Friends Of Three Creeks Library
 
 

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 Minutes

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

January 28, 2010

Avril Massey presided.  Dennis Johnson, Karen Johnson, Elaine Gilbert, Mike Jansen and Leslie Chartrand were present. Minutes of the December meeting were read and accepted.

Treasurer’s Report:

  1. There was a $300 donation from the Vancouver Bicycle Club.
  2. Bank account balance was $16,695.72.  This does not include approximately $4400 income from the book sale.

Three Creeks Branch Report (Mike Jansen): 

  1. Last year total circulation was 426,017 items, including renewals and 67,000+ holds.  More books were checked in than checked out – an overage of 13,000+ for the branch to handle.  The 5-day schedule started in 2009, so the branch was open 500 hours less in 2009.  Although funding was decreased, demand was greater.  They checked out an average of 180 books/hour, compared to 150/hr previously.  There were 32 fewer programs, but 1000 more attendees.  The branch had about 1200 patrons per day.  (The traffic already seems busier in 2010.)
  2. Next Thursday, Feb. 4 at 7-8 pm – Dr. Steven Fountain (local professor) will speak about his book, on “Horses and History in Native North America."
  3. The Levy Lid Lift will be discussed at the Board meeting for the August 2010 election.  This might allow the library to go back to a 6-day schedule and to buy books.

FVRL Foundation Report (Dennis Johnson) : 

  1. Gwen has set up a special credit card for selling high value donated books on Amazon.  The American Book Exchange (on-line) gives the approximate value of books.
  2. There are Friends’ Rooms that sell books at Battle Ground and Cascade branches.  They make about $150/day.
  3. On Monday, Feb. 28, at 6 pm, the Trustees will have their meeting at Three Creeks branch.  One topic is the Facilities Plan for the next 20 years (Three Creeks is on page 59 in the report).  Another is the 139th St. interchange; the street will be four lanes.  Construction might begin this year or next, probably starting at 29th Ave.
  4. The campaign for the Levy Lid Lift will probably ask the FVRL Foundation for funding for public education.
  5. Friends Fair – topic or theme is still to be decided.  The Fair is usually in April.  Discussion of possible topics included a suggestion to look at ways that Friends’ funding can help libraries.  Perhaps a panel discussion titled “Okay, You’ve Raised the Money – Now What?”
  6. The Authors & Illustrators Dinner had a net profit of about $94,000.
  7. Safety issue – the crosswalk and handicapped spaces in front of Three Creeks need re-striping.  Mike will forward the request, and Avril will make inquiries at Fred Meyer.

Committee Reports

Book Sale Update:

  1. The Holiday Sale made $3100, and the January sale made $4400.  Our group makes about $18-20,000/year at the book sales (est. 300 man-hours per sale).  This works out to about $22/hr.
  2. The next sale is in April.  The bookmarks listing 2010 book sale dates have come in.

Hospitality:  

  1. The Board has a budget for dinners at their meetings.  Estimated attendance is 15-20 people.  FO3CL can provide dessert.

Membership:

  1. No report.

Business:

  1. Donations of books went to Share House and Innovative Services.  Holly picked up books for Juvenile Hall.  Also, a box of books went to the Browsers in the library.

  2. The state is looking at a possible licensing agreement for e-books.  Seattle Public Library has this option.

 

Next Meeting Dates/Times:  Thursday, February 24, 2010, 7:00 p.m. 

Next Book Sale:  Saturday, April 17, 2010

 

Minutes below this line are archival.

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

December 3, 2009

Tanya Cecka presided. Avril Massey, Dennis Johnson, Karen Johnson, Carolyn Clawson, Mary Stender, Mike Jansen and Leslie Chartrand were present. Minutes of the October meeting were read and accepted.

Treasurer’s Report (Mary Stender):

  1. Review of last month’s expenses and income.  The School Age Children’s Programs amount includes the movie license renewal.
  2. Bank account balance was $13,361.68.  No mutual fund statement this month.

Three Creeks Branch Report (Mike Jansen): 

  1. Author Visit, first Thursday in February – Dr. Steven Fountain (local professor) is writing a book on horses in the American West.
  2. Floating collection – a lot of books and other materials are coming in.  Mike is weeding the collection.  Weeded books are sold at auction (open to the public).
  3. Mike has visited the new Cascade Branch.  He described the library and projected circulation.
  4. There will be a new member on the District Board.
  5. Policy changes – the length of time to renew overdue books on-line has been extended.  Guidelines for inter-library loan (outside the FVRL system) are being revised.  Patrons who owe money for lost books ($25 or more) are blocked from checking out more items.
  6. New staff member – Delores Mutchler has returned.

