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Friends of the Orange County Public Library Hillsborough, NC ‘Minutes of Executive Board Meeting’
: January 24, 2011°
Approved at Board Meeting February 28, 2011
Present: Janet Flowers; Ann Burton, Susanne Vergara, Erin Shepherd, Lori Graham, Andrea Tullos, Lucinda Munger, Bill Barrows and Sandy Gerstner
Co-Chair Janet Flowers, called the meeting to order at 6:08 pm. Each member introduced him/herself and described his/her efforts/role for the Friends. Bill moved and Sandy seconded the motion to approve the minutes from the previous meeting [November 2010] and Bill moved and Ann seconded the motion to approve the minutes from the December 2010 annual meeting. The minutes were approved. [ACTION -
Janet: Janet will finalize and submit for website posting]
Financial:
Treasurer’s Report: Treasurer, Sandy Gerstner, presented two (2) financial reports for review and discussion: (1) January-December 2010 and (2) January 2011 report (both attached to original minutes).. Lori made the motion to approve; Erin seconded. Both reports were approved by the Board. Total checking balance =
$6,368.75.
Misc..: :
e Sandy requested and received the NTEE code from the IRS which was needed to get an identification number from the state of NC. Submitted Articles of Incorporation, By-laws, NTEE code and letter stating what our group does on January 10, 2011 to NC. | ,
e The approved budget is on the J anuary 201 1 report under column titled.
"2011 Budget". = |
e Andrea requested that any contributions from the Friends to the Library be issued earlier than last year. The reason was the necessity for inclusion into the County’s budget amendment before December. [ACTION - All: After further discussion, it was agreed to issue funds to the library by mid- November of each year henceforth. |
7
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Susanne asked about the Cybrary Book Sale; Sandy said no money has been coming in for 6 months but they have approximately $600 of theirs in our account. [4CTION - Andrea: Andrea will check on this to see if they are still selling items. |
Donations came in, originally for 4 pavers, but the sale had already concluded. Sandy wrote a letter to contributor and returned check, but the check was returned to Friends asking the group to go ahead and use it where necessary.
Discussion regarding condition of books [4 CTION — Andrea: Andrea will request Amber put out announcement on website for donations that they be in very good condition. |
Request for Payment Form — now to be used for reimbursement of expenses; completed and sent to Sandy along with original receipts [4 CTJON — Sandy: Sandy will forward this form to all members of the Board to use] Draft Whistleblower Policy reviewed and discussed; this is one of the Financial Operations Review’s recommendations from 2010; Lucinda noted that this policy has to go through the County Attorney for review; Lucinda and Andrea did not have current version [4 CTION — Janet: Janet will send the current draft to Lucinda and Andrea to forward to Annette at County Attorney’s Office. ]
Other discussions related to Financial Operations Review recommendations: (1) Janet is working on a Records Management policy specifically for non- profits; Lori agreed to help/review; (2) Treasurer job description [A CT/JON — Sandy: Sandy will draft a job description and bring to Board for review/approval]; (3) Action items clear in Minutes; Lori will incorporate as new Secretary; (4) Names of individuals authorized to sign checks should be shown in Minutes annually — was done in November 2010.
By-Laws — Lucinda brought up the issue of the Friends’ by-laws not having a dissolution statement (what happens to the money/assets if FOCPL disbands and who receives those assets); [ACTION — By-Laws Committee: will review and revise. The revision will be presented to the membership for approval at a future meeting. |
MOU: Andrea and Lucinda would like a Memorandum of Understanding drawn up; [ACTION—Andrea will send the draft to Janet for follow-up. |
Committee Reports
Ve
FOCPL: these brochures (500 copies made) have been placed recruitment purposes; renewals sent out to previous members/donors- she will monitor returns and resend in a month or so; Andrea noted an error in the
al information about throughout the library for finished today and
Membership: Erin presented new brochure with gener
brochure, referencing “a new laptop computer,” which was not purchased — it was a flipchart and 2 new chairs.
Program:
(1) February Event: Susanne gave updates on the February Judge Scarlett talk on the Whitted family history; Amanda made a poster and posted throughout library; Susanne passed out a few flyers for posting to local churches; she will email Judge Scarlett to request other contacts/churches to notify; Lori suggested it be sent to the NAACP of Northern Orange; [ACTION — Lort: Lori to send Susanne Renee Price’s email of the Orange County Democratic Women to forward poster]; Susanne will meet with her committee to get help with organizing for the event; [4C7/ON — Andrea: Andrea will follow up to get Susanne a pdf of the poster to forward on. ]
(2) April Event: program needs to be planned - the tree book will not be ready in time; Lucinda suggested contacting the Ackland Art Gallery in Chapel | Hill to find out about their NC Pottery celebration [AC7JON — Susaniie: Susanne will contact the curator of the event to get ideas/speaker suggestions (i.e., Ben Owens]; Janet also suggested Georgeann Eubanks, author of Literary Trails of the North Carolina Piedmont
Misc.:
Andrea stated that the Library needs help/funds for 3 programs — approximately $1,000, apart from Friends’ annual contribution; suggested a campaign to businesses, with a list of what the funds would be used for; offer of a press release, post in newsletter and on website; library staff prohibited from asking for funds; volunteers? [A C7/ON — Janet: Janet will contact Libby Hough, who’s involved in organizations that might help]
Political activity of Board — no updates; Janet will discuss at next meeting
Book Sale:
Ann noted that this time, she will coordinate volunteers and Janet will coordinate publicity; the sale will be on March 25 from 4-8, March 26 from 9-5 and March 27 from 1-5. [ACTION — FOCPL Board: All board members should put these dates/times on their calendars]. Hardback books: $1; paperbacks: $.50. Discussed the bag sale on the last day of sale: $3.00 per bag. Andrea suggested that we
3
provide tickets for book vendors so they could return Jater and not just have them wait [{C7/O. - Ann: purchase roll of numbers/tickets to hand out]. Ann noted that she couldn’t recognize volunteers at book sales, so suggested FOCPL purchase 15 new aprons for use at the sale for better visibility and a professional look — she will pay half, so FOCPL will pay $60; Bill made motion and Sandy seconded. Board approved for Ann to place order for 15 khaki, medium aprons w/ FOCPL in black letters. .
e Janet noted the membership dues pro-rated at end of year in past not a good idea, Just have full year membership for anyone who joins at the sale.
¢ Endowment Task Force — Janet noted that they will meet later in February with the North Carolina Community Foundation, which handles financial matters for non- profits. :
e Lori brought up a possible discrepancy in the redlined By-laws distributed and approved at the December meeting and the final By-laws that Erin sent out over email after that meeting; not sure if correct version is on the website [4C7TION — Erin: Erin will compare the By-laws and resolve discrepancy]
Meeting adjourned at 7:10 pm.
Lori Graham Secretary
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Friends of the Orange County Public Library Hillsborough, NC Minutes of Executive Board Meeting February 28, 201 lr
Approved at Board Meeting
March 21, 2011
Present: Janet Flowers, Ann Burton, Susanne Vergara, Erin Shepherd, Lori Graham, Bill Barrows and Sandy Gerstner
Co-Chair Ann Burton, called the meeting to order at 6:00 pm. Erin moved and Bill
- seconded the motion to approve the minutes from the previous meeting [January 201 1}.
The minutes were approved.
