Meeting Minutes

FRIENDS OF THE NCLBPH
BOARD MEETING MINUTES
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.
 
OLD BUSINESS
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.
 
NEW BUSINESS
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.
 
ANNOUNCEMENTS
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
 
 
 
 
FRIENDS OF     THE NCLBPH
BOARD MEETING MINUTES
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.
 
OLD BUSINESS
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.
 
NEW BUSINESS
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.
 
ANNOUNCEMENTS
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.
 
NEXT MEETING – MARCH 13, 2018.
 
Submitted by
Debbie Meadows, Secretary
                       
 
 
 
 
 
 
FRIENDS OF THE NCLBPH
BOARD MEETING MINUTES
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
 
LBPH
 
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.
 
CONGRATULATIONS TO EDDIE ON THE BIRTH OF THEIR FIRST GRANDCHILD.
 
Motion made by James with second by Miriam that the meeting adjourn and passed unanimously.
 
NEXT MEETING – DECEMBER 12TH.
 
Submitted by
Debbie Meadows, Secretary
 
 
 
 
 
 
 
 
     
FRIENDS OF THE NCLBPH
ANNUAL GENERAL MEMBERSHIP MEETING
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.
 
OLD BUSINESS
Reminder that the Volunteer Recognition event will be a lunch on 9/28 at McKimmon Center. More information will be shared later.
 
NEW BUSINESS
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.
 
ANNOUNCEMENTS
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.
 
NEXT MEETING – SEPTEMBER 12, 2017.
 
Meeting adjourned near noon.
 
Submitted by
Debbie Meadows, Secretary
 
 
 
 
FRIENDS OF THE NCLBPH
BOARD MEET    ING MINUTES
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
 
Other
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.
 
Announcements
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
 
 
 
 
 
FRIENDS OF THE NCLBPH
BOARD MEETING MINUTES
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                    
 
Other
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.
 
Announcements
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.
 
NEXT MEETING – MARCH 14, 2017
 
Submitted by
Debbie Meadows
 
 
 
 
 
 
 
FRIENDS OF THE NCLBPH
BOARD MEETING MINUTES
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
 
NLS
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.
 
LBPH
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
 
Upcoming
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

FRIENDS OF THE NCLBPH
ANNUAL MEETING MINUTES
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

NLS –
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.

LBPH – 
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. 

NEXT MEETING – SEPTEMBER 13TH

Meeting adjourned at approximately 12:15.

Submitted by
Debbie Meadows, Secretary

FRIENDS OF THE NCLBPH
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.

NCLBPH – 
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
 

ADENDUM TO FNCLBPH 
MARCH 8, 2016
BOARD MEETING
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

Members-at-Large 
  • 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