CALL TO ORDER
The meeting was called to order by President Mark Neville, with the following Board members attending: Chris Colby, Calvin Guyer, Ed Hruska, Judy Kereakos, Elizabeth Ritman, Joanne Swenson, and Judith Taylor.
Staff Present: Audrey Betcher, Library Director; John Hunziker, Communications Coordinator; and Kathy Olson, Administrative Assistant.
APPROVAL OF MINUTES
Motion by Ed Hruska, seconded by Joanne Swenson, to approve the meeting minutes from December 3, 2008, as submitted. Motion carried.
TREASURER'S REPORT
Kathy Olson reviewed the 4th Quarter Treasurer's Report. Major sources of revenue during the quarter were from the fall mailing which resulted in over $35,000 for Materials, Endowment Fund, Book-A-Year endowments, and undesignated.
Major expenses included disbursements to the library for Rochester Reads, Tutor.com and reimbursement for Kathy's hours spent on Foundation matters. Expenditures were about $10,000 less than budgeted.
Motion by Chris Colby, seconded by Judy Kereakos, to accept the 4th Quarter Treasurer's Report. Motion carried.
LIBRARY BOARD AND DIRECTOR'S REPORT
Audrey noted that the Friends presented the library with a check for $45,000 in proceeds from the bookstore.
There were 14,603 volunteer hours in 2008, which equates to more than 7 FTE employees. Volunteers help the library in many different areas and offer incredible support. Because of the Friends and volunteers hours, $126,839 in donated materials went into the collection.
The Library Board has been proactive in reviewing possible cuts to the 2009 budget rather than waiting until late May when we should know the amount of LGA cuts. The materials budget has been cut 25%; if the State cuts are not as bad as anticipated we can purchase more materials at the end of the year. All open positions have been frozen. Staff training has been cut substantially.
Mark voiced appreciation to the Friends for their support and volunteer efforts on behalf of the library.
Ed asked how open positions are affecting the library. Audrey responded that there is one Librarian position open due to retirement and one maintenance employee who is on extended medical leave. We have been juggling duties to cover these positions, especially in maintenance. It is challenging, but the library needs to be part of whole solution for the City. Part-time positions are also not being filled.
Chris noted that approximately 80% of the budget is staff and benefits.
COMMITTEE REPORTS
Advocacy: The committee has not met but staff put together basic talking points about public libraries. The Library Board also talked about putting this info on the web site. The info will be in the next Foundation and Friends newsletters.
Finance: no report.
Development: Kathy reviewed the 2008 fund drive results. Over $70,000 was raised from the spring and fall mailings; this is about $3,000 less than 2007. There has been a shift from endowment funding to unrestricted giving.
Special Events: Net income from Wit, Wisdom & Wine was just under $22,000, which is about $200 less than last year. However, expenses were up almost $3,000. The committee discussed ways to cut expenses for next year, including online registrations.
The Board discussed dates for 2010. With the holidays, the time-frame was very tight this year and will be even tighter next year. Consensus was for Saturday, January 16, 2010.
The Amuzing Race is set for Saturday, June 13. John is trying to get sponsors, but it is tough going. Any help in getting sponsors would be appreciated. Leg sponsorship is $500 and event sponsorship is $2,500. We have tried to increase the value for sponsorship and sponsors will be acknowledged in the following ways:
RACE Exhibit: Audrey has been in conversations with Mayo to bring the Science Museum Race Exhibit to Rochester in 2010. Mayo is supporting this financially, but is looking for a space to host the exhibit. The Library Board is supportive of hosting the exhibit at the library as long as it doesn't create a financial or staff burden. The area being considered is the rotunda on 2nd floor. Hosting the exhibit should provide opportunities to do some programming. The Events Committee may want to discuss doing some type of fundraiser around the exhibit.
PRESIDENT'S REPORT
Mark stated that he is delighted to serve as President this year. The year will be challenging, but there are plenty of opportunities to pursue and look forward to.
The next meeting is scheduled for Wednesday, April 22, 2009, at 4:45 pm in Meeting Room B.
There being no further business, the meeting adjourned at 5:35 pm.
Respectfully submitted,
Kathy Shimek Olson
Secretary Pro Tem