Financial:
Treasurer’s Report: Treasurer, Sandy Gerstner, reported that not many memberships have been received. She did receive the NC number for reimbursement of sales tax, so approximately $600 will be returned if all 6 submissions are accepted — 2 each from 2008, 2009, and 2010. The Board thanked Sandy for doing this. A quick review of the financial report submitted by Sandy was made. Janet made a motion to approve and Bill seconded. The report was approved by the Board. Total checking,
balance = $8,174.35.
Misc.:
e Went over outstanding action items from previous meeting and will carry over those not completed.
e Whistleblower’s Policy was sent to the County Attorney, who said it was an internal policy. If someone brings a concern up to a Board member, we will be following the law. Janet still felt that it was unclear when members would sign off on the policy; Erin suggested we just inform the membership that it’s available on the website so if they need it, just go there. [ACTJON — Janet: will follow-up on this.] -
e Treasurer’s Duties List - Janet moved and Bill seconded a motion to accept.
e MOU: issue regarding disbanding and assets can’t be decided upon until the Bylaws Committee does some work, so hold off on this.
e Judge Scarlett event on Feb. 26" went over well, with approximately 70 people
attending. 1
e Community business funding of programs — [41 CTION — Janet: will check with 4- an 5 local businesses, maybe in March. | -
e Library staff request to spend our money quarterly vs. end of the year, (i.e., can We do this in increments vs. one lump sum) was discussed. Children’s programs and other staff development training such as the October convention seem to be driving this. Concern over donations received and money expected; premature to make a decision on this — need Andrea’s input to decide. The group agreed that we still want specific requests before donating funds, regardless of when we make the donation. Membership — Erin will send the second wave soon for renewals.
e Discussion regarding available books/requests; Erin mentioned library examples of inter-library book requests and books being delivered to homes by couriers in other counties.
e Janet brought up the Arts Survey issue again. After discussion, the board agreed that Janet will get back to the organizers and respond that we are not interested in participating. [ACTION — Janet]
e The suggestion was made to think about getting a logo created for FOCPL.
[ACTION — Board: look at creating a logo for FOCPL at a future meeting]
Book Sale:
e Ann brought an example of the aprons that were purchased for the book sale and other events. .
e Upcoming book sale - standard checklist passed out for review and discussion. We will begin moving books on March 21* and 22"°, unpack March 23" (helpers get 5 free books for helping out). Sale opens at 4:00 pm on Friday, not before. Vendors can take a number and wait.
e Suggestion was made to look into charging for scanning at later sales.
Next Board Meeting will be held on Monday, March 21, 2011. Meeting adjourned at 7:00 pm.
Lori Graham Secretary
Friends of the Orange County Public Library Hillsborough, NC Minutes:of Executive Board Meeting
March21, 2014
Approved at Board Meeting
April 25, 2011
Present: Janet Flowers, Ann Burton, Andrea Tullos, Susanne Vergara, Lori Graham, Bill Barrows and Sandy Gerstner .
Co-Chair Janet Flowers, called the meeting to order at 6:00 pm.
News from Library (Andrea) - Andrea talked about the positives in funding, citing the recent $20,000 donation from the Friends that resulted in the purchase of end panels for the shelving, table arm chairs, a projector for the meeting room, and 5 Kindles. She noted that 4 of the Kindles will circulate and one will be kept in the library for demonstrations. All Kindles will contain the same collections. The library is working with the County Attorney to develop policies related to e-books and their circulation.
Andrea gave an update on the Carrboro branch of Orange County Libraries. There is a public hearing on the possible zoning of the proposed property from residential to conditional use library on March 22nd. Enough neighbors have protested that a super majority of the seven members of the Board of Alderman will need to approve it. Several boards including Transportation, Appearance, and Economic Sustainability are supporting it. The cost is $600,000 for three acres. The search for a good location has been a long and intensive one with a number of sites considered. [4CTION - Andrea: Andrea will send a message to the listserv after the hearing. ]
Andrea then described the library’s future funding needs. They do not anticipate any more large ticket items now that they are settled into the new building. She explained that, in the past, the Library typically asked for funds two-three times a year. Last year, the Friends agreed to donate one large sum of money in December. It was helpful to have this significant amount to show the Commissioners the level of support that the Library has.
However, when there is just one donation, it crosses two fiscal years. (The Library’s fiscal year is from July-June.) When the donation is one lump sum in Nov/Dec, the Library can only use it during a 6 month period (prior to June 30th). Then Andrea and
1
Ann got into a discussion about what are appropriate uses for donations from the Friends. oa Andrea noted that the Commissioners are willing to fund tangibles like books but are less cy supportive of intangibles like programs. The discussion then veered into a discussion of
training needs with Andrea noting that the Library would like to receive funding for the
registrations for the NCLA Conference next fall.
She also noted that the Library is hiring an Adult Librarian who will focus on Adult programming. This person will be establishing programs that may later need financial support from the Friends. |
Andrea reported that the three areas which she must defend in the budget process each year are 1) travel, 2) contract services (e.g., programs), and 3) personnel. She provided this background information to help the Board decide upon when and for what it will make donations to the Library. The Board will discuss these matters at our April
meeting.
NOTE: Andrea later clarified that she was discussing the future funding requests procedure for two rather than one large request. Also the fact that at this point, library administration does not anticipate asking for any additional requests until the fall (in particular the NCLA conference registration). In addition, it is quite possible their : requests (FY 11-12) will be much less than the projected $12,000 donation in the C2 Friends’ budget, especially as they will be creating a strategic plan.
Other Business: Ann moved and Bill seconded the motion to approve the minutes from the previous
meeting [February 2011]. The minutes were approved.
Financial:
Treasurer’s Report: Treasurer, Sandy Gerstner, reported expenditures for the sign downstairs ($1,417.52) and % of the cost of the aprons ($60.00), and income received for Ann Burton’s commitment to the aprons’ cost ($95.90). She has not heard anything from the state regarding the sales tax reimbursement. Received two deposits from the Cybrary. A quick review of the monthly financial report submitted by Sandy was made. Ann made a motion to approve and Bill seconded. The report was approved by the Board. Total
checking balance = $7,101.08.
Misc.:
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Went over outstanding action items from previous meeting and will carry over those not completed.
Whistleblower’s Policy — reviewed. Janet relayed that it has been shortened; members don’t actually have to sign it, just be made aware and accessible, noting our intention to follow the law and welcome concerns. Ann made a motion to
approve and Sandy seconded. [4C7/ON — Janet: will post on the website with a statement as to why we’re doing this. ]
Records Retention and Disposition Guidelines (Policy) — reviewed. This 3-page document provides suggested time periods/retention guidelines. It also includes a form to complete, to document items that are destroyed. There are not many electronic documents at this point, except yearly financial information copied onto a CD, but the policy applies to them as well. Suzanne made a motion to approve and Lori seconded. The motion was passed, and Janet was authorized to proceed in going through 30 years of files.
Community business funding of programs — Janet forwarded letters to PHE, Leland Little, Sports Endeavors and Piedmont Electronic. Endowment Task Force — The Task Force is meeting with Lucinda on April 4" to determine our next steps after investigation of community foundations.
a Book Sale: : e Ann stated that, except for Sunday, volunteers are scheduled throughout the sale;
discussed unpacking plans. Ann is trying to leave good notes and schedules for future sales.
