MINUTES
MATHEWS MEMORIAL LIBRARY
BOARD OF TRUSTEES
March 12, 2019
CALL TO ORDER: The meeting was called to order by Chairman Steve Wilson at approximately 5 pm.
ATTENDING: Nancy Fisher, Sue Jennette, Jim Pavik, Dick Pogue and Steve Wilson. Also present were Bette Dillehay, library director, Molly Broderson, president of the Friends of the Library. Reed Lawson and Edwina Casey were absent.
MINUTES: The minutes of the January 8, 2019 meeting were corrected to reflect clarification on Dick’s communication with individuals concerning the impending expansion of Medicaid coverage and library participation. The revision for Dick Pogue under Old Business should read, “Dick reported that Arlene Armentor, Executive Director of the GM Care Clinic had spoken with Tiffany Gordon, Director of Mathews Co. Department of Social Services, both of whom would be happy to cooperate in putting on such a program at Mathews Memorial Library.” Minutes were approved as corrected.
REPORT OF THE DIRECTOR: Operational expenses for the two-month period ending March 12, 2019 totaled $8,932.62. Fees for online services total $19,762.63 or 15.4% of total operating budget. Current unencumbered operating funds total $70,209.22. Included in unencumbered operating funds is $14,542.00 from the C4K Leadership Grant. If this grant is subtracted from the unencumbered amount, we are left with $55.667.22, approximately the same as last year at this time. Bette reported that with a combined budget total (salaries/expenses, Operating) of $386,843 and expenses to date of $221,668, 42.6% of total available funding is unencumbered.
Bette informed the board that she has written our representatives requesting fees for database services, currently funded at a federal level and provided through the Library of Virginia, remain in the budget, as replacement would have a negative impact on local libraries and the service is essential.
Total number of patrons now stands at 9,614, with 47 new patrons added during this report period. No changes occurred in staffing but there is a need for four or five more volunteers. Signs have been posted and notice will be posted in the Friends of Library newsletter.
An excellent article appeared in the March 7, 2019 issue of the Gazette, highlighting the myriad of activities at the library, with a special emphasis on youth programs over the next several months.
The upcoming Fantasy Trip program will offer readers from 6-12 years an opportunity to explore Canada on April 4th and learn more about our neighbors to the north. On June 14th, the fun will continue with the annual Highland Games at the Ruritan Center, with food, gams, bagpipers and involvement of an estimated 70—100 people.
The appearance of two outstanding Virginia authors, Brad Parks on Thursday, April 25th at 7pm and Earl Swift, on Thursday May 9th at 7pm highlight the adult program in coming months. Computer classes are also underway.
Finally, response to the Teen Territory Library Café is positive and participation is growing.
REPORT FROM THE FRIENDS: Molly Broderson informed the board that the General Meeting of the Friends of the Library would take place on Tuesday, April 16, 2019 at 4PM. Featured speaker will be Elsa Cook Verbyla, editor of the Gloucester/Mathews Gazette Journal. Friends will support our need for additional volunteers by advertising in their newsletter. Molly also reported that space for sorting is an issue and they have moved some shelving around to maximize available space.
OLD BUSINESS: The USDE/OCR investigation was the impetus for much needed improvement to our Library website and we continue to work to total compliance. The Investigating officer has indicated that she is “happy with the outcome”. Our cost to date for updating the site has been $299. Greg Lewis has worked diligently to correct all issues and continues to review the website for updates. Steve Wilson will create a letter of commendation for Greg to acknowledge his outstanding contribution to the Library in resolving this issue.
The proposed Budget FY2019-2020 was submitted to the Board Of Supervisors and we await their approval.
Bette informed us that she and Greg Lewis met with the high school concerning a potential intern for the Library. As of this date, a student has not indicated an interest in pursuing.
NEW BUSINESS: Coalition for Kids (C4K) provides much needed coordination for families. The calendar alerts county residents and visitors to the many activities available for children during the summer months. This is a collaborative effort on behalf of the Library, YMCA and Bay School in an effort to enrich the lives of the children in our community. The calendar will go to press the second week of April and be available as a handout during the May Faire weekend celebration.
PUBLIC COMMENT: None
ADJOURNMENT: The meeting was adjourned at 5:50 p.m. The next regular meeting is scheduled for Tuesday, May 14, 2019