WRLF Board Meeting Minutes

 

 

(Williamsburg Regional Library Foundation Federal I. D. # 54-1639135)


2014 (tentative) 2013 2012
November 18 November 19 November 27
September 23 September 24 September 25
August 19 / July 29 July 23 July 24
May 20 May 28 May 22
April 18 March 26 March 27
March 25 January 22 January 17
January 21    

For previous minutes see the WRLF Minutes Archive


 

WRLF Minutes September 23, 2014

COMING SOON

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WRLF Minutes August 19, 2014 / July 29, 2014

August 19, 2014
Schell Room, Williamsburg Library

Attending Were:  WRLF Board members Barry Marten, Tom Phelps, Ray Adams, Alex Andrews, Susan Axtell, Tonya Boone, Tatia Granger, Peter Mellette, Rick Overy, and Louis Weeks; WRL Board of Trustees liaisons Jim Axtell and Sarah Houghland; Non-Profit Consultant Cristina Wineinger; Library Director Genevieve S. Owens; Staff members Carrie Binsfeld, Benjamin Goldberg, and Sarah Thompson. Absent were Sam Sadler, Polly Bartlett, Lucinda Dudley, Michael Fox, Elizabeth Foxx, Dottie Gabig, Susan Gordon, and Vivian Hamilton.

Call to Order:  Mr. Marten called the meeting to order at 12:06 p.m.

Review of the Capital Campaign Feasibility Study:  Ms. Wineinger presented a Power Point presentation discussing the results of the participant interviews in regards to the purposes of the study, philanthropic priorities, levels of financial support, and her recommendations for the capital campaign.

Ms. Wineinger predicts the scope of the entire campaign will span eighteen months, beginning in October 2014.  Mr. Marten motioned to approve the Feasibility Study.  Mr. Overy seconded the motion, all approved.   

A task force consisting of Mr. Phelps, Mr. Weeks and, upon her acceptance, Susan Gordon has been selected to draft a policy structure for how endowments will be managed by the Foundation. 

The board discussed the need to further define the purposes of funding and creating a longer vision by tying into the Library’s Strategic Plan.  The Annual Appeal will continue as planned for this fiscal year.  The board discussed the possibility of selecting a publicity committee and other options to promote the library and the Capital Campaign.

Adjournment:  Mr. Phelps motioned to adjourn at 1:11 p.m.  Mr. Weeks seconded; all approved.

Next WRLF Meeting: Tuesday, September 23, 2014 Noon
Schell Room, Williamsburg Library
Williamsburg, VA 23185

Respectfully submitted,

Sarah Thompson
 

July 29, 2014

Conference Room A, Greater Williamsburg Chamber and Tourism Alliance

Attending Were:  Board members Barry Marten, Sam Sadler, Tom Phelps, Ray Adams, Alex Andrews, Susan Axtell, Tonya Boone, Dottie Gabig, Susan Gordon, Tatia Granger, Peter Mellette, and Rick Overy; Board of Trustees Liaisons Jim Axtell and Sarah Houghland; Library Director Genevieve S. Owens; Staff members Benjamin Goldberg and Sarah Thompson; Williamsburg City Manager Jack Tuttle; David Stemann and Edwin Pease of Stemann Pease Architecture; Sean Allburn and Merrill Cann of Davenport Asset Management; Absent were Polly Bartlett, Lucinda Dudley, Michael Fox, Elizabeth Foxx, Vivian Hamilton, and Louis Weeks.

Call to Order:  Mr. Marten called the meeting to order at 12:02 p.m.

Mr. Marten introduced the four new board members to the Foundation Board; Tonya Boone, Lucinda Dudley, Susan Gordon, and Rick Overy.  Mr. Marten read a brief biography for each board member. 

Review of the Stryker Center Project:  Mr. Tuttle stated that the Williamsburg City Council will vote on the Comprehensive Agreement for the Stryker Center at the September City Council meeting.  He introduced Mr. Stemann and Mr. Pease to the Foundation Board. 

Mr. Stemann and Mr. Pease presented the board with recent architectural renderings of the Stryker Center Building.  They answered questions concerning the roof pitch, parking during construction, and handicap accessibility.  Mr. Stemann gave the board a projected timeline for the project which included a construction start date of October 2014. 

Davenport Update on WRLF Investments: Mr. Allburn and Mr. Cann presented a summary of the Foundation’s accounts with Davenport Asset Management and account performance updates as of June 30, 2014.  They answered questions concerning the current market status, interest rates, and recommendations for the future.

Approval of Meeting Minutes May 20, 2014:  No additions or corrections were recommended.  The minutes were accepted as written. 

2013 Audit Overview: Mr. Phelps presented the Annual Financial Report for the year ending December 31, 2013.  Electronic copies of the report prepared by Robinson, Farmer, Cox Associates were distributed to all members prior to the meeting.  Printed copies were also available at the meeting.  Mr. Phelps reported a clean audit with no recommendations or findings.  Mr. Phelps made a motion to accept the audit; Mr. Mellette seconded. The board unanimously accepted the audit.

Treasurer’s Report:  Mr. Phelps presented the Treasurer’s Report for the period of May 1, 2014 to June 30, 2014 and reviewed the total receipts and disbursements.  The Treasurer’s Report was accepted as written.  Mr. Phelps noted the 2013 990 form was submitted to the IRS.

Mr. Phelps presented the resolution for adding Ms. Owens as an account signer for the Suntrust Account.  Ms. Axtell made a motion to accept the resolution; Mr. Mellette seconded the motion. The board unanimously accepted the resolution.

Development Report:  Mr. Goldberg gave a brief overview of the information included in the Gift Report.  Mr. Goldberg presented the board with the draft mailing list for the 2014 Annual Appeal and asked board members to return the list to him with any corrections or additions by August 19, 2014. 

Capital Campaign Report:  For the new members attending the meeting, Mr. Marten gave a brief summary of Foundation Capital Campaign planning to date.  He announced there will be a special meeting of the Foundation Board on August 19, 2014 at noon in the Schell Room at the Williamsburg Library when campaign consultant Cris Wineinger will present her findings from the Campaign Feasibility Study. 

WRL Trustees/Friends of WRL Update:  Mr. Axtell announced on behalf of the Board of Trustees, former Chair Jean Van Tols’ term expires July 31, 2014 and trustees member Bill Porter was elected as the new Chair. 

Library Director’s Comments:  Ms. Owens announced the selection of Janet Crowther as Assistant Director.  Ms. Crowther was formerly the Outreach Services Director.  The advertisement for the Youth Services Director position will be posted this week.  

Adjournment:  Mr. Sadler motioned to adjourn at 1:39 p.m.  Mr. Andrews seconded; all agreed.

Next Meeting: Tuesday, August 19, 2014 Noon
Schell Room, Williamsburg Library
Williamsburg, VA 23185

Respectfully submitted,

Sarah Thompson

 

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WRLF Minutes May 20, 2014

Schell Room, Williamsburg Library

Attending Were:  Board members Barry Marten, Sam Sadler, Ray Adams, Alex Andrews, Susan Axtell, Polly Bartlett, Sherrie Chappell, Michael Fox, Elizabeth Foxx, Dottie Gabig, Tatia Granger, Berna Heyman, Peter Mellette, Mary Lou Walten, and Louis Weeks.  Library Director Genevieve S. Owens; Staff members Carrie Binsfeld, Benjamin Goldberg, and Sarah Thompson.  Absent were Thomas Phelps, Vivian Hamilton, and Elaine Themo.

