4.4 Ad Hoc Award Committee – (Chair,
Dorothy)
Another working group will be set up
to review criteria and submission methods for the Random
House Friend of the Year Award. Since there is also a second
award, beginning in 2008, this Committee will also draft
criteria for the new Brodart Award for community
contribution.
Members of this Committee: Jocelyn,
Lois, Nicholas, Dorothy, Heather Graham
Action Item:
Dorothy
will go over the current criteria and information required
for the submissions and prepare a set of questions for the
Award Committee. She will call a "virtual" meeting (the way
this will work is to be determined) for sometime in late
June or early July.
5. President’s Report - Nicholas
Nicholas’ President’s report was
included in the materials which were sent out to the
Executive prior to the Annual General Meeting. A copy will
be attached to the minutes.
Nicholas thanked Lois for doing a
great job of re-establishing a larger membership base.
Nicholas moved acceptance of the
President’s report. Lois seconded the motion. Carried.
6. Vice-President’s Report
- Dorothy
Dorothy elaborated on the
responsibility of being part of the OLA Superconference
organizing team. There are several teleconferences in which
one is expected to take part. Jami has done this for the
past several years. Dorothy took part in 2 evening
teleconferences already. This is a fair time commitment, but
necessary for FOCAL to be part of the planning process.
FOCAL has submitted 5 OLA Sessions for consideration.
Jami thanked Dorothy for working on
the OLA Superconference Planning Team and for taking part in
the first two teleconferences.
Lois moved acceptance of the
Vice-President’s report. Jami seconded the motion. Carried.
7. Annual General Meeting Reports
Regarding Items #5, 8 on the agenda
Lois requested that the President
notify everyone that their reports must be sent out to all
members of the Executive Committee well in advance of the
AGM. Lois suggested the members must have the reports at
least 5 days ahead of time so that they can have time to
read them over and make notes.
Nicholas felt the reports should be
sent out at least 10 days ahead of time. No decision was
reached as to an exact number of days ahead of time the
reports should be sent out, just agreement that the reports
must be sent out well in advance.
8. Random House Friend of Year Award
Dorothy announced that the Friends of
the Ajax Public Library had won the 2006 Random House Friend
of the Year Award.
Action Item:
Nicholas
will write a letter to the Ajax Friends
notifying them that they are the winners and send a copy to
the Executive via e-mail.
Lois has offered to make the official
presentation on behalf of FOCAL at a time convenient to the
Ajax Friends.
Action Item:
Lois
When the Ajax Friends group have
received Nicholas’ letter, Lois will arrange for the plaque
to be designed and to be presented to the Friends group at a
City Council meeting or some other public event. Lois will
contact the City Council in Ajax to have them at the
meeting. Lois will look at the plaque that Lindsay received
and have a similar plaque made up. Jami has a file of the
standard text. She will e-mail the Word file to Lois. The
engraver can then work with the Word file.
Jami mentioned that someone will have
to notify Random House about who the winning group is and to
arrange getting the prize from Lahring Tribe. A
representative of FOCAL will tell her who won.
Action Item:
Dorothy
can let Lahring Tribe know that the Friends of the Ajax
Public Library were the 2006 Random House Friend of the Year
Award winners when she is in St. John’s at the CLA
conference.
Action Item:
Award Committee
The procedures to be followed after
the announcement of the winner will be included in the
policies to be written out when the Award Committee comes up
with their recommendations.
9. Treasurer’s Report
- Lois
Lois had distributed the following
documents well prior to the meeting.
9.1 Financial Statements, 2006
Balance sheet for 2006
Profit and Loss Statement for 2006
Nicholas asked if the expenditures for
the OLA conference for 2007 were part of this year’s
expenses. Lois explained that yes, they are, since the
financial statements cover the period of April 31 - March 1,
2006.
There was a question about the cost of
the guest speaker’s (puppeteer’s) dinner. Was it $35 or $70?
Action Item:
Lois
will check on the actual cost and will notify us by e-mail
if the cost of the meal was $35 or $70.
There was a question about last year’s
BCLA conference. There were no printing costs because
Jocelyn covered these last year.