Next Monday (3/28), Addmore Books of Danville, VA has graciously agreed to pick up the remainder of the books we are unable to keep, due to our space
limitations.
Membership: Erin was unable to attend, but relayed that she and Penny Van De Water sent out approximately 125 emails and 30 letters reminding of membership renewals. Sandy received 4 more memberships; a check for $500 was received from
PHE.
Program:
April Event: Suzanne relayed that she has been in touch with Dr. Charles Zug, the curator of the Ackland Museum’s Exhibit on NC Pottery, and he has agreed to participate, maybe the afternoon of April 30 or early June; it would be a good idea to have materials available to share, such as small
cards and posters at the art show in Hillsborough on April 16 [AC TION —
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in 2013-2014, the library will need to purchase an independent ILS system (Polaris or Sierra). For future purchases, the board could relay to the membership that the funds are being held specifically for an item. A programming strategy needs to be developed first by the library staff. They can then have a better idea of what will be needed. A motion was made by Ann, and Bill seconded that the Library Director’s requests for contributions be based upon a strategic plan. These requests will be reviewed and approved by the Board of the FOCPL. The motion passed.
Senior staff had their first meeting on a strategic plan, created a mission statement, and started developing guiding principles — then later, all FOCPL members will have input through the listserv. The Board of Commissioners’ upcoming meeting on 5/17 decisions/items: (1) Dissolution of Hyconeechee — once Orange County approves, there will no longer be a regional library because Person County already agreed; Orange County is being supportive of Caswell County — lots of regional loans are being filled; (2) FY11-12 budget proposed (service option to serve all of Orange County, perhaps through a bookmobile) and currently testing connectivity for rural services with 4 computers; (3) County Facility Use Policy proposal (FOCPL meetings, book clubs and county-sanctioned organizations/groups would be free); minimal cost approx. $10/hour, meeting rooms around the county including Parks & Rec and library; can reserve on-line with a credit card, by the hour; funds will go to maintenance/chair replacement, etc.
The approved CIP includes building a southwest Orange library in 2015-2016; Upcoming: OCPL/joint program with Hillsborough Alliance on a family passport
to go throughout the city and get passport stamped by local merchants, to be held 3 Saturdays this summer (June 11, July and August).
Next Board Meeting will be held on Monday, June 20, 2011.
Meeting adjourned at 6:55 pm on motion by Bill and a second by Ann. Motion passed.
Lon Graham Secretary
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Friends of the Orange County Public Library Hillsborough, NC Minutes of Executive Board-Meeting »
4June.20, 2011
Approved at Board Meeting
July 18, 2011
Present: Ann Burton, Janet Flowers, Sandy Gerstner, Lucinda Munger, Erin Hils Shepherd, Susanne Vergara
Absent: Bill Barrows, Lori Graham, Andrea Tullos Co-Chair Ann Burton called the meeting to order at 6:00 p.m.
Minutes of May 16, 2011 Janet moved and Sandy seconded approval of the May 16" minutes as prepared by Lori Graham. The motion carried.
Treasurer’s Report
Sandy Gerstner shared the treasurer’s report. She noted that the FOCPL checking account has a current balance of $11,867.67. She also reported that we are earning1/4 of 1% on the checking account and 1.25% on all other accounts. She also announced the receipt today of $38 more in our state income tax refund. Susanne moved acceptance of the report; Erin seconded. The motion carried.
Endowment Task Group
Janet reported that the group would be meeting with Robin Barefoot from Triangle Community Foundation. The group's goal is to have a report ready for the Board by one week before our September 19" meeting, which Robin will attend. Lucinda noted that she thought the work of this group had been a very educational experience for all. Janet added, and Lucinda agreed, that we have been very fortunate to have the expertise of Jim Burton and Laura Eastwood on the group.
Donations from Speakers
Lucinda reported that Mark Hewitt, our recent guest speaker, had left a beautiful mug and exhibition catalog for us. We hope to raffle it off at our annual meeting. The talk was excellent and Mark made a nice profit. This program, though, led us to question the development of guidelines for our speakers who sell books and other items at the
programs.
Lucinda thought that we should develop a certain percentage expectation for the speakers. She suggested that we contact the appropriate listservs (ALTAFF and FONCPL) for advice regarding the percentage.
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Book Sale . . Ann noted that she thought it would be good to create a Book Sale Committee with 5-6
people. She envisions at least the following coordinator roles: emptying Room (hopefully Bill who has experience) set up, F riday, Saturday and Sunday sales (including
boxing up).
She also asked about buying bags for the bag sale. The group thought that this was a good idea.
Lucinda’s Report . Lucinda reported that the Board of Commissioners voted down the purchase of a book
mobile. Part of their concern centered on the costs and the inconsistency of the Internet connections. The Library will, however, be allowed to keep the $128,700 as an ongoing part of the budget. Lucinda announced the very happy news that, with these funds, the Library will be able to keep Sunday hours year round. This means that many staff will be
moving from part-time to fulltime.
She noted also that there was some restoration of her materials budget. She will be able to purchase 15 new e-readers. The Library will be adding a new range of shelving in the children’s area to handle DVDs, CDs, etc. The Library also will be purchasing $22,000 worth of databases to provide comparable service to Chapel Hill Public Library.
The Cybrary will increase its hours from 30 to 40. The hours at Carrboro cannot be increased because the hours and times have been negotiated through a contract with the school system. The Carrboro Library also cannot increase its collection due to space limitations which results in a one book in / one book out shelving situation.
The Town of Chapel Hill is considering charging non-CH residents a $60 library card fee. The Orange County Board of County Commissioners has offered the Town $365,000 if they will agree to a Memorandum of Understanding. The Commissioners expect the Town to reject this offer. If the fee is charged, it will go into effect on August 15". ¥f that happens, Lucinda expects an increase in traffic from former CH patrons.
The Commissioners are trying to identify a way to reimburse low-income residents who
need help with the library fee.
Lucinda also rejoiced that the recent good budget news means that, for the first time, Orange County Public Library will be above the state average per capita for public
libraries--over $22 per capita.
Logo Erin presented an idea about a contest to create a new logo for the Friends. Her idea was to have the artists submit their logo to a small panel of local artists who would choose the
final three. Then we could have Friends and patrons vote in the library. We might give a
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gift card to the winner. The group tentatively agreed to make the contest for ages 16 and above. to have the contest in the fall, and to perhaps announce the winner at the annual meeting.
Web Redesign . Janet reported on the results of her survey asking for a web designer. Only one person
responded. That person, who did not volunteer to do the web design, did offer excellent suggestions about the platform (Word Press) and considerations when setting up a
website.
Janet suggested two options for our next step: 1) Just keep the pages up-to-date on the library server or 2) Set up a task group to flesh out what we need and then hire a designer
1o set up when we are ready.
The group discussed the Newsletter situation and then concluded that it is more productive to invest our energies in the newsletter. Therefore, we will keep our existing
website as up-to-date as possible.
Newsletter Janet reported that she also received only one response to the message regarding the need
for a layout person for the newsletter. This person, who is an editor, did not want to join the group once he learned that we already have an editor. So Janet thought we had three options: 1) Do a simple newsletter using Word, 2) Purchase a copy of Publisher for someone to learn ($50 for non-profits but license only for one machine) or 3) Use expertise of a friend to do the first issue. The group agreed that the help of a Friend, while it would not get the newsletter established, would at least get out one issue for this
year.
