Board of Trustees Minutes - September 8, 2015

MINUTES
MATHEWS MEMORIAL LIBRARY
BOARD OF TRUSTEES
September 8, 2015

CALL TO ORDER: The meeting was called to order by Will Story, Vice-Chairperson, at 5:01 p.m.
ATTENDING: Doreen Folzenlogen, Mary Sampson, Will Story, and Steve Wilson. Also present was Bette Dillehay, Library Director.
MINUTES: A motion was made to approve the minutes of the August 11, 2015 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 September 8, 2015 is attached.
o Current Reporting Period.
- Operational expenses for the report period ending September 8th totaled $8,945.63. This amount includes a cost of$3,448.00 for 4 computers which replaced current obsolete equipment used in the youth center. Greg took the obsolete computers to the Gloucester recycling center.
- Salary expenses for the report period were $20,721.86 compared with $21,989.32, the cost of salary and related expenses for the previous reporting period, for a year-to-date total of $42,711.18 or 14.8% of budget. A total amount of $288,331is budgeted for salaries and related benefits for FY2015/2016.
o Endowment Fund. The Community Foundation issued a "Statement of Activity" for the quarter ending 6/30/2015. At that time, the Library Fund showed an increase of $3,584.32, bringing its total value to $73,417.24. Discussion ensued about how much the MML can use from the fund and for what purposes. On June 1, 2015, MML requested $380 to be used for Amy Hudgin’s certification training. Mrs. Dillehay mentioned that the MML has another endowment—the Norma Von Brock fund—to be used for MML staff training and other MML needs.
o Grant. Coalition4Kids, of which the library is a founding member, has received a second grant in support of its teen initiative. The $5,000 grant was awarded by the Elis Olsson Memorial Foundation located in West Point, Virginia. C4K intends to use the funds to further encourage teens to expand through being active, involved and engaged in the community. The MML will use $1000 of the grant to encourage teens to write a story titled “Once upon a Christmas.” The winning story will be published and sold during the Christmas season.
• Patron Update. Activity Report for August 2015 is attached. The current number of patrons is 11,099. Patrons and others visiting the library during the report period totaled 6,120.
• Programs
o Youth. At the conclusion of the summer program, Science Matters, children and young people were invited to close out their vacation with "Read to the Rhythm," a reading and crafts initiative sponsored by the Library of Virginia. The program concludes on September 11th.
o Adult. The final program of “Soothin' Summer Sounds 2015" took place on August 27th with a performance by the Ambrosia Quartet, a group of Virginia Symphony Orchestra musicians. It was attended by a full-capacity crowd, who declared it an enjoyable event.
• Events
o Mathews Market Days is both challenging and rewarding to staff at the library. We are pleased to have the quilt exhibit, which brings many visitors. We enjoy showing the library. We are most challenged by the influx of young people, primarily teenagers, who arrive on Friday' afternoon when schools close early.
o An exhibit featuring enhancement projects in the village will be placed in the main area of the library.
o To assist in "crowd control," teen and youth activities will be oriented toward the library courtyard where refreshments and games (corn hole, lawn chess, etc.) will be available.
REPORT FROM THE FRIENDS: No report.
OLD BUSINESS: None.
NEW BUSINESS: Capt. Story complimented the MML staff for its patronage of the Men’s Book Club.
PUBLIC COMMENT: None.
ADJOURNMENT: The meeting adjourned at 5:43 p.m.
The next regular meeting is scheduled for Tuesday, October 13, 2015 at 5:00 p.m.
Submitted by Stephen Wilson, Secretary
Attachments to the official record as stated