Board of Trustees Minutes - March 8, 2016

MINUTES
MATHEWS MEMORIAL LIBRARY
BOARD OF TRUSTEES
March 8, 2016


CALL TO ORDER: The meeting was called to order by Will Story, Chairperson, at 5:01 p.m.
ATTENDING: Jo Anna Brown, Doreen Folzenlogen, Charles Ingram (Representative, Board of Supervisors), Mary Sampson, Will Story, Carolyn Taylor, and Steve Wilson. Also present were Bette Dillehay, Library Director, and Maree Morgan, FOL President.
MINUTES: A motion was made to approve the minutes of the February 9, 2016 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 March 8, 2016 attached.
o Operational expenses for the report period totaled $5,460.50. Current year-to-date operating expenses total $62,245.28, a decrease of $3,470.97 over the previous year-to-date total. Unencumbered operating funds are $38,760.66 for the remainder of FY 2015-2016.
o Salaries and related expenses for the report period total $19,668.44 for a year-to-date total of $162,016.65 or 56.2% of budget, placing us slightly under budget at this time. The total amount budgeted for salaries and related benefits for FY2015/2016 is $288,331.
• Patron Update. Activity report as of February 2016 attached.
The current number of patrons is 11,288, an increase of 23 patrons over the previous report period. Patrons and others visiting the library during the report period totaled 7,535.
• Personnel.
Haven Headley, Head of Youth Services, has been accepted into the Virginia Library Leadership Academy. She is among 24 participants who will meet in Staunton, Virginia, for a two-day training workshop, April 18-19.
• Programs
o In recognition of Black History Month, quilts created by members of the community were displayed. John Newcomb, Gloucester resident and author, spoke to a standing room only group about his experiences as an early engineer at NASA, which are documented in his book, “A Bunch of Plumbers.”
o The library-sponsored trip to the VMFA on February 10th was a big success. Forty-one persons, including 4 students, enjoyed a full day of activities, including a tour of the Rodin exhibit, lunch and a lecture on the exhibit.
o Community Outreach. The library is increasingly a center of community activities and awareness. In addition to increased use of meeting areas by groups, we display items such as a large poster for the Courthouse Players, a painting by a local artist and a series of flower arrangements done by members of the local garden club. Each display increases awareness of the library, while at the same time serving groups and organizations within the community.
o Coming Events.
- In February, 17-18 teens discussed the election process and participated in a mock primary election. Interest was generated in the issues candidates are (or are not) discussing and what the potential outcome will be in November. The group will continue to follow the election process to learn how it works.
- March brings a series of programs that focus on young patrons. Saturday, March 5 was chosen to celebrate the birthday of famed children’s author, Dr. Seuss. A story-time with multiple reading areas replaces the programs done in previous years, which featured a library activity at Lee Jackson School. The attendance of 17 young Dr. Seuss fans with accompanying parents was supplemented with reading in three areas of the library and a treat of a ‘green egg” dessert.
- The library will host again a fantasy trip during the schools’ spring break. Spain is the selected designation and departure is set for Tuesday, March 29. Flight plans have been made and an itinerary laid out that includes lunch and a guided tour.
REPORT FROM THE FRIENDS:
• The 2016 FOL Board of Directors: Maree Morgan, President; Molly Broderson, Vice President; Hank Furniss, Treasurer; Pam Viens, Recording Secretary; and Directors Michael Cannon, Joseph Diggs , Alexis Foster, Gwynn Henderson, Maurice Levis, Jan Towne, and Mary Whitley.
• Three ad hoc committees have been formed for 2016:
o Diversity – Molly Broderson, chair.
o Public Awareness of FOL – Jan Towne, chair.
o Financial Strategy – Joe Diggs, chair.
• Annual fundraising letter to be mailed by end of April.
OLD BUSINESS: Upgrades to rest rooms. FOL has approved funding to assist with renovation of rest rooms in the library building. Michael Swiderski will perform the renovation.
NEW BUSINESS:
• Youth/Teen Activities. Ms. Dillehay reported approximately 15-25 teens use MML daily after school, with some staying until closing. To improve the teen territory environment, teens are allowed to unwind from school from 3:00 – 4:00 p.m., and “Quiet Time” is imposed from 4:00 – 5:00 p.m.
Some teens go into the courtyard at 4:00 p.m. to continue visiting. Board members then discussed an incident in which a neighbor witnessed a 14-year-old boy throw a brick against the Orrell Building and reported it to the sheriff. The sheriff called Ms. Dillehay about filing a complaint. She deferred until she talked to the child, who admitted to the incident because he was angry. Ms. Dillehay gave him two anger management books to read with the requirement to submit a report to her; otherwise, she would file a complaint. The boy complied with his assignment. The BOT expressed its appreciation for the way Ms. Dillehay handled the situation.
• Atrium Art Exhibit. Artist Emma Lou Martin’s second exhibit in the MML—a series of computer collages—is on display in the computer room.
PUBLIC COMMENT: None.
ADJOURNMENT: the meeting was adjourned at 5:51 p.m.
The next regular meeting is scheduled for Tuesday, May 10, 2016 at 5:00 p.m.
Submitted by Stephen Wilson, Secretary
Attachments to the official record as stated