August Board Minutes

Taken August 13 by Elaine Nelson, Secretary [amended October 13 per corrections listed in September minutes]

Present: Mary Belz, Mary Campell, Eve Johnson, Lila Sjodin, Irene Osborn, Gayle Newsom, Beth Dubey, Mary Applen, Emmett O’Connell, Patti Paul, Jean Finely, Elaine Nelson, Cheryl Heywood

Guests: Nancy Schutz (TRL HR) is taking pictures for their newsletter; Mark Derricott; Kay Tortorice recently moved from Southern California, a retired librarian.

Called to order 12:05 pm

Georgia is now getting 2 transfusions at a time, and is considering resigning.  Winnie had a fall, was at Saint Joe’s, is now at [????]. Jean has cards for both, passing around.

Introduced guests.

July minutes
Corrections: Patti was present. Library bags are NOT canvas, are polypro. Outreach: we need to contact the Sand in the City people about selling the notecards. Date of meeting should be 14th, not 16th. Update names. Moved, seconded and approved.

Treasurer’s report
$1600 in checking. We have $3600 of approved items to pay for, about $1500 of which is after the next book sale: we may not be able to fund everything that’s asked for. $500 for fridge magnets will be in the next couple of weeks, has not yet been paid for, approved in April or May. It is a reorder of ones from 5 years ago, with new open hours, includes more info about Friends. Programming for the fall is pretty set, only new request can wait 6 to 8 months. Irene proposed purchasing tables for the Friends (book sales, art show); however, Cheryl is planning to buy tables out of bequest interest, can buy additional for use by friends. Irene and Cheryl will discuss and plan. Jean has bill for Pageturners books, which will be added to the collection: $368.30. Reminder from Mary B to make sure you have receipts, etc whenever you spend money for the Friends, give everything to Beth. Patti moves to accept Treasurer’s report, Mary C seconds, all aye.

New/Old Business

• Book bags: update from Beth: keeping track of them is our biggest problem. Canvas is too expensive. Janway has nylon bags as before. At quantity of 144 cost $3/ea, logo on it brings it up to $4-5 ea. Eve moves that we NOT get bags: an unrewarding hassle. Mary C. seconds. Discussion: there’s so many other options to buy bags elsewhere, for a lot less money. They don’t sell well at the book sales. With no tracking in the past, there’s no way to know how they have done otherwise. Mark says that it’s premature to try e-commerce or a permanent store. IRS issues complicate things. Jean notes that they were very popular before, would be a nice addition to puzzles and notecards, esp on Monday/Saturday sell dates. Cheryl (as a friend) thinks we should table it until the new year, especially with the tight financial situation. Elaine asked to amend motion, do not sell now and reconsider in February. All aye.
• Puzzles: Mark’s concern: cost $5/6 ea, only 2 outfits, one in CZ with high shipping costs. Same discussion of inventory management and sales strategy. As long as all salepeople are volunteers, there are no tax issues. Eve moves that we don’t sell puzzles. Mary C seconds. Eve suggests that kids aren’t into puzzles, and adults want bigger ones. Beth worries about the tracking, even when we are in a better financial state. Eve thinks we should see how things work out with the notecards. Lila also thinks they’d be a good test case, including difficulty of getting volunteers to sell. She has grandkids who love puzzles, Patti knows kids who do too. Mark thinks we could get them in time to sell for Christmas. Discussion of pricing, Elaine read from email sent by Mark. [text at bottom] Jean asked for list of what we sell: books, earbuds, discs, notecards. One different thing is the notecards. Final motion to not sell anything additional. All aye.
• Cards will be the gauge as to whether people want to buy other things.
• Sand in the City volunteers: Cheryl says we have enough. Beth got a packet, some others (Lila, Mary A, Gayle?) did not. Packet has what’s happening, parking and so on. Mary A will need to email Marijo for her times. Others know when they’re going. Issues with selling notecards: Cheryl will check on whether we can sell at all. First volunteer will take cards, cash envelope, and membership forms to the booth. Lila will check on the details with Marijo.

Reports

• Book Sales, Irene: all on track, except tables. Permanent sales shelves in library brought in over $1000 last month. Art sale is on track; needs to talk to Emmett about newsletter. Artist gave her a hooked rug to donate, would like to raffle. Beth will need to check on rules. Irene also needs to talk to Emmett about what volunteer she needs info about in the newsletter.
• Communications, Emmett: hit a snag with design of newsletter, which software to use: really expensive InDesign or something else. Has been playing with lower-end options. May be doing in Word this time. Also taking longer with new logo and redesign. No other newsletter needs. Olympia Copy can take original by email. Discussion of mailing process. Patti will let us know about mailing party, if any.
• Membership, Gayle: no new news.
• Volunteer, Lila: has been trying to figure out what we’re doing, and where the needs are. Best thing she could do would be to screen possible new volunteers, not sure about screening re: background checks. Trust issues around money, maybe just new volunteers are in non-money situations. Committees are creating information for an organizational chart. Amy on library staff also needs to be able to contact Lila with volunteers. Jean says she can do welcome/screening calls. Gayle sends info to Jean & Marijo for people who want to volunteer. Also, sales of notecards: 1st Monday, 3rd Saturday. First day would be Sept 19; full list is in the August board packet. Asked Cheryl for best Saturday hours: 12-2pm?

Eve moves to adjorn, Gayle seconds, adjorned at 1:05 pm.