FOCPL Meeting of the Board Minutes June 11, 2014
Present: Tommy McNeil, Laura Simmons, Marcia Cameron, Linda DiGangi, Lori-Anne Shapiro, Tori Williams, Bill Barrows Ex-Officio: Lucinda Munger Absent: Mark Smith, Chris Holaday
Call to Order: accepted at 6pm
Review of Agenda: accepted without discussion.
Minutes of May 2014 Meeting: President Tommy asked for Minutes to be accepted; Board agreed unanimously.
Treasurer’s Report: Tommy distributed May Treasurer’s Report (Treasurer Mark Smith unable to attend this evening’s meeting). Members noted several key omissions. Since Treasurer unavailable to explain report, Motion made by Laura to table May Report; will review again in July. Omissions included funds from Hot Tin Roof (proceeds from Raffle, and percentage of drinks sold and tips collected) and funds from Raffle of Easter eggs; Members also noted incorrect figure on total revenues from Semi-Annual Book Sale, will discuss next Meeting.
Hot Tin Roof (HTR) Fundraiser: Awaiting funds raised from drinks and tips; Marcia continues to hold onto funds from HTR Raffle; contact made with Mark Bateman of HTR who stated payment is forthcoming.
All agreed Fundraiser was success, especially given little time and effort required by Board for planning and execution; also agreed to make fundraiser an annual event; Lucinda suggested using same date from year to year so interested persons could plan ahead to attend. Lori-Anne asked about holding event two times per year (Spring & Fall) instead of once; idea rejected by Board based on assumption that venue owner only wants organizations to seek opportunity once/year.
Lucinda also asked Board to consider idea of partnering event with Orange County Animal Services (OCAS ), using name “Books, Brews, and Barks”; partnership not intended to raise revenue for both organizations, publicity for OCAS and funds for FOCPL. Dogs available for adoption could be present as part of OCAS Outreach to community.
Book Consignment: Marcia Cameron reported FOCPL will be notified at end of June for period April 1 thru June 30 re profits from Consignment.com. Marcia explained $760. is estimate, not actual amount.
OCPL Report by Lucinda Munger
1- Lucinda presented an Action Agenda that she plans to submit at June 17th Orange County Board of County Commissioners (BOCC) Meeting to formalize approval for OCPL to transfer ownership of library materials pulled, withdrawn and donated to a non-profit organization, namely FOCPL, thereby making official the relationship between OCPL and FOCPL, allowing for book sales and consignment to occur for purposes of aiding FOCPL in using proceeds to support activities and program at the libraries. This, in turn, allows the libraries to dispose of “library books and materials that are damaged, out of date, contain information that is no longer relevant or are no longer being used by the public. Instead, the collection can be kept relevant and useful to the residents of Orange County.” 2- Lucinda proudly informed FOCPL Board that Library’s Proposed Annual Budget of 2 million dollars was passed as submitted. She presented following list of OCPL budget highlights and upcoming changes: Erin Sapienza, Carrboro Librarian, will increase from 30 to 40 hrs. per week starting July 1, 2014 giving her more time to take on special projects and spend quality time with her colleagues here at Main. The Communication Specialist position was approved to become a full time permanent position starting January 1, 2015. Since this is a new position we will have to go thru the normal advertising/selection process, probably starting in October. (This position is currently part-time temporary held by Erin Shepherd Hils; she is known to be a huge asset to the activities and goals of the Library.) Main Library will get new frames for 2nd floor shelves to reduce height to 68,” same height used in Teen Room, in order to increase sight lines and improve physical appearance of space. There is no specific timeframe for this project to begin as it has to be coordinated with AMS. Will eliminate out-of-county fee for residents of Alamance, Chatham and Durham. Kindle replacement fee reduced from $390 to $150 . New Kindles are coming in; however, old ones are not yet ready for sale. Kindle overdue fine will be reduce from $5 to $1. Color printer per page charge will be $0.25 Hillsborough Main Library will celebrate its 5th Anniversary in January 2015! 3- There is a new County Manager, Ms Bonnie Hammersly, also new to the state of North Carolina. Of note, her prior county management experience does not include oversight of county library systems. Tommy agreed to send Ms Hammersly information about the FOCPL Board, and will enclose a membership brochure. 4- Plans for Summer Reading Kick-Off: on June 14th 10am to 2pm a plethora of activities will take place to launch Summer Reading Program (see website for further details). Lucinda plans to have several tents set up along parking area to left of Library; she received official permission to have parking area remain clear of cars for the two hours of event. A photographer will also be on hand. Re: this year’s Books Bucks program, the organization that was selected to receive donations collected will be Fairview Community Center.
