Sept. 29, 2016 Meeting Minutes

Friends of the Newbury Town Library Meeting Minutes                                            September 29, 2016


Harvest Festival Planning Steps Meeting – along with other Board Member summaries.

Attendees: Erin Tuomi, Katelyn White, Maureen Haley, Tammy Cotter, Patty Olson, Julie Maneikis


Jean could not attend the meeting so Erin provided information of upcoming happenings at the library:  Tonight, Melissa Burch, author of My Journey Through War and Peace.  Upcoming events: Oct. 12 from 1-2pm Andy Morris, local Hypnosis Practitioner, Oct. 22 from 1-2pm David Polansky’s Music Through the Ages.  November will be Reflections on Gratitude (more info to follow).  The librarians would like small notices of Harvest Festival details for passing to patrons.  Maureen will make and provide to them next week.

Erin mentioned that on Election Day, Nov. 8, the library sees a lot of traffic so it would be a great opportunity to promote happenings!  Maureen to attend tonight’s Author Event and will set up a permanent display table for the Meeting Room with Newsletters, Flyers, Membership Applications and Bookmarks.  A sign-up sheet will be provided for patrons to volunteer to cook chili, chowder, mac n cheese and/or baked goods for the Harvest Festival as well.


Provided the write-up of (and picture of) our new Youth Librarian, Katelyn White from this morning’s Daily News.  Requested brief summaries of Board Members activities so that Planning Steps could be discussed for the Harvest Festival.

Vice President

Going forward, Tammy will be sending hard copy Membership Renewal letters as there is a better response from members.  The Friends will pay for envelopes and stamps.  The Board voted to purchase Newbury Boat Flags – 2 large, 2 medium and 3 small – at a total cost of $275 to have necessary stock on hand.


Pam could not attend the meeting but provided the following information via a spreadsheet provided to Tammy and an email sent to Maureen:  The Book Sale room is generating a good amount of Income by comparison to FY2015/2016: $343 in the last 3 months, by comparison to $775 for all of last year.  Membership is going strong:. $535 -1st quarter… vs. $1243 total for FY 2015/2106.   She dropped off the Raffle item donation from Buddhaful Souls Yoga Studio – thanks Pam!  Maureen advised that money received from sales of Newbury items will be kept at the Circulation Desk with the Book Sale money (not at Jean’s desk) to keep finances in one spot and had already let Pam know.

VP Communication

Belen could not attend the meeting but has sent out the Fall Newsletter which looks fabulous!

Harvest Festival:

  • Katelyn will donate a Gift Card for 1 yr. Planet Fitness Membership, gym bag and T-shirt along with movie and bowling passes (left over from Summer Reading Program) for contest prizes. She’s organizing a coloring contest so children can pick up a picture, color at home and bring for judging in different age categories.  She will do a ghost craft and decorate the Children’s area and have info/link on her webpage along with Signup Genius Link.
  • Maureen will make up posters for each raffle item/sponsor, ticket prices, set up display table with ticket vases, etc. and sell tickets. A raffle item accidentally left off the list is a coffee table book:  Plum Island and Salisbury Memories by the Daily News, value $39.95.  Prices on raffle ticket $5 for Blueman group only then general raffle is $5 for 5 tickets or $20 for 25 tickets.
  • Tammy will order Mac N Cheese at $4.99/lb. Board to decide on quantity, have $50 Market Basket Gift Card.  She will make all pricing signs, anonymous entry forms with ingredients list (name to be on back) and ballots for Chili/Chowder contests.  She is organizing volunteers from Signup Genius, etc.  Prize distribution: Chili Contest 1st place $50 Gift Card from Butcher Boy and 2nd place $25 Gift Card Simard’s.  Chowder Contest 1st place $50 Gift Card Andiamo’s Restaurant and 2nd place $25. Gift Card Barking Dog Restaurant.  We could use more volunteers and need to put signs on doors.

 Patty will do Henna Tattoos with henna provided by Pam.

  • Tammy’s daughter will do face painting, Katelyn to provide face paint.

Time Line

Donations can be dropped off Friday night and Saturday morning at the Library.

9:30am:       Katelyn and/or Erin will be at the library to let us in.

10-1pm:      Raffle Tickets Sold.

11 – 1pm:    Chili/Chowder tastings.

12 Noon:     Kids Halloween Costume Parade.

1:30pm:       Drawings for Chili/Chowder/Raffles, Kids contests, Katelyn to be announcer.

10-2pm:      Ben (and possibly a friend) will play guitar.  Need to decide on recognition gift(s).

Next Meeting:  October 20, Thursday at 12:30.