FVRL Foundation Report (Dennis Johnson) : 

  1. Authors/Illustrators Dinner – the figures are not yet available.  There were over 900 attendees.  All of the table centerpieces were sold, but a few additional centerpieces and books are available.
  2. A memorandum of understanding between the District and the Foundation (as separate legal entity) has been nearly finalized.  It covers pay for Foundation staff.  A few details, such as vehicle use, are still being worked out.
  3. There will be a tour of the Cascade Branch on Monday (12/7) at 6 pm, at the District Board of Trustees meeting.

Committee Reports

Book Sale Update:

  1. Book sale on December 5 (the holiday sale).  Sorters and sale staff are lined up.  Wassail will be served.
  2. The next sale is in January.  The bookmarks listing 2010 book sale dates have come in.
  3. Mary gave a box of nice, hardback books to the Child Development Center at WSU Vancouver.
  4. Gwen brought in the old books that she screened.  There are a few collector items.  Discussion of whether to sell them at Powell’s or at the sale.

Hospitality:  

  1. Elaine will provide wassail for this Saturday and next.

  2. Next Saturday is Winter Festival, with choirs and other activities.  Elaine would like help with the wassail and cookies.

Membership:

  1. No report.

Business:

  1. The 139th Street improvement (4-year project) starts in 2010.  Dennis went to the public meeting last night and brought up noise concerns.  The projected construction noise level is 65 decibels (66 decibels requires noise mitigation).  The parking lot entrances/exits will change.

 

Next Meeting Dates/Times:  Thursday, January 28, 2010, 7:00 p.m. 

Next Book Sale:  Saturday, December 5, 2009 (Holiday Book Sale)
 

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

September 24, 2009

Tanya Cecka presided. Avril Massey, Dennis Johnson, Karen Johnson, Elaine Gilbert, Marj Casswell, Carolyn Clawson, Mary Stender, Mike Jansen and Leslie Chartrand were present. Minutes of the July meeting were read; there was one correction. The minutes were accepted as amended.

Treasurer’s Report (Mary Stender):

  1. Budget discussion – reviewed projected expenses and income. Move by Marj to accept the budget; seconded; passed (with one No vote from Dennis).
  2. Summary of bank account balances over the summer: July - $18,735.98; August - $13,146.87 (after issuing a $5000 check to the library for book purchases); September - $12,730.58. The balance in the mutual fund (as of June 30) was $4134.29.

Three Creeks Branch Report (Mike Jansen): 

  1. Mike has ordered some new magazine subscriptions for the library.
  2. He has also ordered some additional shelves to help accommodate the floating collection.
  3. Storytimes started again this month.
  4. All staff positions are currently filled.
  5. Fines and fees – the Board will probably agree on a $4 fee to ship books; this service will still be free to disabled patrons and those who live more than 10 miles from the library. An automated billing system is coming in 2010. Fines are still under discussion; a questionnaire was sent out to staff and the public. Change is pending for the policy on fees for lost books.

FVRL Foundation Report (Dennis Johnson) : 

  1. Authors/Illustrators Dinner on November 17 – the speaker will be John Lithgow. An outside group is paying his speaker fee and doing the publicity. The M.C. will be Bruce Murdock. There will be a silent auction. Forty percent of the tables have been sold. Dennis passed around the menu; there is a new chef at the Hilton.
  2. Dennis brought figures from the Foundation board meeting for FO3CL’s total accounts, including bank accounts and money allocated to the Foundation and District. Mike will request the District to start sending us statements to show their spending of allocated funds (quarterly?). Dennis will research differences between their figures and ours, or invite a Foundation representative to clarify their figures.
  3. Jack Burkman, Chair of the FVRL Board of Trustees, will not run for re-election in January.
  4. The Applebee’s drive was very successful. Over 700 books were collected by the end of the drive.

