Friends of the Hamilton Public Library - Dundas Branch
AGM Meeting Minutes
Date: October 18, 2009
Tenth Annual General Meeting held at the Dundas Branch Public Library
Present: Roland Weiler (Chair), Dianne Vickers (Treasurer), Dawna Wark (Librarian), Donna Wignall (Book Sale Convenor), John Maxted (Membership), Jim Nicol (Secretary), Jim Yates and Chris Maxted
Agenda approved as circulated.
Minutes of the AGM meeting held Oct. 9, 2008, accepted as presented. Motion to accept: D. Wignall. Seconded: D. Vickers.
Business Arising from the Minutes: None
New business: This to be incorporated in the Agenda, item 7.
President’s Report: Roland Weiler presented his report verbally. The following is Roland's report for the record:
This report is complementary to the reports by the Treasurer and the Book Sale Convenor and consequently will be very brief.
The speaker’s series has only one entry this year - March 29, 2009, when Rudy Fecteau
spoke on Plants and Archaeology . The talk was well attended and received. However, the lack of other speakers places the future of this aspect of the activities of the Friends in some doubt.
As the Treasurer and Book Sale Convenor will tell you, our book sale was again successful, netting some $3600. However, the success is overshadowed by the fact that, in the future, it will not be possible to store books donated for the sale in the Library. The fate of the book sale during the Cactus Festival will therefore depend on finding a solution to the storage problem, as without it the raising of funds that have so greatly benefited the Library is in doubt. However, we should remain optimistic that a solution can be found before the date of next year’s sale.
Should the Friends decide to disband, the funds collected to date will have to be disbursed and the appropriate steps to wind up the association will have to be taken.
Treasurer’s Report: Dianne Vickers presented a financial statement covering operations for the last 12 months. The financial statement has been reviewed by Marguerite Babcock and declared to be a true account of income and expenses incurred. Dianne's financial report follows for the record:
Friends of the Dundas Library
Financial Report 2008-2009
Balance forwarded Sept.30, 2008 6853.64
Income
Interest 2.35
Book Sale 3629.35
Donations 39.12
Total 3870.82
Expenses
Library Equipment 1189.71
Library Programs 299.11
Book Sale 155.78
Telling Tales 100.00
Office Supplies 23.73
Speaker Gift 35.00
Total 1803.00
Balance Remaining Oct.18, 2009 8931.13
Respectfully submitted Oct. 18, 2009
Dianne pointed out the over $27,000 had been raised for the library in the ten years the Friends had operated.
Motion to accept the Treasurer's report carried.
Book Sale Convenor’s Report: Donna Wignall presented a report examining the feasibility of continuing a book sale at the Cactus Festival weekend now that book storage in the Dundas Branch Library is not permitted. Alternative locations for the book sale were described to the Board members. With much discussion by those present, all options to continue the book sale were not considered viable. The Convenor’s recommendation is to discontinue the event.
A motion to accept the report and its recommendation was made by Jim Nicol. Seconded by John Maxted. Motion accepted. An edited version of the Donna's report will be sent to the Dundas Star News to advise correspondent Craig Campbell of decisions taken. An e-version of the report will be added to these minutes later.
Membership Convenor: John Maxted presented a listing of active Friends in the 2008/2009 year. This listing will be useful for the library staff to contact volunteers for future activities e.g. library count week.
Election of New Executive: In light of the decision to close the Book Sale, the continuation of the Friends of the Dundas Library as a functioning body is now in question. It was agreed by all members that a decision to terminate the Friends should be taken at another meeting - the date to be determined by the president. Consequently, the old executive slate agreed to stand for the coming year to see out the organization’s dissolution and manage the dispensing of funds held.
Report from the Hamilton Public Library - Dundas Branch Manager: Dawna Wark presented a written report. The following is Dawna's report for the record:
Dundas Friends AGM Sunday October 18, 2009
Manager Summary
Borrowing
So far, 2009 has turned out to be a very busy year at the Dundas Branch. We have already surpassed the total circulation reached during the 2008 year at this point in 2009. I would not be surprised if more than 300,000 items circulated before the year’s end from the branch. The summer month of July 2009 stands out as being particularly busy with over 40,000 items circulated from this branch alone during the 23 days we were open.
Programming
Youth services continues to be strong at the branch with the public showing continued support of the traditional and popular storytime offerings of Babytime, Toddlertime and Family Storytime. Summer reading programs too were well attended during the past July and August. Adult programming continues with film series, the John Harkin lead discussion series, and an increased number of computer workshops. The teens continue to have the youth advisory group (YAG) meetings.
Changes at Dundas
In April of this past year the manager, Karen Peter, left to oversee the Flamborough Cluster. Dawna Wark has been the manager at Dundas since this time.
As a result of a Health and Safety visit to the branch and its summary report, the floor to ceiling storage of used books intended for the annual Cactus Festival was deemed unsafe. Insufficient storage elsewhere in the branch has meant other alternatives for storage will need to be sought by the Friends Group.
This past summer saw some changes at the circulation desk of equipment related to RFID technology that resulted in work surfaces that were highly sensitive in picking up material identification tags. The public was very patient as Electronic Services and the Dundas Branch staff worked to successfully minimize the sensitivity of these work surfaces.
I would like to thank the Friends Group for their fundraising efforts on behalf of the Dundas Branch and for their continued support of various library programming throughout the past year. I look forward to their continued support in the years to come.
Respectfully submitted,
Dawna Wark, Manager
Hamilton Public Library -- Dundas Branch
Any Other Business: None
Meeting adjourned at 3.15 pm.
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