CALL TO ORDER: The meeting was called to order by Chairman Steve Wilson at 5:00 p.m. He led the board in a pause to remember former Board of Supervisors representative Edwina Casey who recently passed away.

ATTENDING: Nancy Fisher, Sue Jennette, Reed Lawson, and Dick Pogue. Absent were Jim Pavik and BOS representative, Jackie Ingram. Also present were Bette Dillehay, library director, and president of the Friends of the Library, Joi Ball.      

MINUTES: The minutes of the January 14, 2020, board meeting were approved on a motion by Sue and a second by Dick.

REPORT OF THE DIRECTOR: Bette distributed her report to the board in advance of the meeting. The report included the financial and activity data for the two-month period from January 14, 2020          to March 10, 2020. (See attached report)

Financial Report 

• Operational expenses totaled $11,858. Year-to-date expenditures totaled $66,838.59, representing a 12.44% increase over the same period a year ago. The increase is due to the addition of two new genealogy online services at $4,000 and three staff computers. Operating expenses are 49.07% of the total budget with unencumbered operating funds totaling $69,421.41, of which $16,717.00 is held for Coalition4Kids.
• Salaries and Related Expenses for the current fiscal year are budgeted at $275,184. For the first eight months expenses totaled$179,551 or 65.25% of the budgeted amount. Fluctuations are due to fluid expenses for part time staff. The BOT sent a letter to the county requesting raises in staff salaries. Bette spoke at the BOS budget workshop session but is not hopeful that an increase will be forthcoming.

Patrons

            The number of new patrons added during the reporting period is 17 bringing the total number to   9,927.

            Bette distributed a graph on 2019 expenditures versus circulation. The statistics were       illuminating. Of note, the amount spent by category is within reasonable range of circulation. An          obvious deviation is in the category of adult non-fiction where expenditures exceed circulation. Juvenile and young adult circulation is low. Also having a bearing on youth circulation is the         lower investment in easy fiction because it is less expensive by volume. In adult fiction,     circulation matches cost. Teen categories reflect no circulation nor expenditures. In the Adult       DVD category, there are no expenditures as all DVDs are donated.

Programs

• AARP will utilize the library during tax season on a reduced basis. Mathews patrons will be directed to Gloucester.
• 2020 Census. The library is looking to partner with the Census Bureau to assist in providing access to the digital census form. Software will be acquired; staff will be trained to help patrons complete the form. The library should be the center to facilitate this high security need for Mathews citizens. Federal dollars to the county are contingent on population figures.
• Black History Month. The library focus this year was 'Black History is American History.' Displays were featured throughout the building; a reception was held on February 15 with refreshments provided by the Friends. Fifty-two people attended. The highlight was the showing of the recently-released film 'Harriet', which was filmed in part at Williams Wharf.
• March Women's History Month theme is 'A Woman's Place In a Community Made Better.' Local women's organizations have been asked to designate a member who is a leader and champion in our community. A reception will take place on March 19 at 2:00 p.m. to honor these women's accomplishments. A special viewing of the film 'Hidden Figures' will be featured.
• Read Across America also takes place in March. Staff member Carol McCormack organized an event at Lee-Jackson School during which 20 sixth-graders read to 240 K-3 students.

REPORT FROM THE FRIENDS: Joi reported there are ~400 members of the FOL; the rolls have recently been purged of duplicates and deceased members. The membership has decided to withdraw from Mathews Market Days, May Faire and Gwynn's Island Festival. Plans are to set up a booth once a month at Mathews Farmer's Market. She praised Michael Cannon for her hard work with the Book Store, Jon Coyle of Food Lion for supplying just the right-sized boxes for carrying books and Neil Weber for distributing books to other outlets in a wide area. Nancy added that the VA Hospital is in desperate need of books.

OLD BUSINESS:

• Patron Survey. In January Jim introduced conducting a patron survey to elicit feedback on satisfaction with library services. Bette agreed but requested waiting to address constructing an online survey until August when the workload at the library lessens. Dick reiterated his skepticism concerning the clarity of the results. He suggested a focus group to contact patrons who don't use the library to get their feedback. Bette and Dick will work on that idea.
• A Staff Workday is scheduled for Tuesday, May 5, for training, a time when the library would need to be closed for carpet cleaning in Teen Territory. Bette anticipates having a state library staff person speak on drug overdoses and how to respond. It was suggested that the BOT could spend part of that day meeting with the staff. Another suggestion was having a team-building exercise for the staff. Bette will look into it. The staff has been teaming up to interview each other -- perceiving job needs, capturing ideas and discussing ways to improve.
• Teen Territory problems remain a challenge with from 15 - 25 middle-school teens here each day, creating mayhem, showing complete lack of respect for space and staff, and discouraging other teens from coming to the library. The gang mentality revolves around five true troublemakers. The rules of the teen area, which were adopted by the teen board, have been shared with the group. Bette distributed copies of the 'contract' that any teen who uses that space must sign. (See attached) She has met with the school resource officer and subsequently the officer met with the teens. Problems still persist. The procedure for suspension from the library is that Bette sends a letter to the parents and informs the resource officer. Parents often do not respond at all. In a meeting today with the officer and Superintendent of Schools, Nancy Welch, Bette was advised to continue enforcing the rules. In an effort to draw parents out, Teen Territory will close at 5 p.m.
• Grievance Policy. Steve deferred the discussion of the policy until the full board is present. The board is asked to review pp. 6-12 of the county policy for discussion in May.

NEW BUSINESS:

• Overdue Fees. Bette requested overdue fees be eliminated; the overall impact is not productive. Because these fees go into the county general fund, the BOS must approve the change. Dick moved; Reed seconded to send the recommendation to the county for approval. Motion carried.
• Library Endowment. The fund, established at the Mathews Community Foundation with the monies the library received from the Institute of Museum and Library Services in 2005 for being the best rural library in the United States, has a value of $89,293.93. It has been used for staff education. Bette would like to see the BOT establish a $1000 scholarship for a graduating Mathews High School senior who wants to pursue a college degree in teaching, library science or media services. The BOT would set the parameters and make the selection from those who apply. Bette will check with the foundation and send information gleaned to the board by email in the next two weeks in order to announce the scholarship for this graduating class.
• Continuation of Operations Plan (COOP) Succession of Leadership. Bette distributed the plan that addresses the order of succession in the event that existing leaders are not available to provide leadership. (See attached)
• Duties of the Director. The notebook outlining the duties of the director is located at the front desk and can be signed out. The BOT is asked to review the document between now and the next meeting.

PUBLIC COMMENT: None.

ADJOURNMENT: The meeting was adjourned at 6:20 p.m.

The next regular meeting is scheduled for Tuesday, May 12, 2020.                    .

Submitted by Reed Lawson, Secretary

Attachments to the official record as stated.