REPORT TO THE BOARD OF TRUSTEES
Mathews Memorial Library
Bette Dillehay, Director
January 12, 2021

What to some might appear as a trite statement lacking in real purpose is currently posted in the library. The statement: "We cannot direct the Wind, but we can adjust the Sails" is not only apropos to sailors but very much a part of how the staff views their work day at the library during these most challenging times.

The report that follows outlines current administrative matters and ongoing activities which have occurred during the report period.

Financial Report
Current Reporting Period
Information presented in the current financial report is a statement of resources and expenses for a two-month period ending December 31, 2020. Operational expenses for the bi-monthly period totaled $14,050.13, and a year-to-date total of $42,476.55, representing a 22.7% decrease over the same period for operating expenditures for FY 2019-20. Year-to-date operating expenses, excluding budgeted funds for C4K, are 35.8% of total operating budget with unencumbered funds totaling $76,502.45 (not including C4K funds). Current year-to-date expenses reflect a shift in billing patterns for several vendors charged against line item 5240 (VA Database Fee). A similar, but different, shift in billing is reflected in line item 3320 (Maintenance Service Contracts).

Salaries and Related Expenses
The amount budgeted for salaries and related benefits for FY 2020-2021 is $284,025, or $23,668.75 per month. Through the end of December, a six-month period, expenses totaled $140,423.01 or 49.4% of total budget.

FY21/22 Budget Request
A proposed budget scheduled to be presented to the Board of Supervisors is attached to this report. The original proposed budget budget was $397,634, reflecting neither increase nor decrease over the previous period. I have been informed, however, by the office of the county administrator that, with the recent adoption by the Board of Supervisors of a new Compensation and Classification Plan, salaries of both full and part-time library staff are increased. Those changes can be found on the attached proposed budget.

State Aid
The Library of Virginia has confirmed that, following action of the Virginia General Assembly, the revised FY2021 state aid total for Mathews Memorial Library is $98,146.00, an increase of $5,440.00 over the previously approved amount. This amount will be made available to the Office of the County Treasurer in four quarterly payments.

Endowment Fund
A Statement of Activity received from the Community Foundation reports the year-to-date balance of the Mathews Memorial Library Endowment Fund to be $90,695.67. The fund is dedicated to the support of individuals pursuing education in library science and related fields.

High-Speed Broadband Strategic Plan
In December 2020, Mathews County released its High-Speed Broadband Strategic Plan. The report cites the growing need for more extensive broadband access in Mathews and a plan by which the county can achieve its goal: "to be a model community that celebrates its outstanding quality of life and showcases its unique natural resources, while sensitively balancing development and promoting eco-friendly practices and businesses."

The ability to achieve this goal was partially realized when funding from the Cares Act was appropriated by the Governor to be allocated to localities for use in establishing broad band access in rural communities. Mathews County was among localities receiving such funds.

The library is designated to play a key role in the implementation. Following a request from the county's Broadband Advisory Board, the library negotiated with Verizon to purchase "Hotspots" with high speed Internet service for a 12-month period. The funding for this element of the broadband project is $15,696.75. Greg Lewis, head technology services, is the lead for the soon-to-take-place implementation. Once this phase is complete, patrons will be able to "check out" wifi hotspot devices that will provide high speed access for a variety of devices.

Patrons
The number of active patrons now stands at 10,022.

Because of the increased number of Mathews residents testing positive for COVID-19, the number of patrons allowed to be in the library at any one time was reduced from 20 to 10. This figure is maintained via a sign-in system located at both front and rear entrance to the library. During the report period, the library recorded 598 patron visits compared with over 1,500 for the same period in 2019. While the number of patrons visiting is significantly lower than normal, a comparison of items circulated shows 1,651 items in 2020 compared with 1,040 for the same period a year ago. The conclusion is reached that fewer people are reading more.

Library Activities
The season's holidays are traditionally observed at the library with a variety of programs. The year 2020 saw no such activity. In lieu of encouraging large number of visitors to attend such events, the library staff created a "Winter Wonderland" in the courtyard. Featuring lighted elements which shone from dusk to dawn, visitors were encouraged to enjoy the solitude of this quiet space.

No plans are currently being developed for in-house activities. Carol McCormack, head of youth services will continue to use YouTube to reach young readers with story time and a youth book club, both of which occur weekly.