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

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

Meeting run by VP Mary Flannery in President Mary Belz’s absence.

Present: Mary Flannery, Gayle Newsom, Lila Sjodin, Eve Johnson, Jean Finely, Mary Applen, Patti Paul, Cheryl Heywood, Elaine Nelson, Emmett O’Connell, Irene Osborne, Mary Campbell, Beth Dubey.

Guests: Kay T [do not have list in front of me with correct spelling]

[note: arrived after meeting called to order, so do not have exact time.]

October Minutes: request from Cheryl for editing on information about library fines.

Treasurer’s Report: received $102 from Barnes & Noble event. What’s listed in checking account is low, art show funds are in separate “escrow” type account right now. Have $500 of previously approved budget items not yet spent.

Some general updates:

• Georgia is somewhat better at home with drop-in health. Winnie spent three weeks in intensive care after neurosurgery, now at Panorama city convalescent center.
• Patti noted that the reason the newsletter went out later was because of Columbus Day holiday, and all the mail goes to Tacoma before coming back to Olympia.

Library Manager report: Cheryl noted that we were sitting on chairs bought with interest from bequest: lightest on the market, LEED-certified, made from recycled plastic from car batteries. Discussion of request for funds for staff appreciation event. They are a highly functional team, but tired. Don’t have time to set aside for any sort of entertainment. Report reflected total request, including many activities through early June. Irene moves to approve all, Gayle seconds. Discussion. All aye.

Art show update, Irene: Thinks it’s ready to go, asked everyone to please take fliers to post. Artists got fliers as attachments in an email. Newsletter with the same announcement is going to printer with corrected artist name spelling today. Artists will be doing their own selling. Jennifer is calling and emailing to get help with volunteers. Jim Lynch (author) will be speaking on the first Friday evening, but otherwise library will be closed on the other Friday evenings. Cash or check only, paid to FOL, but with notation of name & table number of each artist.

Procedures manual, Lila: Will be talking to committee chairs to figure out procedures as they are currently done. Posted days available on the whiteboard. Later someone brought up that everyone wrote job descriptions last summer sometime. Patty’s isn’t done.

Budget discussion, following Mary B’s notes, although she was out ill. Discretionary funds? Cheryl has authority to spent under $100 between meetings when things are needed. Discussion. Gayle does not want food in the library for public events: furniture, computers, books. Jean disagrees, was once prevalent to never have food in libraries, but lots of libraries are having a more informal atmosphere around food. Eve is concerned about obesity issues. Mary [forgot to write which one] brought the discussion back to the discretionary. Cheryl responded that take-aways — as an alternative to food in the building — also have environmental and other issues. Emmett: having food at an event adds to it, makes it more social. Building community through food, builds goodwill, eases crises. Beth: cost is not much per person. Elaine: return on investment? The district administration makes the decision whether there is food allowed at all at programs & events; the question is: do we want to help pay for it?

Irene moves that we provide food when requested, two Marys second it. Discussion continued. Beth has reports from 2006-2009, in that four years, approximately $10,000 ($2500/year) was spent for food. Over four years, book sales were $55K, shelves $32K. Total income: $122K+, making food spending about 8% over four years. Jean notes that local people that we buy food from know that the Friends is buying from them, increasing awareness. Jean calls for vote. 2 nay, all other aye.

Cheryl notes that it’s important to buy the top of the line item for durability & longevity, 1500 visitors per day, large staff. Working at peak in terms of staff and building size re: events, etc.

Tabling discussion of discretionary funds until Mary B can be here.

Funding request from Kay: request from friends of Washington Performing Arts Center, fundraiser for their youth programs: student rush tickets, youth tickets, young musicians, try out musical instruments at Arts Walk, research guide created with Timberland Regional Library. At one station [of indoor mini golf event? forgot to write particulars] would like to give book to every child who comes in with can of food for needy. [Carrie?] thinks she might have enough books in her Scholastic/Evergreen book collection. Event is about two weeks before next book sale. Irene moves that we support this and donate books to the Washington Center, Patti seconds. All aye.

