FRIENDS OF THE DELTA TOWNSHIP DISTRICT LIBRARY BOARD MEETING March 10, 2015

Transcription

1 FRIENDS OF THE DELTA TOWNSHIP DISTRICT LIBRARY BOARD MEETING March 10, 2015 Call to Order: at 1:00 by President Jane Thomas in the Elmwood Room Meeting Attendance: Board Members Present: Sandi Carter, Candy Chatfield, Carole Reynaert, Deb Small, Jan Small, Don Turner, Jane Thomas, and Terri Westmoreland. Members Absent: Ellen Dionise, Jan Salmons, and Diana Yager Library Representatives: Cherry Hamrick, Library Director Library Board Liaison: Marie Papciak Guests: Anne Knox, Bookstore Facilitator Approval of the February 10, 2015 Board Meeting Minutes Submitted by Terri Westmoreland: Candy made the motion to accept the February 10, 2015 meeting minutes as recorded. The motion was seconded and the motion passed. Approval of the February Treasurer Report Submitted by Jane Thomas: Jane reviewed the Treasurer s report. Bookstore Income for February: Bookstore $2, Candy/Granola Bars Memberships Donations.00 Interest 0.47 Water 8.00 Total February 2015 Income $2, Total Operating Expenses: $00 The beginning balance was $32, and ending balance was $23, Gift certificates redeemed in February $31.50; year-to-date - $72.00 Operating Expense Budget 2/28/2015 Balance: $3, Capital Asset Budget 2/28/2015 Balance: 1, Candy/Granola Bar Account Net Profit Library Budget 2/28/2015 End Balance 37, Library Budget Final 2014 Budget YTD Gift Certificates Redeemed Friends Bookstore Meeting Notes March 10, 2015 Page 1

2 Summary of Accounts: Ending Balance Checking: $11, ebay Balance Money Market 12, $23, Sandi made the motion to accept the February 2015 Treasurer s report as reported. The motion was seconded and the motion passed. January Treasurer s Summary of Accounts was revised for correction. (Totals remain the same; only numbers brought down from previous entries have been changed.) Board President will consult with the Volunteer CPA Consultant on clarification on requirements regarding current Total Funds and report back to this Board. Librarian s Report Cherry Hamrick Library Director: The Auditor's visit to the Library during the first week of March went very well. The thirteen teams that are competing in the Battle of the Books had their preliminary battle last Thursday night. Wendy Mass, author of "Jeremy Fink and the Meaning of Life", one of the books chosen for this event, Skyped and made this Battle unforgettable for all of the participants. The Collectors Showcase Event is Saturday, March 21in the Library. Dessert Bars will be this year's Cook-Off Theme and this event will take place on April 18th. Library Staff Changes o New Page o Adult Services Laura Brown has left the Library for the position of circulation librarian at Jackson Public Library The Delta Charter Township Board will interview six finalists for the Township Manager position on Saturday, March 21. Richard Watkins, Township Manager, retired last July ending 21 years of service to Delta Township. Jeff Anderson, Finance Director, has been the Interim Manager, until the Board hires the new Township Manager. Bookstore Manager s Report Anne Knox/Jane Thomas: Jane reported volunteer hours for the Bookstore for February: Bookstore Hours: 378 Sorting Room (Receiving, Sorting, Shelving): 126 Total of 504 volunteer hours for the Bookstore for February In Diana s absence, Anne reported: All of the volunteer clerking, sorting, shelving, and sub positions have been filled as of this meeting. Anne expressed appreciation for everyone s hard work and diligence. Thanks to Greg Yager, the third bookcase has been installed, and more of the impressive collections that have been donated to the Bookstore are appropriately displayed. Friends Bookstore Meeting Notes March 10, 2015 Page 2

3 Board of Trustee s Report Candy Chatfield/Marie Papciak: The Board reported three areas of focus for the future: 1. Training - Consulting with Larry Merrill a. Marie reported that she has distributed materials from Mr. Merrill to the Trustee Board and this material will be discussed at the March 16th Board meeting. 2. Strategic Plan 3. New Director for the Library Old Business Item 1: Valentine Cookie Sale Jane Thomas: Jane reported Revenue from Sale: $ Nine dozen cookies left over at end of sale. These are stored in Sue Krolik s freezer and will be used for refreshments at the Clerk s Meeting on April 22. Item 2: March Madness Results Jane Thomas: Jane reported Bookstore sales during event were $ The bookstore total was approximately double that amount normally sold on a Monday Item 3: Audit Report for 2014 Candy Chatfield/Jan Small: Jan Small and Candy Chatfield reported no discrepancies found among selected checks, deposits, expenditures, and responsibilities. A copy of the report will be placed in our Archives. Item 4 Audit Committee Jane Thomas: Jane reported that Ellen has the report completed and will present her report at next month s meeting. Item 5 Online Book Sales Jane Thomas and Terri Westmoreland: Terri reported on progress on the investigation into online book sales. Tentatively, using ebay as the highest standard, disregarding the labor intensive process involved in order to sell books, and sellbackyourbooks.com as the lowest. This company does not accept books without ISBN numbers and profit for the Bookstore would be less than half of each book sold. Exploring the American Library Association website, currently there are thirty-one bookstores selling online across the United States. Twelve of the Bookstores are using ebay to sell their online books. Eight are using Amazon.com Seven are using Half.com Seven are using their own website Twenty-Three are selling on one online website Five are selling on two online websites Friends Bookstore Meeting Notes March 10, 2015 Page 3

