[Bookstoprisoners] Minutes from 11/18 meeting

[Susan Porter Bruce]

Here are the minutes. Apologies for the delay, I left my notes at the  
IMC. Just went over with Stephen and loaded the final recycling, so  
it's all gone, except some CD's in a box.

In 4 days I may have forgotten some things. As always, add or  
clarify. I can't be there December 2, so someone else will have to  
jump in.

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Minutes of BtP meeting
Saturday, November 18

Volunteers present: Niloofar, Yvette, Jane, Barbara, Jay, Suzanne,  
Celeste,
Emma, Maddy (sp?), Susan, Jamie.

Suzanne opened the meeting at 2pm. We decided to try to have regular  
meetings in future on the first Saturday of each month at 2:00.

1) Peace Bazaar and 2) Alternative Gift. Program.
The group approved Barbara’s suggestion that we loan 8 tables to the  
groups holding the Peace Bazaar on December 2. We will also have a  
table there, and Suzanne and Jay volunteered to make a display unit  
about the Alternative Gift Program (all information for that is now  
on our web site.) Susan will pull some books to set up as examples of  
books that donations might pay for. Barbara has sent an email with  
information about the event. Note: this is the day of our next  
meeting. We don’t have anyone lined up to sit at the table. (I will  
be away, and I believe Jay and Suzanne might be.)

We need to find out how we might be one of the recipients of proceeds  
from this event next year.

Barbara suggested that we attach flyers about BtP to the drop boxes  
somehow. The group agreed this would be good, but it wasn’t clear who  
might do it.

2) Book Sales.
We discussed the results of the book sale. Jamie said she found  
working upstairs very pleasant, and all agreed it’s a lot easier to  
have the event upstairs. Some thought there was too much information  
on the flyer and we need to redesign it next time to be clearer. We  
thought that having a big banner across the top of the building would  
draw people from the Farmers Market next time. Passing out flyers on  
the Quad might help draw in more students? We need to figure out  
about Lincoln’s Challenge next time and make sure they’re available  
on the final day; apparently they aren’t on Mondays usually? Book  
sale burnout was a shared concern that we need to discuss further.

Some in the group adjourned to help Susan load the recycled books  
from the sale into her van for disposal. Note: we only recycled  
material unlikely to sell next time; many boxes of books were saved.

We discussed other sources of revenue, like being a part of Community  
Shares. It was pointed out that the IMC already receives Community  
Shares money. If we can get someone to volunteer to be the BtP  
“spoke” to the Thursday evening meetings, we might ask about that.

We discussed the fact that we’re in better shape now with the book  
sale receipts, but still spending more money than we can bring in  
with two sales. Susan raised Sandra’s idea about a community-wide  
Urbana book event. Some found it intriguing, but we worried that  
buyers would just be splitting their money between more sales and not  
buying more. Susan offered to check on any dates already set by the  
two libraries. We agreed that we need to set the date for the next one.

3. Satellite Jail Library
Jay reported that the carts are ready and Nancy would like to have a  
meeting in early December. Several will attend. We decided that we  
could start small, and also consider cutting back from 6 to 4 shifts  
Downtown. Most thought that it’s good to have two librarians per  
shift, but we don’t need to do the half shifts. Susan will post and  
email a recruitment message to several UI departments and libraries.

4. Volunteer Coordinator Postiion and Director
There was agreement that it would be very good to have Sandra assume  
a more formal and acknowledged managing role. In keeping with the IMC  
rules about consensus, we decided it would be best to call it a  
Coordinator position. (It was pointed out that WRFU has such a  
person, for some very practical reasons.) We thought we should talk  
more about what the expectations for that role might be at the next  
meeting, since we can meet in 2 weeks. We thought setting some limit  
for expenditures, for example, might make sense, but weren’t sure  
what that should be.

We agreed that it would be very helpful to have a Volunteer Manager,  
but there is considerable concern about how to pay for this. We  
tabled that discussion for the next meeting as well.

Minutes respectfully submitted,
Susan Bruce