CALL TO ORDER
The meeting was called to order by Vice-President Sue Reinke. Also attending were Jane Callahan, Chris Colby, Don De Keyrel, Ann Farnell, Ed Haskell, Phil Henoch, Phil Karsell, Mike McNeil, Mark Neville, Harry Swedlund, and Joanne Swenson.
Others Present: Audrey Betcher, Library Director; Carrie Farrow, Director of Communications; Kathy Olson, Administrative Assistant.
Sue Reinke introduced new Board member Mark Neville.
MINUTES
Motion by Ed Haskell, seconded by Don De Keyrel, to approved the meeting minutes from April 27, 2005. Motion carried.
LIBRARY BOARD AND DIRECTORS REPORT
SELCO has approved continued funding for delivery (interlibrary loans and reciprocally borrowed items) to Rochester. Funding comes from State funds that are allocated based on population served, so approximately 20% of the State funds that SELCO receives come from Rochester's population.
COMMITTEE REPORTS
Advocacy: has not met. Ed suggested that perhaps the committee may need to do some lobbying at the State Legislature. Audrey is writing up a history of the problems with SELCO for the next Advocacy Committee meeting.
Phil Karsell asked if there is an advantage of establishing relationships with other large libraries in the state. Ed responded that since last year the larger library directors have been meeting informally. The Legislature would rather not be bothered with individual library needs, which is why the regional systems were set up.
Finance: Kathy stated that the new Harry Potter book will be coming out this summer. The Library would like to spend $500 from the recently approved discretionary fund to purchase additional copies of the book. The Library will be purchasing copies from its operating budget, but the additional funds would allow even more books to be purchased so that the wait for reserves is not as long.
Motion by Phil Henoch, seconded by Joanne Swenson to make $500 available for the purchase of additional Harry Potter books from the discretionary fund, if the Library Board so desires. Motion carried.
Development Committee: Chris Colby stated that the committee has been working on organizing solicitations for the endowment fund. The goal is to start solicitations by June 1st. Four teams have been set up and each team will organize within themselves how they want to approach solicitations such as in pairs, singly, group meetings, etc. Someone on each team was appointed to organize the team's first meeting.
Each team will be responsible for making 25 contacts, either from the Potential Solicitations spreadsheet, or other businesses/individuals team members feel would be good prospects. At least ten contacts should be made by each team by summer's end.
Audrey, Carrie, and Kathy are available to help the teams as needed. The Case Statement has been updated and CDs with a PowerPoint presentation will be available as needed.
The annual fund drive mailing will go out in the next few weeks. Traditionally this mailing has been for donations for materials and programming, although donors are given the option of donating to the Endowment Fund. Currently there are approximately 2,500 names in the database.
We need to continue to expand the database. Staff is suggesting that in addition to the annual mailing we put the fund drive brochure and return envelope in reserve books. Generally these are patrons that use the library a lot. It would cost approximately $450 to do this for one week. It will give us an idea whether this is a good tool to gain additional donors.
It was suggested that a cover note be included to the effect that here's some information about the Library and Foundation that you might want to take a look at; we need your help.
It was also suggested that possibly something be included about donations on the check out slips.
Special Events: has not met, but will be meeting soon to begin planning for Wit, Wisdom & Wine 2006.
OTHER ITEMS
The Board requested that a thank you note be sent to the donor wall artist.
The next meeting is scheduled for June 22, 2005, at 4:45 p.m.
There being no further business, the meeting adjourned.
Respectfully submitted,
Joanne Swenson
Secretary