Minutes of the May, 2011 Meeting of the "Friends of the Broadwater Library"
Subject to approval
Meeting May 13, 2011
Meeting convened at 3:40 p.m.
Present: Elizabeth Kulacz, James Kulacz, Brandie Harlow, Bev Wagoner, Naomi Loxterkamp (Library Director).
James opened meeting.
James read the minutes from the April 4th meeting. Bev moved to accept minutes. They were accepted through unanimous vote.
Discussion ensued about setting up a corporation. It was suggested to talk to Tom and Jane Oliver. Tom is an attorney in Bridgeport, Nebraska, and Jane is involved with the Bridgeport Friends of the Library. They have offered to assist with the legal paperwork involved with setting up a Friends of the Library in Broadwater. Beth will contact them to arrange for their help next week. Bev offered to pay for reasonable fees if they are required. Beth will keep her informed.
Beth was discussing Friends of the Library issues with leaders and officers in the Ponca City, Oklahoma Friends of the Library during her trip there. She brought up several fund-raising activities used there that could be implemented here.
Pennny drive. This involves putting a jar on the library check out desk, with a label indicating that proceeds go to Friends of the Library for the benefit of the library. Patrons could donate their pennies or other pocket change. Upon discussion, all present think this is an excellent idea.
It is the job of the librarian to weed the book collection of the library from time to time. One function of a Friends of the Library group is to sell such books. In the past, the Broadwater Library has sold these books several times per year. This function could be taken over by the Friends through cooperation. Books or bags of books could be sold at the library, and the library staff accept payments. Unsold books could possibly be sold other ways, such as online. Unsold books could be donated to other organizations such as Veterans Hospitals, Childrens homes and hospitals, or prisons. Gifts of such unsold or unsalable books will be handled in the future after such collection-weeding and book sales have occurred.
Memberships. The Ponca City Oklahoma Friends of the Library stressed to Beth the importance of keeping basic membership fees low and affordable to everyone in the community for maximum involvement, yet to offer the possibility of giving additional donations in any amount. However, since a monthly newsletter regarding library and Friends of the Library activities and events will be included, the membership fee will need to be enough to at least cover first-class postage, paper, and envelopes. Discussion ensued about what the membership levels and fees should be. What was decided was:
$6 per year - Students, Seniors, and Limited income individual and family memberships.
$10 per year - Regular individual
$15 per year - Family membership.
A family will be defined to include all persons residing at one address and may receive a single newsletter.
A line will be included for additional or one-time donations.
Another box will be included that people can check to not receive the newsletter on paper through the US Mail, but to only access it online, informing everyone that checking this box will save the organization $6 per year. By default, this box will assumed to be unchecked, and persons will receive the monthly newsletter by US Mail.
One function of a Friends of the Library group is to sell books which are weeded from the library collection by the librarians. The Library itself has been selling books periodically throughout the year. The Friends of the Library could take over this task, as well as selling donated books. Disposal of unsold books was discussed. Beth said that the other Friends of the Library groups she has been talking with say that they donate them to prisons. Those at the meeting thought this was a good idea, although there are other organizations which could put such books to use, including Veterans Hospitals, Childrens Hospitals, and retirement homes. Donations of such unused, unwanted books will be decided at future meetings as the issue arises.
The adoption of provisional officers in the April meeting was discussed. Based on current plans in accordance with interest and experience, Beth wishes to remain secretary through the group's official formation. Bev offered to become the Vice President. Beth so nominated her, which was seconded by Brandie. Bev Wagoner was elected Vice President through unanimous vote.
Next meeting will be held Friday, June 10, 2011 at 1:30 p.m. at the Broadwater Library. One item for discussion is to include our presence at the Broadwater Days celebration the following weekend, to expand awareness among people living out of town who have an interest in Broadwater, to allow for their names to be included on mailing lists and to encourage their memberships and donations.
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