Committee Reports

Book Sale Update:

  1. The book sale dates for 2010 are: January 23, April 17, July 17, October 9 and December 11 (the holiday sale). Hours for the holiday sale will be 10 am to 3 pm. The first sale in 2011 will be January 15. Dennis will send the dates to the Foundation to inform the other branches.
  2. There are over 300 boxes of books for the next sale.
  3. Time to set up volunteers for the children’s book sales at the Summer Reading programs. The programs run for six weeks starting June 23, on Tuesdays and Thursdays 11 a.m. to noon. Attendees are usually grades K – 6. The book sale table is set up on Thursdays from 11:30 to 12:30. Books are 50¢ each.
  4. Discussion of having more sales or a book store (like Battle Ground’s?).

Hospitality:  

  1. Nothing currently scheduled.  Need to plan the purchase of cookies for the holiday book sale.

Membership:

  1. Carolyn distributed the list to Marj, Dennis and Tanya.

Business:

  1. No new business.

 

Next Meeting Dates/Times:  Thursday, October 29 , 2009, 7:00 p.m. 

Next Book Sale:  Saturday, December 5, 2009 (Holiday Book Sale)

                                 Saturday, January 23, 2010

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

July 23, 2009

Tanya Cecka presided. Marj Casswell, Phyllis Burger, Avril Massey, Carolyn Clawson, Karen Johnson, Dennis Johnson, Mike Jansen were present.

Minutes of the June meeting were read and accepted.

Treasurer’s Report (Mary Stender):  not available

Three Creeks Branch Report (Mike Jansen): 

  1. New magazine shelving has arrived, will be installed this week. Can now hold more back issues of magazines.
  2. 3400 items were checked out in one day-highest number of all the libraries.
  3. Library Board has asked District to look at charging fines and fees for mailing books. Would require purchase of cash registers and some other costs. Nine libraries in the state already charge fines. Libraries of similar size in other areas are receiving up to $200,000/year from fines.

FVRL Foundation Report (Dennis Johnson) : 

  1. A & I dinner-Nov. 17th-Dennis has pre-purchased 2 tables, near the front and has 13 people signed up already. No speaker set up as of yet.
  2. Ground breaking for new main library is 8/14 1:00-2:30. Located at Evergreen and “C” St. Cascade park branch is set to open in December.
  3. Investment account statements have not been received by the branches due to new software. Should be worked out soon and sent out.
  4. Applebees’ promotion has gone well and Dennis has picked up 500 books, most in good shape.

Committee Reports

Book Sale Update:

  1. July sale made $3,920. One complaint early on about the unruly patrons, otherwise went pretty well. Had interest from new people to volunteer/sort.

Hospitality:  

  1. Nothing currently scheduled.

Membership:

  1. Current members to date – 87.

Business:

  1. Dennis has asked that someone check for trash outside the front door, often looks bad. Mike said they could check each morning.

  2. Next meeting we will pick dates for next year’s (2010) book sales and then order new bookmarks.

 

Next Meeting Dates/Times:  Thursday, Sept. 24 , 2009, 7:00 p.m. 

Next Book Sale:  Saturday, Oct. 17, 2009

Written and submitted by Tanya R Cecka

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

June 25, 2009

Tanya Cecka presided. Dennis Johnson, Karen Johnson, Mike Jansen, Mary Stender, Carolyn Clawson, Elaine Gilbert and Avril Massey were present. Minutes of the May meeting were read and accepted.

Three Creeks Branch Report (Mike Jansen): 

  1. Summer reading program started this week-both Tues. and Thurs. programs were very well attended. There were approximately 200 kids/100 adults at today’s Reptile program.
    *     Dennis and Elaine noted 2.5 boxes of books were sold. Approximately $100 was made, selling well were chapter books. More boxes of books will need to be gleaned from the July 11 book sale if we are to sell books during the next 5 Thursday programs.
  2. Self checkout numbers have increased to 60%.
  3. “Floating” books (books kept at the library they are returned to, unless there are holds on them) has added lots of new titles to the shelves, giving more variety for those who like to browse.
  4. The YAAB admission bracelets were purchased, thank you from the librarian(s) working with the youth group.
  5. There are only 15 tables available for the book sale, not the usual 18. The library may have 2 display tables the Friends can use.
  6. There has been a request from a patron to both Mike and a letter to Dennis for the purchase of more video entertainment for the library collection. Library guideline is to mainly purchase movies made from books. Additional video purchases will taken under consideration in this years’ library resources budget. Patron has offered to match amount spent by FO3CL.

