CALL TO ORDER
The meeting was called to order by President Chris Colby. Also attending were Mohammad Babur, Cynthia Daube, Don De Keyrel, Phil Henoch, John Hunziker, Frank Iossi, Jean Michaels, Barbara Porter, Sue Reinke, Joanne Swenson, and Joyce Wenz.
Others Present: Tom Dyer, Communications Director; Kathy Olson, Administrative Assistant
APPROVAL OF MINUTES
Motion by Frank Iossi, seconded by Don De Keyrel, to approve the meeting minutes from April 21, 2004. Motion approved.
LIBRARY BOARD AND DIRECTOR'S REPORT
Tom Dyer reported that at their meeting on May 19, the Library Board modified the Code of Conduct to address cell phone etiquette. In an effort to get patrons to be more considerate, there will be areas of the library where cell phone use will be banned.
The Board also approved banning people from the library for more than 30 days for serious behavior issues. There have been several instances of patrons threatening staff or repeat serious behavior problems. Such individuals will be banned from the library from one to 30 days, or permanently if staff deems appropriate. There is an appeal process and the policy has been reviewed by the City Attorney's office.
The Library will be closed on Saturday, July 3, since we anticipate very slow business on that date; there will be a slight savings in salary costs.
With the help of Dave Nelson, Tonya Holt, and Dick Hall, who jointly worked on the application, we have received an IBM equipment grant of eight computers and modems. The retail value of this equipment is approximately $7,800; it will be used to replace higher use terminals at the Internet stations.
COMMITTEE REPORTS
Advocacy: Nothing to report.
Finance: Phil Henoch reported that the committee met for an hour prior to this meeting.
Kathy Olson reviewed the recommendations from the committee
Barbara Porter stated that the Committee also reviewed anticipated budgets for 2004 and 2005. Prior to this the Foundation has never developed a budget because the library absorbed a great deal of the expenses. Since the library has been experiencing very tight budgets, they cannot continue to absorb expenses. In 2003, the Foundation Board authorized reimbursing the library for Kathy Olson's hours. That did not happen in 2003, but will happen in 2004. In addition there will be expenses for the professional services of Hartsook Companies, the anticipated donor recognition wall, printing and mailing of a quarterly newsletter, tax preparation, and miscellaneous supplies and other expenses.
As the Foundation continues to grow, we need to develop a method for covering operating expenses. In the future the committee will be presenting a recommendation on a long-term strategy to fund operating expenses.
Phil stated that the return on the endowment fund is encouraging. The bottom line is that the Foundation needs to support itself and not ask the library for support.
Chris agreed that it is fiscally important that the Foundation be separate from the library.
Frank stated that the Board has had discussions similar to this many times over the years. As long as the library could, they covered Kathy's salary for Foundation time, but it is important that the Foundation stand on its own.
Motion by the Finance Committee to accept the recommendations, seconded by Sue Reinke second. Motion approved.
Development Committee: Board members have made presentations to a number of businesses over the past couple of weeks and it has been going well. The training sessions/materials with Laurie Ward have been helpful.
Don De Keyrel stated that he has received negative feedback on the money being invested out of Rochester. Kathy reminded the Board that Windsor Financial is the financial manager but the funds get deposited at the Schwab office here.
In response to a question on the target for solicitations, Frank stated that businesses in general will be the best bet but some individuals are worth pursuing. We don't want to offend someone who is only comfortable giving $100-$200 and we ask for $1,000.
It was suggested that those businesses that have underwritten events in the past, such as Wit, Wisdom & Wine or Rochester Reads, be asked if they would prefer to continue underwriting or donate to the endowment.
Phil suggested that if the solicitations bog down in the future, Laurie Ward be asked to come back and provide further help.
The Board discussed whether to have a big push once a year to do gradual solicitations over the coarse of the entire year. There are pros and cons to both. Fatigue could become a factor if Board members are continually being asked to solicit. A big push can be time consuming whereas if it's spread throughout the year it is not as much of a time commitment all at once.
It was decided, at least for this first round, to focus on businesses and not solicit individuals for the most part. Exceptions would be select individuals and all former Board members.
The Board discussed follow-up. It is important that the solicitor send a personal thank you after the meeting. If a donation is received, a thank you will be sent under Chris' signature as President. The solicitors will also be notified when donations are received, if they want to follow up with a personal thank you. Tom and Kathy will keep the Board informed as donations are received. If we have not heard anything within 6-8 weeks after the solicitation, the Board member may be asked to make a follow-up call.
Special Events: Nothing to report. We need to start thinking about speakers and underwriting. Tom, Cynthia, and Ann will meet and have an update at the next meeting.
OTHER ITEMS
Don De Keyrel asked about the number of members constituting a quorum. Tom will check with the City Attorney about possibly changing the by-laws.
The next meeting is scheduled for August 25, 2004, at 4:45 p.m. in Meeting Room B at the library. In the interim, Kathy will keep the Board updated on solicitations.
There being no further business, the meeting adjourned.
Respectfully submitted,
Cynthia Daube
Secretary