There was discussion about whether or
not to include the annual Treasurer’s report with all the
financial details on the FOCAL web site. Jami has put them
on the web site in the past, as part of the AGM minutes. We
all agreed that these should no longer be put on the web
site. However, there will be a note on FOCAL’s web site to
the effect that anyone wishing to see the financial
statements would be able to request them.
Jocelyn, Lois, and Peggy all felt the
main part of FOCAL’s web site shouldn’t contain the
organization’s financial information.
Action Item: Jami
It was agreed, by consensus, that
Jami will remove old financial information from the web
site and put the assets and liabilities and the balance
sheet for 2006 in the Members Only part of the FOCAL web
site.
Lois pointed out that the proposed
budget is an internal planning document for the use of the
Executive.
Ian Wilson from Lindsay did a
financial review on the financial statements. This was sent
out to the Executive Committee members prior to the AGM.
Action Item:
Dorothy
will write a thank you letter to Mr. Wilson on behalf of
FOCAL.
Lois moved acceptance of the two
financial statements. Peggy seconded the motion. Carried.
9.2 Proposed Budget
Nicholas mentioned the bill for the
printing costs for this year’s BCLA conference is yet to
come.
Cost of the How to Form Your Friends
of the Library Group manual:
It was agreed by consensus that FOCAL
sell the manuals at cost, at least for the time being. The
manuals will be for sale at the CLA poster session at a
Conference Special price.
Action Item:
Jami
will give Dorothy the receipt book.
Action Item:
Lois
will adjust the proposed budget to allow for the revenues
and expenses related to the cost and the sale of the
manuals.
Jami moved that any manual distributed
at the CLA conference will be sold at cost. Jocelyn seconded
the motion. Carried.
Later on, when sending them out to
libraries across Canada, there will also be a shipping and
handling cost for those organizations.
Lois contacted the Canada Revenue
Charities Directorate and they said that it will not be
necessary for FOCAL to charge GST.
Action Item:
Jami
will post the order form for the manual on the web site.
We can then start taking orders and
sending out manuals.
Jami
will also see if the OLA Store would be willing to sell
FOCAL’s How to Form Your Friends of the Library Group
manuals. She will report back to the Executive when she
receives a reply from them.
Dorothy mentioned there should be only
a small amount of printing required for the CLA conference,
as there are already extra newsletters. Some brochures will
have to be printed up.
The primary costs will be for the
production of the manual, which we will recoup over time.
Lois mentioned that the Lindsay
Friends had a fundraiser requiring only the donation of a
person’s time. A producer of bags provides these to the
Friends, who then sell them on behalf of the vendor. There
is no GST charged. That only applies if the organization
makes a profit of over $30,000 and if that organization has
applied for GST status.
9.3 New Member Kits
Dorothy made a motion that New Member
Kits be sent to new members only, not to those groups
renewing their memberships. Lois seconded the motion.
Carried.
Jocelyn mentioned she felt groups did
not need to get anything for renewing their membership.
Dorothy mentioned we will soon run out of new things to send
to groups who have belonged to FOCAL for many years.
Action Item:
Lois
will adjust the proposed budget to more accurately reflect
the cost of new member kits.
Jocelyn had to leave early. Dorothy
thanked Jocelyn for all her hard work in preparing for the
BCLA conference and assisting Nicholas with the details.
9.4 New Brodart Award and Draw Prizes
for Library Conferences
Brodart has agreed to provide a total
of $750 for a new FOCAL Award. This will be made up of a
total of $500 in a voucher for Brodart supplies for the
winning Friends group’s library and $250 for administration
of the Award.
Brodart also agreed to provide
vouchers for equipment for the library of the Friends groups
that wins draws at each of 2 library conferences. Nicholas
believes these are to be given at regional conferences, not
at the CLA conference or at the OLA conference.
For 2006/07, Brodart already gave an
in kind donation for draws at the BCLA conference. This
donation was in the form of 3 gift certificates for 3
different Friends groups to give to their libraries - 1 for
$100; 1 for $100; 1for $50.
There was a question about a copy of
the letter from Brodart which Nicholas had sent to the
Executive. There was no mention of the $250 for
administration.
Action Item:
Nicholas
will clarify the specific arrangements with Brodart in
writing with regards to the Award and the draw prizes.
.