FVRL Foundation Report (Dennis Johnson) : 

  1. A&I dinner will be Nov. 17th, at the Hilton, tickets will be $60. Dennis will pre-purchase a “good” table (for 10). No speaker has yet been confirmed, Ursula LeGuin was suggested for him to take to the committee.
  2. Applebee’s will be running a promotion for FVRL in July—for 3 donated books, diners will receive $3.00 off an entrée. Rick Smithrud has suggested FO3CL pick up the books from the 2 Applebee’s located near Three Creeks. Suggestion was made that other Friends groups may have more need for them, such as Ridgefield, they should be contacted.

Committee Reports

Book Sale Update:

  1. Next book sale is July 11, 2009, Dennis has had a good response to the request for sorters on July 10th.
  2. Discussion of some book bin pickup guidelines: Allow sufficient time to load before the library closes, so as not to impose on the librarians. Be sure to pack the books flat to the top of the box, with extras below the level of the box, to avoid crushed boxes and books. Try to have a larger, full box on the bottom of each column of books in the storage unit.
  3. Karen will be redoing the book bin pick up schedule to include Elaine- that shift was eliminated with the closure of the library on Mondays.

Hospitality:  

  1. Nothing currently scheduled.

Membership:

  1. Current members to date-143, 32 after 7/01/09.

Treasurer’s Report (Mary Stender):  Balance- checking and savings = $15,371.26.

  1. FO3CL has not received a mutual fund report from the Foundation since 9/08, Dennis to look into it. He’ll bring in the monthly one for all the Friends groups.

  2. Current budget was discussed and vote was to continue with same budget, without changes, for the next fiscal year.

Business:

  1. Mary to order new book bags to be sold at book sales and in the library.

  2. Passed unanimously-slate of new Officers/Chair people for 2009/2010:

    President-Tanya R. Cecka
    Vice-President-Avril Massey
    Treasurer-Mary Stender
    Secretary-Leslie Chartrand

    Committee Chairpeople:
    Booksale-Dennis & Karen Johnson
    Publicity-Marj Casswell
    Membership-Carolyn Clawson
    Hospitality-Elaine Gilbert

 

Next Meeting Dates/Times:  Thursday, July 23, 2009, 7:00 p.m. 

Next Book Sale:  Saturday, July 11, 2009

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

March 26, 2009

Tanya Cecka presided. Karen Johnson, Dennis Johnson, Elaine Gilbert, Avril Massey, Mary Stender, Gwen Scott-Miller and Leslie Chartrand were present. Minutes of the February meeting were read and accepted.

Three Creeks Branch Report (Gwen Scott-Miller): 

  1. An OPEN sign has been ordered.
  2. The library would like to order magazine shelving (14 shelves).  Gwen is looking into a possible discount.  The group voted to approve funding for the shelves.
  3. Circulation is up 4%, even with Mondays closed.  Mailing Holds has stopped; patrons have been understanding about cutting that expense.  The whole back wall is now devoted to Holds.  Gwen described the new process for “floating collection,” which saves on inter-branch shipping and handling of circulation materials.  It will eventually extend to the whole District collection.
  4. Gwen announced that she is retiring on April 18.  Her job will be posted soon.
  5. Avril announced that the North Salmon Creek Neighborhood Association recognized Gwen and presented her with a certificate.

FVRL Foundation Report (Dennis Johnson) : 

  1. The 10-year bonds for library funding that were sold in 1998-99 have been paid off!
  2. The library staff who went to Library Legislative Day were well received.
  3. The bookmark contest is over.  One of the winners was from Three Creeks Library.
  4. Last year (in March/April) we gave $5000 to the Foundation for Three Creeks for books.  All but $64 was spent, and the books (with donation nameplates) are now in Three Creeks’ collection.  Another $5000 was given in December.  Purchasing is still working on book orders to use that money.  So far they have purchased a set of Russian children’s books.  Discussion of recommendation for amount – the book collection budget was not reduced, so $5000 is good.
  5. The Foundation has decided to fun Baby Book Bag and other programs this year, the same as last year.  They anticipate there will be less spending, due to staff cuts (10% staff reduction districtwide).

Committee Reports

Book Sale Update:

  1. There are about 150 boxes of books in the storage.  There may be as much as 200 boxes by the sale date (4/25).  The sale may be a little smaller than usual.
  2. Tanya got a lot of magazines in the donations.  Discussion of whether/how to offer them in the sales.
  3. There have been lots of requests for children’s books.  Discussion of how to handle all this demand.  It will partly depend on donations received.
  4. The sale will be April 25.  Sorting will begin on April 23.  Gwen has ordered tables.

