of Trustees Minutes - November 10, 2014

November 10, 2014

CALL TO ORDER: The meeting was called to order by Carolyn Taylor, Chairperson, at 5:04 pm.
ATTENDING: Jo Anna Brown, Doreen Folzenlogen, Carolyn Taylor, and Steve Wilson. Also present was Bette Dillehay, Library Director.
MINUTES: A motion was made to approve the minutes of the October 14, 2014 board meeting. The motion was seconded and the board voted unanimously to approve. .
• Financial Report. Operating expenditures report as of 11/10/2014 is attached.
o Operational expenses for the report period totaled $7,971.37. Current year-to-date expenses total $25,756.50. Unencumbered funds, not including salaries and related benefits) total $79,381.40 of which $72,293.50 is approved budget funds and $7,087.90 in Grants/Donations, a portion of which is from state aid. The library is "right on target" for annual operational expenses.
o Through October 29, 2014, (which includes October payments) for the first four month of the current fiscal year, salaries and related benefits totaled $76.985.84 or 30.1 % of the budgeted amount for FY 2014-2015 ($255,556.00). Expenses for the current report period totaled $17,253.40. To date, unencumbered funds for salaries and related benefits total $178,570.16. Assuming monthly salary and related benefits levels remain level, total FY2014-2015 payments would remain under budget by approximately $38,000. Filling the current open position would alter this, but would not create a funding issue. The director is working on a revised job description to be used in filling the open position.
o As mentioned in the October report, the Library has been designated by the family of Captain Jack Stillman as a recommended recipient of memorial donations. To date, checks totaling $550.00 have been received, of which $500.00 has been deposited with the County. These funds were allocated to line item 3000 (Professional Services) for use in education and outreach programs.
• Facilities Update.
o Shelving has been received, completing equipment and furnishings acquired for the archival staff (Becky/Reed) on the second floor and the non-fiction section of the adult collection. The cost of the additional non-fiction shelving is estimated to be approximately $2,000. Ordered prior to the close of FY 2013-2014, because of the delay in delivery, the expense will fall in the current fiscal year budget. The middle rows in the adult non-fiction section were extended by three feet.
o It had been planned, with assistance from the Friends of the Library, to obtain a "Smart Board" for the Teen Territory. The estimated cost is slightly over $6,000. Although the Friends have allocated $2,500 toward the purchase of the Board, it now appears that, due to the shelving expense, such an acquisition will be delayed. It is proposed to return the Friends check.
• Personnel Update.
o Recently, staff member Diane McKnight accomplished an amazing feat. Not only did she oversee the relocation of the adult fiction section, but single-handedly re-organized the entire non-fiction section (over 4,000 books) in three days of very hard work. She also single-handedly rearranged the mysteries portion of the adult fiction section.
VOTE: A motion was made to commend Ms. McKnight for her superb work. The motion was seconded and the board voted unanimously to approve. A letter of commendation from the board will be presented to Ms. McKnight.
o Greg Lewis and Carol McCormack spent several days teaching computer classes, both here and at the Essex Public Library. At the Mathew library, ten participants were engaged on October 28, 29 in learning the intricacies of Microsoft Excel. Greg and Carol are highly qualified and respected for their work, both here and in other communities where they share their expertise as part of the Library of Virginia technical outreach.
o Carol McCormack provides an additional service to the community through an outreach program. Currently working three days a week, she manages each week to provide a story time experience for HeadStart participants, pre-school children at Salem Church and Brambles residents.
• Bibliostat. Work will begin this week on completing the annual submission of information to the Library of Virginia. The report, Bibliostat, is inclusive of all activities of the library during the past fiscal year - financial, circulation, programs. It is a requirement for receiving State Aid, which in FY 2013-14 was $61,003.
• Patron Update. Activity Report for October 2014 is attached. With 41 new patrons added, the total number of patrons is 10,851. Along with visitors, they made 9,326 visits to the library. Circulation of library items totaled 1,749 a slight decrease of 8.24% over the same period a year ago. Meanwhile, use of the various electronic resources remains steady with Zinio (periodicals) showing a significant increase, although the number of users is relatively low. Charts showing use of the MML's various electronic resources are attached as part of this report.
• Programs.
o October was a month filled with activities. Led by members of Mathews Friends of the Library, the celebration of National FOL Week brought many community members to the library who joined in recognition of the outstanding accomplishments of FOL in Mathews.
o The staff was excited by the response to the Pumpkins on Main costume parade and youth party Approximately 60 children and parents participated in the event. Meanwhile, the enthusiastic feedback received from those who participated in "A Walk through History, October 26 - Celebration of Family History Month" was most rewarding. Twelve Mathews natives were positioned throughout the village and 70-100 participated in the walk. We have received numerous requests to repeat this event.
o Coming Events
 Work is underway to present another outstanding seasonal "Deck the Halls" event on November 30. Once again the community will be invited to share in the fun of decorating multiple trees representing holidays past in Mathews. A number of related events will take place during December, which includes a cookie exchange, teen holiday event and bedtime story time.
 A program attracting a great deal of attention is the VMFA exhibit talk, "Forbidden City: Imperial Treasures from the Palace Museum, Beijing" to take place on November 18 at 4 p.m. Plans are also being finalized to sponsor a bus trip to the Museum on December 9th to view the exhibit. A special mailbox will be in place for children to write letters to Santa. The library is planning a "Given Bag" party for children. The concept is to have each child promise to do something special for a specific person in writing and place the written promise in the Given Bag."

ADJOURNMENT: the meeting was adjourned at 5:39 p.m.
The next regular meeting is scheduled for January 13, 2015 at 5:00 p.m.
Submitted by Stephen Wilson, Secretary
Attachments to the official record as stated