Board Minutes July 2019
Friends of the Anacortes Public Library Minutes of the Meeting
July 11, 2019
Present: Kay O'Connell, Barbara King, Jeane Smith, Brian Tibbetts, Susan Rooks, Linda Falken, and Ruth Barefoot
Call to Order: President Kay O'Connell brought the meeting to order at 2:02 pm.
Minutes: The 6/13/19 minutes were approved.
Treasurer's Report – Brian Tibbetts
The detailed balance sheet as of 7/11/19 and the detailed cash flow report from 6/11/19 through 7/11/19 were accepted as presented and are filed in the Recording Secretary's notebook. Income 6/11/19 through 7/11/19 was $3,188.19 and expenses were $6,892.81. The total in budgeted accounts, the future budget reserve, and special donation accounts as of 7/11/19 was $74,898.22. Total financial assets were $147,208.27.
Correspondence Report – Corresponding Secretary Jeane Smith
Correspondence June 2019 through 7/11/19 thanking for donations was sent to Anacortes Lions
Club and Steve Brady.
President's Report – Kay O'Connell
Who said things slow down in the summer????? We have too much going on to take the summer off. Here’s a list of current and ongoing projects I’ve been engaged with this past month:-UNITED FOR LIBRARIES - This division of the American Library Association brings
together a national coalition of library Friends groups plus foundations to advocate for libraries and recruit volunteers. I’m donating the annual dues ($80) for a membership for our group because UFL is a resource for us in planning and arbitrating issues by looking at the practices of like FOL groups nationally. http://www.ala.org/united/
- Stamford Manual This Connecticut library has had a bookstore in operation for over 30 years and its 200 pp. operations manual is online at the UFL website:http://www.ala.org/united/sites/ala.org.united/files/content/friends/ideasharing/bookstores/book- store-manual.pdf
- Search Committee – At our first meeting we agreed to try to recruit more volunteers and are placing ads to do that plus we are surveying the membership through a survey box in the bookstore where members, customers and volunteers can register what qualities they are looking for in the next manager.
- Newsletter- The Summer edition is complete as of today. Every inch is taken. In future, at Ruth’s initiative, the content will go to Michelle Hanna, Ruth’s new secretary, to be formatted before I edit it. michelleh@cityofanacortes.org The fall newsletter deadline is Labor Day (Sept. 2). Special thanks to Linda for formatting the Summer Newsletter.
- By-laws - The latest meeting brought us very close to completion with the revision, thanks in part to the Stamford Manual’s outline of the staff hierarchy but thanks most of all to Gary for shepherding through all the considerations that Linda, Barbara and I had.
- Open Public Meetings Act – Although there is no evidence that the FOL is formally required to comply with the OPMA because we do not receive tax funds directly, it is generally
recommended that we respect the OPMA because we work closely with the library which does, and because it is a sound set of business practices for an organization which accepts donations from the public. I’ll try to draw up a Best Practices summary before the end of the year.
- August meeting – I see that we need this to review the revised by-laws, to further prepare for the anniversary and to assemble nominations for a slate of officers to go out in the newsletter.
- Library Writers’ Group – Meets again next week and I have homework to do.
- Woo hoo – It’s no longer possible to catch the Frederic Wiseman documentary EX LIBRIS on the NYPL but a new movie about the role of libraries called THE PUBLIC is showing on COMCAST’s ON DEMAND now. Emilio Estevez wrote and stars in it. The storyline is a patron takeover of the Cleveland main library. Alec Baldwin, Jeffrey Wright of BOARDWALK EMPIRE and Michael K. Williams (Omar in THE WIRE, Barack Obama’s favorite character) also star.
Vice -President/Membership Report – Linda Falken
Since the date of last month’s meeting on June 13th, eleven more renewals or new memberships were received. Among those were eight new persons who needed to be added to our mailing labels files. In reorganizing those files for this month’s newsletter mailing, it is apparent our loss of the purged lapsed members from May was recovered by enough new members/donors so that we are only a handful (4) of labels fewer than what we have been sending out for the past year (approximately 186.) Since these files include names of FriendShop volunteers who donate time but have not necessarily paid membership dues recently, this number is a bit higher than that for our current active memberships (177 ).
I am still interested in conducting an additional membership drive during the month of October, leading up to the October 26th events and raffle drawing. I am planning to be in the library lobby actively working with other volunteers who will be selling raffle tickets (if in fact I am not the one doing the selling) to pass out membership brochures and programs regarding the celebration (and maybe even a cupcake or two, in anticipating of that same treat being offered during the September 7th and October 26th events for attendees).
