Board Meeting

Friends of the Van Pelt Library

Thursday, November 6, 2003

Present: Dee Vincent, Don Durfee, Marianne Brokaw, Phyllis Johnson, Terry Reynolds, Karen Hubbard, Mary Marchaterre, Gail Mroz

 Absent: Faith Morrison, Dana Richter, George Love, Amy Hughes

 The minutes of the October 2 and the Annual Meeting of October 21, 2003, were reviewed and approved.

Terry Reynolds passed out the October 1, 2003, Treasurer’s Report that he prepared. As of 10/01/03 the total amount in the FVPL accounts was approximately $11,316.90. As of 11/03/03, the amount was up to $13,073.86, making this the highest total for the academic year. Terry attributed this rise to the sale of maps and the income from the Econo slips as well as an unexpected gift from a donor in the amount of $300 (Robert Pohanka of Springfield, VA). Terry will write him a thank-you note from FVPL. Ellen’s request for books has not been received or paid out yet, nor has the cost of the Annual Meeting. Phyllis reiterated that as long as the building process was going on, the library would not be requesting items through the FVPL funds.

A. FPVL Tech Funds

The board addressed the issue of Tech Fund monies dipping with Gail Mroz; there have been some losses, and Gail explained how the losses occurred. FVPL money is in “demand accounts,” which are 80% invested in bonds. These accounts get interest and dividends, but they also will share in market declines with other Tech Fund accounts. Bonds are down, so these accounts have been showing some losses. The second reason for small declines is that the Tech Fund receives no support from the University and must charge accounts 2-1/2% annually (divided by 12) for operating costs. The general feeling was that these costs are reasonable but that further discussion or action would be postponed until more members of the board are present. Gail also promised to run a financial report for us to review at the next meeting.

B. Annual Meeting

Those who attended agreed that the event was a success and the speaker was good. Terry added that the Annual Meeting is mostly attracting our own board members and raised the cost/benefit issue. Should the meeting be scaled down or canceled? Karen agreed that it should be scaled down, perhaps without a speaker, but that we are required to have a meeting to which the public is invited. Gail said that in times of tight money all groups are questioning their activities and asking, “what’s the return?” The time spent is also a critical factor. Don mentioned that in the past some of the meetings have been well attended. There was some discussion of how busy people were. This issue will be revisited at another meeting.

C. Newsletter

Faith was not present, so discussion was limited. Dee mentioned that Tau Beta Pi helped with the mailing. Don asked about the cost and said an electronic format at least for some people would save money. Terry thought it cost about $160 or so for each issue to be printed and mailed to a list of about 300 people. Karen thought it was a worthwhile way to tell people about the book sale. This issue will also be revisited at another meeting.

D. Thanks to Econo

Mary will send a thank-you note to Econo on behalf of the FVPL. There was some discussion of the need for people to be aware of the dates. The accepted slips for this year must fall within August 26, 2003, and June 3, 2004. Mary weeds out slips that are too old. We get 1% of the total reflected on the slips; her current pile totals $2,660. Karen remarked that the dates should probably be in the newsletter.

E. Audit Committee

The committee to audit the FVPL books has been formed by three volunteers: Amy Hughes, Gail Mroz, and Mary Marchaterre. Amy will set up the meeting time.

F. Building Update

Phyllis discussed the further progression of “musical rooms” as some rooms get demolished or changed in purpose. Staff has had to be very flexible, while their space continues to diminish. The library has had to sell off many things that they simply cannot store. The stairwell near the room 213 will be demolished, resulting in another go-round of moving after the season days. Our January meeting will probably be in room 209. The library servers are being moved to EERC soon, with the staff going to the Administration Building. Gail asked if the project was on schedule. Phyllis explained that the whole project started a little late but has stayed on schedule since then.

G. Book Storage

In relation to the building update, the books that are priced and boxed need to be moved soon. They will likely be moved to Blanche St. unless Faith finds space in her building. Phyllis will check with her. Karen reiterated that the unsorted books have become too much for one person to handle and help is really needed. Mary indicated a willingness to work over Thanksgiving break; Dee will contact Patrick Quimby (who had volunteered previously to help) to see when he and a few friends might have time to work.

The meeting adjourned at 4:45 pm.

The next meeting will be held on December 4, 2003, 4–5:00 pm, in room 213 of the J. Robert Van Pelt Library. Submitted by Marianne Brokaw for Amy Hughes, November 7, 2003.