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 Minutes

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

June 26, 2008

Tanya Cecka presided. Dennis Johnson, Karen Johnson, Gwen Scott-Miller and Leslie Chartrand were present. Minutes of the May meeting were read and accepted.

Treasurer’s Report (Mary Stender): The account balance for the end of June is $21,587.45.  The fiscal year ends next week.  Mary will review expenses and the budget at the next meeting.

Three Creeks Branch Report (Gwen Scott-Miller):

  1. Summer Reading is up and running.  Today was Reptile Man; over 1200 visitors came.  Bug-a-palooza brought in 625 for the two hour program.
  2. Gwen is back.
  3. The library will have family storytimes on Wednesdays.  They will now have three baby storytimes a week.
  4. Three benches arrived.  One is in the lobby.  The Large Print area doesn’t have enough space for the other two benches, so they have been moved to YAB (Young Adult Books).  Total cost for the benches was $2742.31.
  5. Gwen distributed a flyer for the book discussion groups.
  6. The Friends received an anonymous complaint from someone who did not approve of the teen program that featured henna (temporary) tatooing.
  7. Long hold times – for some high demand titles, the library can lease additional copies.  It is cheaper than buying that many extra copies for short-term demand.

FVRL Foundation Report (Dennis Johnson):

  1. In July at the Hilton, Robert Kennedy, Jr. will be the keynote speaker at the Sustainability Conference.

  2. Ground breaking for the Cascade Branch took place on June 20.  The ceremony was well attended.  Many local dignitaries were present.

  3. The Foundation budget has allocated $86,000 for prizes for Summer Reading programs, Juvenile Detention Center, and the Baby Book Bags program.  Proceeds from the Authors/Illustrators Dinner should cover that expense.

  4. The planned date for the A/I Dinner is October 6.  Dennis brought sign-up forms for dinner seats ($60 each) and silent auction donations.  Sponsors are being solicited by Foundation members (in return for publicity).

  5. We have bookmarks!  Dennis ordered 1000 printed, but received 4000 (4/printed page).

Committee Reports

Book Sale Update:

  1. The next book sale is coming in three weeks, on July 19.  Dennis will send out an e-mail for sorters, and try to get teen volunteers.  There are about 100 boxes of books in the storage.  Gwen will order tables.  Volunteers will use the Rotary trailer to haul books on Thursday, July 17, and sorting will begin on Friday, July 18.
  2. Tanya took two boxes of disability, caregiving books to Innovative Services NW for the June 27 open house.
  3. The Summer Reading book sale schedule was passed around for sign-ups.  The time slots are every Tuesday in July from 11:15am – 12:15pm.  We are looking for volunteers to help (two people per sale).

Hospitality:

  1. Friends of the Library Week is October 19-25.  The library may plan a Volunteer Appreciation event for one day.  (The book sale will be on October 18.)

Membership:

  1. Sign-ups at the last book sale were through the end of the fiscal year (June 30).  Those received after that sale are for the 2008-2009 year.

Business:

  1. Book donation bin research – no news yet.

  2. Elections – Tanya read the slate.  Karen moved to accept.  All voted in favor.   Officers and committee chairs for 2008-2009:
    President – Tanya Cecka
    Vice-President –
    Treasurer – Mary Stender
    Secretary – Leslie Chartrand
    Book Sales – Dennis and Karen Johnson
    Publicity – Marj Caswell
    Hospitality – Elaine Gilbert
    Membership – Tanya

New Ideas:

  1. Idea (write-in) was submitted to put a storage container on the bank behind the library to serve as a place to sell donated books.  This would be a fancy container with electricity, etc.  The store would require commitments for regular hours, etc.  It is doubtful that we could get permission.

Next Meeting Dates/Times:  Thursday, September 25, 2008, 7:00 p.m. (unless urgent need arises sooner)

Next Book Sale:  Saturday, July 19, 2008

                                 Saturday, October 18, 2008

                                 Saturday, December 6, 2008

 

Minutes below this line are archival.

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

May 22, 2008

Tanya Cecka presided. Dennis Johnson, Karen Johnson, Mary Stender, Elaine Gilbert, Katherine Lowrie, Avril Massey, Barbara Jorgenson and Leslie Chartrand were present. Minutes of the April meeting were read and accepted.

Treasurer’s Report (Mary Stender): The account balance for the past month was $22,495.86.

