Friends of the Warren County Library Headquarters

Meeting- September 11, 2008

Present: Jill Butcher, Marion Economo, Robin Jensen, Jack Walsh, Lynn Moore

The Meeting was called to order at 7:30 PM .

Secretarial Report: The minutes were amended to state that the $300 for the program on Victorian Day was from the Arts Grant. The amended report was accepted as read.

Treasurer's Report: In Artie's absence, Jill gave the report. The balance from August was $3,544.09. The ending balance is $4,107.09. The total from the book sale was $620.00 and we sold 17 tote bags.

Old Business: Jill thanked everyone for their help before and during the book sale. Robin also thanked the group. A tent for outdoor sale as well as programs was discussed.

By-Laws: There was a review of why we are changing the by-laws regarding the Treasurer's position and adding a new position of Assistant Treasurer. The Assistant Treasurer will fill out and sign the form for the IRS. Rich Moore will take on the position for now if all the Friends' groups agree on the changes as well as the proposed position. Once the by-laws are passed, the members have to nominate and vote on Rich taking the position. On a motion by Lynn/Jack, we voted to accept the by-law changes and the addition of the Assistant Treasurer position.

New Business: Jill announced the Fourth Annual Friends Celebration to be held on November 1, 2008 at the Old Bridge Public Library. This is a chance to meet other Friends' groups and exchange ideas, what works, etc. If anyone is interested in going, please let her know.

Jill suggested posting the minutes on the Library website and sending members the minutes via email. Discussion followed. Marion asked about publicity and how it is getting out and what resources are being used. Robin said she would look into this.

Robin answered questions raised by members regarding expenditures for programming. Marion asked about the program budget and how the Friends' money was used. Robin explained that the Friends' money is used to supplement her programming budget for extras (refreshments, etc.) and discussed the process for expenditure requests. Jill explained the Warren County Cultural and Heritage Commission Arts Grant, how it works, what the criteria is for using the money and how it is distributed in two installments. The amount of the grant must be matched by the money from Robin's budget for a program.

Jill read a memo from Rich Moore regarding fundraising and targeting the new building. Donations would be directed to our organization and we would distribute the funds. A suggestion was made to open a building fund account for this money. On a motion by Marion/Lynn, the group voted to create a separate account for the building fund. All were in favor and the motion passed. Jill will write a memo to Artie to get the information from the bank about this.

A staff member is looking into ways to publicize the fundraising.

The future of the group will be discussed at an upcoming meeting. We should try to come up with ideas for fundraising and programs.

The next meeting will be Thursday, October 9, 2008 at 7:30 PM in the meeting room.

The meeting adjourned at 8:40.

Respectfully submitted,

Lynn Moore