Friends of RVPL - Executive Committee

Ed Tepas, President
ehtepas@yahoo.com
707-456-0908

Diann Simmons, Vice President
diann@sonic.net
707-983.8383

Betsy Brown, Secretary
bbrown@willitsonline.com

Bobbie Drewry, Treasurer
bobbiehdrewry@yahoo.com

Georgina Wright-Pete
wylackie@hotmail.com

Joni Wilburn
wilburn@saber.net

Notes from the E board meeting on March 18, 2008 at 10 a. at the Library

Ed, Diann, Betsy, Georgina, and Joni, were present.

1. Insurance Report
Ed and Joni are both looking at insurance for the RVI building. Ed got a quote that was higher than our current cost. Manny Mello is coming next week and will look at the building with Joni.

2. Board of Trustees proposal and discussion.
A Board of Trustees is the same as a Board of Directors. The Executive Board is our Board of Directors and it has worked well all these years and is still appropriate for our organization and our community. We don't need another Board on top of the current organization.
We read Will's email and it is attached to these notes.

3. Operating costs set-aside/Building fund number for fund-raising letter
There was discussion about the need and recognition of the operating costs to keep open the current library as well as ongoing operational costs for the new building. The current costs are approximately $12,000 per year for the current library. These costs have been paid by interest from bank accounts and fund raising efforts like the foot race.
The "million dollar" goal should be thought of as 3 parts: $300,000 to buy the building, $500,000 to remodel the building, and $200,000 towards an endowment to maintain and run the building in the future.
We suggest that the Friends commit to setting aside $100,000 towards an endowment for the support of ongoing operational expenses.
The fundraising committee has agreed to a final copy of the letter and the executive board agrees to the copy.
This discussion included more financial concerns. Diann indicated that we need a more clear breakdown of expenses, for instance, money from the can collections. She suggested that a form would make keeping track much easier. We decided to form a financial subcommittee to discuss this and other auditing concerns with the CPA. Betsy and Bobbie will work on this. Others are invited to participate.

4. Nominations/elections
The elections will be held at the May meeting. A notice will be sent, by email and snail mail, to all members.
Nominations will be made at the April meeting.
Current officers expressed interest in keeping their positions.

5. Consult with Michael Kisslinger of Catalyst.
Michael Kisslinger is very knowledgeable about non profits and funding sources. We will be interested in speaking with him when needed.

6. Roland's offer to host a "brain storming" session.
We feel that we've already done our "brain storming" over the last year and we know what we can do and what we need to do. This is a very nice offer and perhaps we could take him up on it latter when we are in a different phase of construction.

7. ICDBG Indian Community Development Block Grant
Warren has been working to see if we can work with the Tribal Administration and apply for this grant.
Betsy believes that it is important to reach out to the Tribal Administration and see if we can work together for this grant and in other ways also. Although we may not have enough time to complete all the necessary parts of the application, we can always use the information to apply for the grant again next year, if the Tribe agrees.
Betsy asked for agreement to work on an MOU for this grant..

Notes from the E board meeting on February 23, 2008 at noon at the Library

Ed, Diann, Betsy, Georgina, Joni, Will, and David Powell were present.

1) Betsy presented a phased construction proposal that should be
doable with our available resources. This proposal is less ambitious
but it uses our great volunteer base. It addresses concerns that we
need to move forward and not let the energy and momentum that we have
begin to dissipate.

The preliminary scope and costs of the recommendation follows:

Phase 1A fix the roof and remove walls to create space for the
library and community room. Renovate the library portion and move
the library into the building.

Item Projected Cost

Fix roof leaks and drainage problems

$15,000 to $60,000
Mechanical for Library side (3500 sq.ft.)
$30,000
Electrical for the Library
side $20,000
Ceiling grid (3500 sq.ft.@$2.50/
sq.ft.) $10,000
Remodel
bath
$10,000

Total
up to $150,000

Phase 1B make all bathrooms ADA accessible, walls up for retail
space, mechanical and electrical for the rest of the building,
remodel ? kitchen space for librarian office, storage and media room.

