Minutes of Friends of the Paul Sawyier Library August 10, 2009
The meeting was called to order by President Cloyd Stratton in the Library’s Sower Board Room.
Members Present: Cloyd Stratton, Christina Evans, Mary Lynn Collins, Mildred Browning, Cindy Shemwell, Arba Kenner, Russell Wright, Michael Embry, Donna Gibson, Judy Stratton, Libby Kadler, Carol Baughman, Ann Howard, and Gina Hagan.
Board approved July’s minutes and Chris Evans gave the Treasurer’s report. The bank statement reflected a balance of $32,642.10 as of August 10, with one outstanding check of $28.20 for the donuts for staff appreciation. This does not include the CD of $25,000 plus.
The Book Store managers reported continued success with the store with a grand total of sales through July of $29,091.37. The current “silent auction” ends August 15 at 4:00 PM. The store will stay open until 4:00 to accommodate the attendees at the Gathering of Authors event.
Carol Baughman presented the Project Proposal Committee report. She began by refreshing the Board on the policies and stipulations of the submittal process. The Board reviewed the four projects submitted by Donna Gibson. Mary Lynn Collins filled out a funding request “for the record“, documenting the “Arts” project, originally presented to the Board by Don Coffey. There is still interest in this project and the committee may recommend funding at a later date but felt that the library staff and trustees should take the lead on this project.
Carol explained something of the committee’s approach in reviewing and arriving at the recommendation for each project proposal. Friends budget was reviewed with a very conservative approach as to available funds. Estimates of future income (bookstore income of $2,000 per month), compared against various set-asides (librarian tea, newborn project, summer reading program for 2010, and along with other minor expenses) resulted in a very conservative figure of approximately $26,000 available for current proposed projects. Although the total recommended for the approved projects slightly exceeded this figure, the committee felt confident in Friends ability to meet these outlays.
(1) The Board approved the “Summer Reading Van” proposal, not to exceed $27,000 - this for the Childrens/Youth Services department. A Toyota Sienna minivan was the vehicle used in the proposal as a comparison and purchasing guide (MSRP of $27,015). Accompanying discussion involved pros and cons of buying a van, the make, new or used, upgrading, painting/signage, and various possible stipulations concerning future disposition of the vehicle, e.g., use of residual funds if vehicle were sold in the near out-years. A reminder to the Board was that the Library Trustees would necessarily need to approve this project before further action, due to ongoing maintenance expense, insurance, etc. If approved, funds can be made available for this project during the next few months, as the schedule for purchase is decided. Gina Hagan seconded the committee’s recommendation, and the Board approved unanimously. The Board decided to use a $5,000 donation, from the estate of Marjorie Wulff of the Leeco family, to apply to the cost of the van. This generous donation came with a request to use the money in serving the children at the library. A letter will be sent subsequent to this Board meeting telling the Leeco family of our intent, with their permission.
(2) The “book stock” proposal for outfitting the van was considered an “ongoing expense” of the library, and therefore not suitable for funding recommendation.
(3) The “Lexington Legends game night out” for library staff was recommended for funding, not to exceed $1,500. The purpose of this was to reward staff for their dedicated efforts involving the many events of the Summer Reading Program - a reward all the Board felt was well-deserved. An important stipulation is that Friends be billed directly for the outing, preventing any reflection of library expense. The Board approved this unanimously.
(4) The fourth and final review was of the “Smart Table” proposal, with estimated cost of $8,000. The committee did not recommend this project, due to perceived shortage of funds, considering the van and Legends event already receiving committee approval. After some discussion, mainly favorable to the idea of the smart table concept, Carol made a motion that this proposal be deferred and considered at the next deadline date for proposal submission - February 15, 2010. Libby Kadler seconded this motion, and the Board approved.
Russ Wright reported that final arrangements are coming together for the historical marker dedication on August 21 at 5:00 PM. The Board discussed briefly the contents of the printed program, being prepared by the Kentucky Historical Society. No problems surfaced for this event - everything a “go”! Carol Baughman is in charge of refreshments after the event.
In the absence of Marguerite Wordell, chairperson of the Nominating Committee, Carol Baughman gave a report on progress. One contact has agreed to be nominated, and with one more position anticipated to be filled, five other prospects have been identified to the committee to date. Mary Lynn Collins proposed the idea of getting suggestions for nominee prospects with young children, i.e., younger people who could contribute an added perspective as a Board member. Mike Embry also presented the idea of recruiting “minorities” for Board membership. Everyone generally agreed, and spoke of various possible sources for input. Election will be held at the Board’s annual meeting, October 12. Suggestions are for a potluck affair, and, as stipulated by Friends By-Laws, Friends general membership are to be invited.
Donna Gibson reported on library business and interests, among these are Thornhill Learning Center fund-raising telethon (Cable 10) on August 19 at the Frankfort Plant Board clubhouse, and A Gathering of Authors event August 15, with a few authors performing in Cosmic Mamaws on evening of the 14th. Doris Thurber’s batik class was a success, and she is working on the remaining batiks to be funded by Friends. Also, in January 2008, the library staff started working on an obituary list (as published in the State Journal). The library will furnish Friends the final statistics on Summer Reading participation soon.
We still need a coordinator for the Newsletter - to act as liaison between Friends Board and Mitzi Gray, who will be publishing. Cloyd reported on the current cost of mailing the Newsletter, with $185.00 per year fee, versus regular first class mailing. We are not mailing sufficient volume to pay for special privilege mailing. Cost of the last mailing was $59.03 for 230 pieces. With regular mail (.44 ea), cost for 230 pieces is $101.20. On a yearly basis this works out to $177.09 (special) versus $303.60 (regular). With adding in the $185.00 yearly fee for special mailing, this total cost is $362.09, versus regular mailing of $303.60. We save $58.49 by not subscribing to special mailing privilege. Arba Kenner made a motion to discontinue the special mailing and revert to regular .44 per piece mailing. Cindy Shemwell seconded, and motion carried. Other discussion centered on number of Newsletters we need per year. Donna Gibson has agreed to include in the library’s monthly bulletin any articles we need published from time to time. With this service, we may only need two Newsletters per year, rather the three we now publish. No decision was made on this.
Carol reported for Mimi Gosney on the status of the Librarians’ Tea. Mimi plans to consult with school superintendents to see if librarians can receive in-service credit by attending the tea, and provide lunch on one of the early dismissal days, probably the one on December 10. In Mimi’s absence, we deferred any decision until the September meeting.
As stated earlier, Friends annual meeting is scheduled for October 12 in the library Community Room. Donna is to check if room is available. Libby and Mildred will coordinate and arrange details on the meeting.
Next meeting is scheduled for September 14.
With no further business, the meeting was adjourned. Judy Stratton, for Secretary Ev Claffy