Call to Order:  Mr. Marten called the meeting to order at 12:02 p.m.

Mr. Marten thanked everyone for agreeing to the change of date for the May meeting to accommodate his upcoming travel plans.  He announced this meeting is the final one for Ms. Chappell, Ms. Heyman, Ms. Themo, and Ms. Walten.  Their terms end June 30, 2014.  Mr. Marten thanked these members for their service and support during their years on the Foundation Board.  He wished them the best and hopes they continue their relationship with the Library.  

Approval of Meeting Minutes March 25, 2014 and April 18, 2014:  No additions or corrections were recommended.  The minutes were accepted as written. 

Treasurer’s Report:  Ms. Binsfeld presented the Treasurer’s Report for the period of March 1, 2014 to April 31, 2014 and reviewed the total receipts and disbursements.  Ms. Binsfeld discussed the $10,000 disbursement that was used for the Donorsearch.net product and Ms. Wineinger’s consulting fees for services rendered to date.  The Treasurer’s Report was accepted as written.

Nominating Committee Report:  Mr. Weeks presented the Nominating Committee’s slate of officers and nominees.  Barry Marten, Sam Sadler, and Tom Phelps were nominated for reappointment as President, President-Elect, and Treasurer, respectively.  In addition, there were four nominations for new board members.  Filling these vacancies will bring the board to the maximum of eighteen members.  The nominees were Tonya Boone, Lucinda Dudley, Susan Gordon, and Rick Overy.  Four members will be retiring at the end of June.

Board Election:  Ms. Heyman motioned to accept the slate of officers and nominees as presented.  Ms. Foxx seconded.  All the nominations were approved by a unanimous vote. 

The nominating committee provided brief biographies for each of the newly elected members.

Development Report:  Mr. Goldberg gave a brief overview of the information included in the Development Report.  WRLF received $1,250 in gifts during this reporting period. Mr. Goldberg discussed the Capital Campaign feasibility study progress. Non-Profit Consultant Cris Wineinger anticipates delivering the Feasibility Study Report to the board by mid-July.  Mr. Goldberg has recently reregistered WRLF with the Virginia Treasurer to continue WRLF eligibility to receive state tax refunds.  Since first registering in 2010, over $3,000 in refunds have been donated to WRLF.  Mr. Goldberg asked all members who have not done so already to review, sign, and return a Conflict of Interest Policy Statement. 

Library Director’s Comments:  Ms. Owens discussed the Stryker Center regarding demolition, parking, and interior building layout design.  Currently, construction is projected to start in September and continue for 18 months.  The City will hire a construction manager to oversee the entire project.  Ms. Owens discussed the recommendations made by Ms. Wineinger based on the Development Audit/Campaign Readiness Review.  Ms. Owens announced she is very close to hiring an Assistant Library Director.  

WRL Trustees/Friends of WRL Update:  Ms. Axtell announced the Friends had a very successful Book Sale and are now researching a possible price change for the cost of books in the Book Nooks.  The Friends gained 29 new members during the Book Sale and had 119 renewals in April.  The Foundation board discussed the importance of the Friends and all the funding they provide for the library.

Board Members’ Comments: Mr. Marten thanked everyone on the board who made phone calls to help facilitate the scheduling of the feasibility study interviews.  He announced in relation to the recommendations made by Ms. Wineinger, that next meeting the Foundation should consider appointing a sub-committee in order to advise on creating a spending policy.

Ms. Heyman discussed how privileged she has felt to work on the Foundation board for the past 6 years and looks forward to following its progression. 

Adjournment:  Ms. Axtell motioned to adjourn at 12:40 p.m.  Ms. Granger seconded; all agreed.

Next Meeting: Tuesday, July 22, 2014 12 p.m. [rescheduled for July 29]
Library Theatre Stage, Williamsburg Library

Respectfully submitted,

Sarah Thompson
 

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WRLF Minutes April 18, 2014

Schell Room, Williamsburg Library

Attending Were:  Board members Barry Marten, Sam Sadler, Susan Axtell, Polly Bartlett, Sherrie Chappell, Tatia Granger, Peter Mellette, and Louis Weeks.  Library Director Genevieve S. Owens; Staff members Carrie Binsfeld, Benjamin Goldberg, and Sarah Thompson.  Non-Profit Consultant Cristina Wineinger. Absent were Thomas Phelps, Ray Adams, Alex Andrews, Michael Fox, Elizabeth Foxx, Dottie Gabig, Vivian Hamilton, Berna Heyman, Elaine Themo, and Mary Lou Walten.

Call to Order:  Mr. Marten called the meeting to order at 12:13 p.m.

Review of Confidential WRLF Audit Report and Draft Case Statement:  Ms. Wineinger discussed the WRLF Audit Report with the board and answered any questions pertaining to the document.  Ms. Wineinger discussed the advantage of leaving the categories for giving opportunities broad instead of more defined.  Mr. Sadler suggested adding the phrase “and technological upgrade” to the “Digital Content” category.  Ms. Wineinger reported the changes that had been made to the document since the previous draft.  Ms. Owens discussed the importance of fostering the relationship between the Board of Trustees and the Foundation Board.  Mr. Marten discussed the need for more specific policies for spending now that the Foundation will have a major donor project.  The board discussed the timeline for creating and presenting an annual report to the public. 

Ms. Wineinger presented the Draft Case Statement that was given to the board.  This document will be sent to select community members to introduce the idea of a capital campaign.  Ms. Wineinger will be conducting interviews with willing letter recipients to discuss the feasibility of a campaign.  Mr. Sadler suggested using the word “received” instead of “raised” on page 4 of the case statement.  Mr. Marten asked to change the phrase “have been,” on page 4 in the second paragraph, to “are.”

Review and Discuss Confidential List of Interviewees:  Ms. Wineinger presented the board with a draft list of potential interviewees.  The board discussed the list and made corrections and additions. 

Mr. Weeks motioned to approve the WRLF Audit Report.  Mr. Sadler seconded the motion; all agreed.

Ms. Granger motioned to approve the Draft Case Statement.  Ms. Bartlett seconded the motion; all agreed.

Addendum:  Votes to accept the WRLF Audit Report and Draft Case Statement were received via email from Ray Adams, Michael Fox, Dottie Gabig, Vivian Hamilton, and Elaine Themo.  Mary Lou Walten relayed her positive vote verbally, directly following the meeting. With proxy votes, the Audit Report and Case Statement were accepted.

Adjournment:  Mr. Sadler motioned to adjourn at 1:00 p.m.  Ms. Weeks seconded; all agreed.

Next Meeting: Tuesday, May 20, 2014 12 p.m.
Schell Room, Williamsburg Library

Respectfully submitted,


Sarah Thompson

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WRLF Minutes March 25, 2014

Youth Services Program Room, Williamsburg Library

Attending Were:  Board members Sam Sadler, Tom Phelps, Ray Adams, Alex Andrews, Susan Axtell, Polly Bartlett, Sherrie Chappell, Dottie Gabig, Tatia Granger, Vivian Hamilton, Berna Heyman, Elaine Themo, Mary Lou Walten, and Louis Weeks.  Library Director Genevieve S. Owens; Staff members Carrie Binsfeld, Benjamin Goldberg, and Sarah Thompson.  Non-Profit Consultant Cristina Wineinger. Absent were Barry Marten, Michael Fox, Elizabeth Foxx, and Peter Mellette.