Hospitality:  

  1. No announcements.

Membership:

  1. Membership is now up to 122 members.

Business:

  1. Everyone is very pleased with the new book bin.  Leslie will write a thank-you letter to Red.

  2. Tanya will verify the account holder information on the FO3CL bank account.

  3. Discussion of possible future budget allocation/direction for next year.  Barbara will be able to provide information.

  4. The bookbags are green, waterproof fabric.  They will sell for about $5.

Treasurer’s Report (Mary Stender):  There is currently $15,239.27 in the bank account.  The mutual fund savings is at $4580.17 (statement is sent quarterly). Mary reviewed the few expenses for the past month.

Next Meeting Dates/Times:  Thursday, April 23, 2009, 7:00 p.m. 

Next Book Sale:  Saturday, April 25, 2009

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

February 26, 2009

Tanya Cecka presided. Karen Johnson, Barbara Jorgenson, Mary Stender, Jean Santee, Elaine Gilbert and Leslie Chartrand were present. Minutes of the January meeting were read and approved.

Treasurer’s Report (Mary Stender):  The report includes both January and February bank statements.  January book sales income shows on the February statement since the sale was near the end of the month.  The current bank account balance is $16,104.85 and the mutual fund savings is at $4580.17.

Three Creeks Branch Report (Barbara Jorgenson): 

  1. Gwen is on family leave.
  2. This was the first month with the staff cuts.  Circulation is up; Tuesday was very busy.
  3. The library is considering buying an OPEN sign that lights up.  They will check that there is no problem with Facilities.
  4. There have been lots of programs, with good attendance:
    January – Raptors for the kids (Super Saturday)
    February – Valentine’s Day program was lots of fun for all; 75 attended and made cards.
    “Aladdin” movie – 40 attended.
    Teen dance – 35 attended.
  5. Coming events:
    Peter Pan program will be on March 7.
    The Columbia Sewing Group approached the library to have an Earth Day event on April 12.  They will bring in machines and make cloth bags.  They will also give sewing lessons.  Attendees may also bring their own sewing machines.
    Author visit – Chris Crutcher, Young Adult author, will speak on April 30.  The library will use the Powell’s script to get books for teens.
  6. The Monday pre-school program was cut due to the change in the library hours.  The parents miss it.
  7. Suggestion from last branch library meeting – set up a fund to hire substitutes (maybe $1500).  Funding was cut from $40,000 to $18,000.  Or perhaps the Friends could take over more programming expense.

FVRL Foundation Report (Karen Johnson) : 

  1. Marj Caswell won the diamond prize in the raffle.  The Foundation sold 1700 tickets.
  2. Library Legislative Day will be on March 13 in Olympia.  The library may be able to send some staff members.

Committee Reports

Book Sale Update:

  1. The next book sale is on April 25.
  2. A teacher librarian wrote a letter asking for book donations for Washington Elementary School’s library (leftovers from the book sale).  We will check the inventory to make sure we have sufficient books for the summer book sale, and contact them about picking up books after the April sale.

Hospitality:  

  1. No announcements.

Membership:

  1. Membership is now up to 119 members.

Business:

  1. Tanya took two boxes of books to the adult care center (Innovative Services NW).

  2. The book bin will cost $540 due to higher lumber costs.  One side is drop-down with magnetic catches.  Red also added a bumper to prevent wall damage.  The bin will be ready on Wednesday.  The sign is still in development; a temporary sign will be affixed.  The board will look at sign  holders at Office Depot.

  3. Mary passed around ordering information for book bags to print and sell at book sales for FO3CL.  She will order 144.

 

Next Meeting Dates/Times:  Thursday, March 26, 2009, 7:00 p.m. 

Next Book Sale:  Saturday, April 25, 2009

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

January 22, 2009

Tanya Cecka presided. Dennis Johnson, Karen Johnson, Gwen Scott-Miller, Mary Stender, Lee Morgan, Elaine Gilbert, Red Gilbert, Avril Massey and Leslie Chartrand were present. Minutes of the December meeting were read and approved.

Treasurer’s Report (Mary Stender):  The account balance for December was $12,859.65, which includes approximately $3400 income from the Holiday Book Sale.  Expenses included $1100 for program expenses and $5000 given to the library for books.  Gwen and Mary reviewed the process that was approved last meeting.

