CALL TO ORDER
The meeting was called to order by President Jane Callahan. Also attending were Dan Berndt, Chris Colby, Judy Kereakos, Brian Murphy, Sue Reinke, and Harry Swedlund.
Staff Present: Audrey Betcher, Library Director; Carrie Farrow, Director of Communications, and Kathy Olson, Administrative Assistant.
MINUTES
Motion by Chris Colby, seconded by Dan Berndt, to approve the March 28, 2007, meeting minutes as submitted. Motion carried.
LIBRARY BOARD AND DIRECTOR'S REPORT
Chris stated that at their last meeting the Library Board discussed the on-going saga of the SELCO relationship. The Board also approved the updated strategic plan for 2008 and is starting on the 2008 budget process.
Audrey stated that every year the library does an analysis on key benchmarks and that analysis has been provided for the Board's information. The metrics are moving in the right direction. As the population and circulation has increased, staffing levels per 1000 population have actually decreased. Door counts have not decreased even though more and more people are visiting the library electronically.
COMMITTEE REPORTS
Advocacy: Regional Library Basic System Support (RLBSS) received an increase in the State budget that starts July 1 and a huge increase for next year. The question is how that impacts RPL with the limited services we get from SELCO.
Audrey met with Denny Hansen, Ken Brown, Steve Kvenvold, Debbie Westerland, and Mayor Brede to discuss SELCO services received by RPL. They will be meeting with SELCO to see if they can find some common ground. The concern is the lack of SELCO services received given the disproportionate amount of funding SELCO receives based on RPL's service population. We are trying to establish that RPL has a right to receive some of the things SELCO provides to other libraries and not to RPL. Right now RPL receives less than 1% of SELCO funding.
Finance: The Library has requested $600 from the discretionary fund for purchase of the new Harry Potter book. The discretionary funds were set aside from Wit, Wisdom and Wine silent auction proceeds and are to be used for library needs that fall outside the normal budgeting process. There is currently a balance of $3,168.94. The Finance Committee recommends funding this request and the Board approved.
The Finance Committee also recommends buying a table at the National Philanthropy Day luncheon in November. Board approved.
The Committee discussed that at times there is a lot of money sitting in the checking account at US Bank and not receiving interest. These are not Endowment Funds, but are generally from the annual fund drive for materials and memorials. These funds are disbursed to the library in the first quarter of the year following receipt so some liquidity is needed. The Committee will look at options to maximize interest, but still retain liquidity.
Dan stated that the implication is that all money that comes to the Foundation is for endowment purposes. The Foundation name means endowment. Sue responded that we send out mailings for different purposes under the Foundation name; not all funds received are for endowment purposes.
Audrey added that a distinction was made in the early years of the Foundation that the Foundation was the fundraising arm of the library. We did not want three entities raising money for the library: Foundation, Friends and Library. In case of bequests to the library, the Library Board has consistently turned those funds over to the Foundation.
Chris stated that it is important that public funding not be diminished because of the Foundation's fund raising success.
Motion by Dan Berndt, seconded by Sue Reinke to approve the 1st Quarter Treasurer's Report. Motion carried.
Development: Jane Callahan, Chris Colby, Audrey Betcher, Carrie Farrow, and Kathy Olson met with Mayo staff to review Foundation activities. The presentation went very well and we have since received a letter from Karel Weigel thanking us for the update.
Mayo policy is not to fund endowments; the donation to the Foundation was an exception since they recognized the importance of the library to the community. The Foundation may request funding in the future for specific projects. Any request would need to be part of the library's overall strategic plan and budget.
Audrey stated that the action plans for 2008 are very aggressive and there will not be funding for everything, although everything in the plan is on mission.
Jane stated that the library has to be prepared that if a pilot project funded by Foundation proceeds works, it will need to be incorporated into the library operating budget.
Special Events: We have received paid registrations for 24 teams for the Amuzing Race fundraising event. In addition, there are 8 teams from sponsors. Our goal for this first year was 30. Details are being finalized; we could use more volunteers for different legs so if Foundation Board members are interested in volunteering, please contact Carrie. Mayor Brede has agreed to be at the finish line to greet teams as they finish.
Total proceeds are expected to be around $10,000.
The Post Bulletin has done two articles on the race; KIMT did TV ads. We want to hit hard with post race publicity to build excitement for next year.
PRESIDENT'S REPORT
If Board members have not turned in their signed Conflict of Interest forms, please do so.
The direct mail appeal for materials will be mailed in the next week or so.
The next meeting is scheduled for June 27, 2007, at 4:45 p.m. There will not be a meeting in July.
There being no further business, the meeting adjourned.
Respectfully submitted,
Kathy Shimek Olson
Secretary Pro Tem