Minutes for October 19, 2004  

Present:   Laurie Stevens, Lisa Wemett, Suzie Miller, Lisa Bechtold, Carolyn McKenzie (5)  

Approval of Minutes:

The minutes of the September 21 meeting, produced by Carolyn McKenzie, were approved on a motion by Suzie Miller, seconded by Lisa McNamara.  

Financial Reports:

The balance at the end of October was $18,748.60.   

Discussion of the movement of funds to the Xerox Federal Credit Union was tabled until the November meeting.  

Membership:

Reporting for Membership Chairman Joan Gammon, Lisa Wemett stated that there were 444 members as of October 9, 2004.  The Xerox Federal Credit Union promotion, which gives a Friends membership to applicants for auto loans who reside in Webster, has resulted in 80 memberships so far.  

Membership in the Webster Chamber of Commerce was discussed.  A membership can be purchased at the business rate of $135, subject to the approval of the Chamber Board of Directors.  Phil Gammon’s research has indicated that members of the Friends of the Webster Public Library could purchase the Chamber’s health insurance plan if the Friends group purchases a Chamber membership.  The item was tabled until the November meeting.    

Old Business:

President Laurie Stevens reported on the work of the Ad Hoc By-laws Review Committee, consisting of Laurie Stevens, Peg Ehmann, June Schoff, and Lisa Wemett.   The final draft of the proposed by-law changes was distributed and reviewed.  Lisa Bechtold made a motion to approve the changes and the motion was seconded by Suzie Miller. The motion passed.  The document will be submitted to the general membership in the Friends newsletter at the end of January or early in February, and it will be voted on at the Annual Meeting.   

Lisa Wemett reported for June Schoff and Lucille Rix, co-chairs of the Lobby Book Sale.  A contract has been signed with the Rundel Library Foundation for a six-month trial for the sale of collectibles and other books to be sold on the Internet.  Seven cartons of books have been delivered to Rundel.  Lisa Wemett also reported that there is a plan for the on-call reference staff to use antiquarian book sites to check the prices of collectible books.

 The revenue for the September lobby sale was $1,099.

 Lisa Bechtold reported on the Mini Bargain Book Sale, which was a success both financially and as a vehicle to reduce the inventory of used books.  Two tentative dates for sales of this kind in 2005 were suggested.

 Lisa Wemett reported on the recent newsletter.  She thanked Olivia Durant for proofreading the final copy and Kim Scheurer for a pleasing layout.  Carolyn McKenzie also provided proofreading and a suggestion for increasing the number of Friends’ e-mail contacts in our database by placing a request in the newsletter for members to submit their addresses.  

Lisa Wemett discussed the New York Library Association Annual Conference, which will be held at the Rochester Convention Center on October 22.  President Laurie Stevens will be participating in a panel discussion, “Friends Making Friends.”  Lisa Wemett, Peg Ehmann, Lisa McNamara, and Carolyn McKenzie also plan to attend the conference.

 Lisa Wemett discussed participation in the Webster Village Anniversary Celebration, which will be held in 2005.  She will ask Town Historian Lynne Barton to attend the November meeting.  

Lisa Wemett reported that the Entertainment Books 2005 sale has begun.  Lisa has sent an e-mail to members concerning the sale, written an article for the fall newsletter, and submitted a press release to the media.  

The date of the Open House to honor retiring Library Director Marvin Andrews has been set for Sunday, January 23, from 2 to 3:30 p.m.   The planning committee for the event consists of Joan Gammon, Peg Ehmann, Lucille Rix, and Lisa McNamara. 

 New Business:

President Laurie Stevens announced that the Nominating Committee to develop the slate of officers for the 2005 election would consist of Lisa McNamara, Suzie Miller, and June Schoff.  A motion to appoint the Nominating Committee was made by Lisa Bechtold and seconded by Suzie Miller.  The motion passed.

 Lisa Wemett presented suggestions for the 2005 calendar for Friends.  Moving the Annual Meeting to March 15 in order to avoid a conflict with the Annual Book Sale was discussed.  It was decided that it was an excellent idea.  Tentative dates for the Annual Book Sale and two Mini Bargain Book Sales were also considered.  An attempt will be made to have the distribution of the newsletters coincide with the book sales, especially the Annual Sale.