Next Board Meeting will be held on Monday, July 18, 2011. Meeting adjourned at 7:00 p.m.
Janet L. Flowers Co-Chair, FOCPL
Friends of the Orange County Public Library Hillsborough, NC . Minutes of Executive. Board Meeting
July 18, 2011
Approved at Board Meeting August 15, 2011
Present: Janet Flowers, Ann Burton, Andrea Tullos, Lori Graham, Bill Barrows, Erin Shepherd, and Sandy Gerstner
Co-Chair Janet Flowers called the meeting to order at 6:00 pm.
Minutes: . | Bill moved and Ann seconded the motion to approve the minutes from the previous meeting [June 2011]. The minutes were approved.
Financial:
Treasurer’s Report: Treasurer, Sandy Gerstner, reported that she has applied for the state sales tax refund for January through June, for approximately $85 - due back soon. A quick review of the monthly financial report submitted by Sandy was made. A brief discussion developed regarding the Cybrary’s book sale funds in the amount of $706.50. Andrea noted that those funds should be transferred to the Friends of the Carrboro Library, since we won’t be giving money to the Cybrary in the future.
LiCTION: Sandy will write a check for $706.50, give to Andrea, who will forward it to the Carrboro Friends.) Erin made a motion to approve the report and issue the check and Bill seconded. The report was approved by the Board. Total checking balance = $12,515.67.
Policies:
Guidelines for Program Speakers — a draft was distributed for review and discussion. Issues are: (1) whether to receive a donation; (2) what to do with a donation. Andrea mentioned that speakers have never been paid in the past. The main purpose for the money is to go to the library, not speakers. The guidelines require that speakers at Friends programs donate 10% (either cash or goods) of any sales made. Erin commented that the guidelines are concise and to the point. No further comments were
made. Bill made a motion to adopt the Guidelines and Sandy seconded. The Guidelines were approved by the Board.
Misc.:
1) To Do List for the Second-Half of 2011 — Janet drafted a document for discussion. The following were the projects highlighted and the comments:
¢ Program - The Board was asked to suggest some possible September program options. Andrea relayed that a representative from NASA just contacted the library to participate in a family program in August. In their visits around the country, a Raleigh museum and another venue had been scheduled, the latter of which fell through. The presentation will be for ages
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8 and up, ona Friday afternoon. In addition, Andrea mentioned that the library's movie Lm nights are going very well. In later discussions related to possible programs, Erin suggested ae, A.J. Mayhew (Andrea also believes she would attend) and/or a local science-fiction writer in Hillsborough. Andrea also suggested Katharine Whalen, one of the authors in 27 Views of Hillsborough, for a musical focus.
Triangle Community Foundation — will wait to send out notes until report comes out, likely within the month.
Logo Contest — Erin still working on contest; she plans to present information/ideas at next month’s meeting. She is waiting until school resumes to open contest, looking at probably September/October, and open for no more than 2 weeks.
Strategic Plan — Andrea relayed that the first meeting related to a strategic plan was held last week; the next one will be on September 22" They will be coming up with 3 year goals, and will then draft a document. The Friends will have input into that draft, probably by the first of next year. The next step is a new Library Advisory Board.
Book Sales — Ann looked into the blank paper bags that Chapel Hill has available and was referred to the 3 Bookworms; Chapel Hill’s bags were 500 for $42. The Board briefly discussed options of putting a stamp on the bag, choosing different colors, and ensuring non- repeats. [4C7T/ON: Ann will look at the bags herself. ]
2012 Proposed Budget — Janet and Sandy will serve on the committee; Erin agreed to serve as well.
Nominating Committee — It was reported that the terms for 5 of the 7 Board members are expiring. Janet thinks that not all of the members should leave at once. She has asked the Board to think about plans to remain and who might be willing to come in from outside to > serve. “Gr Newsletter — Helen Jones is now full-time with the library and isn’t on the committee anymore. Jerry Miller will be the newsletter editor. Lisa Wolf determined that she does have access to Publisher and will be in charge of design layout. Andrea noted that paper and copies can be provided by the library, although the print can only be in black and white, not color. The library provides 11x17 paper, which can be folded in half. A title for the newsletter was discussed — some examples were: “Library Matters” or “Friends of the
Orange County Library Journal.” Everyone seemed to like Ann’s suggestion: “Friends Matter.”
Bylaws Revision — Erin and Bill and Janet will serve on the committee; need the proposed revisions by November Board meeting. Andrea added that as NCLA Treasurer, that Board identified a need to have a Treasurer-Elect to help with continuity, historical knowledge, and ease of transition to the next Treasurer. A Treasurer serves 2 years with the current
Treasurer, as a Treasurer-Elect, and then 2 years with the future Treasurer.
Financial Review — The Bylaws call for an annual group review of our books. It appears
that a free auditor won’t be an option, so we would have to pay. Janet suggested a review next spring might be best, as it would cover years 2010 and 2011. Andrea mentioned a non- profit accountant she has previously used and will provide that name to the Board.
[ACTION: Andrea will provide the name of a non-profit accountant she thinks might be able to help with a financial review. ]
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e Brochure — Janet suggested we add the new partnership information and likely only minor tweaking. It would be nice to have a new version ready by October. [A C7/ON: Erin will put all of the documents onto a flash drive so they can be accessible to others. ]
e Guidelines Manual — Janet is working on to help the next Board.
© Memorandum of Understanding — The only section that remains is the issue of what occurs in case of dissolution. Janet is still working on.
e Annual Meeting — Michael is on board. Question about whether to offer calendars again. After discussion, the Board thought it best to wait a year, or perhaps offer book bags with the Friends logo. Andrea offered the circulation staff's help when we decide to do this.
2) Went over outstanding action items from previous meeting and will carry over those not completed.
3) September Last Fridays scarecrow design contest at the museum — the Board discussed the possibility of involvement; however, it was decided that with all of the upcoming activities to do before the end of the year, we would not be able to participate this year. [{C7/ON: Ann will email Linda Schmitt and let her know. ]
Library News:
Andrea relayed that as of June 30, 2012, the Hyconeechee Regional Library will officially be dissolved and no longer exist. During the coming year, the library will create a new Advisory Board and develop a long-range plan and evaluation of ILS framework/opportunities of 5 vendors — looking at Open Source, Millenium, Polaris and others. A team will start on July a to develop criteria, with a spring target to present to the Commissioners. By July 1, 2012, everyone begins the migration process. They are meeting next week with Person and Caswell to see what their plan is for ILS. migration, since Orange supports until they migrate. There is a possibility that Orange can migrate as early as August then and the catalog won’t show these other counties. Looking at self-checkouts (1 - maybe 2),:possibly implement RFID, which is good for inventory control; still evaluating what the trends and gaps are such as romances, certain series, etc. However, will still be able to get inter-library loans for $1.00. Courter will also cease — just mailing. At this time, though, it was noted that Caswell comes up first, in alphabetical order, but should be able to limit search to Hillsborough. ,
Ann mentioned a patron’s comment about there appearing to be a high number of religious fiction and concern over church and state issues.
New books have moved upstairs after realizing no one downstairs was available to talk to/interact with patrons due to such a busy front desk. Andrea thanked us for bringing this to their attention.
A customer service day was held.
July 31", the Carrboro Cybrary will open to Mon ~ Fri 9 ~ 4 and 10 — 2 on Saturday. Permanent and non-permanent staff will rotate between the Carrboro McDougle library and the Cybrary.