Three Creeks Branch Report (Barbara Jorgenson):

  1. Gwen is expected back next Tuesday.
  2. Summer Reading starts June 2, 2008.  Lots of visits to schools are planned.  The Friends are funding five programs,  starting June 24 and running through the end of August.
  3. The library must take the stove out of their kitchen for insurance reasons.
  4. Movie showings start in August.
  5. Library assistants have been hired, but now a supervisor position has opened.
  6. Recent program activity:
    May 3 – Super Hero program
    May 17 – henna (temporary) tattoo program for teens
    Read to the Dogs program – children read aloud to a service dog (from Lewis Dogs).
    Movie programs – they have been well attended.  Thirty families came to the last Saturday movie.  Popcorn and lemonade are served.  The library had to get a food handler license to serve the popcorn.

FVRL Foundation Report (Dennis Johnson, Avril Massey):

  1. The number of Foundation Board members is up to 13.  Avril (Nominations committee) continues to recruit.

  2. The Board revised their by-laws last Tuesday.  They have been updated to current practice.

  3. Time to start reserving tables for the Authors/Illustrators Dinner.  The dinner will probably be in September.  The speaker will be Lisa Jackson, local mystery/romance writer.  The projected income from the dinner should pay for funding of various children’s/teens’ programs (cost is $86,000).

  4. New ways to expand library services – perhaps kiosks in remote locations such as Yacolt.

  5. Only two branches schedule their book sales a year in advance.

  6. The Friends Fair was combined with Volunteer Appreciation this year.  The Fair featured discussions of how to recruit volunteers (such as Friends tabling in the lobby during special events).  Suggestions:  split office duties between people to lighten the load; permanent nametags for volunteers.  There was no writer/speaker this year.  The food was good – catered by Applewood.

Committee Reports

Book Sale Update:

  1. The total income from the April 26 book sale was about $3700.
  2. Summer book sales for children – the first program will be on June 26, 11-11:45am.  Flyers for the summer programs will be available 6/1/08.  Mary has eight boxes of children’s books sorted and ready for the Summer Reading sales.  We are looking for volunteers to help with the sales.

Hospitality:  No news.  We will need to figure out how to use the “new” kitchen.

Membership:

  1. Phyllis Berger has offered to help with Hospitality and Membership.

Business:

  1. What can we help fund for the Library?  Barbara mentioned performers for programs, such as Oregon Shadow Theatre.

  2. The benches finally came Thursday.  They were smaller than expected.  Patrons seem to be using them happily.

  3. Tanya shared her research on book bins.  (She had to google “garbage cans” to get results.)  They’re expensive!  We don’t want it to look too much like a trashcan.  It will need to be well labeled.  Perhaps hire someone to build one?  Suggestion to have wheels to move the books to the car for boxing.

  4. Discussion of long hold times for circulation items.  Since there are several copies of many items, the total wait time is often not as long as it might appear.

  5. Officer/chairperson nominations (fiscal year ends 6/30/08):
    President – Tanya Cecka
    Vice-President –
    Treasurer – Mary Stender
    Secretary – Leslie Chartrand
    Book Sales – Dennis and Karen Johnson
    Publicity – Marj Caswell
    Hospitality – Elaine Gilbert
    Membership – Tanya
    Website? – (write description of duties)

New Ideas:

  1. See discussions above.

 

Next Meeting Dates/Times:  Thursday, June 26, 2008, 7:00 p.m.

Next Book Sale:  Saturday, July 19, 2008

                                 Saturday, October 18, 2008

                                 Saturday, December 6, 2008

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

April 24, 2008

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

Treasurer’s Report (Mary Stender): There was almost no account activity during the past month.  The bills for the camera and tent will appear on the next account statement.  The mutual fund is now down to $5155.

Three Creeks Branch Report:

  1. There was a proposal from ARC of Clark County to place a bin for collection of used clothes by the library, and share the profits from the donations with the library.
  2. Gwen has requested Collection Development to compile a list of purchases for the $5000 donation from Friends.  Gwen is looking at $2000 for Playaways and the balance for high-demand titles.
  3. Gwen submitted a request for $250 for prizes at the Summer Reading Program.
  4. The library received a request to buy an FO3CL coffee mug.  Apparently, all that’s left is the one in the display window.  We are not reordering mugs.
  5. Bench report – one bench was delivered, but it was the wrong color.  It was returned.
  6. Gwen is taking a one-month leave of absence.  She will be back in time for the Summer Reading Program.  Barbara Jorgenson will fill in, and Megan will come in to help out.
  7. The branch has two Library Assistant II openings.  There are six applicants under consideration.
  8. There was another break-in.  Police are pursuing a suspect.
  9. The library has been busier recently due to more patron traffic.

FVRL Foundation Report (Dennis Johnson, Avril Massey):

  1. The Foundation is still trying to increase the number of Board members.  Two have been added.

  2. The Board has identified a possible alternate speaker (local) for the Authors/Illustrators dinner.  If she is not the speaker in 2008, she may be the featured speaker in 2009.

