FRIENDS OF THE DELTA TOWNSHIP DISTRICT LIBRARY Clerks Meeting April 23, 2014 Welcome Diana Yager Diana, Bookstore Director, welcomed everyone, and provided a brief review of the agenda for today s meeting: Cherry Hamrick Library Director Diana Yager Bookstore Director Jane Thomas Board President, Bookstore Assistant Director There were approximately 42 people in attendance at this meeting. Cherry Hamrick - Library Director: Cherry began her presentation by expressing her appreciation to all of the Volunteers for all their dedication to the Library that has made the Bookstore so successful and helped her achieve a goal that she had set before the Library was built. That goal was to have the Bookstore open almost the same hours as the Library, and thanks to all of the dedicated volunteers that goal was accomplished in 2012. Cherry also expressed her appreciation to the Friends Board for their forward thinking and to all of the Friends continued financial support for Library programs, subscriptions, books and events. Cherry distributed a flyer showing everything that the Friends $43,500 budget funds. (I changed this a bit so it doesn t end in a preposition but it s still awkward) Cherry announced that she has nominated Jane Thomas for the Rotary Red Rose Award for her continued contributions to the Library and this community. Diana Yager Bookstore Director: Diana provided a brief review of different areas of Bookstore Clerks responsibilities: Daily Tally Sheet: Most of the money collected is reported at the top portion of the form The following exceptions are reported at the bottom of the form and not included in daily tally: Membership (confirm that form is legible, file form paper-clipped with money and place in Yellow Treasurer s Folder located on top of Desk in Sorting Room). Water (file money in white envelope located in second drawer in file cabinet in the Sorting Room). Cash Drawer: Use counterfeit pen to confirm $20 dollar bill is good Only keep one $20 in cash drawer Keep no more than $65.00 in cash drawer Clerks Meeting April 23, 2014 Page 1
Replenish Candy At least once during each shift, check candy in basket to be sure there is at least two of every bar in inventory. (Inventory is stored in top drawer in file cabinet in Sorting Room.) Cost of Books Diana reviewed difference between paperback and larger paperback books, and when to use own judgment when to reduce price. Safety In case of Fire Fire Exit at the end of the long hallway; just outside the back door by the Romance storage cabinet. Fire Exit at the top of the stairs, take the door to the left, before entering the Lobby area. Never take the elevator; Gathering Place is the Flag Pole. This location is far enough from the building to be safe; Notify a fireman of who you are, where you came from, and if there is still anyone downstairs in the Bookstore; or whatever information you can provide. Do not worry about the money, just leave it and get to safety as quickly as possible. Tornado Shelter in the basement around under the stairwell leading to the first floor. Active Shooter if loud bangs are heard, assume its gun shots; vacate the building via the Fire Exit, and then Call 911. If it s not gun shots, better safe than sorry. Sorters Are assigned individuals who come in once a week (Monday thru Saturday) on an assigned day to sort thru the books (items) that have been donated. Currently there is an opening for a Sorter on Saturday and anyone interested in this responsibility should contact Diana. Shelvers Individuals who have been assigned book categories to shelf. The majority of the categories can be shelved twice a month. There is a sign-up sheet for back-up shelvers. In March a new process was implemented for both Sorters and Shelvers. Clerks Meeting April 23, 2014 Page 2
New Practice Put into Effect for Sorters and Shelvers Previously, the majority of the older books were recycled. Now when books are received the Sorters only recycle books that are very poor condition (musty, smelly, wet, mildew damaged). The Sorter, write lightly in pencil, on the first inside white/light colored page of each book, the current month and year that the book is received. (4/14) The book is then placed in the appropriate category shelf for the Shelver to determine if the book will be added to the Bookstore inventory. Clerks may add the month and year to the books donated to the Bookstore; be sure and relocate the dated books in a box with a note indicating what work you have accomplished so the sorters will know that you have helped. Clerks are encouraged to straighten and dust books and shelves whenever time permits. Gift Certificates to new Library Patron Card Holders Starting today, all new Library card holders will be receiving a $1.50 gift certificate to the Bookstore. The purpose of this is to make more people aware of the Bookstore by offering them a free book or other $1.50 gift from the Bookstore. These coupons are surrendered at the time of redemption and free sales are not documented on the daily tally sheets. Just put the certificate in the cash drawer. Sales to Dealers It is important to note when book dealers purchase books from the Bookstore. The Bookstore has to pay sales tax on ALL Bookstore sales, except sales to book dealers who are responsible to pay sales tax on the books as they sell them. If a customer purchases a large quantity of books, ask if they are a dealer. If they are, check to see if their name is on the list of dealers that is in the lower right hand drawer in the desk in the Bookstore. If they are not on the list, ask them for: Name Business name Tax ID number Address and Phone Number When you enter the dollar amount on the Finance Sheet, put Dealer in parentheses, next to the dollar amount. Counterfeit Pens - Money It is important to check all paper money with a dollar value of ten dollars and above with the counterfeit pen that is fastened on the right-hand side of the desk in the Bookstore, just above the cash drawer. Using the pen, make a mark across the bill. If the mark is light, the bill is good. If the color changes to a dark color, the bill is counterfeit. If the mark is dark, apologize, tell the customer that you cannot accept the bill, and politely return the bill to the customer. When deposited, the counterfeit Clerks Meeting April 23, 2014 Page 3
