CALL TO ORDER
The meeting was called to order by Treasurer Phil Henoch. Also attending were Chris Colby, Don De Keyrel, Ann Farnell, Ed Haskell, Scott Heck, Phil Karsell, Jean Michaels, Dave Nelson, Barbara Porter, Sue Reinke, Joyce Wenz, Trevor Westrom.
Others Present: Tom Dyer, Communications Director; Kathy Olson, Administrative Assistant.
MINUTES
Ed Haskell moved, Trevor Westrom second to approve the meeting minutes from November 13, 2002. Motion approved.
LIBRARY BOARD AND DIRECTOR'S REPORT
Ed reported that in a special meeting, the Library Board approved an in-house integrated library automation system and subsequent withdrawal from the SELCO automation system. This does not mean the library is withdrawing from SELCO, just their automation system. The capital expenditure will be about $400,000, but on-going operating expenses are expected to be less than currently paid to SELCO. We anticipate a net reduction in costs of approximately $25,000 per year if a staff person is approved ($75,000 if a staff person is not approved) once past the initial start-up costs.
The library is involved in the community-wide Rochester Reads program. A community-wide vote was taken and the book Nickel and Dimed was selected. There will be various book discussion groups and other programs based on this book. The coalition that is doing the program needs to raise money and is asking permission to use the Library Foundation as the fiscal agent because of it's nonprofit status. There will be no debt incurred on the part of the Foundation; it would only serve as a pass through for the fundraising and expenses.
Rochester Reads is expected to be an annual event although the event itself is for a finite period of time (April 2003).
Barbara Porter moved, Ed Haskell second to approve acting as the fiscal agent for Rochester Reads. Motion approved.
COMMITTEE REPORTS
Advocacy Committee has not met.
Finance Committee
Kathy reviewed the Gift Acceptance Policy, Investment Policy Statement and Asset Allocation, and Disbursement Procedures drafted by the Finance Committee.
Ed Haskell moved, Jean Michaels second to approve the Gift Acceptance Policy.
Tom reviewed minor wording changes suggested by Todd Baily; these do not change the intent of the policy. Todd also recommends removing the Naming Collections and Recognition of Donors to a separate policy.
Ed Haskell moved, Don De Keyrel second to accept the wording changes as recommended.
The Board discussed concerns about allocating undirected gifts: should undirected donations go to the endowment or a percentage go directly to the library for its needs.
The following sentence was suggested to be added to #10: "Upon receipt of an unrestricted gift, action will be taken at the next Board meeting as to how to allocate the gift."
Ann Farnell moved , Chris Colby second to approve the Gift Acceptance Policy as amended. Motion approved.
Sue Reinke moved, Joyce Wenz second to approve the Investment Policy Statement and Asset Allocation. Motion approved.
Phil stated that the policy is flexible and will be continually reviewed by the Finance Committee.
Development Committee has not met.
Wit Wisdom & Wine 2003
Most of the speakers have been confirmed: Duane Benson, Jim Russell, David Koch, Dr. Alan Thornhill, Father Nick Mezacapa; Dr. Ed Creagan, George Waters, Terry Lee, Greg Sellnow, Dr. Charles Abboud, and a program on Spanish wines. Frank is working to get Dr. Robert Jacobsen.
We have received underwriting commitments of $2500 from Royal Management, $1500 from Wells Fargo Bank, and $500 from Merchants Bank.
The silent auction will have a more diverse selection of gifts: personal spa package, MN Wild tickets, Marshall Fields and Barnes & Noble gift baskets, RPU infrared scans; and gift baskets of autographed books and bottles of wine. The Friends of the Library will have several collectible books proceeds of which will go to the Friends.
Cynthia Daube is coordinating the food and Tom Haddad from Andy's is coordinating the wine.
PRESIDENT'S REPORT
Don De Keyrel moved, Trevor Westrom second to approve $100 for 2003 membership to Leave a Legacy. Motion approved.
Board members are urged to look at the list of committees and think about which committee(s) they are interested in serving on in 2003. The Advocacy Committee especially is looking for at least one additional member.
The Board will vote on officers for 2003 at the next meeting.
There being no further business, the meeting adjourned.
Respectfully submitted,
Jean Michaels
Secretary