September Board Minutes

Taken September 15 by Elaine Nelson, Secretary

Called to order 12:05 pm

Present: Mary Belz, Beth Dubey, Mary Flannery, Eve Johnson, Patti Paul, Emmett O’Connell, Mary Applen, Jean Finely, Elaine Nelson, Cheryl Heywood

Minutes: correct Beth’s last name. Need to always capitalize Friends. Beth moves as amended, Patti seconds. All aye.

About Georgia & Winnie. G is not well and has at been at Virginia Mason and St Peters, may be able to go home to daughters. Probably should stop sending Friends’ materials. Jean has a card to sign. Winnie is back at Merrill Gardens, Jean visited yesterday, delightful visit with her & daughter in law. She’s much better, but still not supposed to stand up unless someone is right there with her. Will be giving history materials to Lila; they knew each other from volunteering with the historical society. Neither Georgia nor Winnie has officially resigned from the board. Jean showed us a book from Winnie’s 90th birthday, fascinating stuff. Library has copies.

Treasurer’s report. Since last month, we took in $53 more than we spent! There’s been more in and more out since report, but not much total difference. Raffles: we are in the clear with gambling commission, since we’ll make less than $5000. A review of the bylaws was discussed. We want to put them online. Beth will scan the version she has from May 2004 and email to Elaine. Elaine, Patti, Beth, Emmett will work on a review for the October meeting. Jean will look thru her records as well.

New/old business

• Recognition of Mimi Williams: Dec 11 event, small reception, 2nd weekend of art sale. Irene is trying to get free local music for the same evening. Time not yet set. Also, have not yet invited Mimi. Cheryl will call & invite.
• Brochure: discussed whether to work on a new version for next year. Can use TRL Communications, take a look at Tumwater’s brochure. TRL would print if we use their template, don’t know whether they would if we design our own? Discussion of design issues. Cheryl can talk to Jeff [in Communications?] on Thursday in another mtg. Will be discussed at next Communications meeting and then at October board meeting.
• Ink cartridges fundraiser: until earlier this year we worked with Rapid Refill Ink to take used cartridges. The company is no longer in the area. New company, Cartridge World Olympia, has left box and wants to partner. They want their donation to go to specific area if possible. Estimated total is about $1/cartridge, maybe $200/year? Discussion of whether to have them present checks at board meeting or similar, maybe at May general meeting? Nothing about a specific area of donation is in the contract, but was communicated in email to Cheryl. They pick up & drop off the box. Elaine moves that we contract with and that Beth will be contact, Patti second. All aye.
• Charge account at Trader Joe’s: Currently have accounts at Top Foods, Safeway, and Ralph’s/Bayview to accommodate buying different items, price comparisons, staff convenience. Eve would prefer us to buy locally. Beth is concerned about fiduciary duty and buying where the costs are lower. Mary A moves that we get a charge account at Trader Joe’s if possible, Jean seconds. All aye. Beth will look into it.
• Membership of our board: Marijo would like to leave; Winnie and Georgia will probably not be coming back, so we need to be thinking about new board members. We’re doing a lot of stuff, and capacities differ quite a bit. We’ll have more clarity about various board jobs once Lila and Elaine finish org chart process. Elaine asked if we have recruited via newsletter: not so far. Jean suggested contacting Patty Bergman, who is retired, and has told Mary F that she might like to do some volunteer work. Mary F will contact. Discussion of other volunteering issues. Cheryl suggests the clearest thing is to do regular phone call, then sending emails, cc project or committee leader. Mary B will review the form for revision; Eve will also look at most up to date version, and Elaine will check that website copy is most up to date.

Reports

• Book sale: Patti has booksale fliers.
• Communications: Emmett got some art sale info from Irene, but may not be able to fit; will discuss at comm mtg. There’s a completed draft, should be out next week. Ross will be working on bookmarks for the art sale to be distributed at the book sale. Cheryl will be getting info to TRL, and Irene contacted The Olympian, they will be doing a story.
• Cheryl’s financial requests: replace clock. Also have two staff celebrating significant milestones, 25+ years of service. Cheryl will be making desserts, do we want to recognize? There is a patron in Olympia, Ed Miller, who gives boxes to staff for these milestones. Nothing has been done by the Friends in the past. Elaine suggests sending a card. Beth suggests gift certs with dollar a year, starting at 25 years, for something local. Eve moves spending up to $100 for all requests including anniversary recognition, [??] seconds, all aye.

Adjourned at 1:03.