  3. The Schwann’s “tastings” is no longer a proposal.

  4. Only two branches schedule their book sales a year in advance.

  5. The Friends Fair will be at Clark College on May 3, 2008.  A big bikeride is scheduled for the same weekend at Clark, which may affect parking.

  6. The librarian at a local elementary school will come to the book sale to get books for their library.

Committee Reports

Book Sale Update:

  1. Preparations are progressing for the April 26 book sale.  The Rotary Club trailer worked out very well for hauling the books from the storage.  The eight teen volunteers have been a big help.  Sorting the books starts tomorrow.
  2. Publicity from the article in Monday’s Columbian – a reporter called Marj for details about the book sale.  Dennis received several calls from interested customers and donors.
  3. Dennis and Mary will print up the book sale rules.  Marj read the rules aloud at the opening of the last sale, which seemed to work well.
  4. Mary has sorted out children’s books for the Summer Reading sales.

Hospitality:

  1. No news.

Membership:

  1. There were some calls from people who needed replacement cards.  Konnie sent them.

  2. Discussion about membership renewals for next year.  Membership is for the fiscal year (July – June).

Business:

  1. Reminder that it’s time for nominations for officers for next year, especially Membership to replace Konnie.  E-mail Tanya to let her know your interest.

  2. Leslie will update the website calendar with FO3CL meetings and book sale dates.

New Ideas:

  1. New covers for the book barrels?  Tanya got a bid for new covers with our logo:  $120 each.  We can give them the graphics to lay out the design.  Discussion of getting new collection bins that would protect the books better.  Tanya will research availability of bins.

 

Next Meeting Dates/Times:  Thursday, May 22, 2008, 7:00 p.m.

Next Book Sale:  Saturday, April 26, 2008

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

March 27, 2008

Tanya Cecka presided. Dennis Johnson, Mary Stender, Phyllis Burger, Avril Massey and Leslie Chartrand were present.  Minutes of the February meeting were read and accepted.

Treasurer’s Report (Mary Stender): The bank account balance for March is $20,962.18.  The mutual fund has $5167.55.  (The fund has made $167 over the past year.)  There were very few expenses the past month.  The storage fees are due to go up in July.  The bookmarks have been reprinted.

Three Creeks Branch Report:

  1. The Three Creeks Library staff got the “Above and Beyond Award” for their work with RFID and the conveyor.

FVRL Foundation Report (Dennis Johnson, Avril Massey):

  1. The Foundation is revising their investment strategy in view of the recent market trends.

  2. The Foundation has applied to Swift for a grant (for a van).  Swift’s is going out of business, so this would be their last grant.

  3. The invoice for the bookmarks was paid by the Foundation.

  4. Schwann’s (ice cream, etc.) has offered to do “tastings” at library branches and funnel 30% of the earnings to the Foundation.

  5. The Foundation Board has 2 new members, making 11 total.  They need 4 more to expand the Board to the target of 15.

  6. The Authors/Illustrators Dinner date is not yet definite – possibly September or October.

Committee Reports

Book Sale Update:

  1. The April 26 book sale is a month away.  Dennis will soon be looking for volunteers.
  2. The downtown branch suggested that we cross-promote booksales.  The group was concerned that this would cause confusion about dates.  Also, it might aggravate confusion about Friends membership:  membership at each library branch is separate.
  3. Suggestion for next year to save books back from January for the April book sale, which is typically a lighter sale.  Discussion of how to organize this in the book storage.
  4. Proposal to sell tapes (VHS and cassettes) at the quarterly sales, not just the Holiday sale.

Hospitality:

  1. No news.

Membership:

  1. A receipt was sent to the member who requested one.

Business:

  1. Confirm to Gwen that we’ve authorized $2000 for Playaways to be spent in this fiscal year.

  2. Benches – find out who is the Purchasing contact at the Library District.

New Ideas:

  1. Is new play equipment needed for the library? Or replacement of the existing equipment?

 

Next Meeting Dates/Times:  Thursday, April 24, 2008, 7:00 p.m.

Next Book Sale:  Saturday, April 26, 2008

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

February 24, 2008

Tanya Cecka presided. Dennis Johnson, Mary Stender, Phyllis Burger, Avril Massey, Jeanne Shay, James Shay, Leslie Chartrand and Gwen Scott-Miller were present.  Minutes of the December and January meetings were reviewed and accepted.  Gwen explained the difference between the Library District’s Board of Trustees and the FVRL Foundation Board.

