FRIENDS OF THE DELTA TOWNSHIP DISTRICT LIBRARY BOARD MEETING June 10, 2014

Transcription

1 FRIENDS OF THE DELTA TOWNSHIP DISTRICT LIBRARY BOARD MEETING June 10, 2014 Call to Order: at 1:00 by President Jane Thomas in the Elmwood Room. Meeting Attendance: Board Members Present: Sandi Carter, Candice Chatfield, Ellen Dionise, Carole Reynaert, Jan Salmons, Deb Small, Jane Thomas, Don Turner, Terri Westmoreland, and Diana Yager. Members Absent: Jan Small Library Representative: Becky LeBoeuf, Youth Services Librarian Library Board of Trustees Trustee: Carol Walker Approval of the May 13, 2014 Board Meeting Submitted by Terri Westmoreland: Sandi made the motion to accept the May 13, 2014 Board Meeting minutes as recorded. Deb seconded, and the motion passed. Approval of Treasurer Report Submitted by Jane Thomas: Jane reviewed the Treasurer report Bookstore Income for May: Bookstore $2, EBay Sales 1, Candy/Granola Bars Memberships Other Income Plant Sale 1, Interest.84 Water Art/Booksmarks/Cards/Pencils/Etc Total April Income $4, Total Operating Expenses: $ Total Budget Payments: $6, The beginning balance was $25, and ending balance was $24, Jane made a motion to accept the May 2014 Treasurer s report. Diana seconded and the motion passed. Jane reported that Carolyn King, former treasurer, listened to a webinar on tax forms. If the Friends Organization earns more than $50,000, form 990 EZ will need to be filed. Librarian s Report Becky LeBoeuf: Friends Bookstore Meeting Notes June 10, 2014 Page 1

2 Becky reminded the Board that the Library closes early (4:00 pm) on Thursday, July 3, and the Library will be closed on July 4 and July 5, Beginning at 4 on Thursday (7/3/14) the Library parking area will be used for the staging area for the fireworks crew, fire trucks and ambulances. At the end of June, two of the Library staff, Brad (IT Staff) and Ian (Page Staff) are leaving the Library. Both have accepted positions elsewhere. Bookstore Volunteers are requested to alert Cherry whenever they hear the boiler alarm. This alarm is a consistent alarm ringing that can be heard in the lobby area of the basement. Becky circulated information about a new advisory group The Government Senior Council. and whom to contact if interested in being considered for membership. Requirements include but not limited to: at least 50 years of age and a resident of Delta Township. Interested individuals should pick up Information sheet at the Adult Services Desk in the Library. Summer FIZZ - BOOM READ Program Kick-Off is this Friday night and Saturday. Three of the highlights of the Summer Program are a Youth Talent Show, Lego Creation Challenge, and see the Metamorphosis Process as everyone can watch the caterpillars become butterflies in the Library over the summer. Bookstore Manager s Report Ellen Dionise & Diana Yager: Ellen reported volunteer hours for the Bookstore for May: Bookstore: 390 Sorting Room: 145 Total of 535 volunteer hours for the Bookstore for May Although book sales are down for the year, sales have picked up since the Cleanup Recycle Event that took place in May and the significant donation of cook books that are prominently displayed next to the Bookstore desk. We also received a large collection of Wine books which will be on display soon. Book of Trustee s Report Deb Small: 2014 budget adjustments were approved as a whole with the following amendment: transfer $5,000 from accounting fees to heat, for a total of $20,000 in budget adjustments. The balance of the discussion was to reiterate need for information from staff regarding further reductions and potential revenues sources for the years Trustees agreed to discuss all revenue sources at one time at the next meeting. Director Hamrick was requested to bring to the June meeting the Salary Studies/Schedules that were conducted at the time of the opening of the current site, revenue/expenditures information from comparable area libraries, and room rental and late return fees in effect at area libraries. Friends Bookstore Meeting Notes June 10, 2014 Page 2

3 NEW BUSINESS Identified Prior to Meeting Item 1: Sorting Room Whiteboard Announcement Candy Chatfield & Ellen Dionise: Candy and Ellen presented a proposal of the addition of a white board placed above the Donation Cart in the Sorting Room. This board will be utilized to Alert Bookstore volunteers to Help Wanted, Did you Know or whatever is appropriate for upcoming events. The signup sheets will be located in colored folder on top of the file cabinet. Diana will obtain Cherry s approval for Greg Yager to hang the whiteboard. A folded index card will be placed in the cash drawer to alert volunteers of this new communication tool. Item 2: Drop In Drop Off on July 12, am 2 pm - Jane Thomas: Jane reported regular volunteers have already signed up for this event.one or two additional volunteers needed for each shift. Jane circulated workers signup sheet. Item 3: Recycling Fever Event July 19, am 3 pm Jane Thomas: This event is scheduled to take place in Charlotte from 9 to 3. Three volunteers are needed for each three hour shift. Jane circulated the signup sheet for members to volunteer. Item 4: August Book and Bake Sale Planning Committee Jane Thomas: Ellen and Candy volunteered to work on planning committee with Terri and Jane. Candy will make posters and distribute. Jane will make postcards. Setup begins on Monday, August 18 and the event ends on Saturday, August 23, Old Business Item 1: Proposed 2014 Volunteer Appreciation Event Candy Chatfield and Ellen Dionise: This proposal, as discussed previously, involves having the Business meeting in January as stated in the bylaws. and the Volunteer Appreciation Event would be held later in the year, possibly on Tuesday, October 6, Possible consideration is supplying a lunch or dinner for the volunteers, Costs per person at 2014 prices range from $5 to $12 (depending on selection of restaurant and choice of food and if there are donations of desserts and beverages from Board.) Possible catering options: Waverly Schools Tony M s Carrabba s DeLuca s Friends Bookstore Meeting Notes June 10, 2014 Page 3

