Meeting Minutes

Friends of the NCLBPH
Board Meeting Minutes
September 9, 2020
Members Attending: Susan King,  Karen Broderick, Donnie Best, Mary Flanagan, Angelo Sonnesso, JoAnn Wood, Yvonne Kea, Verdina Gillette, Melaney Stein, Kellie Spruill, Donna Permar, Eddie Weaver, Debbie Meadows and Carl Keehn (ex officio)
Members not in Attendance: Sharon Benton, Dawson Hart
Others Attending: Clint Exum, Winnie Webb
The meeting, conducted on the Zoom platform, was called to order by Susan King, President with introduction of participants.
Kimberly Kandros talked with the group about inclusion as a designated organization to receive contributions from the State Employees Combined Campaign. While the FNCLBP could be included this year through the web site, it is too late to be listed on the hard copy listing provided to employees. The feeling is that people tend to rely more on that than taking the time to go to the web site. There are also some steps that need to be completed including submitting an audit. It was decided to work toward this for 2021.
A motion was made by Angelo with second by Karen to accept the minutes for the June meeting as submitted. The motion passed unanimously.
TREASURER’S REPORTT – Winnie reviewed the line items for expenditures and income for the first quarter. Mary pointed out that the net worth figure ($1,192,327.41) is understated. Because of delays in getting mail because the Library was closed for many weeks due to the COVID-19 restrictions and because TCF was also delayed in getting statements, some new money is not showing up in this figure.  Some membership renewals and donations may not be  reflected in the figures for this reporting period.
Mary indicated that the organization spent just under ¾ of its budget during the last fiscal year. She also indicated that the IRS acknowledged receipt of our documents and she and Winnie continue to work with the agency on the change in our tax status for reporting purposes.
Carl provided the following update from the Library:
Upcoming Closings
Wednesday  November 11          Veterans Day
Thursday-Friday      November 26-27   Thanksgiving
NLS–The end of August, the NLS revealed that the Library of Congress has authorized the NLS to accept electronic signatures on library applications.  This enables the form to be filled out and submitted electronically.  In order to participate, North Carolina will need to revise our application.  As we were scheduled to revise our application to include new NLS mandated survey information, it will enable us to do so in an electronic format.  Our application will be required to be submitted to NLS for approval.
NLS is continuing to deal with various levels of library operation from partial service to completely open.  Recently they surveyed the regional libraries to determine their abilities to ship materials and machines, to process library applications and to respond to patron inquiries.
LBPH–The library continues to adjust to Covid 19 operations.The chat service that we instituted in May, continues to be a popular option for communicating, enabling us to communicate in real time with patrons and their caregivers.

In July, we were able to obtain a waiver to permit three of the circulation staff to work on-site on Monday, Wednesday and Friday.  As a result, we have been able to process and ship library materials to our patrons again.  During our off site period, we were able to convert all of our active patrons to Books on Demand, enabling us to meet patron needs with the books on demand service.  In August we were able to ship more than 51,000 titles to our patrons.
In August, we were able to obtain a waiver to permit a machine unit staff person to work on-site on Monday, Wednesday and Friday.   This enables us to resume sending new and replacement players out as well as servicing the returned players.  Unfortunately, we had developed a significant backlog of new applicants that were awaiting player shipments.  NLS agreed to help us out by issuing players from Multistate West.  This has enabled us to make inroads into the backlog of applications and we are nearly to the point where we can handle machine operations independently.
We have been able to resume both our VIP book discussion and our Charlotte book discussion, both on a remote basis.  I’m pleased to announce that although the VIP discussion is offered remotely instead of in the library, attendance continues to be on about the same level.
During the last quarter, I had announced the retirement of two of our staff persons.  We were able to recruit and interview to fill both positions.  We have received approval to offer the Materials processing position, the candidate has accepted and will start on October 1.  We have submitted the paperwork and recommendation to fill the Patron Processing Supervisor position and are awaiting authorization to make an offer to the successful candidate.
Clint reported that outreach has remained very slow though a few virtual activities have been conducted with DSB consumers. Staff is beginning to mail out the TarHeel Talk.
MEMBERSHIP COMMITTEE -- Since there is not yet a Membership chairperson to replace Jill, Susan reported that we currently have 525 members.
INVESTMENT COMMITTEE – Wells Fargo as  of 8/31/2020 the beginning balance was $894,044.94 and ending balance was $929,999.60.
We have not received a TCF statement since the last meeting.
LEGISLATIVE COMMITTEE – Donnie indicated that much of the legislative activity has centered around COVID-19. Donna raised the issue of the upcoming November election and importance of/need for pollworker training, especially related to supporting use of voting machines for those who are visually impaired.
LIBRARY MOVE – Department of Administration is working on advertisement or renewal of lease
LITERARY GRANT – Melaney and Kellie have had one meeting and another planned for 11/18.
BRAILLE WRITER PROGRAM—In Sharon’s absence Mary indicated that a couple of short-term loan requests have come in as well as a couple of requests for permanent assignment of Braille writers. There needs to be more of a process in place for tracking Braille writers that have been distributed. There are four or five machines still available.
OLD BUSINESS – There has been a lot of discussion recently about services provided by the Post Office.  Members did not have and have not heard complaints regarding delivery of Library material. However, everyone will continue to monitor the situation.
As there was no additional business, the meeting adjourned.
NEXT MEETING – December 8th at 10:00AM.
Submitted by
Debbie Meadows, Secretary
Friends Board Meeting Minutes 06092020.pdf
Board Memb    ers Attending: Mary Flanagan, Miriam Dixon, Susan King, Donnie Best, Eddie Weaver, Angelo Sonnesso, JoAnn Wood, Verdina Gillette (now holding
the position held by Max Bumgardner,) Sharon Benton, Dawson Hart, Karen Broderick, Jill McMillan, Donna Permar, Debbie Meadows, and Carl Keehn (Ex Officio)

Board Member Absent: Marsha Williams 
Others Attending: (three hnewly elected members) Kellie Spruill, Melaney Stein, Yvonne Kea, Susan Forbes, Timothy Owens, Winnie Webb, Clint Exum, and Adrian
(Due to COVID-19 restrictions, the meeting was conducted via the Zoom pl    atform.) 
The meeting began shortly after 10:00, lead by Susan King, President, Following introductions, a motion was made by Dawson with second by Mary to accept
minutes for the March meeting as submitted. Motion passed unanimously. 
TREASURER’S REPORT: Winnie reviewed the line items. The budget for the year was $80,442.00. As of June 2nd there was an unspent balance of $33,393.47.
It was noted that the income figures will not represent funds received since mid to late March when the Library was closed down through Executive Order
of the Governor related to COVID-19. Mail has not been picked up since that time so there will be membership checks to be deposited. The organization’s
total net worth as of 6/2 was $1,150,758.77. 
Mary reviewed the proposed budget for 2020-21. As part of the discussion of the budget, Eddie indicated that he has moved away from Raleigh. He has been
preparing the Braille version of the Tar Heel Talk Newsletter using Library equipment. He is willing to continue performing this function but does not
have Duxbury software. When asked, Carl was fairly certain that the Library does not have any available license. The membership agreed that the Friends
could and should purchase a copy of Duxbury which would be assigned to Eddie for his use in preparing the newsletter for as long as he is on the Board
or willing to 
perform the function. The proposed budget was increased by $500 to cover the cost of this purchase. A motion was made by Susan with second by Angelo to
approve the proposed budget (inclusive of the $500.) The motion passed without dissent. 
Carl provided the following report from the Library: 
Upcoming Holidays 
Friday July 3 Independence Day 
Monday September 7 Labor Day 
NLS – The Covid 19 Pandemic has generated significant adjustments to the services. During the last few months, a significant portion of the Regional Libraries
have either closed or gone to limited service, including the Multistate Service Center – East in Ohio. Multistate service Center – West in Utah, has remained
open and is providing interlibrary loan service for the entire nation. 
NLS has had to make adjustments in their support of the Regional Libraries. Early in the process, we received a questionnaire to determine how we would
receive bulk shipments if the library remained closed. More recently they announced a targeted publicity campaign and inquired if the Regional Library
would be able to handle anticipated influx of applications. 
LBPH – March was an interesting month for the library. In early March, DNCR facilities including the library, were closed to the public, due to the developing
Coronavirus pandemic. Remote working policies were implemented and any staff that did not require a physical presence, were encouraged to work from home.
On March 27, acting on Governor Cooper’s Covid 19 proclamation, all remaining staff were sent home. This meant that the Library would be unable to process
returned materials or mail replacement materials or machines to patrons. 
Since then, all staff have been working remotely from home. Staff have been working on administrative processes, updating book and patron databases and
reviewing and assigning subject headings to commercially produced materials. 
We have made adjustments to the way service is being provided and will continue to be provided in the future. In May, we implemented a chat service. This
gives patrons and caregivers an additional means of communicating with the library. With our antiquated phone system, we are unable to access the phone
lines remotely which would enable us to respond to patron messages. We will continue to support the chat service when we reopen. 
We have converted the majority of our active audio patrons to the books on demand service. When we reopen, this should enable us to provide more materials,
more quickly to our waiting patrons. The reader advisors used their remote working status as a means of creating and filling reading lists for the new
books on demand patrons so that when we return to on-site work, we can start sending to them immediately. 
Using end of year money, the library has been able to purchase a third Scribe Unit, the hardware used to produce the cartridges for the Books on Demand
service. The third Scribe unit will enable us to produce cartridges more quickly as all of our current Circulation unit are trained in their use. The third
unit has already been manufactured and should be installed before we reopen. 
Staffing – We are sorry to bid farewell to two staff who will be retiring at the end of June. Heather Brown, the head of Patron Processing, and Janie Stanley
from our Materials Management unit. We have submitted the paperwork to replace them, however with the disruptions caused by the Covid 19 response, it may
take a while to work through the process of obtaining authorization to advertise and recruit. 
No outreach activities were conducted over the past couple of months. Some events are rescheduled for the future but it is uncertain now as to whether
they will be held. Since the Library is not able to mail out books now, a BARD-only Summer Reading Program is being planned to begin in mid June with the
hope of having the more traditional reading program in late summer or fall when books are being mailed. 
MEMBERSHIP COMMITTEE: Jill reported 450 active members—a number that will increase when we have access to the mail and the renewals that have been sent
in. Although her term is expiring on the Board, Jill graciously offered to continue assisting with tracking membership and assisting the new Committee
INVESTMENT COMMITTEE: Debbie provided the following balances in the investment accounts: Wells Fargo account balance as of 5/31/2020 $840,440.00, up from
last month’s balance of $804,075.00 TCF balance as of 3/30/2020 $193,168.30, down from last quarter’s balance of 
LEGISLATIVE COMMITTEE: Donnie reported that the Legislature is in session now, but no indication of how the budget will look. 
PUBLIC RELTIONS COMMITTEE: Dawson reported that all camp sessions at Camp Dogwood and the Fishing Tournament have been cancelled for 2020. A group of about
60 people from Burke, Caldwell, and Catawba Counties hopes to have an outing at Camp during the summer. Members were encouraged to maintain contact with
their local libraries to be certain that they know about the NCLBPH and have current Library and Friends applications. 
LITERACY GRANTS: Guidelines have not yet been developed for awarding these grants. Susan requested volunteers to work on this project. In the current year’s
budget $2,000 was budgeted to aware two $1,000 grants to promote literacy. Prior to the meeting some discussion took place regarding the possibility of
donating the money to the Governor Morehead School Foundation and/or the Radio Reading Service for COVID relief in their efforts to support education and
provide information respectively at this unusual time. After some discussion of the benefits to donating to each organization in support of its work, a
motion was made by Eddie with second by Karen to make a $1,000 donation to the GMS 
Foundation in support of educational efforts for students and a donation of $1,000 to the Radio Reading Service. The motion passed without dissent. (Due
to their connections to GMS, Debbie as an employee and Mary as a Foundation member, neither voted.) 
LIBRARY LEASE: Carl reported that there has been little movement related to the renewal of the Library’s lease or move to a new location, but the group
that was considering needs that should be met in any location agreed that the needs now are essentially the same as when last reviewed in 2015. 
NOMINATIONS COMMITTEE: 159 ballots were returned in the 2020 elections. New terms will become effective July 1, 2020. Jill and Miriam are going off the
Board as they were not eligible to run for another term. Marsha was not able to run for a second term. The three newly elected members are Kellie Spruill,
Yvonne Kea, and Melaney Stein. The following were elected to continue serving: Sharon Benton, Vice President; Debbie Meadows, Secretary; Donna Permar for
her first full term; and Dawson Hart for his second full term. 
VOLUNTEER LUNCHEON is on “hold” pending developments related to COVID. 
NEXT MEETING: September 8, 2020 
Meeting adjourned around noon. 
Submitted by Debbie Meadows, Secretary FRIENDS OF THE NCLBPH

March 10, 202    0
MEMBERS PARTICIPATING – Eddie Weaver, Susan King, Donna Permar, Donnie Best, Mary Flanagan, JoAnn Wood, Miriam Dixon, Angelo Sonnesso, Karen Broderick,  Jill McMillan, Debbie Meadows, and Carl Keehn (Ex Officio)
EXCUSED ABSENCES – Dawson Hart and Sharon Benton
ABSENT – Marsha Williams
OTHER PARTICIPANTS – Darren Hunnicutt CPA, Winnie Webb and Clint Exum
The meeting was called to order by Susan, and introductions were made. A motion was made by Carl with second by Mary to approve the minutes from the December with the addition of Miriam Dixon as a participating member at that meeting. Motion was approved unanimously.
Winnie reviewed the budget items and income. Mary noted that we have spent only about 49% of the budget with a remaining balance of $40,428.91.   The Organization’s total net worth is $1,147,199.67.
She gave background on the move to the new CPA firm, and she indicated that we have not heard back from our request submitted to the IRS to change/correct our tax exempt status. This is not surprising as we had expected that it would take some time.
Darren Hunnicutt, our CPA from Mig Murphy Sistrom, then spoke to the group about work he has been doing for the organization including the research on the IRS tax exempt status and request to change that. He discussed the Friends’ status as a “supporting” organization to the NCLBPH.  And, he discussed realignment of the QuickBooks budget which will help with reporting in the future.
Carl provided the following update with the addition that the Library has a blog on the VA Web site.
Holidays –
Friday            April 10                     Good Friday
Monday        May 25                      Memorial Day
NLS–The National Library Service has been cracking down on Inventory Control among the Network Libraries.  They have been asking Network Libraries to conduct inventory audits to account for missing and unaccounted for digital talking book machines.  At the beginning of the project, all Network libraries were requested to perform a series of inventory checks to determine the accuracy of the inventories.  North Carolina was not requested to perform later, more extensive inventory audits.
NLS is in the process of studying how prospective patrons have heard of the service.  They are working with the programmers of the various Integrated Circulation systems to capture referral data.  As our current application does not include a section on how the applicant heard of the service, it will need to be revised once NLS indicates the data to be captured.
In February, we received the final consultant report for last summer’s Consultant visit.  There were no surprises in the report and the recommended improvements, were basically incremental and dealt primarily with administrative functions rather than service delivery.  Among other things, we are encouraged to work on increasing BARD registrations and promoting the use of the BARD express app.  We have been asked to review staffing patterns and requirements to reflect changes in demographics as well as revised service patterns.  We are also asked to perform regular annual machine inventory spot checks to ensure that our inventories are accurate.  We had already begun implementing the suggested actions.

