Board of Trustees Minutes - September 13, 2016

September 13, 2016

CALL TO ORDER: The meeting was called to order by Will Story, Chairperson, at 5:00 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 of the Friends of the Library.
MINUTES: A motion was made to approve the minutes of the July 12, 2016 board meeting. The motion was seconded and the board voted unanimously to approve.
REPORT OF THE DIRECTOR: Attached report covers period July 12 – September 13, 2016.
• Mathews Market Days. While most county offices closed early at 1 p.m. on Friday, the library was open until 6 p.m. as usual, but was also open 9 a.m. until 5 p.m. on Saturday. Staff members stepped up to the need to provide service by working during those times. 30-40 teens were in the library on Friday afternoon. The Quilting Exhibit was a big draw. “Porta Potties” were in place behind the library to reduce non-patron use of the restrooms.
• Financial Report. Operating Expenditures Report as of September 1, 2016 is attached.
o Current Reporting Period. The current financial report is a statement of resources and expenses for the first two months of FY 2016-17. Operational expenses for the bi-monthly period and year-to-date expenses totaled $15,573.28, a decrease of $2,697.93 from the previous fiscal year tota1. Unencumbered operating funds of $98,639.54 for FY2016-17 include carry-over funding of $4,880.00 in line item 3001 (C4K grant).
o Salaries and related expenses for the bi-monthly report period as reported by the office of the county administrator totaled $39,875.37. The total amount budgeted for salaries and related benefits for FY2016-17 is $248,951 or roughly $20,750 per month. To date, we are slightly under budget for these expenses.
o The library realized significant savings recently when obtaining upgrades to public/staff computer operating systems. By diligently pursuing such savings, Greg Lewis, head of technical services, located the upgrade licenses at a cost of $2,939.58, a 70% discount from market price.
• Donation. Mr. and Mrs. Stanley Woodward made an unexpected and very generous donation of $1,000 to the library in August. According to Mr. Woodward, the gift was made in gratitude for services extended to him by members of the staff. The donation has been placed with the county in the library's line item 3000. We are currently exploring the need for after-school student tutoring with the intent of using the donation to provide such a service should it prove to be a positive addition to current youth and teen services.
• Patron Update. Activity Reports for July and August 2016 are attached.
The current number of patrons is 11,489, an increase of 60 patrons over the previous report period and a 3.51 % increase over the previous year. The average number of patrons and others visiting the library daily during the report period was 209.
• Personnel.
In recent months, weekend traffic has increased significantly, especially in the Teen Territory area. It became apparent that additional staffing was necessary to cover the major service areas. To increase the number of personnel on weekends required adjustment to the hours of service during the week. Lucy Kirkman, youth staff member, who had expressed an interest in shortening her hours, now works two rather than three days a week. Nicole Hirtenstein, a RCC student, was hired to work on Saturday and Sunday. The library now has five full-time and three part-time staff members.
• Programs.
o The summer program, Capture the Magic, attracted 65 youthful participants for four weeks in July. Their enthusiasm, along with parent feedback and staff evaluation, led to the consensus that it was among the best, if not the best, summer program in the 15 years they have been offered.
o Soothin' Summer Sounds ''Notes Afloat" got off to a great start with the performance by J Plunky Branch, a jazz musician from Richmond and continued momentum with the appearance of Art Muroff in July and the VSO quartet in August. The average audience numbered 85 with the final performance in August attracting 102 attendees.
o These programs, along with the annual Highland Games, are possible only through the generosity of the Friends of the Library. The total cost for the Highland Games, Capture the Magic summer youth program and Soothin' Summer Sounds totaled $8,577.05. (See attached MML Summer Programs 2016 accounting document.
• Coming Events.
In October, we return to a favorite Sunday afternoon treat with a tea dance on October 2nd. November will feature an author forum with the appearance on November 10th of a well-known author, Robert Goolrick. The month will conclude with the annual Deck the Halls occurring on the Sunday after Thanksgiving, November 27th.
• The FOL staffed a table in front of MML on Friday during Mathews Market Days (MMD) and recruited six new members.
• The FOL will pay the MMD fee in 2017 to place their table on the courthouse green.
• The Diversity Committee created a 10-15 minute program to explain FOL’s support of the MML to the public. The chairperson, Molly Broderson, is creating an agenda to present the program to churches and other public groups.
• National Friends of the Library Week will be observed October 17-21. Maree Morgan will coordinate with Bette Dillehay for a FOL display in the library that week.
• To date, the FOL has raised $9,000 for renovation of the library’s restrooms.

OLD BUSINESS: Restroom upgrade. Mrs. Dillehay reported she has emailed Mr. Swiderski to determine when he will perform the upgrade. If she does not receive a response, she has four other contractors to perform the work.

• Expenditure Refund Option. Email from Julie A. Kaylor, Deputy County Administrator, is attached.
Based on CPA’s guidance regarding how to treat reimbursement for library-sponsored bus trips (given the complicated accounting involved), Bette Dillehay recommended that the MML use the FOL’s special account for MML-sponsored functions. Revenue generated by the function would then be used to reimburse the FOL account. The BOT concurred with that approach and Maree Morgan will bring the matter tot eh FOL Board for approval.
• Library Roof Deterioration. Mr. Swiderski alerted Bette Dillehay to a roof problem on the MML’s south side. The gutter has been leaking and damaged the framing. Mr. Swiderski provided pictures of the problem area. Ms. Dillehay will report the problem to the County Administrator and Building Official.
• County Employee Technology Training. The county has requested the MML to provide IT training to county employees on Windows 10 and Office 2016. According to Mrs. Dillehay, Carol McCormick would provide the training at the end of October and during November for a total cost of $200.


ADJOURNMENT: the meeting was adjourned at 5:49 p.m.
The next regular meeting is scheduled for November 8, 2016 at 5:00 p.m.
Submitted by Stephen Wilson, Secretary
Attachments to the official record as stated