Treasurer’s Report (Mary Stender): The book sale income from January showed on February’s statement:  $3641.60.  Two checks were returned (from the same book dealer).  Mary will follow up with that buyer.  The pink Friends bookmarks have the wrong phone number for the Three Creeks branch.  Gwen will research having the bookmarks reprinted.

Three Creeks Branch Report (Gwen Scott-Miller):

  1. The District is providing $10,000 for additional security.  The Library is investigating options.  (Lights and patrols are already in place.)  Security issues are also being addressed in plans for the new downtown and Cascade Park Libraries.
  2. Staff and patrons are getting used to the new conveyer.  A canopy for the outside bookdrop was ordered and installed.
    Tagging at other branches – Washougal will start this month, then Battle Ground and others    .
  3. New books and DVDs are being purchased.  FO3CL allotted $7000 for new books this year; only $2000 has been spent so far.  Discussion of request to put $2000 into new Playaways.

FVRL Foundation Report (Dennis Johnson, Avril Massey):

  1. The Foundation supports the Juvenile Detention Center by providing books for the detainees’ use.  The Center prefers role-model books.

  2. Dennis reviewed the rates of returns for the Foundation’s investments.  The investments are quite conservative.

  3. The Foundation has sent out 15,000 donation request envelopes.

  4. The Foundation has added a board member.  Two more candidates are under consideration.  The goal is to add 4 more, for a total of 15 members.

  5. The Board is looking at possible speakers for the next Authors/Illustrators Dinner.

Committee Reports

Book Sale Update:

  1. The next book sale will be April 26.
  2. The Rotary Club is willing to let us use their trailer to haul books for the book sale.  In return, they could park the trailer near the library that day for publicity.

Hospitality:

  1. The dinner for the FVRL meeting on February 11 was greatly appreciated.

Membership:

  1. We got some new membership sign-ups at the last book sale.

Business:

  1. Library Conference on April 16-19 at the Hilton.  It looks like at least a few library staff will attend.

New Ideas:

  1. Mobile book store – using old bookmobile?   Discussion of mobile vs. having six sales per year or a night-before pre-sale.

 

Next Meeting Dates/Times:  Thursday, March 27, 2008, 7:00 p.m.

Next Book Sale:  Saturday, April 26, 2008

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

January 24, 2008

Tanya Cecka presided. Dennis Johnson, Karen Johnson, Mary Stender, Marj Caswell, Avril Massey, Janet Boulette, Konnie Wager, Leslie Chartrand and Gwen Scott-Miller were present.  Minutes of the December meeting have been posted on the website, and there will be a vote to accept next time.

Treasurer’s Report (Mary Stender): The current balance is $18,416.73.  The investment mutual fund lost $150.  There was $2072.31 income last month (mostly from the book sale).  Mary reviewed the expenses for programs, books, etc.

Three Creeks Branch Report (Gwen Scott-Miller):

  1. The Regional Board meeting is at 5 p.m. on February 11 at Three Creeks Library.  FO3CL has served dinner for them in the past.  Can the Friends do it again?  The Board would like Friends to stay and eat, and attend the meeting.  Karen or Tanya will check with Elaine (Hospitality) and let Gwen know by Saturday.
  2. The conveyer has been installed to carry books from the outside bookdrop.  Library staff is still tagging the incoming untagged items.  Self-check:  the staff is available to help patrons.  Some self-check computer screens are still being customized.  The self-check option will free staff to provide reference help.  The browser collection was distributed to other branches and the bookmobiles; Gwen is starting to build a new browser collection.
    Tagging at other branches – Washougal will start this month, then Battle Ground and others    .
  3. There was another break-in Monday night – the burglar took a little money and damaged some windows (about $1000 damage).  The library is looking at protection options.
  4. The Washington-Oregon library conference will be at the Hilton on April 16-19.  The joint state conference is held once every five years.  More details are available on-line at wla.org.
  5. Attendance at programs that the Friends support has grown.  Recent programs include:
    Fire and Ice – science program
    Games Ate My Library – mostly Yu-Gi-Oh (20-25 boys aged 13-18)
    Winter Festival
    Movies – (under new movie license) – family movies (up to 50 attendees); classics (about 20); teen movies (about 20).
    The schedule is posted on the website.
  6. The bench for the lobby has been ordered.  The other bench is still in limbo.

FVRL Foundation Report (Dennis Johnson):

  1. Library Legislative Day – not sure who will attend from the Foundation Board.  This is an opportunity to meet with legislators and discuss library issues.

  2. The Authors/Illustrators dinner netted $122,000 (from both the dinner and the workshop).  Plans for next year are under say.  The next dinner will probably be held earlier in the year.