I am also working on a series of historical displays to be put in the Community Room once the current art exhibit comes down at the end of August. These are intended to acknowledge the last five decades of service and volunteers who have worked within the Friends organization to assist and help the library. Once these are completed, I am hoping these can be retained as membership tool for future anniversaries. Another newer member has agreed to help plan for a video or digital photo montage that we can hopefully use (with or without music) during the October event in the Community Room.
As I mentioned in last month’s report, our current webmaster, Patrick Gallagher, has offered to help with setting up an e-mail contact list for members who have shared their e-mail addresses. He and I plan to start working on setting this up on a Gmail account later this month.
I also have questions for the Board (because these ideas will involve some expenditure of the funds budgeted for 2019 for membership purposes) about offering some type of “benefit” (such as a book bag, a free magnet, or a coupon for a free book) to new members who join in September and October (not to mention free cupcakes?).
Foundation/Library Report – Ruth Barefoot
The purpose of the library writers' group is to clear up misconceptions regarding the tasks put before the library staff, which is following the previously developed strategic plan. The aim is sophisticated, brief, and clear talking points with consistent language.
The Library is participating in a first Friday art walk using a self-guided brochure and docents. Cynthia Richardson and Lanny Bergner helped with the brochure and hanging of art.
FriendShop Report – Barbara King
FriendShop Sales 6/11/19 – 7/11/19 were $2,259.25
Old Business
Website: Patrick Gallagher and Linda Falken continue developing the Weebly website.
Patrick has scanned in materials.
Art Gallery: Jeane Smith would like art gallery pictures – not individual works – on the
website. No further sales have been made to date. Visitors to the room on open days have ranged from fifteen to one during past month. On July 22nd there will be a meeting with potential new members Bobbi Lauducci, Annette Tamm, Kathy Cooper and Gordon Cooper. The next exhibit will go up January 2020.
50th Anniversary Updates/Needs/Questions : Sept. 7th
– Set for 3 PM: Bill the clown will do balloon creations. (Does he need to submit an invoice for the $10.00 required?) Persons are needed to set up a table.
– Someone is needed to order and pick up 60 cupcakes from The Market.
– Two or three assistants are needed for the clown to monitor children and hand out cupcakes.
October through the 25th :
– Raffle ticket sales will be held during library hours. A table will be set up in the lobby near the library entrance. Jeane Smith has a signup sheet and is awaiting commitments from Board and volunteers.
October 26
– Ruth has confirmed Mayor Laurie will draw raffle ticket at 2:30.
– It is confirmed the Harmonaires will sing in the lobby at 2:00.
– ACT students will set up in community room from 2 pm onwards.
– The 3 pm ‘Book Magic’ skit is confirmed. Chairs will need to be set up for the audience and a
table for cupcakes. Servers for cupcakes after the skit are needed.
– Someone is needed to order and pick up 70 cupcakes for October 26.
– President Kay O'Connell to give a short speech about the Friends. Our membership flyers will be
ready to hand out.
– Jennie Wallis is willing to pose with the quilt for American photographer in September.
Other
Library Closing and FriendShop Library Book Sale:
July 11, 2019
Present: Kay O'Connell, Barbara King, Jeane Smith, Brian Tibbetts, Susan Rooks, Linda Falken, and Ruth Barefoot
Call to Order: President Kay O'Connell brought the meeting to order at 2:02 pm.
Minutes: The 6/13/19 minutes were approved.
Treasurer's Report – Brian Tibbetts
The detailed balance sheet as of 7/11/19 and the detailed cash flow report from 6/11/19 through 7/11/19 were accepted as presented and are filed in the Recording Secretary's notebook. Income 6/11/19 through 7/11/19 was $3,188.19 and expenses were $6,892.81. The total in budgeted accounts, the future budget reserve, and special donation accounts as of 7/11/19 was $74,898.22. Total financial assets were $147,208.27.
Correspondence Report – Corresponding Secretary Jeane Smith
Correspondence June 2019 through 7/11/19 thanking for donations was sent to Anacortes Lions
Club and Steve Brady.