bills will be confiscated by the bank, (by law) and the bank will not reimburse the Bookstore for the confiscated money. Scheduling Diana requested that whenever anyone is not able to work their assigned shift that first notify their shift partner; and then attempt to find someone to work their shift. When you know in advance that you will not be able to work your shift, use the substitute list, and find someone to fill in or is willing to switch shifts. Send Carole Reynaert an email notifying her of the shift change. Equipment Never dispose of any Bookstore equipment. All equipment is listed on the Asset Inventory that is reviewed annually. The Bookstore is accountable for every piece of equipment. Signs The Bookstore has two signs for the Bookstore. 1. Event Sign - used in the lobby to advertise upcoming or ongoing events. If there are no upcoming events this sign is placed just inside the door way leading down stairs to the Bookstore. 2. Bookstore Downstairs - used in the Lobby when there are no upcoming events in the Event Sign. If there are upcoming events this sign is placed just inside the door way leading downstairs to the Bookstore. EBay and PayPal Diana introduced Deb Small, the Bookstore s EBay Specialist. The first book from the Bookstore was posted on EBay at the end of February and the first sale at the very beginning of March; and that month made approximately $1,100 for the Bookstore. As of this meeting, sales are approximately $1,200 for April. An EBay barometer is in the Bookstore so all of the volunteers can track the success of this new endeavor. There will updated reports on books that have sold on EBay in the Sorting Room. Types of books currently looking for: Complete series First editions Autographed Coffee table books Older books in good condition Other unique books If a volunteer finds a book that believe is a good candidate for EBay, do not add the date to the inside of the book. Add this book to the EBay box that is located in the Clerks Meeting April 23, 2014 Page 4
Sorting Room that Deb goes through several times a week. The Library has given the Friends a computer that is used to check each book online. Ongoing donations needed are packing materials: Bubble wrap, Styrofoam peanuts Wide, clear tape. Be sure and notify Diana or Deb whenever you are working and a large donation is dropped off at the Bookstore. Diana s phone number: 285-0698 Deb s phone number: 899-5509 If there is already a date on a book that you believe that may be a good choice for EBay, check to see if there a small case e under the date. If there is, Deb has already determined that this book is not eligible for EBay. In the future, we hope to have the local newspaper publish an article on our EBay sales to help promote the fundraising efforts for the Library. When asked, the Bookstore will offer to provide individuals with a completed tax donation form in the amount that their donated item sold for. An EBay folder will be added to the folders in the Sorting Room that will be used to put the names and contact information of individuals who would like to be contacted when/if an item that is currently listed on EBay is returned to the Bookstore. This folder can also be used to ask questions regarding EBay. We will also be posting a notice in the bookstore that some donated items may be sold on EBay to support the library. Not chaperoned Young People in the Bookstore Several bookstore clerks have reported possible problems with two boys, approximately 12 years of age. They are in the bookstore almost every day after school. Keep an eye on the candy bars and cash while they are there. Boys will be boys! Report any problems to the circulation desk. Wi-Fi connection in the Bookstore There is not a Wi-Fi connection in the Bookstore for public use. There is only one for Deb s use for EBay through the library s telephone system. Jane Thomas Board President, Bookstore Assistant Director: Upcoming Fundraisers: Clerks Meeting April 23, 2014 Page 5
Pots for Plants Our most urgent need is help for planting flowers in the pots decorated by community members for the upcoming Flower Sale. A work session is planned at Ellen Dionise s home on Tuesday, May 6 from 1pm to 3 pm. Flower Sale scheduled: Thursday, May 8 4 pm to 7 pm Friday, May 9 11 am to 7 pm Saturday, May 10 11 am to 2 pm Accessory Sale This event is scheduled to take place on Friday, October 17 & Saturday, October 18. Help will be needed setting up, pricing items, and working at the Accessory Sale. Signup sheets available on a table at the entrance to the Elmwood Room for those interested in helping out. Treasurer Position The position of Treasurer on the Friends Board of Directors is still open. The meeting was adjourned at 2:00 pm. All attending were encouraged to stay for refreshments and socializing. Respectfully Submitted, Terri Westmoreland Recording Secretary Clerks Meeting April 23, 2014 Page 6