  3. Bruce Ziegman said that the District is increasing the book budget (budget for all circulation materials).  He was very complimentary about the automated book check-in at Three Creeks.  Three Creeks plans to get a license to put up a canopy for the outside bookdrop.

  4. The new East Side branch will be called the Cascade Park Branch.

Committee Reports

Book Sale Update:

  1. In the future, electronic devices will not be allowed through the entire Holiday sale.  At other sales, electronic devices are not allowed during the first two hours (the Friends member pre-sale).  Stockpiling is not allowed at any time.  Rules will be posted more prominently at sales.
  2. January 26 book sale – sorting starts on Friday (Jan. 25) at 10.  About 16 teen volunteers are lined up.  Their help is greatly appreciated.
  3. Mary has started putting aside children’s books for the mini-sales at the Summer Reading Programs.

Membership:

  1. We have 125-130 members.

  2. Suggestion to put out tablets at the book sale for people to update e-mail addresses for the mailing list.

Business:

  1. Marj needs someone to cover her book pick-up day.  Konnie offered.

 

Next Meeting Dates/Times:  Thursday, February 28, 2008, 7:00 p.m.

Next Book Sale:  Saturday, January 26, 2008

                                     Saturday, April 26, 2008

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

December 6, 2007

Tanya Cecka presided. Dennis Johnson, Mary Stender, Marj Caswell, Avril Massey, Leslie Chartrand and Gwen Scott-Miller were present.  Minutes of the October meeting were accepted.

Treasurer’s Report: The current balance is $18,433.15.  The investment fund balance is $5308.04.

Three Creeks Branch Report:

  1. Three Creeks Library staff has completed tagging collection that was in-house as of Nov. 29 (deadline was Dec. 1).  They are tagging the rest as the items come in, teaching the public to use self-checkout, and generally adjusting to the new workflow (conveyer belts, etc.).  The outside bookdrop has been moved to the side of the building.   Browsers have been eliminated for now as they don’t work with the self-checkout.  They will be reinstituted at some point.
  2. Haunted Library event (end of October) was popular – over 200 kids attended. 
    Magic Treehouse (a Super Saturday in mid-November) brought in about 75 attendees. 
    Winter Festival is next on Dec. 15    .
  3. Jewish Book Month was very popular with all ages and faiths.
  4. There was a break-in the night of Nov. 11(Sunday).  Cash from machines, a digital camera and the building keys were stolen.  The building has been re-keyed.  Footage of the burglar was captured on surveillance camera.
  5. Replacement of canopy that was stolen in July – Barbara Jorgensen has researched and found one for $899 plus shipping.  Mary moved that we proceed with purchase of a new canopy and digital camera; seconded and passed unanimously.
  6. Washougal branch will be tagged in January.

FVRL Foundation Report:

  1. Authors/Illustrators Dinner – as of Nov. 14, the profit was over $100,000.  (Last year’s was $80,000.)  Part of the difference was the workshop.  The Board is already starting to discuss plans for next year.

  2. The Foundation’s investments are doing well.

  3. Avril is head of the Nominations Committee.  They want to grow the Board from 8 to 15 members.  Avril and another member must retire from the Board (term limit).  They are looking for good nominations with pertinent skills:  analytical skills, people skills, business/fund-raising skills, good connections, imagination.  They hope for a diverse group, male and female, representing different areas.  At least 75% attendance is needed; members must take it seriously.

Committee Reports

Book Sale Update:

  1. Holiday Book Sale – Dec. 8, 10am-3pm.  We seem to have plenty of volunteers this time.  Set-up starts Friday at 10am.  There is no pre-sale for members.
  2. Dennis has researched prices for other possible storage units.  Rent for our current unit has gone up to $129/month for a 9’ x 15’.  It would be $197 for a 10’ x 20’; they can offer a 5% discount (for non-profit).  He also checked  “A Better Way” – has heated floor, truck available for use, but is slightly more expensive.

Business:

  1. No new business.

Next Meeting Dates/Times:  Thursday, January 24, 2008, 7:00 p.m.

Next Book Sale: Saturday, January 26, 2008

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

October 25, 2007

Tanya Cecka presided. Dennis Johnson, Mary Stender and Gwen Scott-Miller were present.  Minutes of the September meeting were accepted.

Treasurer’s Report: The September book sale proceeds were $5176.  The current balance is $18,908.  The investment fund balance is $5202.

