The Library Foundation of Hennepin County
Meeting of the Board of Directors
January 16, 2002 4:00 p.m.

Foundation Board Members Present: Barbara Brown, Maureen Buhrmaster, Jack Cole, David Gradick, John Heitkamp, Bill Joyce, Peggy Kelly, Diane Ladenson, Barbara McBurney, Kenneth Pengelly, Peggy Rasmussen, Jeff Scherer, Gail See, Debra Sit, Mary Steiner, Peggy Watson, Margie Woodhouse, and Katherine Youngblood.

Absent: Nirmal Jain, John Levine, Charles McCoy, Michael O'Rourke, Emily Anne Tuttle, Martha Head, Mary Ingebrand-Pohlad, and Vinod Padhye.

Foundation Staff: Chris DeGraff and Jane McGovern.

Library Board: David Pratt

HCL Staff: Charles Brown, David Lane, Vicki DeFord, Pamela Holt, Linda Jennings, Marilyn Turner, Jeffrey Gegner, Abike Eyo, Joni Kreuser, Barbara McMillan, and Nancy Perron.

The Meeting of the Board of Directors was held on Wednesday, January 16, 2002 in the Robert Rohlf Room at Ridgedale. President, Jeffrey Scherer, called the meeting to order at 4:07 p.m.

Minutes of the November 14, 2001 meeting of the Board of Directors were approved as submitted.

President's Report - Jeffrey Scherer

Jeff Scherer stated that Agenda Item #8, 2001 HCL Program Reports, will be moved up to immediately follow his report, as many HCL staff must leave before the end of the meeting. Mr. Scherer announced that a reception for Foundation 2001 grant recipients is being planned for Thursday, January 31, 2002 from 9 to 10:00 a.m. in room 172 at Ridgedale.

Mr. Scherer also thanked Board members for their generosity in their year-end giving.

Jeff Scherer introduced the new Board members to the Board: Diane Ladenson, from the St. Paul Foundation; John Heitkamp, retired from Park Nicollet Medical Foundation; and Margie Woodhouse, from the University of Minnesota’s Elderhostel.

The following proposals, having been reconsidered and subsequently recommended by the Finance Committee, were submitted for approval for 2002 funding in the amount of $25,350:

#1 Volunteer Trainer Expert $3,000 submitted by David Lane from Public Learning and Training.

#2 The Ridgedale Bibliophiles $6,150 submitted by Stephanie Steinwedel from Ridgedale.

#6 Socrates Café $1,000 submitted by Stephanie Steinwedel from Ridgedale.

#9 Sister Library $13,200 submitted by Mark Ranum from Southdale.

#11 Guadalajara Book Fair Support $2,000 submitted by Mark Ranum from Southdale.

After discussion of future funding prospects, Jeff Scherer asked for a motion to approve Funding Requests for #1 Volunteer Trainer Expert - $3,000; #2 The Ridgedale Bibliophiles - $6,150; #6 Socrates Café - $1,000; and #11 Guadalajara Book Fair Support - $2,000. A Motion was so made by Barbara McBurney and seconded by Ken Pengelly; motion passed. Katherine Youngblood suggested that a disclaimer be added to the funding request form that approval of funding does not imply ongoing funding.

The request for a grant for #9 Sister Library - $13,200 submitted by Mark Ranum from Southdale needed further information regarding the $8,000 budgeted for Program Management before being approved. Ken Pengelly made a motion to table the grant request until review by the Executive Committee at their next meeting on February 13, where Mr. Ranum will supply the information. Jack Cole seconded the motion; motion passed.

New Funding Request Nancy Perron reviewed her Funding Request for up to $9,500 for the Hennepin eLibrary Grand Reopening: re-launch of the newly revised and expanded Hennepin eLibrary website (copy on file). The two-part request asks for funding to help underwrite the cost of the Grand Reopening of Hennepin eLibrary and Foundation assistance to identify and recruit sponsor/partners who will help underwrite a series of promotional activities showcasing a specific features or services offered by Hennepin eLibrary. This is a project designed to significantly increase community awareness of and ability to use Hennepin County Library's online resources/Hennepin eLibrary. Ken Pengelly stated that he would contact Capstone Press for inkind donations, such as pencils and HCL e-mail listing in their publications. Ms. Perron asked for input from the Board/Foundation for planning, and time from Foundation staff to assist with fundraising.

Jeff Scherer emphasized the need to use the openings to increase the awareness of the Foundation. Mr. Scherer asked for a motion to approve the request for up to $9,500. Ken Pengelly so moved. Gail See seconded the motion. The motion passed.

Nancy Perron reported that the One World cultural events were successful in attracting smaller diverse communities. The Foundation ($5,200) and the Regional Arts Council ($8,500) funded the 2001 events. HCL now plans to expand One World to smaller Libraries.

Barbara McMillan reported on the $4,000 grant from the Foundation for Family Read-to-Me. Working with the Kids Care Connection Daycare, located in Messiah United Methodist Church (MMUC) in Plymouth, which includes a large segment of immigrant and economically at-risk families, the third Wednesday of each month KCC hosted a dinner, followed by a parenting program with HCL staff. Ms. McMillan reported that the highly successful program grew to include twenty families.