Remodel 2
bathrooms
$10,000
Walls for Retail/coffee
shop $6,000
Mechanical and
electrical $45,000
Add office, pantry, media
room $15,000

Total
approx. $75,000

Phase 2 finish the retail space, add patio, new windows, solar
array, glass walls for reading room, wood floor in common room,
kitchen upgrade and all other improvements.

The cost for phase 2 will depend on what work is done.

Once Phase 1 work is accomplished, we can continue to refine our
plans, including a roof system that fits our needs and our abilities
and a shelving system for the book collection and the components for
a media room.

She noted that developing plans with Jay Leahy has helped us to
sharpen our design, see the possibilities and potential of our
building. We need to be careful that our plans are not too expensive
or take too long to develop.

There was a consensus among the executive board that we will pursue
the phased project. This allows us to succeed with part of the
project in the near future. It will also reduce costs we won't
be paying for utilities, etc. for two buildings.

We will report on this at the next General Meeting.

2) Diann and Betsy reported on their meeting with an anonymous funder.

Report: We gave an update on our planning and fundraising
activities, including the outreach work that has been done: the
collaboration meetings, work with other organizations, the work by
Darla Benton on display cases. After hearing about our plan to phase
our renovation and about the collaboration work we have done in the
community, we were offered a $75,000 matching grant. The funder said
that this shows our responsiveness to the challenge of raising money
in our impoverished area. We were given some excellent advice
regarding fund raising, grant applications and shown an appreciation
for the work we are doing. It was reiterated that this community
needs a gathering place, a place to build a better community and a
place to move forward. We were advised to plan for flexibility as
the programs we need today will be different in 10 to 15 years.

3) We discussed the communication from Jay Leahy regarding design.
The Executive Board agreed that moving forward with a less ambitious
renovation would make these questions less timely. We hope that Jay
will be willing to draw plans as needed.

4) Both Ed and Joni are looking into purchasing less expensive
building insurance from other carriers.

5) Will Davis gave us a chart of the last 5 years of financial
records!!! He suggested that we keep the costs and budget for each
event we do (such as the Texas Holdem and the Chinese dinner) and
record them. We also need to define our deposits record where the
money has come from. These processes will make the bookkeeping more
reliable and easier.

Report for Feb. 8, 2008

Executive Board Meeting held at Library at 3:30 pm. Ed, Diann, Georgina, Betsy and Bobbie present.

Diann reported that Bruce wants to take the stove pipe from the farmers market land. Betsy said that several folks had asked for various items and that the FRVPL need to determine what things we want and the price for things we don't want. It was agreed to wait on selling/giving anything away.

The roof in the library leaks and the landlord has been unresponsive. Diann is willing to look into this.

The copy machine is temperamental. Ed will talk to or write to Mel about this.

There was discussion about decision-making process, especially around the plans and design. It was suggested that the various committees come up with resolutions and then bring it to a vote of the membership. There wasn't any discussion about how cumbersome this might be or at what level decisions need to be brought back. There was general agreement that this was a good idea.

There was discussion about the difference between Design and Budget concerns. The design is mostly concerned with how the space will be divided up and what will be the uses for the space. Budget and construction concerns are in what materials and methods will be used to accomplish the design. These concerns overlap and need to be worked on collaboratively.

Jay Leahy gave a presentation regarding his working methods and what he needs to continue working with this project. He has been wanting to stop doing drafting work. He is unclear about our expectations and work methods He wants clarification of what he's hired to do in writing. He does not want to do the drafting work. He has proposed that he be the building designer, that he be given a contract for this service. He will agree to do the program and design phase. He will not agree to do the plans and specs to get through the permit process at this time. He is proposing that he hold small meetings with interested parties to develop program and design criteria. He is proposing that he direct volunteer efforts to research various aspects (solar, shelf space, flooring, etc.) of the project. He feels that the design phase will take about 6 months and that the drawings will take another 6 months to complete. He wants to be paid $40/hr for this work. He thinks that this method of work will result in a better design.

Betsy asked Jay if he would forward a proposal.

We agreed to meet further in this regard.

