FRIENDS OF THE DELTA TOWNSHIP DISTRICT LIBRARY BOARD MEETING May 13, 2014

Transcription

1 FRIENDS OF THE DELTA TOWNSHIP DISTRICT LIBRARY BOARD MEETING May 13, 2014 Call to Order: at 1:00 by President Jane Thomas in the Elmwood Room. Meeting Attendance: Board Members Present: Sandi Carter, Candice Chatfield, Ellen Dionise, Jan Salmons, Deb Small, Jane Thomas, Don Turner, Terri Westmoreland, and Diana Yager. Members Absent: Carole Reynaert and Jan Small Library Representative: Cherry Hamrick, Library Director Library Trustee Board President: Marie Papciak Approval of the April 8, 2014 Board Meeting Minutes Submitted by Terri Westmoreland: Jane made the motion to accept the April 8, 2014 Board Meeting minutes as recorded. Candy seconded the motion and the motion passed. Approval of Treasurer Report Submitted by Jane Thomas: Jane announced two revisions to the March 2014 Treasurer s Report. The first was under Genealogy: twenty dollars was mistakenly included in the Bookstore sales instead of the Genealogy Fundraiser; and the second correction involved interest from the bank. The interest rate had been lowered in the checking account without notification. and because we were not notified, our account was credited $1.03. Bookstore Income for April: Bookstore $3, Bake Sales EBay Sales 1, Candy/Granola Bars Memberships Donations Other Income-Jewelry Refund 1, Interest.49 Water 5.00 Total April Income $5, Total Operating Expenses: $ Total Budget Payments: $2, The beginning balance was $22, and ending balance was $25, Diana made a motion to accept the Revised March and April 2014 Treasurer s reports. Deb seconded and the motion passed. Friends Bookstore Meeting Notes May 13, 2014 Page 1

2 Librarian s Report Cherry Hamrick: Cherry reported that many of her staff is visiting most, including parochial, of the schools in Delta Township this month promoting the 2014 Summer Reading Program. Students in all of the schools will be receiving copies of the brochures Fizz Boom Read that lists all of the summer programs and events that begin with the Teen Kick-Off on Friday, June 13, 6 pm 7:45 and the Adults and Kids Kick-Off on Saturday, June 14, 10 am 2:00 pm. Cherry contacted the Parks Department to place the plaque next to Michael Moore s tree which the Friends purchased to honor his 15 years as President of the Library Board of Trustees. On Tuesday, May 6, 2014, the Rotary awarded Jane their annual Red Rose Award for all of her hard work in Community Service. On Wednesday, May 14, 6 pm 7 pm Barbara Saxena will be at the Library to discuss her research on the 1934 Kerns Hotel Fire which is featured in her new book Souviens. This event will take place in the Elmwood Room. Bookstore Manager s Report Ellen Dionise/Diana Yager: Ellen reported volunteer hours for the Bookstore for April: Bookstore: 417 Sorting Room: 142 Total of 569 volunteer hours for the Bookstore for April Diana reported on the sale comparisons between last year and this year: 2014/March /April /March /April But with the jewelry, flower, and ebay sales we have $ more than we did at this time last year. 2013/April 16, /April 16,861 Board of Trustee s Report Deb Small: Deb reported that the Board meeting was held on April 21 at 5:00 pm to discuss the proposed budget reduction for The Board voted on two motions favorably. They were: To revise the Library's schedule of days that it is closed to better align with the Township's calendar and also result in additional savings. These were adopted for the 2015 calendar. Seven additional dates are Sat. 1/17 (holiday extension of MLK on 1/20), Sat. 2/14 (President's Day) and Mon. 2/16, Easter weekend Fri. 4/3 and Sat. 4/4, Fri. 11/27 (day after Thanksgiving) and Sat. 2/2 (holiday extension of New Year's). At the May 19 th meeting the Board voted to close the Library on Friday, 11/27/14. Friends Bookstore Meeting Notes May 13, 2014 Page 2

3 The second motion was to approve the 2014 budget amendments of a $20,000 cut for materials ($12,000 books, $5,000 audio materials, and $3,000 video games). FYI To increase revenue, beginning in May of this year, patrons will be charged for TV series DVDs (a new charge). The Trustees' Finance Subcommittee (Marie, Edith and Ross) will meet on May 2 to further discuss reductions prior to the next Board meeting on the third Monday of May (a change from the second Monday) at 5:00 pm. NEW BUSINESS Identified Prior to Meeting Item 1: June 14, 2014 Summer Reading Kick Off Jane Thomas: Friends made the commitment to assist with Summer Reading Kick Off scheduled on Saturday, June 14, 2014.Two volunteers are needed from 10:00 am to 12:00 pm and from 12:00 pm to 2:00 pm. Bakers needed to provide cookies. Jane circulated sign-up sheets requesting volunteers. Bakers are asked to make three to four dozen cookies. Cookies should be delivered to the circulation desk on Friday, June 13. Jane will be calling members for additional volunteers and bakers. Item 2: Friends MasterCard Jane Thomas: Jane opened discussion to determine if there was interest in obtaining a Friends Organization credit card to purchase supplies. The Friends Organization is eligible for a credit card through Chase Bank at no charge. Jane and Carolyn will meet with Chase Bank to discuss requirements and guidelines and report back to the Board at the next meeting. Possible parameters: 1. Dollar limits 2. Who would have access to card 3. Would these individuals still need pre-approval to make purchases Item 3: Wall Quotation Diana Yager: Diana opened discussion about possibility of a quotation above the bench in the lobby area outside of the Bookstore. Other possibilities that were discussed were: have different quotes framed, calligraphy, and looking into other display ideas. (Permanent or something that can be changed periodically) Possible website for quotes: Friends Bookstore Meeting Notes May 13, 2014 Page 3