NCLBPH – In late February, North Carolina was visited by the first real snow of the year.  Accumulations turned out to be more extensive than expected and our service was impacted.  Staff persons in outlying counties left early on Thursday to escape the oncoming snow and several staff were unable to report for work on Friday.  Although the impact on the roads in Raleigh was minor, the impact in outlying areas was much more severe.  Although we were able to open our phone lines mid-morning on Friday, we were unable to make a mail run as no circulation unit staff were able to report.
The books on demand program is continuing to grow and become a more significant element in our service.  In both January and February, circulation exceeded 70,000 items, the largest circulation that I can remember.  In February, the books on demand program accounted for 75% of our circulation.  The 3,445 patrons that we have signed up for the Books on Demand program make up about 43% of our audio readership.
In Gina’s absence, Clint provided the following Outreach report for the January – March period:
Tour with journalist, interested in pitching the library to Walter Magazine or Our State
Presentation to Book Club (7 people)
African American Culture Celebration with GHL (300 total. 10 interested in LBPH)
Retirement Home Presentation (30 people)
Raleigh Lions Club Presentation (30-40 people)
Radio Interview WYZD with Craig
NCCCLA presentation with Josh (15 people)
Wayne Community College (TBD)
GMS Students Tour (Cancelled)
DSB Mini-Center Presentation (TBD)
Fontana Library Staff Training Day (TBD)
Presentation to adults at GMS (Cancelled)
Columbus and Bladen Innovative Approaches Steering Committee – Presentation (TBD)
MEMBERSHIP COMMITTEE – Jill reported that there are 436 members which is up by 66 from membership last year at this time. She is working on the second notice to go out in April about membership renewal. Both hard copy and email contacts will be made. Jill also indicated that she did outreach at the Braille Challenge in Raleigh in February.
INVESTMENT COMMITTEE – Debbie reported the following changes in the two investment accounts: Wells Fargo had a beginning balance of $874,355 and ending balance of $831,446.20 which reflects the downward trend the market has taken recently. Triangle Community Foundation had a beginning balance of $217,894.48 and ending balance of $230,432.20. Because this is a quarterly statement, any market changes that might affect it likely are not showing up yet.
LEGISLATIVE COMMITTEE – Donnie reminded people of the importance of completing the census—something that can be done by phone, Internet, or by mail. The State continues to get “mini-budgets” and the Legislature will return for the Short Session in April.
LIBRARY MOVE ADVISORY PANEL - Carl indicated that the group that will be discussing things to consider in the Library’s next lease/move will meet in a week.
PUBLIC RELATIONS COMMITTEE – In Dawson’s absence, Susan reported that Outreach efforts took place at both Braille Challenges. Plans are underway to do activities in local libraries and at Camp Dogwood each week during the camping sessions.
NOMINATING COMMITTEE – Eddie explained that first the Board should fill the vacant position left by Max’s resignation. A motion was made by Miriam with second by Donna to appoint Verdina Gillette to this position. This motion was approved unanimously. That term will end in June 2021 at which time Verdina may run for two consecutive terms.
Seven terms expire at the end of June 2020. They are held by Sharon Benton, Debbie Meadows, Donna Permar, Dawson Hart, Marsha Williams, Miriam Dixon, and Jill McMillan. Sharon has agreed to run for Vice President and Debbie for Secretary.  Donna has agreed to run for her first full term and  Dawson for his second full term.  Marsha has indicated that she is not able to run for a second term and neither Jill nor Miriam are eligible to run for another term.  The following individuals have agreed to run to fill these three spots—Yvonne Kea, Kellie Spruill, and Melaney Stein. These seven individuals were recommended by the Nominating Committee and a motion was made by JoAnn with a second by Mary to accept these nominations. The motion passed unanimously. Ballots will go out to the membership by the end of April.
There was a brief discussion of the Volunteer Recognition event. Donna reported that GMS is open to hosting the event, but there are some limitations that relate to having students on campus during the week. The Friends representatives and Library staff will continue looking at options.
Carl also reminded the group of the availability of the Department’s graphics design staff to assist with projects whenever needed.
The Friends Annual Membership Meeting will be held on June 9th at 10:00 a.m.
The meeting adjourned at 11:55.
Submitted by
Debbie Meadows, Secretary
Board Meeting Minutes
December 10, 2019
MEMBERS PARTICIPATING: Mary Flanagan, Donnie Best, Eddie Weaver, Sharon Benton, Jill McMillan, Karen Broderick, Susan King, Donna Permar, Debbie Meadows, and Carl Keehn (Ex Officio)
EXCUSED ABSENCES: JoAnn Wood, Dawson Hart, Angelo Sonesso
ABSENT: Marsha Williams
OTHERS ATTENDING: Winnie Webb, Clint Exum (NCLBPH staff), and Susan Forbes, Assistant State Librarian
The meeting was called to order at approximately 10:10 by Susan King, President. Following introductions, a motion was made by Eddie with second by Sharon to approve the September minutes as submitted. Motion passed unanimously.  Donna was welcomed as a new Board member and Susan Forbes as Assistant State Librarian.
TREASURER’S REPORT: The Treasurer’s Report was presented by Winnie and Mary with Winnie reviewing the budget by category. Mary indicated that we have spent about 38% of the budget. This includes the cost of the new embosser and also a retainer requested by the CPA because we are a new client. The CPA would like to revamp the QuickBooks and Excel systems now used to track our budget. Once completed these changes should make the budget work for us easier and faster. Cost of the work will be about $1,500. A motion was made by Eddie with second by Jill to move $1,000 from the BB&T account to the Accounting/Legal line item to cover the cost of the work. Motion passed without dissent. There has been no word back from the IRS following our request to change our tax reporting status. The organization’s total net worth is $1,155,963.90.
Carl provided the following Library report:
Upcoming Holidays –
Tuesday – Thursday          December 24 - 26  Christmas
Wednesday              January 1                              New Years Day
Monday                                January 20                           Martin Luther King Day
NLS – The National Library Service continues to focus their efforts in getting Regional Libraries to transition over to a Duplication on Demand Program.  Originally, they had released duplication equipment without charge to those libraries that used the NLS produced READS Integrated Library Software.  More recently, they have worked with Keystone Systems to adapt their duplication software to work with the KLAS integrated Library Software. 
NLS has just announced the four libraries which will participate in the braille e-reader pilot project.  The four libraries are Iowa, New Jersey, Kentucky and Utah.  The libraries were selected based on criteria which include their region, their circulation system and their size.  Those libraries that are not participating in the NLS pilot will receive one e-reader device for testing and familiarization.
LBPH – Our Books on Demand program is proceeding according to schedule.  In September, I had reported that we had transitioned about 11% of our new and continuing patrons to the service.  As of the end of November, we have transitioned about 26% of our audio readership.  All new patrons are automatically enrolled in the books on demand program.  As the recycle model of the program is further developed, we will be speeding up the transition of continuing patrons.
The Books on Demand program continues to be a major factor in our operation.  At the end of November, the Books on Demand circulation made up about 60% of our overall circulation.
Our refreshable braille display pilot program became active not long after the last Friends Board meeting.  The final few machines were distributed thanks to Eddie Weaver’s efforts at the fishing tournament.  All 40 machines are now in patron hands and initial anecdotal feedback tends to be very positive.  We will be conducting an initial satisfaction survey in the near future, contacting participating patrons by phone to get their initial feedback about the displays and the program.
On Wednesday, December 4, the library offered a program on the Culture of Bluegrass Music in North Carolina.  The program, part of the North Carolina Humanities Council Roads Scholar grants program, featured bluegrass musician and teacher John Santa.  Speaking before an audience of 107 patrons and Governor Morehead students, John Santa traced the roots and development of bluegrass music from its earliest days to the present, using the instruments he brought, to demonstrate different sounds and techniques.  The program would tie in with Come Hear NC, celebrating 2019 as the year of music in North Carolina.

After a brief question and answer period, John Santa sat and jammed with John and Sandy DeLuca, playing two more traditional bluegrass pieces, followed by an original composition.  The final piece brought down the house.  Afterwards, the participants had the opportunity to check out the various instruments that John Santa brought.

In closing I would like to thank the Governor Morehead School for hosting us, the auditorium was the perfect venue for the program.  I would like to thank the North Carolina Humanities Council, Roads Scholar program for underwriting the grant for the program, I’d like to thank John Santa for his entertaining and inspirational program and I’d like to thank Annie Davis for serving as the Master of Ceremonies for the program.
Carl also added that the Library will be getting a new phone system during the coming year.
In Gina’s absence, Clint reported the following Outreach activities:
9/14              NFB-NC Convention
100 people
9/20               NCCB Convention      
65 people
9/21               Caregiver Engagement Fair (Greensboro)
Vendor Table,
9/26               Assistive Technology Expo McKimmon Center
Vendor Table,
Presentation, ~15 attendees
9/28               Health and Wellness Expo Righteous Guide Ministries Fayetteville
Vendor Table,
10/2               New Library Directors
10/11            DNCR State Fair Outreach           
10/14            LICC (Local Interagency Coordinating Council) Presentation
Presentation, 12 attendees,
10/16-19      NCLA Conference
Vendor Table/Presentation >130 attendees    
11/6               NCDPS Staff Development
Presentation, 125 attendees
11/19            Davidson County Libraries Staff Day
Workshop, 60 attendees
11/22            State Library Commissioners                    
11/23            American Indian Heritage Festival  
Vendor Table 180 attendees
12/6               Southern Dames of America
Presentation, 33 attendees
MEMBERSHIP COMMITTEE: Jill reported 636 members, up 30 from the September report. Renewal letters will go out in January. Both hard copy and email copy will go out to those for whom we have an email address.
INVESTMENT COMMITTEE: Winnie provided updated figures which show a balance for the Wells Fargo fund of $843,538.927which is up from the balance for the last report of $832,268.44, and for the Triangle Community Foundation a balance of  $217,894.48 down from the balance from the last report of $218,653.42.
LEGISLATIVE COMMITTEE: Donnie shared that there is still not a state budget. There is a bill pending which would move DHHS administrative office from Raleigh to Granville County. And, there is a possible price increase that would affect all .org web sites.
PR COMMITTEE: In Dawson’s absence Susan reported that she and Dawson will be making presentation again this summer at Camp Dogwood each week. They are also scheduling local library programs and other members were encouraged to do this as well. There was some discussion of the request from the library in Havelock to assist them in their bulletin board display during January for the celebration of Louis Braille’s birthday.
BRAILLEWRITER PROGRAM: Sharon reported that there was one application for a brailler and tow machines were donated.
There was no update available on the literacy grant guidelines, and there has not been a meeting yet on the possible move of the Library.
Volunteer Luncheon: There was discussion about when/where to schedule the next luncheon. The hope had been that the participation would increase when the event was moved from a dinner to a luncheon, but after a couple of years that has not really been the case—42 participants in 2019. There was some discussion about having the luncheon on a Saturday as well as having it at a different location. Parking can be difficult at McKimmon Center. GMS cafeteria was discussed as a possible option but the timing would be tricky since staff could likely not accommodate a luncheon on a school day. Donna and Sharon will work with Library staff on planning for the next event.
Susan asked that members look at the committee assignment list and let her know if any changes are needed.
Because of time restraints, Max Bumgardner has resigned from the Board. The group will work to fill the vacant position at its next meeting. Suggestions can be given to Susan.
Susan indicated that she has set up a LinkedIn page for the Friends.
Members were reminded of the October 2020 date for getting their REAL ID.
The meeting adjourned at approximately noon
NEXT MEETING: March 10, 2020
Submitted by
Debbie Meadows, Secretary
Friends Minutes 091019.pdf
FRIENDS OF THE NCLBPH Board Meeting Minutes September 10, 2019 
Members Attending: Sharon Benton, Eddie Weaver, Donnie Best, Karen Broderick, Dawson Hart, Susan King, Miriam Dixon, Jill McMillan, Debbie Meadows and
Carl Keehn (ex officio) (NOTE) JoAnn Wood indicated that she would be calling in, and she attempted to do so, but due to a technical problem with the phone
in the conference room, we were unable to connect with her. She indicated that she remained on the line about fifteen minutes but connection was never
Excused Absences: Marsha Williams, Angello Sonnesso, and Mary Flanagan 
Absent: Max Bumgardner 
Others Attending: Winnie Webb 
The meeting was called to order shortly after 10:00 by Susan King, President. A motion was made by Eddie with second by Sharon that the minutes from the
June meeting be accepted as submitted. The motion passed unanimously. 
TREASURER’S REPORT: In her absence Mary left the following notes with Susan 
The organization spent approximately 10.5 of its budget during the first quarter of the fiscal year. In July the Friends received a donation of $15,000
in the form of a bequest from the Estate of Allen Cameron Jackson. The question had been posed to the CPA as to whether the Friends can offer grants when
the purpose is consistent with the mission of the Friends—to promote braille literacy—and the answer from the CPA is “yes.” Two grants will be offered—one
for a program for children and one for adults. Each will be for $1,000. And, the forms to change our tax reporting status with the IRS have been submitted
to the IRS. 
Winnie reviewed the various budget categories and reported that there is a current balance of $67,573.51 of the $75,442.00 budgeted for the year beginning
July 1, 2019. Income is $2,371.00. Total net worth of the organization is $1,164,945.66. When asked about the $15,000 bequest and how that is reflected
in the report, Winnie indicated that it was deposited into the BB&T Money Market account. 
Carl provided the following Library Update: Upcoming Holidays – 
table with 3 columns and 3 rows
November 11 
Veterans Day 
Thursday – Friday 
November 28, 29 
Tuesday – Thursday 
December 24-26 
table end
NLS – On October 1, with the new Federal Fiscal year, the National Library Service will be changing their name to more accurately reflect their role. They
will become the National Library Service for the Blind and Print Disabled, anticipating pending federal legislation to expand the reach of the service.
They will continue to be referred to as NLS. 
In preparation for the conversion to the Books on Demand service model, the NLS will be shipping us 42 cases of blank cartridges, to be used in the program.
This is about half of the total requirement for North Carolina. The rest of the cartridges will be held back from our inventory of cartridges that were
removed from the collection for recycling. Volunteers are currently going through the weeded cartridges, identifying and holding back the higher capacity
cartridges to be used for the Books on Demand program. 
LBPH – Our Books on Demand program is proceeding according to schedule. Currently, we have transitioned about 11% of our new and continuing patrons to
the service. All new patrons are automatically enrolled in the books on demand program. As the recycle model of the program is further developed, we will
be speeding up the transition of continuing patrons. 
The Books on Demand program is quickly becoming a major factor in our operation. As of the close of August, the Books on Demand circulation made up about
30% of our overall circulation for the month. That was up from 24% in July. 
Our refreshable braille display pilot was on hold, awaiting a promised firmware update from Humanware. With the firmware update being pushed back, we have
decided to begin shipping the braille displays with the firmware from the factory. We anticipate that we should be shipping out the displays within the
next few weeks. I had mentioned above, that the National Library Service would be rolling out their new name. North Carolina is also considering a rebranding.
We would like to follow in the footsteps of the Tennessee Library and are considering the name “North Carolina Library for Accessible Books and Media.”
As a name change will require Legislative action, we anticipate that the name change will be a drawn out process. It will require the amending of the North
Carolina Rules of Procedure. 
We are pleased to announce the appointment of a new Assistant State Librarian, Susan Forbes. Susan Forbes will be responsible for the administrative operation
of the State Library. Friends members will be able to meet her at the Volunteer Recognition event on September 30 and we hope that she will be able to
attend the December board meeting and meet the board members. 
The library is planning to offer a program on the Culture of Bluegrass Music in North Carolina; in December. The speaker, John Santa will discuss the history
and culture of North Carolina bluegrass music. This will tie in to our parent Agency campaign to celebrate North Carolina’s musical heritage. 
Library Patrons, John and Sandy DeLuca have been invited to participate and perform a few folk music pieces. 
The program is tentatively scheduled for Wednesday December 4, 1 – 2:30 pm and will be held at the Governor Morehead School Auditorium. 
In Gina’s absence Carl reported on the following for Outreach: 
Presentation to Association of Workers for the Blind Presentation to DSB Mini Center in Henderson South East Transition Institute (Deaf/Blind) Vendor Fair
Presentation to Charlotte DSB District Office 
In September: 
Presentation to DSB Mini Center in Wilson Presentation to NFB Conference Presentation to NCCB Conference Vendor table at NCCB Conference Presentation all
day Robeson County Public Library Caregiver Expo in Greensboro Vendor table and Presentation Assistive Technology Expo Righteous Guides Ministries Information
Fair, Fayetteville 
MEMBERSHIP COMMITTEE: Jill reported that there are 580 members, an increase of 47 members from June. 
INVESTMENT COMMITTEE: Debbie reported the following investment account figures – TCF for the period ending June 30th the beginning balance was $213,514.40,
ending balance $218,653.42; Wells Fargo for the period ending July 30th the beginning balance was $828,169.21 and ending balance $832,268.44. So, while
both accounts showed gains during this most recent period, the market has been much more volatile the last few weeks so we should not be surprised to see
a drop during the next period. 
LEGISLATIVE COMMITTEE: Donnie reported that there is still not a state budget. And reports seem to indicate that charitable giving is down—possibly due
to revised tax law. Disability Rights of NC is publishing a fully accessible voter’s guide which Susan will distribute to the membership. 
PUBLIC RELATIONS COMMITTEE: Dawson reported that he met with campers at Camp Dogwood during each of the nine summer camp weeks. He will be involved in
outreach at Industries for the Blind in Winston-Salem and in the Race for the Blind fundraiser in Lewisville and Asheville. Efforts are also underway to
connect with more local libraries. Miriam reminded the group to include information about NewsLine when making presentations. 
BENTON BRAILLE WRITER PROGRAM: Sharon reported that one student received a Braille writer recently. 
OLD BUSINESS The luggage tags have arrived and were passed out for use in upcoming events. They should be used primarily to be given to people who register
as new 
members or those who renew membership at an event such as the Fishing Tournament on one of the conventions. The tags will not be sold. There was concern
by the Braille readers about the quality of the Braille. Other options should be explored for future items. A sample should be obtained before final production
whenever possible. 
Dawson and Susan will have a table at the NCCB Convention in September. 
Jill agreed to staff a table at the upcoming NCNFB Convention. 
Eddie and Dawson will work at the Fishing Tournament in October. 
A committee was formed to establish the guidelines for the Literacy Grants to be awarded to groups promoting Braille literacy. The committee will consist
of Mary and Miriam. Susan will contact Sandy DeLuca to see if she is willing to serve and Dawson’s wife, Liz, (has worked with deafblind groups, teaches
sign language and is an interpreter, involved with Camp Dogwood activities) ) is also a likely member. 
After brief discussion a motion was made by Dawson with second by Sharon to have a drawing at the Fishing Tournament among those who register or renew
their Friends membership. The prize would be $50. This is consistent with what has been done the last couple of years. The motion passed unanimously. 
Reminder about Volunteer Recognition Luncheon to be held on September 30th at 11:30 at the McKimmon Center. 
Winnie reminded members that it is time to sign the Code of Conduct forms. She will get all who can to sign before leaving the meeting and will send out
by email to those not at the meeting. 
NES BUSINESS Carl asked for a couple of people to serve as advisors to provide input on what the new facility should be like if the Library has to move
in 2022 when their lease expires. When the current lease was signed it appeared unlikely that the landlord would renew beyond the seven-year period, but
significant investment has gone into the building since then and the landlord has recently shown more interest in retaining the Library on the property.
It isn’t clear whether the State will work out an arrangement to extend the lease or whether they will have to 
go through the bid process. Because the bid process is a lengthy one, they must begin now even though the current lease in good into 2022. Karen, Eddie,
Mary and Dawson volunteered to assist as needed. 
Susan asked for suggestions of people to fill the board seat that she vacated when she was elected President. The name of Donna Permar, a long-time Library
user and very active member of the VI community, was suggested by Debbie with a motion for made by Miriam with a second by Karen that Donna serve out Susan’s
term. The motion passed unanimously. 
It was also noted that Max has been unable to make many of the meeting with little contact with the Board. Dawson will follow up with him regarding his
interest in continuing to serve and ability to become more active. 
ANNOUNCEMENTS Sharon announced that the Triangle Radio Reading Service has changed its name to the NC Reading Service to reflect its statewide services.
Their New Visions Gala will be on November 1st . 
The meeting adjourned at approximately 11:45. 
Next Meeting – December 10th . 
Submitted by Debbie Meadows, Secretary FRIENDS OF THE NCLBPH

