FRIENDS OF THE DELTA TOWNSHIP DISTRICT LIBRARY BOARD MEETING October 10, 2017

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1 FRIENDS OF THE DELTA TOWNSHIP DISTRICT LIBRARY BOARD MEETING October 10, 2017 Call to Order: at 1:00 by President Jane Thomas in the McLean Room Meeting Attendance: Board Members Present: Sandi Carter, Ellen Dionise, Evelyn Fratzke, Anne Knox, Carole Reynaert, Jan Small, Jim Stedman, Jane Thomas, Don Turner, Terri Westmoreland and Diana Yager Members Absent: Candy Chatfield and Jan Salmons Library Representatives: Library Community Relations Rebecca Campbell Library Board of Trustees Representative: None Approval of the September 12, 2017 Board Meeting Minutes Submitted by Terri Westmoreland: Sandi made the motion to accept the September 12, 2017 Board Meeting Minutes. The motion was seconded and passed. Approval of the September Treasurer s Report Submitted by Evelyn Fratzke: FRIENDS OF THE DELTA TOWNSHIP DISTRICT LIBRARY TREASURER'S REPORT September 2017 September YTD Sep 2016 Last YTD Income Book Store 2, , , , Book Sale , , Bake Sale Ebay Sales 1, , , , Candy/Granola Bars , , Memberships , , Donations Other Income-Kroger Reward , Water - sales have been discontinued Total Income 4, , , , Transfer:Savings Acct to Checking Acct , , Operating Expenses Office Supplies Postage & Printing Ebay Exp MI Sales Tax & Lic Reg Fees , , FOML Friends Board Meeting October 10, 2017 Page 1

2 Publicity & Promotional Annual Luncheon/treats Miscellaneous Operating Total Expenses , , Ebay Expenses Operating Exp Budget $6,000 Beg Balance Payments End Balance 3, , Capital Asset Budget $3,000 Beg Balance Purchase End Balance Candy/Granola Bar Account Sales Purchases Net Profit YTD 1, Library Budget $46,000 Beg Balance Payment End Balance 16, , Gift Certificates Redeemed YTD LYTD Summary of Accounts: Beg Balance Income Expenses End Balance Checking 6, , , , Ebay Savings 13, , , Money Market 7, , Total Funds 9/30/ , , , , Diana made the motion to approve the September 2017 Treasurer s report as presented. Motion seconded and passed. Librarian s Report Library Community Relations Rebecca Campbell: Rebecca Campbell represented the Library as Mary was unavailable. Rebecca reported that libraries across Michigan are participating in a campaign to educate patrons about organ, tissue and eye donations, entitled Michigan Libraries for Life. This week there is a table in the lobby area encouraging library patrons to join the Michigan Organ Donor Registry. Bookstore Manager s Report Jane: Friends Board Meeting October 10, 2017 Page 2

