Minutes of Manchester FOL special Strategic Planning session 10/22/05

Attending: J. Brummond, C. Campbell, Joan Winslow, John Winslow, J. Rada, R. Rada, G. Weixler, R. Weixler, J. Richards, D. D’Haem

Action Items:

1) John to present draft changes to our Bylaws including all changes evolving from today’s discussions.

2) Ron and Joyce to review current FOML recruiting pamphlet for potential revisions. (Gigi to provide a copy to them).

3) Julie to discuss FOML with local businesses.

4) John to draft a new building proposal for review at the 10/26 FOML meeting.

5) Dee to contact Laurie? who is a potential grant writer to help with building funding.

6) Carol agreed to approach Joe Guariz on the role of Building Manager.

7) Julie to contact Helen Yahn on her intent to continue as a Director.

8) FOML action required to fill the vacant Director position(s).

The meeting was called to order by Julie Brummond at 10:00 AM. Julie briefly stated the purpose of our Strategic Planning session and suggested a fun “ice-breaker” with introduction by each participant giving their full names and some interesting tidbit from their past. (I promised I wouldn’t document these, but each person had something pretty interesting/meaningful to say!) Carol then introduced her plan for facilitating our planning session. As secretary, my strategy in documenting the discussion is to include the key points of the discussion in the larger typeface and then include my interpretation of specifics for each area in smaller italics typeface.

Our first step was to clarify our Mission statement contained in our Bylaws.

I) Mission:

A) Bylaws

B) Necessary facility improvements/growth

C) Expand to general fund raising

D) Sponsor fund-raising

E) Concern about “free” (available) to community

Our Bylaws are on file with the State, so we need to very seriously consider what changes are necessary. It was likely that we would need to change Article II on the purpose of our organization.

Next we discussed who our “stakeholders” are in order to insure we don’t overlook key players in our responsibilities. “Stakeholders” were defined as those interested persons or entities interested in the success of the Friends of the Manchester Library (FOML).

II) Who are our stakeholders?

A) Library patrons

B) KRL

C) Manchester community groups (MCA, MCC, LLGC, other meeting room users)

D) Bookstore patrons

E) Port (Commissioners-vs.-taxpayers in Port district?)

F) KRL staff working at Library

G) Friends of the Manchester Library

H) Manchester businesses

I) SK patrons from outside of immediate Manchester area

J) County government

K) Local schools

It’s critical that we engage all of the above groups in the activities of the FOML and involve them with the decision process on many of our major activities. We need to serve their needs and they can help us meet our needs as well.

III) What currently works well at the Manchester Library?

A) Building is open

B) Programs are well supported

C) Building looks good

D) We are the core of the community

E) Friends group functions well together

F) Fundraising works in most cases

1) Book store +

2) Special book sales +

3) Plant sale +

4) Salmon Bake +/-

5) Raffles –

6) Bequests (Could work better with proper publicity)

7) Soliciting donations –

G) Salmon Bake is a community building event

IV) What is needed to address some of our challenges/problems?

A) Policy on politicking (like politicians helping at salmon bake)

B) Work on soliciting

a. Bequests (specifying FOML)

b. Donations made for specific uses (from bequests or otherwise)

C) Consider impact of charging a fee for FOML membership vs. special benefits

a. Provide special benefits for paid members - early access to book sales?

b. Levels of membership

c. Sponsorships

d. Ability to include in tax write off of contributions (501c3)

D) Publicize “how the building stays open” (constant need for fundraising)

E) Recruitment of new active volunteers

a. What tasks can they do right away

b. Look for seniors with time to volunteer (retirement homes)

c. What special benefits can we provide

i. Early access to book sales

ii. Annual reception

iii. Special discounts at local businesses - coupons

iv. Personal invitations

d. “Snare” new residents to introduce them to the community

i. Welcome packets

ii. Partner with businesses with discount coupons

e. Develop quarterly functions to invite people to

f. Friends of Friends may bring friends!

g. Market FOML more broadly

F) Need an E-Bay person to sell special high value books

G) Find another fundraiser or event to add to Salmon Bake

H) Establish a more permanent regular donation box in main section of Library

I) Size of existing building is inadequate to support future needs

a. Staff space

b. Bookstore space

c. Meeting room

d. Primary library patron area for Library services

J) Need new fundraisers to support expanding services

a. Charity auction

b. Quarterly event

i. Dessert in garden

ii. Paid antique appraisals

iii. Speakers for paid events

iv. Classes

v. Authors

vi. Schedule events on regular basis so people know to expect them

K) Improve publicity

a. Reader board (need to understand Kitsap regulations on reader boards)

b. Rent out reader board as a source of income

c. Get participant’s email addresses to publicize FOML events

d. Radio station (is there any specific station that’s best?)

e. Public access TV

f. Web-sites

g. Need an individual Publicity chair (possibly the Gigi meister!)