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e Newstaff— Jess Arnold has moved to Information Services. Circulation will have a new employee (Steven) on August 15", the delay so that he can finish the children’s program in Alamance.
e Polaris upgrade — changes should be obvious after the upgrade. On August 16", the system will be down all day (hopefully only 1 day), but the library will be open. [:1C7/JON: Andrea will do a press release and send to Janet for listserv distribution. }
e Special Needs Children and Adults — Plans to communicate with the ARC to improve services and know where to go to help that we may not be able to provide.
e NCLA — Conference is the first week in October. Andrea will be booking for registration and would like to know the procedure from the Friends. The registrations will be approximately $105/each. It is anticipated that all senior staff members will attend (8-9 people). [ACT/ON: Andrea will provide a breakdown for us to vote on at the next meeting. ]
e Budget — the Commissioners have indicated that the library is a critical service and was able to provide some money for staff needs. Rural Orange County mainly wants internet service; however, none that were tested were consistent. The Commissioners wanted to increase services and staff at the existing libraries, so the library will keep the operational money from the bookmobile proposal. Andrea highlighted a few examples of their use of those funds, so far: added a part-time staffer in technical services; converted part-time permanent staff to full-time; due to the high demand of Kindles, with 50 people on the waitlist, they will increase the number of e-readers by 15 (again thanking the Friends for the funds to get this started), added new databases including Over-drive to download e books “coming soon” to Kindle, January at the latest: added electronic databases that Chapel Hill was using and added others; as of September, the library will always be open on Sundays and the Cybrary will have additional hours and computer classes added back to their schedule.
e Andrea relayed the circulation numbers so far this year: 287,000 items here at the main library (a 41% increase from 200,000 the year before); 15% more people in the door, last month alone, almost 30,000 items were circulated. Next Board Meeting will be held on Monday, August 15, 2011. |
Meeting adjourned at 7:10 pm.
Lori Graham Secretary
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é G Hillsborough, NC 4 Minutes of Executive.Board: Meeting
Approved at Board Meeting
‘ September 19, 2011
Present: Janet Flowers, Ann Burton, Andrea Tullos, Lori Graham, Bill Barrows, . Susanne Vergara, and Lucinda Munger ; Co-Chair Ann Burton called the meeting to order at 6:00 pm. i Minutes: . . 7 Janet moved and Bill seconded the motion to approve the minutes from the previous 3 meeting [July 2011]. The minutes were approved. “ Financial: 7 Treasurer’s Report: A quick review of the monthly financial report prepared by Sandy was y made. It was noted that 3 new sustaining members came in this month. Confirmation by "| Andrea that all of the Cybrary’s book sale funds in the amount of $706.50 was sent. Bill made a c Gms motion to approve the report and Janet seconded. The report was approved by the Board. Total | “wt? checking balance = $12.672.15. Ni k Endowment _Committee Report: ) Janet relayed that the report is almost ready. Robin Barefoot will join us (along with the ¥ whole Endowment Task Force) at the September meeting, in the large meeting room. It’s e expected the Board will make a decision at that time. %, 8
Programs:
Susanne reported that Diane Daniel, author of the Farm Fresh NC Guidebook, will give a presentation — some possible dates: September 14-21 , October 4-7, October 19-November 17. Andrea noted that Oct. 4-7 are not good dates, because the NC Libr
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4 maybe the Sept. 14-21 timeframe would work, possibly even on a Sunday at 2:00 pm - either
Sunday, Sept. 18 at 2:00 pm or the moming of Saturday, Sept. 17 between 9-11 am. The Board noted that it will be fine for her to sell the book, but 10% of the proceeds need to go to the
: Friends. This program will tie in well with the library’s local food Project. This will be the last
‘y program before the annual meeting.
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Book Sale Update — Ann found a list of last year’s committee and will contact them again to help out, targeting an initial meeting at the end of August/1*' week in September. Bill agreed to help on October | 1" to bring in boxes. Janet will assist with PR. Food will be provided on set-up day. Some discussion developed regarding Chapel Hill’s sales and book organization and whether we can duplicate any of their set up. The only way to further organize/separate is to go through the boxes at the beginning of the unpacking stage. Bull indicated he usually does this, by size. Susanne commented on a recent stamp book collection donation, but Andrea/Lucinda mentioned that the reference collection is actually being weeded down to widely used and current books only. Andrea and Lucinda are exploring another option to get rid of books — a local recycling plant in Alamance County could use the books for pulp. [ACTION: Andrea will check with the Alamance County recycling business to see if they will pick the books up. ] Newsletter — Janet noted that Bridget Booher has agreed to be the editor, since Jerry Miller actually resides in Orange County, California. Lisa Wolf will do the layout. The first issue will, hopefully, be ready by November. Janet made a motion to adopt “Friends Matter” as the newsletter title. Bill seconded the motion — all approved. Financial Review — Sandy recommends this be done in the last quarter (Oct-Dec). Three (3) groups are being considered, but cost should be checked first, per Ann. Janet made a motion for an expenditure of up to $750.00 for a 2010 Financial Review. Suzanne seconded and all approved. [AC7/ON. Janet will proceed with setting this up. ] Logo Contest — Erin had submitted numerous questions regarding the contest. The following were the decisions made: | © 2colors, not specified Board will choose the top 3 finalists Contest will run Sept. 6-Oct. 3 Board will decide at Oct. 17" Board Meeting The public will vote on winners — display case in front entranceway, until Nov. Board meeting Prizes — cash (1*' Place: $100; Runners-up: $25 each) No separate drawing for those who vote Voting will exclude library staff Susanne suggested when a book is checked out, hand people a ballot to put in a fish bow! at that time o Lucinda suggested the top 3 finalists be invited to the Annual Meeting in December and then unveil the winner.
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e Annual Meeting ~ It was suggested to raffle Mark Hewitt’s pottery at the annual
meeting. A digital picture of the piece would be on display before Thanksgiving and the Christmas decorations being put up.
Library News:
| e Andrea relayed that the new Facilities Plan allows anyone in the community 90 days in Cx) advance to make room reservations at the library. If a group has 20 people or less, there
will not be a fee: however, over 20 people will incur a fee, and IDs will be checked. The fees will go to a maintenance fund.
bh e The library’s entranceway has been updated — recently painted and the book drop now
% has a push feature.
te e NCLA Registrations —Lucinda submitted a request for 5 people to attend for a total of
; $625, with a 6" possibly attending, for a total of $750. The registrations will be
4 $125/each. The conference will be held Oct. 4-7, 2011 with some attending a pre-
Py conference on Tuesday. This year, it will be a very good conference focusing on
ch information services (formerly known as “Reference”) — computers, YA, geneal ogy,
oa readers advisory, proctoring, notary, etc. The department is in a re-envisioning stage due
; to the Internet. They now need to serve the unemployed with job searches, teens, .