Call to Order:  Mr. Sadler called the meeting to order at 12:02 p.m.

Mr. Sadler congratulated Ms. Owens on her appointment as Library Director and welcomed her to the meeting.  Ms. Owens thanked the board for their support throughout the director search process and after her appointment. 

Approval of Meeting Minutes January 21 , 2014:  No additions or corrections were recommended.  The minutes were accepted as written. 

Treasurer’s Report:  Ms. Binsfeld presented the Treasurer’s Report for the period of January 1, 2014 to February 28, 2014 and reviewed the total receipts and disbursements.  Ms. Binsfeld gave a brief overview of a meeting between the WRLF Finance Committee and representatives from Davenport and Company, Inc., during which Sean Allburn reviewed investment portfolio performance over the past year.  The Treasurer’s Report was accepted as written.

Nominating Committee Report:  Mr. Weeks announced the nominating committee will bring the nominations for new board members to the May 20, 2014 meeting.  He invited board members to submit names for nomination.

Finance Committee Report:  Mr. Phelps reported the finance committee will soon explore establishing a spending policy for Foundation income.

Development Report:  Mr. Goldberg gave a brief overview of the information included in the Development Report.  WRLF received $4,425 in gifts during this reporting period. As of February 28, 2014, the annual appeal had raised over $27,500.  This total surpasses last year.  Mr. Goldberg announced 100 percent of board members have contributed to the appeal.  There is no official cutoff date for the annual appeal.  When donations are received in the annual appeal envelope they are added to the appeal total no matter when received.  Mr. Goldberg will be reporting back to the PBF donors in regards to what their funds purchased for the library.  In the case of a death of a PBF donor, Mr. Goldberg attempts to find the next of kin to notify them of a PBF and inform them of any purchases. 

Capital Campaign Report:  Mr. Sadler introduced Cristina Wineinger of Wineinger & Associates, a consultant retained by Williamsburg Regional Library Foundation to assist them with their fundraising.  Ms. Wineinger presented a summary of her findings from a recent internal review of the Foundation.  During her report, Ms. Wineinger informed the Board that the Foundation is ‘in excellent fundraising health.’  The Foundation has sound policies, procedures, and a committed board and staff who stand ready to build philanthropic support for the Library.  Ms. Wineinger also shared a number of recommendations for further strengthening the Foundation’s fundraising strategies.  With the internal review complete, the Foundation will now consult with its donors to determine how they would like to support the Library.

Library Director’s Comments:  Ms. Owens discussed the WL renovation plan.  At present there are no plans to remove the current Schell Room and Room B.  The AARP Tax Aide program is expected to continue in the Schell Room after the Stryker Center’s completion.  Ms. Owens invited the Foundation board to an event on April 16, 2014 from 4:00 p.m. to 6:00 p.m. to welcome her as Library Director. The event will be held in the Williamsburg Community Building. 

WRL Trustees/Friends of WRL Update:  Ms. Axtell reminded the board that the annual Friends book sale starts on April 25, 2014.    

Board Members’ Comments: The board discussed the timeline for the Capital Campaign.  Mr. Sadler suggested having an interim meeting before the May 20, 2014 regular Foundation meeting.  Ms. Heyman invited the board to attend an upcoming lecture she is presenting called Survival and Defiance at the Naval Weapons Station Chapel on April 28, 2014 at 10:00 a.m.

Adjournment:  Mr. Phelps motioned to adjourn at 1:37 p.m.  Ms. Weeks seconded; all agreed.

Next Meeting: Tuesday, May 20, 2014 12 p.m.
Schell Room, Williamsburg Library

Respectfully submitted,

Sarah Thompson

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WRLF Minutes January 21, 2014

Kitzinger Community Room, James City County Library

Attending Were:  Board members Ray Adams, Susan Axtell, Sherrie Chappell, Dottie Gabig, Tatia Granger, Vivian Hamilton, Barry Marten, Peter Mellette, Thomas Phelps, Sam Sadler, Mary Lou Walten, and Louis Weeks; Board of Trustees liaison Jim Axtell; Interim Library Director Genevieve S. Owens; Staff members Carrie Binsfeld, Benjamin Goldberg, and Sarah Thompson.  Absent were Alex Andrews, Polly Bartlett, Michael Fox, Elizabeth Foxx, Berna Heyman, and Elaine Themo.

Call to Order:  Mr. Marten called the meeting to order at 12:02 p.m.

Approval of Meeting Minutes November 19, 2013:  No additions or corrections were recommended.  The minutes were accepted as written. 

Treasurer’s Report:  Ms. Binsfeld presented the Treasurer’s Report for the period of November 1, 2013 to December 31, 2013 and reviewed the total receipts and disbursements.  Ms. Binsfeld discussed the difference between “Temporarily Restricted,” “Permanently Restricted,” and “Unrestricted” receipts.  December ends the fiscal year for the WRLF.  The auditors will begin their report in the spring.  Ms. Binsfeld completed the transfer of PBF assets from CDs to Davenport and Company Inc. in the month of December. The Treasurer’s Report was accepted as written.

Development Report:  Mr. Goldberg gave a brief overview of the information included in the Development Report.  As of January 21, 2014, the annual appeal had raised over $25,000.  This total surpasses last year.  $11,941 in gifts were received since the last WRLF board meeting.  Mr. Goldberg encouraged all board members to contribute to the appeal to ensure one hundred percent support of the appeal by the WRLF board.  In addition to the appeal gifts, $6820 was donated into previously established PBFs including a $5000 donation made to the John W. Edwards PBF.  Mr. Goldberg expects the 2013 Annual Appeal to exceed $27,000.

WRL Trustees/Friends of WRL Update:  Ms. Axtell reported the friends memberships were up by 4 members at the January meeting and they are expecting to solicit more memberships at the Virginia Symphony Concert on February 19, 2014.  The Friends are planning on reconfiguring the JCCL Book Nook in order to have both nooks running in the same manner.  Sandra Stephan presided over the meeting as President for the first time in January.  Mr. Axtell gave a brief overview of the current status of the Library Director search.   

Interim Library Director’s Comments:  Ms. Owens stated she has been Interim Library Director for 3 weeks and the transition is going smoothly.  She announced Patrick Golden, Director of Program Services, will be retiring as of January 31, 2014.  Rob Haas will become Interim Program Services Director at that time.  Ms. Owens met with Williamsburg City Manager Jack Tuttle on January 14, 2014 to discuss the next steps in the Stryker Center project.  She also will meet with Mr. Tuttle and project architects David Stemann and Ed Pease on January 21, 2014 to talk about the design refinement process.  Mr. Tuttle expects to have an Interim Agreement for the project ready for the City Council meeting on February 13, 2014.  During the interim period, the design team will refine the building’s design and general contractor Daniel & Company will demolish the current Stryker building.  Ms. Owens expects construction walls to go up around the site in April or May.  Once a Comprehensive Agreement is in place, construction can begin.  The City currently expects work to start in September. 

Ms. Owens discussed the Capital Improvement Plan, which included the renovation of current administration space at the Williamsburg Library which was submitted to the City last week.  The board discussed the possibility of adding the equipment to the current WL Theatre that would allow programs to be recorded on video.

Ms. Owens excused herself from the meeting.

