PLACENTIA LIBRARY FRIENDS FOUNDATION Minutes of the Board of Directors February 10, 2014 Mission Statement: The purpose of the Placentia Library Friends Foundation is to assist the Placentia’s Library District by raising funds to support and enhance its programs, activities and capital projects, promote volunteer involvement, and provide educational and cultural opportunities for its membership and library customers. Board Members: Jo Ann Sowards, Brenda Benner, Carol Fizzard, Nancy Hawkins, Barbara Hemmerling, Ginny Sanatar, Marian Kalman, Bunny Lynch, Lisa Pacheco, Leonard Rich, Nancy Hawkins, Shawn Sorokin, Nancy Lone-Tollefson, Bill Dooley Present: Jo Ann Sowards, Brenda Benner, Carol Fizzard, Nancy Hawkins, Barbara Hemmerling, Ginny Sanatar, Marian Kalman, Bunny Lynch, Lisa Pacheco, Leonard Rich, Nancy Hawkins, Shawn Sorokin, Nancy Lone-Tollefson, Trustee: Gayle Carline Library Director: Jeanette Contreras I. Call the Meeting To Order (Jo Ann Sowards, President) A. Announcements- Jo Ann Sowards/President 1. New Recording Secretary- Lisa Pacheco 2. Strategic and Long Range Planning – How do we know if we are being effective? a. Recruitment and retention of volunteers— Ideas for building relationships/Create a positive environment - Collaboration amongst volunteers - Make volunteers feel valued - Partner with Judy Carmona and school district - Respect fellow board members/avoid conflict b. Plan for Volunteers Success - Make members feel their job is important - Match member skills to job - Mentor new members c. Recruitment/retention Challenges - Draw in different age groups - Avoid stereotyping/think broadly - Have job descriptions for different offices (already exists in the bylaws) d. Discussion took place regarding flexibility and acceptance of each board member’s approach to doing things. We agreed that we should be willing to accept change and diversity. However, it is okay to question changes and the effectiveness of them in a tactful and civil manner. II. Approval of the Minutes Dated January 18. 2014 A. Jo Ann made a motion to approve the January 18, 2014 minutes as written. Brenda seconded the motion. The motion carried. III. Old Business A. Amendment to Bylaws, Standing Rule (Brenda Benner) 1. Add standing rule #1. In the event of the of the death of a spouse of a Placentia Library Friends Board member or Placenta Library Trustees member, a donation of $50.00 will be made to the charity of their choice. a. There should be limitations, and it should be left to the discretion of the board on a case by case basis. Funds to come from PLFF treasury. b. Brenda will rewrite the amendment to reflect concerns expressed by the board members. c. IV. Discussion tabled until next month. Board Development (Brenda Benner/VP) A. Ad Hoc Committee- Review of Board Member Obligations 1. Board member obligations meeting to be scheduled in March. B. Board Member Resignations1. Ben & Marge Boelman—Brenda moved to accept resignation of Ben/Marge Boelman. The motion carried. A card will be sent to express our thanks for their service. 2. Diane Warner— Jo Ann read resignation letter from Diane Warner. Jo Ann moved to accept resignation of Diane Warner The motion carried. V. Financial and Treasurer’s Reports A. Treasurer Report and Presentation of Bills (Nancy Hawkins) 1. 2. 3. 4. Bank BalanceLPL Financial BalanceDepositsChecks Cleared- $50,841.00 $158,150.17 $33,339.44 $3,008.47 B. Bills to Approve 1. 2. 3. 4. 5. 6. 