April 13, 2017

Minutes for FOCPL Board Meeting 

April 13, 2017

Harry Kavros, Chair, Presiding

Library (2^nd floor admin room), 6:00pm

1. Call to Order, 6:00pm (quorum is 5 members)

At 6:02: Present: James, Shannon, Harry, Steve, Samantha, Julie, Dee, and Susan, Andrea

2. Consent agenda (see below)

Steve moves approval

Approved

3. Additions to Agenda

No additions

4. Library Update

• no news about budget from county
• trying to fill positions
• training day in June
• summer learning request: $3900 request, tee-shirt sponsorship ($1500, up to $2500 depending on how many are bought). April 20th deadline is because final budget amendments are due April 23.
  • grant form
  • name change to summer learning from summer reading
  • theme: build a better world (national theme)
  • programs
  • Go Fund Me as potential way to re-raise funds if we approve this request
    • Steve: concerned we lose 9% by using GoFundMe
  • sponsorship: signage, social media, etc.
    

5. Financial report

https://docs.google.com/spreadsheets/d/185xZxFuKUD1692Y42ttUF3M9886L0sKdZj58-kov2wc/edit

https://docs.google.com/spreadsheets/d/1UEkNNk9DQ4JlwGKbtF0ul9cXJKQqUwuY2U8RF8YV-7c/edit

Financial Review from James:

• 2 handouts: expense and income summaries
• reconciles well with the documents
• it was difficult to follow: suggests structure by date tabs

6. Ad hoc committees: move out of Membership 1) Volunteers, 2) Events, 3) Development

• Volunteers: Susan will chair
• Membership: works with Events and Development, but is boosting membership (Dee)
• Events: Samantha will chair
• Development: (other ways to raise money): James will chair
  • member benefits
  • tiered membership options

7. Short-term goals: (April, May, June)

Communications: meetup page, brochure, name tags . . .

*James: $6.33 a tag ($158.25) for asset tags

*James: name badges quote ($16.90 for a single badge; 15 badges would be $10.70/each).

*500 brochures would be $254.27 (showed us a sample draft)

Membership: Role Sheet now updated (online). ; set up a drive with 10 minute tours; spring fundraiser event (June); Shannon will update mailing list for members by next week. Shannon will draft a letter from the board

Volunteers:

Events:

Development:

Governance: retreat, summer retreat, recruit members

*potential focpl policy list

*welcome ideas for potential members

*We have signed conflict of interest forms from all board members

*handout: draft of evaluation criteria for roles; suggest self evaluation as a start

Finance: 990, binder and/or google docs

Susan will talk to bank about debit card for our account.

Book Sale: Shannon will do sign up genius for volunteers; Samantha will add this information to the FB event. We will need to set up the square access: email account, banking information.

Steve: Move to approve the budget excluding the revenue and expense items tied to the spring fundraiser. $7500/$4000. Approved unanimously.

Grant proposal discussion.

• Steve moves that we support $3900 for summer reading, $1700 for teeshirts; James second. Unanimously approved

8. Adjourn at 7:45 p.m.

______________________________________

Consent agenda:

1. Approval of March minutes.
2. Reminder: we are not renewing PO Box and Surety Bond.
3. David Terry has resigned
4. Governance Committee held a retreat at Steve’s home on March 26. Please see the notes for the meeting, including each Committee’s plans, in Google docs.
5. Steve filed the 990 IRS form.