June 11, 2019
MEMBERS PARTICIPATING: Eddie Weaver, Susan King, Mary Flanagan, Sandy DeLuca, Karen Broderick, Donnie Best, Sharon Benton, Jill McMillan, Miriam Dixon, Dawson Hart, JoAnn Wood, and Carl Keehn (ex officio)
OTHERS PARTICIPATING: Gina Powell, Winnie Webb and Timothy Owens
EXCUSED ABSENCES: Angelo Sonnesso, Max Bumgardner, Marsha Williams, and Debbie Meadows
Motion made by Sharon with second by Mary to approve March meeting minutes as submitted. Motion passed unanimously.
TREASURER’S REPORT: Winnie reviewed budget expenditures and unexpended amounts. The total budgeted amount for the year was $77,400. $46,629.17 has been spent leaving a balance of $30,658.27.  The current balance for the restricted expenses is $4,116.13. Total income is $68,132.44 which includes restricted items such as Braille Challenge and donations specified for the Library. Subtracting these donations the income amount for the Friends is $66,370.00. The organization took in more income than it spent in its budget for the year. Total net worth is $1,144,960.99 as of the end of April. Expenditures are well under budget and Mary anticipates spending no more than $2,000 before the year ends on 6/30/19. JoAnn raised a question about the Braille Challenge expenditure figures which Winnie will check on. It appears that the formula did not subtract the amount spent from the total so the balance did not decrease.
Mary explained that in the past we have received our grant from the Ben Easton Bequest through TCF at an amount of about $26,000 annually, distributed quarterly. Due to a policy change at  TCF effective January 1, 2019, all endowed bequests payments will be made at 4% rather than 5% which had been the rate previously. The reason for the change is to avoid drawing down too much from the endowments making it necessary to begin drawing from the principle. The 1% decrease will be spread over three years and once fully implemented will be about a $5,500 decrease per year.
Mary has continued to explore moving the accounts at SECU to BB&T to streamline management of funds. Some questions were raised at the last meeting about any effect the merger between BB&T and Sun Trust would have—it seems there would be little to no impact on our business dealing with BB&T and the switch will not occur until the end of this year. Moving some money from the BB&T checking account, Mary set up a Money Market account at BB&T which earns 1% interest. The account was started with $30,000. This action was discussed with and approved by the Finance Committee in advance. SECU Money Market earns 1.75%. That money could be moved to BB&T 6-month CD at 2%. We have approximately $27,000 with SECU. Motion was made by JoAnn with second by Dawson to move money from SECU to BB&T 6-month CD. Motion passed without dissent.
Mary reviewed the fact that our tax exempt status that we are claiming on our form 990 is not the same as the tax exempt classification as the one  we were awarded when the organization was established as a 501(c)(3)  nonprofit in 1992. On the advice of the CPA, Mary confirmed that the IRS has us listed as a 509(a) type 2,but we have been claiming as a 509(a) type 3 organization. The main difference is the makeup of the Board with type 2 requiring voting members from the NCLBPH while type 3 requires a “close working relationship” with the organization that the nonprofit supports. The Finance Committee has posed some additional questions back to the CPA about implications of making the change and waiting for his response. Mary believe that we will make the change to type 3 since we are reporting that way now and since the purpose of type 3 is to support an agency such  as the NCLBPH as we do. Eddie stressed the fact that our 501(c)(3) status will not change. The change just relates to the section—509—under which we fall as a 501(c)(3) organization and how our reports are filed.
Mary reviewed the proposed budget for 2019-20. She pointed out that she has tried to bring the line items more in line with what we have actually been spending to decrease the amount of money carried over at the end of the year. This will be a more accurate reflection of our budget and the money can be moved into accounts where it can make money. Mary reviewed each line item noting that legal/accounting could be decreased because the accounting start-up fees with the new accounting firm will not be needed. Clerical support is being increase based on a $1.00 increase to $15 per hour. She explained the use of the money in the Braille Literacy line—$1,000 is set aside to support the Braille Challenge if needed; $2,000 for the Benton Braille Writer Program if needed; and $2,000 for the BELL Program if needed. The BELL money has not been used in a couple of years, so the Finance Committee has proposed establishing two $1,000 grants—one for a Braille literacy project for children and $1,000 for a Braille literacy project for adults. Guidelines for applying, reviewing and awarding the grants would need to be set up. We do need to hear back from the CPA to confirm that this is something that we are allowed to do since the grants will not go directly to the Library, though likely to individuals/groups that are served by the Library.
 Carl reviewed the recurring Library budget items, noting a number of reductions and minimal increase for Braille paper to restock the supply leading to an overall reduction of about $3,000 in the total recurring Library budget. The Library has requested an increase from $1,500 to $5,232.95 to cover the cost of a replacement Braille embosser to print mailing labels for the new Books-on-Demand Program. There are both compatibility and operational issues with the current embosser.
The proposed total for the new budget is $73,536.95 compared to $77,400.00 for the 2018-19 budget. Motion made by Jill to accept the budget as proposed by the Finance Committee with second by Miriam. The motion passed without opposition.
Eddie recognized and congratulated Timothy Owens on his recent promotion to State Librarian.
Mary asked about whether it is time to update the MOA between the Friends and the Department. She indicated that if the Friends move forward with changing their status with the IRS, some supporting documentation will be needed which would include the MOA. Carl and Timothy will follow up.
Carl provided the following update from the Library
Upcoming Closing Dates:
Thursday       July 4             Independence Day
Monday        September 2           Labor Day    
NLS – The Marrakesh Treaty, which expands access to accessible materials; went into effect on May 8. Currently, the National Library Service is unable to take advantage of the Marrakesh Treaty as Congress limits their involvement to US citizens only. It will require an act of Congress to enable the NLS to participate.
Local libraries, however, can participate in the Marrakesh Treaty and representatives from the Southern and Western Regions are establishing a task force to determine how we will.
As the result of an article on the National Library Service in a Department of Veterans Affairs newsletter, inquiries on the library service have increased within the network.
On October 1, the National Library Service will be changing their name to the National Library Service for the Blind and Print Disabled. They will continue to be referred to as NLS.
LBPH – The Books on Demand program is going very well. All new patrons are being assigned to the Books on Demand program, and we have begun transitioning current patrons. As expected, patrons that are transitioned from the traditional model of one cartridge, one book have had to make some adjustments as they are no longer getting multiple cartridges at one time.  Instead, they start out with two cartridges, each with multiple titles. As they complete the first cartridge, they send it back to us to be refilled with new titles, while they read from the second cartridge. By the time they complete the second cartridge, the first cartridge should be back to them; reloaded with a fresh supply of books. The number of titles on a cartridge can be adjusted to ensure that the reader doesn’t run out of books to read.
Before current patrons are transitioned over to the Books on Demand system, they are notified by mail that they will be switched over. The letter explains how the program works and the patron is encouraged to call us with any questions that they may have, before they are transitioned over. 
As of the end of May, we have 481 patrons that are receiving their service through the Books on Demand program. This is about 5% of our audio readership. If you have not yet had the opportunity to see the Books on Demand program in operation, please see Craig Hayward, he would be happy to demonstrate the system to you.
The pilot project to distribute refreshable braille displays is proceeding. We have received our order of displays from the vendor. Our staff is currently working out the processes and procedures for distributing the displays.  
The National Library Service has announced the awarding of a contract to produce refreshable braille displays for general distribution. It is expected to take at least a year for the displays to be available to the public.
Both the Books on Demand program and the pilot braille display program are provided through Federal grants underwritten by the Institute of Museum and Library Services (IMLS).
Gina provided a summary of the outreach activities for the past quarter.
Library Outreach
Presentation to DSB Mini Center in Wilson 
Presentation to DSB Mini Center in Moore County                                   
Presentation to Library Association UNC-Chapel Hill
Presentation to Vision Insights Self-Help Group
Presentation to NC Community College Conference
Presentation to Craven/Pamlico/Carteret County Friends Meeting
Meetings with Activity Directors at Tara Plantation Assisted Living, Ashewood Estates Asst. Living, Home place of New Bern and Riverstone
Teleconference on BOD with Assistant Living Activity Directors
Meeting with Moore Co. Public Library Director
Meetings with Vision Center of Wilson, Wilson Eye Associates, Medical Eye Associates, Singleton Vision Center, New Bern Family Eye Care
New Volunteer Coordinator Adrian Sanders hired – Starts July 1st
Issue of Tar Heel Talk Newsletter Produced
Friends Outreach
Info Table at NCCVIB Conference
Presentation to Deaf Blind Conference
Shared library info with 8 students, 6 EC educators in Gaston County and 5 EC educators in Catawba County.
Coming Up:
Kids Summer Reading Program – Frog Calling
MEMBERSHIP COMMITTEE: Jill reported that there are 533 paid members. This is an increase of 163 from March. In the last meeting there was some discussion about whether email notices about membership could be going to spam folders, making it more unlikely that they would be read. Jill asked about the possibility of putting something in the next Tar Heel Talk newsletter encouraging readers to be sure to add the Friends as one of their contacts so that email will go straight to the inbox. Jill will prepare something for Gina to include in the next issue coming out in the fall.
INVESTMENT COMMITTEE: In Debbie’s absence Mary provided the Investment Committee report. As of March 31, the TCF balance was $213,514 which is up from the beginning balance in January of $197,141.00. Wells Fargo account as of May 31st had a balance of $787,900 which is down from the beginning of May when the balance was $823,369. Even with the drop in May, the Wells Fargo account is showing a gain for the year beginning January 1.
LEGISLATIVE COMMITTEE: Donnie indicated that there is continued discussion in US Senate about bills that might impact nonprofits in areas such as sales tax and other taxes. The NC General Assembly still in session and also working on bills related to nonprofits, gerrymandering, census, etc.
PUBLIC RELATIONS: Susan provided follow up on the luggage tags discussed at last quarter’s meeting. 500 tags would cost $3.65 each. We do not have the artwork the vendor would need but for a $40 fee she can convert what we have. Tags would have our logo and Web site in Braille. Sizes are 4 1/2 x 3 and 3 1/2 x 3 1/8. Cost for 500 would be $1,825 for tags plus $40 conversion fee for artwork and Susan estimates about $40 for shipping/handling. The tags would be give-away items at events. In terms of discounts ordering 1,000 reduces the cost per tag to $3.25. The line item in the current year’s budget for Newsletters and PR Materials (140) has a balance of $866.58.
A motion was made by Carl with second by Susan to increase that line item to $2,000 which should cover the cost of 500 tags, artwork conversion, and shipping/handling. Motion passed without dissent.
This will enable us to order the tags from the 2018-19 budget, leaving the full budgeted amount in this line item in the 2019-20 budget to be spent in the upcoming year. Susan will place the order and Mary will cover with the credit card. Timothy indicated that the Department has a graphic designer on staff and he will see if that person is able to make the conversion of the artwork before sending off at a cost.
A discussion followed about the one big event such as the Fishing Tournament could wipe out the supply. Efforts will be made to monitor the supply by limiting the number taken to an event, putting out only a small quantity at one time, and possibly giving only to those who join or renew membership. 
BENTON BRAILLE WRITER PROGRAM: Someone from the Charlotte area requested a Braille Writer because that person can no longer use the slate and stylus. The committee has approved this request. We have distributed about ten so far, and there will be something in the next Tar Heel Talk Newsletter to remind people of the program and process for requesting a machine. We still have several available.
OLD Business: Carl indicated that he received a higher-than-usual number of calls about the ballot for elections. The main issue seemed to be that people were not clear about voting for all positions. The ballot was no different from past years, but for whatever reason, more questions were asked. Carl has offered to work with the Nominating Committee next year to see if there are wording changes that can be made to make the process clearer.
NOMINATING COMMITTEE: Eddie provided the following results from the election --  President, Susan King; Treasurer, Mary Flanagan; Members-at-Large, Donnie Best, Karen Broderick, Max Bumgardner, Angelo Sonnesso, and JoAnn Wood. Eddie will move to the Past President slot.
The Board agreed to adoption of the election results.
Susan’s at-large seat will be vacant as she moves into the President position. Her regular term expires 6/30/2020. The Board will appoint someone in July to fill the one-year term, and that individual will then be eligible to run for two consecutive terms. Anyone with suggestions can submit those. Thanks to Sandy for serving in the Past President slot for the last several months! Eddie expressed his thanks to the Board for their work and support over the past four years as he has served as President.
NEW BUSINESS: As a member of the Collection Development Committee, Eddie and Josh from the NCLBPH recently attended a meeting of the group in Washington, DC. Josh was elected Chair of the committee. A lot of recommendations which are being finalized and will then go to the Collection Development Section of NLS. About 5,000 books are being added to the collection each year which is a significant increase from a few years ago.
NCCB Conference on Saturday, September 21st in Burlington. Susan and Dawson volunteered to do the Outreach table.
NC NFB Conference on Friday evening, September 13th at Sheraton Imperial in Durham. Miriam and Jill volunteered to staff the table.
VIP Fishing Tournament is October 21-23 and Eddie and Dawson will staff that event.
ANNOUNCEMENTS:  Carl announced that the Library is getting a new phone system next fiscal year. The conference room will get a speaker phone.
As there was no more business the meeting was adjourned.
Submitted by
Debbie Meadows
March 12,2019
MEMBERS PARTICIPATING –- Sharon Benton, Mary Flanagan, Dawson Hart, Susan King, Donnie Best, Karen Broderick, Jill McMillan, Miriam Dixon, Eddie Weaver, Marsha Williams, JoAnn Wood, Sandy DeLuca, Debbie Meadows, and Carl Keehn (ex officio)
EXCUSED ABSENCES – Angelo Sonesso and Max Bumgardner
The meeting was called to order at approximately 10:00 by Eddie Weaver, President. A motion was made by Sharon with second by Mary to approve the minutes from December 2018 as submitted. The motion passed unanimously.
TREASURER REPORT – Winnie review the budget/income figures as follows: Of the $77,100.00 budgeted for the year, there is an unspent balance of $40,252.81 meaning that about 48% of the budget has been spent with less than four months remaining in the year; total income - $36,346.01; and net worth - $1,059,445.05. 
Mary and Winnie have worked extensively with the new accountant over the past few months as our tax reports (form 990) was being prepared and our charitable solicitation license filed for renewal. Renewal notice has been received so license is good for another year.  In that process it was determined that our classification with the IRS needs to be changed to “Supporting   Organization.”   For the past several years our tax exempt classification on file with the IRS has not matched what has been reported on our taxes. The accountant suggested that we go ahead and file the tax form this year as we have for the past several years, then submit the paperwork to the IRS to have the classification changed.
Mary met with a person from BB&T  who works specifically with nonprofits. In that meeting there was discussion about why the SECU account has continued over the years. Reportedly SECU has stopped or will soon stop handling nonprofit accounts.  There is no financial advantage to having the SECU account at this point. Having those funds moved to BB&T would make the job of the treasurer much easier when transferring money and would mean fewer accounts to track. In order to have the money market account at the SECU we must maintain two other small  accounts. While no action will be taken now, the group asked Mary to look into options and implications for moving the SECU account to BB&T and provide a report in June.
The following was shared by Carl from the NCLBPH:
Upcoming Holidays
Friday April 19 Good Friday
Monday May 27 Memorial Day
NLS – NLS is rolling out a survey for current and prospective readers.
Much of the current emphasis on NLS service is to encourage network
libraries to transition to a duplication on demand service. Many of the
network libraries have been providing or are now providing a duplication on
demand service.
LBPH – The State Library has a new State Librarian. Timothy Owens has
been appointed as the new State Librarian, replacing Cal Shepard.
Timothy was the Assistant State Librarian for two years.
As mentioned above, Network Libraries are being encouraged to transition
to a duplication on demand service. North Carolina has begun phasing in
ours. North Carolina will be the first Network Library to use the KLAS
Scribe system, Keystone System’s second-generation duplication on
demand service.
The system consists of a server, which drives two 15 cartridge duplication
stations. The server is backed up by a 30-terabyte storage unit, which
carries the entire BARD service, updating itself nightly. Participating
patrons will be assigned a pair of cartridges. As the cartridge is inserted in
the duplication station, the server will identify the patron that the cartridge is
assigned to. Titles on the patron request list as well as titles that fulfill the
patron reading profile will be copied to the cartridge, which is then mailed
out to the patron. When the cartridge is returned and inserted in the
station, the old titles will be marked as “read” on the patron account,
removed from the cartridge and a new supply of titles will be loaded.
In February, the library conducted a public beta test of the system involving
14 patrons. The patrons were chosen, based on selected criteria, including
large numbers of book requests and interlibrary loan usage. The public
beta went very well and the patron feedback has enabled us to fine tune
the system.
We are now ready to begin a gradual roll out of the duplication on demand
service to our regular patrons. In the near future, we will begin providing
the service to new patrons. We elected to go with the new patrons first, as
we can introduce the service to them when the reader advisor contacts the
new applicant to complete setting up the service. We will then gradually
phase in our regular patrons, notifying them in advance that they will be
transitioning to the duplication on demand service and giving them the time
and opportunity to respond and ask questions before they’re transitioned
Our Systems Librarian, Craig Hayward has been leading the project and
will be happy to demonstrate the Scribe System.
Timothy Owens has submitted a nomination to NLS for Network Library of
the Year. Among the highlighted events are our first distance program,
Where the Sidewalk Ends, our first distance book discussion, carried out by
phone and the release of an updated library video. As a result of the
Where the Sidewalk Ends program, Catherine Rubin and Ginny Lou
Laughlin, one of our patrons were invited to the State Parks Annual
Conference of Superintendents to do a presentation on making the state
parks more accessible to people with disabilities.
Respectfully submitted
Carl R. Keehn
In Gina’s absence Carl provided the following Outreach update for January and February
: January
Presentation to NC State Park’s Annual Conference of
Presentation about Books on Demand to DSB Social Workers
Presentation to Hamlet DSB Mini Center
Meeting with Activity Director Hamlet House Asst. Living
Meeting with Library Director Hamlet Public Library
Presentation to Western Braille Challenge Students
Presentation to Chatham Co. DSB Mini Center
Following these reports a question was raised as to whether patrons would be required to go to the Demand format for getting books. Carl indicated that patrons will be encouraged to go to this method, but not forced.
MEMBERSHIP COMMITTEE – Jill reported that membership is now at 370.  While this insignificantly down from December memberships,  but the better comparison is with last year at this same time.  It was noted that more renewal notices were sent by email this year and the possibility was raised that some could have gone to “spam.”  The second renewal notice will go out in a few weeks and will go by hard copy mail.
INVESTMENT COMMITTEE – Debbie reported that as of the end of February the Wells Fargo balance is $789,811, up $16,411 from the previous month.  The TCF account is down by $2,229 with a balance as of the end of December of $197,141. 
