Friends of the Orange County Public ~ibrary Hillsborough, NC ··Amended Minutes of Executive Board Meeting April 25, 2011 Approved at Board Meeting May 16, 2_011 Present: Janet Flowers, Ann Burton, Andrea Tullos, Susanne Vergara, Lori Grahatn, Bill Barrows, Erin Shepherd, Lucinda Munger and Sandy Gerstner Co-Chair Ann Burton, called the meeting to order at 6:00 pm.
Other Business
. Janet moved and Bill seconded the motion to approve -the minutes from the previous 1neeting [March 2011]. The minutes were approved.
Financial
Treasurer's Report: Treasurer, Sandy Gerstner, reported $1,623.01 in book sale proceeds, $540 in membership dues, and $9 from the ongoing book sale last week. A quick review of the monthly financial report submitted by Sandy~ was made. It ~as noted we are approximately $2,200 und~r budget if trend continues. Janet gave special thanks to Sandy for receiving $525.63 back from the s(ate tax reimbursement.. Sandy note9 that we are.still expecting $45.90. Ann made a motion to apprpve and Bill seconded. The report was approved by the Board .. Total checking balance.-:-- $10,756.02. . Amendn1ent: Sandy relayed t~at the Share Term Certifica,Je~ (STCs) were to mature on April 30,2011 and asked the Board whether she sho1:1ld.Ieave them in or roll them over. The consensus of the Board was to roll them over.
Membership
_ . Membership Report: Erin provided the memberships since the book sale: 156 memberships (203 total members); 17 new memberships from book sale (report attached to original minute~). . 72 individual memberships 54 family memberships 16 donors 14 sustaining members
Misc.
• Went over outstanding action items from previous meeting and will cany over those not completed. • Develop1nent of a logo for FOCPL - Erin agreed to lead and Lori volunteered to help if needed. [.-t("/'/(hV - Eri11: will send out a request for volunteers to help.] The library's new e111ployee ,night be able to help as well once she comes onboard. [. f ( ,Tl O,V - Lucinda: will send Erin the logo from the library's letterhead for possible revision into a new one.] This is not an urgent project. • Ne,vsletter - Janet was happy that Francis brought this up at our meeting on Monday as a good idea for Friends' groups to have; the newsletter would be for· those not infonned of library events, not just members; it gives volunteers a way to contribute~ can be sent to listserv and copies made available at, perhaps, 4 desks throughout the library and 1nail selectively; a co1nmittee would be able to detennine 1nodestly (maybe 2/year or 4/year in the future once it gets off the ground). Erin 1nade a motion to set up a committee to do a new·sletter, and Bill seconded. • Website Updates - Janet noticed that updates need to be done on the FOCPL web page, including new Board members; possibly an outdated vision statement; donations: books are mentioned, but no direction on how to give funds; by-laws and n1eeting minutes should be there and the link to Carrboro Friends group (although their external website also appears to need updated). This led to a broader discussion on a possible external site. Andrea and Lucinda thought it should be close to the library's "look" if we keep it on their site, although there are li1nitations with the IT's template used; could go offsite if we want and the library would just link to ours. Lucinda suggested we look at other Friends' sites for ideas; Erin mentioned a blogging platform could be used at little or no expense. It was agreed that, at this time, we should tidy up what we have now and explore other options for a website. (A CT/01\' - .la11et/A1111: send listserv request for experienced volunteers to help explore the website options.] • Records Retention - Janet noted, in going through the old records, two practices that would help in the future: (I) she found many papers were not dated (mainly by year), so it can't be determined when they were done, so we should make sure our records are dated and (2) agendas had a lot of handwriting, so we should keep clean copies for the records. • Frannie Ashburn Meeting April 18, 2011 Follow-up: everyone offered positive comments; very informative; Andrea and Lucinda appreciated the whole Board attending for the entire meeting; it was nice that other members catne and are 2 engaged; Andrea and Erin provide s01ne co1n1nents to Janet to incorporate into her notes. • Erin brought up sotne ideas she had during Frannie's meeting; ( l) do we label things provided by the Friends? A few suggestions were brought up such as providing a list of what the Friends have bought and put it with the book on the location of the pavers; have a spot'designated FOCPL area such as the teen room; put on the cover of Kindles, etc. [A c·r1 ()1\' - Luciuda/Andrea: will fo11ow up to inventory things and see what 1night work best.] (2) recognizing volunteers by events such as "Friend of the Year Award," develop criteria such as volunteer hours throughout the year, newsletter, etc. and display it in the library throughout the year, or perhaps a special "Valentine's Tea," or at the December annual 1neeting, even a Friends ornament for a tree - and publicly recognize the event/award winner and get in the paper: (3) Business supporters recognized/thanked in a newsletter (i.e., PHE), newsletter sponsorship, and/or certificate of appreciation to supporting businesses (note: a way to use the new logo). It was thought that Purple Crow should be the first to re~eive some sort of recognition for all of their invqlvement. • Andrea relayed that new directional lighting will be installed to show off the sign better.
Book Sale
• Ann asked for additional improvements/suggestions from the March book sale. She received comments from Susanne and Erin. Andrea suggested giving tickets to avoid lingering in the library before the sale opens. She agreed with Erin's comments about having 2 people available (1 to verify tickets and l to verify 1ne1nberships) and move the membership table once the sale opens. She further noted that Addmore was very happy to remove the books after the sale and especially glad the books were boxed up and ready to go. Other suggestions/logistical needs we come up with, no problem as long as the staff is informed beforehand. For boxing up at the end of the sale, it would be good to get assistance from those who can manage lifting and packaging duties easily. • It was decided to hold the fall book sale during the weekend of October 14·_ 16, 2011, mainly as it's a break in the children's programs, and we can remove the November date.
Program
(1) June 4th Event - Mark Hewitt: Lisa is still working on a poster; Hillsborough Arts contest didn't happen last week due to bad weather and no rain date, so we didn't miss the opportunity to publici~e there; Lucinda will introduce Mark; he still needs a laptop; discussion that new employee will have a laptop [A C110N -Andrea: will check int~mally for a laptop for that event.] Based on a review of his busy schedule and commitments, we are very lucky to have him. Susanne emailed the Alliance, Arts Council, and local church to include in their calendar/newsletter; Ann bas an article ready for publication. [ACTION -Susanne: will .contact the Chapel Hill/Orange County visitor's center and maybe provide a poster and/or post on their calendar.] (2) Discussed the tree book - they contacted Susanne that the project is now complete; however, we will probably not be able to schedule. Next Board Meeting will be held on Monday, ·May 16, 2011. Meeting adjourned at 7 :00 pm. Lori Graham Secretary
