Meeting agenda
Discussion items
October minutes
Libary Managers Report

Present: Elaine Nelson, Mary Belz, Emmett O’Connell, Gene Little, Lila Sjodin, Mary Applen, Irene Osborn, Jean Finely (emeritus), Beth Dubey, Georgia Munger (emeritus), Patti Paul, Cheryl Heywood, Gayle Newsom

Guests: Peg Engwall

Called to order 12:03pm

Minutes of the February 2011 Meeting – Elaine Nelson – moved, seconded, approved.

Treasurer’s Report – Beth Dubey – report was not included in packet due to email mishap. Will be sent and posted shortly. Brief oral report given. Noted that the bags, earbuds and other items sold on open shelves are listed in shelf income.

Library Manager’s Report - Cheryl Heywood – Discussion of requests. Announced district-wide Friends event and departure of Garrett, security guard. Book bags are in.

• Motion: Approve requests listed in the report, plus additions. Seconded, approved.

Volunteers Report – Lila Sjodin – no additions

Communications Report – Emmett O’Connell – committee meeting this morning. Discussed newsletter timeline. First draft will be done the end of this week. Working on a brochure. Information about building fund is now on the website, donation form coming soon.

Book Sale Report – Irene Osborn – every spring we loan tables, etc to a church event; discussion of policy for loaning those items.

• Motion: In general, equipment that we use for our book sales will not be loaned out to other groups. Seconded, approved.
• Motion: Purchase gluten-free items for emergency kits at the library. Seconded, approved.

Art Show and Sale Report – Irene Osborn – working on getting advertising for artists.

Library at Your Door Report – Mary Applen – discussion of name of committee – was “Homebound Readers.” Discussion of other kinds of homebound. Mary Applen would like additional volunteers for the committee, although currently no patrons using the service. Mary Belz will make sure that any requests are handled.

• Motion: Change committee name from “Homebound Readers” to “Library at Your Door.” Seconded, approved.

Membership Report – Gayle Newsom – not present

Inventory Report – Patti Paul – no updates. Discussion of ear buds. Moved to stop selling once they’re gone, seconded, approved.

New and Old Business Discussion – Mary Belz

• FOL Bulletin Board – Update – Carleigh Hill & Gayle Newsom will be working on this together.
• New Vice President – Nominations and Vote – Patti Paul volunteered. Nominated, seconded, approved.
• Olympia Library Building Fund – Emmett O’Connell – wants to have a meeting specific to this issue. Discussion of donation methods.
• Brochures – Emmett – discussion of various brochures, both for the Friends and for the library itself.

Other business: book donations are down again. Emmett will work on getting out the word. Discussion of ways to display more books at the sale.

Adjourned 1:01 pm.

Present: Elaine Nelson, Mary Applen, Lila Sjodin, Cheryl Heywood, Irene Osborn, Gene Little, Beth Dubey, Patti Paul, Jean Finely (emeritus), Gayle Newsom, Ross Lasater, Emmett O’Connell, Carleigh Hill, Larry Bauman (emeritus)

Guests: Peg Engwald

Called to order 11:00 am (approx)

January minutes, Elaine Nelson: correct POSCA to Patrons of South Sound Cultural Arts. Add that building fund was established. Moved to approve as amended, seconded, approved.

Library Manager’s report, Cheryl Heywood: requests in addition to board packet report – $50 keybox replacement, $200 for Bill Thorness on April 9, $100 for Slam poetry troupe writing workshop, $450 for yard sign campaign, 100 signs for library to give away, 100 for us to sell or give away. New total requests $3075. Motion to increase to $3100, seconded, approved.

Treasurer’s report, Beth Dubey: $3185 book sale proceeds after board packet report. Some expenses not yet deducted.

Sales Committee: still no chair.

Volunteer Committee, Lila Sjodin: no additions to board packet report.

Communications Committee, Emmett O’Connell: no meeting last month. Discussed newsletter and building fund.

Book Sale Committee, Irene Osborn: thanked volunteers. Discussed raising bargain bag price to $5, box to $6.

