Friends of the Manchester Library

Meeting Minutes for June 29, 2006

Attending: N. Brady, E. Cisney, J. Brummond, C. Campbell, D. D’Haem, J. Guariz, M. Guariz, B. Lounsbery, Peggy Nolan, Ray Pardo, Ron Rada, John Winslow, Joan Winslow

 

The regular meeting was preceded by a meeting with KRL Deputy Directors Robin Cameron, Fernando Conill, Susan Whitford, and Acting Director Carol Schuyler.

                The library’s Vision 2010 strategic plan was discussed, and Ms. Schuyler indicated it had become their guiding document for decision-making and planning purposes; reports to the board include tying actions to goals and objectives in the plan. KRL is assessing predicted population growth and where it is happening; the south end is growing faster. Six of the nine libraries are looking at expansion.  Since there are specialists in creating special tax districts for capital projects, we should gather all six groups into a training session, so we can all learn how to proceed. It was suggested that we plan for a building much larger than the near term need, and then plan how to grow into the spaces as the demand for services grows over time. To define the user community area, we need to find out who the user base is and where they live.

                The need for publicity was discussed, to keep the Manchester library in the public view, both to encourage use of the service and to remind people of the constant need for funds to keep the building open. Informing KRL PR staff well in advance will let them program our events into the publicity. It was suggested we think about writing a regular column for the newspaper; Audrey Newill might be available to come meet with us about PR methods.

                The KRL Foundation serves the entire KRL system (as opposed to the FOL groups which are branch specific). The FOL groups have contributed to programs like Summer Reading, and the bookmobile fund drive. The Foundation has two fundraisers: a spring mailing and a fall Gala. The Foundation has been more active in recent years, and more successful; KRL has dedicated staff and manager time to working with the Foundation. They are starting a ‘Leave a Legacy’ program.

                When asked about FOML’s strengths and weaknesses, the comment was made that FOML is a strong, ‘feisty’, organized group that has succeeded in keeping a library building open for many years. We need to improve our working relationships with KRL management, other FOLs, and the Foundation, since it’s in our mutual interest to do so.

                The Interlibrary Loan process was discussed; it works well but costs a lot for each transaction if staff time is figured in. The grand plan is to be able to search “the world” for items, not just KRL’s database; this carries with it the probability of increased requests for the service, so the most cost efficient methods are needed.

                All agreed the meeting was useful and productive, and we thanked the KRL managers for taking the time to meet with us.

 

Action Items:

  1. Carol: contact Rich about keeping the cash box emptied frequently
  2. Julie: finish and print a newsletter
  3. Joe: repair the bubble in the carpet  (materials have been acquired)
  4. Gigi: procure “event sponsored by” banners once the logo is developed. Has developed the sign format, authorized funds to procure two sizes.
  5. Carol and Gigi: procure willow or bamboo fencing to disguise the air conditioner;
  6. Ron: continue development of trifold brochure for donation packages, to advertise the need for funds
  7. Eric/Terry Bow: Terry has some pieces of metal; two sections of the barbecue shrouding need replacing; he will bring them & see if they work
  8. Ray: acquire a “special friend” plaque, as per sketch and amendment to wording; funds authorized
  9. Joe: contact woodworker about constructing a donor recognition board with slots for changeable names, funds authorized
  10. John: schedule a strategic planning session, probably in October
  11. Carol and Joe: acquire a replacement plexiglas box for the Penny Jar at the restaurant; funds authorized
  12. Carol: contact Rich about the $35 bad check from the plant sale: was it paid?
  13. John: have Jeff Donaldson contact Lauri about the penny jar theft; publicity
  14. Joe: Research a metal storage unit
  15. All: continue to look for a handyman-on-call

 

The meeting was called to order by President Winslow at 7:15 pm.  Minutes of the previous meeting were accepted as written.

 

Correspondence: FOL newsletters from East Bremerton and Poulsbo

 

Treasurer’s report: Salmon bake results and financial report attached. It was agreed that meals and cookie profits should be allocated to the new building fund, as voted earlier in the year.

 

Branch Manager’s report: Will be attached to the final minutes. A thank you from the photographer artist who displayed her work in the meeting room was passed around.

 

Penny Jar report: the penny jar was destroyed by vandals and the cash stolen. Carol and Joe to acquire a new, smaller plexiglass box that the restaurant can bolt down. Carol was asked to talk to Rich about making sure the book store cash box is cleaned out frequently, to remove temptation. Joe volunteered to help with keeping the cash box cleaned out, in the interest of security.

 

Bookstore report: Sales and donations running strong.

 

Newsletter report: The newsletter should be finished shortly.

 

Facilities Manager Report: The office carpet has been cleaned and deodorized, following a leak of unknown origin. Unless an odor or mold develops, this is finished. The west slope was cut back by Hank Tingley, and looks good.

 

Old Business: Closed action items from the 5/24 meeting (items not finished are under current action items):

  1. Norma: contact Sunday meeting groups about paying rent. (all are current)
  2. Rich: contact Hopkins about rental cost for his open house (paid)
  3. Carol/Phil: contact people about getting the west slope cut back (done)
  4. Rich, Gigi, Carol: weed the bookstore (done)
  5. Dee: schedule time with KRL management to meet  with a couple of FOML members about public relations and about KRL’s position on the building project (meeting held)
  6. Gigi to check at the Habitat for Humanity surplus store for 9’ of cabinetry for the meeting room; funds  authorized (cabinets installed for $165)
  7. Carol: produce an information poster for the public about what it costs to keep the library open (done)
  8. John: lead discussion on aspects of the survey results (done)

 

Salmon Bake: The event went well, financially much more successful than past years, but took an enormous amount of work. General agreement that it was well organized, the rearrangement was successful, and there were enough volunteers in most areas.

Village Commons Status:  The group meets regularly; minutes are on the MCC web site. The Port is not willing to participate unless the Commons group proves by survey that citizens are willing to pay them to acquire the land. John presented a request for funds to pay the survey costs, but after much discussion that request was tabled. The group thought the survey would be better received if it came from FOML, rather than from a “commons” group, since their name is too easily confused with the condo projects (which remain controversial). And if we are to pay for the survey, we need to have review/approval rights on the survey questions; also we must be sure we are finding out what the Port wants to know.

Donation solicitation packages: Ron has developed a program for different levels of donations (the group endorsed the program), and we agreed to authorize a nice looking display board to recognize each year’s donors at their level of giving, including in-kind.

FOML report card: John presented the score card from the survey on ‘how we’re doing’ (copy attached); some of the low-scoring items already have initiatives underway, such as donations solicitation, and interaction with other groups. The report card will be used to help us focus our efforts.

New Business: 

The old vacuum cleaner will be donated to St. Vincent de Paul.

The shelf unit was given away.

We should consider procuring a storage building to set along the south side of the building. A resin building would be inexpensive but might not last. Joe suggested a metal storage “box” 10 x 30, and will research it.

The KRL July board meeting will be in Manchester; we are invited and encouraged to attend. July 20th.

 

Next meeting: The next regular meeting will be held on Wednesday July 26 at 7:00PM in the Library meeting room.

 

The meeting was adjourned at 8:45PM.

Respectfully submitted,

Carol Campbell, Secretary