Cheryl: we were written up in HR newsletter that was sent to all staff.

Irene: Kay has been volunteering beautifully in the book sort, esp while Wanda is in Africa.

Adjourned 12:57 pm

Taken October 20 by Elaine Nelson, Secretary

Present: Mary B, Beth, Mary F, Patty, Eve, Mary A, Elaine, Cheryl

Guests: Judy Young, Eileen Ackerman, Kay Toterisi (?), Mark D.

Called to order 12:04pm

Introductions

Winnie had a brain aneurysm, was at Harborview will be in rehab, doing pretty well. Has a card to sign.

Minutes of September Meeting – no corrections suggested.

Treasurer’s Report – Beth Dubey – $4217 net from the last book sale, shouldn’t be any more expenses outstanding. Cheryl updated on the status of tables that can be used for the book sales in the future. Beth is researching liability insurance. Eve not sure why we’d need it. Beth said that we might be liable if someone gets hurt at the book sale. Mark said that if someone filed a lawsuit, would still need to pay a lawyer to write a letter asking to dismiss, also suggested that there’s a possibility of suit in relation to fraud. $200/yr. Mark said one of the last boards he was on, that’s about what that cost. National Friends organization offers insurance, Beth has a book on hold. She will discuss with Mark and come back with a recommendation. Trader Joes does not offer accounts. Got check from ink recycling, $80. Beth, Patty & Elaine worked on bylaws updates, she will send by email this coming week to discuss at Nov meeting.

Library Manager’s Report – Cheryl Heywood – Cheryl has district-wide Friends Boards directory. Need to have a time for Mimi to come during the booksale on Dec 11, no other program scheduled, suggests 5:30. Mary B asks if we should have it while the library is actually open, perhaps at 4pm. Mary A is concerned about driving at night. Elaine is not able to attend that day. Current suggestion is 4pm, Cheryl will contact Mimi to see if that time will work. Brendan Mull event with B&N voucher tie-in, we will be getting reimbursed $300 of our original $500 cost from TRL, voucher thru this week. Asking for replacement sign (whiteboard) to replace easel that has been overshadowing book display.

New and Old Business, and Discussion – Mary Belz

Clarification of purchases. No longer buying bottled water for events, and have not done so, still working through the leftover bottles since last purchase. Amount of money spent for staff refreshments: Since 4/1, $770 on meetings and parties. Had once said $200/mo was a limit. Have spent $1550+ at grocery stores, about half staff, half programs. $200 for book fair. Question that arose is given our funding, what library needs, what friends what to do, is refreshments something we want to spend money on? Mary F mentioned specifically having book groups (Pageturners) buy their own refreshments, others have said it was not a good use of money, she doesn’t think so either. Eve thinks food in general is not a good use of our money. Mary B thinks it’s a bigger discussion — Beth has list of functions where we’ve bought food — for next time, everyone have a chance to look at the list and decide if this is something we want to do. Mary A suggests providing coffee, but no other food. Beth will prepare a more thorough report and send to board.

Goodwill candy for people upset by late fines. Instituted fines 10/1, much more difficult in terms of pushback, people owing $100+, across the board people who said were overinformed, and others who said they didn’t know anything. Started accruing before Oct 1, and a lot of people weren’t aware. Discussion of issues around fines. Did giving candy help? Yes, did for a day or two, and kept morale up among staff and patrons.

No committee reports (chairpeople all absent, due to work, school or illness).

Mary B wants to talk about committees and volunteering at the next meeting, had been hoping to have materials for this meeting, but not yet prepared. Will be meeting with committee chairs over the next month.

Putting out a quick issue of the newsletter, to help promote the art show. If anyone has anything, get it to Mary B ASAP, everything goes to Emmett at the end of the month.

Adjourned 1:03 pm.

Amended from email by Beth Dubey: “I am sure we approved the requests in Cheryl’s October report at the October meeting, but that is not reflected in the minutes.”

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.

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.