1 Friends of the Orange County Public Library Executive Board Meeting, September 10, 2012 Minutes Approved 10-8-12
Present: Robin Bedingfield-Brown, Janet Flowers, Sandy Gerstner, Lucinda Munger, Erin Shepherd, Mark Smith
Co-Chair, Janet Flowers, called the meeting to order at 6:05 p.m.
Welcome to Mark Smith Janet introduced and welcomed Mark Smith, our new Treasurer Elect. He comes to us with significant financial experience and holds a CPA and a law degree. In addition to serving on the Board, he will be a member of the Finance Committee.
News from the Library As the Secretary was not present, Lucinda offered to loan the Board a tape recorder for use at future meetings when this happens.
Lucinda reported that the staff has just completed the revie w process to select a new ILS (Integrated Library System) and RFID. They must go through the appropriate steps to ensure that they have met legal requirements and will make their recommendations to the Board of County Commissioners on November 8th.
The l ibrary’s next big project, which will last through May 2013, is the CNA (Community Needs Assessment) and Strategic Planning. On September 19th and 20th, Dr. Anthony Chow, from UNC -Greensboro, will be meeting one -on-one with relevant community leaders, inc luding the Friends Co -Chairs. Lucinda also noted that she has gotten the help of Faith Thompson to design the data -gathering process, which will include focus groups. In addition, staff and interns will go to community gathering places, such as Walmart, the Farmer’s Markets, and Social Services to talk with citizens about library needs and services.
She described the incentives program that is being recommended by the State Library. This involves giving away items such as Kindles, Nooks and Ipads for th ose who participate in the process. She also noted that refreshments would be needed for each event. She will bring a formal request for funding to the October Board meeting.
Note: As several members needed to leave early, the agenda was shortened to t hose items requiring a vote.
New Business
2 Laptop Purchase Erin presented the report of the laptop task group. She noted that the amount needed was significantly less than what we had budgeted. Robin moved and Erin seconded the acceptance of the recomme ndations in the report. All agreed.
2013 Board Recruitment Issues Erin presented a revised version of the proposed application for new Board members and reviewed the expectations of Board members. The group agreed that both were reasonable expectations, with the change of “at least one Friends-sponsored programs” to “ the majority of Friends-sponsored programs.”
After Janet announced Penny ’s resignation, Erin noted that the Nominating Committee would be looking for replacements for Lori and Penny. She explained that the Nominating Committee would be taking a new approach to locating the new Board members. They will be asking for applications for the positions, including from people not currently members. (The nominating committee will be giving the candidates relevant background materials to inform them of the Board’s work.)
Spotlight on Service Note: Spotlight on Service from the Playmake rs Theater was created to offer the opportunity for volunteers and staff members at service organizations in the Triangle the opportunity to attend high quality, professional theatre at no cost. As SOS tickets become available, the theater sends out emails on the Mondays during the run with dates of SOS performances for the coming week. We will receive two tickets during the run of a particular show.
After a brief discussion, the group decided that Janet would take the list of members in good standing (i .e., current dues -paying) and highlight those who are also active (e.g., Board, Committees, Book Sale Volunteers, or ad hoc helpers). When the email comes from the Playmakers, Janet will “draw” a name from that list and inform the winner. If that person cannot use or does not want the tickets, she will draw another winner. She will send an email to the listserv, describing the program and announcing winners as they happen.
Updates Joy Sparrow Program Janet reported that the program was very good. Ms. S parrow brought her two grandsons and they all wore costumes and read letters. There were 14 people —4 family members (counting Joy), 2 Board members, 2 program committee members and 6 real audience members. The people who attended enjoyed the program. Ms. Sparrow made a generous contribution of $48 to FOCPL.
Janet noted that we would be looking for a chair for the Program Committee for next year. One of the questions we need to ask is whether it is worth the effort to do these programs. The Library has really picked up the pace in the last two years and perhaps this is not so important for us anymore. We may 3 want to just co -sponsor with them or only do a program when something compelling falls into our laps (like the 27 Views of Hillsborough).
Condition of Pavers Janet reported that the pavers closest to the building out front are mildewed. Andrea is working with the county to get these fixed.
Other Business Janet announced that she would send email updates of other agenda items to the Board and they may be revisited at the October meeting
The meeting adjourned at 6:45 p.m.
Janet Flowers, Co-Chair