9.5 BCLA Conference
$200 was allocated for this year’s
BCLA printing costs.
Any leftover newsletters will be used
for conferences (BCLA, CLA). The costs of these are covered
under newsletters.
{Note for Budget Planning for 2008:
The BCLA conference next year will be included in the CLA
conference. Lois will change the proposed budget for 2008 to
reflect one cost for the CLA conference and no conference
costs for a BCLA conference.}
There was discussion about whether to
offer Friends groups a regional conference/workshop subsidy.
The Friends of the Port Hope Public Library want to hold a
regional workshop in October/07. Lois mentioned that the
host Friends group usually covers the costs of a regional
conference - Lindsay, Ajax, Oshawa, Sault Ste. Marie,
Sudbury.
It was agreed, by consensus, that
FOCAL not offer a subsidy to local Friends groups wishing to
host a regional conference/workshop at this time.
9.6 FOCAL’s presence at FOLUSA
conferences
Lois referred to her note on the
proposed budget regarding the high cost of FOCAL
representation at FOLUSA conferences.
There are no funds available for the
2007/08 fiscal year to send anyone to FOLUSA conferences,
unless the person pays this out of their own pocket.
Nicholas spoke of increased visibility
for FOCAL internationally by attending the FOLUSA conference
and the opportunity to report to an open meeting at FOLUSA
and to get their handouts.
It may be possible to cover the costs
involved for someone to attend a FOLUSA meeting some time in
the future, when FOCAL might have the funds to support this.
9.7 FOCAL’s FOLUSA Membership
Lois recommends FOCAL change the
individual membership, which currently is registered to
Nicholas as President, to a FOCAL group membership at a
possible cost of $52 U.S. This would allow for all the FOCAL
Executive to have access to the Members Only Zone, with one
newsletter (can get the FOLUSA newsletter and then pass it
on). Lois will enquire about the cost for all the Executive
to receive the FOLUSA newsletter.
Dorothy moved that FOCAL take out a
group membership. Lois seconded the motion. Carried.
Lois moved approval of the amended
proposed budget. Dorothy seconded the motion. Carried.
10.
Directors’ Reports
The following Directors’ reports were
sent by e-mail to the Executive Committee prior to the
Annual General Meeting:
B.C. - Jocelyn
Prairies/ Territories - Nicholas
Central Canada - Jami
Copies will be attached to these
minutes.
Nicholas was asked if he spoke to
representatives of the Friends groups in the locations
mentioned in his report. He mentioned he spoke to the CEOs
of the libraries, not to any Friends Presidents.
Nicholas moved acceptance of all three
Directors’ Reports, as circulated. Jami seconded the motion.
Carried.
11. Election of Executive Committee
members
Peggy handled this part of the meeting
since she is the Past President.
Peggy asked whether the people
currently holding Executive positions would be willing to
continue for another year.
Past President
Peggy stated she was not continuing in
her role as Past President.
Past President - vacant for 2007/08
President
Nicholas said he was willing to
continue as President for one more year.
Vice-President
Dorothy agreed to continue as
Vice-President for the coming year.
Secretary
Dorothy said she was not willing to
take on this job for another year.
Secretary - vacant for 2007/08
It was determined there would be a
rotation of the Secretary’s job within the organization, at
least for the time being.
Directors:
Central Canada Director - Jami agreed
to continue for another year.
She will also continue as Chair of the
Communications Committee, webmaster and newsletter editor
for another year.
(1 Director only for Ontario, unless
there are no Directors to be found for either the
Prairies/NWT or Atlantic Canada)
B.C. Directors
Jocelyn MacNiel
1 other representative from B.C.
Before Jocelyn left the teleconference
meeting, she asked if there could be 2 Directors from B.C.
She already has a person in mind to be the second Director.
There was agreement, by consensus,
that FOCAL have two B.C. Directors for the coming year.
Dorothy will keep an eye out for
potential Directors for FOCAL while at the CLA conference in
St. John’s.
VACANT:
Atlantic Canada Director
Peggy is not willing to be the
Atlantic Canada Director.
She has someone in mind to replace her
and will approach them.
The Prairies/NWT Director
Nicholas agreed that he will step down
as the Prairies/NWT Director.
