St.Margaret's Bay Toy Library
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Highlights of the Minutes from the Fall 2007 Meeting

Wednesday, September 05, 2007

Meeting Agenda

In Attendance

Renae, Alina, Dana, Rhonda, Tiffany, Laura, Christina

*MIA - Jane

September Open Houses

The month of September is our membership drive and the three Wednesday mornings we convene this month are free to new guests.

Duty Schedule
The following duty schedule was decided upon:

The remaining weeks will be determined in the weeks ahead. Orientation of new members also to be discussed further by Executive Committee.

Promotional Material
Alina has brochures, which she will update with new contact information and distribute to various locations around the community. i.e. library, grocery stores, recreation centre, Royal bank, Jumbo Video, Medical centre, etc... Website will also be brought up to date.

Announcements in local community newspapers will also be requested by the following people:

(Ask Jane for past announcement format, unless you have already done this Jane?)

Membership Package
Packages are to be updated and have available for open houses.

(Petra - do you have these available? With the move we weren't too sure?)

Incoming Co-Chairs, Rhonda and Dana, to write a small intro letter each to replace last year's message.

Calendar 2007-2008

Social events
Will be planned by a small committee (Dana, Tiffany, and Laura). Other members will be required to help as needed.

Special occasions to be celebrated - Hallowe'en, Holiday Party, Valentine's Day, St. Patrick's Day, and Spring Party.

Annual Picnic to be discussed at a later date... as this event is being considered to coincide with a 20th Anniversary Celebration.

Dana to forward the dates for events to Alina for the website.

Some members would like to see simple crafts offered during Toy Library. We have a craft supplies in the cupboard, but accessing it is troublesome. Renae to explore getting a key for another cupboard, so that our craft supplies can be more readily accessible. Crafts used to be a big part of Toy Library in the past... it does fall on the responsibility of the person on duty that day, and each member's creativity level may be different. It was requested that each member try to ensure that there is some creative/art form of play each day i.e. playdough, color sheets, simple craft. If any members have any hidden talents i.e. musical, artistic, physical, etc... and you would like to offer more structured time within the two hours... go for it!

Fundraising
Due to slight loss of funds for 2006-2007 year, this was a hot topic tonight...as much thought and effort has to be put into this area to sustain the operation of the Toy Library.

Citrus Sale requires better support this Spring 2008. (Renae to spearhead, requires volunteers to assist!!!)

Flea Market will go forward as per usual June 2008. (Jane to spearhead, requires volunteers to assist!!!)

Membership is encouraged to please bring forward your ideas to Renae, Jane, Petra, Rhonda or Dana on any new fundraising initiatives or share your suggestions on how to make past fundraising initiatives more prosperous.

Committees
In reviewing this section of my notes, I'm thinking that the Executive Committee may want to meet to discuss committee descriptions and restructuring further, as I'm looking at the committee list on the website and we've made some slight alterations in recent discussions. Do we need to hash out these responsibilities and seek out supporting members to help in these areas, more formally? Especially since membership development and fundraising seem to be areas we need improvement upon now that there has been some transition with in membership? Thoughts?

Toy Committee: Alina

Social Committee: Dana

Promotions Committee (Website/Brochure): Alina/Jane

Operations: Jane - you seem to be doing this would you like to continue or do you see it falling under someone else's role i.e. duty schedule/hall maintenance, etc...

Communication: Petra - would you have time to develop a contact list for members with email/telephone number that can be distributed?

Fundraising: Renae - should you be key player due to your role as treasurer?

Toy Inventory

The next inventory date will be Saturday, January 5, 2008. The time is to be determined.

20th Anniversary

It was felt that a commemorative item or token of appreciation be decided upon, purchased and presented at a ceremony of some sort... i.e. bench for park, gift for founding members...

Discussion around using the year-end family picnic and turn it more into a reunion of some sort. Renae to contact MJ to get her feedback on our ideas and seek out suggestions? An invitation list will also need to be developed. To be tabled until feedback is obtained.

Other

Communication
To ensure not to scare off new members with too many requests for their involvement, it was suggested that on open house days one Executive member takes the role as "greeter" for each new member to register. If an Executive member could volunteer to be this person... that would be helpful! ;)

I thought of this after the meeting, but it may even be helpful to have name tags for the month of September... especially for Executive Committee members. It may help newcomers identify more easily people of whom they can ask questions. Renae could those be purchased? If not, I have mailing labels I can bring. We can perhaps discuss hosting a Q and A meeting in October?

Because everyone has a different preference of how they would like to be notified and contacted... it was discussed that creating a contact list with both email and phone numbers would be most helpful. (Petra is to be asked to create/maintain this once membership forms are collected.) We still need to determine the most effective way to communicate with in the membership.

Financial
Christina passed over financial records to Renae. Christina to contact the bank with a letter indicating changes to financial signing. Members who will soon have signing authority are: Renae, Jane and Dana.


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St. Margaret's Bay Toy Library: 12285 Peggy's Cove Road, Glen Haven, NS