FRIENDS OF THE WIMBERLEY VILLAGE LIBRARY

Minutes: Board of Directors Regular Meeting

10:00 a.m., Saturday, May 12, 2007

 

The meeting was called to order at 10:04 a.m. by Marty Jeffers, President of the Board.  Present were: Ruth Freeman, Linda Germain, Carol Harlow, Ella Heatherly, Gaye Lynn Hodgson, Ria Hodgson, Marty Jeffers, Dennis Lee, Kaysa Pierce, Nicole Royal, Mike Schliessmann, and Patrice Wilton.  Gary Knight was present as ex-officio member from the Board of Trustees of the Library.  Absent were: Lynda Blakistone, Christian Lamberson, Nancy Marlett, Marianne Mitchell, Steve Schubert, and Nancy Wesson.  Also, Carolyn Manning of the Library staff was unable to attend.

 

The minutes of the Board Meetings of March 10 and April 19, 2007 were distributed, read, and approved after due motion, second, and unanimous vote.  Minor changes were noted by the Secretary.

 

     The Treasurer, Ruth Freeman, made her report.  A current statement is attached.   No major issues to report.

 

     The Corresponding Secretary, Marty Jeffers, reported that she had sent out Thank You letters to the two liquor retailers who donated wine for the Annual Meeting and to the Lutheran Church for the use of their facility for the Annual Volunteer Luncheon.

 

     Nancy Marlett, Chairwoman of the Membership Committee reported that her next priority was in securing renewed memberships.  A plan was established for first sending out reminder emails, and then following up with post cards for those who did not respond.

 

     Lynda Blakistone, Chairwoman of the Book Sales Committee, submitted a written report which was read aloud.  The last book sale netted $2700+.  April book sales from Ebay totaled about $350.  Another $200 is expected in the Ebay account soon.  More books are arriving soon – a large load.

 

     Kaysa Pierce, Chairwoman of the Volunteer Committee reported that the Luncheon was very successful and came in under budget.  Thanks were given to Mike and Shirley Schliessmann for securing the facility and to all the Committee for help.  Gary Knight noted that the Board of Trustees was “blown away” by the quality of the effort.

 

     Dennis Lee, Chairman of the Publicity Committee, reported that he had sent a release to the Wimberley View about the Volunteer Luncheon but that it had not yet appeared in the View.  In fact, his experience had been that the View and other newspapers only printed 30-50% of the press releases they received.  Gary Knight noted that he is making efforts to schmooze the new editor of the View in order to receive positive press; to this end he will be visiting the editor in the upcoming week.  Dennis further noted that he had received the login information for the FOWVL website from Nicole Royal and intended first to get it up to date, then look at any additions or changes to its content.  Dennis reported that it was his intention to flood the area (San Antonio to Austin) newspapers, radio stations, and chambers of commerce with press releases for all large events such as book sales events, and to hit the View and other Wimberley-based information outlets with every shred of news the Friends could generate.  Also, he is going to try to get the Newsletter on a quarterly basis, starting in the Summer.  The intended release date of the next Newsletter is 7/15, with a due date of articles from Committee Chairs and Officers of 7/1 – minus those associated with the 4th of July parade.

 

     Ruth Freeman, Chairwoman of the Budget Committee, reported that a plan has been established to put surplus cash into a 6 month CD.  There was some discussion of this, and the Board agreed that this was a good plan.  There was also some discussion about using NOW accounts, but Gary and Ruth noted that the existing account was free because of our non-profit status, and that a NOW account would require a minimum balance.  The 4th of July Parade seems to be the next major expense.