Three Creeks Branch Report:

  1. The RFID book tagging pilot project, to allow for self-checkout of books, has begun.  Self checkout of books begins Dec. 1st.
  2. A new circulation manager, Jim Boyd, to replace Megan, has been hired.
  3. The order for benches for the foyer and the large print book area is ready.  Pictures and fabric samples were exhibited.  The lobby bench (8’ long w/o a back, hunter green) will cost $906.  The large print area benches (2 at 48” long w/backs, will cost $365 each).   Sales tax and shipping costs will be additional costs.
  4. Three Author visits are scheduled in November (on the 8th, 15th, and 19th) in recognition of Jewish Book Month.
  5. The meeting room will be converted into a maze Saturday, Oct. 27 for a youth Halloween program.

FVRL Foundation Report:  The Foundation had a retreat October 11, where the board discussed its long-range financial goals and objectives and how to improve its performance.  The next A&I Banquet is near, planning for it is almost complete and items for the silent auction are piling up

Committee Reports

Book Sale Update:

  1. A nearby new storage facility has opened for business.  Dennis will check out the facility to see if it would be less expensive, though in a bit less convenient location, for us to rent a unit there instead of at Shurgard.
  2. The Special Holiday Used Book Sale, Saturday, December 8, will have a lot of items in it.  We requested 10 extra tables.  Setting up the room and book sorting will be Friday, December 7, from 1:00 p.m. until done.

Business:

  1. The second FO3CL table at the November 6, 2007 A&I Banquet has a few places available.

  2. The FO3CL volunteers for the Rick Steves Travel Tips workshop on Nov. 6, will have an orientation session on Tues., Oct. 30 at 10:45 a.m.

  3. To avoid conflicts with Thanksgiving and Christmas the November and December FO3CL meetings will be combined into one meeting on Thursday, December 6, 7:00 p.m.

Next Meeting Dates/Times:  Thursday, December 6, 2007, 7:00 p.m.

Next Book Sale: Saturday, December 8, 2007

Minutes by Dennis Johnson, Acting Secretary

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

September 27, 2007

Tanya Cecka presided. Ten were present including: Tanya Cecka, Karen Johnson, Dennis Johnson, Mary Stender, Leslie Chartrand, Marj Caswell, Avril Massey, Elaine Gilbert, Sandy Geer and Gwen Scott-Miller.  The August minutes were read and accepted.

Treasurer’s Report: The bank balance balance for August was $13,782.22.  There is $5060.95 in the mutual fund.  Income from the most recent book sale was $5176.  Expenditures for the School-age Children’s Program was $2217.

Three Creeks Branch Report:

  1. Bench report – Gwen is locating a new furniture vendor.  The bench will come from the same manufacturer, but through a different vendor.
  2. New Movies Program – Four movies are scheduled for October, including one to be shown at the LOL Awards for teen humor writing on October 19.
  3. The library was closed on September 25 for roof repairs.  The roof leaked last winter and spring, so the drywall and cabinets need repair.
  4. RFID – installation for the conveyers has started.  Tagging will start in October.  Training for staff is coming.  The self-checkout will be located where the catalog is now.
  5. Gwen and Barbara are interviewing applicants for Circulation Manager.
  6. November is Jewish Book Month.  Authors will be coming in to speak at programs.
  7. The Salmon Creek Neighborhood newsletter ran a half-page article about the library.
  8. The library is giving computer classes again.
  9. Flag donation – the man who requested flags in the Community Room has arranged for the American Legion veterans to donate flags.

FVRL Foundation Report:

  1. The Battle Ground groundbreaking ceremony will be on October 4 at 10 am.
  2. A retreat for long range planning is coming.
  3. The Foundation has been spending a lot of time on the building projects at the library branches – Eastside and Battle Ground.  The next project will probably be to fix up the branch at the Mall.
  4. Authors/Illustrators Dinner – some high price items have been donated for the silent auction.  Over 700 tickets have already been sold; about 200 tickets are still available.  Volunteers are still needed for the workshop on November 6.  The walk-through will be on October 30.

Committee Reports

Book Sale Update:

  1. September book sale – results were a new record for earnings.  About 150 volunteer hours went into the sale.  Lots of sorters showed up the day before the sale, and their help was invaluable.  Marj had sent a press release to the Columbian, which was listed in “Five Things to Do Today.”  Suggestion was raised to reward the teen volunteers with a special contribution to the YAB or something else.  It was noted that Friends (member) volunteers are covered by liability insurance while working at the library.  Mary suggested that we give each teen a $1 Friends membership.
  2. Donation to Ridgefield – Dennis gave 50 boxes of books for their sale coming this weekend.
  3. Book sale dates for 2008 – book sales have been scheduled for January 26 (Saturday), April 26, July 19, October 18, and December 6.
  4. The coming Holiday Book Sale will be on Saturday, December 8, from 10 am to 3 pm.  The sale features high quality books, books on tape and DVDs.  All items are priced at $3.  We will serve wassail and cookies.  There may be music entertainment.

