January board minutes

Present: Elaine, Emmett, Jean, Beth, Irene, Mary A(?), Lila, Gayle, Mary B, Cheryl, Patti

Guests: Gene Little, Kay T

Adjourned 12:01

Minutes: posted in email. need to correct next sale in June to next sale in Feb., but the May sale will in fact be in June. Need to correct spelling of Lila’s last name. Beth moved, all accepted.

Treasurer’s report: art sale made $2991, which is 20% of gross. Raffle made about $160. $800 from sale of Nikki McClure illustration, she donated entire proceeds. Plus a couple of statues that still need to be sold. Good publicity, interest from artists in signing up next year. One of the artists also got a call to give a lecture about her ikebana work, and similar story. Some people came to the sale who are not usual library people. Congrats to Irene for taking on a tiny idea and really making it work! $8k in the checking account as of 1/11, some checks outstanding.

Book sale/art sale report: everything went well. One person came every time to look at the donated rug, couldn’t afford to buy a lot of tickets, and she won! Was very excited, wrote a note to the artist to thank her. Only drawback that she sees: already have 36 artists most want to do it again, couldn’t fit all in the meeting room would need to do it in the library, esp if we get more artists interested. Friday night when closed not apparent that there’s a sale in the back of the building, need a program to keep the building lit up. Issues with publicity, make sure posters get put out. Fliers are here for Feb book sale. Can send by email? Elaine & Emmett will work out, link on website. Invite everyone to invite their friends. Anonymous donation of Henry Fonda print, will hold to possibly sell at future art sale. Another donation: 1st American edition of Einstein relativity (1920), selling on amazon for $995. No dust jacket, but otherwise in good condition. Do we need to have decision to do another art sale? Gayle moves, Beth seconds, all aye. Date TBD by next meeting, Irene, Cheryl, et al will work on a date.

Manager’s Report: cool document from 1917, found at state archives. Additions: this Friday are having Thurston Co Friends Summit to discuss common issues. 11:30am – 2pm. We are sponsoring food. Mary B will attend, Elaine may depending on work. Friends & Board Forum will be in Thurston Co this year Saturday April 24 at New Market School, theme is advocacy. Panels, breakout sessions. Maximum of 125 people can attend. Irene requested ordering a second sandwich board. Looking at cig holder that can be cemented in place, this will be 4th or 5th to need replacing since she’s been here. City should be providing things like cigarette cans, bike stands, but they don’t have money, so friends have bought 2 of 3 bike stands. Cigarette stands very very necessary! Emmett moves to approve, [?] seconds, all aye. Total w/additional sign: $1035

Brief note from Beth: insurance, got hold of attorney, city has insurance on the building, probably not necessary for us to have.

Irene: fantastic volunteers for art sale! couldn’t have done it w/out them. Lila said it was a lot of fun, other agreed.

Outreach: Mary is doing outreach w/retirement center or home-bound? Not sure I understood.

Volunteers: Lila hasn’t gotten any notice of new members wanting to volunteer in the last month or so, and hasn’t gotten much response from general calls, need a specific need to contact, Jennifer Eldon has gotten several new book sale vols. Eve also calls every new member, so they might be getting 2 calls. Mostly renewals with the first of the year. Used to be that all renewals were due Jan 1, but now is just annual to when you joined. Feb will be discussing board needs.

Communication: no meeting since last board meeting. Newsletter coming up. Next meeting Feb 5, 8am, Cutter’s Point on Ruddell Rd. If you have ideas for good things to put in, speak up. Will include art sale, next book sale. Profile Lila as new board member, work on organizing volunteers? Pitch for board members again.

Discussion of Illnesses. Jean has visited Winnie, but she was asleep. Beth talked to Georgia. Mary C is running a fever, had lab session, forgot last time. Lila talked to Winnie, and her memory is pretty much gone, didn’t open last card. Bylaws…new version: may be removed by majority vote if unable…3 unexcused absences was only reason in old version. No provision for removal under current bylaws. Ask Winnie’s son, acting on her behalf, to resign. Georgia asked if she should resign, Jean said it was up to her. What about emeritus status? Do that with Winnie now. Ask Kay now if she wants to fill an empty spot. Under current:  exactly 12 members in addition to officers, proposed is 8-12. Currently have 11. Discussion of the emeritus position: Gene suggests history of long-time support. Add emeritus to bylaws? Elaine moves, Patti seconds, all aye: Kay is added to board. Jean can talk to Georgia: Mary B said it’s a question of whether she can attend meetings, participate in work of the org; also as emeritus is always welcome. Lila has scrapbooks from about 1980-something from Winnie.

Membership: Gayle: growing and growing, doesn’t have exact count, at least 350.

Old/new business:

2009 accomplishments: will be in newsletter, on website, new membership brochure.

Procedures manual: still need to get feedback from a few people. Patti has some materials to email to Lila. Will be adding art show. By next month should be pretty much done. Will be sending final version to all of board & Cheryl. Will give us a basis if we want to discuss changing committees, etc.

Insurance: seems moot/unnecessary.

Bylaws: Beth will resend versions for discussion at February meeting. Some discussion of timing on general/annual meeting. Jean said that in the past it was sometimes attached to a program, but no particular increase in attendance. 80 people at storytime in atrium? Discussion of inclusion of people w/kids on board? Mary B has some names of volunteers who might be interested.

Cheryl: Weds April 21, TRL board of trustees meets here at 7pm, possibly in atrium.

Gayle would like to know how state library cuts are effecting library. Proposed budget cuts 31 people at state library.

Next time: bylaws, procedures manual, committees.

Adjourned 1:04pm