Update on Library Director Search:  Ms. Binsfeld announced the Board of Trustees has narrowed down the pool of director candidates to 2 individuals.  The board will be holding 2 morning receptions, one for each candidate, in which the members of all 3 library boards, as well as staff, will be invited to meet the individuals and hear a brief presentation given by the candidate.  The receptions will be held on Monday, February 3, 2014 and Friday, February 7, 2014.  Both will be held at the Williamsburg Community Building from 9:30 a.m. to 10:30 a.m. 

Board Members’ Comments: The board discussed how the construction schedule for the Stryker Center will affect the plans for fundraising.  The board would like to contact the consultant they had previously chosen to help with the Capital Campaign in order to start planning for the project.  The board discussed possible funding sources and plans for fundraising ideas.    

Adjournment:  Mr. Phelps motioned to adjourn at 12:56 p.m.  Ms. Gabig seconded; all agreed.

Next Meeting: Tuesday, March 25, 2014 12 p.m.
Caldwell Children’s Program Room, Williamsburg Library


Respectfully submitted,


Sarah Thompson

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WRLF Minutes November 19, 2013

Attending Were:  Board members Ray Adams, Susan Axtell, Polly Bartlett, Sherrie Chappell, Dottie Gabig, Tatia Granger, Barry Marten, Peter Mellette, Thomas Phelps, Mary Lou Walten, and Louis Weeks; Board of Trustees liaison Jim Axtell; Library Director John A. Moorman; Staff members Carrie Binsfeld, Benjamin Goldberg and Sarah Thompson.  Absent were Alex Andrews, Michael Fox, Elizabeth Foxx, Vivian Hamilton, Berna Heyman, Sam Sadler, and Elaine Themo.

Call to Order:  Mr. Marten called the meeting to order at 12:06 p.m.

Approval of Meeting Minutes September 24, 2013:  No additions or corrections were recommended.  The minutes were accepted as written. 

Treasurer’s Report:  Ms. Binsfeld presented the Treasurer’s Report for the period of September 1, 2013 to October 31, 2013 and reviewed the total receipts and disbursements.  The members discussed the difference between “Temporarily Restricted”, “Permanently Restricted”, and “Unrestricted” receipts. The Treasurer’s Report was accepted as written.

Development Report:  Mr. Goldberg gave a brief overview of the information included in the Development Report.  As of November 18, 2013, the annual appeal had raised $9,760.  This is a very strong start to the appeal and it is on track to be another successful campaign.  Mr. Goldberg encouraged all board members to contribute to the appeal to ensure one hundred percent support of the appeal by the WRLF board.  In addition to the appeal gifts, a new Perpetual Book Fund in memory of Pat Callaghan was established.

The annual WRL volunteer appreciation party is scheduled for December 12, 2013 at 9:00 a.m. and will be held in the Kitzinger Community Room at the James City County Library.

A tentative schedule of meeting dates for 2014 was included in the November packet.  Mr. Weeks requested at least one meeting location be moved to the James City County Library to ensure board members are familiar with the building.  Dr. Moorman suggested that the Theatre Stage be avoided as a location because of accessibility issues.

WRL Trustees/Friends of WRL Update:  Ms. Axtell reported the friends have recently elected 5 new members to the board and will also be changing officers as of January 1, 2014.  Mr. Marten reported Mr. Tuttle presented the “Voice of the People Award for Excellence” to Williamsburg Regional Library during the October 23, 2013 Board of Trustees meeting.  This award was given to the library by the International City/County Management Association (ICMA) in recognition of its strong service rating from its citizens.  The award is based on a voluntary survey taken by citizens that have lived in the area for no longer than five years.  Mr. Axtell gave a brief overview of the current status of the Library Director search.   

Stryker Project and Library Renovation:  The City Council approved issuing $5 million dollars in bonds to fund the Stryker Center Project at their November 14, 2013 meeting.  The three design teams will bring back revised proposals to City Council on December 3, 2013.

Library Director’s Comments:  Dr. Moorman thanked the board for their work with the library during his 13 years of service.  The board thanked Dr. Moorman for his leadership and service to the library. 

Board Members’ Comments: Mr. Marten thanked all members of the board that attended the All Boards Meeting on November 13, 2013 and he requested the information that was given out during the meeting be sent to WRLF board members via email.  The invitations for Dr. Moorman’s retirement party will be sent out today and a resolution of appreciation will be completed in his honor to be presented at the gathering.  Mr. Mellette motioned for the board to allow Mr. Marten to approve and sign the resolution of appreciation upon completion.  Mr. Weeks seconded; all approved.  The board offered suggestions for the contents of the resolution.   

Adjournment:  Mr. Phelps motioned to adjourn at 12:56 p.m.  Ms. Axtell seconded; all agreed.

Next Meeting: Tuesday, January 28, 2013, 12 p.m.
Library Theatre, Williamsburg Library

Respectfully submitted,

Sarah Thompson

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WRLF Minutes September 24, 2013

Attending Were:  Board members Ray Adams, Alex Andrews, Susan Axtell, Polly Bartlett, Sherrie Chappell, Elizabeth Foxx, Dottie Gabig, Tatia Granger, Berna Heyman, Barry Marten, Peter Mellette, Thomas Phelps, Sam Sadler, Mary Lou Walten, and Louis Weeks; Board of Trustees liaisons Jean Van Tol and Jim Axtell; Library Director John A. Moorman; Staff members Carrie Binsfeld, Benjamin Goldberg, Genevieve S. Owens, and Sarah Thompson.  Absent were Michael Fox, Vivian Hamilton, and Elaine Themo.

Call to Order:  Mr. Marten called the meeting to order at 12:02 p.m.

Mr. Marten congratulated Susan and Jim Axtell on their 50th wedding anniversary.  

Approval of Meeting Minutes July 23, 2013:  No additions or corrections were recommended.  The minutes were accepted as written. 

Treasurer’s Report:  Ms. Binsfeld presented the Treasurer’s Report for the period of July 1 to August 31, 2013 and reviewed the total receipts and disbursements.  The Treasurer’s Report was accepted as written.

Finance Committee Update:  Mr. Phelps motioned to transfer $10,000 in earned income assets from Davenport and Company Inc. Investment Group to be used for Perpetual Book Fund (PBF) purchases, Mr. Andrews seconded.  The motion was approved unanimously.  Mr. Marten stated this is a conservative amount given asset growth and should be very beneficial to the library.  Mr. Phelps recommended the Finance Committee research the implementation of a spending policy. 

Development Report:  Mr. Goldberg gave a brief overview of the information included in the Development Report.  The “last” 2012 Annual Appeal gift was received in August.  Mr. Goldberg explained when a gift is received in the remittance envelope from the 2012 Annual Appeal, it counts towards that appeal even though the foundation is about to begin the 2013 Annual Appeal.  Mr. Goldberg asked the board to return the 2013 Annual Appeal signing lists to him no later than Monday, September 30, 2013.  Once he has processed the information he will ask all board members to pick up their packets of letters to sign and return as soon as possible.  Letters will be mailed November 4, 2013.  The number of names on the list has been reduced from previous years.  

Stryker Project and Capital Campaign:  Mr. Moorman attended and participated in the Williamsburg City Council Retreat on September 7, 2013 to discuss the Stryker Center Project.  The City Council decided to continue to work with the three design teams to incorporate their discussions into the proposals.  Once the drawings have been returned a subcommittee, similar to the last one, will review the information and report back to City Council.  Mr. Moorman expects this will extend the project’s timeline which will postpone the start date for the WRL Foundation’s Capital Campaign.  The Council has decided there will be no second story to the building.

