Board of Trustees Minutes - July 12, 2016

MINUTES
MATHEWS MEMORIAL LIBRARY
BOARD OF TRUSTEES
July 12, 2016


CALL TO ORDER: The meeting was called to order by Will Story, Chairperson, at 4:59 p.m.
ATTENDING: Jo Anna Brown, Charles Ingram, Reed Lawson, 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 May 10, 2016 board meeting as amended. The motion was seconded and the board voted unanimously to approve.
REPORT OF THE DIRECTOR: Attached report covers period May 11-July 12, 2016.
• Financial Report. Operating expenditures report as of July 11, 2016 attached.
o Year-end/Current Reporting Period
The current financial report is a final statement of resources and expenses for FY 2015-16. All expenses incurred in this current period have been reported to the office of the county administrator. Operational expenses for the bi-monthly report period totaled $12,198.98 Year- to-date operating expenses total $83,066.91, an increase of $889.25 over the previous fiscal year total. Unencumbered operating funds of $14,556.06 for FY 2015-16 include carry-over funding of $5,000 in line item 3001 (C4K grant) and $7,075.42 in line item 6012 (books and subscriptions). Technology related line items 3320 (maintenance service contracts and 5240 (VA database use fee) exceeded the budgeted amount. Line item 3600 (advertising) was also over budget.
o No year-end report for salaries and related expenses for the bi-monthly report period has been received from the office of the county administrator. The total amount budgeted for salaries and related benefits for FY2015/2016 was $288,331. Some part-time employees have been converted to full-time.
• FY 2016-2017 Budget. Amended budget as of June 28, 2016 attached.
The total amended budget for FY 2016-2017 should read $360,780 versus $355,780 to reflect the addition of $5,000 carry-over funding to line item 3001. Salary and related benefits for all staff members totals $248,951, a reduction of $39,380 in benefits. The budget for operational line items should total $111,829 (versus $106,829), an increase of $31,460 (versus $21,460) over the previous budget. The increase includes an additional $12,579 in State Aid funding.
• Patron Update. Activity report for May- June 2016 is attached.
The current number of patrons is 11,429, an increase of 51 patrons over the previous report period and a 3.93% increase over the previous year. The average number of patrons and others visiting the library daily during the report period was 180.
• Personnel.
Each year staff members are unusually challenged during the library summer youth program. This year is no exception, with all members assuming additional duties and putting in extra hours. Special commendations are due Diane McKnight, Rachel Wood, Maude Donovan and Lucy Kirkman who serve as group leaders for the program. A plan to have one extra staff person during the month of July did not materialize. After some discussion on salaries and reduced benefits, the Board asked Mrs. Dillehay to develop justification for MML employee salary increases.
• Programs.
o The 12th annual Highland Games were held on June 24th. The event benefited greatly from the assistance of Carol McCormack and several Scotsmen and was determined to be a great success. Twenty-eight children between the ages of 6 and 14 participated, while a number of adults found the Scottish bagpipe band most enjoyable.
o Soothin' Summer Sounds got off to a great start with the performance by J Plunky Branch, an innovative jazz musician from Richmond. The overflowing audience numbered 86 in attendance.
• Coming Events.
o The youth program, Capture the Magic is well underway with 66 young people enrolled as participants. The current program involves literature and story writing while upcoming programs will feature music and nature.
o Two performances for Soothin' Summer Sounds remain in the 2016 program, "Notes Afloat." Art Muroff will appear on July 21 and the Virginia Symphony Quartet on August 11th.
REPORT FROM THE FRIENDS:
• The fundraising letter mailed in early May was successful, raising $7,000 to be used to upgrade the library’s bathrooms.
• The FOL:
o Will provide books written at different reading levels to be used by Lee-Jackson School students.
o Received a grant of $17,000 from the Treakle Fund.
o Has an annual budget that ranges from $26,000-$31,000. The bookstore has a fund-raising goal of $15,000.
o Has established a committee to develop short- and long-term fund-raising strategies.
o Will staff a table in front of the MML during Market Days to attract new members.
o Wants to place a display in the MML during Friends of the Library week in October to highlight its support of the library.
OLD BUSINESS:
• Restroom Upgrade. Mrs. Dillehay has requested Mr. Swiderski to provide an update on when he will perform the restrooms upgrade. If his response is unreasonable, she will select another contractor to perform the work.
• The Board briefly discussed the complaint made on Tuesday, May 24th to the Board of Supervisors by a library patron regarding Internet usage and agreed the complaint has no merit and requires no further action.
NEW BUSINESS: None.

PUBLIC COMMENT: None.
ADJOURNMENT: the meeting was adjourned at 5:42 p.m.
The next regular meeting is scheduled for Tuesday, September 13, 2016 at 5:00 p.m.
Submitted by Stephen Wilson, Secretary
Attachments to the official record as stated