REPORT TO THE BOARD OF TRUSTEES
Mathews Memorial Library
Bette Dillehay, Director
January 8, 2013
This report is intended to provide the chairman and members of the Board of Trustees with a report of activities during the period ending January 4, 2012.
The staff joins me in wishing you a Happy New Year and looks forward to working with each of you to achieve the mission and goals of the Library.
Financial Report
Operating expenses for the report period totaled $14,337.00. Year-to-date shows a 60.8% increase over the previous year, due primarily to an increase in the purchase of books (including e-Books), replacement of six laptops, addition of backup Internet service through MetroCast and change in payment schedule initiated by OCLC for cataloging service.
Information maintained by the Office of the County Administrator regarding salaries and related benefits has not been received for the latest accounting period. A report has been requested to allow for an analysis of this information following changes in personnel assignments.
2013-1014 Budget
We have received instructions from the office of the County Administrator advising that budget request materials must be delivered to her office on or before January 31, 2013. This schedule will necessitate a second meeting this month of the Board of Trustees to review and approve a draft budget prepared by the library director and staff. The instructions direct: (1) Line items must not be increased unless a detailed justification is provided, and (2) Salary information should not be submitted initially and will be addressed following the 2013 Session of the General Assembly.
Attached to this report are two documents which may help you in reviewing the proposed budget to be available when you meet later in January. The first is a copy of the approved budget for FY 2013 and the second is a statement of expenses at the end of FY 2012. Although we are not to submit salary and related benefits in the initial proposal, I will provide you with an estimate of what those expenses are expected to be for FY 2014.
Also attached is a proposal to Friends of the Library for financial support for 2013. This is based on previous costs and support.
Personnel
The addition of Carol McCormack, who formerly served as head of youth services, has been very positive. Carol works three days, with backup from Mike Fisher, who has served as part-time staff for five years.
Melissa Rich, head of adult services, resigned to accept a position at the Martinsville Public Library. This was an anticipated change since Melissa had indicated her desire initially to work in library administration rather than patron-oriented activities. We enjoyed Melissa and wish her the best.
Several factors are under consideration with regard to her replacement. Like many public libraries, the Mathews Memorial Library faces the challenge of meeting the needs and expectations of 21st Century users. Long recognized for taking an innovative approach to library service, the library believes today's patrons expect to have access to information that is both digital and printed. Currently, the investment in online information services is $7,303, not including the various network services needed to access the information. It also does not include the cost of e-books, which averages over $50.00 per title. Meeting this challenge is both exciting and challenging.
Our goal is to utilize the added space from the planned expansion in a way that provides a more attractive, patron-oriented environment, sufficiently flexible to change over time. Virtual space is a part of the vision. Information that is digital can be available anywhere, anytime and can be retrieved using today's electron tools, including smartphones, tablets and other mobile devices. With the planned creation of an "E-Branch" encompassing service to all ages, the library hopes to expand patrons' literary and information environment. Currently, we offer e-books, music, tutoring and electronic databases for doing genealogical and other types of research. In addition to altering public space to better match this dynamic environment, the library is exploring what skills would be most adaptable to the marketing of digital resources in a public library. Recent changes in library personnel give us the opportunity of focusing on the training of existing personnel as well as the addition of such skills.
Another factor that is equally challenging and exciting is serving the teen population once the addition is complete. Since it is well documented that teens see themselves more as adults than as children, it is more plausible, I believe, to combine the role of head of adult services with that of teen services, especially given the location of the two areas.
Patron Update
The total number of patrons now stands at 9,970. This is 30 short of our projected goal of 10,00 by December 31, 2012, but still an impressive patron base for the library. Our plan for early 2013 is to survey this base to determine where we are providing appropriate services and also what changes we could make that would improve them.
Holiday Programs
Deck the Halls and three related programs were deemed a great success with attendance at each exceeding 40 persons. The theme, "Home for the Holidays" was interpreted in decorations and programs, suggesting a homecoming that featured family, food and fun. Each of the programs targeted a different audience. Both the Snow Bear Story Time and the holiday cookie exchange exceeded our expectations in terms of attendance. Their popularity leads us to consider developing a similar theme for 2013 in order to repeat these programs. We will be publishing a cookie cookbook in the near future featuring the cookies brought to the event.
Attached is a cost breakdown of the holiday programs. The total cost was $1,564.96. Portions of the expenses ($653.97) were paid using carryover funds received from the Friends of the Library in FY 2012.
Up Coming Programs
Tech Zoo Fair. The season of giving brought many new devices to inexperienced users. For this reason, the library staff is planning to repeat its Tech Fair of several months ago. The event, to be held on January 23rd, will consist of a briefing lasting about one hour, followed by a hands-on session featuring the "Zoo" collection.
Literati Public. An ad hoc committee consisting of school personnel, non-profit organizations offering youth programs and tutors has been formed to address issues related to youth access to tutoring and other information services. There is a great deal of interest in the recent service, Literati Public, available through Virginia's public libraries. Members of the Mathews library staff, Greg Lewis and Carol McCormack, are participating in the deliberations of the committee. A primary concern is facilitating access to this outstanding service.