computer classes, online tutorials, to name a few. Suzanne suggested it have instruction
“4 booklet guides, but the reality is that questions are coming up on how to use new
os technology. Even the Library of Congress is having to adjust to publishing changes ro 4 1.e., series numbers of books not being named. Andrea noted that we are an “information at portal,” and all that may include. All programming people and information services are * attending. This is the only anticipated funding request for the rest of the year. Janet & made a motion to expend up to $750 to support the library staff’s registrations for NCLA e — attendance — Suzanne seconded. All approved. “4 4s) e Misc — Andrea mentioned there has been a lot more activity/discussion with the new ve books being moved upstairs, allowing for better interactions and recommendations by the 3 Readers Advisory staff, who are being used more. She thanked the Friends again for the “D recommendations. Regarding the comment/observation regarding the numerous ay Christian novels, it was determined that they are being received from Caswell and Person tins Counties through intra-library loans, but these books are now being bought to close the Js collection gap before dissolution of Hyconeechee. This does in fact seem to be the is highest fiction. aft e The library will do a food drive in September, coinciding with library card renewal te month. ms Next Board Meeting will be held on Monday, September 19, 2011. aA: 4 Meeting adjourned at 7:15 pm. i? Lori Graham ze Secretary ‘ a J ig Ya. a Be He at asta Cay RS EOE A PAR Se TORE TET pe CRE Bt ype Mae a Sa COL CTU cag SOR We a Cay SR mb ae Pa) Ah Sarma Cs OWRD LP Ole SR hs FS
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Friends of the Orange County Public Library Hillsborough, NC
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Approved at Board Meeting October 17, 2011
Present: Bill Barrows, Ann Burton, Janet Flowers, Sandy Gerstner, Lucinda Munger, Erin Shepherd, Andrea Tullos, Susanne Vergara, Jess Arnold (visitor)
Co-Chair, Janet Flowers, called the meeting to order at 6:45 p.m.
Endowment Task Force Report Action Ann moved that the recommendations in the Task Force report, as modified at the meeting with the Task Force, be accepted. Bill seconded. The motion passed.
Co-Sponsorships of Programs with Library
The Board discussed our assumptions regarding co-sponsorships. The Friends sponsor four programs and one annual meeting each year. In addition, we are willing to co-sponsor events with the Library when the presenter wishes to sell books or other items at the program. The friends will receive 10% of any sales at such events. Susanne moved that the Friends co-sponsor up to four programs with the Library each year (calendar). Erin seconded. The motion passed.
The Board agreed that Jess could contact the Program Chair (Susanne) to arrange for co- sponsorship. The Program Chair will then contact the Board and/or the Program Committee to identify a Friends member to be present at the meeting. This person will be responsible for membership brochures and perhaps the introduction.
Jess volunteered her expertise/time to write press releases for any Friends event. Her offer was gratefully accepted.
Minutes from the August 2011 Meeting Bill moved that the minutes be approved as submitted. Susanne seconded. The motion passed.
Financial Matters
Sandy distributed the September Financial report. The current balance in checking is $12,362.82. Andrea reported that the library only needed $500 for NCLA registrations because Jess received a scholarship and Lucinda cannot attend due to pressing business here.
Sandy reported that the CDs must be renewed by October 15th. Based upon our decision to invest funds with the Triangle Community Foundation, Sandy moved that we redirect the money in the CDs into our savings account. Ann seconded. The motion passed.
Financial Review Update
Janet reported that she had attempted to set up a meeting with David McIntee to begin a financial! review of our 2010 books. She was not successful. She suspects that his impression was that our organization was too small to warrant his attention. She will continue with another firm on the
list.
Book Sale
Ann reported that she had half as many volunteers as last time. Bill and Susanne volunteered to help on Sunday. Ann also asked the Board members to pick up paper bags at grocery stores and let her know how many they had gathered. She was not able to get the plastic bags. Janet reported that the announcement about the book sale would be on the Library’s front web page after October Ist. There is so much now that it cannot be added. The announcement is on the Friends page.
Logo Contest Update
Erin reported that the deadline for submissions is October 10th and we have already received one entry. She described her working relationship with Josh Walker who has been very helpful with the logistics. She distributed the information very widely throughout the community. The Board will choose the three finalists at our October 17th Board meeting. The entries will be on display in the library from October 24-November 10th. She will inform the Board of the winner at our November meeting. The winner and runner-ups will be announced at our annual meeting on December 3rd.
Review of Action List Janet reviewed the list quickly. e -The Bylaws Committee has met and will present Bylaws revisions at our October meeting. e -Janet will present the Memorandum of Understanding to the Board at either the October or November meeting. e -Ann has looked into the paper bags matter. e -Erin will put materials ona flash drive at the end of the year. e -Andrea will check into a release about the Polaris upgrade. e -Ann emailed Linda about our inability to participate in the scarecrow contest. e -Andrea has arranged for an Alamance County recycling business to pick up leftover books after sale. e -Janet is continuing to try to set up a financial review of our 2010 books.
Other Janet noted that we have a renewal invoice from the NC Center for Non-Profits. Because the
Board approved the membership as a trial this past year, Ann made a motion that we make this an ongoing part of our budget. Bill seconded. Janet and Sandy both expressed the belief that this would be money well spent. The motion passed.
Library News Lucinda reported that the Library is investigating a new Integrated Library System (ILS). They are currently reviewing four products: Millennium, Polaris, Evergreen, and TLC. They have
to
designed criteria with rankings for the evaluation process. After they have narrowed the list to
two, they will write an RFP.
Lucinda is also meeting with the Board of County Commissioners (BOCC) to share site selection criteria for the Carrboro Branch. She then meets with the Carrboro Town Council and again with the BOCC to arrive at the final criteria to be used in the search process.
Lucinda noted that, while both of these activities are very time-consuming and somewhat tiring, they represent great forward movement for the Library.
Next Board Meeting will be held on Monday, October 17, 2011
Meeting adjourned at 7:25 p.m.
Janet L. Flowers Acting Secretary
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Friends of the Orange County Public Library Hillsborough, NC Minutes of Executive Board Meeting October 17, 2011
Approved at Board Meeting November 14, 2011
Present: Bill Barrows, Ann Burton, Janet Flowers, Sandy Gerstner, Lucinda Munger, Erin Shepherd, Andrea Tullos, Susanne Vergara, and Lori Graham
Co-Chair, Ann Burton, called the meeting to order at 6:00 p.m.
Minutes: Lori moved and Sandy seconded the motion to approve the minutes from the previous meeting [September 2011]. The minutes were approved.
Book Sale:
Ann relayed that she received a lot of compliments on how well-organized the book sale was this year with expectations of participation the Friends group from some in attendance just based on the sale. Book sale brought in $1,574 plus $130 in new memberships (1 family, and the rest individuals). Ann commented that there were no problems at all this time. The tickets for the members and all of the helpful suggestions were incorporated and really made a difference. Ten (10) people showed up on Sunday afternoon to box up, and it only took a half hour. The fiber company picked up the unsold books this morning, having to make 2 full truckloads. They estimated 2,500 Ibs. of books.
Financial:
Treasurer’s Report: A quick review of the monthly financial report prepared by Sandy was made. Sandy reported that the 12-month CD in the amount of $5,000 cannot be rolled over until next April, but the four (4) $2,000 CDs are ok to rollover and Sandy will do so. Sandy has received the last of the sales tax refunds, totaling $696 for the past 3 years (lots of thanks to Sandy from the Board for doing this). She also noted that she will follow-up on a notification received of the FOCPL being out of compliance with a license (Charitable Solicitation Licensing Compliance Outreach Initiative).
