CALL TO ORDER
The meeting was called to order by President Frank Iossi. Also attending were Chris Colby, Cynthia Daube, Ann Farnell, Phil Henoch, John Hunziker, Jean Michaels, Dave Nelson, Phil Karsell, Joanne Swenson
Others Present: Audrey Betcher, Library Director; Tom Dyer, Communications Manager, and Kathy Olson, Administrative Assistant.
Frank introduced Phil Karsell, new Board member.
MINUTES
Phil Henoch moved, Ed Haskell second to approve the meeting minutes from September 26, 2001.
It was requested that the minutes be amended to reflect that those Board members in attendance indicated which Special Events subcommittees they would serve on.
Minutes approved as amended.
TREASURER's REPORT
Ed Haskell moved, Chris Colby second to accept the third quarter Treasurer's Report as submitted. Motion approved.
DIRECTOR'S REPORT
Library staff are spending time on creating our own presence for book bags and library cards rather than using SELCO items. The Friends have donated the purchase of library bags which contain the RPL logo and web site. Staff are working on a new library card design which will also include the RPL logo and web site. We have also simplified our web address to www.rochesterpubliclibrary.org
COMMITTEE REPORTS
Development Committee
Todd Baily, a development professional from Mayo has volunteered to work with the development committee. He is going to help us put together a plan to develop a fundraising campaign. It may take up to a year to reach the point where we are ready to move forward with a campaign. The objective is to get far enough in the process that Frank can make some comments about the Foundation and it's efforts at the January event. [Note: the event is now scheduled for February 9.]
The committee's next meeting is October 29.
Advocacy Committee
The committee has identified areas to look into; what we are advocating for. The plan is to be assembling information so that we will have information readily available when it is needed. Tom will be contacting other organizations to see what type of brochures, etc. they have available.
The committee is also looking at creating a database for advocacy. Do we have separate databases for advocacy and development, or are they combined in the same database? Assumption was that it would be the same database.
Special Events
The Board further discussed the date for the event and what events we would be competing against. There is a need to set a date and stick with it, but there is also the need to not compete against other events that have the same target audience. It was tentatively agreed to change the date to February 16. [Note: the event is now scheduled for February 9.]
The Ticket subcommittee met and discussed when invitations should be sent out. If we send a mailing to a target audience, we don't want to compete with Christmas, so mailings should probably go out after the first of the year. We will need to have speakers lined up by mid-December to allow time for printing brochures and tickets for January mailing and publicity.
The committee will work with Tom on design for the tickets and publicity items, and whether these can be printed in-house or will need to go to a printer.
The Board discussed distribution of tickets. It was suggested that every Board member be responsible for coming up with at least 10 names to mail to an invitation to. The distribution will include Library Board, Foundation Board, and Friends Board members as well as past donors. John will share the mailing list from the history center event.
The Board discussed potential costs and felt that $4,000-$5,000 would be needed to underwrite the costs of the event. The Underwriting subcommittee will work with that figure in soliciting donations to underwrite the event.
A temporary liquor license will cost $50. There was some concern about dram shop insurance, but if we use a business such as the Radisson to serve, their dram shop insurance should cover the event.
The November board meeting will be devoted to discussing further details about the event. All subcommittees should have met and come prepared to discuss their progress.
One person from each committee will meet Monday, November 26, at 4:30 pm to discuss details before the November 28 Board meeting.
Wit, Wisdom and Wine was discussed as the title for the event.
PRESIDENT'S REPORT
Ed Haskell moved, Phil Henoch second to approve membership in Leave a Legacy for 2002. Motion approved.
The next meeting is scheduled for November 28, 2002, at 4:45.
There being no further business, the meeting adjourned.
Respectfully submitted,