LEGISLATIVE COMMITTEE – Donnie reported that the General Assembly recent began its long session. Dawson is working with legislators on legislation that would provide greater protection for those using certified service animals. For example, fines might be increased or greater penalties for establishment that deny access to those with service animals. There was also  some discussion about possible implications on charitable giving since enactment of the new tax law.
PUBLIC RELATIONS – Susan has begun helping her coworkers at DSB to understand Library services by having them obtain a demo account which they can use to demonstrate the services to their consumers. She has also been able to pass the word along about the Benton Braille Writer Program. She continues to look at give-away items and will focus on luggage tags as an option. Recently Eddie attended the NCCVIB and Susan attended the NCDBA conference representing the Friends. Susan continues to look for artwork from people with disabilities for the Library conference room.
BENTON BRAILLE WRITER PROGRAM – Sharon reported that there have been three recent requests and, based on our guidelines,  one has been  filled. Efforts will continue to make people more aware of the program.
NOMINATING COMMITTEE – Sandy reported that the following names are being recommended by the Nominating Committee to serve the 2019-21 term:  Susan King, President; Mary Flanagan, Treasurer; Max Bumgardner has agreed to run for his first elected term; Donnie Best, Angello Sonesso, Karen Broderick, and JoAnn Wood have agreed to run for their second elected term.  A motion was made by Sharon with second by Miriam to accept this recommended slate of members.  The motion passed without dissent.  The paper  ballots will be mailed out by the end of April.
Carl indicated that Library has used most of its backlog of Braille paper and needs to replace the supply. He asked for a $300 increase in line item #337 (Braille Paper)  from $100 to $400 to enable the Library to re-stock Braille paper. Motion was made by Dawson with second by Mary to increase line item #337 by $300 as requested by Carl. The motion passed unanimously.
Sharon is doing a podcast, “Connect to Success” and will be calling on some of the Friends members to be interviewed.
Miriam advised the group that the Rehabilitation Center for the Blind as a new name—DSB Career and Training Center. The Center is part of the Division of Services for the Blind and is located on the GMS Campus on Ashe Avenue.
Motion was made by Karen with second by Dawson to adjourn. The motion passed and the meeting adjourned at approximately 11:50.
Submitted by
Debbie Meadows, Secretary
December 18, 2018
Board Participants: Sandy DeLuca, Sharon Benton, JoAnn Wood, Donnie Best, Eddie Weaver, Karen Broderick, Miriam Dixon, Jill McMillan, Mary Flanagan, Angelo Sonesso, Marsha Williams, Debbie Meadows and Carl Keehn (ex officio)
Other Participants: Gina Powell, Winnie Webb and Marti Switzer
Excused Absence – Max Bumgardner
Board Members Absent – Susan King and  Dawson Hart
The meeting was called to order at 10:00 a.m. by President Eddie Weaver. The first presentation was from Marti Switzer, our Financial Advisor from Wells Fargo Advisors.  She talked about the revision of the Investment Policy, indicating that the policy serves as guide for the management of the organization’s investment  funds. It also addresses cash on hand and when cash will be moved to an investment account. The Wells Fargo funds should be viewed as long-term investments—seven to ten years with less emphasis on the immediate performance. Our funds are invested in stocks and bonds in mutual funds with about 70% in stocks.
Following the presentation we moved into regular business with Sharon making a motion with a second by Miriam to approve the September minutes as submitted. Motion passed unanimously.
Carl provided the following Library update:
Scheduled Closings:
December 24, 25, 26th                  Christmas Holiday
January 1, 2019                              New Years Day
January 21, 2019               Martin Luther King Day
NLS – The current ad campaign will be continuing through August of 2019.
In 2019, the NLS will be conducting a nationwide survey of present and prospective patrons.  Among the topics to be explored will be their level of technical expertise, in preparation for the design of a 2nd generation talking book player.
NCLBPH – In October, we took our program on the road, with a program at the Beatties Ford Branch Library in Charlotte.  30 people attended the program, entitled “Where the Sidewalk Ends” which explored accessibility in the National Parks and Monuments, as well as the State Park system.  Ray Bloomer of the National Park Service, presented on efforts to make parks and monuments more accessible.  Our keynote speaker, Trevor Thomas of Charlotte, discussed his adventures in solo hiking, aided only by his guide dog.  Trevor has hiked many of the more challenging trails including the Appalachian Trail.  Kelley King of the Haw River State Park, turned the meeting room into a frog pond, through the use of rain sticks and props to imitate frog calls.
As a result of the contacts made at the program, Kelley King has invited the library to work with the NC State Park System to help them make State Parks more accessible.  Catherine Rubin, the Public Service Librarian, has been invited to attend the annual conference the end of January, to do a presentation on accessibility needs of visually impaired visitors.
In November, the library celebrated 60 years of service to the people of North Carolina.  90 visitors attended the open house event, which featured an author reading by Clay Griffith, our resident author.  There was live music, tours of the library facility and a display of talking book players through the ages.  Governor Cooper sent a letter of congratulation on 60 years of Service to North Carolina.
Carl added that the duplication equipment is now at the Library and being tested. It will enable the Library to load several books onto a single cartridge. And, after some delay with purchasing, the 42 braille display units are now beginning to move through the purchasing process.
Catherine Rubin announced that the NC Museum of Art is conducting docent training and she is seeking people who are blind and visually impaired to assist in that training to aid docents in  better understanding  how to serve visitors to the museum. Those who can volunteer to help can speak with Catherine about specific dates/times.
The Outreach update was given by Gina as follows:
Presentation to DSB Mini Center Cumberland County     
Presentation to NC Recreational Therapist Assoc.            
Presentation to Activity Professionals Assoc.                                 
Information Table – NC AT Expo                                                          
Information Table – Deaf/Blind Conference                                    
Presentation to NC Assisted Living Assoc. Conference                 
Information Table – Nat’l Assoc. of Bookmobile & Outreach    
Presentation to DSB Mini Center Greenville                                   
60th Anniversary Open House
Issue of Print Tar Heel Talk Produced
Friends Outreach
Manned info table at VIP Fishing Tournament                                            
Presentation to VIP Fishers                                                                                           
Manned info table at TRRS Gala
Manned Friends table at the 60th Anniversary Open House                                                                   
Discussion with participants at Disability: IN conference            
Provided applications to Stanly County Transition Fair   
Meeting with 3 staff at the Community Eye Clinic (Industries for the Blind) in Winston Salem.
Meeting with 2 EC staff at the Stanly County Schools office.
Attended the Iredell County Schools Transition Fair. Spoke with about 20 people about the library and other resources.                         
Coming Up:
January - Interviews for Volunteer Coordinator
Presentation about Books on Demand to Cynthia Speight, Director of DSB
January - Presentation to Dept. of Services for the Blind Personnel about the Books on Demand Program
MEMBERSHIP COMMITTEE: Jill reported a total of 628 members.
INVESTMENT COMMITTEE:  Debbie reported the following account balances – Wells Fargo   account ending balance as of November 30, $750,967, an increase of  $8,758 over the last period. TCF balance as of September 30, $199,370,  an increase of $4,753 over the last period. Neither of these figures reflects money recently transferred from the SECU account to investment accounts as agreed on at the last meeting.
LEGISLATIVE COMMITTEE: Donnie indicated that things are in limbo since the November midterm elections. General Assembly returns to Raleigh in January.
PUBLIC RELATIONS COMMITTEE: Susan was not present so no formal report though some outreach activities were covered by Gina.
NEW BUSINESS: Sharon has agreed to serve as Chair of the Benton Braille Writer Program. Miriam will serve with her along with one additional member that they will identify. 
Annual NC Conference on Visual Impairment and Blindness will be in Asheville, March 3-5.
Deaf-Blind Conference will be held in March.
Sandy will serve as Chair of the Nominating Committee along with Debbie and one non-board member whom they will identify. Sandy will receive the list of members whose term ends in June.
TREASURER’S REPORT:  Winnie reported that the current balance for  this year’s budget  is $54,907,40. This means that the organization has spent approximately 28% of the annual budget through the first six months of the year. The year-to-date income is $18,010.76.  The Organization’s total net worth is $1,050,929.66.
Mary reported that we are now working with our new CPA. They are working on the QuickBooks account and will soon be working on our taxes.
Mary also noted that we earn points through our BB&T account. We discussed ways to use the points so that they are not lost. Sharon made a motion that we cash in points up to $250 with second by Miriam. The motion passed without dissent. With the funds a gift card can be purchased for use in Library purchases for which Friends funds might otherwise be used.
As part of the annual Charitable Solicitation License renewal, Winnie read the two questions that all Board members are required to answer.  She will follow up with those absent—Susan, Dawson and Max. If there are any “yes” responses to either question she will note the responses.
As there was no other business a motion was made by Mary with second to Miriam to adjourn at approximately 11:45.
NEXT MEETING:  March 12, 2019.
Submitted by
Debbie Meadows, Secretary
September 11, 2018
Board Members Attending – Eddie Weaver, Mary Flanagan, Susan King, Dawson Hart, Donnie Best, Karen Broderick, Miriam Dixon, Jill McMillan, Sharon Benton,  Max Bumgardner, Marsha Williams, Debbie Meadows and Carl Keehn (ex officio)
Advance Notice of Absence – JoAnn Wood and Angelo Sonnesso
Absent –Sandy DeLuca
Others Attending – Gina Powell and Winnie Webb
The meeting was called to order by President Eddie Weaver at approximately 10:00 a.m. Introductions were made.
A motion was made by Mary with second by Dawson to approve the minutes from the June meeting as submitted. Motion passed unanimously.
Carl announced that the Library’s 60th anniversary scheduled for September 12th was being postponed due to the likelihood of dangerous weather conditions resulting from Hurricane Florence. The new date will be announced later.
Treasurer’s Report – provided by Mary and Winnie.  Of the budgeted amount of $77,100 there is a current balance of $70,216.44.  Total income since July 1, $2,497.50.  Total net worth $1,091,079.29.
Mary has spoken with the new accountant, Mig. In October she will begin working with Winnie to simplify our bookkeeping process so that Winnie will not have to maintain both QuickBooks and Excel files.  The Excel file is maintained in order to generate the Braille reports.
The following Library update was provided by Carl:
Veterans Day                      Monday November 12
Thanksgiving                       Thursday – Friday, November 22-23
Christmas                             Monday – Wednesday                 December 24 - 26
The National Library Service has been putting their priority in getting Duplication on Demand programs up and running.  They have been supporting the WEBReads libraries, those using the NLS ILS by providing them with the required hardware and software.  They have also been working with Keystone Systems to develop a duplication on demand service which will more effectively interface with the NLS Guttenberg duplication software.
In August, I reported to the NFB-NC Convention at Camp Dogwood.  I was able to announce two programs that are in the process of being implemented, both of which will significantly expand our service.  We are able to add both services as a result of a pair of Federal Grants that we have been awarded.
The first program is a duplication on demand program for North Carolina.  Through a Federal grant, we have been able to contract with Keystone Systems to establish a Duplication on Demand station which consists of the server/control unit, a large storage device to maintain the full BARD collection locally and a pair of duplication towers, each with 15 slots.  Each participating patron will be assigned a cartridge.  When the cartridge is returned to us, the books that the patron has read will be removed from the cartridge and new books will be automatically loaded on the cartridge, based on the patron requests or interests.  Multiple books will be loaded on the cartridge, based on cartridge capacity and patron interest.  You won’t have to worry about the book being checked out and unavailable, nor will download only materials be a concern.  We will be maintaining a mirror of the NLS digital collection so that anything available can be copied to cartridge.  The station is up and running, we are currently running testing using staff accounts.  Our next step will be to run a public test, with a select group of patrons, prior to opening the program to our general readership.
The second program is a pilot instituted at the request of the National Library Service.  Later this Autumn we will begin circulating refreshable Braille displays to a select group of readers.  Through a federal grant, we will be purchasing a supply of Brailliant 14 cell refreshable Braille displays from Humanware.  The displays will be loaned out and will be handled like we are currently handling the talking book players.  A few years down the road, with input from the local pilot projects, the National Library Service hopes to make refreshable Braille displays part of their service.  For further information or to indicate interest, you can contact Craig Hayward toll free at 1-888-388-2460.
As a result of the impending hurricane, our 60th Anniversary Open House has been postponed to a later date to be determined.  Our public service staff is in the process of contacting those people who indicated an interest in attending and informing them that the program will be postponed, due to safety concerns with both patrons and staff.
Under the guidance of Sarah Brackett, one of our reader advisors; we are instituting our first distance book discussion.  We will use conference calling to enable distant patrons to participate in the discussion.  The program is being rolled out to Charlotte area residents on a pilot basis and will be held on the third Thursday of each month.  This will compliment the VIP book discussion which we hold in the library on the second Friday of each month.
Gina provided the following Library outreach report:
Presentation to Association of Workers for the Blind
Presentation to DSB Mini Center in Chapel Hill
Presentation at NFB conference
Info table at Person County Library Senior Fair Day
Tour of the Library for Deaf Blind Services
Presentation to New Public Library Directors
Issue of Digital Tar Heel Talk Produced
Friends Outreach
-Angelo Sonesso spent 1.5 hours with the North Beach Rotary promoting FOL, and requested they consider us for a grant during their grant process in the spring.
-Over the course of July and August in Susan King s role as a DSB PETS Associate, she had seven meetings with students who are visually impaired at their homes. She included the library and FOL in her presentations on available resources
- Susan King led a PETS Resources Seminar at the Charlotte DSB District office. She discussed the library with the attendees and other speakers.
- Miriam Dixon and Susan King worked a FOL/Library table at the NC NFB Conference Vendor session.
-Karen Broderick reported that on a West Coast Travel Tour she shared her volunteering experiences with her tour group, and recommended they contact their libraries and volunteer.
Coming Up:
Volunteer Recognition Lunch – September 27th
Presentation to NC Activity Professionals Association
Presentation to DSB Mini Center in Roanoke Rapids
Presentation to Council for the Blind
MEMBERSHIP COMMITTEE – Jill reported a current membership of 596, up by 45 from the June report.  Efforts have been made to purge the roles where appropriate so hopefully the list of those who have not renewed is a more accurate list now.
INVESTMENT COMMITTEE – Debbie reported the following balances for the investment accounts: Wells Fargo Advisors as of 8/31, beginning balance - $783,385.00, ending balance - $791,739.84.
Triangle Community as of 6/30 , beginning balance - $194,517.57, ending balance - $194,617.65.
Debbie reported on work that was begun last year to update the Investment Policy and recently completed by the current committee which consists of Debbie Meadows, Max Bumgardner, Mary Flanagan and Marti Switzer. The policy had been reviewed by Marti and some changes suggested—many of which updated language as the policy had not been changed in several years.  Regarding more substantial changes, the revisions (1) clarify that the policy applies ONLY to funds in investment accounts, not to funds in the operating account; (2) changes the investment cycle from 3 to 6 years to 5 to 7 years which is more consistent with current industry standards; and (3) establishes guidelines for the amount to remain in the State Employees Credit Union account (held for emergencies).  The recommendation to accept these revisions came with a second from Max and passed without dissent.
The current balance of the SECU account is $56, 646,36.  The revised policy provides that the account should hold approximately the amount needed to meet budgeted obligations  for about eighteen months, taking into account projected income. This means that the overage should be moved from the account into an investment account. A motion was made by Sharon with second by Miriam giving the Investment Committee approval to determine the amount that should be moved based on calculations by Mary as Treasurer, and then move the remaining amount into an investment account. The motion passed without dissent.
LEGISLATIVE COMMITTEE – Mary provided an explanation of the Johnson Amendment for newer members.  Donnie continues to follow the amendment as well as providing some update information on the impact of new tax law on nonprofits.
PR COMMITTEE – Susan reported that Angelo presented to a local Rotary Club. Miriam worked an info table at the recent NFB State Convention. In the coming quarter several activities are planned including Eddie’s involvement with the VIP Fishing Tournament along with Dawson and a large event planned at the public library in Charlotte. The Committee will look at possible give-away items. 
The updated Braille Literacy Council Web site is operation now. A HUGE thanks to Jill and to William Tabilleja for making this happen!
The NC Council of the Blind Conference is coming up in Fayetteville the weekend of 9/22. Mary and Winnie have agreed to staff the information table there.
THE Volunteer Recognition luncheon will be held at the McKimmon Center on September 27th.
As there was no further business a motion was made by Mary with second by Dawson to adjourn at approximately 11:30.
Submitted by
Debbie Meadows, Secretary
June 12, 2018
The meeting was called to order at approximately 10:00 a.m. by President Eddie Weaver. Introductions were made and participation noted as follows:
Members participating – Sharon Benton, San    dy DeLuca, Eddie Weaver, Donnie Best, JoAnn Wood, Mary Flanagan, Karen Broderick, Susan King, Angelo Sonnesso, Debbie Meadows and Carl Keehn (ex officio)
Members with excused absences – Kathy Brack, Miriam Dixon, George Chester and Jill McMillan
Member not attending – Myra DeBruhl
Others attending – Winnie Webb, Gina Powell, Timothy Owens, Dawson Hart
Motion was made by Sharon with second by Susan to approve the minutes from the March meeting as submitted. The motion passed unanimously.
Treasurer’s Report –Mary estimates that there will be approximately $15,000.00 remaining in the budget of $67,560.00 at the close of the year on June 30, 2018. Total net worth - $1,068,173.29.
Proposed Budget for 2018-19 –Mary and Carl reviewed the Friends and Library line items in the proposed budget pointing out a couple of notable changes. Because of some new requirements for nonprofits, the Finance Committee believes that the Friends should have an accountant who specializes in nonprofit tax work.  Two firms were interviewed and the Committee is recommending Mig Murphy Sistrom. While the company is a bit more expensive during the first year because of transition of data and working with staff to streamline reporting, the cost should go down in subsequent years.  If the Board agrees to go with the new company, the Finance Committee is recommending adding $5,000 to line item #125 Accounting/Legal bringing that line item to $10,000 for the coming year.
Carl noted that line items #315 Large Print Books and #320 Braille Books each increased by $2,500 as the result of a bequest specifying that the money be used to increase Library materials.
At the conclusion of presentation of the budget, a motion was made by Susan with second by Sharon to move the Friends accounting business to the new firm as recommended by the Finance Committee. The motion passed unanimously.
A motion was made by Debbie with second by Sharon to adopt the budget as presented by the Treasurer with the addition of the $5,000 to line #125 to cover the accounting cost for the move. The motion passed without dissent.
With the addition of the $5,000 one-time bequest and the $5,000 increase to line #125, the 2018-19 budget amount will be $77,000.00.
Carl provided the following Library update:
Upcoming Holidays
Wednesday  July 4             Independence Day
Monday                    September 3           Labor Day