The Vancouver Bicycle Club donated $300 to FO3CL.  Dennis wrote them a thank-you letter.

Business:

  1. Red Gilbert presented his plans for the book bin.  (Estimated cost is $450, using ¾” maple plywood and industrial grade casters.)  The group discussed features and proposed signage.  Tanya showed a preliminary design for the sign.  Gwen offered that her staff can do graphics for the sign – estimated time 3 weeks.  Avril and Karen moved to proceed with the bin; motion passed.

Three Creeks Branch Report (Gwen Scott-Miller): 

  1. Closure change – the library will be closed Mondays instead of Saturdays, starting February 1, 2009.  Gwen described the impact on Monday activities.  The Monday night Yu-gi-oh will move to Tuesdays.
  2. We need more receipts for Friends donations.  Gwen will check the library’s files.
  3. The $5000 that was donated for books has been put in an interest-bearing account at a credit union.
  4. The December festival with wassail was a great success.
  5. The library experienced some shortened hours and closed days due to the weather over the holidays.
  6. The library has been able to do some shifting in the collection.  Due to lack of use, some reference materials were weeded and converted to circulating material.  More space was converted to holding pick-ups since the library is not mailing hold materials.
  7. Gwen reviewed the coming staffing cuts.
  8. The Board is meeting at Three Creeks on February 9.  There will not be time in the schedule for dinner due to the planned workshop.

FVRL Foundation Report (Dennis Johnson) : 

  1. Per Bruce Ziegman, circulation is up systemwide for the past year, and especially for December.  He thinks it is due, at least partly, to the policy of leasing more popular books.  Details are still to be worked out for curtailing the books-by-mail program.
  2. The Board is starting to discuss the date for the Authors and Illustrators Dinner.
  3. The Investment Committee used to meet quarterly; they are now meeting monthly.
  4. Battle Ground reached their fund-raising goal for the new branch.  Due to the current budget shortfalls, they are continuing to raise money.
  5. FVRL Foundation is one of the beneficiaries of Divine Consign (a furniture consignment shop that donates proceeds to charity).

New Ideas: 

  1. Powell’s script – use it to buy books for the YAAB or for the Tweens book discussion?  Mary will turn over the script to Gwen.

Committee Reports

Book Sale Update:

  1. Selling antique books to Powell’s has been less successful recently.
  2. Sorting for the January sale will start tomorrow at 10 a.m.
  3. Tanya read the letter from a member who suggested raising prices at the book sales in view of the budget cutbacks.

Hospitality:  

  1. No announcements.

Membership:

  1. Membership is now up to 102 members.

Next Meeting Dates/Times:  Thursday, February 26, 2009, 7:00 p.m. 

Next Book Sale:  Saturday, January 24, 2009

                                 Saturday, April 25, 2009

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

December 4, 2008

Attending: Gwen Scott-Miller, Dennis Johnson, Karen Johnson, Elaine Gilbert, Tanya Cecka, Phyllis Burger, Victoria Morgan, Lee Morgan, Kathy Laurence, and Marjorie Casswell (recorder).

Minutes of the Last Meeting: Cecka read the minutes of the last meeting.  Casswell noted time error in Saturday's book sale; ending time is 4:00 PM versus 5:00 as stated in the minutes.  MOTION: Casswell moved and K. Johnson seconded, that the minutes be approved as read with the correction.

Treasurer’s Report:  Cecka noted that Mary Stender was unable to attend the meeting, but sent copies of November's financial/budget report for review.

Scott-Miller noted the Foundation is now able to hold funds for disbursal by their library, resulting in a process that would operate much more smoothly for her and staff.  MOTION: K. Johnson moved, and Phyllis Burger seconded, Friends of Three Creeks Community Library disburse $5,000 payable to FVRL Foundation, to be delivered to Scott-Miller, who will write a cover memo indicating the Foundation establish a special fund upon which Three Creeks Library may draw for purchase of books, and related library resources.  The motion passed unanimously.  Scott-Miller will check with foundation staff regarding what kind of account will hold the funds, as an interest-bearing account is preferred

Three Creeks Branch Report: 

  1. Scott-Miller noted the library has ordered books for Russian children for about $810.
  2. She noted the $2 million FVRL budget deficit has all branches making hard choices, including layoffs and changes in hours.  Non-union staff will forego step raises.  Three Creeks will lose one full-time staff position, as well as a 60% position.  Three Creeks branch has been asked to close on Saturdays effective February 2009.  The group discussed why this is seen as the only viable option, and the closing's impact on book sales, which rely to some extent on library traffic the day of the sale.  Saturdays are one of the heaviest donation days, as well.
  3. Scott-Miller noted the branch is circulating about 40,000 items a month, and averaging 1,000 people a day.