Art Sale Committee, Irene Osborn: call to artists is almost ready. Event will be held at the Armory. Discussed pricing, artist fees, and split with Patrons of South Sound Cultural Arts (POSSCA).

Homebound Readers Committee, Mary Applen: will be putting blurb in Friendly Village newsletter.

Membership Committee, Gayle Newsom: discussion of contact methods.

Inventory Commitee, Patti Paul: passed out table of inventory items.

Old Business/New Business - Bulletin Board: Carleigh Hill needs ideas for the bulletin board in the library.

Adjourned 11:55am.

Taken November 16, 2010 by Elaine Nelson, Secretary. Mary Belz, President, presiding

Present: Elaine Nelson, Cheryl Heywood, Mary Applen, Patti Paul, Beth Dubey, Gayle Newsom, Lila Sjodin, Ross Lasater, Emmett O’Connell, Gene Little, Mary Belz

Guests: Jean Finely

Called to order at noon

Minutes of the October 2010 Meeting – Elaine Nelson – minutes were lost.

Treasurer’s Report – Beth Dubey – new person has started taking care of the plants.

Library Manager’s Report – Cheryl Heywood – handed out “staff picks” booklet. Margery Sayer (sp?) Sayre [corrected per December minutes] has left $10,000 to the Olympia Timberland Library, will be added to other bequest funds. Fall budget requests listed were approved in August. Bulletin board is up, looks good. Library is getting a PSE grant to update lights and heating. Cheryl asked the board to think about funding for the 2011 Imagination Celebration. $3000 in current requests for winter/spring programs. Moved to approve request, seconded, aye.

Misc update – Mary Belz showed off the “yarnbombed” book cart for art contest, created by Monday night knitting group.

Volunteers Report – Lila Sjodin – ready to go for the Art Show.

Communications Report – Emmett O’Connell – no new news. Carleigh is looking for names of our favorite books to use to decorate artwork on the bulletin boards.

Art Sale - Irene not present, but Ross mentioned that setup is on Friday, and Elaine will be sending a reminder to our email list. If you are going to the Art Sale, use your name tag.

Homebound Readers Report – Mary Applen – sign for homebound readers will be on the bulletin boards. Cheryl mentioned that Adrian (sp?) is interested in getting a bookmark for the program. Mary Applen is still looking for individuals who we can assist.

Membership Report – Gayle Newsom – membership continues to grow, Friends members are advocating at many events.

Inventory Report – Patti Paul – she is working on an Excel spreadsheet of all our items.

New and Old Business Discussion – Mary Belz -

• Totes and bags – Moved to order bags of the same style as used by TRL, 250 bags with logo on one side, green color. (Total cost approximately $700.) Seconded. One opposed, otherwise ayes have it. Will decide next time how much to sell them for.
• Committee list -passed around for corrections.
• Joan & Tod Heilenday would like to seed a “building fund” with $500. Discussion of the issues involved. Beth will talk to Joan about how it could be arranged.

Adjourned 1:03pm

Minutes of the Annual Meeting of the Friends of the Olympia Library
Thursday, September 23, 2010
Taken by Elaine Nelson, SecretaryMeeting called to order at 7:45pm, Beth Dubey, Treasurer, presiding in place of Mary Belz. Beth Dubey presented the proposed amended bylaws. Amendments approved as proposed.

Cheryl Heywood, Library Director, spoke about the top 10 things the Friends of the Library has done.

Cheryl introduced sculptor Margo Westfall, who spoke about her artwork Dear Olympia. (See more about this artwork.)

Kay Tortorice introduced J. David Markham to speak on Napoleon as a scholar and about the process of writing Napoleon for Dummies. He donated a copy of one of his books to the library.

Adjourned approximately 9:00pm.

Called to order 12:00 noon, September 21 2010. Minutes taken by Elaine Nelson, Secretary. Mary Belz presiding.

Present: Elaine Nelson, Patti Paul, Beth Dubey, Kay Tortorice, Georgia Munger (emeritus), Gayle Newsom, Carleigh Hill, Mary Applen, Emmett O’Connell, Mary Belz, Irene Osborn, Gene Little, Ross Lasater [edited Nov 12: Cheryl Heywood]

Guests: Patti Enslow, Eileen Amandala volunteers for Outreach, Linda Young, Monica Jonen, other unidentified guest, Peg Engwall [note, I will be looking for the sheet of paper that has actual guest names on it.]