FOCPL involvement in Summer Reading Kick-Off: Tommy McNeil has volunteered to staff Friends Membership table and (small) Book Sale focused on children’s and teen’s books.
On evening of Kick-Off Day, from 4:00-5:30pm, FOCPL will host Tom Eamon, author of The Making of a Southern Democracy: NC Politics From Scott Kerr to Pat McCrory for an Author Talk and Book Signing. Tommy will attend to introduce the Author; Linda and Lori-Anne will attend to help Tommy and staff FOCPL New Membership table. Brenda Rogers, President of the League of Women Voters for Orange, Durham, and Chatham Counties will make brief statement on League’s current activities and objectives.
Lucinda reminded Board that, according to County’s Facility Use Policy, in order for any commercial/for-profit activity to take place in Library Meeting Room, it must be sponsored by a non-profit group that supports a county function, i.e. FOCPL. As a matter of fact, that clause was written expressly for FOCPL as the designated non-profit group.
Other Upcoming Events
June event: After extensive discussion, Board decided to sponsor Author Reading and Book Signing on June 16th with local author Sally Ann Webb McPherson of Warm Firesides and Wide Porches: Remembering the 1940’s in an Authentic Southern Town. Tommy will introduce author; Linda volunteered to attend to help as needed. Tommy announced that no cake will be provided, an idea discussed last month. Purple Crow will provide books for sale and signing at event. .
Fall Events proposed
1- School Partnerships: Planning is underway for FOCPL to collaborate with County school librarians for back-to- school events and other activities, including promotion of library cards for school students. Tori Williams is particularly interested in working on this endeavor. 2- Fall Semi-Annual Book Sale: Bill Barrows suggested we select a date for Fall Book Sale; Lucinda will check room availability and report back; Laura will check website of local book sales so as not to duplicate dates; she will report back next Meeting. 3- A Maya Angelou Special Event: Tommy proposed FOCPL Board sponsor activity to honor legacy of Maya Angelou, who died in her home in North Carolina on May 28th, 2014. After discussing various ideas, Members decided to host event focused on children and teens at Fairview Community Center as a way of addressing larger goal of making outreach into the community; will locate event in an African-American neighborhood. Lori-Anne suggested having an adult event too; Board unanimously rejected idea of multiple events, clearly preferring one focused on children & teens. Lori-Anne offered to participate in event planning; Lucinda declined offer, insisting that OCPL staff has significant creative talent to design special events. Lori-Anne ultimately offered to be volunteer to Library Staff once event planning in place.
FOCPL Mail from PO Box: distributed and reviewed. Of note, received donation from a local organization and several new membership applications. Discussed issues related to recognition of higher level memberships. Lucinda stated that Tommy should send thank-you notes for $50. & $100. level memberships(Patron & Benefactor) on FOCPL stationary; Lucinda will send additional thank you notes for memberships over $100; such thank you notes will be sent on official OCPL stationary. For those memberships lower than Patron level, email thank you note is adequate and sent by Board Secretary. Lori-Anne asked about FOCPL stationary and card stock notes; Lucinda stated that Erin Hils should be contacted for official library stationary; card stock notes are not available. Lori-Anne suggested card stock notes would be a worthwhile investment.
Committee Reports: Marcia Cameron said 16 unexplained boxes of books were found in Friends Room that were supposed to have gone to Recycler; these were donated books from Spring Semi-Annual Book Sale; instead, Marcia arranged for them to be donated to OCIM in Hillsborough. Everyone agreed this was a fine solution to the mysterious appearance of these books!
FOCPL Newsletter: Board Members who are submitting articles for upcoming newsletter should coordinate with Friend Sara Levinson.
Next Board Meeting: July 2014 at 6pm Laura asked if there was any break in Monthly Meetings during summer; Tommy stated Meetings happen every month throughout the year with no break.
Adjournment: 7pm Tommy made Motion to adjourn, Marcia seconded it, Board passed unanimously!
