Meeting Minutes

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

MINUTES
MATHEWS MEMORIAL LIBRARY
BOARD OF TRUSTEES
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.
REPORT FROM THE FRIENDS.
• 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.

NEW BUSINESS:
• 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.

PUBLIC COMMENT: None.

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

MINUTES
MATHEWS MEMORIAL LIBRARY
BOARD OF TRUSTEES
March 14, 2017

CALL TO ORDER: The meeting was called to order by Will Story, Chairperson, at 5:02 pm.
ATTENDING: Jo Anna Brown, Charles Ingram, Reed Lawson, Mary Sampson, Will Story, Carolyn Taylor, and Steve Wilson. Also present were Bette Dillehay, Library Director, and Molly Broderson, President of the Friends of the Library.
MINUTES: A motion was made to approve the minutes of the January 10, 2017 board meeting. The motion was seconded and the board voted unanimously to approve. .
REPORT OF THE DIRECTOR: Attached report covers the period January 10 – March 14, 2017. Also attached are the operation expenditure reports as of February 9 and March 14, 2017, and the February 2017 Activity Report.
• Two new databases offering atlas and travel information offered through the Library of Virginia are now accessible through the Internet.
• Programs.
o Spring Fantasy Trip to Germany is scheduled for April 12th.
o Alexander Barnes, author of To Hell with the Kaiser, America Prepares for War 1916–1918, has agreed to speak in May on the historical impact of World War I on Mathews. He may be joined by MG Tim Williams, The Adjutant General of Virginia.
o An exhibit to memorialize the Mathews men who died in WW I is being planned for Armistice (Veterans) Day, November 11, 2017.
REPORT FROM THE FRIENDS:
• During the FOL November 2016 meeting, a new perpetual award—the Maree Morgan Volunteer Service Award—was established to recognize exceptional service to the FOL. It was awarded to Maree Morgan in recognition to her years of service to the FOL.
• Pam Viens was awarded a brick in recognition to her years of service to the FOL.
• The FOL accounts are being updated to reflect the change of officers.
• Mrs. Broderson thanked Mrs. Dillehay for providing her with a “tool kit” for use by library advocates.
• The next FOL meeting is scheduled to April 18 in the MML.
• The FOL is preparing a grant proposal for submission to the Treakle Foundation. The foundation previously awarded a grant for $3000.
• The bookstore operated by the FOL continues to be a great asset to raise funds in support to MML.
OLD BUSINESS:
• Restroom Renovation. The bathroom renovations are complete.
• Library staff pay scale – LVA informal survey. The survey results indicate pay scale increases for Virginia public libraries range from 0- 3% with the majority receiving 2%. The survey is attached.

NEW BUSINESS:
• Policy Review/Update – Meeting Room Policy & Guidelines. The proposed revision to the policy and guidelines accounts for the increase in available facilities from the MML expansion.
VOTE: A motion was made to approve the revised Meeting Room Policy & Guidelines (attached). The motion was seconded and the board voted unanimously to approve.
• Joint Agreement: MML and Mathews County Historical Society. A possible update to the agreement, approved by the MML BOT during its April 2014 meeting, was discussed and found to be unnecessary.
• An amendment to the MML BOT Bylaws, Article VI – Meetings and Quorums, as reads “Regular meetings shall be held at least monthly” should be revised to read “Regular meetings shall be held at least bi-monthly.” The BOT voted on February 9, 2016 to meet every other month; the proposed bylaws revision incorporates that decision. Per Article VIII – Amendments to the Bylaws, the proposed amendment “…may become effective only after a favorable vote at a subsequent meeting.”
• Chairman Story proposed that, when more than one copy of a book is purchased, at least one copy is in large print.

PUBLIC COMMENT: None.
ADJOURNMENT: the meeting was adjourned at 6:10 pm.
The next regular meeting is scheduled for May 9, 2017 at 5:00 p.m.
Submitted by Stephen Wilson, Secretary
Attachments to the official record as stated

MINUTES
MATHEWS MEMORIAL LIBRARY
BOARD OF TRUSTEES
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.

