Friends of the Orange County Public Library Hillsborough, NC Minutes of Executive Board Meeting .; May 16, 2011 Approved at Board Meeting June 20, 2011 Present: Janet Flowers, Ann Burton, Audrea Tullos, Lori Graham, Bill Barrows, Erin Shepherd, and Sandy Gerstner Co-Chair Janet Flowers called the meeting to order at 6:00 pm.
Minutes
Lori noted two (2) issues with April's draft Minutes that need to be amended. First, the date should be April 25, not April 24; and second, the discussion regarding the share term certificates (STCs) was omitted. Ann moved and Erin seconded the motion to approve the minutes, as amended, from the previous meeting [ April 2011]. The· minutes, as amended, were approved.
Financial
Treasurer's Report: Treasurer, Sandy Gerstner, reported that service charges and interest were the main activities this month; she re-filed the state sales tax refund form but hasn't heard back yet. A quick review of the monthly financial report submitted by Sandy was made. Bill made a motion to approve and Ann seconded. The report was approved by the Board. Total checking balance = $11,497.77.
Misc.
• Went over outstanding action items from previous meeting and will cany over those not completed. • Newsletter- Erin _made a motion to recommend acceptance of the Newsletter Committee's May 12, 2011 meeting notes, and Sandy seconded. The Board decided to wait until perhaps October of this year to publish the first issue; then 2 times the first and second years, then maybe more issues in later years. Janet asked about giving the committee a budget. In consideration of_budget needs; Andrea noted that copjes can be made at the library, and they can even order color paper; it can be posted online then sent to listserv as a pdf The group decided it was 1 , premature to allocate funds. (11 [7'/01\i - .la11et: will send out a request on the listserv to get help developing a template/colors.] • Listserv Policy - Ite1ns posted to library website can also go to Friends listserv to keep membership informed; [ACT/01\I -Andrea will ask Amber/Jess to send posted items to Janet for inclusion in listserv.]
Libra1y News
• Andrea announced a new hire for Adult Services: Jessica Arnold. She will help with adult programming and many other areas around the library - e.g., will develop staff training on electronic uses and customer service training, public relations and reference desk, be a contact/support for FOCPL programming and newsletter ite1ns (submission only), serve as Amber's back-up for systems ad111inistration. Jessica was invited to the Board meeting and introduced herself Her former position will be filled. • Jess' position for the Circulation Desk will start July I s1, and a couple of non permanent employees have been hired (April and Lauren); the library's circulation went up over 64,000 items last year. • Andrea relayed that 2 new directional lights over the Ongoing Book Sale section have been ordered. • Andrea discussed the distribution of contributions to the library. In the previous two years, the library received a lump sum check from the Friends in December. The library suggested receiving contributions over two time periods vs. one lump sum in the future. This would avoid cross-over into two fiscal years and a rush to spend the money. In addition, Andrea said that for the next 2 years, big ticket items won't be ordered, and there will be more smaller items needed instead. The library would like to be able to send staff to a fall library convention, which would cost approxi1nately $1,200-$1,500. Other possible future costs are: a summer reading program for all ages in 2012 ( funding needed in the spring of 2012 ), as well as banking funds for future large purchases, such as a self-checking system, which would cost $18,000-$20,000. The proposed approach would be to have Lucinda make requests twice a year - the money has to be received, approved and spent within a certain time period. The Friends would be provided with a list.of options to choose where the contributions would go. Perhaps FOCPL would provide funds for professional speakers to come in and train all staff in the future and/or registrations for staff. Since Hyconeechee Regional Library is breaking up, 2 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 111otion 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 statemnt, 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) FY 11-12 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. Lori Graham Secretary 3