BARD seems to have had issues with stability within the last few months.  There was a significant issue in April which impacted on patron access as well as statistical reporting to the libraries.  Since then there have been a number of events during which patron access was impacted for short periods of time.
There are concerns with the Magazine on Cartridge program and the limited number of allowed overdues.  Currently, when a patron has two overdue cartridges, their service is put on hold until at least one of the overdues is accounted for.  Problems with mail delivery can often place a patron in an inactive status and the only way to currently resolve the issue is to contact our Network Consultant.  This should be a matter of discussion at the upcoming NLS biennial conference.
Our 60th Anniversary Open House will be on Thursday September 13.  We have already submitted a request to the Governor’s office, for a proclamation to recognize September 13 as North Carolina Library for the Blind and Physically Handicapped Day.
Our first distance program will be offered in cooperation with the Charlotte-Mecklenberg Public Library on Saturday October 13.  The program will be hosted at the Beatties Ford Branch.  The program title is “Where the Sidewalk Ends: Accessing America’s Parks and Monuments” and will feature Trevor Thomas, a blind hiker and NCLBPH Patron who will be talking about his experiences in hiking State and National Parks throughout the US.  Ray Bloomer of the National Center for Accessibility, a part of the National Park Service; will discuss his work in making numerous National Parks and Monuments more accessible.  Kelly King, the park superintendent for the Haw River State Park is providing a “Frog Call” session where the audience will become part of the pond.  She will also be talking about adaptive programs available through the NC State Parks.
When you call the library on the local line, you may notice a new voice answering the phone.  We have hired a new receptionist, Demetrius McComb-Spotts, to replace Ellie Ward, who had retired this spring.
The Outreach Report was given by Gina.
11  Meetings with Activity Directors at Assisted Living Facilities
Presentation to Salisbury DSB Mini Center
Presentation to Garner Civitans
Presentation at Meadowview Assisted Living
Presentation at NCCVIB Conference
Info Table at NCCVIB Conference
Info table and game at Beeping Egg Hunt
Presentation to Martin Memorial Public Library Staff
Info Table Helen Keller Awareness Day
Info Table at Blind Idol
Summer Reading Tactile Art Tour
Coming Up:
60th Anniversary Open House – September 13th
Volunteer Recognition Luncheon  September 27th
Membership Committee – In Jill’s absence, Mary reported that there are 551 members as of today with 690 expired memberships. The number of memberships is up about 150 from the March figure. There was discussion of deleting members if they have not been heard from in a three-year period.  The belief was that there is no need to continue sending membership information to someone who has not responded in three years. Already there is an effort to remove names of those who are deceased or whose correspondence is being returned as undeliverable.
Investment Committee – In George’s absence Mary reported that the Friends’ TCF account stands at $194,524 as of March 31, the most current report available.  The Wells Fargo Advisors account is at $769,272 as of May 31st.  These figures represent a decrease in the TCF account and an increase in WFA over the previous report.
Legislative Committee – Donnie noted that local interest in the development of the Dix Park and overall downtown area. There are a number of changes impacting nonprofits in various areas including a requirement that parking fees paid for employees be counted as income to the employee.  Sharon made the group aware of an access survey being done by the City of Raleigh. She will send the link to Eddie for distribution and encouraged those who are local to complete it.  Mary brought up the issue of net neutrality and indicated that there are bills in the NC House and Senate to restore net neutrality to NC.
Public Relations Committee – In Kathy’s absence Eddie indicated that the one addition to the outreach activities mentioned by Gina was a table staffed by the Friends at the bowling tournament hosted by the Raleigh Outlaws. He estimated that there were about 125 people in attendance.
Braille Literacy Council – The updated web site is mostly finished except for adding text to pictures.
Election – Sandy reported the following election results for the coming two-year period: Vice President, Sharon Benton; Secretary, Debbie Meadows; Board Member seats – Miriam Dixon, Jill McMillan, Susan King, Dawson Hart and Marsha Williams were elected.  The seat being vacated through the resignation of Myra DeBruhl effective 6/3/18 will be filled by Max Bumgardner as appointed by the Board.  He will complete the final year of Myra’s term and will then be eligible to run for two terms.
Carl announced that the Library will celebrate its 60th anniversary on September 13th. It will be an all-day event with various entertainers scheduled during the day. He invited the Friends to have a table at the event.
The NFB of NC  convention is coming up in late August at Camp Dogwood  and the NC Council of the Blind convention will be in September in Fayetteville.  Anyone available to staff a table at either conference should let Eddie know.
Benton Braille Writer Program – There is a second application for a braille writer and possibly a third on the way. The link is now on the Friends Web site for the program.
Eddie expressed thanks to the Board members who will be leaving at the end of June: Kathy, George and Myra. Each will receive a certificate and paper weight.
Susan observed that the conference room where we meet in the Library has recently had a face lift with new furniture and wondered if we might further enhance the appearance with some artwork on the walls. Carl indicated his support for this effort. Susan knows some artists who might be willing to donate or loan some pieces to be used.
Blind Idol competition to be held in Durham on June 16th.  Donnie is one of several local semifinalists who will compete.
There was some discussion of how blind people might handle themselves in an emergency situation such as a mass shooting.  There are a number of complicating factors – general chaos, crowd noise, and unfamiliarity with the environment.  And, no easy and clear answers.  If members become aware of useful information, it will be passed along.
As there was no further business a motion was made by Sharon with second by Mary to adjourn at approximately 11:45.
Submitted by
Debbie Meadows, Secretary
March 13, 2018
MEMBERS ATTENDING – Mary Flanagan, Sharon Benton, Karen Broderick, Myra DeBruhl, Eddie Weaver, Susan King, Jill McMillan, Miriam Dixon, Donnie Best, Sandy DeLuca, Debbie Meadows and Carl Keehn (ex officio)
The following member gave notice that they would be absent prior to the meeting – Angelo Sonnesso, George Chester, Kathy Brack
ABSENT – JoAnn Wood
OTHERS ATTENDING – Winnie Webb, Gina Powell
The meeting was called to order at approximately 10:00 a.m. by Eddie Weaver, President. Introductions were made. Sandy was welcomed and thanked for filling the role of Past President. Motion was made by Mary with second by Sharon to approve minutes from the December meeting as submitted. The motion passed unanimously.
TREASURER’S REPORT – Of the $67,560.00 budgeted for the year, we have spent $32,593.26 leaving a balance of $34,223.74 with just over three months remaining in the year. Total income for the year is $42,190.15. Total net worth is $1,094,558.58.
Mary pointed out that we are now tracking donations in a different and better way. In the past if a donation was made along with a membership it was not counted separate from the membership, but now the donation is being shown as a “donation” and only the actual membership amount is shown as “membership.” Mary looked at  ways other than just PayPal for people to pay memberships online as online transactions are up.  However, other options are more expensive so no change will be made now. There was discussion of that fact that it is possible to use the PayPal site but use a different credit card to make the payment. Many were not aware of this so sending instructions along with membership letters might be useful.  Mary indicated that the Finance Committee is working on next year’s budget.
Carl provided the following NCLBPH report:
Upcoming Closing Dates
Friday            March 30                  Good Friday
Monday        May 28                      Memorial Day
NLS – The National Library Service has announced that commercially recorded books will be going straight to BARD, unless there is a large demand for them.  Including the commercial books, NLS has been releasing between 3 and 4,000 titles per month and there are not sufficient cartridges to release all titles in hard copy.  NLS recorded materials will continue to be released in cartridge form, for the time being.
LBPH –Two of the patrons selected for the MOCA test, have received their machines.  The MOCA test is testing the feasibility of delivering BARD materials, using cellular networks.  The participant receives a device and a blank cartridge.  The device grabs a title from the patron’s BARD wish list and loads it on the cartridge.  The next time that the cartridge is inserted in the device, the title on it is erased and another title is loaded.  The cellular service is provided by NLS for use with the devices.  The initial response of the patrons that have received the devices, is very positive, with one stating that his living room is lighted up by the brightness of his smile.
Adverse weather in January, impacted on our ability to provide service to our patrons.  Staff shortages as a result of the snow, prevented us from staffing the phones or making a mail run for two days.
We are sorry to announce two retirements that will impact us.  Ellie Ward, our receptionist, has announced her retirement; which will be effective the end of April.  Cal Shepard, the State Librarian; has also announced her retirement, which will be effective the end of May.  We are in the process of recruiting to replace Ellie.  At the moment, the recruitment process for the State Librarian has not been announced, although she will be replaced.
Gina provided the following outreach report:
13 meetings with Activity Directors of Assisted Living Facilities
3 presentations to residents at Assisted Living Facilities
Presentation at the Blind Center in Washington NC
Meeting with the Director of BHM Public Library in Washington
Presentations at DSB Mini Centers in Southern Pines, Lumberton and Oxford
Presentation at NC Community Colleges Conference
Presentation to seniors at Clayton Community on Active Aging
Eddie – Exhibit table and presentation at Deaf Blind Conference
Coming up in March
Coats Mini
Wilkes Co. Mini
GMS Career Day
Presentation to residents at Assisted Living Facility
Later this year
National Volunteer Week 4/16 – 20
NCCVIB exhibit table 4/19
Kids Summer Reading Kickoff – 6/27
60th Anniversary Open House 9/13
MEMBERSHIP COMMITTEE – Jill indicated that there are about 400 members including some whose forms have arrived in the last few days but not been entered into the system yet. This is down by about fifty from last year at this time. Reminder letters will go out later this month.
INVESTMENT COMMITTEE – In George’s absence Mary reported that our most recent reported balance with Wells Fargo Advisors is $768,648 which is down for the past month but up for the year by $3,400.  Our most recent balance with TFC is $197,021 which is up $5,000 from the last report.
LEGISLATIVE COMMITTEE – Donnie reported that the Johnson Amendment which we have been following remains on track. One of the items that he reported on that sparked the most discussion involved the REAL ID issued by DMV.  Though requirements related to this ID do not become effective until 2020, DMV is able to issue the ID now and people are encouraged to go ahead and get it, particularly if their ID expires before 2020. There was also some discussion of the possible impact of the new Tax Law on charitable donations. It is impossible now to know whether people will donate more because they have more take-home money, or less because they take standard deductions and do not itemize. Finally, the General Assembly returns in May for the short session.
PUBLIC RELATIONS COMMITTEE – In Kathy’s absence Eddie reported that Gary Ray assisted with Western Braille Challenge where 23 students participated and there were 25 family members involved. There were also fifteen students involved in the Central NC Braille Challenge. Miriam assisted with scoring of the contests. Eddie staffed a table at the deaf/blind conference where there were about 100 participants.
Sandy reported on work of the Nominating Committee which consisted of Sandy DeLuca, Charles Parker (Friends member) and Debbie Meadows. The following terms expire at the end of June: Kathy Brack (Vice President), Debbie Meadows (Secretary), at-large members: Susan King, Jill McMillan, Miriam Dixon, George Chester and Sharon Benton. Miriam, Susan, and Jill have served only one elected term  so are eligible to run for a second term and all three have agreed to do so. George is eligible to serve a second term but indicated that he is not able to run again.  Sharon is completing her second term and not eligible to run for another at-large term.
Myra indicated to the group at the meeting that she is not able to finish out her term which ends in June 2019, so the Board will appoint a replacement to finish out her term.
Debbie has agreed to run for another term as Secretary (the treasurer and secretary seats do not have term limits.)
Sharon has agreed to run for the Vice President seat.
This leaves one at-large seat being vacated by Sharon, and Kathy Brack’s position open for the election. The following individuals have expressed an interest in running for the Board and all have some background in advocacy/organizational work with and for people with vision loss. They are Marsha Williams from the eastern part of NC and from the West, Max Bumgardner and Dawson Hart.
Motion was made by Sharon with second by Miriam to accept the slate of candidates as proposed by the Nominating Committee. The motion passed unanimously.
Members will be asked to vote for two of the three people running for the at-large seats or write in another candidate.
Ballots will go out in April.
As an update from the Braille Literacy Council, the changes to the web site are nearly finished. William Tubilleja has agreed to maintain the Facebook page.
The Executive Committee discussed and agreed to name the Braille Writer Program in memory of James Benton who was a strong voice for getting the program started.  The program will be known as the James Benton Braille Writer Program.  When all of the logistics are in place (application, guidelines) a link will be placed on the Friends web site so that people can learn about the program and apply.
Reminder of the NCCVIB coming up on April 18 – 20 in Chapel Hill.
Sharon shared that the Outlaws will be hosting the bowling tournament in Raleigh the first weekend in May.
Motion made by Karen with second by Miriam to adjourn at approximately 11:40.
NEXT MEETING – June 12th  at 10:00  – This will be the Friends Annual Membership meeting.
Submitted by
Debbie Meadows, Secretary
December 12, 2017
Participating Members – Eddie Weaver, Mary Flanagan, Miriam Dixon, Jill McMillan, Donnie Best, George Chester, Susan King, Sharon Benton, JoAnn Wood, Myra DeBruhl, Debbie Meadows, and Carl Keehn (ex officio)
Members not in attendance – Kathy Brack, Angelo Sonnesso, and Karen Broderick
Others attending – Gina Powell, Catherine Reuben, and Winnie Webb
The meeting was called to order at 10:00 a.m. by President Eddie Weaver. Introductions were made followed by a moment of silence in memory of James Benton, long-time dedicated Friends Board member and dear friend to each of us.
Motion was made by Mary with second by Miriam to approve the September Board Meeting minutes as submitted. The motion passed unanimously.
TREASURER’S REPORT – Winnie reviewed the expenditure and income figures.  Mary noted that at the midpoint of the year we have spent about one third of the budget. The current unspent balance is $46,201.99. Total income year-to-date is $19,523.10.  We are due to receive funds from the Ben Eason trust as well as sales tax refund in December. The organization’s net worth is $1,031,614.93.
Mary identified the need to move $1,000 into the accounting/legal line item (#125) and $1,000 into the trips & presentations line (#300). Motion was made by Debbie with second by Sharon to move $1,000.00 into each of these two line items as requested. The motion passed unanimously.  Mary indicated that a higher-than-expected accounting fee resulted in the need for the added money in that line. The group will begin looking at other accounting service options in January.
Cost for the Volunteer Recognition Lunch was approximately $4,285. Sixty-seven people attended the event. This was the first time the event was a lunch rather than dinner event. Feedback has been positive so we will stay with a similar format for the coming year.
Our 990 tax form has been completed. The organization had income of more than $100,000 for the fiscal year.
Carl shared the following Library update:
Upcoming Closing Dates:
December 25 – 27, 2017 Christmas Break
Monday January 1, 2018 New Year’s Day
Monday January 15, 2018          Martin Luther King Day
NLS – During the first quarter 2018, The National Library Service is planning a media buy to publicize the service.  Network Libraries were surveyed to determine if their phone systems would be capable of handling after hour voice messages.  North Carolina is capable of receiving voice messages on both the local and toll-free lines.
In January, NLS will be entering the second phase of the MOCA Project, by distributing MOCA units to selected patrons.  The MOCA Project tests the capability of pushing downloaded materials to a data enabled device.  Our Public Service Librarian had developed a series of talking points to be used in contacting prospective testers.  NLS asked if they could use and adapt the talking points to distribute to the entire network.
NCLBPH – We received the report from the NLS consultant visit and are very pleased with the results and the recommendations.  No actual corrections were identified, the recommendations basically advised us to take advantage of NLS services and processes. 
We are in the process of finalizing our strategic plan.  Mary Flanagan has been working with library staff to develop a plan to guide us over the next three years.  We have also revised our Vision Statement and Mission Statement as follows:
Vision Statement:  Extraordinary Living through reading for All
Mission Statement: To cultivate and enrich the community of print disabled residents of the State of North Carolina by providing access to talking books, Braille and more and to promote lifelong literacy and positive learning experiences.
The Plan focuses on 5 major categories, Outreach, Technology, Collection Development, Building Planning and Community, which will include our 60th Anniversary celebration in 2018.
We have made job offers for both the warehouse position and Reader Advisor position.  The Reader advisor position was offered to Sarah, Brackett, the temporary services employee that was filling the vacant position.  Because the job offer is regarded as a transfer rather than a new appointment, we were able to fill the position more quickly.
The warehouse position has been offered to Caryl Klemm, who will be starting on Friday, December 15.
Catherine Reuben talked with the group about some of the program options that the Library is considering for the future. While nothing has been finalized, some options include a must program involving some of the Library patrons, at outdoor theme program, a speaker from the National Park Service who works on accessibility issues, and another cooking program. And, there will be more touch tours with the local museums.
Gina provided the following Outreach report:
October Outreach:
Presentation to Carolina Meadows Assisted Living                                  
Exhibit Table at Fishing Tournament – Eddie Weaver                  
Exhibit Table at ALS Conference                      
Exhibit Table at GREAT Conference    
Presentation at GREAT Conference
Presentation at NC Library Assoc. Conference                                
Presentation to Murphy VIP Group – Gary Ray
Exhibit Table at TRRS Gala – James and Sharon Benton
November Outreach
Presentation at Southern Pines Public Library
Presentation at DSB Mini Center
December Outreach
Exhibit table at Foundation Fighting Blindness Conference
Upcoming Outreach:
            Presentation to Arden Woods Retirement Home  
            Beginning Outreach Pilot Project to Assisted Living Facilities   
MEMBERSHIP COMMITTEE – Jill reported a total of 671 members which is up 90 from last year. Membership forms that were received at the Fishing Tournament and the consumer conferences will become effective in January. Membership renewal letters will be going out for January renewal.
INVESTMENT COMMITTEE –George reported that our Triangle Community Foundation account is at $188,323.00 which is up from the previous balance. Well Fargo Advisors account is at $747,728.00. This account is up about $82,864 for the year, which does not include the $25,000 added to the account by the organization.  The Committee is working to update the investment policy.
LEGISLATIVE COMMITTEE – Donnie is working to establish contact with some of the advocacy and service organizations that James worked so closely with in the past. One of the main interests now is how the tax reform bill will play out at the federal level, and what impact it might have on services as well as individuals.  And through our non-profit contacts we continue to watch how things progress with the Johnson Amendment.
PUBLIC RELATIONS COMMITTEE – In Kathy’s absence Eddie mentioned that the group continues to look into possible give-away items for conferences.
Braille Literacy Council – Eddie reported that the group continues to work on updating its website. Jill has been working with William Tubilleja on the site.  One braille writer has been given to a person as part of the new Braille Writer Distribution Program.  A few others are ready when needed. Work continues to finalize the application form and process.
A couple of weeks ago the Executive Committee met to discuss how to fill the vacant position of Past President which had been held by James.  The decision was made to present to the Board the option of asking Sandy DeLuca to serve in this role as she was President of the organization a number of years ago.  Prior to the Board meeting Eddie contacted Sandy to see if she would be willing and available to serve in this role if approved by the Board.  She agreed. The proposal was presented to the Board at its meeting today and a motion was made by Sharon with second by Jill that Sandy DeLuca fill the Past President position until Eddie’s term expires in 2019. The motion passed without dissent.
