Friends Procedure Meeting Minutes Jan. 13, 2016

Friends Meeting Minutes.  Wednesday, Jan. 13, 2016 10 am

Purpose:  Procedures Manual, Role Descriptions, Mission Statement and Plant Sale.

Prodedures and Roles:

The FONTL Board discussed and voted in favor of following Robert’s Rules in the future as well as possible.

Belen will be trained on Mailchimp by Tammy the week of January 25th and trained on WordPress software by Maureen and will be looking to recruit volunteer support for managing and updating the FONTL web.

Interim Secretary will be Eileen with Julie Maneikis as backup.  Meeting notes to be sent to the President and Board for review before posting to the FONTL website.

The Board considered Belen’s interest in combining duties of Event Director along with Director of Communications and it was approved.  Her new title will be Communications & Event Director and she will seek a committee chair/event coordinator to help her.   Maureen will contact Belen and assist in training as needed.

Eileen and Tammy will continue working together on FONTL Financials.  Tammy will help with organizing the library storage closet in order to store FONTL records.

FONTL Board Members:   Maureen Haley, President

Tammy Cotter, Membership Director

Eileen Silva, Treasurer

Belen Wieler-Hawes, Communications & Event Director

***Secretary (TBD)

Mission Statement:

The FONTL Board discussed and voted in favor of re-wording the Mission Statement from “The Friends mission is to support the Library and staff, to enhance the resources and services of the Library, and to enrich our community. As a non-profit 501(c) 3 organization, it is a legally distinct entity” to:

“The Friends of the Newbury Town Library is a volunteer organization primarily focused on raising funds to support the Library and staff, to enhance the resources and services of the Library, and to enrich the community.  As a non-profit 501(c) 3 organization, it is a legally distinct organization and all donations are fully tax-deductible.”

The FONTL Board will plan to vote on any Bylaw changes or changes to procedures, etc. during the Annual Budget and Election Meeting in June 2016.  (Per the Bylaws, all changes must be proposed to, and by, the Executive Board at least two months prior to the Annual Meeting or special meeting called by the President.)

Plant Sale and other fundraisers:

The FONTL decided to hold two main Fundraising Events this year, the Plant Sale and the Harvest Festival.   Date of Plant Sale to be determined.  Other ‘low labor intensive’ fundraising options to include Amazon Smile, Bank incentive programs, the Firehouse Grant, and the Berkshire Natural vending machine company.  Julie will talk to Pam Kinney to see if she will take a leading role in running the Plant Sale.  Belen is setting up and promoting the Amazon Smile fundraising opportunity.

Regarding Erin’s request for a member of the Friends Board to be present during the Free Friday movies, the Board will consider having a large sign/banner made to hang in the room during Friends sponsored events due to time constraints.  Tammy to contact a friend at a sign company for possible donation.  Another option was to ask for help from patrons/other Members via Mailchimp to create one?

President’s current projects:

Researching need for Insurance.  Researching Sponsors for Endowment Funding. Researching the American Library Association, Association of Library Friends and Massachuetts Friends of Library aong with National Friends Days, etc.  Considering fundraiser idea proposed by Trustees that they would assist with concerning increase of library hours.  Contacting Lowell Spinners regarding donations for Erin’s programs Summer Programs.  Coordinating Book Sale Room makeover with library director, Trustees and Friends.

Next meeting:  The next Friends meeting will be held on February 4th, Thursday, at 12:30 at the library.