Minutes
November 17, 2005
12:00 – 1:00 p.m.
Attendance
Delores Pickarts, Margaret Bader, Maria McCarthy-Anderson,
Pat Lawlor, Kathy Conlon, Absent: Eric
Abrahamson, Mike Wilson, Ex Officers:
McCarthy Anderson called meeting to order.
Executive Session
Foundation reviewed Executive Director position description for Ruth Sisk. The Foundation would like to establish a Committee Chairperson who would be a representative to Sisk concerning issues with special events, annual dinner, library grants and strategic planning. Chairperson would be responsible to report to Sisk on status of projects and be vested to sign off on expenditures (amount and limits to be established by board at a later date). The intention for the position is to be 20 hrs per week at a rate of $12.00/hr. Cost under $15K per year including FICA and burden. Position will be paid hourly, not salaried, and hours will be paid as worked.
McCarthy-Anderson stated purpose during meeting was to
approve the job description and ensure position is within budget
guidelines. Pickarts stated position is
within budget guidelines. Chapman
suggested the Foundation draft a Memorandum of Agreement (MOU), which would be
a written agreement between Sisk and the Foundation outlining financial
obligations/payments as well as expectations of the position. This should be a one-year agreement. The Foundation will appoint
Foundation discussed various budget items as follows:
· Is fundraising adequate to support the addition of the Executive Director position?
· Should payment for $300 Office Rent be paid for 2005, since it was not budgeted? This is a line item on the 2006 budget proposal. Chapman suggested that the office rent be included as part of the MOU. McCarthy-Anderson determined that Foundation would need to review this topic and vote on this item.
· Lawlor questioned why office supplies are projected lower in 2006 than in 2005? McCarthy-Anderson stated there were start-up costs for the office this year that will not be needed in 2006.
Lawlor moved to approve job description and hire Sisk based on terms discussed, Bader seconded, motion passed unanimously.
Minutes
October minutes were presented. Pickarts moved to accept, Conlon seconded, motion passed unanimously.
Treasurer’s Report
A.
Audit Report
- Chapman asked for a narrative for each line item to make report easier to
read. Pickarts suggested incorporating a
narrative within budget as well.
Pickarts moved to approve report, Lawlor seconded, motion passed
unanimously.
B.
2006 Budget
- Pickarts presented budget proposal for operations for 2006. Foundation had questions on how much should
be budgeted for fundraising, special initiatives, annual library request and
what comes out of restricted funds.
Additionally Foundation questioned if budget secured enough fundraising
to support the addition of an Executive Director position. Chapman recommended
taking feedback from today’s meeting and coming back next month with more
defined figures to approve. Lawlor moved
to accept budget as working document, Conlon seconded, motion passed
unanimously.
Library Board/Space
Use Consultant
Olson spoke about choice of George Lawson as consultant of choice based on interviews previously conducted. The RCPL Board felt very confident in Mr. Lawson and feels it will be money well spent. RCPL Board is asking the Foundation for assistance in funding the project due to budget constraints with City budgeting process. McCarthy-Anderson wants the Foundation to understand that they would only be paying for consultant services, not constructional costs associated with project. And that by accepting proposal today and approving funds today, the Foundation is going forward to incorporate this item into the 2006 budget. Bader moved to approve funding for Space Use Consultant, Pickarts seconded, motion passed unanimously.
Committee Chair Persons
A.
Annual
Dinner – Bader will chair
B.
Planned
Giving/Long Term Giving – Lawlor will chair and have plan/report together
by March
C.
Special
Events – Pickarts will chair
D.
Library
Grants/Strategic Plan - Conlon will
chair
Annual Dinner
A.
Author/Date –
George McGouern will be the author and date is
currently set at April 8, 2006. Date
needs to be confirmed with Diplomats.
Location will be determined next month.
B.
Matrix – McCarthy-Anderson
would like to see a monthly Committee Report from Sisk, outlining what action
board needs to take on a monthly basis.
Fundraiser Proposals
Chapman requested to know what support the Foundation needs from the library? McCarthy-Anderson would like to accept all proposals as ideas but not commit funding to them until the library can give feedback. All Foundation members feel the ideas are great and incorporate new items that haven’t been tried previously. The Foundation determined that Sisk and Pickarts will work together on the feasibility to get started and determine level of support needed by the library. These items will be discussed further at future board meetings.
Credit Card Proposal
Sisk stated that Foundation approval of the credit card proposal is dependent on start-up of the $5 a Month Membership program. Bader motioned to approve the credit card proposal, Pickarts seconded, motion passed unanimously.
$5 a Month Membership
Bader motioned to approve $5 a Month Membership program in conjunction with the credit card proposal, Pickarts seconded, motion passed unanimously.
McCarthy-Anderson adjourned meeting at 1:15 p.m.