CALL TO ORDER
The meeting was called to order by Vice-President Sue Reinke. Also attending were Dan Berndt, Jane Callahan, Ann Farnell, Dave Nelson, Mark Neville, Harry Swedlund, and Joyce Wenz.
Others Present: Audrey Betcher, Library Director; Carrie Farrow, Director of Communications; Kathy Olson, Administrative Assistant.
MINUTES
Motion by Dave Nelson, seconded by Joyce Wenz, to approve the meeting minutes from August 24, 2005. Motion carried.
DIRECTOR'S REPORT
Audrey reported that the library will be celebrating ten years in this building. There will be a ten books in ten weeks reading program, celebrity book readers at a children's program, and a panel discussion about the building and the future. The Friends Bookstore will also be having activities to commemorate the ten year anniversary.
The library is working with an architect specializing in libraries to review building challenges faced over the years, including access, noise issues in the entryway/lobby, space for a computer lab, and an area for a coffee shop.
The phone calls for the community survey were recently completed and we are waiting for the executive report. The purpose of the survey was to measure the overall value of the library, awareness, usage of and satisfaction with the various services offered, reasons for using or not using the library, and the level of support in the community. The information will be used to develop marketing plans and plan for the future.
COMMITTEE REPORTS
Advocacy: has not met. Debbie Westerland, from the Library Board, is interested in joining this committee.
Finance: has not met, but will be meeting in October and November to discuss the 2006 budget and 2005 endowment proceeds.
The next newsletter will be going out in November and will include a tear off form for donations. We generally get several thousand dollars worth of donations at the end of the year.
Development:
Team 1 (Ed Haskell, Phil Henoch, Barbara Porter, Harry Swedlund, Vance Swisher): Harry has had several successful contacts.
Team 2 (Ken Brown, Dave Nelson, Sue Reinke, Joyce Wenz, Trevor Westrom): Sue indicated she has had a couple of contacts and will be calling on Audrey/Carrie for assistance.
Team 3 (Jane Callahan, Don De Keyrel, Ann Farnell, Frank Iossi, Mike McNeil): Ann and Jane held a tea at Jane's house. About 20 people attended and many that didn't attend sent donations; they raised $1,600. A lot of people in attendance were very interested in the Storytime kits and book club kits.
Don De Keyrel has been going out and meeting with architectural/building firms. Kane & Johnson sent in a donation.
Team 4 (Muhammad Babur, Dan Berndt, Chris Colby, Phil Karsell, Mark Neville, Joanne Swenson): Mark has sent letters to a number of downtown businesses and will be following up in the next week or so. He is trying to capitalize on the fact that the library brings people downtown.
Template letters have been developed for an initial contact and confirmation of appointment. The confirmation letter includes a copy of the case statement. It was suggested that the 2004 annual report be sent out instead. Copies of the template letters will be sent to all Board members for their use.
Carrie passed out flyers/envelopers and letterhead/envelopes to the Board for sending out personal letters to individuals. It is suggested that if Board members are interested in sending out personal letters that they notify Kathy or Carrie so they can check whether the individuals are already in the database.
Carrie has contacted donors of over $500 to invite them on a tour of the library. Audrey has already been on several tours with donors. She will also do tours for interested donors. If a team member would like to arrange a tour prior to the ask, October 4, 18, and November 1, 15, and 29, at 3:00 have been set aside for tours. If a tour is set up, let Carrie or Kathy know so they can get it finalized on Audrey's calendar.
It was suggested that the Book-a-Year endowment gift information include wording to the effect that it is a "legacy" gift.
Events: Ten speakers have been lined up; we need 2-3 more. Several suggestions were made for additional speakers.
Cynthia Daube has suggested maybe having more substantial food at the beginning of the event.
We need items for the silent auction. It was suggested that we have more high end wine in the auction; possibly contact Dennis Wong about a donation of wine. Other suggestions for the silent auction included foreign beers; book baskets on recommended reads (possibly using donations from people that can't attend to purchase the books). Board members are encouraged to keep thinking of ideas for silent auction items and to solicit donations.
We are planning to send out the invitations immediately after Thanksgiving to avoid the holiday rush. It was suggested that reminder postcards be sent after the first of the year.
More publicity is planned. Carrie will do as many radio spots as she can. Cynthia Daube will record radio ads. Last year Daube's and Construction Partnership donated some of their radio spots for ads. If anyone has a business that would be willing to donate some radio ad time, contact Carrie. The radio ads were very successful in getting last minute attendance at this year's event.
Word of mouth is key to attendance; Board members should be sure to invite their friends.
We will be using the Chamber member to member promotion, possibly offering four couples for the price of three.
We will be contacting those firms that have underwritten in the past to request underwriting for 2006. If you have ideas for additional underwriters, contact Carrie.
OTHER ITEMS
The next meeting is scheduled for October 26, 2005, at 4:45 p.m.
There being no further business, the meeting adjourned.
Respectfully submitted,
Kathy Shimek Olson
Secretary Pro Tem