Refreshments were provided by Jean Finely in thanks for Pageturners donation.

Introductions. Kay Tortorice will be leaving Olympia; we thanked her for her work.

Minutes: reviewed, moved to approve, second, approved.

Treasurer’s Report reviewed. Noted that artists’ deposits are not included in spendable money.

Library Manager Report reviewed: financial request of $1008.86. Cheryl Heywood added a new request: Timberland Reads Together kickoff Monday October 4; we’ve previously provided water & cookies, approximately $200-300, and she would like for us to do so again. Discussion of request for FlipCam and recording library events. Moved request for $1308.86, amended to $1400. Seconded, approved.

Other Reports: Kay reported for Sales Committee and Annual Meeting Committee, requested assistance for events. Emmett O’Connell and Carleigh Hill reported for the Communications Committee. Irene Osborne reported for the Book Sale Committee and Art Show Committee: scanners will not be permitted, beginning at the next Book Sale. Mary Applen reported for the Homebound Readers Committee. Gayle Newsom reported for the Membership Committee. Beth Dubey reported for the Bylaws Updating Committee; the proposed new bylaws will be brought to the Annual Meeting and require 2/3 approval by all Friends members attending.

New Business

• Motion: “That Carleigh spend up to $50 on materials for the bulletin board.” Moved, seconded, approved.
• Motion: “That Ross spend up to $400 for a new cart for sorting.” Moved, seconded, approved.
• Mary Belz presented about a possible collaboration between the Friends groups in the Timberland Regional Library system for creating informational brochures. There will be a meeting on October 5, 9am in Cheryl’s office.

Adjourned 1:02pm

Present: Elaine Nelson, Patti Paul, Beth Dubey, Kay Tortorice, Lila Sjodin, Ross Lasater, Gayle Newsom, Mary Applen, Emmett O’Connell, Mary Belz, Georgia Munger (emeritus)

Guests: Monica Jonen, Susan Shafer (sp?), Carrie Dye (sp? senior youth librarian)

Call to Order 12:04

Introduced guests.

Minutes of the July 2010 Meeting – Elaine Nelson – Moved, seconded, approved.

Treasurer’s Report – Beth Dubey – New items since packet: updated on situation with Once Sold Tales. Elaine Nelson will contact them for setup and linking from our site. Discussion of a key box and other security issues. Mary Belz will work on it. Two new book carts are needed; the ones we’ve gotten before are $280 each. Gayle Newsom suggested getting one flat-top cart. Beth is giving detailed treasurer’s procedures to Lila Sjodin for manual and Ross Lasater for backup.

Library Manager’s Report – Cheryl Heywood not present. Carrie Dye came to discuss some fall youth requests, total of $1930, should be most of the budget for the fall. Carrie talked about some of their programs and staff. Patti Paul suggested rounding up to $2000.

Sales Committee Report – Kay Tortorice – gave list of author event dates for which volunteers are needed.

Annual Meeting Reports – Kay Tortorice

• Budget: based on 100 people, total $255. Discussion on supplies including some that can be used ongoing, including name tags. All budget items, moved, seconded, approved. – This included the $2000 Fall youth programs request.
• Who to honor and how: discussion of who to honor in addition to Winnie Olsen. Next membership meeting will be in May, so we may want to honor more individuals at that event.
• Passed around sketch of sculpture that to be unveiled at meeting.

Volunteers Report – Lila Sjodin – Jennifer Elden has agreed to be her backup with the book sale volunteer recruitment.

Communications Report – Emmett O’Connell – brought up topic for future discussion: use of free book coupons. Newsletter has gone to the printer. Discussion of some other printed materials. In October will do some special stuff for Friends Month.

Outreach Report – Mary Applen – Carleigh has put together materials for this, including newsletter article & poster. Elaine will help Mary A get outreach@olympiafriends.com email set up.

