Board of Trustees Minutes - November 8, 2016

November 8, 2016

CALL TO ORDER: The meeting was called to order by Will Story, chairman, at 5:00 pm.
ATTENDING: Jo Anna Brown, Reed Lawson, Mary Sampson, Will Story and Carolyn Taylor. 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 September 13, 2016 board meeting as corrected. The motion was seconded and the board voted unanimously to approve.
REPORT OF THE DIRECTOR: Attached report covers the period September 13 - November 8, 2016.
• Financial Report Current Reporting Period The current financial report is a statement of resources and expenses for a two-month period ending October 31st, one month into the second quarter of FY 2016-17. Operational expenses for the bi-monthly period totaled $18,173.92. Year-to-date expenses totaled $33,747.20, or 29.5% of budget. Unencumbered operating funds of $80,680.74 for FY 2016-17 include carryover funding of $1,212.60 in line item 3001 (C4K grant). Total spent to date for line item 6012 is less than the previous period, reflecting the transfer of several items from this line item to line item 5240 during the budget process for FY 2016-17.
Salaries and related expenses for October, 2016, monthly report period provided by the office of the county administrator has not been received. Expenses as of September 30th totaled $59,545.10.The total amount budgeted for salaries and related benefits for FY 2016-17 is $248,951 or roughly $20,750 per month. We continue slightly under budget for these expenses.
• Bibliostat Several members of the staff have been engaged over the past several weeks in compiling the necessary information to support the submission of financial and activity data to the Library of Virginia. The submission is due November 18th. Failure to submit the information would result in the loss of State Aid for the library, which in 2017 is $81, 892. The amount is determined by the General Assembly which looks at community and local government support and population among other factors. It has been underfunded for years.
• Cuts in the Library of Virginia In reducing the budget for the Commonwealth, Governor McAuliffe cut executive agency budgets by $73 million, requiring up to 26 layoffs, 15 of which were at the Library of Virginia (LVA). Although seriously impacting library services at LVA, the budget cut does not currently impact State Aid to public libraries. A suggestion was made that FOL might consider advocating an initiative to reinstate lost positions.
• Patron Update The current number of patrons is 11,555, an increase of 66 patrons over the previous report period and a 3% increase over the previous year. The average number of patrons and others visiting the library daily during the report period was 262.
• Computer Training The County Administrator requested that the library staff make its two-day basic computer training program available to county employees. The initial class was held November 3rd and 4th with a second session to take place on November 17-18. The classes are taught by Greg Lewis with assistance from Becky Barnhardt.
• Programs Youth library staff members planned and coordinated a lively, successful series of Halloween events in coordination with members of Mathews Main Street Committee. Several activities took place in the library, including a scavenger hunt, followed by a Trick or Treat Walk on Main Street. Participation was calculated to be approximately 40 kids and half as many parents.
• Coming Events November will feature an author forum with the appearance on November 10th of the award-winning author, Robert Goolrick. On Thursday, November 17th, the library is sponsoring a bus trip to the Virginia Historical Society to view the exhibit, "The Private Jefferson."
Thanksgiving leads directly into the holiday season at the library with Deck the Halls occurring on the Sunday after Thanksgiving, November 27th. Several associated events are planned including story time with Santa Thursday, December 6th and a cookie exchange featuring a presentation by the Richmond Times-Dispatch food editor, Clare Osdene Schapiro, on Wednesday, December 14th. There are plans to coordinate a teen art exhibit exploring this year's theme, "Color It Christmas" as well as an adult exhibit in the library of holiday art.

• October 16-24th was National Friends of Libraries Week. A display was featured in the library and a Kindle was won by__________ Nine new members were recruited.
• Greg Lewis will speak on e-services available to MML patrons at the Nov. 15th General Meeting to be held at 10:00 a.m.
• The FOL has put aside $40,000 for long-term needs.
• Two committee are functioning well - publicity and diversity.
• The FOL is prepared to pay for the renovations to the bathrooms when needed.
• Pam Viens and Maree Morgan will complete their terms at the end of December. Two candidates will be approved tomorrow.
• Restroom Upgrade
County government suggested two contractors to contact - one came in at $15,000, the other at $6,000. Another bid is expected this week from a known contractor and will be accepted if under $15,000. The FOL plans to make the decision at the December meeting; the county does the hiring.
• Roof Deterioration
Guttering and downspout repairs and replacing the rotten wooden facia board behind the guttering was performed by Rappahannock Restoration and Repair, Inc. of Mathews in October. The county has paid the bill. (Attachment)

• The schedule of meetings at every other month is working.
• Budget information is due the middle of January.
• The Meeting Room Policy & Guidelines needs updating. The Heritage Room is not included. Bette will review the policy over the next month. Of note, MML reserves the right to manage the use of the rooms available to the public. (Attachment)
• General cleaning, particularly of bathrooms, is unsatisfactory. The county contract for once a week, with Reese Hudgins as backup, is not acceptable. A suggestion was made to approach the County Administrator with this problem. Bette will report back.
ADJOURNMENT: The meeting was adjourned at 5:55 p.m.
The next regular meeting is scheduled for January 10, 2017 at 5:00 p.m.
Submitted by Reed Lawson, Acting Secretary
Attachments to the official record as stated