Friends of Sandown Library: Minutes No.2 of Meeting held: 24th April 2012 6pm

Friends of Sandown Library: Minutes No.2 of Meeting held: 24th April 2012 6pm

Members Present
Donna
Robert
Ian
Eileen
Laura
Jenny
Janet
John   

Friends Present
Susan
Deborah

Apologies
Heather
Sally   

1.    Matters arising from Minutes:

Re Item 6 – Cover for lunchtimes. Jenny explained that whilst cover is needed there is a strict procedure for volunteers to follow. This was discussed and it was agreed that Jenny would find out how best to start this procedure and when.

2.    The amended Constitution was discussed and approved. The new version was signed and dated by all officers. A copy is to be held at the library and one with the Secretary.

3.    Ian is to discuss opening a new bank account for FoSL with Lloyds.

4.    Social Media

·    Laura has set up a new FoSL page and twitter feed. She will send links through to members.
·     Laura will produce a poster advertising the social media sites for display in the library and elsewhere.
·    Laura will link these sites together – including Sandown Library site

5.    Funding & Sponsorship – Now group is legally formed, contacts may be made. 

6.    Minutes will be published online – Sandown library site and also kept in a ring binder file at the library – Ian will provide file.

7.    Ian will measure space for notice board in library – the old computer to be removed.

8.    Members Information sheets can now be given out and people can volunteer their time and skills to the group and library. The banner can be displayed.

9.    Events and ideas

a)    The group was shown around the upper floor of the library to familiarise themselves and to consider an idea from Jenny and Louise to use the store room as another meeting room. This room would need a number of alterations made, redecoration, and a large quantity of items would still need to be stored.  However, the room would be very useful and it was agreed that this may be a good goal for raising funds.  Further thought and discussion would be needed and a feasibility study should be prepared in due course. Ideas and/or contacts that or who may help in any way, would be welcomed.

b)    An event is to be held at the library on the 26th May – 11-3pm. Entitled ‘Blossoms and Books’  - the event will aim to raise funds by the sale of plants and books and other appropriate garden themed items.

·    Ian to request raffle ticket books from colleague and raise awareness.
·    Eileen to raise awareness and request donations or prizes from local garden centres.
·    Janet to seek donations from local businesses.
·     Donna will provide plants and staff a stall
·    Friends to provide cuttings and plants, books, donations as possible
·    Laura and Eileen to liaise re advertising and marketing
A meeting will be held on Thursday 17th May to discuss progress, confirm details and staffing.
10.    Donna requested that meetings be held on Thursdays through the summer due to work commitments.  This was agreed. 

11.    The meeting closed at 7.35pm.

Friends of Sandown Library. Minutes No.1 of Meeting held: 27th March 2012 6pm

Friends of Sandown Library: Minutes No.1 of Meeting held: 27th March 2012  6pm       

Members Present
Donna
Robert
Ian
Eileen
Laura
Heather
Sally
Simon
Gudrun
Jenny
Louise   

Friends Present
Susan
Deborah


Apologies
Janet
John   

1.    The group considered the draft constitution and found the following:

The group agreed that the name of the group should be ‘Friends of Sandown Library’
The group agreed with the aims of the groups as stated under Item 2
The group agreed the ‘powers’ as under Item 3
The group agreed that the membership shall be ‘open to all’ as Item 4a
The group agreed that subscriptions will not be requested but that donations would be welcome, as under Item 4b
Under Item 5, the group agreed that there would be five Committee Officers, consisting of Chair, Vice Chair, Treasurer, Secretary and Press Officer.
Nominations were put forward and it was agreed that the initial steering group officers (alterations may be made at a later date) would be:

Chairperson:         Donna Newnham
Vice Chair:           Robert Sanderson
Treasurer:             Ian Ward
Secretary:             Eileen Schaff
Press Officer:        Laura Higham

The group agreed items 5 a-f subject to some more discussion.

Item 6 – Minutes would be published in two formats – one copy online via the Library service and a paper copy held at the library (notice board to be agreed)

Item 7 – The financial year would run from April.
Action - Ian Ward would gather information in order open the group bank account.

Further minor alterations to this draft constitution would be made by Jenny, and these would be approved at the next meeting.

2.    Facebook site was to be updated and committee members to be given admin access.

3.    Members information sheet was discussed, minor amendments to be made by Eileen. This sheet to hold contact details of all Friends.

4.    Ian Ward and Eileen Schaff to check out possibilities of funding and sponsorship. Funds may be needed for CRB checks.

5.    Eileen had a source of cheap marketing resources and would utilise this as far as possible. A banner was donated. Further resources requested by library staff were arts and crafts materials for Easter activities and any gifts to be used for prizes. Gifts, donations etc, should be notified to the Treasurer.

6.    Activities were discussed. Future activities are listed on the library site and would be publicised locally. Laura to liaise with local media sources.
Staff suggested that cover for lunchtimes were needed. Bookshelf stackers were needed also.  Please liaise with staff to help cover these service needs.  It was suggested that staff draw up a Rota for next meeting?

7.    It was agreed that initially meeting should be held monthly – with a reduction once the  project was underway. The next meeting will be:  24 April 2012 at 6pm.

The meeting closed at 7.20pm.