Friends of the Orange County Public Library Hillsborough, NC Minutes--of ·Executive-Board Meeting -March·21, ·2011 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 de1nonstrations. All Kindles will contain the same collections. The library is :working with the County Attorney to develop policies related toe-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 seve~ members of the Board of Aldennan 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. [AC1101\I -A11drea: 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 Ann got into a discussion about what are appropriate uses for donations from the Friends. Andrea noted that the Cotnmissioners are willing to fund tangibles like books but are less 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 progra1n1ning. 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 infonnation to help the Board decide upon when and for what it will 1nake donations to the Library. The Board will discuss these matters at our April 1neeting. 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 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 ½ 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.
2 • Went over outstanding action items from previous meeting and will cany over those not completed. • Whistleblower's Policy - reviewed. Janet relayed that it has been shortened; me1nbers don't actually have to sign it, just be made aware and accessible, noting our intention to follow the law and welco1ne concerns. Ann made a motion to approve and Sandy seconded. [A CT/01\T - 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 guideHnes. 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 pa~sed, 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 4th to determine our next steps after investigation of community foundations.
Book Sale
• Ann is trying to leave good notes and schedules for future sales.
Program
(1) • Ann stated that, except for Sunday, volunteers are scheduled throughout the sale; discussed unpacking plans. • 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 . 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 [ACT/OJ\/ (2) Sale Susanne will check on library case's availability and room availability; she \vill put a hold on the room; once possible dates/times are detennined, she will provide the1n to Dr. Zug]. · Discussed the tree book - decided that it might be better postponed to the fall or not do it at all. Next Board Meeting will be held on Monday, April 18, 2011. Meeting adjourned at 7:00 pm. Lori Graha1n Secretary
