Addendum, Sales/General Meeting Committee Report:

We have a speaker for the General Meeting September 23.  J David Markham, the author of Napoleon For Dummies   will talk about Napoleon and the experience of writing a book for the Dummies series.  We are hoping that all board members will attend this event.  We will need lots of help.  The author may bring his Napoleonic snuff boxes and some art work, all of which will need to be monitored. At this point the agenda consists of refreshments, short  introduction of Board members and retirees, the author event and community  input.  We may  have  a presentation and installation of an interactive sculpture by sculptor Margo Westfall as part of  Theatre Puget Sound Arts Crush festival.  We’ll have more on that at the next Board meeting.

Sales Committee will be meeting with Cheryl and Sara Pete to explore a plan to involve businesses in support of the FOL.

Guests: Carleigh Hill, Peg Engwald, Monica Brincker
Present: Patti Paul, Cheryl Heywood, Beth Dubey, Mary Applen, Kay Tortorice, Lila Sjodin, Ross Lasater, Emmett O’Connell, Gene Little, Mary Belz, Irene Osborn, Georgia Munger (emeritus), Elaine Nelson

Called to order 12:05

May minutes (Elaine Nelson): clarified approval of funding; moved, seconded, approved.

Treasurer’s report (Beth Dubey): Earned $4138.76 from last book sale! Also deposited about $400 in memberships, including author event and book sale. Our certificate is earning 1.3% interest. She has created a backup of financial information on a flash drive. Anyone selling memberships should read the procedure; the most important point is to indicate amount paid. Earned $173 from Fireside Books from sales at Nikki McClure event in April.

Library manager’s report (Cheryl Heywood): discussion of service story. She was on radio the previous Friday with Dick Pust & Jennifer from the South Sound Reading Foundation talking about the Imagination Celebration this Saturday. She made sure to mention Friends funding of the event and the book sale coming up. One new item since report: Passport to Timberland program starts today, through end of September; visit each library & get a stamp. The Olympia stamp with otters was paid for by the Friends. Kristi in Youth Services will be going to Shelton library. Discussion of requests. Round up to $900. Moved, second, approved.

Sales committee (Kay Tortorice): the Jamie Ford event had 100+ people in attendance, sold lots of memberships. Carleigh Hill (guest) came because of that event & Kay’s introduction; she introduced herself to the group. Discussion of fundraising with businesses and how the TRL Foundation and the Friends coordinate in fundraising. Signups are needed for selling memberships at events.

Annual meeting (Kay Tortorice): changing plans to make more appealing to a larger number of people. Date is set for September 23. More details will be available in a month or two. If we have everything ready 6-10 weeks out, TRL can produce some promotional materials. Discussion of acknowledging Winnie Olsen: she will not be able to attend, but we will still honor her.

Volunteers (Lila Sjodin): Jennifer Elden will no longer be organizing book sale volunteers. Lila may be willing to take it on, but won’t be available for the next sale. She will work with Irene to figure out what to do next. We also need a volunteer to call new members also, now that Eve Johnson is no longer volunteering.

Communications committee (Emmett O’Connell): next meeting June 25th. The draft of the newsletter will be done by then.

Book sale (Irene Osborn): very active sale. Unfortunately, someone stole a valuable early 19th century book. Discussion of managing intimidating and disruptive behavior, including banning people with scanners.

Art sale (Irene): location set for the North Olympia (Boston Harbor) fire station, free to us, including tables & chairs. Spread the word to artists who may want to participate.

Outreach (Mary Applen): she needs referrals for assisting the home-bound with library services. Irene suggested having a flier on our book shelves.

Committees (Mary Belz): please review the list and think about for the next meeting.

Talking points (Mary B): she has written up some items that you can use when talking about the library.

Executive director search: Emmett explained the process but can’t say anything more. A decision may be made at June 23 meeting in Chehalis.

Adjourned 1:03

Guest: Peg Engwald (sp?), formerly of the Lacey Friends

Call to Order 12:03

Minutes of the April 2010 Meeting (Elaine Nelson) Becky’s last name is Liebman. Correct spelling is Frances. Moved, seconded, approved.

No Treasurer’s Report for May (Beth Dubey on vacation)

Library Manager’s Report (Cheryl Heywood) Big news is transfer to new software system, went pretty smoothly. Friends paid for some food for staff last week, which was very helpful. Cheryl nominated Mary Belz for awards given out by the Volunteer Center. Mary B. won an honorable mention for the “Lead with Experience” award. Ceremony is this Friday night. Mary & Cheryl will be on KGY 1240AM tomorrow to talk about the Friends. Requests in addition to those in report: security mirrors (2) $87.25 ea (174.50); lectern with cup holder $139; $60 for lunch for volunteer: total $373.50. PA system came in last week, but needs batteries. Patti proposed $400, moved seconded, approved.