 Laurie Stevens reported that the fundraiser by Tealightful Treasures would be held on Sunday, November 21, at 2 p.m.  The presenter will be Marge Bovenzi.  Those attending may wear hats and gloves, but that is optional.  The committee for the event consists of chairs Laurie Stevens and Peg Ehmann and members Suzie Miller and Carolyn McKenzie.

 Lisa Wemett, reporting for Phil Gammon, stated that a play area activity table with storage space for a wooden block set has been chosen to celebrate the life of Brian Furness.  The table will be built by one of Brian’s friends and an inscribed brass slate will be attached.

 The meeting adjourned at 8:25 p.m.

 Minutes respectfully submitted by Carolyn McKenzie.

 

Minutes for September 21, 2004

 Present:  Joan Gammon, Phil Gammon, Lisa Bechtold, Lisa Wemett, Peg Ehmann, Lucille Rix, Laurie Stevens, Lisa McNamara, June Schoff, Carolyn McKenzie (10)  

Approval of Minutes:

The minutes of the August 17, 2004, meeting, produced by Carolyn McKenzie, were approved on a motion by Joan Gammon, seconded by Lisa McNamara.                       

Financial Reports:

Treasurer Peg Ehmann presented the financial report for August 2004.  As of August 31, the net balance was $24,580.27.  

Peg Ehmann reported that the Wegmans Corporate Card account has now been established.   

The movement of funds to the Xerox Federal Credit Union will be revisited at the October meeting.  

Membership:

Membership Chair Joan Gammon reported that there were 439 members as of September 11, 2004.  The Xerox Federal Credit Union promotion that offered a Friends membership to Webster applicants for auto loans has resulted in 68 memberships as of September 18.  

Joan was unable to find volunteers to staff a Friends table during Webster Village Days in August.  At this time, it was determined that it was not necessary to hold additional membership drives in the library as has been done in the past.

Membership in the Webster Chamber of Commerce was discussed.  Consideration of this item was tabled until the next meeting, at which Phil Gammon will present additional information on Chamber membership and the possibility of a link to a group like Welcome Wagon.  

Old Business:

President Laurie Stevens reported on the work of the Ad Hoc By-laws Review Committee, consisting of Laurie Stevens, Peg Ehmann, June Schoff, and Lisa Wemett.   A handout of the updated document was reviewed and it will be voted on at the October meeting.   

June Schoff and Lucille Rix, co-chairs of the Lobby Book Sale, reported that Marvin Andrews is investigating the cost of installing an exhaust fan in the sorting room.  

June Schoff reported that a clarification of policy on materials borrowed by sorters has been established.  A notice has been posted in the sorting room stating that while it is acceptable to borrow a few items occasionally, it not permissible to take materials without paying for them.  The donations are sold for the benefit of the library.  

June Schoff also reported that she, Diane Leas, and Lisa Wemett will meet on October 5 with representatives of the Rundel Library Foundation to enter into a six-month agreement to sell our collectible books through the Internet.  

Lisa Bechtold reported on the preparations for the Mini Book Sale on September 21 and 22.  

Phil Gammon led the group on a tour of the new video surveillance system in the Network Room.  

Lisa Wemett, reporting for Kim Scheurer, stated that the next Friends newsletter would be sent in early October.  

Lisa Wemett reported on the Empire State Friends Day, Friday, October 22.  President Laurie Stevens will take part in a panel discussion, “Friends Making Friends,” from 3:30 – 4:45 p.m.  Peg Ehmann, June Schoff, and Carolyn McKenzie will also attend.  A motion to pay expenses for up to four Friends members’ conference registrations was made by Joan Gammon and seconded by Peg Ehmann.  The motion passed.  

Lisa Wemett discussed participation in the Webster Village Anniversary Celebration, which will be held in 2005.  More information and details will be presented at a later date  

New Business:

Laurie Stevens asked for suggestions for Nominating Committee members, who will develop a slate of officers for the 2005 election.

 Lisa Wemett reported that the Entertainment Books 2005 are ready for sale at a cost of $22.  She thanked the group for their assistance in preparing them for sale with labels and inventory slips, a job quickly dispatched by all present.  

