Recorded April 21, 2009 by Elaine Nelson, Secretary
[DRAFT: items in italics need to be updated]
Present:
Guests: Lila Sjodin [corrected 5/21], frequent with Pageturners, interested in being involved; Lydia Franzen, support & transportation for a sister, Jean Finely asked if they would attend; Cynthia Stage, sister of Lydia, interested in volunteering
Introduced new secretary, Elaine Nelson
Minutes: Review of March minutes. Typo on cost of the earbuds, total should be $148/200. Will be selling for $2. Moved & seconded, minutes approved.
Treasurer’s report: Checking account has $3287, about another $300 on hand since then. CD renews this week, $14,937, 2.71% interest. Do we want to put some of it into operating expenses? Discussion of how much to take out. Beth recommends holding off on expenditures until after the book sale. Cheryl said the one big thing is the summer reading budget, but don’t make payments on items until June or July, Pageturners is for this fall, picture frames could wait another month. Last item (missed exactly what it was) would be best. Cheryl and Beth will determine order of priorities. Beth will be away during the book sale, now would be a good time to change signers. Irene Osborn, Wanda Hendrick and Beth Dubey are current signers. Discussion of whether to add or change signers. Adding Mary Belz as signer, Irene moved, Elaine seconded, approved.
Book Sale report by Irene. This Thursday would like to bring in antique books donated by Larry Bauman (sp?), so staff/vols can see them at the volunteer brunch, then get some publicity to purchase. Powell’s is not interested in buying. Will wait until we can get at least the minimum amount. An item similar to one sold (on eBay?) for about $1500. Flier from Portland book sale included volunteer positions on the back, an interesting idea.
Membership report by Mary F. 340 members, but more are in the post box. Always fluctuating. We have about 190 emails on file. A lot of folks belong to groups that only email their newsletters. Mailing less than 200 newsletters puts us at regular rate vs. bulk mail. Current mail cost is about $45. Many members may have never given an email address, esp if they pay dues in person. Marissa’s idea: we call new members to make a connection, it might be nice to email as well. Should think about email as a way of staying in contact. Discussion, including the volunteer issue, who calls whom, etc. Mary emails new member info to Ross and copies to areas of interest. Membership list also has if someone is volunteering.
Communications report by Emmett. Draft of newsletter going around. [missed a chunk while futzing with projector] Some things about what’s in the volunteer story. Edits to Emmett today! New direction where we’re going, but maybe not final design. Reviewed features in next newsletter. Discussion of book sale mailing invitation, members were not sure exactly when it went out, Ross is handling, generally 2 1/2 weeks before. Presentation of new website. Suggestion to have “Home” button. Discussion of whether to post board packet, decided it was a good idea. Emmett brought up the idea of online membership applications, using Google Checkout, would be about $0.45 on a $5 membership. Discussion of costs, perhaps a category of “web membership” at $10, like sustaining or family memberships. Eve moved, Irene seconded, voted to add online membership applications, with $10 as the bottom level, plus all the levels above that. Approved.
[discussion of moving around order of agenda]
Outreach report by Marijo. Calling list changes, 8 people on the list now, 9-12 is good. Usually about 2 events per month. Membership form gives a lot of options for volunteering, maybe remove Outreach and/or Children’s Events? Remove children’s events, esp in re: background checks. [will do on web form] Also concerns about the money, volunteers where we don’t know their background. Cheryl can have that done for Friends volunteers, as they do for Library volunteers. Eve was at the book fair, called about 12-15 new members from the event, actually spoke to about 3 of them, left a message for others with Mary B’s phone number. Discussion of how to organize contacts for volunteering for new members. Mary B asked for this to be the main topic for next month.
Library Manager’s report by Cheryl. Carpooling for forum event. New open hours will hopefully be decided for sure tomorrow at Library Board Meeting, substitutes budget is being eliminated. Cheryl just got $100 to put to whatever, so now memorial gift request is [missed amt]. Only asking for summer reading budget out of requests in report for this month. Least amount they’ve ever asked for summer reading. Eve moves spend of $2,375, amended allotting entire amount ($3473) to be determined as needed by Cheryl & Beth.
Discussion & New Business
Mary F: Announced rearrangement of duties in membership committees, as described in Mary F’s report. Mary will stay for one more year until everyone feels comfortable.
Emmett: announced new members of committee.
Gayle [corrected 5/21] introduced Elaine (again), best introduction was the packet. 
Applause for all new committee members, etc.
Mary B asks all committee heads to think about best ways to organize volunteers.
Adjourned.