FOCPL Board of Directors Regular Meeting Minutes, by Stacey Gamble Lori-Anne Shapiro, Chair, Presiding ~ May 11, 2016 ~ Meeting Room, Orange County Public Library, Hillsborough Present: Susan Vreeland, Stacey Gamble, Lori-Anne Shapiro, Robin Crawford, Harry Kavros Absent: Dee Love Ex Officio: none Call to order: 6:10 p.m. by Lori-Anne Shapiro Agenda Review: Motion passed unanimously to approve April Minutes Review: Lori moved to approve April minutes; seconded; passed unanimously with minor change to have Harry Kavros’ designation to visiting non-member, and not Board member. Reviewed Notes from Program Planning & Budget Setting Meeting of April 20th:
Discussed importance of having
▪ Peer reviews of treasury & membership activities ▪ Communications committee, book sale plans, need for membership ▪ Overriding goal for 2016 FOCPL Board: Increase Visibility/Promotion ↑ MEMBERSHIP Confirmed or tabled plans for the following events: ▪ Last Fridays monthly April through Sept. ▪ Develop Little Free Library with involvement of Boy Scout & Girl Scout Troops; will hold ribbon-cutting ceremony to launch adoption by its community (to be determined) ▪ Volunteer Event in early October ▪ High Donor Reception – tabled until 2017 ▪ Staff Appreciation events: to be coordinated by Dee Love and spread over next seven months ▪ Fall Book Sale & Preview Reception for Members: Sept 2016 ▪ Annual Meeting: December Budget 2016: Motion passed unanimously to approve with minor change as noted below. Board-Library Relationship: Lori Shapiro and Stacey Gamble will meet with Library Director & Deputy Director next week to review board changes and re-commit to working together. Last Friday Committee Report: Lori read notes from Jinny Baeckler, Lead Volunteer successful inSusan and Alexis Vreeland, Jinny Baeckler, and Lori Shapiro volunteered at May’s event; Jinny is. Insurance: Harry Kavros is seeking options for Officers & Directors Insurance for Board Members. He has received two quotes from State Farm ($900), S.Thompson ($700), and now awaiting last quote from Steve Booth. As soon as all quotes are received, a decision will be made. Motion passed unanimously to approve $1,000 in 2016 Budget for Insurance and Assurety Fee. Board Appointments & Resignations: Motion passed unanimously to approve appointment of Harry Kavros to the FOCPL Board. Steve Smith and Shannon Turlington resigned following April Meeting. 1 Plan for Filling Board Vacancies: Discussed (a) need for recruiting volunteers who possess specific skill sets vs filling board vacancies and (b) need to vet potential Board Members by first having them make contribution as volunteers. Agreed to target on the following skills: ▪ graphic design: making flyers, take-aways, brochure, newsletter ▪ electronic data base management and social media ▪ membership recruitment ▪ writing text for press releases and feature articles; editing ▪ interacting with the public ▪ introducing authors at Readings ▪ event planning ▪ financial accounting ▪ legal counsel ▪ and, more!!!
Committee Reports
Financial Report: Board agreed on need for skilled Treasurer. Lori-Anne Shapiro will follow-up on withdrawing funds from TCF account. Susan will continue to dispense checks. Lori-Anne will make deposits, and print statements received from Community One Bank. Steve Smith returned all items he had as Treasurer. Membership Committee: Robin agreed to submit flowsheet for membership committee functions and operations. Robin will report next month on membership stats and activities. She also plans to research database programs for membership files. At upcoming Last Friday May 27th Lori plans to focus on member/volunteer recruitment. Committee agreed to meet in June to discuss other activities to increase membership. Little Free Library: Robin presented several options for design construction. All Board members excited about beginning this effort; agreed on need to set up committee. Book Sale Committee: Stacey will set up a meeting with all book sorters to discuss protocol, etc.; Board also discussed option of putting out collection bin whenever Membership Table is set up at events as way to increase book collection, particularly children’s books. By Laws Committee: Harry offered to be new Committee Chair; will seek qualified volunteers for Committee. Communications & Social Media Committee: Stacey will handle all social media. The board agreed unanimously to keep old logo. Old Business: Stacey reported on successful FOCPL involvement in Library-sponsored events, namely Dia De Los Muertos and Author Reading with Samantha Bryant.
New Business
2 OCPL Summer Reading Kick-Off: The Library is requesting volunteers to assist with myriad activitiers and FOCPL will need volunteers to staff Membership Table. Susan Vreeland will coordinate all volunteers for both purposes; contact person for Library is Andrea Tullos. Books on Break: Lori reported on progress coordinating with Amber Campbell, supervisor of Children’s Services, and Book Harvest re: schedule for volunteers for preparation and execution. Will continue to continue. Quality Improvement Efforts: Harry suggested reaching out to other local Friends groups to inquire about different groups’ operations, including on matters such as board insurance. Lori agreed to make contacts and set up meetings. Lori also offered to contact Molly Westmoreland to meet with FOCPL Board. Molly’s full title is Consultant for Public Library Management, Director of the NC Center for the Book at the State Library of NC with the North Carolina Department of Natural and Cultural Resources.
Calendar
June 14th: Book Reading/Signing with Mike Oeschle; Susan and Mike Vreeland volunteered to represent FOCPL as author plans to see books; Robin & Lori agreed to manage Membership Table. October 2nd: Barbara Claypole White: Book launch for 3rd book Echoes of Family; Catered Afternoon Tea: Susan will recruit volunteers; Lori agreed to represent Friends since Barbara will be selling this book; Lori reminded Board that when Barbara launcherd her second book it was standing room only! Susan will also help to recruit volunteers for FOCPL Membership Table; room has been reserved and Sharon Wheeler has been notified. Request for Funds: Board member Robin Crawford requested $4400. for “Boys Read,” a reading project for boys k-5 at Pathways Elementary with the goal of closing the achievement gap for boys in comparison with their female counterpart. Robin had originally presented this request at April Board Meeting when it had to be tabled due to insufficient time. After much discussion, FOCPL Board opted not to fund the request at this time. Member’s Request for Funds: Janet Flowers suggested FOCPL Board consider supporting NCPLDA - North Carolina Public Library Directors Association for their tireless advocacy work on behalf of NC libraries. Topic had to be tabled to next month’s meeting due to insufficient time. Meeting Evaluation: All in agreement that forward movement is the goal; progress seems underway. Meeting adjourned: 7:43 by Lori-Anne Shapiro. Next Board Meeting: June 8, 2016 3
