Director's Reports

REPORT TO THE BOARD OF TRUSTEES
Mathews Memorial Library
Bette Dillehay, Director
July 12, 2016

This report is intended to provide the Chairman and members of the Board of Trustees with a report of activities during the period May 10 – July 12, 2016. The library staff welcomes Reed Lawson as a member of the Board of Trustees and offers their support during her tenure.

Financial Report
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.

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.

FY 2016-2017 Budget
The amended budget for FY 2016-2017 is $355,780. Salary and related benefits for all staff members totals $248,951, a reduction of $39,380 in benefits. The budget for operational line items is $106,829, an increase of $21,460 over the previous budget. The increase reflects an increase of $12,579 in State Aid funding.

Patron Update
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.

Programs
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.

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
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.

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 TO THE BOARD OF TRUSTEES
Mathews Memorial Library
Bette Dillehay, Director
September 13, 2016

This report is intended to provide the Chairman and members of the Board of Trustees with a report of activities during the period July 12 – September 13, 2016.

Mathews Market Days annually brings new opportunities (and challenges) to the library. Among the challenges is the need for extended hours on Saturday. While most county offices closed early at 1 pm on Friday, the library was open until 6 pm as usual but also open 9 am until 5 pm on Saturday. Staff members stepped up to the need to provide service by working during those times.

Financial Report
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, an decrease of $2,697.93 from the previous fiscal year total. Unencumbered operating funds of $98,639.54 for FY 2016-17 include carry-over funding of $4,880.00 in line item 3001 (C4K grant).

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 FY2016/2017 is $248,951 or roughly $20,750 per month. To date we are slightly under budget for these expenses.

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
A quite unexpected and very generous donation of $1,000 was made to the library in August by Mr. and Mrs. Stanley Woodward. 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
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
Because public libraries play such a diverse role in a community, it requires a flexible, trained and energetic staff. The current staff at Mathews Memorial Library more than meets those criteria. In addition, each member continually demonstrates a willingness to stretch and assume new challenges and responsibilities. Please extend thanks for their continued excellence.

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 that we adjust the hours of service during the week. As a result, Lucy Kirkman, youth staff member, who had expressed an interest in shortening her hours, now works two rather than three days a week. This reduction allowed for the hiring of Nicole Hirtenstein, a RCC student, to work on Saturday and Sunday.

Programs
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.

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.

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.

Coming Events
A change in season brings with it a renewed sense of energy and an opportunity to offer new programs. Autumn 2016 is no different here at the library. We were excited to participate fully in Mathews Market Days with exhibits for adults and games, music and refreshments for young visitors. 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 TO THE BOARD OF TRUSTEES
Mathews Memorial Library
Bette Dillehay, Director
January 10, 2017

This report is intended to provide the Chairman and members of the Board of Trustees with a report of activities during the period November 8, 2016- January 10, 2017

Financial Report
Current Reporting Period
The current financial report is a statement of resources and expenses for a two-month period ending December 31st, 2016. Operational expenses for the bi-monthly period totaled $10,777.65. Year-to-date expenses totaled $44,524.86, or 38.1%% of budget (not including grants/donations), and reflect an 18.05% decrease over the previous fiscal year total. Current unencumbered funds total $76,162.90, including funding of $6,212.60 in line item 3001 (C4K grant).

Salaries and related expenses as of December 27th totaled $119,119.50, an average of $19,853.16 per month. The total amount budgeted for salaries and related benefits for FY2016-2017 is $248,951 or roughly $20,750 per month. We continue slightly under budget for these expenses.

Patron Update
The current number of patrons is 11,571, an increase of 8 patrons over the previous report period and a 2.88% increase over the previous year. The average number of patrons and others visiting the library daily during the report period was 186.

Computer Training
The County Administrator completed its two-day basic computer training program offered to county employees. Two classes were offered with participation less than anticipated. The initial class was held November 3rd and 4th with a second session taking place on November 17-18. The classes were taught by Greg Lewis with assistance from Becky Barnhardt.

Programs
On Thursday, November 17th, the library sponsored a bus trip to the Virginia Historical Society to view the exhibit, “The Private Jefferson.” Forty-one participants, ten students and one teacher accompanied three staff members on the trip, which included lunch at the VMFA and a guided tour of the exhibit. The event was deemed a success.

November 27th marked the beginning of the holiday season at the library with the hosting of Deck the Halls. Several associated events took place including storytime with Santa Thursday, December 6th, a youth art exhibit in coordination with the Bay School and a program featuring a presentation by the Richmond Times Dispatch food editor, Clare Osdene Schapiro, on Wednesday, December 14th. The outcome of the latter event will be the publication of favorite recipes collected during the holiday. Attendance at the events reached a new high of 211.