Sandy also noted that she will be meeting with a “volunteer” tomorrow (Oct. 18") to go over Quickbooks and perhaps have him do a quick review of our books. It was discovered that it would cost the Friends thousands of dollars to have an official review conducted. Discussion continued with Lucinda suggesting, and Andrea agreeing, to ask Paul Parker to do a review. With his extensive experience and contacts in the volunteer community, and his willingness to be more involved, they thought he might also be a good addition to the Finance Committee. Janet also suggested he be invited to the annual meeting and give him information about the FOCPL.
2012 Proposed Budget: Sandy provided a draft for review. The Board will vote on (> the budget at the next meeting. Lucinda 1s planning to submit before the next meeting a ee request for three (3) staff members to attend the Public Library Association (PLA) Biannual Conference in Philadelphia in March 2012. All of the staff responded so very positively to the NCLA (“best experience ever”) with a good group too; all first-timers went, plus Andrea. Lucinda has told them they need to actually apply for PLA and explain their reasons and what they expect to get out of it. This is likely to be the only request in FY 12 (approximately $1,500).
Bill made a motion to approve the Treasurer’s Report and Erin seconded. The report was approved by the Board. Total checking balance = $12,641.08.
Misc.:
e Logo Contest — Erin provided the logo submissions for voting. The Board should submit their top 3 preferences, in order, to Erin by Wednesday (Oct. 19").
e Memorandum of Understanding — Janet provided Draft #4 for review and noted that she feels the relationship issues that might arise have been covered. Andrea asked about a renewal period and it was suggested that each new Board review, but no action needed unless any significant updates in the future. Sandy moved to approve and Bill seconded. [4.C7/ON: Janet will finalize and obtain the necessary signatures. ] aN
e Bylaws — Erin provided a draft of the revised Bylaws. It was noted that the Rei: final will include Lucinda’s suggested reference to the Library designee and fixing one minor typo: (c) was inadvertently changed to a ©. Lucinda asked about the reason behind expanding the Board. Since the Treasurer-Elect will be included on the Board, and bring the total number of members to eight (8), the thinking was that it would be necessary to include a ninth member for voting purposes, plus it would be helpful to have additional board members to help with the operation of the Friends group. Further discussion was held regarding Lucinda’s request to make a change in FOCPL’s FY from calendar year to be the same as the County’s FY for budgeting. The main concern 1s that since the library may make requests for funds in two separate FYs, but that stili occur in one calendar year, that the Friends may not be able to fulfill those : requests by operating on a different calendar. [AC7/ON: Janet suggested this be revisited next year. Lucinda and Andrea will do further research on how other libraries and Friends groups got on the same schedule. ]
e Newsletter — Janet brought a draft copy of the proposed newsletter. There were many positive comments.
e Financial Review — Janet and Sandy have met with the CPAs, and a report has r been provided. ‘s e Finance Committee — The draft Charge and first assignment were provided 51 for review. Janet moved to accept and Susanne seconded. The motion passed. 3 i
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e Nominating Committee — Board updates provided for review. Three (3) people are needed total, with Ann and Susanne already agreeing. Erin volunteered to also serve on the committee.
e Annual Meeting — Janet suggested only one (1) meeting should be needed to plan. Janet will chair. Sandy will help.
Library News:
Andrea reiterated their thanks for the opportunity to attend NCLA. It was enjoyed very much by those who attended (Kim, Mary L., Jess, Mary S., Andrea and Ann Pusey, who we didn’t pay for). They received a lot of exposure, all topics were covered; it was a great environment to go to (Hickory); costs stayed the same for last 8 years; all attended John Bemis’ presentation. Lucinda observed that it brought home that UNC-G’s focus (public and school media specialist) and UNC- CH’s focus (academics and research) are totally different. She believes that UNC- G actually is facing similar issues as OCL.
Lucinda attended two meetings recently on the Southwest Regional Branch Library site selection. The first was a working committee meeting — discussed site criteria submitted based on national standards, and the second was a presentation before the aldermen. The next step likely won’t occur until after the elections. Lucinda relayed that the Library Advisory Board is on hold indefinitely, as all advisory boards in Orange County are being reviewed to determine how they should function in the county, perhaps as in Chatham County with committees rather than Boards. It’s anticipated that all bylaws will follow a certain form and function, with an addendum to specify details about the individual Board/committee. Janet asked if it appears that an Advisory Board will be created, since our Bylaws mention it. Lucinda was actually not sure how it will be clarified to their roles.
Demos of library systems — Request for Proposals will be drawn up, and they are working with the purchasing department. Functionality is the key. Text or telephone notifications will be implemented to eliminate postage. Susanne commends library getting her a book not available which was then purchased and received within a week.
Polaris upgrade is so much easier now; user name of the individual, books on order will be noted and can be placed on hold. Implementation and training will be in January.
Next Board Meeting will be held on Monday, November 14, 2011 (it was agreed to meet a week early due to the Thanksgiving holiday).
Meeting adjourned at 7:15 pm.
Lori Graham, Secretary
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‘ Cr Friends of the Orange County Public Library —— Hillsborough, NC
Minutes of Executive Board Meeting November 14, 2011
Approved at Board Meeting d January 9, 2012
Present: Bill Barrows, Ann Burton, Janet Flowers, Sandy Gerstner, Lucinda Munger, Erin Shepherd, Andrea Tullos, Susanne Vergara, and Lori Graham
Co-Chair, Janet Flowers, called the meeting to order at 6:00 p.m.
Minutes: Susanne moved and Bill seconded the motion to approve the minutes, as written, from the previous meeting [October 2011]. The minutes were approved.
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Financial:
( 1) 2012 Budget Proposal: Sandy noted that the proposal now includes funding for staff to attend the Public Library Association meeting. Bill moved and Ann seconded a motion to approve the proposed budget. The motion passed.
2). Budget Report: Sandy reported that she has moved $8,000 from CDs into savings in | (es preparation for transfer of the funds to Triangle Community Foundation. Ann moved gee acceptance of the report. Bill seconded. The report was accepted.
3) License to Solicit: Sandy reported the happy news that the State has approved FOCPL as an exempt agency and we can solicit funds without paying a license fee because our income is under $25,000. Janet thanked Sandy for her hard work on preparing the paperwork that led to this decision.
4) Finance Committee: Janet reported that the following members have agreed to serve: Jim Burton, Laura Eastwood and Paul Parker. Lucinda and Sandy will also serve. They will begin their work in January. Janet has notified Robin Barefoot at TCF of the delay.
5) Financial Review: Sandy noted that she still needs a review of the books for 2010. [ACTION: Janet will follow up with Paul Parker in January. ]
6) Funding Requests: (a) Erin moved and Bill seconded approval of the library’s request for funding to PLA. The motion passed. (b) Landscaping in front of library ~ request from Linda Schmitt of the Garden Club was discussed. [4C77ON: Ann will send Linda an email requesting additional information (amount, maintenance plans and time frame) before the Board can consider this request. |
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Misc.:
e Logo Contest — Erin reported that voting ends today. The ballots will be tallied this week and will let the Board know the winners. The public and the winners will learn of the results at the annual meeting, and Erin will try to get
%, all three finalists to attend, especially the winner. The board thanked Erin for
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her terrific job on the contest. Erin indicated that she will send a media advisory for press coverage and/or we may submit a photo with the winner.
e Nominating Committee —The committee has three potential candidates and 1s trying to get a fourth. They will forward the Bios once all have been received. [ACT/JON: Ann will send an announcement to the listserv as soon as she gets the fourth nominee so that the membership knows who the nominees are. ]
© Book Sale — Ann shared a few of the specific comments she received from the October book sale. Some negative (1.e., the room was too cold and not to have it at the same time as Durham’s book sale) and others positive (1.e., the room set up was good and Friday’s ticketing table). She provided a binder book for use in future book sales, which will be placed in the file cabinet. The Board thanked Ann for her work on this very helpful book. Ann also relayed that after December, she will not be able to devote time every week to the ongoing book sale. She will gladly help, but not to the extent she has been.
e Outstanding Action Items — The Board went over the past year’s action items and identified those that remain unresolved — they will carry over into the next year.
e Memorandum of Understanding — Signatures received.