Nicholas has a possible replacement in
mind for the coming year.
{ Note: Central Canada Director for
2008/09:
Jami will be looking for a replacement
for her position for 2008/09.}
SLATE OF OFFICERS for 2007/08
Past President - vacant
President - Nicholas
Vice-President - Dorothy
Treasurer - and Membership Coordinator
- Lois agreed to let her name stand and was appointed to the
two positions.
Directors
Central Canada - Jami
B.C. - Jocelyn
Lois moved acceptance of the slate of
officers. Peggy seconded the motion. Carried.
12. Library Representatives
CLA Representative
Nicholas spoke to Pat Jobb who is
listed as the CLA representative. Apparently, she moved out
of that position 2 years ago. It was agreed that FOCAL still
needs a CLA liaison.
Action Item:
Nicholas
will speak to Linda Cook, CEO of the Edmonton Library and
current President of the CLA, to see if she might be able to
recommend someone as a FOCAL representative.
OLA Contact
There is currently OLA contact through
the FOCAL Executive Committee members who are on the
Superconference planning team.
13. New Business
13.1 Amendment to the Constitution and
Deletion of One Item of the By-Laws
As per the proposed amendment to the
Constitution, circulated more than 30 days prior to this AGM,
Article V Annual Meeting, 1. "The annual meeting of the
Friends of Canadian Libraries shall be held in conjunction
with the annual CLA conference." shall be replaced with the
following wording: "The annual
meeting of the Friends of Canadian Libraries shall be held
as soon as possible after the end of the fiscal year end,
which is March 31."
Lois moved the above amendment to the
Constitution be adopted, as circulated. Peggy seconded the
motion. Carried.
As there is duplication of this
wording in the By-laws (ARTICLE II MEETINGS Annual General
Meeting #1), this item will be deleted from the By-laws, as
it is already covered in the Constitution.
Action Item:
Jami
will put the amended Constitution and By-Laws on the FOCAL
web site.
13.2 Changes to the Constitution
and/or By-Laws for next year’s AGM
It was suggested there be less than 30
days notice for changes to the Constitution and/or By-Laws.
As well, the governing documents state there will be a
maximum of 5 Directors who are to be elected or appointed.
There was discussion suggesting that we possibly change this
to a minimum of 5 Directors and a maximum of 10 Directors.
It was recommended FOCAL add an item
in the Constitution to allow for calling a special meeting
for one specific purpose, such as Amendments to the
Constitution and/or By-Laws, which could take place at a
meeting other than the AGM.
Action Item:
Jami and
Dorothy will go through the present Constitution and
By-laws and submit recommendations for revisions to the
Executive Committee for consideration.
13.3 Job Descriptions
Jami has already circulated another
draft Job Description document, taking into account the
feedback she received. Prior to the next Executive Committee
meeting, it will be necessary to discuss suggested changes
expressed by some of the Executive Committee members, prior
to voting on the final job descriptions .
13.4 Fundraising
It was agreed that all Executive
Committee members will be directly involved in pursuing
fundraising opportunities, without forming a specific
Fundraising Committee.
All members of the Executive are
requested, once again, to prepare a list of organizations to
approach and then e-mail their list to all of the Executive.
It was suggested we draft specific
fundraising letters for each organization, specifying what
FOCAL requires from the company and what the benefits will
be for them. There will then be a discussion by e-mail about
how to proceed.
Nicholas said that Brodart would like
to know how their involvement as a funder will benefit them.
Nicholas has also made contact with
Baker and Taylor of Vancouver, B.C.
Nicholas contacted the company (EDU
Reference Publishers) which contributed badges to FOCAL
several years ago. They don’t wish to fund anything for
FOCAL in 2007. They indicated they might perhaps fund
something in 2008.
14. Next FOCAL meeting
Nicholas said he felt that FOCAL
should try to keep the number of teleconference meetings to
a minimum and continue to carry out work between meetings by
e-mail. If it becomes imperative that FOCAL needs to have a
teleconference, Nicholas will send out some tentative dates
to the Executive Committee members well in advance.
Peggy generously offered FOCAL the use
of the Internet teleconferencing program, "Elluminate", at
no cost, which is used by the Pictou-Antigonish Regional
Library, and which we have used in the past.
