REPORT TO THE BOARD OF TRUSTEES
Mathews Memorial Library
Bette Dillehay, Director
March 11, 2025
The report that follows outlines current administrative matters and ongoing activities that occurred during the report period.
The staff, after reviewing current library activities, has made changes in the use of several areas in the facility. It is anticipated that such changes will enhance patron library experiences. A tour of certain areas of the library is proposed prior to the meeting of the Board.
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 February 29, 2024. Year-to-date operational expenses total $73,644.22, a 7.64% decrease from the same period in FY22-23..
Budget
An invitation was extended to the library from the Mathews County Board of Supervisors to discuss the proposed FY25/26 library budget at a meeting held February 27, 2025. The following is the information provided by the library director at that meeting.
The library budget request for fy/26 is $530,193.00, based on existing approved budget levels. This represents a reduction of $5,300 from the operating budget of the current fiscal year, including a line item used for a project, Coalition 4Kids, whose funding is now handled independently and a $2,000 reduction in funding request for line item 3000 (Professional Services). This latter reduction was made possible by the financial support offered through the Friends of the Library. It also reflects the removal of FICA ($22,710.78) by the County.
As of January 1. 2025, the library had 11,137 registered patrons. This number is greater than the population as the library, like many libraries, does not require proof of residency to receive a card.
Library staffing remains stable. Currently, the total number of staff, including my position, is 9, with three full-time positions and 6 part-time staff. Flexibility is essential since the library is open 7 days a week and all areas of service must be facilitated. Currently, library staff salaries are lower than the majority of surrounding communities so it is gratifying to see that this situation is being addressed.
Use of library materials has changed significantly. During the latest report period, more than two times as many digital/e-books circulated than print copies. (hard copy 711 versus 1,309 digital). While a library card enables access to digital services, (used by almost 700 patrons during January), digital service also allows the library to offer access to a wide variety of
training programs, both at the library and remotely. The cost of providing digital access tends to exceed the average monthly cost of purchasing print copies of materials by almost 60%. In retrospect, while we did not pursue an increase in budget for line item 5240, it appears that the growing popularity of electronic access to library materials may make this a necessity.
While the library continues to offer and provide traditional services (daily traffic including all sections of the library averages 82 patrons per day) we recognize that the community is seeking alternatives in library support. One area showing dramatic increase is the use of library space for meetings of individuals and local groups seeking a place to meet, conduct business or engage in a variety of Zoom-based meetings. In January 2025, there were 33 such meetings held.
Patrons
The current count of patrons is 10,908 a slight increase of 2.34% over the previous year’s total. The daily patron count was down slightly with the month’s total of 2,956 visits.
VOSH
The library received a call in late January from the office of Virginia Occupational Safety & Health Program (VOSH) stating that on January 16th VOSH received notice of safety and health hazards at the library worksite. This matter was immediately brought to the attention of the County Administrator. After several meeting with administrative staff, the problems identified were successfully addressed.
Library Pergola Structure
Slightly over two years ago, the wooden walkway structure at the rear of the library building was removed due to its being beyond repair. Discussion with the county and Friends of the Library (FOL) regarding its replacement began immediately and led to a request made by FOL to the architecture design group, Hudgins Design Collaborative, to produce a plan for a more stable structure. The firm submitted their proposal in June 2023. A member of the FOL Board, Michael Pittman, reports that, while the Friends continue to support the project, they are awaiting further word from a potential contractor to replace the structure.
Projects/Programs
Plans for spring and summer youth programs are in progress. They include a spring break “fantasy trip” to the Science Museum Of Virginia in April to see the current “Lego” exhibit. Carol McCormack, head of youth services, conducted the annual Dr. Seuss Day program for classes pre-K, K and grades 1-3 at Mathews Elementary School. Several other programs are being developed in partnership with member organizations of C4K (Coalition-4-Kids).
The library recently subscribed to a program offering online access to author talks. Each month the program will feature several authors in a live presentation, allowing viewers to interact in an online environment. Selected programs will also be offered at the library
Programs and workshops sponsored by the library continue to emphasize the increasingly important role of technology in services offered to the community.