REPORT FROM THE FRIENDS:
• 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.
OLD BUSINESS:
• 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)

NEW BUSINESS:
• 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.
PUBLIC COMMENT: None
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

MINUTES
MATHEWS MEMORIAL LIBRARY
BOARD OF TRUSTEES
May 9, 2017

CALL TO ORDER: The meeting was called to order by Will Story, Chairperson, at 5:00 p.m.
ATTENDING: Charles Ingram, Reed Lawson, Mary Sampson, Will Story, Carolyn Taylor, and Steve Wilson were present. Also present were Bette Dillehay, Library Director, and Mary Whitley, Vice President of the Friends of the Library.
MINUTES: A motion was made to approve the minutes of the March 14, 2017 board meeting. The motion was seconded and the board voted unanimously to approve. .
REPORT OF THE DIRECTOR: Attached report covers the period March 14 – May 9, 2017. Also attached are the operation expenditure reports as of May 9, 2017, and the April 2017 Activity Report.
• The library will be closed on May 17 from 2:00 – 5:00 p.m. for staff training on downloading e-books and software.
• Colanne Bunting became the second staff member trained in use of Web Dewey and Dewey Decimal classification.
• Dr. and Mrs. Jennette’s donation to the MML of $390 will be earmarked for professional services.
• Kurt Hugo, a new weekend staff member, has extensive library experience.
• The staff completed an extensive 6-week physical inventory of the library’s collection, which identified over 1000 missing items. The staff is currently conducting a review to identify those items that should be replaced.
• Chairman Story recommended the staff inventory and catalog the library’s valuable artifacts. Ms. Dillehay agreed to conduct an inventory.
• Staff and BOT members of the Middlesex Library toured MMLon April 15. Mrs. Dillehay received a very nice note thanking her and the MML staff for hosting the visit.
• Handouts (attached) on two Summer Program events—“This is Us (sic)” and the 13th Annual Highland Games and Picnic—were distributed.
REPORT FROM THE FRIENDS:
• The April 2017 FOL General Meeting in the MML was very well attended.
• The FOL is sponsoring the second year of the Fourth Grade Reading Project. Each fourth grade student receives a book and bookmark to encourage them to read. The book chosen for this year is a graphic novel, A Wrinkle in Time.
• Volunteer FOL members have worked on cleaning up the courtyard by pulling weeds, etc.
• The bookstore continues to generate revenue used to support the MML. Michael Cannon and her volunteers work hard to prepare the bookstore for Saturday sales.
• Lisa White and Joey Ball have joined the FOL Board as new directors.
OLD BUSINESS:
A proposed amendment to the MML BOT Bylaws, Article VI – Meetings and Quorums, Section A, was read to the BOT during its March 9, 2007 meeting. Section VI A, which reads “Regular meetings shall be held at least monthly”, should be revised to read “Regular meetings shall be held at least bi-monthly.” The BOT voted on February 9, 2016 to meet every other month.
VOTE: A motion was made to approve the amendment to the MML BOT Bylaws, Article VI – Meetings and Quorums, Section A. The motion was seconded and the board voted unanimously to approve.

NEW BUSINESS:
• Nominating Committee. Carolyn Taylor and Mary Sampson have agreed to serve on the nominating committee to develop the 2017-2018 slate of officers. The slate will be presented to the BOT in July and voted on in September.
• Ms. Dillehay provided a copy of the proposed funding for the Summer Programs she has submitted to the FOL (attached).
• Mrs. Dillehay will be requesting $1500 from the FOL to fund a permanent art exhibit in the courtyard by artist John Latell. The exhibit will represent the theme “This is Us (sic)”.
PUBLIC COMMENT: None.
ADJOURNMENT: the meeting was adjourned at 5:46 p.m.
The next regular meeting is scheduled for July 11, 2017 at 5:00 p.m.
Submitted by Stephen Wilson, Secretary
Attachments to the official record as stated