This report is intended to provide the Chairman and members of the Board of Trustees with a report of activities during the period ending August 14, 2012.
Financial Report
Based on library accounting records, operating expenses for the report period totaled $4,126.29. This figure may not be in total alignment with County administrative records since FY2012 expenses are not yet finalized. As a result, certain expenses charged by the library to FY2012 may need to be re-assigned to FY2013 or vice versa.
Information maintained by the Office of the County Administrator regarding salaries and related benefits have not been received in the library. The library is now fully staffed with four (4) full-time (including the director), four (4) part-time hourly and one (1) part-time salaried. Monthly salaries and related benefits should be $19,150 per month, based on approved budget totals.
The restricted account established by the Board of Supervisors for receiving donations to the renovation project now stands at $12,120.00. This includes a donation of $70.00 recently received honoring Barbara Sampson and a check from Dennis and Brenda Baker for $500.00. Earlier donations were a $10,000 contribution from John and Linda Digges and a $1,000 contribution from Thomas Rufh. Such funds will remain with the County Treasurer until needed by the Friends of the Library.
Patron Update
The total number of patrons now stands at 9,710, with an average of 92 new patrons added during the report period.
Network Assessment
Funded by the Library of Virginia, the Mathews Memorial Library received an assessment of its network capabilities in July. All public libraries in Virginia received a similar assessment. Conducted by a qualified member of the Florida State Library, Mickey Boyd, the assessment produced a full review of the capabilities of the Mathews systems and reported on several significant aspects of service provision.
Mr. Boyd’s overall conclusion with regard to the level of service was that “Mathews is a rarity among small libraries.” His report reflects his high opinion of our network environment, reporting that” the network is well-maintained and provides a safe and enjoyable computing environment for patrons and staff alike.” Further, he states: “Library technical staff are competent and proactive.” The report will be submitted to the Library of Virginia and copies of the draft are available for review by members of the Board of Trustees.
Facility - HVAC System Control Problem
A recent inspection by Mid-Atlantic Controls Corp (MACC), who oversees the HVAC automation system, revealed that the control system is non-functioning. This situation does not prevent the HVAC system from functioning but eliminates any capability for adjusting temperatures. The recommended course of action is replacement. MACC, who has provided building automation system oversight since renovation of the library in 2002, has provided a replacement system at a cost of $23,850.00.
Prior to presenting this proposal to the County Administrator (who has been apprised of the situation), Carrier Corporation who provides HVAC system support has been approached to provide a proposed course of action. They are due to visit the library on Friday, August 17th.
Technology Programs
Two staff members, Greg Lewis and Raquel Ott, travelled this summer to several libraries to present Tech Zoo workshops. The latest invitation came from Hampton Public Library, which voiced praise for Mathews’ technology team. The Library of Virginia has been alerted to the great effort put forth by Greg and his team of Raquel and Carol McCormack.
Programs
Summer Youth Program. Mathews Memorial Library’s summer program, “Taking a Closer Look,” closed with an exciting look at what archaeological secrets might be found close to home. After learning about archaeology and visiting places such as Jamestown, Fairfield Plantation, the Mariners’ Museum and the Virginia Museum of Fine Arts, the program participants conducted their own “dig” near the Mathews Court Green.
The program registered 86 children with total daily attendance of 537 for the entire program. Generously funded by Friends of the Library, the cost of the program totaled $4,093.00 or $48 per participant. All program activities were provided free of charge to participating young people. The only exception to this was the fee charged for “Discovery Day” trips when the participant had not attended the associated “Lemonade Lecture.”
Soothin’ Summer Sounds. Another year’s program of summertime music at the library is a big success. This year’s theme, “Music Across America,” featured Doc Muroff and combo in “Manhattan Sophisticated Rhythms” in June, and Darryl Ellyson of Richmond in a “Chicago Blues” program in July. The program will conclude on August 14 with the Glenn Boswick Band playing the California sound of swing. Attendance has averaged 45 per program.
Added to the slate of musical programs was a Tea Dance held on Sunday, August 12 featuring the familiar “After Six” musicians. As always a full attendance of 55 to 60 enjoyed the afternoon program of dancing or just listening. There were immediate requests to schedule another such event.
Best Sellers Book Club. The newest book club supported by the library is receiving great support and enthusiastic participation from those who have joined. Meeting on the second Thursday of each month at 10 a.m., it averages 10 to 12 members at each gathering. This brings to four (including a youth book club which meets during the school year at Thomas Hunter) the number of reading clubs supported by the library.