FOCPL Board of Directors Regular Meeting Minutes, by Julie McManus Lori-Anne Shapiro, Chair, Presiding ~ August 10, 2016 ~ Meeting Room, Orange County Public Library, Hillsborough Present: Susan Vreeland, Stacey Gamble, Lori-Anne Shapiro, Harry Kavros, Robin Crawford, Dee Love, Julie McManus, Dan Godfrey Absent: None Visitors: Jack Ramsey and Brian Crawford Ex Officio: Andrea Tullos, Lucinda Munger Call to order: 6:00 p.m. by Lori-Anne Shapiro Agenda Review: Motion passed unanimously to approve Agenda. July Minutes Review: Correction to July Minutes: Library open on Friday of Book Sale, not open on Thursday during Reception; will put up signs to direct attendees to side entrance. Motion to approve Minutes passed unanimously, with correction.
Committee Reports
Publicity Committee: Lori reported that Herman Knight, Jr. volunteered to join Julie McManus on Committee. Book Sale publicity is top priority. Other priorities include developing new FOCPL brochure. Membership: Robin corrected previous membership report; currently have 94 active members; memberships need to be renewed as per calendar year. Membership spreadsheet accessible via Google Docs. Membership Committee agreed to meet to complete operational flowsheet and review spreadsheet on August 24 at 10 am in Large Study Room. Lori agreed to have room reserved. Little Free Library at Fairview: Robin again raised virtues of pursuing project of installing Little Free Library in Fairview neighborhood. She passed around newspaper article about the various Little Free Libraries that have been installed in different locations around the state. Agreed to table further discussion until next meeting. Nominations Committee Report: Committee met with Daniel Godfrey, recommend him for Board member. Motion passed unanimously to approve Committee’s recommendation. Motion also made to elect Dan Godfrey as Treasurer, approved unanimously. Book Sale Committee: Stacey distributed document outlining plans for upcoming Semi-Annual Book Sale (attached). Stacey and Julie will contact Gephardt to make additional signs. Julie to contact Libbie Hough (Library communications Specialist) re: press releases to advertise in The Independent Weekly and News of Orange. Dee and Robin will contact PTA’s and Public Information Officer to get flyers/emails to schools and preschools. On-Going Books Sale: Lori described her request to Library to move On-going Book Sale to front-most facing shelf to increase Friends presence, visibility of books, and in-coming revenue. Motion passed unanimously to support request; Andrea and Lucinda agreed to bring request to Leadership Team Meeting 1 scheduled for tomorrow. Lori also discussed need to increase inventory (children’s and adult books) on on- going book sale shelves. As a result of Lori’s recent contacts with Board members of other local Friends’ groups, it seems to be a growing trend for Friends groups to focus increased efforts on on-going book sales since the books tend to be in better condition, pricing is higher, and thus collection of revenue is higher than with semi-annual book sales. Board Vacancies: One last position yet to fill; Board agreed on need to recruit from volunteers already active and interested in mission and purpose of Board. Finance Committee: Dan Godfrey distributed draft Balance Sheet (attached). He asked that each deposit and expense needs a responsible individual listed. Discussed record keeping for deposits from Book Sales. Lori provided ledger of deposits made over last three months for Dan to incorporate in Financial Statement. Visits with Other Friends Groups: Lori is continuing to work on creating summary of visits and a Matrix of Metrics, latter with Harry’s assistance. Harry presented the beginnings of the metrics template (attached), and underscored the results thus far show strong need for our Board to be more in line with other Friends groups in number of members relative to population served. Lori has moved ahead in setting up Meeting on August 24th with President of Board of Durham Friends at 5 pm to develop protocol for responding to requests from Library for Friends’ funds. Lori also proposing Appreciation Event for those other Friends Board Members who have participated in visits (costs already included in 2016 budget under Board expenses) at Radius Pizza; Motion made and approved unanimously. Tentatively scheduled for October. Save the Date e-card will be sent when date is identified. Dee has been communicating with Radius on budget and menu. Lori and Dee will continue to work together on this exciting event. By-Laws Committee: Plans to meet on August 31st. Brian Crawford volunteered to be on Committee and advise pro-bono on non-profit practices. Jack Ramsey, Lori, Stacey and Harry also on Committee. Lori will send copy of By-Laws to Brian to prepare for meeting. Staff Appreciation: Dee proposed “Open House Brunch” with 15 minute chair massages to accommodate staff’s variable availability. Tentatively scheduled during September. Andrea urged Friends to attend to add spirit of appreciation to staff. President’s Proposal: Discussed joining National Association for the Exchange of Industrial Resources (first year membership free to non-profits) to get free surplus retail materials, books, and media: group preferred to table action on this item at this time. Annual Meeting: tabled until next meeting.
Library Update
a) Andrea reminded Board that Library consultants from Fluoricane are holding Friends Focus Group for both Hillsborough and Carrboro Friends groups in Hillsborough Large Meeting Room on Wednesday August 17, 2016; all encouraged to attend. b) Andrea distributed comprehensive Library Update (copy attached). 2 Last Fridays: Lori and volunteer Jinny Baeckler have staffed a table each month drawing approximately 150-175 people to participate in Estimating Game related to various aspects of Library functions. Raising awareness of library and Friends. Library will provide bookmarks and pens to distribute. Need flyers to pass out about book sale. Library will have table in September with storyboards about strategic plan. Community Events: Agreed to staff a table at River Park Concert. Adjourned: Meeting adjourned 7:51pm. Next Meeting: 9/14/16 3