4 The evening event would begin at 5:00 pm for socializing with the meal beginning at 5:30. The agenda would include: Remarks from Bookstore Director and Treasurer Questions from the floor Years of Service Awards Five, Ten, Fifteen Volunteer of the Year 2014 Upcoming Event Information Spring 2015 Candy and Ellen will check prices at several of the same locations and report back to this Board. The room setup would be similar to the January meeting; and possibly add an Archives Table for Volunteers to view items from Archives as well as items of interest from the Bookstore and Library. The Annual Newsletter will provide an update on these changes and the dates when the two separate meetings are scheduled. The Invitation and RSVP will be sent to all of the Volunteers in August, Candy and Ellen will bring this topic back to the September Board meeting with updates and to make a motion for change in Volunteer Luncheon procedure. The Business Meeting will offer light refreshments for attendees (coffee, water, cookies). Item 2: Spring Clean Up Event Diana Yager: Diana provided an update on last month s event that took place at Millett Highway in the enclosed warehouse. This event was very successful, as fifty boxes of books were brought back to the Bookstore including a couple of promising sets that Deb has posted on ebay. Item 3: Summer Reading Kick-Off Jane Thomas: Jane circulated worker signup sheet requesting volunteers to work this event on Saturday, June 14, 2014 for the Kids and Adult Kick-off Day. Friends are providing workers and 336 cookies for the event. Item 4: Delta Rocks Candy Chatfield: Candy reported that she has over 200 books to give away, pencils for the pencil pull game, and the bean bag toss game. Item 5 Wall Quotations Diana Yager: Diana has six pages of quotes and still working on this project. A committee will choose a reasonable number for the Board to choose from, and that quote will be submitted to Cherry for her final approval. The quote will then be permanently placed over the black bench in the lobby Friends Bookstore Meeting Notes June 10, 2014 Page 4

5 just outside the Bookstore. Some of the finalists will be displayed in the newest Bookstore sign whenever there are no events to advertise. Item 6 Kohl s Fundraiser Jane Thomas: The Friends received a five hundred dollar check from Kohl s last week. Jane deposited the check into the Friends account and presented Becky with a check to the Library for $ at this meeting. Items 7 Friends Organization MasterCard Jane Thomas: Jane reported on the meeting that Carolyn King and she had with Chase bank. All card users would have to have their own Friends Organization MasterCard (FOMC) and after some discussion it was agreed three Board members would have a credit card. As soon as possible, Jane, Candy and Ellen will meet at the bank and make the arrangements for each to receive a FOMC for Friends related purchases. There is no charge for setting up and issuing the credit card account. Jane made the motion to apply for a Friends Organization MasterCard with the following Board members as card holders: Candice Chatfield, Ellen Dionise, and Jane Thomas. Tentative dollar limit placed on the card will be $1, Diana seconded the motion and the motion passed. Board policy states that purchases with a dollar amount of more than $25.00 require Board approval. Item 8: ebay Sales Deb Small: Deb reported that at the end of May the ebay sales netted $1, based on 35 sales. Our current Year-to-Date sales are $3, from 146 items sold. Reminder: For those working in the Sorting Room, please double-check for the e on the inside cover just below the month/year. The e signifies it has been rejected as an ebay item and should be placed on the appropriate sorting room shelf. Secondly, please call Diana or Deb when a large donation comes in. If it looks like valuable items, please get patron s name and phone number with a general description of their items so they can be contacted if they want a tax donation form that shows the dollar amount sold on ebay. Jane adjourned this Board meeting at 2:00 pm. Respectfully Submitted, Terri Westmoreland Recording Secretary Friends Bookstore Meeting Notes June 10, 2014 Page 5

6 Reminders: Delta Rocks June 28, 2014 Library Closes at 4:00 July 3, 2014 LIBRARY CLOSED July 4, 2014 Next Board Meeting on July 8, 2014 o Master Card Update Drop In/Drop Off Book Event July 12, 2014 Recycling Fever Charlotte July 19, 2014 Wall Quotations Volunteer Luncheon Update in September March Motions: Motion Approved: Accept minutes from May 13, 2014 DTDL Board Meeting Motion Approved: Accept Treasurer Reports for May 2014 and Revised March 2014 Motion Approved: Accept Meetings Schedule Change Business and Volunteer Meetings will be two separate meetings beginning in 2015 Motion Approved: Accept implementation of Friends Organization MasterCard (FOMC) Friends Bookstore Meeting Notes June 10, 2014 Page 6