Library News: e Andrea discussed her research to potential change FOCPL’s books from a
calendar year to a fiscal year aligned with the library’s FY. She noted that approximately 80% of Friends groups are on fiscal years. An IRS form needs to be completed and submitted with a request letter to the IRS, then await approval. If approval is received, an initial 990 will be filed either for 6 months or 18 months to get aligned.
e Drive-by Book Drop — the Commissioners recently voted 6-1 to approve a “book drop only” sign for $150, to help address a citizen’s petition to the County for improved book drop service (Lucinda provided background on this issue to the Board). Since the vote was not unanimous, Lucinda will need to go before the Commissioners again to the December 5" meeting. At that meeting, two others will attend and speak: one on behalf of the community and one a teacher/parent). In addition, Lucinda has asked that one of the Friends attend and speak about the reduction in services other options that the Commissioners are considering may have. Erin tentatively agreed to speak.
e New policies will be coming out in the next year’s January and April meetings relating to the end of the regional library. Hyconeechee received more state aid.
e Misc: More visible improvements will be seen to Polaris, also a petting zoo, Nook, Kindle Fire, iPad from reimbursement of e-rate funds. The movies have been very successful, so a screen will be purchased. Heating, which was broken, has been fixed in the meeting room. The Friends of the Carrboro Library won an award and will be recognized at the December 5" Council meeting. Lucinda will
(? make a formal request that the Board of Commissioners approve the site selection 7” criteria for a southwestern library — a 3-phase process cannot start until they vote on the criteria. Lucinda is the point person for the Carrboro situation. The library staff would like to recognize Judge Stone (retired) for his generosity to the library so that the staff could have a holiday gathering each year.
Message from the Co-Chair: Since the Board will not have a December meeting, Janet wanted to thank everyone for their patience and dedication during this past year. Many internal controls were worked on and finalized during the year, and this helped get our financial and legal house in order, as well as SOPs and best practices for the future. The upcoming strategic plans will get more focus from us in the coming year. Special thanks to Ann and her coordination with Janet as co-chair. Lucinda and Andrea also agreed with Janet’s sentiments and thanked everyone for their hard work and congeniality.
The next meeting will be the Annual Meeting held on Saturday, December 3 2011. | Meeting adjourned at 6:55 pm.
Lori Graham
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Friends of the Orange County Public Library Hillsborough, NC Minutes of Annual Meeting December 3, 2011
Approved at Board Meeting January 9, 2012
Co-Chair, Janet Flowers, opened the meeting at 2:10 p.m., noting that we had a quorum to proceed. Janet thanked everyone for coming and provided a brief overview of the past year’s accomplishments, encapsulated in the copies on the chairs of the 20// Highlights Report and the latest edition of the Friends’ Matters newsletter.
New FOCPL Logo: Erin Shepherd announced the winners of the contest for a new FOCPL logo. She noted
that almost a dozen entries were received, with the Board voting on the three finalists. After tallying approximately 150 ballots from the public, the new logo submitted by Sallie Scharding was the winner, and the entries by Mike Musser and Rob Kark were runners-up. Erin presented checks to Rob and Sallie, who were in attendance, and Mike’s check was to be mailed. Congratulations to the winners!
Bylaws Update: Erin thanked the Bylaws Committee for their work during the past year. The draft
Bylaws were made available to the membership via email, and copies were provided to everyone in attendance at the meeting. The biggest changes of note were to Article 4, increasing the Board from 7 to 9 members; adding another officer position (Treasurer-Elect) and the duties of that position in Article 5; and in Article 10, dissolution language for the Friends group. Erin made a motion to accept the revised Bylaws. Elaine Crovitz seconded. All approved, and the motion passed.
Election of Officers:
Ann Burton introduced the nominees for the coming year. She mentioned that the Erin and Lori will continue to serve the 2™ year of their term, with Bill Barrows, Janet and Sandy agreeing to remain on the Board for another full term. Ann then announced the four (4) new nominees to the Board: Robin Bedingfield-Brown, Chris Holaday, Kate Tozzolina, and Penny Van Der Water (not present). Ann made a motion to approve the slate of officers as presented. Bill Reid seconded. All approved, and the motion passed.
Budget Report: _ Sandy reported that FOCPL had $5,449.96 in the checking account at the beginning of
2011, with a balance as of the annual meeting of $15,030.33. The Idol account’s balance is $10,205.85. With the savings account and share term certificates, the total of all FOCPL accounts is $39,094.67. Copies of the report were made available to everyone in attendance.
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Relationship with Triangle Communi Foundation: | Janet relayed that one of the highlights from the past year was exploring low cost . investment services available to the FOCPL as a 501(c)(3) organization. FOCPL will establish a
partnership with the Triangle Community Foundation, starting with a $25,000 investment in a
non-endowed fund.
Recognition of Volunteers: Janet gave a heartfelt thanks to everyone who helped during this past year with their
efforts and time. She recognized the individual Board members, especially thanked Ann and Susanne for serving on the Board, and acknowledged the significant involvement by Lucinda, Andrea and all of the library staff. Janet asked everyone in attendance to stand if they helped tn any way over the past year. It was delightful to see nearly all stood to be recognized and receive
sincere thanks to help make FOCPL such a strong and vital organization.
Winner of Mark Hewitt Mug: Lori and Lucinda picked Robin Bedingfield-Brown as t
mug valued at $100.
Introduction of and Entertainment by Michael Malone: ker, acknowledging his
Janet introduced this Hillsborough treasure as our guest spea professional and personal contributions to society and to the Friends. Michael read several Christmas-focused excerpts from his books, interspersed with stories of real life, with all of us laughing at that “family ideal” of Christmas. He spoke of his love of the traditions of Christmas _ that it’s a time of memories (joy, love, hope, birth — but also, loss and sadness too), and how every year, we come back and celebrate. We were truly entertained and even more in the
Christmas spirit.
he winning entry for the beautiful
Bill Reid presented a portrait of Rebecca Wall, and recovered from Burnside, Michael Malone’s home who donated it back to the library. Ms. Wall left a large donation to the library
in her will ($50,000) for ongoing support of local history.
Winner of the A.J. Mayhew CD Silent Auction: Janie Trumball had the winning bid for this CD and book.
Door Prize Winners: Mary Wiley, Bill Reid, Sarah Levinson, and Chris Holaday each won a book by a local
author, compliments of Purple Crow Books.
Conclusion: On behalf of the library staff, Lucinda thanked the FOCPL for all of their efforts, Michael
Malone for such enjoyable entertainment, and wished everyone happy holidays.
Meeting adjourned at 3:00 pm. Lori Graham, Secretary
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