Report for Jan. 25, 2008

Executive Board Meeting held at Library at 2:30 pm. Ed, Diann, Georgina, Betsy and Joni present.

Ed reported that Allan Stevenson, Ft. Bragg Friends of the Library, has 6 or so computers they would like to give to us. Ed will bring them up and Shannon agreed to look them over for our use.

Ed reported that he will pick up some more furniture from Low Gap and store it in Lois' barn.

Georgina will leave the mail addressed to the Friends in a drawer and Betsy will look at it each week and make sure it is recorded and dealt with.

The agreement with F. Steele, CPA, was signed. Betsy is responsible for collecting the info needed for the taxes. Diann suggested that we ask someone else to help.

Betsy presented a draft press release to be sent out to the media. It was approved to move ahead with the release.

A draft MOU with the County was presented and it was agreed to send it to the County to begin talking. We need to be careful that we don't lose control of the community side of the building. We need to ask the County if they will cover the liability insurance if there are dances with alcohol served.

The insurance for the building is very high. Joni will look into getting cheaper insurance, asking the Lions where they got the insurance for the Rec Center.

John Marshall has done a great job on the web site. There will be a section about the goods for sale - t-shirts, cups, books, etc.

We decided to lower the rent to Melissa Brown to $59 per month for Jan. through April. She will pick up the garbage each day in return. Joni will ask her about blocking off the back of the building to cars.

We discussed the files. Georgina likes them locked up in the back. Diann will bring the escrow documents and put them in the files.

Diann reported that we need to allocate grant monies. We decided to put the money from the tobacco settlement towards the mortgage.

We decided to ask the fundraising committee (Larry et al) to prepare a fund raising letter, similar to the one that went out last year. The budget should be not to exceed $2500. We will consider enclosing a flyer that will recognize prior donations.

Reiteration that Diann and Betsy are working with Laurie Dachs. Please run contacts and approaches to foundations by the fundraising/grantwriting committee and/or the executive committee before representing the Friends.

Request that there be a fund raising pitch to the zip code and also to service organizations, other friends of the library groups, and another approach to businesses in a more personal way. Rosco and Wylatti Construction, for instance. Make it clear that folks will need to make donations every year for 5 years and then it will be done.

Permission to buy an ad in the Willits and/or Ukiah newspaper (willits cost is $602 for _ page ad.) to acknowlege our donors before the fundraising letter goes out. Possibly we can enclose a copy of the ad in the pitch.

Barbara Youngblood has agreed to work with me on a press release and I have someone with a big media list for this area and beyond.

Proposal on Naming Opportunities - Brought up by Betsy because we want to have this information for our mailing to the Gaming Tribes. It is nearly ready to go.

Fundraising proposals:

Large Donor Honorings:

We want to recognize our generous donors by naming various parts of our Library Commons.

$25,000 get a plaque on the wall
$150,000 gets a room
childrens corner
native American collection
media room
$200,000 gets the reading room
$50,000 gets a chair in the reading room
$75,000 gets a bench outside
$250,000 gets the outside patio
$350,000 gets the community room

Smaller donations:

A brick path in the back and possibly along the sidewalk will be laid to honor all who wish to contribute, especially the youth of our community. A path that will last into their adulthood and further.
$25 gets your name on a brick
$10 get your name on a brick if you are under 18 years old.

$250 in memory of donation will be represented by a memory wall. Let's look at the one at the senior center in Ukiah. Dolores Dunlap has offered to collect these donations.

We want to remember and honor the people who helped make this Library Commons a reality. We will look further into these ideas.

Let's place an ad in the paper with a list of all who have contributed, as another way to acknowledge all the donors, businesses and foundations.

The Board passed a motion to use the $ amounts for the large donor honorings above.

Betsy made a report regarding work with Jay and the need to balance needs. Thinking of expanding the collection by 75% as books and printed matter are giving way to electronic media. That will give us a 1200 sq ft community room that is approx. the size of the vets hall room. 40' x 30'. We can also use the media room and the reading room and the librarians office for dual purposes. As well as using big tables on the library floor for other activities.