NOMINATING COMMITTEE – Sandy will assume the role of Nominating Committee Chair. One Board member and one member from the general membership will complete the committee. Eddie asked for volunteers/suggestions for both spots. The proposed nominees will need to be presented at the March Board meeting so that ballots can be sent out in late April.
The annual Deaf-Blind Conference is coming up in March. Eddie has attended in the past but asked if anyone else could or would attend. Jill is a possibility and will let Eddie know.
The NC Conference on Visual Impairment and Blindness will be in Chapel Hill in April. In the past the Library and the Friends have shared a table and that is the plan for this year. Eddie and Gina are part of the planning group and will be at the conference but would welcome help from other members if available.
Debbie reminded the group that the Braille Challenge will be held in Raleigh on 2/22/18 and a second Western Braille Challenge is also scheduled.  Eye Shine Foundation is sponsoring the Raleigh event and they have been in touch with Mary.
As there was no other business, a motion was made by Miriam with second by Mary to adjourn at approximately 11:30.
Submitted by
Debbie Meadows, Secretary
September 12, 2017
Members Participating – Eddie Weaver, Mary Flanagan, Kathy Brack, George Chester, Donnie Best, JoAnn Wood, James Benton, Sharon Benton, Jill McMillan, Miriam Dixon, Karen Broderick, Susan King, Carl Keehn (ex officio)
Board members absent with  notice given to President Weaver -  Debbie Meadows, Myra DeBruhl, Angelo Sonnesso
Others participating – Winnie Webb, staff
Welcome to new members JoAnn Wood and Karen Broderick with comments of introduction by both.
Susan indicated that she is no longer working with Lions Foundation and has provided Carl with updated contact information. Carl reminded members that anytime there is a change in their contact information to let him or Eddie know so that the directory can be kept current.
Motion made by Mary with second by James to approve minutes as submitted. Motion passed unanimously.
TREASURER’S REPORT – Winnie reviewed summary of budget items. Total budget $65,200; encumbered amount $1,443,55; spent to date $17,421.80; amount remaining $56,334.65. Income to date $6,200.  Total net worth $1,003,644.21—first time that organization has exceeded one million dollars! Mary pointed out  that there is a restricted line item of $3,240 which is restricted donations made to the Library which can be used only by the Library but which is received and held by the Friends.
Mary explained the various BB&T, SECU and investment accounts. Also explanation of Ben Eason Fund and receipts of nearly $26,000 per year distributed to us from TCF which handles the Fund.
Because of change of our year from calendar to state fiscal year, our taxes are now due by mid October. Winnie has now turned over files to our CPA to do taxes. Often CPA requests extension to first of calendar year. Board can get credit for volunteer work including board-related work. Send hours to Margaret Evans. Indicated that these are volunteer hours for Friends, not the Library. Margaret already has any meeting attendance hours but other hours outside the meetings should be given to her.
The LBPH quarterly report was provided by Carl as follows:
Upcoming Closings
Friday                        November 10          Veterans Day
Thursday – Friday  November 23-24   Thanksgiving
The library underwent our biennial consultant visit, the end of July.  Vickie Collins, the head of the Network Services Section, carried out our visit.  During the Consultant Visit, the library is evaluated on how well we meet the standards and Guidelines for service.  At the same time, the consultant looks for opportunities to improve library service.  At the end of the visit, Vickie took time to meet with me and present me with her impressions of the visit.  She was most impressed by the quality and enthusiasm of the staff, in fact she had reported several times during the visit, how impressive the Staff of North Carolina is.
Vickie indicated that there were no concerns with how effective North Carolina is in meeting the standards and guidelines for library service.  North Carolina is regarded as one of the better programs nationwide.  She did make a couple of recommendations for the improvement of service.  She suggested that we consider being a Southern pilot library for the refreshable braille display program, currently the only pilot program is that of Perkins.  She also recommended that we consider publishing an electronic edition of Tar Heel Talk to supplement the print edition that we currently publish.  The electronic edition would be sent by email and available online and would enable us to fill in the gaps between the two print editions we publish per year.
On Wednesday, August 30, the NC Library for the Blind & Physically Handicapped along with the Governor Morehead School and Division of Services for the Blind, cohosted the program “Spirit in Motion: Stories of the Olympics and Paralympics”. The program featured WRAL Anchor Renee Chou, who spoke about covering the 2016 Olympics in Rio de Janeiro, and Paralympic athlete Lex Gillette, who spoke about his experiences in competing and winning medals in the 2016 Paralympics. DNCR Secretary Susi Hamilton and Miss Wheelchair USA, Madeline Delp, welcomed people to the program.  113 people attended the program and an additional 57 people have streamed the program on our YouTube feed.
The National Library Service has asked us to prepare a brief profile on the program, to be posted on their Facebook page.
We are sorry to announce the departure of Michael Shaw from our Circulation Unit.  We are currently planning to recruit to fill the vacant position.
Gina was unable to attend because of jury duty, but provided the following outreach summary  for the minutes.
July Outreach:
Presentation to Duplin County Low Vision Group                         
Meeting with Activity Dir. Dayspring Assisted Living                   
Meeting with Activity Dir. Windham Hall                                        
Presentation to Resurrection Lutheran Blind Ministries group 
Meeting with Kenly Public Library Director                                     
Presentation to Assoc. of Workers for the Blind                            
Presentation to My Independence Attendees        
August Outreach
Presentation to Kernodle Senior Center                                           
September Outreach
Presentation to Pender Low Vision Group
Presentation to UNC Greensboro Library Class
Presentation to NFB Conference
Exhibit table at NFB Conference
Presentation to NCCB Convention
Exhibit table at NCCB Convention       
Presentation at Durham Mini Center
Volunteer Recognition Dinner             
MEMBERSHIP COMMITTEE – Jill reported that we are up by 190 new members from March. Total membership is 643. Last year at this time we were at about 580 members so membership is up.  Membership list has been purged to remove those who have not renewed in many years possibly due to relocation or death.
INVESTMENT COMMITTEE – George reported that as of end of August the Wells Fargo account is at $724,477. TCF most current balance is $185,940. Both accounts continue to increase.
PUBLIC RELATIONS – Kathy reported that Gary Ray did a presentation with the DSB Independent Living Program for 15 participants. Susan provided Library and Friends information to participants at ten orientation sessions at Camp Dogwood over the summer. Based on suggestion from Karen, there will be some renewed effort to reach out to Senior Centers as people are available to make presentations to these groups.
LEGISLATIVE COMMITTEE – James reported things relatively quiet at the state level with the various agencies. He confirmed that NewsLine is secure in that it is budgeted on a recurring basis, though amount does not change without legislative action. Miriam is now the statewide coordinator for the NFB-NewsLine in NC.
James described some positives steps that have occurred within ART (Accessible Raleigh Transportation) which will hopefully make use of the system better for customers.
James noted the death of a former Board member, Les Seitz on August 31st. He was 57 years old. Memorial is being planned but has not been scheduled.
OLD BUSINESS – Reminder of Volunteer Appreciation Luncheon on 9/28 at 11:30 at McKimmon Center.
Eddie shared that the recently re-formed Braille Literacy Council has begun work to update its website which is being funded by the Friends. Eddie and Mary are working to get cost for updating. Our current web host company (VIETH)  will charge $800 for the updated site plus $50 per month for it to function as a membership site; however, unlike the Friends site it is not a membership site so efforts are underway to see if that can be waived. The BLC site is an information/resource site. Question as to whether the BLC can be linked to the Friends’ page as a link from the Friends site, and if so, whether the cost would change.
James made a motion that $800 be approved for use in developing the NCBLC website, not to be dispersed until the Executive Committee has completed concrete investigation into the procedure to be used for the site development with language added by Kathy with James agreement that funds could be used for the current company or another company based on the Executive Committee’s investigation.  Jill seconded the motion with the added language. Motion passed without dissent.
Braille Writer Program update – At last BLC meeting William Tubilleja raised the possibility of getting older Braille writers from GMS and DPI.  These would be machines that are no longer being used and possibly in need of repair. To date fourteen machines have been obtained and placed at the Library to be held until they can be repaired and distributed. Three of the machines have been repaired and are ready to be sent out. The BLC has developed some guidelines and Mary has worked on the application. Eddie needs someone who is able to make the form accessible for completing on the computer by a VI person. Miriam offered to ask one of the technology teachers at the Rehabilitation Center. Miriam and Angela McCantz will be reviewing applications for the machines as they come in. Eddie will share the guidelines and application with members and Library staff once finalized.
NEW BUSINESS – Reminder to sign the Code of Conduct which is done annually.
NCNFB Convention in Raleigh to be covered by Angelo and Miriam unless other convention duties interfere. .
NCCB Convention in Durham will likely be covered by Eddie.
Lions Fishing Tournament to be covered by Eddie.
Eddie reminded the group that any new or renewal applications received between now and the beginning or 2018 will become effective on January 1st since the membership year runs from January through December.
ANNOUNCEMENTS – James announced  October 27th TRRS Gala.  October 4th Mayor’s Committee for Persons with Disabilities annual awards luncheon at McKimmon Center.
Motion made by James with second by Miriam that the meeting adjourn and passed unanimously.
Submitted by
Debbie Meadows, Secretary
JUNE 13, 2017
Board Members Attending – Mary Flanagan, Miriam Dixon, Jill McMillan, Sharon Benton, Donnie Best, Myra DeBruhl, Kathy Brack, Eddie Weaver, Angelo Sonnesso, Debbie Meadows and Carl Keehn (ex officio)
Board Members with Excused Absences – George Chester, Ed Summers, and Susan King
Others Attending – Winnie Webb, Tim Owens
Meeting was called to order at approximately 10:10 by Eddie Weaver, President. Motion made by James with second by Kathy to accept minutes from March meeting as submitted. Motion passed unanimously.
Treasurer’s Report – Mary and Winnie reviewed the current year budget. With only a couple of weeks left in the fiscal year, there is an unspent balance of approximately $18,000. Investments are just short of $900,000 and memberships are ahead of last year at this time.
The new budget for 2017-18 was presented. It is $10,700 less than the current year budget. We will not have the expense of an audit next year. .
As part of the emphasis on Braille literacy, the new budget proposes setting aside $1,000 to purchase braille writers for those who cannot fund the machines through any other method, e.g. Services for the Blind, school system, employer, etc. Glenn Parre has offered to clean/repair machines that might be obtained through sources such as eBay so that it would not be necessary to purchase new machines at a much higher cost. Discussion among Board members made it apparent that this is a recognized need and these purchases would be very much in line with the organization’s mission.  James suggested that we consider increasing the amount to $2,000 for braille writer purchases and this was well supported by the Board.  The Braille Literacy Council will be asked to develop some guidelines for the purchases.
Motion by Sharon with second by Miriam that the budget be adopted as presented with the addition of $1,000 to budget line 210 Braille Literacy Council ; therefore, increasing the total proposed budget for 2017-18 to $65,200. The motion passed unanimously.
Mary also mentioned Amazon Smile as a means of generating some funds for the Friends.  This was in follow-up to an email she sent earlier. Several members indicated that they have already designated donations to the Friends through Amazon Smile.
Tim Owens introduced himself to the group as the new Assistant State Librarian. From his previous employment he has some understanding of the nature of the work done by the NCLBPH and looks forward to working with us. Eddie invited him to attend future meeting as he is able.
Carl provided the following report from the NCLBPH:
Upcoming Holidays
Tuesday                    July 4             Independence Day
Monday                    September 4           Labor Day
NLS – The NLS reported that the stock of “new” digital audio players has been exhausted, especially the Advanced Players.  The players went out of production in about 2013 and NLS had been filling orders with excess inventory, which has now been exhausted.  Unfortunately, the demand for Advanced players was underestimated and they have recently become popular as a result of the magazine on cartridge program as well as the practice of putting multiple series titles on one cartridge.  Libraries are able to support the program using reconditioned machines.
One of the features of the digital player was the modular nature of the player, by switching the faceplate and keypads on the player it is theoretically possible to convert a standard player to an advanced player.  NLS is considering the possibility of retrofitting standard players as advanced players to increase the inventory.
NCLBPH – I had mentioned that Heather Brown was awarded the Julie Klauber award in recognition of her exemplary service to the patrons of the library.  The Julie Klauber award is presented by Keystone Systems, the company that produces our KLAS Integrated library system, the award recognizes the staff person who uses the KLAS system on a regular basis and who provides exemplary service to the patrons of the Library.  Heather was invited to the KLAS conference in Atlanta GA, where she was presented with the award.  She was also recognized by the State Library newsletter and the Department of Natural and Cultural Resources newsletter.
A week before Memorial Day, our mailing card printer failed.  Repairing it would take a week as a part had to be ordered prior to the service call.  As a result, we had a couple of days when we were unable to ship any materials.  By resurrecting a retired dot matrix printer and the old backup card printer, we were able to begin printing mailing cards and with the repair of the mailing card printer, were caught up by the Tuesday after Memorial Day.
We were pleased to have two representatives appointed to the NLS Collection Development Committee.  The committee is composed of representatives of the Regional Libraries as well as consumer representatives from stakeholder organizations.  Eddie Weaver was appointed as the consumer representative for the Southern Region and Josh Berkov was appointed to represent the Southern Region libraries.  They attended their first Collection Development Meeting in Washington DC in May.
NLS informed us that it is again time for our biennial consultant visit.  As our normal consultant is unable to make the visit, we will be visited by Vicki Collins.  She has served as our consultant in the past, so we are familiar with her.  The visit is scheduled for August 3 – 4. 
With the hiring of the processing assistant II in the warehouse, we are again fully staffed.  Teresa Stallings was hired to fill the vacant position and began working on May 1.
Carl also presented the following Outreach Report on Gina's behalf:
Presentation to Roxboro Low Vision Support Group Presentation to DSB Mini Center in Sanford                                                    
Presentation to Cambridge Hills Assisted Living Residents         
Presentation to Charlotte-Mecklenburg Public Library Staff
TRRS Interview on Legal Matters Program
Coming in June:
Exhibit Booth – Raleigh Caregivers Conference
Exhibit Booth – Durham Caregivers Conference
                        Summer Reading – June 23rd – GMS (Program is Marvelous Mammals)
Membership Committee – Jill reported 602 memberships with 632 expired memberships. Some efforts have been made to “clean-up” the membership list by removing names of those who have passed away.
Investment Committee – In George’s absence Eddie reported for this committee.  Based on the most current statements the Wells Fargo Advisors account is at $707,650 and TCF at $180,337.  These figures reflect January transfer of funds into each of these accounts.
Legislative Committee  – James indicated that there have been no major issues raised in this legislative session related to the Library, GMS or DSB. James also announced that Cynthia Speight has been named as DSB Director after having served for a long time as the Interim Director.
Public Relations Committee  - Kathy acknowledge the great work done by Susan in the West in making presentations to a number of groups, and by Sharon on keeping our Facebook page updated.  Sharon indicated that the Amazon Smile info has been added to our page.
Reminder that the Volunteer Recognition event will be a lunch on 9/28 at McKimmon Center. More information will be shared later.
Election of New Board – At James’s request Winnie read out the vote tallies from the election of new board members.  Approximately 164 members voted.  The following were elected: Eddie Weaver, President; Mary Flanagan, Treasurer; Board Members: Donnie Best, Karen Broderick, Myra DeBruhl, Angelo Sonnesso, and JoAnn Wood.
Braille Literacy Council – Eddie reported on a meeting that was held in May to begin revitalizing the Braille Literacy Council.  The group will be looking at how it can best promote the awareness and use of Braille. The next meeting will be July 10, at 3:00 at the Fisher Building on the GMS Campus. Anyone interested in learning more or joining the group is encouraged to participate.
Collection Development Advisory Group – Eddie talked about his trip to Washington as part of his appointment to the NLS Collection Development Advisory Group. The group discusses books and magazines that NLS will produce for the coming year.  Eddie will be sharing information from the Group’s meeting with the Board by email.
Upcoming events
NFB of NC – 9/22-24 in Raleigh
NC Council of the Blind – 9/22-24 in Durham
VIP Fishing Tournament – Eddie will cover this event
Motion was made by James with second by Sharon that we offer a $50 prize at the Fishing Tournament of $25 at the NFB and ACB Conventions as incentives to attract members for a total of $100 to be used as membership incentives for these three events.
There was discussion of use of UEB when preparing materials at the Library for distribution.  Even though many patrons are not as familiar with UEB, it is the accepted Braille code and other materials such as magazines are being published in UEB.  Therefore, it was agreed that the embosser in the Library will be set to UEB printing.
Miriam shared information from a visiting scholar from Egypt who is looking at readability of braille magazines.  He has developed a rather lengthy questionnaire which Miriam reviewed and can share with anyone who might want to respond.
Meeting adjourned near noon.
Submitted by
Debbie Meadows, Secretary
MARCH 14, 2017
Members Participating – Sharon Benton, George Chester, Donnie Best, Miriam Dixon, Jill McMillan, James Benton, Mary Flanagan, Angelo Sonnesso, Myra DeBruhl, Eddie Weaver, Kathy Brack, Debbie Meadows, and Carl Keehn (ex officio).
Other Participants – Winnie Webb, Gina Powell, Clint Exum.
Members not participating – Susan King and Ed Summers (both notified Board of their absence in advance).
The meeting was called to order at 10:00 a.m. by Eddie Weaver, President. Following introduction of participants, a motion was made by James Benton with second from Mary Flanagan that the December 2016 minutes be accepted as submitted. The motion passed unanimously.
Because James could not remain for the entire meeting, the group agreed to adjust the agenda so that he could report early.
New Business
As Chair of the Nominating Committee James presented the slate of recommendations to fill positions that are up for election for a new term.  The following people have agreed to run for re-election in the positions now held: Eddie Weaver (President,)  Mary Flanagan (Treasurer; no term limit,) Donnie Best, Myra DeBruhl.  Ed Summers’ term expires and he is not eligible to run again. Angello Sonnesso was recently appointed to fill a vacant position. That position’s term expires  this year. He has agreed to run for his first full term.  Karen Broderick has agreed to run for the position being vacated by Ed Summers. JoAnn Wood has agreed to run for the last vacancy (Jim Pappalardo’s position.) A motion was made by Miriam with second by Mary to accept the proposed ballot, and the motion passed unanimously.
The ballots should be mailed before the end of April  with results reported at the June Annual Membership Meeting.
Legislative Committee – James reported that there is still not a permanent director for the Division of Services for the Blind. At the federal level, Congress is considering a change to the Johnson Amendment which would allow nonprofits to become partisan, and of great concern, remove the tax-exempt status.