Mr. Marten stated the Memorandum of Agreement between WRL and WRL Foundation for the proposed Stryker Center Project is in affect whenever the Stryker Center Project is approved.  A subcommittee met with consultants in regards to helping with the capital campaign.

Mr. Moorman stated the library will continue to lobby City Council Members in regards to renovating the Williamsburg Library upon completion of the Stryker Center Project.  Since attending the City Council Work Session, Ms. Van Tol is very optimistic the project will move forward.  She encourages the foundation board members to continue talking with council members in support of the project.

Library Director’s Comments:  Mr. Moorman reminded the board the Annual Staff Recognition Breakfast will be held on October 14, 2013 at 9 a.m. at the Williamsburg Hellenic Center.  The entire board is invited to attend.  The All Boards Meeting will be held on November 13, 2013 at 4 p.m. in the Williamsburg Library Schell Room with reception to follow in the Youth Services Program Room.  Each board leader will have time for a small presentation with discussion and socializing to follow.  Mr. Moorman informed the board the 5th Amended and Restated Contract for Library Services has now been approved.  One new WRL Board of Trustees member soon will be appointed by James City County Board of Supervisors and one by York County Board of Supervisors.

WRL Trustees/Friends of WRL Update:  Ms. Van Tol announced the WRL Board of Trustees is working on hiring a new library director.  She also invited the board to attend Mr. Moorman’s retirement party which is scheduled for December 10, 2013 from 4 to 6 p.m. at the Williamsburg Community Building.  There will be a WRL Board of Trustees Work Session held on September 30, 2013 at 1 p.m. at the Freedom Park Interpretive Center.

On Friday, September 27, 2013 in the James City County Library Kitzinger Community Room a panel program called Future of Libraries; Where libraries are headed in the 21st century will be held at 4 p.m.  The panel will include Maureen Sullivan, immediate past-president of the American Library Association, Jim Rettig, past-president American Library Association and library director and associate dean for Information Services at the U.S. Naval Academy and Eva Poole, immediate past-president of the Public Library Association and director, Virginia Beach Public Library.  After initial presentations, panelists will answer questions from the moderator (Mr. Moorman) and then from the audience.

Ms. Axtell mentioned the Friends of WRL have recently approved three grant requests from the library including the Summer Reading grant, Freegal Movies grant and PLA Conference grant.  The friends will hold their Annual Meeting on October 10, 2013, preceding a free concert by the U.S. Army's Training and Doctrine Command Band Chamber Ensembles from Ft. Eustis.  All members of the foundation board are welcome to attend. 

Board Members’ Comments:  Mr. Marten invited finance committee members to attend an investment summit hosted by Davenport and Company Inc. Investment Group on October 24, 2013. 

Adjournment:  Ms. Heyman motioned to adjourn at 12:46 p.m.  Mr. Andrews seconded; all agreed.

Next Meeting: Tuesday, November 19, 2013, 12 p.m.
Library Theatre, Williamsburg Library

Respectfully submitted,

Sarah Thompson

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WRLF Minutes July 23, 2013

Attending Were:  Board members Ray Adams, Alex Andrews, Sherrie Chappell, Tatia Granger, Berna Heyman, Barry Marten, Peter Mellette, Thomas Phelps, Sam Sadler, Elaine Themo, and Louis Weeks; Board of Trustees liaison Jean Van Tol; Library Director John A. Moorman; Staff members Carrie Binsfeld, Benjamin Goldberg, and Sarah Thompson. Guests attending were Sean Allburn, Steve Roberts, and Leo Rogers.  Absent were Susan Axtell, Polly Bartlett, Michael Fox, Elizabeth Foxx, Dottie Gabig, Vivian Hamilton, and Mary Lou Walten.

Call to Order:  Mr. Marten called the meeting to order at 12:00 p.m.

Mr. Marten thanked Ms. Heyman for her service as President and for his nomination as current President.

Approval of Meeting Minutes May 28, 2013:  No additions or corrections were recommended.  The minutes were accepted as written. 

Treasurer’s Report:  Ms. Binsfeld presented the Treasurer’s Report for the period of May 1 to June 30, 2013 and reviewed the total receipts and disbursements for this two-month period.  The report included the total net income and the total net assets as of June 30. The Treasurer’s Report was accepted as written.

Finance Committee Update/Davenport Presentation:  Sean Allburn, of Davenport and Company Inc., discussed the Foundation’s investment portfolio and provided an update on portfolio performance over the last year.  The Foundation has seen roughly a 10% return on investment since the portfolio’s February 2011 inception.  Mr. Allburn does not recommend any changes to the Foundation’s current investment strategy.  Mr. Allburn answered questions regarding investment opportunities for the Perpetual Book Funds, recommending a portfolio with slightly higher investment risk, but also greater opportunity to increase yield.  Mr. Andrews inquired as to how much of the PBF assets are spent on books.  Ms. Binsfeld stated that all the earned income is used to purchase materials.  Mr. Phelps motioned to move forward in the process of transferring PBF assets into the recommended portfolio, Mr. Weeks seconded; all agreed. Mr. Sadler suggested the Finance Committee start the process of creating a written spending policy for the Foundation.

Mr. Phelps moved to approve an expense of $480 for Mr. Goldberg’s recertification as a Certified Fundraising Executive (CFRE), Mr. Adams seconded. The motion was approved unanimously.

Development Report:  Mr. Goldberg gave a brief overview of the information included in the Development Report.  As of July 23, the “last” 2012 Annual Appeal gift was received and there was a total of $4,250 given in grants to support the “Looking to Learn” program.  The 2012 Annual Appeal raised just under $25,000, with the average gift size of $97.  Mr. Goldberg distributed the draft annual appeal mailing list for 2013, requesting that board members review the list for additions, corrections, or deletions before returning it to him by August 23.  Mr. Goldberg anticipates this year’s annual appeal will be coordinated in conjunction with the capital campaign for the Stryker Center Project.

Memorandum of Agreement between and WRL and WRLF:  Mr. Marten presented the draft of the Memorandum of Agreement between WRL and WRL Foundation for the proposed Stryker Center Project for the Board’s approval.  The Memorandum was written in lieu of the WRL Foundation being a signatory to the contract between WRL and the City of Williamsburg.  Once the project is approved, the Foundation will be committed to contribute $500,000 for space in the building, with up to $250,000 more for furniture and equipment.  A capital campaign will be run in order to raise these funds.  Ms. Heyman motioned to approve the Memorandum, Mr. Weeks seconded the motion, all approved.  Mr. Moorman thanked attorneys Steve Roberts and Leo Rogers for their help drafting the document.

Mr. Phelps motioned for the board to approve the use of up to $20,000 to start planning for the capital campaign for Stryker Center Project, Mr. Mellette seconded, all approved.  These funds will not be needed until the Stryker Center Project has been approved by Williamsburg City Council.

Library Director’s Comments:  Mr. Moorman stated the WRL Board of Trustees will meet on July 24, to discuss and possibly approve the Stryker Center Contract and Memorandum of Agreement. On July 29 the City Appointed Design Review Committee will attend a Williamsburg City Council work session to present their recommendations regarding a design.  Mr. Moorman expects a final decision on the Stryker Center Project to be made by the middle of August.

Mr. Moorman informed the board the York County Board of Supervisors will be meeting in August with the 5th Amended and Restated Contract for Library Services on the agenda.  The Board of Trustees for WRL will be discussing a change in by-laws at their meeting to incorporate a York County representative and an additional James City County representative.