FVRL Foundation Report : 

  1. D. Johnson noted the Foundation dinner 10 November had an attendance of 600 plus, with preliminary earnings of $78,000.  Last year over 900 attended, with a $122,000 income.
  2. He noted that Jane Hagens has been appointed was appointed to the FVRL board of trustees; Linda Thomas to the Foundation board.
  3. The Foundation is raffling a .72 carat diamond donated by Nutter Jewelers, hoping to sell 3,000 tickets at one dollar each.  The Foundation board is still working on growing its policies and procedures.  He noted the Foundation is buying CDs, spreading funds among local credit unions and small banks.  It is likely the developer of the downtown library property want to donate the land to FVRL; and acceptance decision will come after the environmental impact study.  Battle Ground branch is on schedule for a 30 May opening. Cascade Park branch will need books, and may look for donations from Three Creeks Friends.

 

Committee Reports

Book Sale Update:

  1. 6 December 2008.  Moving and sorting starts at 2:00, 5 December.  Stender reminds those who pick up books: sort out textbooks that are less than four years old and put in marked location in storage area, as we earn extra money with them.  Bobbie Klahn has agreed to take several donated books indicated to have significant value to Powell's.

Hospitality:  

  1. 13 December is the Holiday Faire.  Gilbert has everything under control.

Membership:

  1. Cecka reported we have 98 current members with the two received in the mail recently.

Business:

  1. Book bin – Gilbert noted that Red can build whatever we want.  There was discussion of the three main issues: the bin should look nice; we want to be able to wheel the bin to the curb to unload directly into our cars; and, theft prevention.  MOTION: Casswell moved and K. Johnson seconded authorization of expense for a new barrel not to exceed $600.  Red Gilbert will come back with a design.

Next Meeting Dates/Times:  Thursday, January 22, 2009, 7:00 p.m. 

Next Book Sale:  Saturday, January 24, 2009

Minutes by Marj Casswell, Acting Secretary

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

October 23, 2008

CALL TO ORDER AND WELCOME: President Tanya Cecka called the meeting to order at 7:05 PM.

ATTENDING: Gwen Scott-Miller, Phyllis Burger, Avril Massey, Tanya Cecka, Kathy Lawrence, and Marj Casswell (recorder).

VOTE: Minutes of September Meeting were read by Cecka. Casswell moved and it was seconded that the minutes be approved as read. Motion passed.

Treasurer’s Report (Mary Stender):  There was no report. A tentative figure of $3974.25 was noted as proceeds from the 18 October used book sale.
Update: The bank statement total for October was $17,820.97.   The booksale total again for 10-18 was $3974.25.

Three Creeks Branch Report (Barbara Jorgenson): 

  1. Scott-Miller reported that budget issues consume much of their attention now; we should know more about how funding stands and how much individual branches must decrease budgets after the November library board meeting. Due to the 1% restriction increase of government funding passed as an initiative a number of years ago, the only way to get new funds is in new construction—which is not happening. She and staff are reviewing branch operations looking at changes that would have the least impact on library patrons. Burger noted it appeared the children’s area could use some new equipment. The group discussed how Friends funding could help support decreased funding areas.

FVRL Foundation Report :  There was no report.

Committee Reports

Book Sale Update:

  1. As noted the 18 October sale brought in nearly $4,000, with buying traffic quite heavy. Next book sale, 6 December 2008, the Holiday Sale, open from 10:00 AM to 5:00.
  2. Hooked on Phonics – Casswell recapped her Amazon research and email to the phonics company, noting the donated items may no longer have high value as they were published in 1992-93. She recommended we donate them to a school that could use them. Scott-Miller will contact the home school network.

Hospitality:  

  1. Cecka noted volunteers enjoyed the lunch provided in appreciation of their volunteer work, during book sorting the Friday before the last sale.

  2. Winter Carnival will be Saturday, 13 December. Massey, Cecka, and Casswell agreed to donate use of their crock pots for the Friends Wassail and cookie table.

Membership:

  1. Cecka reported we now have 96 current members, with 57 checked in at the members pre-sale last Saturday. We have sold over 500 memberships since the group started.