 

     Nicole Royal, Chairwoman of the Children’s Committee, reported that the latest toddler event had 17 kids attending.  There was a presentation from Candice of Stretch And Grow, Stacy Claremont and Nicole both read stories.  Another event is planned for this summer, maybe a circus.  Youth librarians will be taking over Toddler Time in the fall.  Gary Knight noted that Toddler Time was a good example of a program begun or “seeded” by the Friends, that the Library can now take over and maintain as an ongoing thing; this, he saw, was a primary function of the Friends – to develop concepts into fruition so that the Library can then run them in perpetuity.  Nicole continued by noting that the Literary Contest had a disappointing turnout, but that awards will be given in May, and that hopes are for an expansion in participation the next time around.  We have an opportunity to have a table at the Summer Kickoff event for the Library; we can sell T-shirts, sign up volunteers, etc.  The Library would like some financial support, as well, in the form of light refreshments, cups, etc. for the event.  This will be on June 6 at 10:15 a.m.  We will need some volunteers (several Board members agreed).  A motion was made, seconded, and upon discussion, approved to provide funding for cookies and sundries for this event.

 

     Marty Jeffers noted next that a plaque for Moselle Walker had been planned for some time now, but had never materialized.  Judy Martino had been working on it, but health and other issues seem to have stalled her efforts.  Marty agreed to get with Judy and take over the project.

 

     Mike Schliessmann reported on status of the 4th of July Parade.  The theme would be “Sail Away With Books” and the float would feature a pirate motif.  Nancy Marlett and others had completed an initial design and there would be a meeting the following Tuesday (5/15) at 9:30.  Everyone interested was invited.  Plans are for a group of children to ride the float and provide throws.

 

     Marty led a discussion on a critique of the Annual Meeting and Volunteer Luncheon.  Suggestions: 1) Provide name badges at the door.  2) Provide more permanent badges for all Board members for all Friends events, identifying them as Friends officers and Board members.  3) Badges should indicate when a Friends member volunteered at the Library, e.g. “Dennis Lee, Thursday Morning”.  4) Hold the Annual Board Meeting at a different time and date than the Annual Membership Meeting.  5) Mike Schliessmann questioned why the Friends were involved in the Library volunteer program, and to what degree we should be involved, including the Luncheon.  A discussion ensued, the result being that most of the Board seemed to agree with the role of the Friends as a support organization subservient to the needs of the Library, its staff, and its Board, and that whatever role the Library wanted for the Friends in regard to volunteers, the Friends would attempt to comply.  Kaysa Pierce was directed to meet with Carolyn Manning about the specific needs of the Library for Friends support, re volunteers.  6) Mike also disagreed about the need for an elaborate Annual Meeting, but noted that this was only a personal preference.  Marty noted that the specific idea of the more elaborate Annual Meeting was to get members to attend; a meeting without food and drink might not accomplish this so well.

 

     Under New Business, Gary Knight first noted that Auditors will soon be using the Board of Trustees / Friends office.  We were all requested to respect their needs.

 

     Gary, representing the Library staff in the absence of Carolyn Manning, presented the desire of the Library to obtain a piece of software called “Book Letters” which apparently gives the user access to book reviews, literary awards, newsletter reviews, and other information, and can be linked to on the Library website.  Book Letters allows customization for individual users and a large degree of individual interaction.  The Library needs $500 for the initial license and $180 for the 1st year’s subscription.  After motion, second, and discussion, the Board voted for the Friends to supply this funding.

 

     Ria Hodgson presented a plan for a youth event called “Cranes for Peace”.  It involved the Friends providing seed funding, and receiving in return books on world peace or different cultures to be purchased from the profits of the event.  After discussion, the Friends declined to support the event directly, but several Board members indicated willingness to support it privately.

 

     Marty led a discussion regarding Committee membership.  Various individuals agreed to serve on the standing Committees of the Friends.  As this list is not fixed and some Committees have ad hoc membership, the volunteers are not listed here.

 

     Announcements: 1) The Friends will be donating $2000 it received from the Civic Club to the Library for the purchase of a color printer for Library patrons.  2) The Friends will be donating $1405 it received from the Lions Club for the purchase of a new computer for Library patrons.  3) The next Board meeting is June 9.

 

     There being no further business before the Board, the meeting was adjourned at 11:40 a.m.

 

Respectfully submitted,

Dennis Lee, Recording Secretary