Board Members’ Comments:  Mr. Weeks asked Mr. Moorman to inform WRLF board members how and when they can help support the library with regard to Stryker Center Project.

Adjournment:  Mr. Adams motioned to adjourn at 1:10 p.m.  Ms. Granger seconded; all agreed.

Next Meeting: Tuesday, September 24, 2013, 12:00 p.m.
Schell Room, Williamsburg Library

Respectfully submitted,

Sarah Thompson

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WRLF Minutes May 28, 2013

Attending Were:  Board members Ray Adams, Alex Andrews, Susan Axtell, Polly Bartlett, Dottie Gabig, Tatia Granger, Vivian Hamilton, Berna Heyman, Barry Marten, Peter Mellette, Thomas Phelps, Sam Sadler, Elaine Themo, and Louis Weeks; Board of Trustees liaison Jim Axtell; Library Director John A. Moorman; Staff members Carrie Binsfeld, Benjamin Goldberg, and Sarah Thompson.  Absent were Sherrie Chappell, Michael Fox, Elizabeth Foxx, and Mary Lou Walten.

Call to Order:  Ms. Heyman called the meeting to order at 12:02 p.m.

Ms. Heyman welcomed two new board members, Polly Bartlett and Tatia Granger.  Sarah Thompson, the new Administrative Services Coordinator, was also introduced to the board.

Approval of Meeting Minutes March 26, 2013:  No additions or corrections were recommended.  The minutes were accepted as written. 

Treasurer’s Report:  Ms. Binsfeld presented the Treasurer’s Report for the period of March 1 to April 30, 2013 and reviewed the total receipts and disbursements for this two-month period.  The report included the total net income and the total net assets as of April 30.

2012 Audit Overview:  Ms. Binsfeld presented the Annual Financial Report for the year ending December 31, 2012.  Electronic copies of the report prepared by Robinson, Farmer, Cox Associates were distributed to all members prior to the meeting.  Printed copies were also available at the meeting.  Ms. Binsfeld reported a clean audit with no recommendations or findings.  The audit was accepted as presented.

On May 21, 2013, Ms. Binsfeld met with Ms. Heyman, Mr. Marten, and Mr. Phelps to review the IRS Form 990.  The auditors filed an extension to accommodate schedules and the 990 has since been submitted. 

Finance Committee Update:  Mr. Phelps reported the Finance Committee has been discussing the possibility of transferring Perpetual Book Fund assets from CDs to the investment account with Davenport in an effort to produce a better investment yield.  Mr. Phelps anticipates Davenport will make a presentation on the PBF investment options to the Finance Committee in the near future.  Mr. Phelps motioned the Brose and Halverson funds currently invested with Davenport be restricted by the WRL Foundation Board as a Board Designated Endowment.  All approved.

Nominating Committee Slate and Board Election:  On behalf of the nominating committee Mr. Weeks presented Michael Fox for reappointment to the board for a second full term (7/1/13-6/30/16).  All approved.

Development Report:  Mr. Goldberg gave a brief overview of the information included in the development report.  The last of 2012 Annual Appeal gifts have been received and there were 12 gifts given in memory of Ginger Roberts to the Goodrich/Ralbovsky/Roberts Perpetual Book Fund.  Mr. Goldberg also reminded all board members to sign a Conflict of Interest Policy Statement.  Mr. Goldberg and the board discussed the current annual appeal mailing list and ways in which to update the list.

Contract Between City and WRL (and WRLF):  Mr. Moorman reported the City of Williamsburg intends to vote on the Stryker Center Project in June.  The board discussed the draft contract presented in regards to the Foundation’s contribution to the Stryker Center Project.   Mr. Moorman stated the contract presented to the Foundation is a draft and there may be changes made before the final is approved.  Mr. Moorman informed the board the committee formed by the City of Williamsburg to review the Stryker Center proposals will have its first meeting on June 12th.   He is a member of the committee along with 4 other individuals, including Library Assistant Director, Genevieve Owens. 


The Board discussed submitting a letter of commitment to the City instead of being party to the contract as well as concerns regarding the contract being open ended and fulfilling the library needs.  Mr. Moorman assured the board the library will not proceed with the project if the Stryker Center does not meet the library needs.  Ms. Heyman suggested a meeting with the Foundation’s attorney to discuss the contract and scheduling a special meeting that would include WRL Foundation officers, as well as Ms. Hamilton and Mr. Mellette.  The board wanted to discuss the matter further before moving forward.  The board agreed with Ms. Heyman’s recommendation and will schedule a meeting to discuss the contract with the attorney.

Library Director’s Comments:  Mr. Moorman reported the 5th Amended and Restated Contract for Library Services is scheduled to be voted on by James City County on June 11th, by the City of Williamsburg on June 13th, and by York County on June 18th. 

Board Members’ Comments:  The board wished Benjamin Goldberg a happy birthday.  Ms. Gabig informed the board that Ms. Walten is currently undergoing treatment and would like to organize sending her a card on the board’s behalf.  Ms. Heyman thanked the board for letting her serve as president and the board offered their thanks for her service.

Adjournment:  Mr. Adams motioned to adjourn at 1:10 p.m.  Mr. Andrews seconded; all agreed.

Next Meeting: Tuesday, July 23, 2013, 12:00 p.m.
Theatre Stage, Williamsburg Library


Respectfully submitted,


Sarah Thompson


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WRLF Minutes March 26, 2013

Attending Were:  Board members Ray Adams, Alex Andrews, Susan Axtell, Sherrie Chappell, Michael Fox, Elizabeth Foxx, Vivian Hamilton, Berna Heyman, Barry Marten, Peter Mellette, Sam Sadler, Elaine Themo, and Louis Weeks; Board of Trustees chair Jean Van Tol; Board of Trustees liaison Jim Axtell; Library Director John A. Moorman; Staff members Carrie Binsfeld, Benjamin Goldberg, and Ceilidh Mapes.  Absent were Dottie Gabig, Thomas Phelps, and Mary Lou Walten.

Call to Order:  Ms. Heyman called the meeting to order at 12:01 p.m.

Approval of Meeting Minutes January 22, 2012:  No additions or corrections were recommended.  The minutes were accepted as written.  Ms. Heyman announced that Ms. Mapes has resigned her position as Administrative Services Coordinator, in order to pursue full-time graduate studies, and offered congratulations and thanks to Ms. Mapes.

Treasurer’s Report:  Ms. Binsfeld presented the Treasurer’s Report for the period of January 1 to February 28, 2013 and reviewed the total receipts and disbursements for this two-month period.  The report included the total net income and the total net assets as of February 28.  Ms. Binsfeld announced that the auditors will be visiting WRL on April 1 and 2 and that she anticipates presenting an audit report at the Foundation’s May meeting.  Investment reports from Davenport and Company were made available to board members. 

Finance Committee Update:  Mr. Weeks reported that the Finance Committee has been discussing the possibility of transferring Perpetual Book Fund assets from CDs to Davenport, in an effort to produce a better investment yield.  Mr. Weeks anticipates that Davenport will make a presentation on PBF investment options to the Finance Committee prior to the WRLF May meeting.  Sean Allburn of Davenport will attend the Foundation board July meeting.  Ms. Heyman noted that the funds invested with Davenport continue to perform well.