4 Item 4: Delta Rocks! Funds Candy Chatfield: This event is scheduled to take place on June 28, 2014 in Sharp Park from 12 to 6 pm. The entry fee is $50 and estimated cost for supplies is $50. After brief discussion Candy made a motion that the Friends Organization allows up to $ for Delta Rocks Expenses. Seconded by Diana and the motion passed. Old Business Item 1: Candy Sales Evaluation Diana Yager: Diana stated that when we started selling candy and granola bars on January 24 it was agreed that after three months we would evaluate whether we should continue. Net profit from January 24, 2014 through April 30, 2014 is $ with 70 candy bars in inventory that have already been paid for. After a brief discussion, Diana made a motion to continue selling and Don seconded the motion. The motion passed. Item 2: Jewelry and Bake Sale Report - Candy Chatfield: Candy reported that the following sales were made at this fund raiser: Jewelry: $ Bake Goods Donations Shirts Sold for the benefit of Run for Reading Fund Total: $1, There were no expenses. It was suggested the Jewelry and Bake Sale would be a good fundraiser to be repeated every three years. Item 3: Flower Sale Report Ellen Dionise: The community participated in this event by donating and decorating the pots. School age children were included in assisting with decorating pots. The only down side of this event was that it was labor intensive. The total amount that was made at this event was $1, The expenses amounted to: $ and that amount paid for: flowers, soil, and Uv spray protector for the inside of each pot. This resulted in a net profit of $ Item 4 Trifold Candy Chatfield: The trifold that was approved to order at the April Board meeting was too large for our needs. It was returned and exchanged for the smaller trifold displayed at today s meeting. We were told we will receive a refund of $ that has not arrived yet. The smaller trifold has the Friends logo printed on an arch that sits atop the middle panel. Candy and possibly Jan Small will continue to work on information to be displayed on the trifold. Friends Bookstore Meeting Notes May 13, 2014 Page 4

5 Item 5 Spring Clean Up/ Book Recycling Event Jane Thomas: This event is scheduled for Saturday, May 17, from 9 am to 3 pm on Sanders Road in Eaton County. The Bookstore will have the opportunity to look at all of the books donated and all of the books that we do not take will be taken to MSU Surplus Store. All of the volunteers that are working this event will meet with Jane Thomas after today s Board meeting. Items 6 Clerks Meeting Diana Yager: Diana provided a brief overview of the meeting. Promotional ideas to encourage higher attendance to this meeting in the future: giveaway Bookstore gift certificates, nice door prizes, contact clerks via post cards specifically for Clerks on the Bookstore Desk, request clerks to contact their clerk friends, include save dates in the January newsletter Item 7: ebay Sales Deb Small: Deb reported that at the end of April the ebay sales netted $1, based on 48 sales (including bundles). As of this meeting there are 89 items listed with 206 individual listings since February 25, Deb reported at this meeting that the current year-to-date sales are $3, from 118 items sold on ebay. Deb made a proposal to open a new bank account at Chase under the Friends organization to be used solely for ebay sales transactions; and, secondly, to link that account to a new created PayPal account under the Friends organization accessible to designated Friends users for ebay sales transactions. Rationale There are four primary reasons to establish these two new accounts: 1. One individual s personal PayPal and checking accounts should not be used to raise and distribute thousands of dollars for the Friends Bookstore. 2. Any differences in shipping costs or partial refunds for sales can be taken from one account used only for ebay resulting in a true net profit and better reporting possibilities. 3. Total monthly profits can be electronically deposited from the PayPal account to the newly established Friends account with the touch of a button. 4. All funds raised are located in one location that can be easily tracked and accounted for. Deb made the motion that the Friends establish a new bank account with J P Morgan/Chase to be used only for ebay Sales transactions; and, secondly, a new PayPal account under the Friends organization accessible to designated Friends users for ebay sales transactions. Sandi seconded the motion and the motion passed. Jane adjourned this Board meeting at 2:05 pm. Friends Bookstore Meeting Notes May 13, 2014 Page 5

6 Respectfully Submitted, Terri Westmoreland Recording Secretary Reminders: Next Board Meeting on June 10, 2013 Master Card Update Teen Summer Reading Kick-Off Event Friday - June :45 pm Adults & Kids Reading Kick-Off Event Saturday - June am 2 pm Wall Quotations Delta Rocks Family Festival Saturday June pm 2014 March Motions: Motion Approved: Accept minutes from April 8, 2014 DTDL Board Meeting Motion Approved: Accept Treasurer Reports for April 2014 and Revised March 2014 Motion Approved: Participate in Delta Rocks Festival 2014 with expenses not to exceed $100 Motion Approved: Continue to sell candy and granola bars in Bookstore Motion Approved: Establish new bank account for ebay Sales transactions; and a new PayPal account for ebay sales transactions. Friends Bookstore Meeting Notes May 13, 2014 Page 6