Lisa Wemett reported that information has been received about a fund-raiser “home party” by Tealightful Treasures™.  Peg Ehmann and Laurie Stevens will present more information at the October meeting.

 Lisa Wemett circulated a thank you note from the Teen Advisory Board, with a picture of the group in their new T-shirts.  The cost of the shirts was partially underwritten by the Friends.  

Diane Kozlowski, Adult Services Librarian, presented a request for $200 to be used to purchase needlework materials (knitting, crocheting, etc.) for the collection.  A motion, made by Peg Ehmann and seconded by Phil Gammon, was passed.

 Laurie Stevens reported that Marvin Andrews will retire on February 1, 2005.  In his honor, the Friends will sponsor an event, possibly an open house for the public.   Committee members will be Joan Gammon, Peg Ehmann, Lisa McNamara, and Lucille Rix.

 The meeting adjourned at 8:25.

 Minutes respectfully submitted by Carolyn McKenzie.

Minutes for August 17, 2004

Present:  Laurie Stevens, Peg Ehmann, Carolyn McKenzie, June Schoff, Lisa Bechtold, Lisa Wemett  (6)  

Approval of Minutes:

The minutes of the June 15, 2004, meeting, produced by Carolyn McKenzie, were approved on a motion by June Schoff, seconded by Peg Ehmann.               

Financial Reports:

Treasurer Peg Ehmann presented the financial reports for June and July 2004.  As of June 30, the net balance was $20,628.52.  As of July 31, the net balance was $22,191.39.  

Peg Ehmann reported that the materials for the Wegmans Corporate Card (tax-exempt account) will be mailed this week.  

Peg Ehmann reported that two certificates of deposit will mature on September 14 and November 8.  Those funds will be rolled over into a savings account, and then used to purchase a CD at the Xerox Federal Credit Union.  

“Guidelines for Expenditures of Funds of the Friends of the Webster Public Library,” originally adopted by the Friends in August 2000, were discussed.  No changes were made.  

Membership:

Lisa Wemett, reporting for Membership Chairman Joan Gammon, stated that there are currently 430 members.  The Xerox Federal Credit Union promotion of offering a Friends membership to applicants for auto loans who are Webster residents has resulted in 57 memberships as of today.  63 memberships in arrears from 2003 and before were purged from the database.  23 memberships were renewed after the second billing notices were sent in February.  

Membership in the Webster Chamber of Commerce was discussed.  The Chamber Board of Directors has approved the Friends for membership.  The business rate is $135.  Discussion centered on how we would use this membership as a promotional tool for the library and the Friends.  Consideration of this item was tabled until the next meeting.  

Old Business:

President Laurie Stevens reported on the work of the Ad Hoc By-laws Review Committee, consisting of Laurie Stevens, Peg Ehmann, June Schoff, and Lisa Wemett.   A handout of proposed changes was reviewed and, as all present were in agreement with the committee’s work, no changes were made.  The committee will meet one more time and then present its final recommendations.   

June Schoff and Lucille Rix, co-chairs of the Lobby Book Sale, reported that there was very little public reaction to the price changes, which became effective on July 1.  The July sales were excellent.  

June Schoff also reported that at their meeting on June 16, the sorters decided to contract with the Rundel Library Foundation to place selected books for sale on the Internet.  June Schoff, Diane Leas, and Lisa Wemett will meet with a representative of the Rundel Library Foundation this fall to discuss the matter.  June Schoff and Diane Leas will examine the books that may have potential for sales as collectibles.   A coordinator to handle the collectibles and Internet sales, to work in conjunction with June, needs to be recruited.  Possible sales tax implications of Internet sales were discussed.  

Lisa Bechtold will chair a mini book sale on Tuesday and Wednesday, September 21 and 22, in the Community Room.  A bag sale will be held on September 22.  Books will be priced at bargain rates.  There are many books in storage that will be used for the sale.  Suggestions were discussed for the dispersal of remainders.  

Lisa Wemett reported that the plant installation by Millcreek Gardeners (Carol Cerasoli, President) has been completed.  Laurie Stevens will send the club a thank you note.  

