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FOCPL Board of Directors Regular Meeting Minutes, by Julie McManus Lori-Anne Shapiro, Chair, Presiding ~ July 13, 2016 ~ Meeting Room, Orange County Public Library, Hillsborough
Present: Susan Vreeland, Stacey Gamble, Lori-Anne Shapiro, Robin Crawford, Harry Kavros, Dee Love, Julie McManus Absent: none Visitors: Dan Godfrey and Jack Ramsey Ex Officio: Andrea Tullos and Lucinda Munger
Call to order: 6:04 p.m. by Lori-Anne Shapiro
Agenda Review: Stacey requested to add discussion of Social Media; Motion passed unanimously.
May Minutes Review: Susan moved to approve May minutes; seconded; passed unanimously.
Board Election & Vacancies
Visitors asked to leave Meeting Room while Nominations Committee presented their positive support of Candidate Julie McManus; Motion passed unanimously to approve candidate for Board; voted to take office of Secretary.
Nominations Committee also agreed to meet with Dan Godfrey as earliest available date.
Committee Reports
Little Free Library
Robin reported that she independently contacted Parks and Rec to seek permit and begin discussion of location and feasibility for Little Free Library, ideally in Fairview community. Board agreed to shelve project for now, but not permanently, so as to focus on membership and upcoming book sale.
Membership (Report attached)
In view of 2016 membership goal of 125 active members, Robin reported 99 current active members. (Note: the next morning she corrected this figure to 79.) The members of the Membership Committee agreed to meet at first available date.
Robin also reported on options for database management system; she recommended purchase of MS Access/Outlook for its use as address book, event scheduling, to-do lists, and efficient daily operations. Need cost. Lori recently met possible volunteer with professional IT experience to help us better understand options. The data Friends would want to keep is member address, contact info, tracking volunteer hours, generating emails, easy to import from Excel.
Semi-Annual Book Sale
Discussed schedule (9/15-9/17), logistics and publicity plans. Set-up will be on Mon-Wed; a reception & preview sale for members only on Thursday evening, sale all day Friday, Saturday and Sunday $5 bag day).
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Andrea informed Board that Library will be closed on Friday; this was not the case when sale dates were originally selected. Agreed to access sale through side doors and have restroom access.
Annual Meeting
Lori noted need to start thinking about format and date; need to create event planning committee. Also referred to Janet flowers Award, will need to consider outstanding volunteers.
Finance: report by Harry Kavros Harry reviewed need for savings account separate from checking; discussion among Board members. Motion passed unanimously to move all but $2000. from checking to savings, and require two signatures to withdraw funds from savings. Lori agreed to make this happen at Community One Bank; Lori and Susan will be the two signatories for savings and checking. New arrangement will ensure increased security on funds and allow for slightly higher interest on savings; checking acct will continue to support monthly expenses. Lori provided copy of bank statements for December 11, 2015 through June 27, 2016; balance at end of this six month period was $58,462.96, mostly the result of transferring funds from Triangle Community Foundation and depositing into checking account on 5/26/16.
Until Treasurer remains vacant position on Board, Susan will continue to maintain check book and Lori deposits. Dan agreed to study bank statements and create monthly financial statement for next month. January-April statements $58,462.96 combined balance
Visits to other local Friend Boards: report by Lori Lori has visited Board members of other local Friend groups (Chapel Hill, Alamance, Chatham, and Durham) for guidelines to improve our operations; a different board member has accompanied Lori for each visit. Lori and Harry plan to create a matrix to compare metrics across different groups; will also use By-laws from other groups to evaluate ours. Lori plans to complete written summary of all visits to be shared with all participating groups.
D& O Insurance: Harry reports he is waiting for invoice.
Library Requests: (see attached) Lucinda reported results of 2016-2017 Library Budget submitted to County Manager. For first time in recent history, no increases were approved, except for kiosk in Cedar Grove. Manager didn’t bring anything to Commissioners.
Board members asked questions and discussed pros/cons of funding three exciting new Library programs. A separate Motion was made to approve each request; passed with six in favor. Robin abstained.
Noted fiscal year for Friends and Library, respectively, are not in sync; agreed to make change in by-laws when by-laws reviewed, will ensure more streamlined budget process, will need to file change in document with IRS in 990 at that time.
Motion passed to Adjourn at 7:48pm.
Next Meeting: August 10, 2016