Book Sale Report – Irene Osborn – not present, went out in second packet.

Art Show and Sale Report – Irene Osborn

Membership Report – Gayle Newsom – no news

New and Old Business Discussion – Mary Belz

• Thank you for submitting reports. Please send in Tuesday or Weds before meeting.
• She is setting up a committee to work on the in-library display for October: Beth, Monica Jonen, and Mary A. volunteered. Carleigh Hill was also recommended.

Adjourned 1:02pm

Guests: Intern Greg Hodges, Carleigh Hill, Lindy Stebbins, Melissa Thetford (Community Youth Services)

Called to order 12:04

Election of Carleigh Hill to the FOL Board. Nominated, seconded, approved.

Minutes of the June 2010 Meeting – Elaine Nelson: moved to accept, seconded, approved.

Treasurer’s Report – Beth Dubey: Discussion of secure storage of Friends items. Beth and Patti will work on some suggestions and talk to Cheryl after her vacation.

Library Manager’s Report – Cheryl Heywood:

• Reviewed some of the highlights of her report. Additional request: $150 for program to cosponsor bike advocacy program with Bike Tech. “Off the Chainring Tour” August 13.
• Potluck block party POCUL (Post Office, Credit Union, Library) Triangle on August 8. Friends will donate six books, Irene will work with volunteer.
• Plants update: found someone affiliated with Capital Florist, looking at starting after Labor Day, $15/hour, 1-2 hours/week.
• Request to mention October ArtsCrush installation at our September Annual meeting
• The TRL Foundation is inviting all Friends groups to participate in scrabble-thon, sell notecards & memberships, $25 entry fee per person to play, $15 goes to local friends group. Saturday October 9. Will need help to run it that day. Sign-up will be through the foundation. “National Friends Month” County play-off on October 23 and district championship.
• The community visioning group on the Westside has asking their board members, including Cheryl, to raise money to purchase the land, need minimum of $50K to move forward. She suggested $500. Discussion, decided to donate $1000.
• Moved to approve $2250 as in discussion, seconded, approved.

Additional budget discussion:

• Irene would like to get another bookshelf, now have huge backlog of stuff! Will make recommendation next month.
• Jean requested approximately $450 to buy 5 copies of each of the PageTurners group book selections for 2010-2011. After the discussion group the books are donated to the library. Moved, seconded, approved.

Sales Committee Report & Annual Meeting Report – Kay Tortorice: not present, see report in board packet.

Volunteers Report – Lila Sjodin: talked to Jennifer Elden, will back her up on getting volunteers for the next book sale, provide training. Wants to train others to assist as well.

Communications Report – Emmett O’Connell: final newsletter was sent to the printer. Next one should be in people’s hands before the membership meeting.

Book Sale Report – Irene Osborn: in-library sales are flying off the shelves, getting good book donations. Cheryl & Irene will discuss timing of 2011 sales after Cheryl’s vacation.

Art Show and Sale Report – Irene Osborn: getting good submissions.

Outreach Report – Mary Applen: Mary B gave report about recruiting in the newsletter to find people to help, bringing and taking back books. Discussion. Carleigh will bring poster design to next meeting.

Membership Report – Gayle Newsom: Gayle will be taking on calling new members. Mailing list has 419 people, of those 137 are expired, 282 current. Jean would be willing to make renewal reminder calls shortly prior to the book sales. Elaine will work with Beth & Gayle on finalizing the online membership process. Discussion of setting goals for new memberships in 2011.

New and Old Business Discussion – Mary Belz

• Backup for Beth: needs both succession planning and someone to serve as vacation backup. Will talk to Ross.
• Committee reports: form link has been added to website. Discussion of committee structures & membership.
• October: display on the “pillar” (currently job-hunting resources) about the Friends. Start thinking about what should be on it. Will discuss at next meeting, need to finalize in September.

Executive director search (Emmett O’Connell): the trustees have decided to extend the term of the current interim director by two years and reorganize management structure. There will be a new leadership development program, to encourage crossover between service center and branches and develop candidate(s) from inside the system.

Adjourned 1:09 pm.

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.