With some input from relatively new FOML’s, we came to the understanding that we have not been effective in making new members feel welcome or that they felt they had an immediate purpose. Several said they didn’t feel needed until they had been FOML’s for over a year! We identified the development and encouragement of new members to be a top priority. Joyce and Ron volunteered to head-up the effort as co-chairs of a membership committee.

V) Near term goals to expand our successes:

A) Establish a relationship with local businesses

B) Stay politically non-partisan

C) Keep building

a. Open

b. Inviting/attractive

c. Comfortable for staff and patrons

D) Plan for expansion

E) Support Library programs

F) Provide meeting space for (in order of priority)

a. Library programs

b. Community meetings

G) Maintain this special corner of the community

a. It’s an attractive space

b. Demonstrates our pride in the community

c. Be a good neighbor to surrounding area

H) Being a Friend of the Manchester Library should be:

a. Fun!

b. Fulfilling

c. A good thing to do

Julie agreed to engage some of the local businesses and establish a relationship with them for our mutual benefit.

VI) Considerations for a new/expanded building:

A) Need money/partnerships

a. County

b. Port

c. KRL

d. Water District

e. MCC

f. KRL Foundation (early seed money to get planning underway?)

g. Grant applications

h. Seek foundations

i. Sheriff way-station (Bud Larsen)

j. High-Technology grants (Microsoft)

B) Engage “partnership groups” early with a letter and meeting

a. Potential location for Water District office

b. Meeting room rental to expanded types of gatherings

c. “Socialize” the idea of an expanded Library building

C) Who uses the Library (addresses/Zip codes what is our geographic boundary)

D) How many people use our Library?

Ron volunteered John to draft a concept proposal for a new Library building for presentation at the 10/26 Friends meeting. This could lead to a meeting with the “stakeholders” in early December. It was suggested that Nobe Kowasaki would be a good resource on the building effort since he was instrumental in getting our original building funded and built. It was also suggested that David Hopkins (Developer of the Main St. property) could be a good source for helping with conceptual design. Also, an architect from Bainbridge, Miles Yanick (www.milesyanick.com) was suggested for developing a Nantucket style concept. We agreed that we should “aim high” in our goals for a new building. Lastly the Weixlers commented about a Library they had seen in Anchorage that was built on the waterfront with underground parking that was quite handsome. We discussed an expected duration of the building’s ability to meet the needs of the community and it was felt that this Library should be expected to meet our needs for 25-50 years. Then we discussed how soon we should try to get the building up and running. We felt that we need to keep the heat on the project in order to actually make something happen, and it should be targeted for somewhere in the range of 3-5 years from now!

Individuals who may be helpful in writing grants are Janis Lounsbery, Carol Kowalski, and a Laurie, who Dee will contact and inquire as to her interest.

To maintain progress, we tentatively agreed to hold a meeting with all stakeholders during the first week of December with a tentative plan to fulfill our goal of “socializing” the idea of a new Library.

VII) Unofficial positions needed in FOML organization:

A) Building manager (Winslow has an exhaustive list of potential duties!)

B) Booksales manager (Gigi, Carol)

C) Plant sale manager (Norma)

D) Publicity (Gigi?/ Norma?

E) Fund raising coordinator (Julie?)

F) Salmon Bake manager (Joyce/Gigi as co-managers)

G) Membership (Ron/Joyce)

H) E-Bay book sales coordinator

(In our FOML pamphlet we need to include volunteer duties that new members can help with immediately so they can be quickly integrated into the group)

We discussed the importance of an assigned building manager. Carol agreed to speak with Joe Guariz on this topic. This was agreed to be the #2 priority out of this meeting. Along the way, Joyce and Gigi agreed to co-chair (as general managers) the Salmon Bake; many other sub-chairs will be required. The first planning meeting for the Salmon Bake is scheduled for January.

Next we discussed the issue raised by John on our lack of a Bylaw section addressing the replacement of any officers who resign. John will include this in his draft Bylaw revisions. Julie mentioned that she would clarify with Helen Yahn whether she intended to continue in her role as a Director. Bob Parks has officially resigned from his role as a Director.

Julie expressed interest in becoming the Fund Raising chair and Joan offered to help with ideas.

The meeting was adjourned at 1:15PM. Special thanks to Carol Campbell for facilitating the meeting, Gigi Weixler and Joan Winslow for providing a scrumptious lunch, and all the participants for their super ideas and careful analysis!

Respectfully submitted,

John Winslow

Secretary