Board Retreat
July 19, 2005
Approved
Minutes
Attendance
Maria McCarthy Anderson, Mike Wilson, Michael Pelly, Delores Pickarts, Margaret Bader, Pat Lawlor, Eric Abrahamson. Ex Officio: Greta Chapman. Staff: Ruth Sisk. Absent: Kathy Conlon.
Bylaws & Articles
of Incorporation
McCarthy Anderson circulated the bylaws and the articles of incorporation for review by members of the board. She then introduced a discussion of the mission and goals of the organization.
Discussion of the Allied Arts situation. Discussion of public relations and the role of the foundation in promoting both the library and getting the word out about what the foundation does. Chapman underscored the fact that we have a high number of people who are signing up “new” for library services – 600-700 a month. Last month it was more than 1,000.
Discussion of the issue of the requirement for an annual meeting. What’s the purpose? Election of officers. Maybe it needs to be explained. Lawlor suggested that the date be changed to May so it follows the annual dinner and doesn’t come in the middle of planning.
Motion
Motion
Lawlor moved and Pickarts seconded a motion to amend the bylaw Article III, Section 7 of the bylaws to say: “An annual meeting of the board of directors shall be held each year in the month of May for the purpose of electing officers and conducting the business of the foundation.” Approved unanimously
Treasurer
Vision/Mission Statement
McCarthy Anderson introduced the discussion of vision for the organization. She gave some history. The organization raised over $600,000 for the new addition. Momentum has built over the last year, particularly with the annual dinner, and we need to revisit what we do now. A general discussion followed focusing on several key issues:
- What is the Foundation selling to potential donors?
- To what extent are the fundraising goals driven by the Library Board’s annual goals or strategic plan?
- How do we develop a shared vision with the Library Board and maybe the Friends?
- How do we communicate with Library staff about Library needs?
- What are the “extras” over and above what is paid for by city funds that the Foundation should finance?
- What constituency in the community or among Library patrons do we represent?
- What kind of goals can we set that will motivate contributors?
- Should there be short-term vs. long-term goals?
- What should the procedures be for requesting support from the Foundation?
In the context of this discussion, Chapman and Abrahamson provided an overview of the Library Board’s annual meeting and discussion of the strategic plan. The Library Board
prioritized four of the goals, two tied for first; two tied for three/four related to the space use on the first floor and marketing. On the space use, a plan is necessary to address what the problem is and how to address it. We are working with an acoustical consultant to address the problem stemming from the new addition.
Board members asked if a budget has been developed for the downstairs. Chapman said the first step will be to hire a consultant to do some planning and budgeting.
McCarthy Anderson also raised the discussion of whether the Foundation should be raising money for a book mobile or some other tangible service that could be delivered in the next year or two. Chapman said there is no plan for a bookmobile in the strategic plan. Outreach services can always grow, but the Library is moving incrementally.
In summary, a consensus was reached on the following key points:
- The Foundation wants to follow the Library Board’s lead on funding priorities
- The Foundation needs to be more involved in the conversation over priorities and funding needs to have a clear understanding of the goals;
- Tangible needs should be identified to facilitate fundraising.
Lunch
Membership
Abrahamson moved and
Executive Session
Adjournment
Next Meeting
September 7, 2005 – Noon –