FOCPL Board Meeting Minutes November 11, 2015 6:00 p.m. meeting called to order by Tommy McNeill, Chair Present: Tommy McNeill, LoriAnne Shapiro, Marcia Cameron, Stacey Gamble, Shannon Turlington, Robin Crawford, Tori Williams Reid Ex officio: Andrea Tullos, Lucinda Munger Guest: Stephen Smith, prospective Board member Introduction of Steve to the Board. Review of minutes for October meeting: Lori is to submit corrections to Shannon, and final minutes will be posted on the shared Google drive. Board recruitment: There are 6 candidates for 5 slots. Candidate bios were sent to the membership for all prospective candidates but Stacey (being appointed, she needs to stand for election as well). By December 5, all prospective Board candidates need to be members in good standing with active membership applications. Annual meeting update: An announcement of the event was sent out online, including a flyer created by Amber Campbell. Shannon will email thank you note to Amber for designing the flyer. The committee met with Dee Love (prospective Board member) regarding catering. She submitted a menu and pricing (shared with the Board at the meeting), estimating a count of 100 attendees. There will be a vegetarian option, not indicated on the menu. The Board decided to eliminate one of the pastry options as well. Cup of Joe will provide coffee. Tommy moved to approve a budget not to exceed $2000 for the catering, decoration, and associated costs of the annual meeting; seconded; unanimously approved. Lucinda suggested that the Board send personal invitations to the Annual Meeting to the head of UNCHillsborough hospital and the hospital’s volunteer coordinator. Tommy will write a personal note. Lucinda also recommended distributing flyers to new home developments. Lucinda can provide names. Erin (community outreach coordinator) can deliver invitations to the hospital next week. Libbie is adding slides to the website. Mary Wiley volunteered to help organize the membership function of the event. As chair of the membership committee, Robin will be presiding over the membership table. Each member will be checked against the updated membership list, to be provided by Shannon on December 4, and given a ballot when they enter. Renewal of membership will be encouraged at this time. Lucinda recommended a review of membership policies to clarify what the rules are regarding length of membership. For the purposes of the Annual Meeting, the Board decided that anyone attending can join or renew as a member that day for the 2016 year and receive a ballot (effectively a 13month membership). Nonpaid attendees cannot vote. Lori reviewed the program for the Annual Meeting as determined by the planning committee (see document attached to these minutes). Tommy requested that this kind of information be disseminated prior to the meeting to give Board members time to review. Book consignment sales: Marcia submitted a check from the consignment company. Tori also received a check from Better World Books for consignments of weeded library books. Tommy recognized Marcia for the success of the fall book sale and the book consignment program. Award proposal: Tommy proposed a Janet Flowers Award, named for the past president of the Friends, to be given at the annual meeting to a Friends member who has demonstrated over the year commitment in volunteering, supported book sales, and is endorsed by the Library Director. This will be a nonfinancial award of recognition selected by the Board in November prior to the annual meeting in December. Lucinda suggested that Tommy announce the new award at this year’s meeting for the inaugural award to be made in 2016. The Library can buy a book in honor of the award winner with a plaque. Treasurer’s report: Tori submitted a report starting in July when the checking account moved from SECU to Community One. The spreadsheet shows the deposits through the end of October. Tori will prepare a yearend report for the annual meeting. The PO Box payment was late; it’s unclear where the post office is sending the renewal notification. The account is now in good standing. Tori needs to file a 990EZ form to maintain 501(c)3 status per a letter from the IRS. Steve volunteered to act as independent reviewer of the FOCPL financials going back to the time of the last financial review according to the minutes. Tommy moved to appoint Steve Smith independent reviewer of the financials since the last review; seconded; approved unanimously. Andrea will check with Mark as to the when the last review was. Program requests: Lucinda requested funding for two staff members to attend the Public Library Association biannual conference in Denver in April 2016 with Lucinda at a total cost of $3000. Lucinda recommended that the Board decide to send up to 2 Board members; discussion on this was tabled. Tommy moved to approve Lucinda’s request for the staff members to attend the conference; seconded; unanimously approved. Newsletter/website: Tommy commented that he was impressed with the changeover from the Yahoo group to the Google group for the membership mailing list. Shannon explained the process of the changeover and how the list will be managed moving forward. Membership: Robin met with Shannon to update the consolidate the membership spreadsheet. Robin sent out the tax letter for the 2015 memberships. There are currently 68 members. Robin and Tommy went to Last Friday in October, but the event was not held and September was rained out. The Board will consider payment for those two months to be a donation. Friends of NC Public Libraries donation: Tommy moved that the Board make a donation of $500 to the Friends of North Carolina Public Libraries; seconded; approved unanimously. Lucinda noted that a big part of their efforts is for advocacy, which resulted in an increase of state aid and would appreciate any donation that this Board can make. Tommy will send the donation. Updates: Lucinda noted that the Library will have a float in the Hillsborough Christmas parade in 2016 and encouraged FOCPL participation. Tommy encouraged continuing Board participation in offsite programs and asked that the Library directors request funds and use the funds that are available. Meeting adjourned at 7:35. Next meeting: Annual Meeting of the entire memberships, December 5, 2015, 10:00 a.m.