4 Three are selling on three online websites Progress on this project will be reported at next month s meeting. Several volunteers are continuing to check incoming books for online sale potential and are being stored until a decision has been made regarding online book sales. Item 6 Plant Sale Jane Thomas: Carol Goergen had reported that eight volunteers have signed up to work this event. More pots are needed. This event is scheduled the week before Mother s Day, May 7, 8, and 9. Item 5 Westside Business Expo 2015 Report Candy Chatfield: Candy reported that there were approximately 150 visitors to our booth. The few who had not heard of the Bookstore were from out of the area. Thanks so much to Candy Chatfield, Jane Thomas and Gene Post for setting up the booth. The volunteers for this event were: Jan Salmons, Carol Goergen, Judy Mulvaney, Mary Lebel, Marcia Stahl, Don Turner, and Jane Thomas. Jane made a motion to register for the Westside Business Expo 2016 with a dollar limit of $99. The motion was seconded and the motion passed. NEW BUSINESS Identified Prior to Meeting Item 1: Summer Youth Program Gift Certificates Jane Thomas: Youth Services Librarian has requested: cent Gift Certificates for the Reading Program (last year used 315) $1.00 Gift Certificates for each participant in the Art Show Jane made a motion to approve Becky LeBoeuf to print the gift certificates for the two Youth Programs. The motion was seconded and the motion passed. Item 2: FOML Workshop Jane Thomas: "How Friends Can Promote the Value of Your Library" will be held Thursday, April 23, at the Rochester Hills Public Library in Rochester from 8:30 3:00. Jane and Terri will be attending. Item 3: Easter Egg Guess Jar Jane Thomas: This event begins March 23 and ends April 1. Each guess of the number of wrapped candies in the jar will be sold at $1.00 each and the person who makes the closest guess wins the Easter Egg Jar filled with wrapped chocolate Easter Candies.. Sue Krolik will facilitate the drawing. This event will be advertised the weekend before and weekend during the event. Item 4 Organization Laptop Candy Chatfield: Candy provided a brief summary of the various spreadsheets and other financial documents that the Treasurer is required to create and maintain. Because totals do not flow into other spreadsheets. Friends Bookstore Meeting Notes March 10, 2015 Page 4

5 Numbers have to be consistently re-entered on new spreadsheets, resulting in inefficiency, (time and accuracy). A possible option to eliminate the current inefficiencies would be to purchase the finance software "Quicken Books". Because of license requirements, a suggestion was made to purchase a new laptop. This laptop would be available to other Board members, and a usage policy will be established by a committee. The committee will include: Candy, Jane, and Sandy. The Board was reminded that we do have a laptop in the Sorting Room, and that will be investigated as a potential dwelling for the Quicken software. Progress will be reported at the April Board Meeting by the Committee. Item 5 April Book Give Away Jane Thomas: Sue and Bernie have agreed to host another book away to be held on April 27. Jane made the motion to have another book give away event in April following the same format as the March Madness Event that was so successful. The motion was seconded and the motion passed. April Appreciation Day was a suggested title for this event. Jane adjourned this Board meeting at 2:00 pm. Respectfully Submitted, Terri Westmoreland Recording Secretary Reminders: March 23 April 1, Easter Egg Jar Event April 14, 2015 Next Board Meeting April 22, 2015 Clerk, Shelvers, & Sorters Meeting in the Elmwood Room at 1:00 April 27, Book Give Away Event Update on Plant Sale Update on Online Sales Update on Laptop and Usage Policy February 2015 Motions: Motion Approved: Accept minutes from February 10, 2015 Motion Approved: Accept Treasurer s Reports for February 2015 Motion Approved: Accept April Book Giveaway Motion Approved: Accept Westside Business Expo 2016 Motion Approved: Accept Provide Gift Certificates for Youth Programs Friends Bookstore Meeting Notes March 10, 2015 Page 5