Reporting for Terry Mulee, Lisa Wemett noted that 46 people attended Friends Night at the Red Wings on Friday, July 16.  

Lisa Wemett passed around the newly purchased copy of 101+ Great Ideas for Libraries and Friends* (*Marketing, Fundraising, Friends Development, and More!) by Sally Gardner Reed, Beth Nawalinski, and Alexander Patterson of Friends of Libraries, U.S.A. (Neal-Schuman Publishers, 2004).  The three entries for Webster are Chapter 1, #11, “Joining Together in Laughter and Love” (p.16), Chapter 3, #6, “Steps to the Future” (p.119), and Chapter 4, #4, “Catch ‘Em in the Library” (p.162).  

Vice-President Phil Gammon reported that work has started on the installation of the video surveillance system.  

Reporting for Kim Scheurer, Lisa Wemett stressed the deadline for articles to appear in the Fall 2004 Friends newsletter.  The newsletter will be mailed after Labor Day.  

Discussion of representatives to the New York Library Association’s Annual Conference at the Rochester Convention Center was tabled until the next meeting.  President Laurie Stevens will be a panelist on the topic “Friends Making Friends” from 3:30 – 4:45 p.m. on Friday, October 22.  

New Business:

Lisa Wemett requested $510 for Teen fall programs.  A motion to approve the expenditure was made by Peg Ehmann and seconded by Laurie Stevens.  The motion passed.  

Reporting for Adrienne Furness, Lisa Wemett requested $345 for funding of children’s fall programs.  A motion to approve the expenditure was made by June Schoff and seconded by Carolyn McKenzie.  The motion passed.  

Reporting for Kim Taney, Lisa Wemett requested $430 for the purchase of a fax/laser printer for the Reference Desk.  A motion to approve the expenditure was made by June Schoff and seconded by Peg Ehmann.  The motion passed.  

The meeting adjourned at 8:40 p.m.  

Minutes respectfully submitted by Carolyn McKenzie.

 Minutes for June 15, 2004

Present:  Laurie Stevens, Carolyn McKenzie, Lisa McNamara, Peg Ehmann, Lucille Rix, Joan Gammon, Phil Gammon, June Schoff, Lisa Wemett, Lois Musclow  (10)  

Approval of Minutes:  

The minutes of the May 17, 2004, meetings, produced by Carolyn McKenzie, were amended after a suggestion by Phil Gammon.  In the Membership section, the minutes were changed to read “Phil Gammon reported that 52 new memberships….”   (Joan Gammon was not at the May 17 meeting.)  The minutes were approved as amended on a motion by Joan Gammon, seconded by Phil Gammon.

 Financial Reports:

Treasurer Peg Ehmann presented the financial report for May 2004.  As of May 31, the net balance was $20,931.86.

Peg Ehmann reported that the state sales tax return was filed on June 4, 2004, in the amount of $232.91.  

Peg Ehmann stated that the paperwork for the Wegmans Corporate Card and Tax-exempt Account will be completed by Lisa Wemett.

 Peg Ehmann indicated that funds will be moved to the Xerox Federal Credit Union, as approved at the May 17, 2004, meeting.  

Membership:

Chairperson Joan Gammon reported that the total number of memberships is 429.  Fifty-two memberships were purchased at the Annual Book Sale.

Joan Gammon reported that over 100 volunteers worked at the Annual Book Sale in April.  She has sent thank you notes to those volunteers.

Lisa Wemett reported that the Xerox Federal Credit Union promotion, in which applicants for auto loans who are Webster residents will be given a membership to the WPL Friends, is in progress.  

Lisa Wemett requested the Friends consider a membership in the Chamber of Commerce if non-profits are eligible.  After discussion, it was decided that Phil Gammon would investigate this possibility and obtain a membership form from the Chamber.  This membership will be discussed at the August 17 meeting.  

Old Business:

The Ad Hoc By-laws Review Committee, consisting of Laurie Stevens, Peg Ehmann, and June Schoff, with assistance from Lisa Wemett, reported on their progress.  The committee has looked at the first two pages.  A handout was distributed and reviewed.