Business:

  1. Book bin – Red has indicated he is willing to build a book bin on wheels that will include some kind of mechanism that makes it more difficult for books to be inappropriately removed from the bin. He’ll develop a proposal for the board’s consideration.

  2. Hand Trucks – VOTE-Casswell moved and it was seconded that the Friends purchase two hand trucks, one to replace the Johnsons’ which was bent in the last book move, and a second as a supplement. The motion passed. Red will research and advise the board of the costs.

Next Meeting Dates/Times:  Thursday, December 4, 2008, 7:00 p.m.  (since the normal date falls on Thanksgiving)

Next Book Sale:  Saturday, December 6, 2008

Minutes by Marj Casswell, Acting Secretary

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

September 25, 2008

Tanya Cecka presided. Dennis Johnson, Karen Johnson, Barbara Jorgenson, Mary Stender, Marj Casswell, Avril Massey and Leslie Chartrand were present. Minutes of the June meeting were read and discussed.  It was agreed to strike the mention of the anonymous complaint from the record (because it was anonymous).  The minutes were accepted as amended.

Treasurer’s Report (Mary Stender): Mary reviewed the annual budget, and the expenses and income from the summer period:

-    July – $17,595.13 balance

-       August – $17,237.55 balance (includes July book sale)

-       September – $16,909.33 balance

 

Dennis moved to accept the budget; seconded and all voted in favor.  Kudos to all who got the financials together for the Foundation audit!  Mary will research where to reorder cloth bookbags for fundraising.

Three Creeks Branch Report (Barbara Jorgenson):

  1. Mary signed the form to authorize program spending for the library for the coming year.
  2. Gwen requested the book sale schedule for the coming year.  It is:

    January 24, 2009
    April 25, 2009
    July 11, 2009
    October 17, 2009
    December 5, 2009 (Holiday book sale)
     
  3. Barbara brought a flyer for the Author visit on  Tuesday, October 7.  The Friends reimbursed the library for the author’s fee.
  4. A Parent/Child book discussion group is starting on November 12.  It will be on the second Tuesday of each month.
  5. Barbara passed around flyers for the movie schedule.
  6. October 4 will be the “Pretty Pink Princess” event.  Cupcakes will be served.
  7. November 1, 2 p.m., will be the Day of the Dead event.  The Oregon Shadow Theatre will perform “The Green Bird: A Mexican Story.”
  8. Barbara read a letter from Bruce Ziegman re the severe budget crunch to the group.  His letter reviews the decrease in tax funding, and rise in expenses (gas, shipping, etc.).  There will be a hiring slowdown.  The goal:  to reduce spending by $700,000 by end of the fiscal year.  Suggestions are under study.  The 2009 budget is not yet set.

FVRL Foundation Report (Dennis Johnson):

  1. The Authors/Illustrators dinner has been changed from October 6 to November 10 to get a better rate from the Hilton.  Postcard notifications will be sent out.  Tanya brought in some books by Lisa Jackson, this year’s speaker, for those who are interested.

  2. The Board is refining their processes for tracking how/what programs they fund.

Committee Reports

Book Sale Update:

  1. The next book sale is coming on October 18.  The Rotary trailer will be available for hauling books.  We have a large stock of books for sale.  Sorting will begin on Friday, October 17.  Please note that we can accept textbooks dated 2000 and later (nothing older).  Someone donated a complete “Hooked on Phonics” set; Marj will look into how best to sell it for fundraising.
  2. Book sale signs – we are down to only two signs (the others were stolen).  Dennis will order new signs.
  3. Red will work on the book donation bins per Elaine’s request.

Hospitality:  (Elaine will be back at the end of the month.)

  1. We will do a Volunteer Appreciation luncheon on October 17.  We will provide food and the library will provide dessert.  There may also be morning coffee.

Membership:

  1. Remind volunteer sorters that they must be paid-up members.

  2. The cumulative total of memberships sold since FO3CL began is over 500.

  3. Tanya showed a form letter that she created for membership renewal.  Leslie will post the letter on the website.

Business:

  1. Vote on the 2008-2009 budget covered above.

  2. Book bins covered above.

Next Meeting Dates/Times:  Thursday, October 23, 2008, 7:00 p.m.

Next Book Sale:  Saturday, October 18, 2008

                                 Saturday, December 6, 2008

 

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