Nominating Committee Slate and Board Election:  Mr. Weeks presented the slate of officers, nominations for reappointment, and two nominations for new board members.  Barry Marten will stand for election to the position of president, Sam Sadler for the position of president-elect, and Thomas Phelps for the position of treasurer.  Four board members are standing for reappointment to the board (Susan Axtell, Dorothy Gabig, Vivian Hamilton, and Barry Marten).  Mr. Adams seconded the nominations; all approved.
Biographical information for the two new nominees was included in the board packet and Mr. Sadler, who knows both Polly Bartlett and Tatia Granger personally, spoke briefly about their qualifications and previous experience.  Both nominees were elected to the board by acclamation.  They will join the board at the May meeting.  Ms. Heyman thanked the Nominating Committee for their efforts to recruit new members to the board and for presenting the slate of officers.

Development Report:  The Annual Appeal is coming to an end and, as of March 26, the appeal has raised $24,330, slightly exceeding the total raised last year.  Dr. Goldberg thanked the board for their one hundred percent support of the appeal.
The May meeting will be held at the James City County Library to allow for a tour of the Norge Depot. 

Foundation Board & Capital Campaign: Dr. Moorman reported that at its February 14, 2013 meeting the Williamsburg City Council received the unsolicited PPEA proposal from Henderson/Guernsey Tingle for the construction of the Stryker Center.  This acceptance by City Council starts a process by which other entities may deliver design-build proposals for consideration by City Council.  Upon notice of intention to submit additional bids, City Council extended the deadline to May 15.  The City Council has appointed a committee to review and evaluate all the proposals, which includes Dr. Moorman and Ms. Owens.  Dr. Moorman is working closely with library attorney Leo Rogers on the details of the Memorandum of Agreement for operation of the Stryker Center.  Dr. Moorman encouraged the board to discuss the logistics of a capital campaign, should the project be approved by City Council, perhaps by appointing a smaller committee.


In support of the project, Dr. Moorman submitted an op-ed piece to the Virginia Gazette discussing how it will allow WRL to expand and improve its services, and the Foundation sent a letter to City Council.  Ms. Heyman suggested forwarding the letter to the Virginia Gazette for publication.  All board members present supported the idea.  Mr. Axtell added that it was possible to comment on a site the City has created, which is dedicated to the Stryker Center Project. 


The Foundation has identified a possible consultant to assist the Foundation in undertaking a capital campaign and to help with evaluating possible donors.  Ms. Heyman confirmed that there are funds available for these items. 
Dr. Moorman responded to board questions about the furnishings, renovations in the Williamsburg Library building, and the operational costs of the Stryker Center. 

WRL Trustees/Friends of WRL Update:  The Friends of WRL Annual Book Sale is scheduled for April 19-21, 2013 in the Williamsburg Community Building.  Ms. Axtell commented that the Friends volunteers work very hard in the book nooks to generate the revenue to fund additions to library collections, programs, and services and that they have been working particularly hard to gather books for the sale. 
Mr. Axtell reported that the Board of Trustees held a closed session during their February meeting with the library’s attorney, Leo Rogers, and heard a report from Janet Crowther, Outreach Services Director.  Ms. Van Tol added that the two most significant topics engaging the Board of Trustees currently are the Stryker Center Project and proposed changes to the existing library contract. 

Library Director’s Comments:  Dr. Moorman informed the Foundation liaison to the Board of Trustees (Barry Marten) that the first item on the March agenda for the Board of Trustees is a closed session, which will run for an indeterminate length of time.

Board Members’ Comments:  None.

Adjournment:  Mr. Marten motioned to adjourn at 1:05 p.m.  Mr. Andrews seconded; all agreed.

Next Meeting: Tuesday, May 28, 2013, 12:00 p.m.
Kitzinger Community Room, James City County Library


Respectfully submitted,


Ceilidh Mapes
 

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WRLF Minutes January 22, 2013

Attending Were:  Board members Ray Adams, Alex Andrews, Sherrie Chappell, Michael Fox, Elizabeth Foxx, Dottie Gabig, Berna Heyman, Barry Marten, Peter Mellette, Thomas Phelps, Sam Sadler, and Louis Weeks; Board of Trustees’ chair Jean Van Tol; Friends’ president Ted Hiller; Library Director John A. Moorman; Staff members Carrie Binsfeld, Benjamin Goldberg, and Ceilidh Mapes.  Absent were Susan Axtell, Vivian Hamilton, Elaine Themo, and Mary Lou Walten.

Call to Order:  Ms. Heyman called the meeting to order at 12:03 p.m.

Approval of Meeting Minutes November 27, 2012:  No additions or corrections were recommended.  Mr. Sadler motioned to approve the minutes as presented.  Mr. Adams seconded; all agreed.

Treasurer’s Reports:  Ms. Binsfeld presented the Treasurer’s Report for the period of November 1 to December 31, 2012 and reviewed the receipts and disbursements for the year end period.  The report included the total net income and the total net assets for 2012.  Mr. Phelps motioned to approve the report as presented.  Mr. Marten seconded; all agreed.

Nominating Committee Update:  Mr. Weeks announced that the Nominating Committee has gathered the names of several individuals interested in serving on the board.  Once brief bios for each individual have been compiled, the names will be presented to the board.  Please forward any additional recommendations for nominations to the Nominating Committee or Benjamin Goldberg.  Mr. Weeks asked for a volunteer to serve as Treasurer and head of the Finance Committee, following Mr. Oliver’s resignation from the Foundation board.  Ms. Heyman seconded this, encouraging members to volunteer. 

Development Report:  As of January 22, the annual appeal has raised over $23,000.  The average gift is $95, an increase from the overall last year.  The appeal is performing very well and has slightly exceeded the total raised last year.  A list of all the donors who have contributed has been included with the gift report.  Mr. Goldberg encouraged all board members to contribute to the appeal to ensure one hundred percent support by the WRLF board.
In addition to the appeal gifts, a new Perpetual Book Fund has been established, but the name has not yet been finalized. Mr. Goldberg answered a question about matching gifts and explained the process to the board.

Foundation Board & Capital Campaign:  Dr. Moorman updated the board on the City of Williamsburg’s plan to replace the Stryker Building.  A final proposal will be submitted to the City Council on January 31.  Board members were encouraged to communicate with members of City Council about the benefits of this new building to WRL, presently and into the future.  The Foundation’s “buy-in” contribution to the project stands at $500,000, although an additional sum of as much as $500,000 will be needed for furnishings and technological requirements.  Dr. Moorman will have final figures after the January 31 proposal deadline.  Copies of the “Stryker Center Concept” document were distributed to board members. 
The Board of Trustees has not yet voted on the project, but there will be discussion at their January 23 meeting.  Any capital campaign that the Foundation undertakes will be a cooperative venture that includes the Trustees and Friends.

WRL Trustees/Friends of WRL Update:  Ms. Van Tol announced that the Board of Trustees is still in discussions with York County regarding a new funding agreement.  The Finance Committee has prepared a budget for FY 2014, which will be presented to the board on January 23.  Once it has been adopted, the budget will be sent to the City of Williamsburg and James City County.  Dr. Hiller informed members that the Friends are developing their own strategic plan, with a committee led by Max Burry, who served on the library’s strategic planning committee. Committee members have discussed community awareness of FWRL.  The annual book sale will be held on April 19-21 in the Williamsburg Community Building. 

Library Director’s Comments:  Dr. Moorman continues to work on a new York County funding agreement. 

