Friends of the Library
Executive Board Meeting
April 17, 2013
Minutes
Present: Sarah Groleau, Anne Cunningham, Donna Tung, Jane Luke, and Gay Moceri
The meeting was called to order by Sarah Groleau, President. Attendees introduced themselves. A
motion was made by Anne Cunningham to present Gay Moceri as interim Secretary at the May Board
meeting. The motion passed unanimously.
Job descriptions for each executive board position were reviewed. A generic job description is still
needed for members of the Board. There are several vacancies on the Board. Past officers and
committee chairs will be contacted to determine interest. Anne Cunningham will update the contact list
once those contacts have been made. Contact information for Library Trustees will also be updated.
Sarah Groleau will e-mail Trustees about the May meeting. Anne Cunningham and Donna Tung will
contact Board members. Committee chairs will each need to present a report at the May meeting.
Anne Cunningham will remind the committee chairs. Gay Moceri will e-mail Elizabeth Rhymer with a
flyer about the May meeting for posting in the library. Donna Tung will investigate ways to improve
communications with and involvement of the Friends of the Library.
Jane Luke reported on program. She presented a tentative list of programs for the rest of the year.
Programs are intended to inform, entertain, and/or educate members of the community. The next
program is Loon Preservation on May 2nd at 6:30 PM. Jane asked for help with refreshments. Sarah
Groleau requested signage to indicate that the program was presented by Friends of the Library. She
will talk with Bill Stoops. There was a discussion about a supply budget for the evening programs to
cover the cost of cups, plates, and napkins. Sarah offered to provide Thrivent cups. Jane will prepare a
report for the May meeting. She will also create a survey to determine areas of interest for future
programs. Jane also presented a job description she had outlined for her position as Program Director.
The Whistle Blower and Conflict of Interest policies were reviewed. The Conflict of Interest policy will be
amended by Anne Cunningham to include “an annual review of the policy in May.” Sarah Groleau will
distribute both policies to Board Members before the May meeting. Signature sheets for both policies
will be collected at the May meeting. Sarah Groleau will provide signature pages at the May meeting.
There is a need for a person to update the Friends of the Library portion of the website regularly. A
volunteer will be sought to fill this need. It was suggested that Elizabeth Rhymer may have suggestions
for possible recruits. Sarah Groleau will speak with Elizabeth.
Anne Cunningham completed the updates of the 501c3 paperwork for filing with the state and federal
governments.
A discussion ensued about donations and acknowledgements of donations. The process for collecting
donations, noting the source, and acknowledging the donation needs to be streamlined. A financial
policy is needed to keep track of the moneys donated in a secure fashion. This will be reviewed and
presented at the November meeting. Anne Cunningham will provide Sarah Groleau with copies of
previous request and acknowledgement letters for rewrite.
A Friends book sale is scheduled for April 20th. Sarah Groleau requested signage to indicate that it was a
Friends event. The next book sale will take place on June 29th, Rubber Ducky Day.
Donna Tung will create a tentative calendar of Friends event which will be shared at the May meeting.
The annual fund drive will take place in July. Personalized letters will be sent to previous members who
have donated in the past two years. Sarah will complete the letter for these members by May 15 and
Anne will prepare the letters and labels for this mailing. In addition, a generic request will be mailed to
all postal patrons. Gay Moceri will obtain the specifics of postal patron mailing from the post office and
will also request a resident count for same for July. Anne Cunningham will e-mail Sarah Groleau copies
of previous letters for review and revision. Anne Cunningham will check existing inventory of mailing
and remittance envelopes to determine what is needed. The Executive Board will meet on July 10th and
will stuff envelopes for the postal patron mailing after the meeting.
A date for the November meeting is still needed.
Sarah Groleau will discuss possible dates for the annual volunteer event with Elizabeth Rhymer. Anne
Cunningham will purchase a gift certificate for an outgoing Trustee.
Anne Cunningham will send copies of old agendas for previous May meetings to Sarah Groleau to use as
a template.
The next Friends of the Library meeting will be held on May 4, 3013 at 10 AM in the library. The
Executive Board will meet on July 10, 2013 at 9 AM in the library.
The meeting was adjourned.
Respectfully submitted,
Gay C. Moceri