Hospitality:  no news.

Membership:

  1. There were about 60 renewals at the book sale.
  2. Names on returned newletters will be deleted from the mailing list.

Business:

  1. FVRL Authors/Illustrators Dinner –Dennis collected payments for tickets.  More discussion about whether to purchase another table (10 seats/table).

  2. Friends display in the library foyer – suggestion to show what the Friends contributions paid for (books, programs, etc.).  Friends Week is in October (10/21 – 10/27).

  3. Reminder – turn in volunteer hours to Gwen.

Next Meeting Dates/Times:  Thursday, October 25, 2007, 7:00 p.m. 

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

August 30, 2007

Tanya Cecka presided. Ten were present including: Tanya Cecka, Karen Johnson, Dennis Johnson, Konnie Wager, Mary Stender, Leslie Chartrand, Marj Caswell, Avril Massey, Phyllis Burger and Gwen Scott-Miller.  The group folded and labeled newsletters throughout the meeting.

Minutes: The minutes were read and accepted.

Treasurer’s Report: The bank balance balance for July was $16,356.60.  There is $5027.90 in the mutual fund.  Mary reviewed the figures for book sale income and program expenses.

  1. Tanya showed the receipt books purchased by the FVRL Foundation for use at book sales.
  2. Mary has started paying the book storage unit rent every six months.

Three Creeks Branch Report:

  1. Bench report – Gwen showed fabric samples from the furniture vendor.
  2. Summer Reading Program – 3100 teens and children signed up.
  3. RFID – Three Creeks will be the first branch to use the new radio frequency tag (RFID) system.  The system entails RFID tags in books, security gates and an automatic conveyer system that sorts the books into bins.  Gwen and the circulation manager went to Redding to see their system, and liked it (not noisy).  Self-checkout will be available, but librarians will still check out books if desired.  The new system will be in place at the beginning of the year.  Three Creeks will also tag books from other branches that come in here.
  4. Someone climbed the fence in July and stole one of the canopies used for the Summer Reading program.  It will probably cost nearly $1000 to replace.
  5. Megan Dugan got a promotion and will head Circulation downtown.  She will be working on the District RFID project.  The job has been posted.  Mike Jansen is back in town, and is filling in for the interim.
  6. The library will be closed Labor Day Monday, and then Tuesday for a staff development workshop at Clark College.
  7. Gwen attended a home-schoolers conference on August 27, 2007.  The audience was very appreciative of the resources that the library provides.
  8. The library would like to buy a site license to show movies at the library ($480/year).  The license gives access to a list of movies available on DVD from a specific list of movie studios.  The Goldendale branch has been very successful with its movie program.

FVRL Foundation Report:

  1. Dennis gave a report on the mutual fund investment.  The mutual fund made a little bit of money.  The money market fund made more since the stock market is down.  We are still transferring $500/month from the money market to the mutual fund.
  2. A Rick Steves travel workshop will be held the afternoon of the Author/Illustrator dinner.  Cost of the workshop is $25.  They need 10-12 volunteers to help with the workshop.  Marj and Phyllis volunteered.
  3. The Foundation is still looking for donations for the silent auction.  Avril has arranged a British-themed basket.  Gwen said the librarians are making a champagne basket.

Committee Reports

Book Sale Update:

  1. September book sale – plan to cart books to the library on Thursday (9/20).  Vehicles needed for that effort.  Sort books on Friday.  Need 12 tables for the sale.  The book storage is overflowing due to a huge donation of 70 boxes of books.  We may be able to share them with the Ridgefield branch for their coming book sale.  Tanya will write to them to make arrangements.
  2. “Bikes for Books” event – The Battle Ground bike shop is sponsoring a benefit on Saturday, October 26, for the Battle Ground library foundation.  Dennis showed a flyer.
  3. Large donations – the unexpected 70 boxes of books that were dropped off at the donation barrel were a real challenge for the pick-up volunteers (more vehicles needed).  Suggestion to put up a sign at the barrel to give advance notice if dropping off more than 5 boxes of books?  Donors can call the library to notify volunteers so they can make special arrangements for picking up the books.  This info will be posted on the website.

Hospitality:  Harry Potter event – Gwen got books and posters from Borders.  Over 300 kids attended.

Membership:

  1. Newsletter collating was completed.
  2. Members who have not renewed since 2004 will be deleted from the mailing list.
  3. We may have a volunteer for the Membership chair position in February.