7. Brenda Benner- Postage for Jewel Birthday Cards- $24.38 Minute Man Press/AL Thank you notes- $37.80 Ginny Sanatar- AL Check in Place cards- $21.55 Carol Fizzard/Jewel Dinner Dessert replacement check $51.70 (From 10/14/13) Vending Repair Bill- $160.20 Staples/Author’s Luncheon Poster- $36.27 Lindsey Whipple/Pocket Tales - $400.00 a. Nancy motioned to pay the bills. Jo Ann seconded it. C. PLFF Financial Report (Ginny Sanatar) 1. Book Store Sales $1,899.85 2. Vending/Soda $323.95 3. Vending/Snacks $713.60 4. Other Deposits $3,278.35 5. Total deposits $6,215.75— Total Deposits Made - 24 D. Finance and Investments (Bill Dooley) — Not present VI. Correspondence Secretary (Shawn Sorokin) A. Report for 2-10-14 1. 2. 3. 4. 5. 6. Get Well to Marge Horrocks Thank You Card to Dixie Shaw for $400.00 for Pocket Tales Sympathy card to Matas family (Katie works at library.) Sympathy card to Fernando Maldonado AL tip card thank you printed Invoice given to Nancy H. Saddiq at Minute Press to be paid B. AL Donation Thank You Letters a of 2-2-14 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Z Pizza for 2 $10.00 gift certificates Brea Improv for 8 admissions Carl’s Jr. for 5 $20.00 gift cards In N Out for 8 guest checks, tumbler, towel, antenna topper and hats Beauty Avenue for hair cut services by Tammy $45.00 value Whole Enchilada for 2 $9.99 gift cards Lucille’s Smokehouse BBQ (Hof’s Hospitality Group) for $25.00 gift card Aquarium of the Pacific for 2 free admission passes Buca di Beppo Italian Restaurant for $25.00 gift card Brea Plaza 5 Cinemas for 65 general admission passes $3.75 ea./$300.00 value 11. 12. 13. 14. 15. 16. VII. Lily Nails (Hair Productions Ltd.) for pedicure Spread Some Sunshine Hair and Nail Salon for one free haircut $20.00 value Scott Bohlender and David Cisneros for Arrow Cabin South Coast Repertory for 2 vouchers to be redeemed as tickets Alta Vista Country Club for one complimentary four-some La Mirada Theatre for voucher toward 2 tickets to McCoy Rigby Entertainment Series Library Director (Jeanette Contreras) A. Yesenia on maternity leave until mid May B. Diane Warner is now employed by the Placentia Library. C. Library survey: posted by next week on library website. Intent is to get feedback from the community. VIII. Committee Chair Reports A. Book Store/Volunteers (Nancy Tollefson) 1. Silent Auction a. Harvard Classics/Genine Marquez b. 7 DC Comics/Hendrick Nguyenhuu c. The Art of Walt Disney/Genine Marquez 2. $19.00 $56.00 $12.00 Book Store Report a. Second Sunday Sale- $286.00 b. PLFF volunteers donated 512.5 hour c. Check received from Renaissance Charitable Foundation- $13.18 d. Recycle- $35.45 (1/17/14) e. Pencils- $10.00 (2/3/14) f. Pens- $20.00 (1/16/14 and 2/3/14) g. 6 boxes of children’s books donated to Jeanne Casucci h. 6 boxes of books donated to the IB Bread of Angels donation drive (Diamond Bar High School/Lisa Pacheco) i. Friday, April 11th will be the volunteer lunch @ 11:30 B. Membership (Bunny Lynch) 1. 2. 3. 4. 5. 201 Paid Members to date 91 Jewel (7 Diamond/84 Ruby) 110 Regular Members (60 Individual/25 Family/25 Patron) 34 out of city Campaign date is incorrect in eXPLORE. It should state 2014-15. C. Author’s Luncheon (Ginny Sanatar) March 1, 2014 1. 2. 3. 4. IX. 115 tickets sold/ $6,325 banked as of Friday, Feb. 7 2014. (126 as of today) Celebrity host acceptance is at 12— need 22-25 depending on how sale progresses. Ralph’s signup sheet, membership sign ups, and library information to be set up at check-in table. No Friday event scheduled at Alta Vista as of yet; ideal for set up. Brenda will begin putting baskets together. Trustee Report (Gayle Carline) A. 5 Year Plan- working with a consultant on it B. Some board members attended workshop: How to be an Effective Board Member X. Meeting Adjourned by Jo Ann Sowards Next Meeting: March 18, 2014 (Jo Ann and Brenda will be gone in March. Meeting rescheduled for Tuesday, March 18th.) Submitted by:____________________________________ Lisa Pacheco, PLFF Board Secretary