FOSL Meeting Report
January 2025

Meetings > 2025 > Jan

Meeting Details

Date

Monday, January 6, 2025

Time

6:30 pm

Location

Sumas Library

Treats

butterscotch chocolate chip cookies

Attendance

FOSL Board of Directors

• Nancy Colyer - President
• Samantha Doering - Vice President
• Cayla Samms - Secretary
• Deanna Lambert - Treasurer

Additional Attendees

• Gina
• Lynn
• Robin
• Tera
• Sarah
• Brett
• Cheryl
• Paul Fullner - WCLS
• Ashlyn
• Lee

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II. SUMMARY

A. Action Items

•  Attend City Council meeting on Monday, January 13 to get approval for liquor at event (Samantha, Brett)
• Submit documents for liquor license – Samantha
• Submit documents for insurance – Samantha
• Find out who is going to be the alcohol pourer
• Distribute donation request letter for silent auction to Sumas businesses – Samantha
• Look for baskets at thrift stores for silent auction items – Lynn
• Start collecting auction items at library
• Newlywed game – Brett
• Create schedule of events with specific time so it can be modified at the next FOSL meeting as needed - ??
• Try to get a flyer in Spanish – Cayla
• Submit documentation to Costco for donation – Lynn
• Print 50 quarter sheets for event and donation request letter for auction items – Cayla
• Announcement on Facebook for event – live stream by Samantha
• Post in Sumas groups for silent auction donations by people who have business but not a brick and mortar store in Sumas – Cayla?, Samantha?
• Contact Lynden Tribune reporter to let him know of event – he will probably write up something.  Would be great to have this no later than in the Feb 5th edition. 

B. Upcoming Events

• Valentine & Wine, Saturday, February 15th

III. MEETING REPORT

A. Approve Prior Meeting Report

• No changes needed, record approved

B. Financial

• Current balance: $3047.66
• Outstanding deposits: None
• Outstanding disbursement: $60 for liquor license, $60 for wreaths to decorate library, $19.19 for Escape Room game, $35.88 to Cayla for Halloween items (apples)

C. Library News

Explorations are out for events from Jan – May.  Three of note for adults in Sumas:  crafting community (weekly on Mondays from 2 – 3pm), make a meander book workshop (February19) and kokedama plant workshop (March 5). 

D. Old Business

• Christmas Eve dinner – lower turnout than in past years (30 or so people, including the volunteers) but all those attended had a good time.  Left over soup was frozen in individual servings and left for seniors.  The response from Cecilia at the Senior Center was that they appreciated having the soups, and are enjoying them on Friday as no meal is provided on Friday, but they meet to exercise, play games and spend time with one another.
• Cozy winter week – homemade brownie cookies by Sarah E. were delicious (as are all her bakes!).  Gabe (library staff person) reported that patrons were hesitant to take goodies at first but once people understood what it was the treats went quickly.

E. New Business

• Valentine & Wine planning

  • Legal

    • Samantha needs 501 3c determination letter – found in old FOSL stuff after the meeting!  Yay!  Now FOSL is able to accept donations of beer, wine and food from businesses, not just private individuals.  Without the letter this would not have been possible.

      Kelly Insurance will provide the single-day insurance coverage for the event.  This coverage allows only beer and wine (no hard alcohol) and will cost about $200.

  • Digital

    • Event page is up and people can purchase tickets there.  Payment is through PayPal, which is what has been used previously at bake sale events.  Tickets must be purchased in advance – no plan to collect payment at the door.  Still need to have some additional information on the page, including who to contact regarding off-site childcare (which will be provided by Ruiz Family Martial Arts in Sumas, people will need to pay for their child(ren) to attend) . 

      Tentative check in process for night of event

      Set up in the lobby of the building.

      Check ID (for each person, even if not drinking) and check name off the list. 

      Hand stamp to verify that person has been IDed.  Sarah/Brett to provide stamp.

      Attendee will get 2 drink tickets (also good for non-alcoholic beverages).  FOSL still has a lot of red tickets used at other events that can be used for this as well.

      Will lock the front door of the lobby so people can not enter after a certain time as FOSL member may not be available to staff the lobby front door the entire night.  Can have a sign on the door to text a specific number and somebody will open the door.  Possible issues:  what if someone needs to step outside for some reason (phone call, smoke, etc.) and plans to come back in?  Also, if anybody has a library card they will be able to enter, and some library patrons may be entering to pick up items from the Library Express.

  • Food & Drinks

    • Sarah provided a sheet that estimates quantities of food need (for various items) given a certain number of people.  By her calculation, the meat and cheese would cost about $645 for the evening.  This does not include other items (crackers, chocolates, etc), decorations, serving platters, plates, utensils and cups.

      For Costco, request needs to be submitted 6 weeks prior to event, this is very soon!  There is a form on the Costco website to fill out and give to the local Costco.  Lynn will do this on Jan 7., and if there are any issues Samantha will submit on Jan 8th.  Update:  form has been submitted and FOSL is waiting to hear back from Costco.

      Wine and beer:  Currently have 1 case of white wine donated by Gina.  May have a case of red as well.  Sparkling cider also should be purchased, hopefully at Costco while still “in season” for the Christmas holiday.  No beer purchased at this time.  Hoping to have beer purchased in growlers.  Pour size still under discussion, but likely 5 oz. for wine.  No consensus on beer pour size yet.

      Beverage server:  Gina will contact a friend to see if s/he is willing to donate their time to be the server.  If that doesn’t work out, Ashlyn is willing to get her server license (cost covered by FOSL) to be the server.  Serving of alcohol will be cut off at 8:30pm.

  • Silent Auction

    • Samantha will drop off donation request letters to local businesses in Sumas this week.  Cayla will update the current donation request specifically for silent auction donations and give to Samantha no later than Wed. 1/8.  Donations due by Wed. Feb 5th in order to give Lynn time to view what has come in and purchase any additional items as needed. 

      Current donations:  Cheryl will donate a lavender basket and/or wreath.  Nancy has a contact who says she will donate Scentsy items.

      Lynn will begin to put together the baskets of auction items on Friday, Feb 14th after the seniors are done with the community/senior center  (usually around noon).  Items for the silent auction cannot be set up in the library until after the library closes at 5pm on Saturday, Feb. 15th.

G. Next Meeting

• Meeting concluded at 7:30pm
• Next meeting on Monday, February 3rd, 2025 at 6:30pm at the Sumas Library. Agenda will be finalizing details for Valentine & Wine