Business:

  1. Scheduling of 2008 book sales was postponed to the next meeting.

  2. Put a Friends display in the showcase in the library foyer?  Friends Week is in October (10/21 – 10/27).

  3. FVRL Authors/Illustrators Dinner – so far no one has paid Dennis for tickets.  He will collect payments at the September meeting.  We are still not sure whether to purchase another table (10 seats/table).

  4. Reminder – turn in volunteer hours to Gwen.

Next Meeting Dates/Times:  Thursday, September 27, 2007, 7:00 p.m. 

 

FRIENDS OF THREE CREEKS COMMUNITY LIBRARY

Meeting Minutes

June 28, 2007

Tanya Cecka presided. Seven were present including: Tanya Cecka, Karen Johnson, Dennis Johnson, Mary Stender, Leslie Chartrand, Avril Massey and Gwen Scott-Miller.

Minutes: The May minutes were corrected to clarify that the Summer Reading Program started on June 1 (sign-ups) and the first program was on June 26.  The minutes were accepted as corrected.

Treasurer’s Report: The bank balance as of June 20 was $15,484.94.  There is $5046.17 in the mutual fund.  May income was over $3200; the last book sale brought in over $2800.

Three Creeks Branch Report:

  1. Over 300 attended the first Summer Program (June 26).  Attendance was lower at the second program (June 28) due to rain.  The programs will run till the first week of August.  The District funds the Summer Programs.  The branch chooses the performers.
  2. Several hundred teens signed up for Summer Reading.  (They get Barnes & Noble cards and movie passes.)  Hundreds of children signed up for Summer Reading.  A Harry Potter event is planned.
  3. Gwen presented some bills for reimbursement – canopy, plant, printing of bookmarks, etc.  She also relayed a request from a group that thinks the library should have US and WA flags in the community room.  Discussion raised a suggestion that the requesting group provide the flags.
  4. Bench – the furniture company has been selected.  They will send fabric samples.
  5. Discussion of logistics for having bookmarks printed.  Both Gwen and FO3CL had bookmarks printed, so we have plenty.

FVRL Foundation Report:

  1. Avril’s term as President of the Foundation is up.  She will now be Secretary/Treasurer for a year.  As President, she has encouraged more participation by Board members than occurred in the past.
  2. Three Creeks will be the District pilot for radio frequency tags (RFID) to replace barcodes on books to facilitate possible future self-checkout and auto-sorting.  A procedure for replacing the tags is still being worked out.  The tags will also require security gates in the library.
  3. There was lots of wine left over from last year’s Authors/Illustrators Dinner.  What to do if the same thing happens this year – storage?

Committee Reports

Book Sale Update:

  1. Do we need an additional co-chair?  The September and December book sales are covered.  Need to redistribute the duties/tasks for book sales.
  2. The June book sale earned $2809.13.  There were 30 new member sign-ups at the sale.
  3. Summer Program book sale is scheduled for Thursday, July 5, with set-up halfway through the program (about 11:30).  Ten boxes of children’s books have been set aside for the sale.  Karen started a schedule for running the table at the sale.

Hospitality:  No updates.

Membership:

  1. Chairperson position is open.
  2. Renewals are due – send out with newsletter.
  3. Newsletter articles are needed.  Newsletter collating party will be at the August meeting.

Business:

  1. Proposed FO3CL Officers/Chairpeople for 2007-2008 are: 
    President – Tanya R. Cecka
    Vice President --
    Treasurer – Mary Stender
    Secretary – Leslie Chartrand
    Committee Chairs
    Booksale – Co-Chairpersons – Dennis and Karen Johnson
    Membership – Konnie Wager (temporary)
    Hospitality – Elaine Gilbert
    Publicity – Marj Caswell
    New Positions
    Website Keeper – (Tanya has a potential website maintenance volunteer.  She will pursue this possibility.)
    Volunteer Coordinator –
    The Board voted to accept the slate of officers.

  2. Summer FO3CL meeting schedule – no July meeting.  The August meeting will feature newsletter collating and picking book sale dates for next year.  The next book sale (regular quarterly sale) is already scheduled for September 22, 2007.

  3. FVRL Authors/Illustrators Dinner will be November 6 (Election Day) at the Hilton Hotel downtown.  Dennis has bought a table and so has Avril.  Avril’s table is already filled.  Discussion of whether to buy an additional table and whether to subsidize volunteers.  Some publicity material has gone out.  Avril will find a copy.

  4. Reminder – turn in volunteer hours to Gwen.

  5. If you have items for the newsletter, send them to Konnie.

Next Meeting Dates/Times:  Thursday, August 30, 2007, 7:00 p.m. 

 

 

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