3 Jane reported that volunteer hours are up 19% from this time last year. Anne reported that she will not be available to work in the Bookstore for the remainder of this month. Board of Trustees Jane: Jane reported that the Library Budget was approved by the Board of Trustees at last month s meeting. The budget includes funds for major repairs including the new boiler that was recently installed in the Library. Work on the Strategic Plan continues. The community survey ended last week and 144 surveys were submitted. Mary shared the highlights with the staff at the Staff In-Service that was held on Monday, October 8; and that the Library was right on track. Rebecca encouraged the Bookstore to conduct a survey. The license for the Survey Monkey is good for one year and as long as there are no more than 10 questions on the survey, there will be no additional charges. Suggested questions: fund raisers (including book sales), events that are presented, how the Friends serve the community, what are we doing right, etc. Suggested format for the survey would include multiple formats (multiple choice, yes or no, rate from 1 to 5, and one word responses). Online will be summarized and reported. Timeline suggested is spring. This item will be included on next month s agenda. Sandi will write up a short article for the Annual Newsletter notifying membership of upcoming survey. Jane made a motion that the Bookstore will conduct a community survey for the Bookstore in the spring. This motion was seconded and passed. To find out how Michigan Friends serve the community, (processes and successes) other Friends organizations will be contacted. Rebecca offered her assistance when we are ready to begin working on this project. Old Business Item 1 Bookstore Printer Jane: Jane reported that Erica Gupton, the township IT specialist, recommended that it would be more cost effective to purchase a $70 laser jet printer. The cost of purchasing print cartridges for the donated printer would be cost prohibitive as this printer s primary use is to print color photos. The laser-jet printer only prints and does not copy. The Bookstore forms would be stored in DropBox and printed as needed by those individuals who have been provided the necessary passwords to access the ebay computer located in the Bookstore. The recommended printer prints only in black and on one side of the paper. Erica Gupton plans on attending the next ebay meeting that is scheduled for Wednesday, 10/25/17 at 2:30. This will provide an opportunity for Erica to provide information about the laser-jet printer as well as answer any questions. Jane made a motion to approve the purchase of a laser-jet printer and one ink cartridge for the Bookstore; with an expense budget of up to $ The motion was seconded and passed. Item 2 Volunteer Appreciation Dinner - Ellen: Two items that are pending is the approval from Library Director for providing wine for the volunteers; and a gift for the speaker. After discussion it was agreed that a gift card for Barnes and Noble would be purchased and given to the speaker. Ellen also reported that she has collected 14 items for door prizes. As of last Friday 22 people had responded positively and are planning on attending this event. Friends Board Meeting October 10, 2017 Page 3

4 Item 3 ebay Report Jane: Jane reported that over $6,000 has been made during the past 90 days. Sales continue to be brisk including several sets of books. Item 4 Pens Candy and Ellen: In Candy s absence, Ellen reported that the pens are ready to be sold for $3.00 each. Samples, in an enclosed container, will display the available colors. The inventory will be stored in the Sorting Room. Item 5 Newsletter 2017 Jane: Jane reported that Vickie, who has printed the newsletter with Publisher Software the last three years, is looking for a job and may not be available to assist this year. The deadline for submitting articles to Jane is October 15, and hopefully Vickie will be available. Item 6 Facebook Page Jan Small and Carole Reynaert: The new communication tool continues to be successful. NEW BUSINESS - Identified Prior to Meeting Item 1 Library 2018 Budget Jane & Evelyn: After conducting a financial analysis, Carolyn King recommended that the Bookstore increase the contribution $4,000; bringing 2018 contribution $50,000. After a long discussion, it was agreed to increase 2018 contribution to the Library to $48,000. Many ideas were presented on how to make more people aware of the Bookstore; partner with other organizations to promote a cause as well as the Bookstore. The Friends Bookstore s name needs to more prominent in order to increase more recognition. Increased recognition will not only help increase funds, it will also increase interest in volunteering at the Bookstore. A suggestion was made to promote the Bookstore at the Lansing Airport. Rebecca shared that recently a Flight Club was recently added to the airport. This may be a location where books could be offered to incoming and outgoing travelers. Diana suggested that we make the Bookstore more welcoming by investigating the possibility of implementing cosmetic improvements. The upstairs was recently painted and is cleaned more regularly. Sandi made a motion that the 2018 contribution to the Library will be $48,000. This motion was seconded and passed. Item 2 Stuffed Animals and Christmas Decorations Jane: Jane reported that stuff animal donations have already begun. Stuffed animals and Christmas decorations will begin selling on or immediately following November 10. Jan Small will post a request for these items on our Facebook Page. The meeting was adjourned at 2:15. Respectfully Submitted, Terri Westmoreland, Recording Secretary Friends Board Meeting October 10, 2017 Page 4

5 October 2017 Motions: Motion Approval: Approved Minutes from September 12, 2017 Motion Approval: Approved September Treasurer s Report Motion Approval: Approved Conduct a Survey in the spring Motion Approval: Approved Purchase of laser-jet printer and one cartridge Motion Approval: Approved $48,000 Friends contribution to the library for the 2018 year. Reminders: October 12, 2017 October 19, 2017 November 14, 2017 FOML Workshop Volunteer Appreciation Dinner Next Board Meeting Friends Board Meeting October 10, 2017 Page 5