Joni Kreuser reported on a Foundation grant for $900.00 for a Boys Book Club discussion facilitator. The program, led by Adam Engdale, was so successful that there was a waiting list to join the limited-to-15 10- to 12-year-old boys in the discussion group.

Abike Eyo reported on her Spectrum Initiative Scholarship of $5,000, which provided funding for her to attend college to attain a Library Science degree.

Jeff Gegner reported on a request for $41,655.00 to provide library patrons with access to a digital videodisc (DVD) collection beginning in 2001.

Marilyn Turner reported on TeenLinks T-Shirts funded by the Foundation. The t-shirts were part of a system-wide emphasis on promoting the library to young adults. The t-shirts, sporting the TeenLinks web page logo, were given to our teen volunteers and to County Home School kids. Foundation logo was printed on each T-shirt. 461 t-shirts were given to teen volunteers and county home school. 1500 mousepads were sent to all suburban Hennepin County high schools, junior highs and middle schools. TeenLinks Webpage activity (number of hits): September 5,832 (before promotion); October 26,051 (Launch of new TeenLinks Webpage and Teen Read month); November 23,022 (business as usual).

Pamela Holt reported on $1700 funded by the Foundation for three public Dialogues on Race and diversity at three libraries: Southdale on June 20th, Ridgedale on October 9th, and Rockford Road on November 13th. The programs, entitled "Our Changing World: A Cause for Celebration," invited students, teachers, parents, caregivers, community leaders, and area residents to a community dialogue on race and diversity.

Vicki DeFord reported on $2,000 for funding a speaker at HCL's annual Staff Development Day event October 18th, 2001, and $5,250 to purchase the book "Whistle while You Work" for each of our staff who participates.

David Lane reported on funding for two librarians to attend the Stanford Institute on 21^st Century Librarianship: $4,000 ($2000 per applicant) for tuition.

Jeffrey Scherer requested that each staff member send to him a one-paragraph executive summary of these reports for use by Board members throughout the year.

Deb Sit reported in John Levine’s absence. Ms. Sit reviewed the November financial statements sent to the Board -- 2001 Budget vs. Actual, Statement of Financial Position, and Statement of Activities (copies on file). Mr. Scherer thanked Ms. Sit and the Committee for their time and hard work on updating the process.

Ms. Sit reviewed the 2002 budget. She reported that the budget has been reorganized from previous budgets, so that it shows Revenue and Expenses. Revenue is divided by areas of giving. Ms. Sit said the committee would like to invest some of the cash assets in the stock market to achieve higher returns.

Jeff Scherer requested a motion for approval of the 2002 Budget. Barbara McBurney so moved; Peggy Rasmussen seconded the motion. The motion passed.

Barbara Brown reviewed the Development Plan for 2002 (copy on file). The plan regarding Goal 1, Annual Fund, consists of increasing fundraising with a combination of activities, including an additional spring mailing and more time devoted to major gifts. Ms. Brown asked for input from committee chairs regarding targeted donors.

Goal 2, Major Gifts, will be addressed by the new software for the donor database, which will provide the ability to solicit major gifts on a personal basis.

Goal 3 Pen Pals Sponsors; Barbara McBurney reported that the hiring of a new Pen Pals manager will provide leadership for sponsorship, and that with the information gathered from the surveys, the marketing will be more focussed.

Goal 4, Foundations and Corporations; Gay Gonnerman will work with grantors from 2001 and new foundations and corporations to achieve this goal.

Goal 5; staff will work with Friends groups to increase the total of Library Gift Funds.

Goal 6 Government Grants; Gay Gonnerman will apply for government grants.

Bill Joyce made a motion to approve the Development Plan for 2002. Barbara Brown seconded the motion. The motion passed.

Marketing: Nan Upin, former chair of the committee, had suggested that the committee reduce its ambition for 2002 and focus on fundraising. Jeff Scherer will discuss with Mary Steiner whether she would serve as chair.

Art Initiative: Bill Joyce reported that with the lighting for the Jaune Quick-to-See artwork is up and running as of today.

Pen Pals: Barbara McBurney submitted a written report, and added that the committee is close to signing a contractor. She thanked Michael O’Rourke for his work on the contract, and Jeff Scherer for his work on the job description. Copies are available to Board members who request it. The committee also has a new Cause Statement. Ms. McBurney announced that two authors have been signed for the 2002-2003 season.

Read Team: Nothing new to report.

In addition to his written report, Mr. Brown reported that because of the State budget deficit the library is being asked to consider a 3% (approximately $1 million) reduction in funding for 2002. The St. Louis Park opening events on January 10 and 13 openings were very well attended; approximately 1,000 people attended the public opening on January 13. Mr. Brown thanked the Foundation for its support of the events.

Mr. Brown announced that Cindy Ahrens, Administrative Assistant to the Director’s Office, has won the award for Library Paraprofessional of the Year for 2002, and will appear on the cover of the Library Journal in March.

Bids for the Hopkins remodeling have come in below expected costs. The opening of the Edina library is scheduled for April 14. The date of the opening of the St. Anthony library is uncertain at this time.

A written report was mailed to Board members. Mr. DeGraff added that the new fundraising software has been installed. Conversion will take six to eight weeks, and because of the learning curve, the first quarter of 2002 will be very busy for staff.

David Pratt had nothing to report.