President's Report – Kay O'Connell
Who said things slow down in the summer????? We have too much going on to take the summer off. Here’s a list of current and ongoing projects I’ve been engaged with this past month:-UNITED FOR LIBRARIES - This division of the American Library Association brings
together a national coalition of library Friends groups plus foundations to advocate for libraries and recruit volunteers. I’m donating the annual dues ($80) for a membership for our group because UFL is a resource for us in planning and arbitrating issues by looking at the practices of like FOL groups nationally. http://www.ala.org/united/
- Stamford Manual This Connecticut library has had a bookstore in operation for over 30 years and its 200 pp. operations manual is online at the UFL website:http://www.ala.org/united/sites/ala.org.united/files/content/friends/ideasharing/bookstores/book- store-manual.pdf
- Search Committee – At our first meeting we agreed to try to recruit more volunteers and are placing ads to do that plus we are surveying the membership through a survey box in the bookstore where members, customers and volunteers can register what qualities they are looking for in the next manager.
- Newsletter- The Summer edition is complete as of today. Every inch is taken. In future, at Ruth’s initiative, the content will go to Michelle Hanna, Ruth’s new secretary, to be formatted before I edit it. michelleh@cityofanacortes.org The fall newsletter deadline is Labor Day (Sept. 2). Special thanks to Linda for formatting the Summer Newsletter.
- By-laws - The latest meeting brought us very close to completion with the revision, thanks in part to the Stamford Manual’s outline of the staff hierarchy but thanks most of all to Gary for shepherding through all the considerations that Linda, Barbara and I had.
- Open Public Meetings Act – Although there is no evidence that the FOL is formally required to comply with the OPMA because we do not receive tax funds directly, it is generally
recommended that we respect the OPMA because we work closely with the library which does, and because it is a sound set of business practices for an organization which accepts donations from the public. I’ll try to draw up a Best Practices summary before the end of the year.
- August meeting – I see that we need this to review the revised by-laws, to further prepare for the anniversary and to assemble nominations for a slate of officers to go out in the newsletter.
- Library Writers’ Group – Meets again next week and I have homework to do.
- Woo hoo – It’s no longer possible to catch the Frederic Wiseman documentary EX LIBRIS on the NYPL but a new movie about the role of libraries called THE PUBLIC is showing on COMCAST’s ON DEMAND now. Emilio Estevez wrote and stars in it. The storyline is a patron takeover of the Cleveland main library. Alec Baldwin, Jeffrey Wright of BOARDWALK EMPIRE and Michael K. Williams (Omar in THE WIRE, Barack Obama’s favorite character) also star.
Vice -President/Membership Report – Linda Falken
Since the date of last month’s meeting on June 13th, eleven more renewals or new memberships were received. Among those were eight new persons who needed to be added to our mailing labels files. In reorganizing those files for this month’s newsletter mailing, it is apparent our loss of the purged lapsed members from May was recovered by enough new members/donors so that we are only a handful (4) of labels fewer than what we have been sending out for the past year (approximately 186.) Since these files include names of FriendShop volunteers who donate time but have not necessarily paid membership dues recently, this number is a bit higher than that for our current active memberships (177 ).
I am still interested in conducting an additional membership drive during the month of October, leading up to the October 26th events and raffle drawing. I am planning to be in the library lobby actively working with other volunteers who will be selling raffle tickets (if in fact I am not the one doing the selling) to pass out membership brochures and programs regarding the celebration (and maybe even a cupcake or two, in anticipating of that same treat being offered during the September 7th and October 26th events for attendees).
I am also working on a series of historical displays to be put in the Community Room once the current art exhibit comes down at the end of August. These are intended to acknowledge the last five decades of service and volunteers who have worked within the Friends organization to assist and help the library. Once these are completed, I am hoping these can be retained as membership tool for future anniversaries. Another newer member has agreed to help plan for a video or digital photo montage that we can hopefully use (with or without music) during the October event in the Community Room.
As I mentioned in last month’s report, our current webmaster, Patrick Gallagher, has offered to help with setting up an e-mail contact list for members who have shared their e-mail addresses. He and I plan to start working on setting this up on a Gmail account later this month.
I also have questions for the Board (because these ideas will involve some expenditure of the funds budgeted for 2019 for membership purposes) about offering some type of “benefit” (such as a book bag, a free magnet, or a coupon for a free book) to new members who join in September and October (not to mention free cupcakes?).
Foundation/Library Report – Ruth Barefoot
The purpose of the library writers' group is to clear up misconceptions regarding the tasks put before the library staff, which is following the previously developed strategic plan. The aim is sophisticated, brief, and clear talking points with consistent language.
The Library is participating in a first Friday art walk using a self-guided brochure and docents. Cynthia Richardson and Lanny Bergner helped with the brochure and hanging of art.
