A Board meeting of the Friends of the Brandywine Hundred Library was held at the Brandywine Hundred Library on Tuesday, April 11, 2006. President Ceci McCormick called the meeting to order at 7:09 pm.

Board members presentpresent were Ceci McCormick, John Stevenson, Joyce Li, Sally Kantzes, Marcia Dillon, Eileen Lynch, Kathy McDonough, Jack Yeatman and Joy Naquin. Library Manager Tom Weaver was also present.

The March minutes were approved as Emailed, with the following correction: "... acknowledge that Ron Hasse built the podiums." should be "... acknowledge that Ron Hasse built one of the podiums." On motion of Jack, seconded by Sally, minutes were approved with the one revision.

Treasurer's Report
Marcia brought it to our attention that the CD's will expire on 5/21/06. WSFS has an 11-month CD for 4.5 % and a 13-month CD for 5%. The shorter term rate is 2.1% Eileen stated that, based on the monies we have, the board will not need the money for the next 13 months. On motion of John, seconded by Marcia, the board agreed to renew $10,000 for 13 months and $5,000 for 11 months.

Marcia also mentioned that there was a $40 error in one of the deposits from the membership drive. The check was for $100; the bank entered it as $60. Marcia will talk to the bank and see if this can be corrected. Marcia also wants to explore the possibility of transferring our accounts to another bank and may talk to Wilmington Trust to see what they are willing to do for us.

Eileen reported that the board has about $48,000 in assets (this is minus the expense for the 2005 bricks and other expenses and includes the $15,000 in CDs). Spending that is approved and not yet paid totals just under $5000 and includes the following:

• $2000 for large print books
• $2500 for DVD's
• $80 for movie tickets for a program last summer. Tom believes that this was taken care of but will check into it.
• $100 for refreshments for last October's "Riding the Bus With My Sister" program. Ceci will ask Mary if she submitted receipts for this.

Additional expenses include $30 for post cards to brick donors. For the wishlist books from 2005, there is still $269.75 that is not yet spent. The books have been purchased; the Treasurer has not yet received the receipt.

Tax Return
Eileen reminded the board that we are required to file a tax return. The tax return is also a communication tool for donors. It can be posted on the web site, to fulfill the requirement to inform the public about the Friends operation. The web site posting should be in .pdf format to prevent tampering. We will probably file for an extension for the tax return; we have not yet heard from the auditor. The return can be filed electronically. Eileen gave Ceci information on the tax return for the Communications Committee.

We need to list board members and their average hours per week spent on Board activities for the calendar year 2005. Eileen handed out a form to all board members present at the meeting, and will contact the remaining board members for their feedback. This info should be turned in within the next two weeks. Part of the tax filing is proof of public support. The IRS requires reports of total contributions for four prior years. Eileen needs a list of donors and the amounts contributed for years 2001-2003. Kathy McDonough will help in compiling a list of donors. There are a couple of other issues with 2004 tax return. It was not done in compliance with instructions and we may be hearing from the IRS. Eileen reminded the board that we can be penalized for committing errors. Marcia reported that Phillip Spiegelman has agreed to serve as FBHL's auditor.

Old Business

Conflict of Interest Policy. Eileen handed out copies of the conflict of interest policy. There is a copy for each board member. The signature sheet was passed around the table for signatures. Joy will bring the signature sheet to future meetings until all board members have had a chance to sign it.

Funds Disbursement Request. On motion of Marcia, seconded by Jack, the board agreed to renew membership in the Delaware Library Association. Membership dues are $35.00.

Annual Membership Drive. Sally reported briefly on the success of the 2006 membership drive. Joy handed out a report of the drive's statistics, including comparisons of the membership drives for the last three years. The list of Give-A-Book donations was turned in to Tom. All board members had a chance to give feedback about how the membership drive was handled. In discussing opportunities for improvement, the following points were raised:

• Acknowledging where the premiums come from (Big Sky, Friendly Gift Shop).
• More advertising of the Give-A-Book opportunities.
• A number of people inquired about a family membership. It was agreed to update the membership form to include family membership for $25.00.
• The volunteer opportunity for "Guide/Greeter" will be removed from the membership form.
• The suggestion box was not utilized much and will not be repeated next year.
• Need to find a way to keep track of the change and turn in correct amount of money for each shift.

Building Fund Status Report. Kathy reported that the final installment of the last building fund donor should be received soon. This completes the building fund. Kathy also reported briefly on the Woodlawn Library's sneak preview and passed around publicity materials for review.

Proposed special event for Friends Members. Jack and Sally proposed a cookout or barbecue catered by Fat Rick's, to be held outdoors, with a couple of strolling musicians. The Board responded well to the idea. It was agreed that the event should be for adults only and will probably be scheduled in the fall. Jack will check with additional caterers and musicians.

Library Managers Report. Tom announced that the Library Manager's report will henceforth be submitted in writing, for inclusion in the minutes. Tom will also Email the report to everyone on the board. Tom briefly reviewed the highlights of this month's report.

Luncheon for Library Staff. Mary Bowler has volunteered to help with planning and needs one assistant. Ceci will seek volunteers from board and if unsuccessful, Ceci will help. The luncheon will be held on Wednesday, May 24. Tom will copy Ceci on Emails about staff suggestions on how to make the luncheon a success. It is requested that all board members provide a dessert.

Unfinished Business. Due to time constraints, the following topics on the agenda will be deferred until the next meeting:

• Brick order timetable [Kathy]
• Create hanging signs/banners to identify podiums that hold the Donors and Brick Locator books [Kathy]
• Communications Committee
• Library Bill of Rights [John]

The meeting was adjourned at 8:58pm.

Respectfully submitted,
Joy A. Naquin
FBHL Secretary

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