CALL TO ORDER
The meeting was called to order by President Lois Marris, with the following members attending: Tony Benson, Al Dollerschell, Phil Henoch, Tracy McCray, Mark Neville, Ann Sand, Alan Sessler, Jo Sheldon, Harry Swedlund, Joanne Swenson, Judith Taylor, and Debbie Westerland.
Staff Present: John Hunziker, Communications Manager; Kathy Olson, Operations Manager.
MINUTES
Motion by Joanne Swenson, seconded by Phil Henoch, to approve the meeting minutes from March 24, 2010, as submitted. Motion approved.
TREASURER'S REPORT
Kathy Olson reviewed the 1st Quarter Treasurer's Report. The majority of revenue came from Wit, Wisdom & Wine, and a $5,000 donation for another Lock-A-Shelf for DVDs.
Motion by Phil Henoch, seconded by Alan Sessler, to approve the 1st Quarter Treasurer's Report as submitted. Motion approved.
LIBRARY BOARD AND DIRECTOR'S REPORT
Audrey Betcher reported that the Library Board approved a revised strategic plan. The 2011 action plans will be used in formulating the 2011 budget.
The Rochesterfest Committee has been working on tightening security during RochesterFest. To this end, they would like to put up temporary fencing, attaching it to the library building. They will be liable for any damages to the building.
The RACE exhibit is going well. In the first week, approximately 5,600 people toured the exhibit, including 2,600 students, teachers and chaperones.
Since the first of the year, the library has been using Revenue Recapture, a State program that allows the library to get part/all of a patron's income tax or rental refund for debts owed. Patrons are contacted multiple times before they are sent to Revenue Recapture. As of the end of April, about $11,000 has been collected.
COMMITTEE REPORTS
Advocacy: Debbie Westerland has volunteered to chair the committee. Debbie reviewed a proposed mission and objectives. If Board members would like to be on the committee, contact Lois or Kathy.
Finance: has not met.
Development: The committee has met and discussed creating a plan for bequests, memorials and tribute gifts. The committee will be looking at the current inventory of printed materials, document direct mail results, posters, Leave a Legacy materials, etc. Memorials and tributes are distinct and different from bequests. We need to communicate opportunities.
The committee discussed donor recognition ideas including a donor tree, plaques on bookshelves, or books painted on an entry wall with names on the books. The idea is to run into ideas of philanthropy throughout the library. Market philanthropy without beating over the head and recognize donors.
The committee discussed the idea of a children's challenge where we find a donor(s) who will make donation if get x number of kids to read x number of books. It would be a way to get young readers involved.
Eventually the conversations and ideas will be coalesced into a plan.
The Board discussed whether there was some way to use the RACE Exhibit to collect e-mail or names of people who would be interested in supporting the library. Audrey stated that the focus has been how to capture people coming in for the exhibit to become users. Something could be done, just not in the exhibit space.
So far, there hasn't been an upswing in registrations, but a large number of school groups have been going through the exhibit. It is anticipated that community participation will pick up after the school groups are done.
It was suggested that the Fall direct mail appeal talk about the success of the RACE exhibit and collaboration of the community.
It was also suggested that something be added on the library card registration form for people to indicate if they would like information about the Foundation and Friends. Also encourage patrons to follow the library on Facebook and Twitter.
The committee will continue to discuss what we want to promote and figure out appropriate materials and channels for promotion.
Special Events: still needs a chair or co-chair.
Executive Committee: met and reviewed the By-Laws. Article III, Item C, addresses notice of meetings. The committee recommends that be amended to add e-mail notification.
Motion by Judith Taylor, seconded by Mark Neville, to amend Article III, Item C, of the By-Laws to allow e-mail notification of meetings. Motion approved.
Board members should notify Kathy of their preference for print or e-mail notification.
Currently Frank Iossi, Cynthia Daube, and Chuck Hazama are ex officio members of the Board. The committee recommends that this be changed to honorary status to more accurately reflect their status. The Board was in agreement with this recommendation.
Article V, Item B, of the By-Laws addresses the Executive Committee. Traditionally, the Executive Committee has been the President, Vice-President, Secretary, Treasurer, and Past-President, although this is not spelled out in the By-Laws.
Motion by Judith Taylor, seconded by Mark Neville, to amend Article V, Item B of the By-Laws to add that the Executive Committee be comprised of the President, Vice-President, Secretary, Treasurer, and immediate Past-President. Motion approved.
The committee discussed defining Board member job descriptions. The committee will also work on an official job description for the Operations Manager position and an evaluation process.
PRESIDENTS REPORT
Lois noted that Bill Wiktor's father-in-law is ill and Jane Callahan's father passed away.
The next meeting is Wednesday, August 25, 2010, at 4:45 p.m.
If Board members haven't put their photo and bio on Google Groups, please do so by June 1. Contact Bill Wiktor or Kathy Olson if you need help.
Also, if you haven't joined the Foundation's Google Group, please do so. Contact Kathy if you need help.
There being no further business, the meeting adjourned at 5:55 pm.
Respectfully submitted,
Kathy Shimek Olson
Secretary Pro Tem