CALL TO ORDER
The meeting was called to order by President Trevor Westrom. Also attending were Ken Brown, Jane Callahan, Chris Colby, Don De Keyrel, Ann Farnell, Ed Haskell, Phil Henoch, Mike McNeil, Dave Nelson, Barbara Porter, Sue Reinke, Harry Swedlund, Joanne Swenson, Joyce Wenz.
Others Present: Kathy Olson, Administrative Assistant
Trevor Westrom introduced new Board members Jane Callahan and Harry Swedlund. Also appointed to the Board but not in attendance is Vance Swisher.
MINUTES
Motion by Phil Henoch, seconded by Ed Haskell, to approve the meeting minutes from January 26, 2005. Motion carried.
TREASURER'S REPORT
Kathy Olson reviewed the 1st Quarter Treasurer's Report. The majority of income was from Wit, Wisdom and Wine. The Foundation made distributions to the library of the 2004 fund drive proceeds, Rochester Reads donations, a donation from the Kiwanis for Storytime Kits, and proceeds from the Endowment Fund.
Phil Henoch thanked Ann Farnell and everyone that helped make Wit, Wisdom & Wine a successful event. It was a tribute to this organization.
Motion by Ed Haskell, seconded by Mike McNeil, to approve the 1st Quarter Treasurer's Report. Motion carried.
LIBRARY BOARD AND DIRECTOR'S REPORT
Kathy reported that at their last meeting, the Library Board had a presentation from Phil Wheeler, Planning Director, regarding demographics and growth in Rochester.
The SELCO Board took action that retains delivery services for Rochester Public Library without any additional charges.
Ed Haskell added that the administrative staff at SELCO had proposed a change so that delivery service was tied to the automation system. Since Rochester Public Library has its own automation system and is not a part of the SELCO automation system, the change would have meant that RPL would no longer receive free delivery and this could have had a tremendous impact on Interlibrary Loan service. At the SELCO Board meeting, Ann Hutton proposed RPL be grandfathered in to receive delivery without any additional charge.
COMMITTEE REPORTS
Advocacy: Joanne Swenson reported that the SELCO delivery service was big part of the discussion at the Advocacy meeting.
The committee also discussed that it is important for the Board to be aware of what goes on at the library and library issues. Is there anything the committee can do to make the Board more aware of issues, so Board members can speak with knowledge?
A majority of the Board was interested in receiving a tour of the library. Staff will arrange such a tour for ½ hour before a future Board meeting.
It was also suggested that the Board should be notified when library issues are going to be in the news so that they have some advance warning if someone asks a question. Ed pointed out that the Library Board recently requested e-mail notification of newsworthy items and this Board could be included on such e-mails.
Finance: The committee had a very productive meeting prior to the Board meeting.
The committee recommends setting aside $2,500 of available funds for unallocated library needs that may come up. An example is the recently approved advertisement in the Post Bulletin for National Library Week. The Board was in concurrence with this recommendation.
The committee also recommends consolidating available funds into the Endowment Fund managed by Windsor to receive a better rate of return. Ample funds would remain in the checking account to cover immediate expenses. The Board was in concurrence with this recommendation.
Development: Chris Colby stated that the committee has been gearing up for another round of personal solicitations. The Case Statement has been revised to reflect what was accomplished in 2004 and goals for 2005.
Chris showed the PowerPoint presentation which can be used for more formal presentations to organizations. It closely follows the Case Statement.
The Board discussed whether the Foundation's success in raising funds will eventually be detrimental in receiving adequate City and County funding. Ken Brown stated that he does not foresee that happening. Both the City and County are supportive of the library and its important role in the community. Ed added that the Endowment Fund does not belong to the library, it belongs to the Foundation. The library cannot expect those funds to be available for general operating expenses.
Phil Karsell stated that we need to make the point that the Foundation is separate from City and County funding, and exists to supplement, not replace, that funding. Our function is not to support operating expenses, but to make this a better library. Also the point needs to be made that although the Endowment Fund has a current balance of over $500,000, there continues to be greater need.
The Board recommended several changes to the Case Statement and PowerPoint presentation.
Special Events: Ann Farnell reported that the committee has not met, but will be meeting soon to begin planning Wit, Wisdom & Wine 2006. If anyone has ideas for a summer fundraising event, please let her or Carrie Farrow know.
DONOR RECOGNITION UNVEILING
It was the consensus to have this event at 4:00 p.m. on May 25th. The regular Board meeting will begin immediately following the unveiling event. Kathy will send out details as they are finalized.
There being no further business, the meeting adjourned.
Respectfully submitted,
Joanne Swenson
Secretary