Friends of the Poughkeepsie Public Library District
Board of Directors Meeting
Minutes of Aug. 18, 2004

Members Present: Suzanne Christensen, Christine Cuttler, Gayle Garin, Barbara Hespenheide, Susan Hill, Gae Hutton, Jackie Klein, Wanda Mitchell, Art Punsoni, Murray Solomon, Reed Sparling, Jennifer Teague, Noel Tepper, Norma Torney, and Frank Van Zanten. The PPLD was represented by Janet Huen and Lauren Muffs.

Members Absent: Betty Bakker, Peter Bergamo, Mary Desole, Deborah Eisberg, Mark Pastreich, and Ike Rubin.

President Sparling called the meeting to order at 5:30 p.m.

Minutes of Previous meetings: The July minutes were distributed. Barbara Hespenheide moved to accepted them as submitted, and Gae Hutton seconded the motion. The minutes were accepted..

Treasurer's Report: Chris Cuttler reported little change. (See attached treasurer's report.) We received a $75.00 donation from Mr. Nelson, and a thank you letter for our efforts. Chris also mentioned she is still accepting 2004 dues of $5.00 per person.

President's Report: Reed announced that Norma Torney, chair of the Nominating Committee, is accepting nominations for next year's Board. At least 5 positions will need to be filled. Board members should give names to Norma before our September meeting.

OLD BUSINESS

Program Committee Report -Jenny reported tote bags will arrive soon and hopefully be available for sale at the September Book Sale, at a suggested price of $7.00 each. The committee ordered 144 tote bags. Frank felt staffing a membership table would be difficult at the Booksale, since we still do not have enough volunteers. Susan delivered our 25^th Anniversary traveling Exhibit to the Arlington Branch, where we will be able to see it at our next meeting there in September.

Our Annual meeting has now been confirmed. It will begin at 7 p.m. on December 15, with a slide show by photographer James Bleecker. He will discuss how the Hudson Valley has influenced his work. His work can be seen on his website, www.jamesbleecker.com.

Jenny and Susan provided the Book sale committee with a menu for the August 28 Garden party. The Booksale committee will review it.

We will be part of the Arlington Street Fair on October 2^nd. The festival will be from 12 to 7 p.m. and the PPLD staff will also participate, at separate tables.

Newsletter - Janet reported Murray actually sent in too much copy for The Rotunda. Murray said he would check the proof before it goes out. Suzanne said we can put all of Murray's copy on the Friends' Board website. The Rotunda is sent to all Poughkeepsie residents, plus others, including donors, and it now goes to over 33,000 households.

Book Sale Committee - "Too many books!" "And not enough volunteers!" declared Frank Van Zanten. The Booksale has grown from 60,000 books last year to 90,000 books this year, a 60% increase for which we did not plan. He again asked for more volunteers, and distributed flyers that Board members could post or distribute.

New this year are lawn signs that can be reused each year by changing the date. Frank has ordered 100 of them, and hopes they'll be available soon. Volunteers with vehicles could put them at heavily trafficed intersections and on their own lawns.

Frank is concerned about next year's sale. We have nearly filled 35 High Street and still have a backlog of unsorted books. What do we do next year if we receive a greater number of donations? Our landlord has offered more space, perhaps for storage. We could also consider a different location.

Frank still plans to speak to Adams about mentioning us in one of their flyers.

NEW BUSINESS

Membership Committee - Barbara Hespenheide reported that we have 5 membership lists, and one is 60 pages long. We need to review these lists and find a person who will create a database of names and addresses of our members. How do we want membership? Could we have levels of membership, with some volunteer members who have not paid dues. Our by-laws are not specific enough about membership.

Barbara created a form that will be available at the September Booksale. It's purpose is to get new members, especially people who will help sort and pack weekly at High Street. She will print up enough to have at the cashier's area, and at the front table. Norma moved, and Reed seconded to spend up to $50.00 for membership cards for this sale. The motion passed unanimously.

Funding raising - The PPLD Advancement Committee met last week. By mid-November, requests will be mailed out. Previous donors will receive a different letter than other recipients. A theme has been chosen, and there are 8,000 names on the advancement department's database. The Friends' Board pays for postage and mailing. Last year's cost to mail the request was between $3,000 and $4,000. Theresa estimates $4,500 for postage this year. Chris Cuttler moved to approve the $4,500 mailing cost this year. Art Punsoni seconded the motion, which carried unanimously.

Reed adjourned the meeting at 6:30.

Respectfully submitted,
Suzanne Christensen, Secretary