Membership and Board meeting November 12, 2020
Friends of the Anacortes Public Library P.O. Box 465 Anacortes, WA 98221
Minutes, November 12, 2020 Board Meeting and Annual Membership Meeting via Zoom conferencing
Present: Linda Falken, Hal Rooks, Patrick Gallagher, Susan Rooks, Tress Connolly, Kandy Dubuque, Megan Taylor, Kay O’Connell, Jeff Vogel (Director, Library), Diana Farnsworth (Librarian), Leslie Wilson (Librarian), Sydney Brady (Librarian), Christina Hansen (Library Board Liaison), Gary Molyneaux (FOL member), Judah Henderson (FOL Member), Cathy Enns (FOL member)
Linda called the meeting to order at 2:05pm; no requested changes to agenda.
The October FOL Board meeting minutes were approved after Susan moved; and Kandy seconded.
The Treasurer’s Report (sent earlier on email) was approved after Megan moved; and Susan seconded.
The President's Report (sent earlier on email) did not require any approval of items; there were no questions.
Linda noted that payment for the Friends' share of the APL branding project will carry over to the 2021 fiscal (calendar) year. She also mentioned the need to establish a “new link to the FriendShop volunteers”. There is an earlier volunteer email list to use as basis.
Linda introduced FOL member Cathy Enns who was involved with a library Friends group in Colorado. Cathy is looking into “Give Big” (WA branch) as a possible fund-raiser. Many Board indicated familiarity with this from other non-profit efforts. Cathy asked how we communicate with the membership, community and the public? Examples - Website (Patrick), newsletters (Kay), FB (Megan), library media channels (library staff), FOL press releases and notices in local media (Susan), email & paper mail (Patrick/Kay/Susan/Tress), phone calling & phone surveying (Linda/Tress/Megan).
Library Budget Request 2021
Remarks: Jeff explained that he had taken 40% off the top of each budget amount (2020 basis) on the table below to reach the 2021 amounts.
Library staff have begun spending down “restricted funds” lines this year. The library is trying to be conservative in their spending projections for at least the first quarter of 2021. At this time, the library knows that they will not be admitting the public in 2020 and will continue to offer virtual programming and other low-contact service (curbside pickup, returns via the drops, etc.).
In the context of the above chart,
Covers all of the physical books purchases together, regardless of reading level.
This line is a combined line for both Childrens and Young Adults programming. It does not include any additions to the library materials budget.
FOL Expense (see above)
Hal explained that the Friends had spent roughly $2100 this year at the 10 month mark. There were costs associated with the two fund-raising mailings earlier in the year. Patrick foresees a possible expense for MailChimp (our mailing software) package upgrade in 2021 (est. $10/month) and additionally costs for Pro Site (used with the website) of 200 to 300 dollars. Discussion of need for a monthly budget review in these times of rapid changes; we actually have this each month with the budget documents Board receives and reviews with our Treasurer each month. Hal explained that the amount allocated for this line last year had been $4150, he recommends $1700 as a more realistic total here in 2021. Hal proposed continued discussion to arrive at final Friends and Library budget line amounts at a future meeting and offered to develop a six-month budget as conditions may change by then due to CHANGING developments under Covid restrictions.
Discussion of the feasibility (or not) of approving a budget without a revenue projection (as the FriendShop remains closed). Included, but not limited to - even well-constructed projection is only that – a projection; FOL balances now on hand will cover budgeted amounts for 2021 year; 2022 is when we will “feel” the revenue shortfall. [Note: Earlier this year, Thea LaCross, our bookkeeper, explained that ‘while income projections are often used as a fund-raising tool by non-profits, they are less useful or necessary for FOL due to the nature of our business model and because we have big enough reserves that we don’t have the pressure to constantly fund-raise - that “normal” non-profits have.”]
The motion was made to accept the Library’s budget request of the Friends of the Library based on FOL’s current assets and revenue projections. Linda moved, and Susan seconded, the motion passed.
The Board met for a work session on bylaws amendments during the month and compiled their final recommendations. [All Board members received this document earlier on email.] As a continued action from today’s meeting, membership will be asked to vote on the proposed bylaws changes through email (Patrick) and paper mail (Linda, for those without email). Voting on bylaws will conclude just before the December Board meeting.
Linda moved and Gary seconded on motion to proceed on presenting suggested bylaws amendments to membership; motion passed.
Patrick (as Membership Chair) talked about retaining the base membership category, but offering higher levels of membership with catchy names for levels that reflect a higher contribution. The next Board Meeting is scheduled for December 10, 2020 at 2pm.
Thank You, Linda!
Tress recognized Linda as FOL President this year and thanked her on behalf of the Board for her service. Tress will be joined by some Board members later today to bring a thank-you-for-your-service gift to Linda from the Board.
The meeting was adjourned at 3:57pm to go into a closed session to elect the slate of officers for 2021. The next meeting of the Board is December 10, Friday, 2pm.
Respectfully submitted, Megan G. Taylor, Secretary
Note on election of FOL Officers for 2021 year:
Co-Presidents Kandy Dubuque, Megan Taylor
Vice-President Patrick Gallagher
Treasurer Hal Rooks
Secretary Tress Connolly