REPORT TO THE BOARD OF TRUSTEES
Mathews Memorial Library
Bette Dillehay, Director
March 13, 2018
This report is intended to provide the Chairman and members of the Board of Trustees with a report of activities during the period January 9 – March 13, 2018.
The library was invited to be, and will shortly become, a part of the “River to Bay Artisan Trail” which includes Essex, Gloucester, Mathews and Middlesex. Artisan Trails in Virginia focus on history, natural beauty, and artisan traditions. Such trails provide information about byways and back roads, where visitors find craft artisan studios, galleries, eclectic shops, agri-artisan farms, unique restaurants, lodging amenities, and points of interest.
About the Board
Member Terms. It should be noted that the second terms of two members of the Board of Trustees, Mary Sampson and Carolyn Taylor, will expire in May, 2018, thus making them ineligible for re-appointment.
Activity Report. The library has recently undertaken the development a new tool for assessing critical activities associated with its mission which we believe will enhance your ability to evaluate those activities. In the past you have received an activity report which provided numerical information on current and previous years. This information will continue to be available; however, we are converting significant categories into graph format which makes the data more meaningful and comparison more obvious. An example of the impact such a conversion can have is demonstrated by our learning that in February, 2018, there were more adult electronic materials (ebooks, audiobooks, music, magazines) circulated than printed books. This is a surprising and possibly corresponds to lower patron visits since using electronic materials eliminates need to visit library. Your feedback on this tool is encouraged.
Financial Report
Current Reporting Period
The current financial report is a statement of resources and expenses for a two-month period ending March 13, 2018. Operational expenses for the bi-monthly period totaled $18,298.80. Current year-to-date expenses total $62,637.77 or 55.46% of operating budget (not including grants/donations). Current unencumbered operating funds total $56,261.11, including donations of $5,969.88. Also included in unencumbered funds is $5,000, the amount in the C4K Leadership Grant. Subtracting this grant from the unencumbered amount leaves a total of $51,261.11.
Salaries and related expenses
Salaries and related benefits information through the report period of February, 2018, has been received. For the eight-month period in FY 2017-18 expenses totaled $151.998.44 or $18,999.81 per month. The total amount budgeted for salaries and related benefits for FY2017-2018 is $267,103 or roughly $22,259 per month.
About the Library
Early February was a very challenging period as the library was faced with the lack of heating in the main section of the facility for several weeks. Faced the alternatives, the staff chose to remain with normal hours of operation. This was accomplished by moving major patron services to the atrium and teen territory. AARP tax service began during this period and was located in teen territory with a waiting area for tax assistance seekers located in the computer area. It remains in this location due to the technology arrangements made initially by the AARP staff.
Organizational Capacity. Library staff members are undertaking a major review and analysis of current capabilities and future strategic decisions. The goal is to assess how well positioned we are to extend and expand our services to a larger segment of the community. One method for conducting such an assessment is known as “organizational capacity.” It is based on the theory that organizations exist for a purpose and the organization’s capacity has to do with its ability to fulfill its purpose. A more complete description of how the library proposes to use this tool is outlined in the attached article, which is scheduled to appear in the next newsletter published by the Friends.
No timeline has yet been established for completion of the process; however, you will be kept informed of staff progress in this initiative and a full briefing upon completion.
Patron Update
The current number of patrons is 11,948 an increase of 27 patrons over the previous report period and a 2.77% increase over the previous year. The average number of patrons and others visiting the library daily during the report period was 147.
Personnel
The staff shares with staff member, Maude Donovan, the excitement and anticipation of the forthcoming arrival of her second child. Maude will begin maternity leave on April 7, 2018, returning on June 1, 2018. Carol McCormack will serve as head of youth services, a position she formerly held, during Maude’s absence.
Programs
January and February are generally quiet months on the library schedule. This year, January brought forth a program which received accolades from almost all of the 54 participants who travelled to Richmond to see the Terracotta Exhibit at the VMFA. The day’s events included a guided tour of the exhibit and lunch in the museum’s Marble Hall.
February’s program was in recognition of Black History Month and was held on February 22nd. It featured Hampton University history professor, Robert C. Watson, whose topic was “The Church in the Southern Black Community.” Sixty-seven people attended the program.
March is filled with plans for both youth and adults. Plans for a Dr. Seuss party were interrupted by the severe winds which brought a power outage to the library. When the schools celebrate spring break the week of April 2nd, children ages 6-12 are invited to take a fantasy flight to Alaska on Wednesday, April 4th. An authentic lunch will be served and an opportunity to “pan for gold” is on the schedule.
March is recognized as Women’s History Month. Two of Mathews’ most prominent women are featured in an exhibit that also invites the public to honor their own choice of Mathews women leaders, past or present. The exhibit will remain up through March.