Sales and Annual Meeting Reports (Kay Tortorice) Not much change since last time. Looking into getting business donations, either large donations and/or a separate membership category, in the talking stage. Still working on a date for the Annual Meeting in late September. Agenda set: refreshments & music, board members, Cheryl to talk about Friends, charette (sp?), possibly a volunteer award. Would like to honor Winnie. Make archive information available for people to look at during refreshments. Discussion about attendance.

Volunteers Report (Lila Sjodin) No report.

Communications Report (Emmett O’Connell) Set the next Committee Meeting. Working on Google Checkout. Discussion of newsletter.

Book Sale Report (Irene Osborn) Book donations have been significantly down; probably a fifth of previous levels, and a longer lull than usual. Peg said that Lacey has had lower donations as well. Discussion of ways that we can help boost donations. Art sale can’t be held here in December, need help finding a new venue, $300 or less. Discussion of art sale location & timing. Discussion of promotions for next book sale on June 12 – 13. Book sale fliers will be in Cheryl’s office to pick up, Irene will email. Thanks to Patti Paul for volunteering to take care of getting our Book Sale banner up for the June sale.

New and Old Business Discussion (Mary Belz)

• Vote on revised By-laws
  Approved.
• Election and Installation of new Board Members for two-year terms
  Current members up for re-election: Mary Applen, Mary Belz, Beth Dubey, Emmett O’Connell.
  New/returning members: Ross Lasater, Gene Little, Kay Tortorice.
  Moved to accept slate, second, approved.
• Heartfelt thanks and good wishes to retiring Board Members
  Jean Finely is stepping down after 15 years, still a strong supporter. Eve Johnson and Mary Flannery are also retiring. Thanks all around.
• Volunteers for Membership Sales at Library events
  Upcoming author events, sponsored by Friends; worked out who will be at events May 22 – June 19. Mary B has talking points available.

Green membership box is now up front, from Gayle’s husband.

Adjourned 1:01 pm.

Called to order 12:01

March minutes: add Beth Dubey to list of those present; moved, seconded, approved

Treasurer’s report: reviewed summary of last year’s finances, 1 year CD is due to renew on April 24. Motion to roll it over, seconded, approved. We received $250 donation from Becky Liebman, Beth read a letter from her. Beth is hopefully going to Europe next week; Wanda will be serving as her backup.

New board members: Frances Davis is interested in joining the board, will attend starting at 12:30, she teaches classes on Tuesdays. Discussed shifting board meeting time, but not possible with current board members’ schedules. We definitely want to invite her, once her schedule allows. Discussion of board membership requirements in bylaws: would like to require Friends membership and possession of library card.

Manager’s report (Cheryl not present): concern that her report is too long with information that is available in newsletters, etc. Mary B will talk to her. Discussion of financial requests. Eve suggested increasing to $6500, moved, seconded, approved.

Mary Belz read a thank you letter from Paul Grudis event.

Volunteer report, Lila Sjodin: nothing new beyond what’s in report. has procedure for outreach.

Communications report, Emmett O’Connell: committee discussed ways to move forward with electronic communications, in particular converting FB friends to paying members. Suggestion that newsletter is too much to read, maybe go to trifold every other month? Will be discussed at next comm meeting. Discussion of online payment. Emmett will get that set up. More discussion of newsletter timing & content.

Membership report, Gayle Newsom: new procedure, at the circ desk with boxes for organizations, we will be included. Her husband is making the box, which will be locked, and Beth will have the key. That will allow members to renew right at the library. Library staff will also sort the Friends mail into that box. Need to update the membership form: “For office use only: date, amount, cash/check, initials”. She has been so gratified to see so many people send big checks.

Patti Paul: Wanda wanted her to bring this up: Nan, a past book sorter, passed away from cancer recently. Wonders if we could send flowers. Suggestion of sending a card, since the funeral has already passed, to be signed by the sorters. Patti will take care of it.

Sales & outreach report, Kay Tortorice: met with Mark Derricott. Discussion of goals in soliciting memberships. We want to build awareness that Friends are providing money for events and other activities.

Membership meeting, Kay: reviewed info in the packet. Planning this year’s event in September, then transitioning to May in 2011. May meeting this year is still general membership meeting. Discussion of process. New members: Ross Lassiter, Frances Davis, Kay T. Who is up for re-election? Beth, Elaine, Patti are odd years. Mary sent around list for people to indicate when they joined. Have an opening for a Vice President, because Mary Flannery is stepping down. Change new version of bylaws to have at least 6 plus officers.

Next meeting will vote on bylaws.

Adjourned 1:01.

Guests: Mark Derricott

Called to order 12:01 pm

Congratulations to Emmett on his appointment to the TRL Board of Trustees. His first meeting will be April 21, 7pm in the Olympia library atrium.