Treasurer’s Report – Mary reported that we had a larger than usual accounting bill because we had to file taxes twice to adjust for the Board’s change in its fiscal year, and we had our financial review.  The financial review was good with no significant changes to our accounting processes needed. In December the Board agreed to move some money into the Wells Fargo Advisors and TFC accounts. That money has been moved. The Finance Committee is working on the budget for the year to begin July 1, 2017.
Carl provided the following update from the Library:
Upcoming Holidays
Friday April 14                    Good Friday
Monday May 29                Memorial Day
NLS – It’s been quiet at NLS.  They released an upgrade to the BARD Express app, users were prompted to download the update when they signed on to the app.
BARD was down for nearly the entire week last week, due to technical issues.  Our readers were not amused.
LBPH – Heather Brown has been awarded the Julie Klauber Award in recognition of her excellent public service.  The Julie Klauber Award is a national award, presented by Keystone Systems, the provider of our Library Integrated Library System; in recognition of the Network Staff person who uses the KLAS software on a regular basis and who has provided exemplary service to their patrons.  Heather will attend the KLAS conference in Atlanta, the end of the month, where she will be presented with the award.
We have submitted a nomination as Network Library of the Year, to NLS.  Our nomination statement used the recent Celebration of Cooking Contest to highlight how we have forged community relationships to better serve our patrons.  If selected, the State Librarian and I would travel to Washington, where the award would be presented.
As of April 3, the State Library will have a new Assistant State Librarian.  Timothy Owens, a past State Library employee, has been hired to fill the position, left vacant since Laura O’Donohue left.
Peter Clukey received a promotion, moving from the Circulation unit to the patron processing unit.  He is replacing Anita Stack, who retired last Fall.  Among his duties will be providing some Reader Advisory service so you may soon be talking with him on the phone.
We have finished interviewing to replace the vacant position in the warehouse unit and hopefully will be fully staffed again
In mid-February I was asked to contact a patron, BARD records indicated that they had downloaded over 11,000 items by February 10.  As it turns out, the son-in-law of the patron was downloading blocks of books to his computer and would then have his mother in law select the titles that she wanted to read.  As a result, the library had an unusually high circulation in February, over 28,000 items.
The following Outreach report was provided by Gina Powell:
January – Presentation – Magnolia Glen – Raleigh
February – Info Table at Gov. Morehead School Career Day – Raleigh
March – Presentation at Mini Center in Chapel Hill
March – Presentation at Mini Center in Southern Pines
March - Presentation to Morehead City DSB VIP Support Group
March – Info table at the NCCVIB Conference with Jill McMillan
March – Radio Interview on Education Today Program at TRRS
Coming UP - March – Presentation to New Bern DSB VIP Support Group
March – Presentation to Stanley Total Living staff
3 Tours of the Library
Friends Outreach
February - Presentation at the Therapeutic Recreation Conference Susan King
March - Info Table at the Deaf Blind Conference Eddie Weaver
Interviews with Patrons for Library Video
Meetings with Sharon Benton and Margaret Evans about Volunteer Recognition Event
Triangle Radio Reading Service Board of Directors Retreat
Membership – Jill reported a total membership of 455.  Memberships continue to come in. A second renewal notice will go out in the next few weeks.
Investment – Balance in TFC amount as of last report, $159,065.  This figure does not reflect the $15,000 moved to the account in December. Balance in the Wells Fargo Advisors account, $685,129. 
Public Relations – In addition to the outreach activities reported by Gina, Kathy indicated that Gary Ray has done two events and Susan King has done several more events. The committee is looking at some type give-away. There was discussion of the fact that some on the Board have admin right to the web site, so we can make some of our own changes.  Eddie has explored this some and will do some more work so that he can do things such as update membership list. 
Old Business
As a follow-up to the December meeting, Sharon Benton, Gina Powell, and Margaret Evans have looked at options for a different type volunteer recognition event. They surveyed some volunteers.  They have decided to try a luncheon in September at the McKimmon Center.
Miriam reviewed some staff changes at the Rehabilitation Center for the Blind.
Motion was made by Sharon with second by Jill to adjourn at 11:35.
NEXT MEETING – The next meeting, to be held on June 13, 10:00 a.m.,  at the Library, will be the Annual Membership Meeting.  Any members who can attend will be welcomed.
Submitted by
Debbie Meadows, Secretary
December 13, 2016
Members Attending: Mary Flanagan, Sharon Benton, George Chester, Miriam Dixon, Donnie Best, Jill McMillan, Susan King, James Benton, Eddie Weaver, Debbie Meadows, Carl Keehn (Ex Officio)
Members not Attending: These members notified the Board of their absence – Ed Summers, Kathy Brack, Myra DeBruhl
Others Attending:  Winnie Webb, Gina Powell
The meeting was called to order at approximately 10:00 by President, Eddie Weaver. A motion was made by Mary with second by Sharon to accept the September minutes as submitted. Motion passed unanimously.
The Treasurer’s Report was presented by Mary and Winnie as follows: To date we have spent 32% of the approved budget compared with 39% last year for the same period. The Friends received a $10,000 donation last week. The CPA is currently conducting the financial review with a focus on investments.
 Mary indicated that the Volunteer Recognition Dinner cost was $4,790 for a cost of $57 per person.  There was some discussion about looking at other options for recognizing volunteers which would draw more people and possibly cost less.
Our account representative with Wells Fargo Advisors, Marty, provided an update on our account. For the year the account has shown a 5.2% growth. The account consists of 25% bonds, 75% stocks.
Carl presented the following report from the Library:
NLS – Our consultant delivered the report from our visit last year.  The report is very positive, we are already in compliance with many of the recommendations that they made.
We have the following Holidays Scheduled:
Friday December 23 – Tuesday December 27 – Christmas
Monday January 2 – New Years Day
Monday January 16 – Martin Luther King’s Day
At long last, we were able to hold our Celebration of Cooking program, featuring the blind chef, Christine Ha.  Originally scheduled for October, the program was rescheduled when Hurricane Matthew impacted the power and internet connectivity of the Governor Morehead School.  The program was rescheduled for Wednesday November 30.
Christine Ha participated remotely from her Texas home, James Benton as local master of ceremony; conducted the interview.   After the interview, the program featured a local cooking demonstration featuring three people, an LBPH patron, a DSB client and a Governor Morehead student.  As they prepared their recipes, Jessica Caswell, serving as roving reporter, interviewed each of them and shared cooking tips.  The Governor Morehead Food Service staff prepared samples of each recipe to serve to the audience.  108 people attended the program at the GMS cafeteria, with an additional 65 people streaming the program live.  Our thanks to the Friends, the Cary Lions Club, Food Lion and Kroger for providing support for the program.  I also want to extend my thanks to the staff and administration of the Governor Morehead School for being such wonderful hosts, the Division of Services for the Blind for all their support and the DNCR Marketing Department for providing the videographers and technical support.
Our annual Volunteer Recognition Dinner was held at the McKimmon Center and was well attended; with 66 participants.  Service awards were presented, recognizing the awardees for the number of hours they have contributed to the program.  Dan Wade was recognized as Volunteer of the Year, Dan is a member of our recording program and has narrated two of the three books we have on BARD.  Our thanks for the Friends and their support of the celebration.
In FY 2015-16, 71 volunteers completed 3,610 hours of service.
Gina shared the following Outreach report on activities during the last quarter:
: Staff Outreach
Carl Keehn Presentation at NFB                                                                       September
Springmoor Assisted Living Health Fair (info table)                                   September
Presentation at Fabulous Friday (Public Librarians) High Point              September
Library tour                                                                                                             September
Presentation at Fabulous Friday (Public Librarians) Asheville                October
Presentation at Charlotte Public library staff enrichment day               October
NCAPVI Pumpkins & Prizes Kids Event Games and Info Table                October
RCLB Anniversary Expo Info Table                                                                   October
Eldercare Fair at SAS Info Table                                                                        October
Presentation & vendor table at the GREAT Conference                            November
Vendor table at ALS conference                                                                       November
Vendor table at Exceptional Children’s Conference                                               November
Presentation to Garner Civitans Club                                                              November
Presentation at DSB Mini Center in Oxford                                                  November
Presentation at Galloway Ridge Assisted Living                                          December7
Friends Outreach
Carl Keehn -  vendor table at the
NFB conference                                                                                         September
James Benton - vendor table NCCB conference                                          September
Eddie Weaver - presentation at Grace Lutheran Health Fair                   September
Gary Ray - presentation at Asheville VIP Support Group                         September
Gary Ray –presentation to Cherokee VIP Group                                          October
Eddie Weaver – presentation &vendor table at VIP                                   October
Fishing Tournament                    
Filming of segment about the library for UNC-TV
 NC Now program                                                                                      September
Volunteer Recognition Dinner                                                              November
Gina Powell has been appointed as a Board member of TRRS
Membership Committee: Jill reported 581 current members—down 68 from last year.  There was discussion of updating the application and also including more information about the programs supported by the Friends for adults including the Book Club and programs such as the recent Celebration of Cooking Program. We discussed continuing a give-away at events where memberships are likely to be completed.  At the Fishing Tournament a $50 prize was given—26 memberships were completed. Prizes might be smaller or different depending on the group—needs to be cost effective.  A question was raised about having a space at the Library where people can come in to read or use technology.  Carl indicated that a space is available and there is a PC for use by patrons and it has some adaptive technology on it.
Investment Committee: George reported that the Wells Fargo account stands at $634,850 which is a slight increase, and TCF stands at $158,494 which is a large increase over the previous report. The SECU account currently stands at $90,000. The Board unanimously approved the Investment Committee’s recommendation to move $25,000 to the Wells Fargo account and $15,000 to the TCF account for a total being moved from SECU of $40,000.
Legislative Committee: James pointed out that members need to be prepared to work with new members of the legislative and executive branch to understand the mission and services of all programs (Library, GMS, DSB, etc.) that serve people with vision loss.
Public Relations: In Kathy’s absence, Eddie indicated that the web site updates have been completed and if members have comments those should go to Kathy.
Old Business
Several weeks ago Jill, James, Eddie, Mary and Debbie had a conference call to review the matter raised at a previous meeting related to donations to other nonprofits. About 14% of Friends 2014-15 budget went to other nonprofits. This committee will continue to function as a mechanism for reviewing requests received by the Friends relative to areas such as overall Friends budget, correlation between requesting nonprofit and mission of the Friends, any donor restriction on Friends donations that might be violated by making such a donation to the requesting nonprofit,  etc.  
Nominating Committee: The Nominating Committee made a motion which received second from Susan that Angelo Sonnesso fill the position formerly held by Kevin Tillery. The Committee would like to find someone with a financial/accounting background to fill the second vacant position, and will continue working toward that goal.  They will prepare the ballot for discussion at the March meeting.
New Business
Eddie asked Gina, Margaret Evans and Sharon to look at options for the volunteer recognition event with information to be shared in March.
Upcoming events include – NCVIB, 3/9/17 – Jill will attend. NC DeafBlind Associates in March, Eddie to attend.
Western NC Braille Challenge will be on 2/9 at Camp Dogwood and Susan will be involved.
Central Braille Challenge on 2/16 in Raleigh and Debbie will be involved.
NCLBPH staff member Craig Hayden has been asked to serve on NLS Collection Management Board for the Southern Region along with Josh from NCLBPH.
TCF Open House in new RTP offices in February.
Museum of Art working on sensory garden.
Camp Dogwood is celebrating its 50th anniversary.
Meeting adjourned at 11:50.
Submitted by
Debbie Meadows
September 13, 2016
Members Participating – Sharon Benton, Myra DeBruhl, Mary Flanagan, Jill McMillan, Donnie Best, Eddie Weaver, James Benton, George Chester, Kathy Brack, Susan King, Debbie Meadows, and Carl Keehn (ex officio)
Other Participants – Gina Powell and Clint Exum from NCLBPH and Winnie Webb, Assistant to Treasurer
Notified of Absence in Advance – Ed Summers
Members not participating – Miriam Dixon, Kevin Tillery and Jim Pappalardo.
The meeting was called to order by Eddie Weaver at approximately 10:00 a.m.  Introductions  were made followed by a motion from Mary with second by Sharon that the minutes from the June meeting be approved as submitted. The motion passed unanimously.
Treasurer’s Report – Mary reported that a change in the wording of the MOA by DNCR will mean that the Friends will not be required to have a financial auditInstead we will have a financial review.  We have been advised already that we need to track our investment/income as well as expenses in QuickBooks so steps will be taken to input that data into the program.
In reviewing the organization’s income from membership it was noted that there was less income from memberships.  Part of the difficulty has been with undeliverable forms meaning that people are not getting their renewal notices in the mail and we have no way of finding out an address change if the member doesn’t contact us.
There was also discussion of the possibility of establishing a committee to look at donations made by the Friends to other non-profits to determine if guidelines or a policy should be established.  Accounting and/or legal advice could also be needed in this area.  Mary will chair the committee which will include Jill, James, Debbie and Eddie as an ex officio member.
Winnie reviewed the expenditures and income figures.  Of the budgeted amount of $74,850, $62,733.39 remains available.
 Carl shared the following information through his quarterly report:
Closing Dates
Friday                                    November 11                      Veterans Day
Thursday – Friday  November 24-25               Thanksgiving
As mentioned in my last report, much of what NLS is involved in is developmental in nature.  Over the next few years, as NLS moves content to the cloud, access to downloaded materials will be easier and faster.  In addition, they anticipate that BARD on your devices, will function more like Netflix or the Amazon Kindle; as you move from device to device, it will keep track of where you left off on one device and pick up in the same place on the second device.
I had mentioned that NLS was working on an application to make the management and downloading from BARD easier, using a Windows PC.  BARD Express is now in beta testing, although no formal release date has yet been announced.  It is far enough along and mature enough that NLS has released a series of videos to YouTube, describing the capabilities of BARD Express.
Recently, Congress approved changes to NLS which will authorize NLS to distribute refreshable braille displays.  The bill only gives them the authorization, there is no funding attached at the present time.
we have transitioned to the PIMMS database system.  PIMMS replaces the old machine and patron databases and gives us the capability to make database changes in real time.  The old databases were batch updated on a weekly basis.
We are very excited about our upcoming program at Governor Morehead School.  On Wednesday October 12, The library, along with the Governor Morehead School and Division of Services for the Blind will be cosponsoring a cooking program, featuring the blind chef and Master Chef winner, Christine Ha.  Christine Ha will be participating remotely from her home in Texas.  We had asked people to submit recipes in one of three categories, a Governor Morehead Student 13 years or older, A DSB client and a library patron.  If their recipe is selected, they will demonstrate the preparation of the recipe, explaining it as it is prepared.  The GMS Food Service staff will also be preparing samples of the recipes for the audience to try.  We are hoping to make the program available to a wider audience by providing live streaming and it will also be made available in audio and video form for later enjoyment.  The Triangle Radio Reading Service will also be making the audio track available as a blog.
We are pleased to announce the appointment of Clint Exum to fill the position of Outreach Specialist.  Clint will be working with Gina on outreach and will also be responsible for social media.  His first day is Thursday, September 15.
And finally, we are sorry to bid farewell to Anita Stack from our patron processing unit.  She has announced her retirement and will be leaving us the end of the month. 
An updated version of the “Talking Points” will be distributed within the next day or two. These can be used when making presentations.
Gina provided the following Outreach report:
Interviewed for new Outreach Specialist (Clint Exum)      July
Presentation for Blind Veterans Group – RLCB                    July 18
Presentation for EYE Retreat July 29
Presentation to Blind Workers Assoc. Conference             July 29
Miriam, Mary & Winnie had an info table
Info Table at Blind Workers Assoc. Con. (Friends)              July 29-July 30
Library Tour for Equal Eyes                                                        August 4
Presentation to Visions Connections Support Group                     August 9
Library tour for 2 Patrons August 25
SpringmoorAssisted Living Health Fair (info table)            September 29
Presentation at Fabulous Friday (Public Librarians) High Point  September 30
Summer Reading
Adults – 63 registered
Books read – 3538, Average of 56 per patron
Kids – 24 registered
Books read – 255, Average of 10 per patron
3 Fabulous Fridays (Public Librarians) Asheville, Fayetteville     October
Presentation at Charlotte Public library staff enrichment day   October
Presentation & vendor table at the GREAT Conference                November 2-4
Vendor table at ALS conference                                                           November 7
Vendor table at Exceptional Children’s Conference                                   November 8-10
Volunteer Recognition Dinner                                                  Wednesday November 16
Friends Outreach
Miriam Dixon and Carl will be working the NFB conference in mid-September.
James will work the NCCB conference in late September.
Eddie will be working the VIP Fishing Tournament in October.
Membership Committee – Myra reported total memberships of 570 with 825 expired memberships.  At this time in 2015 there were 614 memberships.  The Committee will continue to look at ways of increasing memberships and they are open to suggestions.  It was noted that there are several upcoming events which will give opportunities for new and renewed memberships.
Investment Committee – Eddie reported that both the Wells Fargo Advisors and TCF accounts are up for this reporting period. As of the end of August Well Fargo Advisors account stood at $633,652 and at the end of June TCF stood at $152,841.
Legislative – While there are no specific legislative issues now as the General Assembly is not in session, James noted ongoing changes at DHHS/DSB/DVR.  There is still not a permanent DSB Director.
Public Relations – Kathy indicated that though slower than hoped for, the web site changes have been made and can now be reviewed before going live.
Old Business
MOA with the DNCR has been signed.
Several outreach events are coming up and various members will be covering those.  The NCCVIB will be held March 9-10, 2017.
New Business
Notice has been sent from Jim Pappalardo of his intention to resign from the Board. 
It was noted that Kevin Tillery has missed the last several meeting with no contact from him and he has not responded to phone or email efforts to reach him.  He will be notified that he is being replaced on the Board.
James Benton and the Nominating Committee will identify two new members to recommend to replace Jim and Kevin on the Board. They will have their recommendation ready for the December meeting.
Eddie asked members to notify him of the committee(s) each member would like to serve on.
With a motion from Mary and second by James the meeting adjourned at approximately 11:15.
NEXT MEETING – December 13, 2016
Submitted by
Debbie Meadows

