FRIENDS OF THE GATES PUBLIC LIBRARY
BOARD MEETING
Wednesday, June 11, 2008
Present: Lee Strong, Sam Palma, Rita Kuder, Sue Swanton,
Allen Nash, Joan Bawden, Betsy Hoppe, Judy Severance,
Pam Brady, Cindy Ratajczak
Also present: Karen Kase-McLaren, Neelima Gokhale,
Jennifer Eaton
Absent: Tom Bober, Pauline Smith
Call to order: Lee called the meeting to order at 7:16 pm. For Jennifer Eaton’s benefit, we introduced ourselves around the table.
- Agenda changes: Sue asked that we add the subject of appointing a Friends Council Liaison to the agenda
- Minutes: with 2 changes to the minutes for April [correcting spelling of Karen’s last name and adding Judy Severance], Joan moved approval of the revised minutes and Judy seconded. Motion approved unanimously.
- President’s comments: Lee thanked everyone for all they did this past year in helping the Friends.
- Treasurer’s report: Joan Bawden’s report which was distributed to the group shall be considered a part of these minutes. Sue moved to approve the report, Sam seconded. Motion approved unanimously.
- Election of new Friends Board member: Jennifer Eaton, a self described library addict, is also involved with Literacy Volunteers. Tom Bober had asked her about joining the Gates Friends Board. Pam moved approval of Jennifer Eaton joining the Friends Board, Betsy seconded. Motion approved unanimously.
- Old Business
A. Revising Friends Brochure: Lee incorporated some changes into the revised Friends membership brochure. Discussion ensued. With a few minor changes, the brochure draft will be sent to Peggy Buckley. Goal to have revised brochure by July booksale. Peggy to send to Allen, Lee, Joan and Sue for proofing before printing.
B. Sales tax issues: Sue identified a three issues to be resolved: do we have a NYS Tax Exempt number [Yes, we do], for ongoing sale, we should post a sign saying ‘Suggested Donation is ---‘ to avoid being liable for sales tax. Sue cited Neil Richards’ memo attached to the April 23 Friends Council minutes. The 3rd issue revolves around collecting sales tax for new items which the Friends sell: book bags, Book Lover Calendars and entertainment books. Consensus of the group is that we continue our present practice and not worry about collecting sales tax. Our occasional book sales should be tax exempt.
8. New BusinessA. Election of 2008-09 officers: Sue moved Joan Bawden for Treasurer; Judy seconded. Motion approved unanimously. Sam moved Sue Swanton for Secretary, Allen seconded. Motion approved unanimously. Allen nominated Pam Brady for Vice President, Sam seconded. Motion approved unanimously. Lee is not willing to serve as President again and took his name out of nomination. Pam nominated Allen, who is willing to serve as President for one year only. Betsy seconded. Motion approved unanimously.
B. Fundraiser via Overseas Adventure Travel: Joan & Betsy will work with Sue over the summer to shape this fundraising proposal. Sue will report back in September.
C. Volunteer development fund proposal: Pam moved that we earmark not to exceed $200 from Friends fund to attend Friends Day at 2008 NYLA conference. Rita seconded. Motion approved. [For the record, Sue noted she would exempt herself from seeking this funding as she needs to attend for EFR reasons.]
D. Friends’ Council liaison: Sue asked for the Gates Friends to appoint a liaison to the Friends Council. Jennifer Eaton [and Judy Severance as back up] are willing to serve as liaison to the Friends Council which only meets twice a year. The next meeting will be hosted by the Webster Friends.
9. Committee Reports
A. Book sales: Tom reported to the group via email and Lee relayed the information. Some questions about PR for the past Spring sale. July 15 to July 19 are the dates of the next sale in the Town Hall. Postcard to be sent out to members. Jennifer and Judy are working on emails mailing list for book sale volunteers.B. Internet book sales: Sue distributed a newly signed Internet sale contract to the group. Judy and Sue would welcome Jennifer’s help with this ongoing fundraiser. Allen moved that we buy 4 stackable, identifiable boxes for storing internet books in process not to exceed $50. Joan seconded. Motion approved.
C. Ongoing book sales: Karen will see that a new sign ‘Suggested Donation’ for the ongoing book sale.
D. Fund development: Allen is planning on dropping the Entertainment books as a fund raiser and he would like to train another person to take over fundraising chair. Sue will take over this function and Cindy will help Sue with fundraising.
E. Membership: Allen reported that we have 290 members on a 2 year rolling list. About 42% are current in their dues. 60% or 173 members live in 14624 and 14606 and 19% or 55 members reside in the city. Allen affirmed that we can pay for more than one year. Discussion ensued about adding to the Friends brochure but concluded that we would keep as is.
F. Shut in activities: Joan reported on the shut in activities. We have 4-5 shut ins we are helping in Gates.
G. Publicity/newsletter: Lee reported on his publicity efforts on behalf of the Friends. He will keep this responsibility.
H. Board liaison: Neelima reported on Diane Sochia’s retirement after 30 years. Allen would like a Dutch treat event merging the two Boards this coming Fall. We will decide in September.
10. Director Comments: Karen said that the architects will attend the next Library Board meeting for the Library Board members to comment on the revised plans. Meeting is open to the public. Long Range Plan now developing a vision statement. Input from surveys will be included in the next Long Range Plan. Flat screen monitors all installed on 14 public PCs. Gives a lot more space for the public. 800 community surveys mailed and waiting for them to be returned. Chosen randomly from lists of Gates residents. Another survey will be administered in the library. Allen asked that Karen report back at the Friends Board meeting. Focus groups have been meeting. Staff, public, board all met in separate groups. Some input from members of the community received to date.
11. Annual meeting 2009: Allen asked if Cindy could organize next year’s Spring Celebration. Cindy is willing to coordinate next year’s event.
12. Other Friends report: Sue updated the group with the last EFR [Empire Friends Roundtable] newsletter and Friends Council April 23rd meeting minutes. Sue called the group’s attention to EFR’s contest for the best National Friends of Libraries week celebration. Also she noted that ALTA [American Library Trustee Association] & FOLUSA [Friends of Libraries USA] have merged and she expects that NYSALB [New York State Association of Library Boards] & EFR will also be more involved because of the excellent program they had with NYSALB this past May.
13. Schedules
A. Copier schedule: just counted. Sandy will count in August; Allen in September.
B. Fall 2008 meetings: dates for Fall accepted: Sept. 10, Oct. 8 & Nov.12
Adjournment: before adjourning, Sue praised Lee Strong for stepping into the Presidency with little preparation and for his development of the Poetry Contest. The group gave Lee a round of applause for his tenure as Friends President. Betsy moved to adjourn; Pam seconded. Motion approved. Meeting adjourned at 8:45 pm. GPL Friends officers will meet over the summer.
Respectfully submitted,
Sue Swanton, Secretary
