Board of Trustees Minutes - May 10, 2016

MINUTES
MATHEWS MEMORIAL LIBRARY
BOARD OF TRUSTEES
May 10, 2016


CALL TO ORDER: The meeting was called to order by Will Story, Chairperson, at 5:00 p.m.
ATTENDING: Jo Anna Brown, Doreen Folzenlogen, Charles Ingram, Mary Sampson, Will Story, and Steve Wilson. Also present were Bette Dillehay, Library Director and Maree Morgan, President, Friends of the Library.
MINUTES: A motion was made to approve the minutes of the March 8, 2016 board meeting. The motion was seconded and the board voted unanimously to approve.
REPORT OF THE DIRECTOR: Attached report covers period March 8 - May 10, 2016.
• Financial Report. Operating expenditures report as of May 10 attached.
o Operational expenses for the bi-monthly report period totaled $12,003.09. County had double-charged some expenses and Ms. Dillehay reported the error for correction. Current year-to-date operating expenses total $70,777.40, an increase of $8,532.12 over the previous year-to-date total. The increase reflects expenditures of $23,416.24 for line item 6012 (Books and Subscriptions), which year-to-date in FY2015, was $13,818.92. Line item 3600, Advertising, is over budget due to the ISP blocking the bulk broadcast emails to patrons. Line 8101, “Lifeguard” is the red box for the AED; the Mathews Rescue Squad did not have the funds to pay for the box, and MML was billed. Unencumbered operating funds are estimated to be $26,845.57 for the remainder of FY 2015-2016.
o Salaries and related expenses for the bi-monthly report period total $38.684.08 for a year-to-date total of $200,700.73 or 69.6% 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.
• Community Foundation Fund Summary.
A financial report from The Community Foundation indicates that the fund balance for the Mathews Memorial Library Endowment Fund now stands at $70,669.63. The fund started at $10,000 and is for students who may pursue appropriate fields of study; e.g., library science.
• Patron Update. Activity report as of April is attached.
The current number of patrons is 11,352, an increase of 64 patrons over the previous report period and a 3.95% increase over the previous year. The average number of patrons and others visiting the library during the report period was 6,958.
• Personnel.
A number of re-alignments have been made in staffing as a result of the resignation of Haven Headley as Head, Youth Services. Effective May 1, 2016, Rachel Wood was designated Head, Youth Services. Rachel, who previously served as Head, Teen Services will continue in this role but is assuming oversight responsibility for both youth and teen areas. Her salary was increased from $16,000 to $20,000 to compensate for the additional responsibility. Lucy Kirkman, a part- time staff member who worked in the youth center on Saturday and Sunday now works Tuesday through Thursday. Replacing Lucy on weekends is a new addition to the staff, Maude Donovan who will work on Monday and Friday in addition to the weekend hours. All part-time employees are paid the same rate of $9.65 per hour.
• Programs.
o Youth and adults both enjoyed programs held in late March and April. The library's annual fantasy trip—the most successful to date—was held on March 29 when 32 young people between the ages of 6 and 14, along with staff and volunteers spent the day in Spain. It was organized by the library staff and led by Carol McCormack, a former staff member who continues to provide great programming support.
o A last-minute decision to host a Cinco de Mayo party for teens was greeted with appreciation from the more than 25 teens present to enjoy tacos, music and to learn a little history about the celebration.
o Two authors accepted invitations to appear at the library during April. The first, Virginia Pye, had a smaller audience than did the second, John Warley. Both were well received.
• Community Outreach.
The MML is becoming the Mathews Community Center. The director announced it will host a panel discussion on May 27th to address social networks. Panel members will represent Mathews County Public Schools, Social Services, and the Sheriff’s Office. Target audience is parents. See attached Director’s Report for more information.
• Coming Events.
o Planning is well underway for summer programs 2016. With the greater emphasis on youth programs, this year's "month of fun" in July is entitled "Capture the Magic." A copy of the program schedule is attached to this report. We have completed identifying Lemonade lecturers and are well underway in identifying associated activities. It promises to be a popular program.
o Performances for Soothin' Summer Sounds are confirmed. The 2016 program "Notes Afloat" will feature familiar faces with J. Plunky Branch on June 2nd, Art Muroff on July 21 and the Virginia Symphony Quartet on August 11th.
REPORT FROM THE FRIENDS:
• A general meeting of the FOL was held on April 19th. Mrs. Dillehay made a presentation to the FOL BOD on the topic, “Library of the 21st Century.”
• The FOL BOD approved funds for the installation of planters in the garden, the MML summer programs, and a book to every 4th and 5th grader. The FOL will also provide bookmarks to each child listing available books to read.
OLD BUSINESS:
• The BOT discussed monthly versus bi-monthly meetings. Consensus was to continue meetings every other month with proviso to meet more frequently if required.
• Michael Swiderski is still working on the bathroom renovation plan.
NEW BUSINESS:
• The director confirmed installation of a security camera at the front desk to preclude unauthorized people from accessing the cash register when the desk is vacant.
• Reed Lawson was announced as the incoming director to replace Doreen Folzenlogen who is departing the BOT after eight years.
PUBLIC COMMENT: None.
ADJOURNMENT: the meeting was adjourned at 5:51 p.m.
The next regular meeting is scheduled for Tuesday, July 12, 2016 at 5:00 p.m.
Submitted by Stephen Wilson, Secretary
Attachments to the official record as stated