The John Trigg Ester Library

JTEL Board of Directors Meeting 12/9/09

Call to Order: 7:15

Roll Call: Deirdre Helfferich, Pres; Eric Glos, Vice Pres; Monique Musick, Secretary; Trey Simmons; Nancy Burnham, Treasurer; Hans Mölders; Justin Hogrefe; Greta Burkart; Margaret Rogers

Minutes: read by Monique, Eric moved to adopt, Deirdre seconded

ACTION: Minutes approved

Treasurer’s Report

$3,314.80 checking
$13,417.19 savings

No expenses or income to report

ACTION: Tres. report approved

President’s Report

Updated website:

  • updated with minutes
  • Reorganized minutes, contact, site map
  • Added new shelf dedication for “Amy Musselman”
  • Capital campaign page created describing levels of donation
  • Recognizing donors

Meeting posters

Updated Facebook page

Request: Can some of this work get parceled out?

While board meetings are public we probably don’t need to advertise them widely. Both good to remind board members and advertise to the community/membership, then they can come and bring up new business

  • Add Monique as Facebook admin so she can help with updates
  • Have Secretary send out minutes to members' e-mail
  • Only post notices at post office--Hans will make a poster for meeting notices. Leave up a permanent sign/one-time poster

Updating membership database

Send Monique any additions to e-mail list

Pres. does the agenda- e-mail to Board



EIN number came in mail; Any correspondence with them (the Feds) needs to be in the format on file. Give the opportunity to change contact info. Need to send in change form-:JTEL not c/o JTEL, File the form with official records

No word yet on articles of Incorporation

Library building

Check on vents; Still no renter

Library Lecture Series

No December- too busy

John Haines and Ross Coen next: John Haines lived nearby, was mentored by, Cambell, Learned how to live off land from this guy. Campbell had written journal on scraps, John saved them. Will read poems, share stories etc.

Page on website for Lecture Series with page for speaker

January 27, Wednesday, tentative date


Business Plan

Business Plan for Dummies

Rough sketch, Monique will flesh out and send for review before next meeting.

  • Mission Statement
  • Business summary
  • Library- books & movies
  • Community center
  • Computer access
  • Periodicals
  • Lectures
  • Films
  • Meeting place
  • Legal Description
  • Non-profit organization: Recognized by state, working on Federal non-profit status
  • Competitors
    • Noel Wein
    • Rasmuson
    • Local school libraries
    • Keith Mather
    • Bio-Sciences Library
    • Bookmobile
  • Inter-bibrary loan will require being on same system
  • Advantages
    • Closer
    • Community
    • Unique collection
    • High Speed Internet access
    • Movies, music and other community shows
    • proximity/cost/membership requirement
  • Management
    • Bylaws
    • Board of Directors
    • Membership
    • Volunteers
    • Building/grounds keeper
  • Marketing Plan
    • Awareness/Publicity
    • Community functions that build awareness
    • Websites
    • Facebook
    • Posters/fliers
    • e-mail list
    • Alaska Library Association
    • Library merchandise
    • Members: All ages, Have something for everyone
      • ADA accessible
      • Books on tape
      • Foreign Languages
      • GLBT Community
      • Religious
    • Advertrtising
    • Posters
    • e-mail
    • Public interest stories
  • History
  • Geography: Primary Great Ester area - West Fairbanks
  • Distribution
  • Check-in/Check-out
  • Collections development plan
  • Local donations
  • Budget for new purchases, Fill in series, Could be involved in Inter-Library Loan; Get “first dibs” on books from other libraries - great connection; Collecting, Local publishers
  • Public relations
  • Code of conduct
  • Publicity of community events
  • Develop a policy for privacy
  • Check-In and Check-out rules
  • Operations
  • Employees
  • Volunteers
  • Librarians
    • Compensation: No salary, bonuses or perks
  • Vendors (Occasionally purchase new books)
  • Accounting and Bookkeeping
    • Elected Treasurer, Board oversight
    • Record book
    • Check records
    • Membership books
    • Accountant for tax preparation
  • Risks
    • Trespassing signs? What are our risks? What needs posting? Do we need liability insurance? What covers the land?

ACTION: Research liability coverage needs - Eric

Financial Management Plan

  • Profit and Loss Statement
  • Fundraisers
  • Dues
  • In-Kind
  • Grant potential
  • Expenses
    • Fuel
    • Rent
    • Land tax payments
    • Payments to ECA

Cabin easier to rent than office space

  • Balance sheet
  • assets vs. liabilities
    • Land $27,000 ?
    • Collections
    • Gazebo
    • Shelving
    • Merchandise
    • Owe ECA $12,000
    • Rent
  • Monthly 1st year, Quarterly 2nd & 3rd
  • Send in any documents income, expenditures
  • Cash flow projections

Agenda Items for next meeting

  • Officer’s report
  • State non-profit status
  • Insurance update/insurance
  • Business plan
  • Policy for petty cash vs. expenditures
  • Events: Lallapolooza
    • vote for spending budget
    • Volunteer coordinator
  • Publicity/Marketing plan

Nancy moves to adjourn, Deirdre seconds

ACTION: Adjourn 8:36

Next meeting January 13, 2010

library dog







Board of Directors