Anniversary planning meeting without a quorum

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HERMOSA BEACH FRIENDS OF THE LIBRARY
MEETING OF BOARD/50T# ANNIVERSARY CELEBRATION COMMITTEE
June 29, 2009
President Dorothy Yost called the meeting to order at 11:45 a.m. Present were Dorothy
Yost, Carol Lawson, Gillian Miller and Betty Ryan. Although there was not a quorum
for a board meeting, some reports were given
Secretary Diane Craig was not present. No minutes were submitted or read. Carol
Lawson agreed to take notes of this meeting.
The President reported that Margot Knight, auditor for the Hermosa Beach Women's
Club, had reviewed the 2008 Friends of the Library Bank Statements, Checking account,
Treasurer's Report and supporting documents and found no discrepancy in any of these
documents. The Treasurer reported that Susan Patterson at Wayland & Vukadinovich
had prepared the following documents:
Form 990EZ - 2008 Return of Organization Exempt from Income Tax
Schedule A - Organization Exempt Under Section 5-1(c)(3)
Schedule G- Fundraising Activities
Form 8879-EO - IRS e-file Signature Authorization
Form 199 - 2008 California Exempt Organization Return
Form RRF-1 - 2009 Registration/Renewal Fee Report
The principal order of business was continuation of planning of Hermosa Beach Friends
of the Library 50** Anniversary Celebration to be held Saturday, September 26, 2009
from 5:00 p.m. to 7:00 p.m. at the Hermosa Beach Library.
? Need to make sure date and time are okay with Librarian and County.
Date has been cleared with the City.
? Brochure - Toni Empringham is working on preparing a one sheet/three
fold brochure about the HBFOL. We will produce about 300 copies for
members and distribution at the celebration.
? Publicity - We need to get an article in one or both of the local papers
before the event, as well as be on their calendars the week of the event.
This can be assigned at the next meeting on July 7.
? Entertainment - Dorothy will look into possible music in the form of a
harpist or small chamber music group. Toni has music connections.
? Food - Probably finger sandwiches from New York Food Company. Ann
is the new hospitality chairman. This will be assigned to Ann and perhaps
a co-chair at the next meeting
Invitations - We will look into the cost of doing invitations on velum over
a picture tied with ribbon. Dorothy brought a sample. We will need about
300 invitations and envelopes. Invitees will be FOL Members, Library
Staff, appropriate County Library honchos, HB City Council

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(individually) and HB Fire and Police Departments. Invitations need to be
sent out by September 1.
?Banner-Dorothy will get a price estimate from Bill Feebo at Coast Signs
for a banner for the front of the Library announcing the Anniversary
Celebration. Suggested wording:
HERMOSA BEACH FRIENDS OF THE LIBRARY
50TH ANNIVERSARY CELEBRATION
Saturday, September 26, 2009 - 5 P.M. to 7 P.M.
At the Hermosa Beach Library
? Gift to the Library - Dorothy has been looking into a marquee for the front
of the library. We were considering a matrix sign (computer controlled)
but this is not allowed by the City. She is getting a proposal from Coast
Signs for a manually operated system.
?Display case at the Library. HBFOL has the display case at the entry of
the Library for the month of September. Gillian and Diane will design and
install the display showing the history and activities of the HBFOL to be
installed on September 1.
Dorothy will talk to Mike Flaherty about cleaning up the landscaping around the Library
so our signage can be seen.
Dorothy will talk to Cary Bichlmeier about obtaining insurance for HBFOL.
Our next meeting will be Tuesday, July 7 at 11:00 a.m. at the Bard Street Book Store.
We will notify all volunteers that they should attend so they can help plan our event. We
also want the Librarian present for her input.
The meeting was adjourned at 12:30 p.m. to our next meeting on July 7, 2009.
Respectfully Submitted,
Carol Lawson, Acting Secretary