CALL TO ORDER
The meeting was called to order by President Chris Colby. Also attending were Don De Keyrel, Ed Haskell, John Hunziker, Frank Iossi, Dave Nelson, Sue Reinke, Joanne Swenson, and Joyce Wenz
Others Present: Audrey Betcher, Library Director; Tom Dyer, Communications Director; Kathy Olson, Administrative Assistant
APPROVAL OF MINUTES
Don De Keyrel moved, Dave Nelson seconded, to approve the meeting minutes from March 24, 2004. Motion approved.
TREASURER'S REPORT
Kathy Olson reviewed the 1st Quarter Treasurer's Report. The majority of income was from Wit, Wisdom & Wine. There were also several additional donations to Rochester Reads, which will be turned over to the library. 2003 proceeds from the Endowment Account are listed as income and expenses as they were deposited in the checking account and turned over to the library.
Proceeds of slightly over $23,000 from the 2003 annual fund drive were given to the library along with donations for Harry Potter books and from the Sertoma Club.
The Endowment Account shows a decrease due to the $13,000 in proceeds which were withdrawn from the account.
Chris asked about the status of the Mayo Clinic matching funds. Kathy will add something to the report showing the quarterly status.
John Hunziker moved, Sue Reinke seconded, to approve the 1st Quarter Treasurer's Report as submitted. Motion approved
LIBRARY BOARD AND DIRECTOR'S REPORT
The Library Board has reviewed the Action Plans for 2005. Staff will use these Action Plans when developing the 2005 budget.
The library will be applying for a federal grant to serve the needs of people where English is not a first language.
COMMITTEE REPORTS
Special Events: At one time there had been discussion about doing a mid-year fundraising event. Tom Dyer reported that nothing has been planned for 2004, but we will continue to explore the possibility.
PRESIDENT'S REPORT
Chris reported that on April 20th he and Tom attended the Community Leaders Breakfast at Mayo Clinic. They were presented with a proclamation. The 2003 matching funds of $50,000 should arrive soon.
CONTINUED TRAINING/PROCEDURES
Kathy reviewed the additional training materials which were sent to the Board. Before the solicitor goes on a call, they will receive a check list and a Folder Profile from the database on the business/individual to be contacted. If the solicitor has additional information to that can be added to the donor profile, they should give the information to Kathy and she will make sure it gets added to the database. Also after the solicitation has been made, all items on the check list should be completed and returned to Kathy.
A list of initial solicitations was distributed based on the spreadsheet which had been discussed at previous meetings. The list includes a combination of businesses and individuals and indicates the Board member responsible for making the initial contact. Only about half the Board members are on the first round of potential solicitations. All Board members are encouraged to go on at least two solicitation visits, even if they are not comfortable making the ask. If there is someone on the list they would be comfortable going along on the solicitation, contact the Board member making the initial contact.
The Board member making the initial contact can either ask another Board member to go along on the solicitation, or Audrey and Tom are also available.
The Board reviewed the list of potential largest donors and identified those that might be capable of a $10,000 gift.
It was suggested that we start a list of other potential businesses to contact. Even if they can't give this year, maybe we can get in their budgets for next year. If Board members have ideas of businesses to contact, let Tom or Kathy know.
Tom has talked with Dan Berndt about wills and planned giving. Gifts through a will should be handled through the donor's attorney. If donors have questions about planned giving, Dan can advise us.
A list of people in the database who have not made a contribution had been sent to Board members for their input. It was suggested that another giving level of "6" be added for the potential for gifts of less than $250. Board members are asked to keep this in mind if they have not already returned their list with input.
Donor Recognition: Staff has been reviewing different options for donor recognition including an "out of the box" donor recognition or something designed by a local artist. Chris Colby and John Hunziker volunteered to assist staff in reviewing options.
NEXT MEETING DATE
The next meeting is scheduled for Wednesday, May 26, 2004, at 4:45 p.m. in Meeting Room B at the library. The Board will review how the solicitations are going and discuss the next step(s).
Sue Reinke reported that she has left employment at Wells Fargo and will be starting at First Federal on Monday.
There being no further business, the meeting adjourned.
Respectfully submitted,
Kathy Shimek Olson
Secretary Pro Tem