Board of Trustees Minutes - August 11, 2015

August 11, 2015

CALL TO ORDER: The meeting was called to order by Carolyn Taylor, Chairperson, at 5:01 pm.
ATTENDING: Jo Anna Brown, Charles Ingram, 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: The Board did not meet in July. A motion was made to approve the minutes of the June 9, 2015 board meeting. The motion was seconded and the board voted unanimously to approve.
• Financial Report. Operating expenditure reports for FY 2015-2015 Year-end and the July 31 reporting period are attached.
o FY 2014-15 - Year-end Totals
- FY 2014-2015 operational expenses totaled $102,574.46 compared with expenses in FY 2013-14 of $125,766.87, an 18.56% reduction. Unencumbered operating funds at the end of the past fiscal year were $16,713.56. The largest decrease in spending was in line item 6012 - Books and Subscriptions, with the largest increase occurring in line item 3320 - Maintenance Service Contracts. This line item includes, among other items, online catalog support and computer and Internet security services.
- Through June 30, salaries and related benefits totaled $220,600.24 or 86.3% of the budgeted amount for FY 2014-2015 ($255,556.00). Vacant staff positions reduced expenditures for salaries and benefits. Unencumbered funds totaled $34,955.76.
- Mrs. Dillehay’s request to re-appropriate $20,000 of the FY 2014-15 budget to the FY 2015-16 budget was approved by the Board of Supervisors. However, the Board subsequently reduced the operating budget in the amount of $7,967 due to State-Aid Funding being over-estimated during the budget preparation process. Mrs. Dillehay was unsuccessful in her appeal to restore the funding.
o Current Reporting Period
- Operational expenses for the report period ending July 31 totaled $9,325.58. This amount includes an annual payment of $7,025.94 for online catalog support.
- Salary expenses for the report period were $21,989.32, compared with $20,281.80, the cost of salary and related expenses for the same period in 2014. This increase reflects the change in several positions from part-time to full-time, encompassing not only increases in salary but also benefits (insurance, retirement, etc.). The re-appropriated funds are anticipated to cover this increase.

• Patron Update. Activity Report for July 2015 is attached. The current number of patrons is 11,054. The current patron/visitor count is unreliable due to malfunction of the counter located at the main entrance. The counter has been replaced and an accurate figure is expected to be available for the next reporting cycle.

• Personnel Update.
o Boosted by a full complement of staff, the library launched a most ambitious summer program schedule. Members of the staff continue to exhibit great commitment to the success of the library and are most supportive of fellow staff members in achieving the library mission.
o Congratulations go to Haven Head, head of youth services, who travelled to Columbia, South Carolina on August 6 to receive her graduate degree of Master, Library and Information Science from the University of South Carolina. Her expertise and growing experience will be a tremendous asset to the library.
o Amy Hudgins continues to work toward her certification in library science.
o The library is also delighted to welcome weekend staff member, Lucy Kirkman. Lucy is an artist and Mathews resident. In addition to her weekend work in the youth center, Lucy played a major role working with the youngest group (6-7) in making our summer program the success that it was.

• Summer Programs.
o Beginning in June with the annual Highland Games, the library staff has been fully engaged in providing programs for young members of the community. The support of the Friends made both the Highland Games and the July summer program possible through their grant of over $9,000 for the programs and for Soothin' Summer Sounds.
o The July program, "Science Matters," received accolades from both children, parents and grandparents. More than 125 were registered for the programs in ages ranging from 6 to 14. In addition, twenty-plus attended the weekly story time programs associated with the theme. Supporting the program and guaranteeing its success was dependent upon the unselfish support of each staff member, all of whom were involved.
o Likewise, the 2015 Soothin' Summer Sounds events to date have been "sell-outs" with more than 100 in attendance at each of the two events held to date. A third event, a Tea Dance, was added to the schedule. Held on August 9th, there were 83 in attendance. The program celebrated the life of Barbara Walters Williams, who participated in former tea dance events as a member of the combo, After Six. The final program will feature the Ambrosia Quartet from the Virginia Symphony on August 27th at 4 p.m.
o To date, the cost of all programs stands at $5,493.45.


• The bookstore is doing a wonderful business. Volunteers contributed approximately 197 hours in July with 2-3 days per week arranging books.
• The Friends have established a committee to determine what should replace a dying tree in the courtyard.
• Mr. Whiteway is working with the Mathews County Visitor’s Center (MCVIC) to develop a marketing plan for the MML Bookstore.

NEW BUSINESS: Capt. Story complimented Greg Lewis, Head of Technical Services, on his expertise and willingness to assist patrons in solving technical issues with smart phones and computers.

ADJOURNMENT: the meeting was adjourned at 5:36 p.m.
The next regular meeting is scheduled for September 8, 2015 at 5:00 p.m.
Submitted by Stephen Wilson, Secretary
Attachments to the official record as stated