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FOCPL Board of Directors Minutes from the Meeting of October 14, 2013
The meeting was called to order at 6:00 by Board Vice President Erin Shepherd. Present: Bill Barrows; Robin Bedingfield; Marcia Cameron; Sandy Gerstner; Chris Holaday; and Laura Simmons. A quorum was present. Present: Andrea Tullos, Library Assistant Director. Absent: Janet Flowers, Board President; Lucinda Munger, Library Director; and Mark Smith, Treasurer-Elect.
Minutes: Robin presented the draft minutes from the Board's September 9th meeting. The minutes were APPROVED as written. (M Laura Simmons /S Marcia Cameron )
Financial Reports: Sandy presented the draft report for September 1-30. The Financial Report was APPROVED as written. (M Chris Holaday/S Robin Bedingfield) - The 2014 Proposed Budget was presented, and discussion ensued on several line items. Most noteworthy: The anticipated Friends' income is reduced from $11,075. in 2013 to $9,770. in 2014, with membership development being the planned focus for the coming year; The amount needed annually to cover bank fees, receipt and check printing fees, and the annual bonding fee are not amounts we control. In addition, a Membership Recruitment line was added with $500. approved for social events in the coming year to increase Friends' membership. The 2014 Proposed Budget will be brought to a vote at the November Board meeting.
Updates: Bylaws Task Group: Robin reported that the group met on September 30th and recommended the following change(s) be brought before the membership for approval at the Annual Meeting: - Paragraph 2 of Article IV, Section 3 be amended to read: "Each Candidate must be a member in good standing and must have agreed to accept the responsibilities of a directorship. Each Director must maintain an active membership in good standing for the duration of his/her service on the Board. Permanent and temporary library staff are welcomed to join the membership of the Friends, but are not eligible for positions on the Board of Directors for the duration of their employment." The recommendation was APPROVED. (M Robin Bedingfield/ S Bill Barrows) Robin also reported that wording to amend Article IX, which guides the actions of the Treasurer, is not yet completed, but will be shared with the Board for review and approval no later than the November meeting.
- Nominating Committee: Erin reported that an email was sent to the membership last week regarding upcoming openings on the Board, and that the response so far has been good.
-Ongoing Book Sale: In the past week, the Chapel Hill News donated books to the library which were used for reviews. It was agreed that the library intake staff will identify books for the Ongoing Book Sale if they are not 2
needed for the library's collection. Andrea proposed that the Friends coordinating the Ongoing (Laura & Marcia) meet with the staff to see how current, popular books are identified and set aside for the Ongoing Sale coordinators to consider. - With this improved method of identifying books for the Ongoing Book Sale, it was suggested that price ranges, rather than fixed item prices, might be advantageous. Price ranges for the Ongoing Book Sale will be recommended to the Board by the Committee at an upcoming meeting. There was general approval of Erin's recommendation that the Ongoing Book Sale have new signage to include price ranges for books and DVDs.
- Spring/Fall Book Sales: It was agreed that more volunteers should be solicited to help box up the remaining books at the end of future semi-annual book sales. - In addition, it was agreed that any extra yellow and blue bookends may be sold at the next Book Sale. - It was agreed that the Books and Nibbles (Book Sale Preview) Event should be shortened from 2 hours to 1.5 hours. Attendance was significantly heavier in the earlier (6-7:00 p.m.) hour of the event. - Erin reported that the Northern Orange Community Resource Fair last Saturday at the Big Barn was a success, with a number of non-profit agencies represented. 60-70 reusable bags containing Friends literature were given away, and it was agreed that participation in the annual Fair is a good way to present the Friends to the community.
Appreciation: The Board expressed appreciation for the generous $200. donation from the Eaton Corporation. These monies are earmarked to benefit the children's department, and are included in the 2014 budget.
News from the Library: Andrea reported that the Library's Strategic Plan went to the Board of County Commissioners (BOCC) on September 12th. The staff anticipates approval of the plan at the November 5th BOCC meeting. She also noted the new signage throughout the library, and kudos were given by Board members to the information screen above the main check-out area.
A motion to adjourn was APPROVED at 7:05 p.m. (M Laura Simmons /S Bill Barrows)
The next meeting is scheduled for 6:00 p.m. on November 11th in the Large Conference Room.
Robin C. Bedingfield Secretary