FriendShop Report – Barbara King
FriendShop Sales 6/11/19 – 7/11/19 were $2,259.25
Old Business
Website: Patrick Gallagher and Linda Falken continue developing the Weebly website.
Patrick has scanned in materials.
Art Gallery: Jeane Smith would like art gallery pictures – not individual works – on the
website. No further sales have been made to date. Visitors to the room on open days have ranged from fifteen to one during past month. On July 22nd there will be a meeting with potential new members Bobbi Lauducci, Annette Tamm, Kathy Cooper and Gordon Cooper. The next exhibit will go up January 2020.
50th Anniversary Updates/Needs/Questions : Sept. 7th
– Set for 3 PM: Bill the clown will do balloon creations. (Does he need to submit an invoice for the $10.00 required?) Persons are needed to set up a table.
– Someone is needed to order and pick up 60 cupcakes from The Market.
– Two or three assistants are needed for the clown to monitor children and hand out cupcakes.
October through the 25th :
– Raffle ticket sales will be held during library hours. A table will be set up in the lobby near the library entrance. Jeane Smith has a signup sheet and is awaiting commitments from Board and volunteers.
October 26
– Ruth has confirmed Mayor Laurie will draw raffle ticket at 2:30.
– It is confirmed the Harmonaires will sing in the lobby at 2:00.
– ACT students will set up in community room from 2 pm onwards.
– The 3 pm ‘Book Magic’ skit is confirmed. Chairs will need to be set up for the audience and a
table for cupcakes. Servers for cupcakes after the skit are needed.
– Someone is needed to order and pick up 70 cupcakes for October 26.
– President Kay O'Connell to give a short speech about the Friends. Our membership flyers will be
ready to hand out.
– Jennie Wallis is willing to pose with the quilt for American photographer in September.
Other
- – The cost of the magnets ordered by Ruth was $175. They will be distributed during the 50thanniversary celebration.
- – Linda is planning a decade by decade exhibit to be placed in the community room after the last art exhibit comes down. Items purchased for the library and accomplishments will be included. Stephanie Meehan will help Linda with film images. Linda, Stephanie, and Susan Rooks will work together on the exhibit. Linda might need more funding.
- – A photographer is needed to record the 50th.
- – We need to flood the Anacortes American with anniversary information. A flier with listing of
events needs to be available in the library. - – A teen library writing group suggested as well as special book displays in the FriendShop.
Search Committee:
The Search Committee met on June 14, 2019, at 2 pm. Present were Margaret Holland, Kay O’Connell and Susan Rooks. Diana Farnsworth was unable to attend. The committee members shared bookstore manager job descriptions from other Friends organizations. We are looking at these materials as a starting point. Margaret and Kay have prepared ads for local media soliciting volunteers
Library Closing and FriendShop Library Book Sale:
- – Library re-carpeting will occur September 16 – 30 . There will be no power in building for launching of library fiber usage on September 19.
- – Four - six popup libraries will be held, including two at the Saturday Farmers' Market.
- – Library staff will be in the lobby from 11 am - 4 pm, except 9/19/19. A long checkout time
will be given. Items may be reserved. Newspapers, lounge seating, and wi-fi will be
available. - – FriendShop sales of library storage room books will be held: Saturday, August 3, and
possibly in September . The goal is to get rid of the books. Any income is good. - – August 3rd the sale will be near the flagpole near the 10th Street library entrance from 11
a.m. to 3 p.m. Customers will be asked to bring their own bag. Individual books will cost
$1. All bagged books will go for $5/bag prior to 2 pm and $3/bag after 2 pm. - – Hours: setup 10 – 11, sale 11-3, and cleanup 3–4.
- – Diana Farnsworth will be asked to see about teen volunteers for setup and cleanup.
- – Ruth will have library volunteers help with tables and moving books out of the storeroom
and unsold books back into the storeroom.. - – Susan Rooks is submitting information to the Skagit Valley Herald, goskagit , the Anacortes
American, and the Clamdigger. The sandwich boards will need to go out. - – Linda Falken and Kay O'Connell will help as cashiers. Barbara King has a cash box she can
loan. One more would be helpful. - – Barbara and Terry Todd will also help doing whatever is needed. Barbara will solicit
volunteers as needed and develop a schedule. - – Membership forms will be available.
Meeting adjourned: 3:25 pm
Next Meeting: 2:00 pm on August 8, 2019 Respectfully submitted,
Barbara King, Recording Secretary