Board of Trustees Minutes - November 10, 2015

November 10, 2015
CALL TO ORDER: The meeting was called to order by Carolyn Taylor, Chairperson, at 5:02 p.m.
ATTENDING: Jo Anna Brown, Doreen Folzenlogen, Mary Sampson, Will Story, Carolyn Taylor, and Steve Wilson. Also present were Bette Dillehay, Library Director, and Steve Whiteway, President of the Friends of the Library.
MINUTES: A motion was made to approve the minutes of the October 13, 2015 board meeting. The motion was seconded and the board voted unanimously to approve.
• Financial Report. Operating expenditures report as of November 10, 2015 is attached.
o Current Reporting Period
Operational expenses for the report period ending October 31st totaled $12,927.07. This amount includes the cost of a number of renewals ($6,580.91), the foremost being the annual periodicals renewal fee of$3,795.91 (line item 6012); $1,825.00 (line item 5240) to renew the library subscription to NewsBank; and $960 (line item 3160) annual fee for filtering and ensuring network security. Current year-to-date operating expenses total $38,504.30, an increase of $12,747.80 over the previous year-to-date total. The increase of 49.5% will be mostly eliminated in the next several months owing to the payment of the above items in December 2014 and January 2015 rather than November 2014.
o Salary expenses for the report period were $20,271.30 compared with $21,721.86, the cost of salary and related expenses for the previous reporting period, for a year-to-date total of$82,335 or 28.5% of budget, placing us slightly under budget at this reporting. The total amount budgeted for salaries and related benefits for FY2015/2016 is $288,331. Last month’s salary report received from county administrator’s office did not include September’s figure, which is why this month figure—which is correct—shows a large increase.
• Patron Update. Activity Report for October 2015 is attached. The current number of patrons is 11,218, an increase of 40 patrons over the previous report period. Patrons and others visiting the library during the report period totaled 8,636.
• Personnel. Youth Services Head, Haven Headley, recently represented the Mathews Memorial Library at the annual Virginia Library Association conference held in Richmond. Haven also attended a workshop sponsored by the Library of Virginia/Science Museum of Virginia in Richmond. The workshop focused on incorporating STEM (science, technology, engineering, mathematics) into the library program. Line 3000—Professional Services—in this month’s financial report shows $277.37 was disbursed to allow Haven to attend the annual VLA conference and STEM workshop. Haven submitted a full report on the programs.
• Facilities Update. Since reporting to the Board in October, a solution has been proposed and accepted for the problem associated with the conference room exit to the courtyard. After carefully examining the doorway in question, Kenny Wiggins, representing the firm who did the original work, has concluded that placing an awning over the door is the best means of addressing the issue. He has been authorized through the county's representative, Jamie Wilks, to begin the work.
The solution to the drowning tree problem is also believed to be resolved. Using funding approved by the Friends of the Library for the project ($3,000), fixtures and equipment to create a fountain in the courtyard have been obtained. Installation is expected in the next several weeks in time for Deck the Halls. The fountain is in the form of a blue, 4-foot ceramic amphora, a type of container of a characteristic shape and size, descending from at least as early as the Neolithic Period. Amphorae were used in vast numbers for the transport and storage of various products, both liquid and dry, but mostly for wine.
• Programs
o Youth. HOWL-A-PALOOZA, a jolly, but scary event for elementary, middle and high school students, was considered to be a big success. The event, held October 30 and 31st, was a two-day celebration of Halloween co-sponsored by Mathews Main Street, the library and members of Coalition4Kids. Activities included a party at the library, a trick-or-treat bag making at the Bay School and a parade on Main Street. Approximately 30 students attended each day's events. We also received positive feedback from the merchants in the village who distributed treats.
o Adult Workshop. A course in digital photography taught by Greg and Becky Barnhardt was scheduled to be held twice, once on Saturday, October 17 and the other on Wednesday, November 4th and 5th. The Saturday class was cancelled due to low registration; however, 15 persons attended the second scheduled event and reported great satisfaction with the workshop.
• Deck the Halls. Plans for "Once upon a Christmas" are well underway. The major activity, Deck the Halls, is scheduled for Sunday, November 29, 2-4 p.m. Trees will be ready for decorating, carolers will be singing and a string trio will provide their wonderful sounds for the holiday. Several other events will follow:
o Cherish the Memories Wednesday, December 9, 2015, 3-5 p.m. An invitation to teens to share the magic of the season and memories at an open house in the Teen Territory. Enjoy refreshments and special readings of original essays - "Once upon a Christmas," written by local teen authors.
o A Fairytale Christmas Tuesday, December 15, 2015, 6-7 p.m. Pull on your pj's, grab your blanket and your favorite teddy bear to join Santa for a very special story time. The magic of Christmas stories, along with hot chocolate and cookies, will be your special holiday treat.
o A Sprinkling of Christmas Thursday, December 17, 2015, 11 a.m. – Noon. Nothing about Christmas is more magical than the scents and aromas of the holiday season, especially those that come from the kitchen. Bake your favorite cookies and share with friends at the library's annual Holiday Cookie Exchange. It's a wonderful time to visit with friends, share memories and recipes and enjoy the treats of the season. Cookie and other memorable recipes will be published in a holiday cookbook. You may win a prize for the best holiday recipe.
• Steve announced he is moving to Savannah, GA on November 23rd.
• 2015 has been a good year. Three new board members will be elected on November 17th during the FOL Board meeting at 10:00 a.m. in the Cooke Conference Room. As an incentive, everyone who offers a great suggestion will have a chance to win a brick. The name of one lucky person will be pulled from a hat.
• The FOL’s annual tree of light during Deck the Halls will not be a fund raiser this year.
OLD BUSINESS: Deleting patrons with debt policy. The Director reported the results of her analysis of the library’s policy. She discovered several libraries file with the clerk’s office to get the money back (legal approach). Deletion can result in reissuance of a library card after some time has elapsed; thus legal approach can be counterproductive. The BOT’s consensus was to continue current policy of blocking debtors from using the library until their debt is paid.
• The secretary will draft a letter of appreciation to Steve Whiteway for his service as the FOL President and many contributions to the MML.
• The Nominating Committee will report its recommendations for the 2016 BOT officers to the board at the January 12, 2016 BOT meeting.
ADJOURNMENT: the meeting was adjourned at 5:55 p.m.
The next regular meeting is scheduled for Tuesday, January 12, 2016 at 5:00 p.m.
Submitted by Stephen Wilson, Secretary
Attachments to the official record as stated