CALL TO ORDER
The meeting was called to order by President Bill Wiktor with the following members present: Randy Demmer, Jen Koski, Tracy McCray, Mark Neville, Sylvie Nickel, Ann Sand, JoAnn Sheldon, and Joanne Swenson.
Staff Present: John Hunziker, Communications Manager; Kathy Olson, Operations Manager.
Bill noted that there are several issues on today's agenda that require a vote, but since there is not a quorum present, we will try to have an electronic vote prior to the next meeting.
The documents on the Foundation's Google site can either be viewed or downloaded. It is sometimes difficult to print from view, but the documents can be downloaded to your computer and then printed.
MINUTES
There were no changes to the minutes. This item will be voted on electronically.
LIBRARY BOARD AND DIRECTOR'S REPORT
John Hunziker reported that the sales tax legislation is still moving forward. The full $160 million is included in the Senate version of the bill. The House bill is at $101 million; all community projects such as the library, senior center, etc. were taken out. Both bills include a provision that the local referendum vote occur in November 2012, rather than 2011, which would be our choice.
Work for a new bookmobile is progressing. Specs have been written; approval for the Request for Proposal (RFP) will go to the City Council in April. It takes approximately nine months to build a vehicle so best case scenario we may have a new bookmobile by this time next year.
The library is getting new radios through a grant that will tie all portions of the City organization on the same channel. If there are security or emergency issues, all departments/buildings will have the ability to talk to each other.
The lobby changes are moving ahead. We have money for five new self-check machines. One is currently here on a trial basis. The new machines will have the ability to pay fines online, e-mail a receipt rather than print one, and have the capability of having different languages.
Two division heads will be retiring in June: Jean Jahn, Computer Center Manager, and Beth Warfield, Head of Children's Division. We are in the process of interviews this week and next.
The RACE Exhibit received an award from the National Black Caucus of Local Elected Officials (NBC LEC). The award will eventually be displayed in the Reference area.
COMMITTEE REPORTS
Advocacy: The committee has come up with a concept for window/car clings. We are looking at buying 10,000-15,000 for children's, volunteers, Board members, and marketing/ advocacy purposes.
The committee also talked about a marketing campaign with the READ poster. Jen Koski, Mayor Brede, Dennis and Lynn Wong, and Tracy McCray have already agreed to do a poster. The posters will be displayed in the library and around town and will be a way to keep the library in people's minds.
The Board was enthusiastic about both ideas. They would like to see the library web site larger to make it easier to read. The consensus was design #1.
The cost for the clings will be paid from the Library Director's Fund.
Finance: David Koch from Windsor Financial will attend the May Board meeting to give an update on the Endowment Fund.
Kathy reviewed a graph that shows the fund balance and principle for the Endowment Account from inception through 2010. As of December 2010, the fund is back in the black by a small amount.
Development: The committee has been meeting and making progress. Corey and Mark will be meeting with the Diversity Council regarding the Library Orientation DVD. The Diversity Council may be willing to take on this project, which is based on the Somali video done several years ago. The goal is to have a fairly generic video that can be dubbed into different languages.
Alan is putting together lists of supporters to target for further support of the Foundation. Mark is working on a mock-up of a giving brochure.
Kathy reviewed the results of 2010 fund drive. There was a large donation of approximately $95,000 for the Endowment Fund. Other donations were slightly higher than 2009. As in past years, we received donations from people that haven't given for some time which stresses the need for continued contact.
Events: The committee met and has set up a meeting schedule for the rest of the year. Helen McIver came forward with a proposal for an event on April 13 in conjunction with Andy's Liquor. The committee had concerns about unknowns and timing, but were willing to approve the event if we could clear $20 per ticket. As a result, the event fell through but Helen is now doing it as a private event.
The consensus of the Board was that new events do need to come to the Board for approval.
Sylvie stated that several members of the Friends Board were concerned that the library not become too closely associated with liquor events.
Greg Sauve, one of our reference librarians, has close ties with the International Committee. Kathy has asked him for input on which cultural community might like to help plan an event around their culture.
Public Relations: Tony, Randy, and Tracy met. They started off talking about what problem needs to be solved and concluded that the main problem is that Ginny does not have enough hours in the day to come up with items for Facebook, Twitter, etc. We need to get info to Ginny so she is getting items fed to her instead of having to go look for things to post. There doesn't need to be another committee to do that; rather we just need to make sure that committees are getting info to Ginny.
With social media, there is a constant need for items to post to keep us in the public eye. The entire Board needs to be aware and send any interesting info to Bill and Kathy to forward to Ginny.
Occasionally Board members may be tapped for proofing/editing letters/newsletters, etc.
Executive: Kathy was not completely comfortable that she was doing financial reporting correctly. As a result, the committee recommended getting quotes from several accountants for approximately 10 hours of consulting help. Quotes were received from Tom Cummings and Bruce Swanson. The Board will be asked to approve an expenditure of up to $1,000 for financial consultation. (approved via e-mail)
Kathy is in need of a new laptop; $2,500 was included for replacement costs in the 2011 budget. Computer Center staff have obtained a quote of $1,750 on a Dell laptop similar to what library is currently using. There will be some additional costs for software, such as QuickBooks. The total amount should be below the amount budgeted.
Staff has looked at several options for Project Management software and are recommending Google Smartsheet. A 30-day free trial is currently underway and Kathy has been inputting the timeline for Wit, Wisdom and Wine. The cost is $30 per month for one administrator and unlimited users.
This item was not included in the 2011 budget so will need Board approval. (approved via e-mail)
PRESIDENT'S REPORT
Randy has looked into the liquor permit problems and will have more information at a later date.
The being no further business, the meeting adjourned at 6:00 pm.
Respectfully submitted,
Ann Sand
Secretary
The next regular meeting of the Foundation Board will be Monday, May 23, 2011, at 4:45 pm in Meeting Room B.