JUNE 14, 2016

The meeting was called to order at approximately 10:00 by President Eddie Weaver. The following individuals were present:

MEMBERS -  Myra DeBruhl, Kathy Brack, Sharon Benton, Mary Flanagan, Miriam Dixon, Eddie Weaver, Ed Summers, Sandy Scarlett, James Benton, Debbie Meadows, and Carl Keehn (ex officio) 

EXCUSED ABSENCES – Mary Helen Pearsall and Jim Pappalardo notified the group in advance that they could not participate.

ABSENT – Kevin Tillery

OTHERS ATTENDING – Winnie Webb, staff to Treasurer

Motion to approve the minutes as submitted was made by Mary with second by Sharon, and passed unanimously. 

TREASURER’S REPORT – Mary estimates that between $10,000 and $12,000 will be left in the current year’s budget.

The proposed 2016-17 budget was reviewed and Mary pointed out a few items—
*increase in the accounting/legal fees line item is due to the required audit that must be performed this year. Of note is the fact that the Department has begun requiring an audit in any year that an organization receives donations of $250,000 or more. This could be a factor for the Friends in future years. 
*Friends will turn over management of the BELL money to NFB of NC, but will make a $6,000 donation to the program;
*Friends will also make a $500 donation to support the Braille Challenge.

During the current budget year the Friends voted not to sponsor a table at the Triangle Radio Reading Service fundraising gala.  At the meeting when this decision was made and at the meeting today there was strong support for TRRS but also strong belief that sponsorship of a table was not the most suitable way to support TRRS.  After a good deal of discussion a motion was offered by   Ed with second by Kathy  and passed without dissent providing for an increase in the existing line item 220 TRSS Outreach  from $800 to $1,500. These funds are used by TRRS in support of program costs. 

Carl reviewed the recurring LBPH items with comment on a few specific items—
*Line item 300 – Trips and Presentations shows an increase of $800 because the Library will be hiring a new Outreach staff person.
*Line item 340 – Library Beautification shows an increase of $3,500 to cover the cost of the furniture purchase for the conference room as approved in a previous meeting. The $3,500 is a nonrecurring cost.

Total proposed budget with the amended line item for TRRS is $74,850 compared to $67,670 for the current year. 

Motion was made by James with second by Kathy to adopt the budget as presented with the amendment. Motion carried unanimously. 

The following Library report was given by Carl:

Upcoming Closings

Monday, July 4            Independence Day
Monday September 5        Labor Day

The National Library Service held their biennial conference in San Francisco, in early April.  Much of what was discussed was developmental in nature; although they did announce a few developments which have matured or which should mature in the near future.  Just before the conference, the first low cost refreshable braille display was announced, the Orbit Reader 20, which is expected to retail for about $500.  A 20 cell display, NLS hopes to incorporate it into their service in the future.  The BARD Media Manager was also discussed.  The app is designed to make downloading and managing bard books, easier for the consumer.  The Bard Media Manager app is currently in alpha testing.

With our studios both up and running, we are able to produce both magazines and books again.  Two of our recently released books were recorded in our studios, and the third, Changing Places by Myra DeBruhl, was recording in the studios of the Triangle Radio Reading Service.

Our first submission to the NLS BARD service was Scoundrels, Rogues and Heroes of the Old North State by H.G. Jones.  All three of the titles are also available through the local NOBLE download service.

On June 7, the last of our analog materials were shipped to the NLS recycler.  Feelings were mixed about the end of analog service.  Our warehouse staff is thrilled with the extra space they have for new digital materials, the announcement on the Facebook page was greeted with a “hisssssssssssssssssssssssssssssssss” by one of our followers.   All in all, the discontinuance of analog service has been accepted by our patrons, many had already transitioned to digital service only, due to the ease of the machine and the better sound quality of the recordings.

We have finally gotten approval to advertise to fill the Outreach Specialist position for the Volunteer and Outreach Services Unit.  The Outreach Specialist position will be assisting with outreach and will also take over responsibility for the maintenance of the social media.  The position was delayed as State Government was expected to release a new position classification system in June.  The new classification system has been delayed due to legislative action.  The job announcement closes on the 15th.

The library is in the process of revising our long range plan, a long overdue need.  We would like input from our stakeholders and would like to invite any interested patrons and Friends members to volunteer to help us with their input.

We are in the process of developing a program, which we hope to offer this Fall.  It will be offered in conjunction with the Governor Morehead School and Rehabilitation Services.  Christine Ha, the first blind chef to participate in the Master Chef program and the 2012 winner of the Master Chef; has offered to participate in the program remotely from her home.  

In Gina’s absence Carl gave the following Outreach report:

Governor Morehead Beeping Egg Hunt April 9th - Information and games table for VIP children. 
National Volunteer Week April 10-16 – celebrated by giving volunteers a small 
appreciation gift

Fontana Regional Library's Annual In-Service Training April 18th - composed of public librarians and paraprofessionals from 3 counties: Jackson, Macon and Swain.  Made presentations to two groups about library services, with an emphasis on technology.  

Met with videographer Brian Nestor about video for NCLBPH April 27th
Brice Martin Foundation Festival May 1 – Information and games table for VIP children

Meeting with Triangle Radio Reading Service June 6th – will become new board member

Wake County VIP Group June 14 – presentation about library services with an emphasis on technology

Kids Summer Reading Kick Off at Gov. Morehead June 15th – Instrument Petting Zoo provided by the NC Symphony and a Snoring Contest

Raleigh and Durham Triangle Caregivers Conferences June 21st and 28th– Information table for conference attendees and outreach to assisted living facilities 

Volunteer Recognition Dinner Wednesday November 16th at the McKimmon Center

MEMBERSHIP COMMITTEE -- Myra reported 542 active members with 842 expired memberships. This is a bit behind where we were last year at this time. There was discussion of the possibility of sending a Friends membership application along with the Library application packet rather than as part of the information packet AFTER a person becomes a Library patron. Carl will look into the option of making this change. 

INVESTMENT COMMITTEE – Eddie reported that both accounts have made gains since the last reporting period. The current Wells Fargo Advisors balance is $616,261 and TCF balance is $149,933. Hopefully a representative from TCF will be able to join us at our next meeting to provide an update.

LEGISLATIVE COMMITTEE – James reported that NewsLine funding is looking good in the General Assembly. There is still not a permanent division director at the Division of Services for the Blind. 

PUBLIC RELATIONS COMMITTEE – Progress on updating the web site has been slower than hoped for, but Kathy believes we are nearing the completion of the work. As a new board comes in at the next meeting we would like to take a Board picture for the site. We will encourage all who possibly can to attend the September meeting in person. 

OLD BUSINESS – In follow-up to a request from the Governor Morehead School for support of several events, it was the group’s belief that neither the 170th Anniversary celebration nor the Christmas Parade fitted into the Friends’ mission, but that the activities related to the Easter Music Festival did. James offered a motion with a second by Miriam that the Friends support the Music Festival in the amount of $300.  The motion passed without dissent. Debbie Meadows abstained from voting as an employee at GMS. 

NOMINATING COMMITTEE – James reported that the following member’s terms will expire at the end of June: Mary Helen Pearsall, Sean Loo, and Sandy Scarlett.  Ballots have been counted and the following individuals were elected for a new two-year term: Debbie Meadows, Secretary; Kathy Brack, Vice President; members-at-large - Sharon Benton, Miriam Dixon, Susan King, George Chester, Jill McMillan, and Donnie Best. Motion was made by James with second by Mary to accept the election results as presented. Motion carried unanimously. 

On behalf of the Friends, Eddie expressed our thanks to the outgoing board members. They will receive a certificate of appreciation and a paperweight. 

NEW BUSINESS – There are several events coming up in the fall for which the Friends sponsor an information table.  The following individuals volunteered to work the table at these events – Association of Blind Workers in late July – Miriam; NFB of NC in mid September – Miriam and Carl; NCCB in late September – James; VIP Fishing Tournament in October – Eddie. 

Currently Board members’ home address, phone number and email address are in the TarHeel Talk and on the web site. . While we want members to be able to reach us, we agreed that it is not necessary to have the home address printed, so asked that this item be removed.  Phone number and email address for each Board member will be listed. 


Meeting adjourned at approximately 12:15.

Submitted by
Debbie Meadows, Secretary

Board Meeting Minutes
March 8, 2016
Board Members Attending -- Eddie Weaver, Mary Flanagan, Sharon Benton, Myra DeBruhl, Kathy Brack, James Benton, Miriam Dixon, Mary Helen Pearsall, Debbie Meadows, Carl Keehn (ex officio)

Members with Excused Absence – Ed Summers, Jim Poppalardo, and Sean Lew

Board Members Kevin Tillery and Sandy Scarlett were  not in attendance.

Other Participants – Gina Powell (NCLBPH Staff) and Winnie Webb (Assistant to Treasurer)

The meeting was called to order shortly after 10:00 a.m. by Eddie Weaver, President. A motion was made by James Benton with second by Mary Flanagan to approve the minutes from the December meeting as submitted. The motion passed unanimously. 

It was noted that the name of Miriam Dixon needs to be added to the website replacing Gary Ray. 

Mary introduced Winnie Webb, Assistant to the Treasurer replacing Rita.  Rita is continuing to assist with Winnie’s training. 

Treasurer’s Report - Mary outlined two budget adjustments that are needed.  In the first, Line 145 for Website costs needs to be increased by $600 to cover the $1,200 cost of web update.  Motion was made by James with second by Sharon to make this line item increase and the motion passed unanimously. 

Second, some additional money is needed in support of the clerical assistance provided to the treasurer.  Rita has been providing training to Winnie for several weeks so there has been an increase in the personnel cost for a brief time, and some software training is needed for Winnie. A motion was made by James with second by Kathy to increase line item 115 by $300 and line item 150 by $1,800 to cover these costs.  The motion passed unanimously. 

Since 1/1/16 we have received approximately $9,000 in renewals and donations. As of 2/26/26 the organization has an unspent balance of $32,956.50 of it budgeted amount of $64,970. Total net worth - $876,894.66.

In beginning to look at next year’s budget, we could need about a $12,000 increase. The increase would cover the cost of the required four-year audit and replacement of conference room furniture. 

Mary reminded members of the current mileage rate and need for prior approval for overnight costs. 

Carl provided the following update from the Library:

Upcoming Holidays – 
Friday    March 25        Good Friday
Monday    May 30        Memorial Day

NLS – 
With the Biennial NLS Conference fast approaching, NLS has been actively encouraging network staff to plan and attend.  The conference is scheduled to be held in San Francisco on April 3 – 6.  NLS is also soliciting brief presentations, to be referred to as “Sparks” highlighting new and innovative programs or accomplishments.  North Carolina will be sending four attendees, with Catherine Rubin, Josh Berkov, Gina Powell and I; attending.

Demand has been fairly active for the DVD mailers, ordered with the assistance of the Friends.  Of the 12 cases that were ordered, 8 have been accounted for; North Carolina kept two to be used with our collection and three other agencies each purchased two cases.  Payment for the mailers is to be made out to the Friends so that they will recoup their purchase costs.  As North Carolina hopes to retain two additional cases, there are currently only two cases remaining to be sold.

The renovation of the library facility is moving along smoothly.  The restrooms are nearly complete, with some minor work remaining.  The break room is looking much fresher, with new floors, new furniture and a new counter and sink.  The cabinets will be refinished.  Already the break room looks much cheerier and brighter.  The landlord has also committed to updating the lighting within the building, replacing the exterior lighting with much brighter LED fixtures and replacing the garage door on the loading dock.

Catherine Rubin and I were invited to attend the unveiling of the new indoor navigation system at the North Carolina Museum of Natural Sciences Nature Research Center.  Based on the BlindSquare or BlindSquare Event apps for the iPhone and using locating transmitters called iBeacons, the navigation system provides location information for the Nature Resource Center to allow visitors to orient themselves to the facility.  The navigation system will be featured as part of our upcoming travel program, which is scheduled for Tuesday April 26, 10 – 11:30 am.  John DeLuca and Robert Kennedy will also be presenting their travel experiences during the program.

We were sorry to bid farewell to Deborah Barnes, as she moved from Raleigh to be closer to family.  Currently the braille coordinator position is vacant.  The library is investigating contracting with Metrolina or Corrections Enterprises for the short term, to ensure that books and patron information continue to be made available in braille.

Interviewing has been completed for the Processing Assistant II position in our circulation unit.  The Circulation Supervisor has made his recommendation for hire and we are awaiting final approval from our Human Resources office.

In February, I participated in the hiring process to hire a new Director for the Government and Heritage Library.  Currently the Library Development Director and Government and Heritage Library Director positions are vacant.  Together with the LBPH, they comprise the Senior Management Team.

Eddie expressed the group’s concern that the Braillist position vacated by Deborah Barnes several weeks ago.  Carl indicated that the position is under consideration by Department management relative to being filled. Contracting options are being considered with MAB and DOC being two local possibilities. Eddie expressed the group’s willingness and availability to advocate for filling the position. 

The following Outreach Report was given by Gina:

Gary Ray helped with NC Western Braille Challenge Feb. 18th. 
Gina Powell manned on information table at Gov. Morehead Career Day Feb. 24th
Gina Powell presented at a mini center in Southern Pines March 1st
Gina Powell manned an information table at the NCCVIB Conference March 3rd

Upcoming Events in March:
Eddie Weaver will attend the Deaf Blind Conference March 11th-13th
Josh Berkov and Gina Powell will do a presentation about the library at Surrey County Community College on March 11th
Gina Powell will have an information table at the NC Reading Assoc. Conference March 14th-16th
Gina Powell will present at a mini center in Fayetteville March 21st
Gina Powell will present at the Kinston VIP meeting March 30th

Membership Committee – Myra reported that the current membership is at 376 with 1,003 expired memberships. The renewal notice reminder will go out in late March. 

Investment Committee – Eddie reported that for the most recent period the Wells Fargo Advisors account stands at $574,672 which is down from the previous period,  and the TCF account at $149,043 which is up. 

Legislative Committee – There is a federal bill designed to strengthen IDEA, but the bill is not strong on braille. Some cities are looking at partnering their paratransit service with UBER  and LYFT. 

Public Relations –Kathy reported that web update work continues and indicated the need for an updated letter from the President of the organization. Please get any suggested updates to Kathy.

Old Business – No additional information on the letter sent by GMS seeking support.

New Business – Nominating Committee – As Chair of the Nominating Committee, James will email Board members with the Committee’s recommendations within a few days. Board members should vote on these recommendations promptly so that the ballots can be prepared and mailed to the entire membership of the Friends. 

Mary will represent the Friends at the upcoming DNCR support group meeting. 

Next Meeting – 6/14/16.

Meeting adjourned at 11:40. 

Submitted by
Debbie Meadows, Secretary

MARCH 8, 2016
Subsequent to the Board meeting, James Benton presented the following recommendations from the Nominating Committee for filling the vacant positions.

Secretary – Debbie Jackson Meadows

Vice President – Kathy Brack

  • Miriam Dixon
  • Susan King
  • George Chester
  • Jill McMillan
  • Donnie Best

The Board approved this proposed ballot without dissent by electronic vote. These names will appear on the ballot to be mailed out to the general membership.

Submitted by
Debbie Meadows, Secretary