CALL TO ORDER
The meeting was called to order by President Trevor Westrom. Also attending were Jane Callahan, Chris Colby, Don De Keyrel, Ann Farnell, Barbara Porter, Harry Swedlund, and Joyce Wenz.
Others Present: Audrey Betcher, Library Director; Carrie Farrow, Director of Communications; Kathy Olson, Administrative Assistant.
LIBRARY BOARD AND DIRECTOR'S REPORT
Audrey reported that the Library Board approved a contract with SNG to do a marketing study, which was included in the 2005 action plans. The Foundation is helping to underwrite the study through the 2004 Endowment proceeds.
The Library Board also approved moving forward with a building study that will review access, a coffee shop, etc. The Planning Committee will review the scope of the study and report back to the Board. Such a study had been proposed in the early 2000's but was not approved by the City Council.
The Library Board also reviewed and approved expanding business opportunities for funding databases, programs, etc. These donations will go through the Foundation, but will be marketed as advertising for the business.
At their May meeting, the Foundation Board had approved a $500 distribution to the Library for the purchase of additional copies of the new Harry Potter book from the discretionary fund, if the Library Board so desires. At their June meeting, the Library Board approved the purchase of additional Harry Potter books with $500 in Foundation funds. The purchase of additional books will help decrease the waiting time for reserves.
The Library will be implementing downloadable audio books starting July 11th.
COMMITTEE REPORTS
Advocacy: has met and discussed the disparity in State funding, and the value of State funding to RPL. The Library Board also reviewed the information and staff will continue to work on the draft document, based on their input.
Development Committee: The Board has been divided into four teams for purposes of personal solicitations. Teams 1 and 3 have met and organized who they will be contacting. Teams 2 and 4 have yet to meet. Trevor will send out an e-mail reminding everyone of the importance of the personal solicitations.
The Board discussed a strategy of sending out an initial letter before setting up a meeting. A draft is available for anyone that wants to do this. Another approach is for the person with the relationship to the prospect to bring another Board member along to make the ask.
Jane suggested presentations to the Bar Association and the Board of Realtors. Chris added that getting information about the Foundation in an organization's newsletter would be another tool; the problem is we would still have to make a personal connection. Making presentations to large groups may be cumbersome. Possibly we can get the word out to the large group and then make presentations to specific firms or organizations.
It was suggested that the Board or staff make presentations to service clubs again to educate people about the library, Foundation, and the Mayo match.
It was also suggested that a personal contact be made to thank donors for gifts over $500 and to offer a tour of the library. Carrie will follow up on this.
We also need to continue to grow the database. Board members should submit names that would be good candidates for gifts; Kathy will check the database to see if they are in the database and, if not, will add.
The original goal for the endowment was $1 million, but we will need to continue to try and grow the endowment even after we reach that goal.
The committee has discussed ballpark figures for naming opportunities and has put together a draft document; the levels are negotiable.
One goal will be to create a piece to give to local financial advisors and lawyers regarding planned giving. We can expect only a certain amount of direct giving from the community and we need to find other routes such as planned giving to increase contributions. All nonprofits are feeling the pinch.
Special Events: The committee met and brainstormed names for potential speakers for Wit, Wisdom & Wine 2006.
We need to make sure we get the word out to boost attendance; possibly through e-mail at the college and through the Chamber of Commerce.
OTHER ITEMS
The Friends are hoping to sell some higher priced books on EBay and are looking for someone to help them with this. If anyone is interested in helping, contact Carol Smyrk.
Kathy will send an e-mail to the Board with potential meeting dates for the remainder of the year. Meetings can be cancelled if there is no action needed, but it is important that Board members have the dates on their calendars so that we have a quorum at meetings.
The next meeting is August 24th at 4:45 p.m.
There being no further business, the meeting adjourned.
Respectfully submitted,
Kathy Shimek Olson
Secretary Pro Tem