We agreed to form a subcommittee to work with Jay on the design, not on the construction so much. Diann, Betsy, Rachel, Will, Joe Gauder. It would be nice to have a representative of the Tribal community and/or the Settler community on this. We will meet on Saturday morning, Jan 5, at 10 am to set priorities and discuss possibilities.

There was discussion and a reminder to all that money for capital expansions is limited. Money for programs is more available through foundations. We will still have to raise the money for expansion.
We discussed asking by letter certain persons - Richard Wilson, Laurie Dachs, Shelia Fetzer, the heart stent guy, Joe Linardi, Craig Christensen, Sarah Lone, Ann Whitter.
We will begin serious inquiry into using mostly volunteer labor. Discuss this with Lew.

Fredrick Steele will send a letter of engagement.

Still working on fire extinguishers.

Site: need heat
Need ivy cut back
Need rent from Melissa
Need to set a date for clean up - after the heat.
Need to look at Warren's inventory and make a list of sell and keep

We need to expand our membership drive and get more members to help with our grant proposals.

Report for Jan. 4, 2008

Executive Board Meeting held at Library at 12 pm. Ed, Betsy and Joni present.

Barbara Youngblood has agreed to work with me on a press release and I have someone with a big media list for this area and beyond.

Proposal on Naming Opportunities - Brought up by Betsy because we want to have this information for our mailing to the Gaming Tribes. It is nearly ready to go.

Fundraising proposals:

Large Donor Honorings:

We want to recognize our generous donors by naming various parts of our Library Commons.

Smaller donations:

$250 in memory of donation will be represented by a memory wall. Let's look at the one at the senior center in Ukiah. Dolores Dunlap has offered to collect these donations.

We want to remember and honor the people who helped make this Library Commons a reality. We will look further into these ideas.

Let's place an ad in the paper with a list of all who have contributed, as another way to acknowledge all the donors, businesses and foundations.

The Board passed a motion to use the $ amounts for the large donor honorings above.

Fredrick Steele will send a letter of engagement.

Still working on fire extinguishers.

Site: need heat
Need ivy cut back
Need rent from Melissa
Need to set a date for clean up - after the heat.
Need to look at Warren's inventory and make a list of sell and keep

We need to expand our membership drive and get more members to help with our grant proposals.

Executive Board Meeting 11-30-07

Present: Ed TePas, Bobbie Drewry, Betsy Brown

1. We looked at the financial statements and will have more info next time.

2. We agreed to hire F. Steele as our CPA. We will get a set of questions for him from Bobbie, Colene and Will. Do we owe sales tax on the tshirts etc. or are they considered donations?

3. We looked at the budget and we think that raising the money, the $80K from foundations and $80K from donations is a doable amount.

4. Betsy will work on developing a Memorandum of Understanding with the County.

5. The RVI site is nearly ready for use for functions. It needs a heat source.

6. The current library is under 2000 sq ft. The space allotted for the library in the new site is more than twice as much and should be sufficient for our needs.

7. We will ask Will to ask the County about Tax Relief for property taxes.

8. Ask Joni where is the rent from Melissa Brown.

9. We will set up more committees. Ask for volunteers at the next meeting. We need to have someone, preferably someone from the executive Board to chair the committees.

Fundraising committee
Grant writing
Publicity - press releases, speakers,
Site/ Budget

Exec Board Meeting
10-28-07
Osborne House 11 a.m.

Present:
Diann Simmons, Vice President
Betsy Brown, Secretary
Joni Wilburn

1. We agreed that the rental agreement should be signed and that Joni will be the contact for our rental agreement with Melissa Brown as the tenant. Joni will contact the site committee if any problems arise.

2. We agreed to present our preliminary budget for October 2007 to October 2008. It will include a very conservative income stream of $80,000 in foundation grants, $80,000 in individual donations, $10,000 in events and sales and $1,000 in memberships. This is nearly $90,000 more than we must have by October 2008. We hope to have even more that this.

3. We discussed hiring a CPA. We don't currently need an audited statement, but we might need one for grant applications. We will speak with Jim Angell and Frederick Steele about what they can do and the potential costs.

Minutes prepared by Betsy Brown, 10-29-07