REPORT TO THE BOARD OF TRUSTEES
Mathews Memorial Library
Bette Dillehay, Director
November 8, 2016

This report is intended to provide the Chairman and members of the Board of Trustees with a report of activities during 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 carry-over 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 FY2016-2017.

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 30 totaled $59,545.10. The total amount budgeted for salaries and related benefits for FY2016-2017 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 FY2017 is $81,892.

Cuts at 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 are 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.,

Patron Update
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.

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 the 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 storytime 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 TO THE BOARD OF TRUSTEES
Mathews Memorial Library
Bette Dillehay, Director
March 14, 2017

This report is intended to provide the Chairman and members of the Board of Trustees with a report of activities during the period January 10 – March 14, 2017. The Board of Supervisors announced in February that among the items covered in their organizational meeting was the re-appointment of Stephen Wilson whose term expires in March 2017 and the appointment of James Pavik to replace William Story whose second term expires in October 2017.

Financial Report
Current Reporting Period
The current financial report is a statement of resources and expenses for a two-month period ending March14, 2017. Operational expenses for the bi-monthly period totaled $20,617.43, of which 39.9% were subscription fees for online databases, two of which are offered through the Library of Virginia.. Year-to-date expenses totaled $65,142.29, or 55.8%% of budget (not including grants/donations), and reflect an 10.8% increase over the previous fiscal year total. Current unencumbered funds total $57,115.23, including funding of $6,212.60 in line item 3001 (C4K grant).

The library was presented with a $100 donation from Jeff Valdrighi. This donation was made when the work done under contract with the Friends of the Library to renovate the restrooms in the rear lobby was completed.

Salaries and related expenses as of March 13, 2017, totaled $158,275.41, an average of $19,784.50 per month. The total amount budgeted for salaries and related benefits for FY2016-2017 is $248,951 or roughly $20,750 per month. We continue slightly under budget for these expenses.

Patron Update
The current number of patrons is 11,571, an increase of 55 patrons over the previous report period and a 2.99% increase over the previous year. The average number of patrons and others visiting the library daily during the report period was 184.

Personnel
Three members of the staff are currently engaged in professional training, all of which are online courses. Becky Barnhardt is talking a course sponsored by the American Library Association on digitizing archival materials; Maude Donovan is enrolled in a class, “the Importance of Play in Learning,” offered through the Library of Virginia; and Diane Riley’s course on “Effective Communications” is available through the University of Kentucky. These staff members are to be congratulated for their efforts which will further enhance library service to the community.”

Special Education Advisory Committee (SEAC)
In 2009, the library executed a memorandum of agreement with SEAC to establish a Special Education Resource Center where parents and caregivers could utilize available resources. The agreement covered the cataloging and housing of PRC materials and meeting space. Recently, we received notice that as of February 23rd, SEAC would be henceforth located in the facilities at the Mathews Boys and Girls Club. Barbara Fleming,, SEAC chair indicated that the move will provide “increased exposure through the Mathews County Department of Social Services and will put PRC Coordinator Barbara Ettner in closer proximity to the populations we serve in the Mathews community.” Ms. Fleming indicated that SEAC wishes to continue to hold its monthly meetings at the library.

Computer Training
Greg Lewis, Head, Technology Services, has scheduled a series of Tech Tuesday workshops for April and May. In addition, a basic computer class will be offered in June. Recently, Greg and Diane Riley presented a “Tech Zoo” program to staff members of Gloucester Public Library.

Collection Development
January and February are generally the time used by staff to conduct a series of activities related to collection development and review. To this end, the staff began an extensive collection inventory of all items in the library. The first phae is due to be completed by March 10th. The output of the effort is the identification of items that have been shelved incorrectly or are missing. The inventory project will be followed by a review of holdings removal from the collection titles which have outlived their usefulness.

Programs
February would not be complete without the celebration of Valentines Day. The library observed this custom by hosting a Tea Dance on February 12th with music by Phil Johnson and 36 “young at heart” in attendance. On Tuesday, February 14th, a party was held for youth, offering games treats and crafts.

February is also Black History Month. The library undertook to present a six-hour documentary, “Eyes on the Prize,” a documentary series on the civil rights movement that “illuminates the struggle for racial equality and social justice in America.” The series was presented in three consecutive presentations on Thursday evening beginning February 16th. The initial audience numbered 26 and grew with each presentation, with the final event on March 2nd attracting 42 individuals, all of whom had great praise for the library for facilitating the presentation of this important story.

Dr. Seuss Day is annually celebrated by the organization of reading to students in classes pre-school, kindergarten and second grade at Lee Jackson. Fourteen 5th graders read in seven classrooms to more than one hundred students. The library staff led the students in the “Readers’ Pledge,” provided the books for each classroom and presented the readers with commemorative “Dr. Seuss” pens.