Rapid City Library Foundation

Board Meeting

September 7, 2005

Draft Minutes

Attendance

Maria McCarthy Anderson, Margaret Bader, Mike Wilson, Michael Pelly, Delores Pickarts, Eric Abrahamson. Ex Officio: Greta Chapman. Staff: Ruth Sisk. Absent: Kathy Conlon, Pat Lawlor.

Treasurer

Discussion of accounting practices and legal restrictions on accounts. We need clarification on restricted funds v. non-restricted funds. Board needs to clarify the amount given to the capital campaign and whether it will be rolled over into another capital project. Also need to clarify how formal Sharon and Tom Warner want to make their restriction on their contribution. We need formal memo to the files to clarify these funds.

Audit

McCarthy-Anderson reviewed history of accounting. Sharon Warner was the primary bookkeeper until her term on the Board ended. Wilson volunteered to talk to Warner about this. Wilson will also attempt to retrieve back statements from the checking account so that the books can be reconciled. McCarthy-Anderson asked for a report on this situation at the next meeting.

Minutes

Margaret Bader noted that she had been left off the minutes. Abrahamson will revise. Moved by Pelly, seconded by Bader to approve the minutes with this revision.

Staffing

Ruth Sisk has taken another full-time job. She has offered to continue on the original basis of 20 hours a month for the interim. The Board agreed to this plan. McCarthy-Anderson stressed that clearing up the Foundation’s accounting should be top priority. She also said a job description is being developed by Pelly and Wilson. This will be available at our next meeting.

Festival of the Book

Sisk reviewed who has volunteered to work at the Library Foundation’s table at the Festival. She circulated a brochure and bookmark for comment. A number of revisions were suggested. McCarthy Anderson also suggested having a bowl of candy or something at the booth to draw visitors. Wilson suggested we have a prize drawing to generate names and addresses for our mailing list.

New Board Members

The Library will post applications for new board members. Bader recommended that we ask Judy Olson Duhamel to serve. She will contact her. Board agreed to remove from the questionnaire questions about age and race.

Zonta Expo

Sisk presented information on the Zonta Expo. There will be 120 booths at the event. Cost is $150 per booth. Bader said people are there to get free stuff and sign up for free stuff. Would not be productive for us. Board agreed not to pursue this event.

Chamber Membership

Sisk asked whether the Board was interested in its own membership in the Chamber. Currently, not-for-profit membership is $180/year, plus $25 enrollment. Pelly said membership would be good because it gets us to Chamber mixers. Chapman clarified that the Library is already a member; the Foundation probably does not need a separate membership. Pelly will call the Chamber to get a clarification. Board members will make an effort to attend Chamber mixers to promote the Foundation.

Modern Woodmen Matching Fund

Sisk provided an overview of the Moder Woodmen’s Matching Fund program and suggested it might be appropriate for the annual dinner. They will match our earnings. Sisk will look into the mechanics of it. The auction might be the right element for this vehicle. There has to be a sign at the auction. We have to apply to participate. Wilson asked about the appropriateness of having another organization sponsor the silent auction as their event. Bader pointed out that it was akin to a company sponsoring a portion of the meal. The board agreed to put a sign out that Donations to the Silent Auction will be matched by the Modern Woodmen if we are selected by Modern Woodmen for their program. Participation in this program will also expand the mailing list to include Modern Woodmen.

Annual Dinner

McCarthy-Anderson asked when National Library Week is. Chapman will check and report back. Bader said we should check with the Civic Center and Chamber to check on possible conflicts.

Adjournment

Moved by Bader, seconded by Pickarts to adjourn. Motion approved unanimously.

Next Meeting – Wednesday, October 5, 2005 - Noon