Distribution of current board and committee lists.

February minutes, Elaine Nelson: move Kay & Gene from “guests” to “present.” Will be reviewed ahead of sending packets by Jean and Cheryl. Moved to accept, seconded, approved.

Treasurer’s report, Beth Dubey: $9327 in checking as of March 9. CD of $15000 will mature in April. Have received contributions in memory of Mary Campbell. Discussion of relations with local booksellers.

Manager’s report, Cheryl Heywood: reviewed some items from the report. Distributed handouts for Friends & Board Forum, April 24, and “Circle of Friends” newsletter from the TRL Foundation. City is stopping contract to maintain large plants, $130/month is current cost. Discussion of options. Will come back with more information in April. Discussion of requests. Amended gifts to aides & pages, increased to $25 each; amendment approved. Total request $1780. Moved, seconded, approved.

FOL History, Lila Sjodin: brought everything from Winnie, starting in the 80s, want to think about purchasing archival storage. Discussion.

Communications, Emmett O’Connell: finished newsletter, it’s at the printer. Mailing party on Thursday around 10:30 am.

New business/discussion:

• Discussion of procedures manual, Mary B. Everyone is responsible for reviewing and understanding. Copy will always be available in the book room.
• Bylaws, Beth. Current draft of updated version distributed. Email Beth with any ideas, etc. Will be the top topic for April’s meeting. Discussion.
• Committee reports for board meetings, Mary B. Elaine will resend link to online form to committee heads.
• New board members, Mary B. Ross Lasater has volunteered to come onto the board. Moved, seconded, approved. Discussion. Eve, Georgia and Mary F will be stepping down as of May. Georgia will continue as emeritus. Discussion of committees, volunteering. Discussion of publicity. Jean will organize a group to work out where to post fliers: Gayle, Mary A, Elaine, Patti. Everyone email Jean lists of places where they think they can get posters up or bring to the next meeting.

Secretary had to leave at 1:10, notes below taken by Lila Sjodin

• Kay is the chair of the annual meeting. Mary Applen and Emmett will help her. The committee will meet with Cheryl to discuss where and when to hold the meeting and what type of program. Some discussion on holding two meetings – the regular May meeting and maybe a special evening meeting.
• Eve is the nominating committee. She will call the names Mary Beltz had collected as possible board members. Board members should contact Eve with names of any other people who might be interested in joining the board.

Adjourned approx 1:20.

Present: Elaine Nelson, Georgia Munger, Eve Johnson, Jean Finely, Mary Applen, Patti Paul, Emmett O’Connell, Irene Osborne, Mary Belz, Beth Dubey, Lila Sjodin, Cheryl Heywood, Kay Tortorice, Gene Little [ed 3/16]

Guests: Kay Tortorice, Gene Little [ed 3/16]

Called to order 12:05

January minutes, Elaine Nelson: discussion of level of detail needed in minutes. Update Outreach: change to “discussion of.” Determined that we don’t need names on moves and seconds, stick to action items, no need to add level of detail of prior minues. Moved, seconded, approved.

Treasurer’s report, Beth Dubey: book sale net was $3960. See attachments in board packet for details of current budget.

Manager’s report, Cheryl Heywood: cigarette bin came in much cheaper than anticipated (see packet), requests total $1313, but have additional request of $150 for rubber stamps of otters for upcoming activity. Discussion, moved to allocate $1500, seconded, approved.

Book sale, Irene Osborne: The February sale went well. Sorting process needs to get more books tossed out. Next year will check to make sure it’s not same day as the Super Bowl.

Volunteers/procedures, Lila Sjodin: Lila has finished first version and created notebook for procedures and bylaws. It will be kept in the back room, along with master copies of forms. Discussion.

Outreach, Mary Applen: Discussion of issues around outreach to home-bound individuals.

Communications, Emmett O’Connell: working on newsletter, trying new layout software & rebuilding template, draft done by the end of the week. Has a big to-do list of other items.

Membership: Gayle Newsom was absent, but we have a lot of new members.

New business & old business:

• Mary Belz will email 2009 accomplishments.
• Correction of some board member info on roster.
• Lila Sjodin has talked to Winnie Olsen’s family, and she would be very honored to be moved to emeritus status.
• Discussion of contact info. Email addresses for Eve, Patti, Elaine should not be on the website, others will be added as time permits.
• Discussion of committees: tasks and membership. Included discussion of inventory of FOL assets; Beth will be in charge as the treasurer and may delegate. More discussion of outreach committee scope: community outreach, membership outreach. Mary Applen will be charge of community aspect. Bylaws: Mary Belz will get Gene Little’s suggestions to Beth. Anyone else who has input should join the committee: Beth, Elaine, Jean, Gene.

Adjourned 1:06