June Schoff and Lucille Rix, chairs of the Lobby Book Sale, reported that a sorters’ meeting has been scheduled for June 16 at 1 p.m.

 Prices for the Lobby Book Sale were discussed.  Peg Ehmann moved that series romance books would be 25 cents; other paperback books would be 50 cents; hardcover books would be $1; special books would be priced according to value; and there would be no quantity discounts.   Lisa McNamara seconded the motion, which passed.  The new pricing structure will be implemented on July 1, 2004.  New pricing signs will be made and the clerical staff will be informed of the changes.  

Lisa Wemett reported that the library’s 2^nd anniversary reception and recognition plaque unveiling was successful.  A good crowd attended.  Laurie Stevens, Peg Ehmann, and Carolyn McKenzie contributed baked goods and assisted at the reception.  

Lisa Wemett reported on the plant installation by the Friends and Mill Creek Gardeners.  Two 25” planters were purchased for the bookdrop alleyway at a cost of $88 each, plus $15 for potting soil and $23 for plants.  Lisa Wemett and Terry Mulee installed the planters on May 30.  The total for the Friends portion of the entire project was $214.  

Lisa Wemett, reporting for Terry Mulee, stated that the deadline for purchasing tickets for Friends Night at the Red Wings is July 6.  The date of the event is Friday, July 16.  

Lisa Wemett reported that 101+ Great Ideas for Libraries and Friends would be purchased.  

Lisa Wemett indicated that we are seeking information about Webster Village Days, which will be held on August 13, 14, and 15.  The group agreed to spend up to $25 for prizes for a free raffle at a community “information table.”  There will not be a book sale at the booth.  

Phil Gammon reported on the purchase of the video surveillance system from Casco Systems on University Avenue in Rochester.  It was requested that the Assistant Director for Network Services review the requirements for the system before installation.  Phil Gammon reported that the possibility of a camera facing the entry hallway and restroom doors has been submitted to the WPL Board of Directors for discussion at their July meeting.  Peg Ehmann moved that up to $5,000 be authorized by Friends for this project if it becomes a reality and additional equipment is needed.  June Schoff seconded the motion, which passed.

 New Business:

Lisa Wemett reported that the New York Library Association Annual Conference will be held at the Rochester Convention Center.  Empire State Friends Day will be Friday, October 22.  The cost is $25 per Friend.  Any Friends member may attend.  President Laurie Stevens will be participating in a panel discussion, “Friends Making Friends.”  The possibility of underwriting registration fees will be discussed at the August 17 meeting.

 Lisa Wemett displayed several book bag samples.  She will bring more to the August 17 meeting.

Lisa Wemett requested $625 to fund the Teen Summer Reading Program.  A motion to approve the expenditure was made by Peg Ehmann and seconded by Joan Gammon.  The motion passed.

Lisa Wemett, reporting for Kim Scheurer, said that the deadline for the Fall 2004 Friends newsletter is August 17.  The newsletter will be mailed after Labor Day.

 Lisa Wemett reported that the Town of Webster Summer Celebration would be held on Saturday, June 26, 2004.  After discussion, participation was declined.  

Lisa Wemett reported that the Webster Village 100^th Anniversary will be celebrated in 2005.  Lois Musclow, who is active in planning for the event, discussed plans for the celebration.  Possible participation by Friends will be discussed at a later date.

 The meeting adjourned at 8:19 p.m.

 Minutes respectfully submitted by Carolyn McKenzie.

  

2004 Meetings and Events:

·        Tuesday, April 20 - Annual Meeting

·        Monday and Tuesday, April 26 and 27 - Preparation for Annual April Book Sale

·        Wednesday, April 28 - Saturday, May 1 - Annual April Book Sale

·        Monday, May 17 - Business Meeting

·        Tuesday, May 18 – Reception for 75^th Anniversary and Plaque Unveiling, 7 p.m.

·        Tuesday, June 15 - Business Meeting

·        Tuesday, August 17 - Business Meeting

·        Tuesday, September 21 - Business Meeting

·        Tuesday, October 19 - Business Meeting

·        Friday, October 22 - Empire State Friends Day at NYLA Conference

·        Tuesday, November 16 - Business Meeting