Board Members’ Comments:  Ms. Chappell invited board members to attend a presentation by the Williamsburg Garden Club, which followed the Foundation meeting at 1:30 p.m. in the Williamsburg Library Theatre. 

Adjournment:  Ms. Foxx motioned to adjourn at 1:14 p.m.  Mr. Andrews seconded; all agreed.

Next Meeting: Tuesday, March 26, 2013, 12:00 p.m.
Caldwell Children’s Program Room, Williamsburg Library


Respectfully submitted,


Ceilidh Mapes

 

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WRLF Minutes November 27, 2012

Attending Were:  Board members Ray Adams, Alex Andrews, Susan Axtell, Sherrie Chappell, Dottie Gabig, Vivian Hamilton, Berna Heyman, Barry Marten, Peter Mellette, Jim Oliver, Sam Sadler, Elaine Themo, Mary Lou Walten, and Louis Weeks; Board of Trustees’ member Sarah Houghland; Library Director John A. Moorman; Staff members Carrie Binsfeld, Benjamin Goldberg, and Ceilidh Mapes.  Absent were Michael Fox, Elizabeth Foxx, and Thomas Phelps.

Call to Order:  Ms. Heyman called the meeting to order at 12:02 p.m.

Approval of Meeting Minutes September 25, 2012:  No additions or corrections were recommended.  Mr. Mellette motioned to approve the minutes as presented.  Mr. Andrews seconded; all agreed.

Treasurer’s Report:  Ms. Binsfeld presented the Treasurer’s Report for the period of September 1 to October 31, 2012 and reviewed the receipts and disbursements for that period.  Ms. Binsfeld reported that funds in CDs that matured in October are being reinvested back into CDs.   Ms. Themo motioned to approve the report as presented.  Ms. Axtell seconded; all agreed.

Strategic Planning Committee Update:  A draft of the Strategic Plan for 2013-2015 was distributed at the September meeting.  Comments and suggestions were solicited from board members and changes were made, as appropriate.  A final draft is included in the November board packet.  Barry Marten, chair of the Strategic Planning Committee, recommended the final draft be adopted as presented.  Mr. Oliver seconded and all board members voted to adopt the document.  This document will serve as a guide for the Foundation for the next three years.  Mr. Marten recognized the committee members involved and expressed his thanks for their efforts.  Ms. Heyman thanked the Strategic Planning Committee for producing this necessary document.

Development Report:  The development report covers the period from November 1 to November 26, 2012.  As of November 26, the annual appeal had raised $12,555.  The average gift is $100, an increase from an average of $89 at this time last year.  This is a very strong start to the appeal and it is on track to be another successful campaign.  A list of all the donors who have contributed has been included with the gift report.  Dr. Goldberg encouraged all board members to contribute to the appeal to ensure one hundred percent support of the appeal by the WRLF board.


In addition to the appeal gifts, the Foundation received a small bequest from the Estate of Herman C. Krattenmaker.


The annual WRL volunteer appreciation party is scheduled for December 13 at 9:00 a.m. and will be held in the Kitzinger Community Room at the James City County Library.


A tentative schedule of meeting dates for 2013 was included in the November packet. 

President’s Report:  Ms. Heyman announced that Mr. Oliver will resign from the Foundation board effective December 31, 2012.  Consequently, the position of Treasurer will be vacant.  Suggestions for a new board member are encouraged and should be directed to Louis Weeks, chair of the Nominating Committee, or Benjamin Goldberg.  Current board members and new board members will be welcome to stand for the position of Treasurer. 

WRL Trustees/Friends of WRL Update:  Mr. Marten reported that the library has established a Teen Advisory Board to assist in addressing the needs of this segment of the local population.  At the October 24 meeting, the Trustees were given a tour of the Norge Depot and the newly completed renovations in the staff area of the James City County Library.


Ms. Axtell reported that the Friends’ fundraising via membership dues and book nook sales continues to do very well.  In addition, the Friends board received an update on the Guys Read program at Lafayette High School, which the Friends are sponsoring. 

Library Director’s Comments:  Dr. Moorman reported that the newly established Teen Advisory Group held its first meeting on November 16 and ten young adults attended.  In addition, a complete schedule of programs for teens has been finalized for the December 2012 through June 2013 period. 
Dr. Moorman updated the board on e-books and the current situation between libraries and publishers, and he assured the board, as a member of the ALA’s Executive Board, that the ALA is working diligently with major publishers to develop a better model that meets the needs of both groups.
Dr. Moorman is working on a new York County funding agreement.  The Trustees will discuss a draft of the agreement at their next meeting. 
Although the Norge Depot restoration is complete, the dedication ceremony has been delayed until March or April of 2013, and so the Depot is not currently open to the public.  Dr. Moorman suggested holding the May 28, 2013 [initially March 26] meeting of the Foundation board at the James City County Library to allow for a tour of the Depot (TBC).


Dr. Moorman provided details regarding the Guys Read program at Lafayette High School.  The Friends are sponsoring this program by purchasing additional titles for the book group and a library staff member attends their monthly meetings to aid in the discussion.  This program has been successful at Lafayette and organizers hope to expand to more local high schools.


The plan to replace the Stryker Building to meet the city’s needs and satisfy demands for civic and community activity space continues to progress.  Initial schematic drawings provide new meeting room space for library users and offices for staff.  This will allow the library to repurpose space in the Williamsburg Library building.  WRL will be expected to make a contribution to help fund the project and the Foundation will be asked to assist with this funding.  A memorandum of agreement between WRL and the City of Williamsburg will be shared with the Foundation board once it has been finalized. 

Board Members’ Comments:  Mr. Weeks commended Mr. Oliver for his excellent leadership of the Finance Committee during his tenure as Treasurer.  Mr. Weeks asked all members of the Nominating Committee to remain behind after the meeting to arrange a date to discuss nominations.

Adjournment:  Mr. Oliver motioned to adjourn at 1:16 p.m.  All board members agreed.

Next Meeting: Tuesday, January 22, 2013, 12:00 p.m.
Schell Room, Williamsburg Library


Respectfully submitted,


Ceilidh Mapes

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WRLF Minutes September 25, 2012

Attending Were:  Board members Ray Adams, Alex Andrews, Susan Axtell, Sherrie Chappell, Michael Fox, Elizabeth Foxx, Dottie Gabig, Vivian Hamilton, Berna Heyman, Barry Marten, Peter Mellette, Jim Oliver, Elaine Themo, and Louis Weeks; Board of Trustees’ member Jim Axtell; Friends’ Board President Ted Hiller; Library Director John A. Moorman; Staff members Benjamin Goldberg and Ceilidh Mapes.  Absent were Thomas Phelps, Sam Sadler, and Mary Lou Walten.

Call to Order:  Ms. Heyman called the meeting to order at 12:01 p.m. and thanked Mr. Oliver for conducting the July meeting in her absence.

Approval of Meeting Minutes July 24, 2012:  The minutes were approved as presented.

Treasurer’s Report:  Mr. Oliver presented the Treasurer’s Report for the period of July 1 to August 31, 2012.  He reviewed the receipts and disbursements during that period, including the establishment of three new Perpetual Book Funds (PBFs) and donations to existing PBFs, as well as the Foundation’s schedule of net assets. 

Mr. Oliver informed the board that the Finance Committee reviews the status of the assets invested with Davenport on a quarterly basis with representatives from the company.   There is currently no regular schedule for when transfers are made to Davenport.  Mr. Mellette motioned to approve the report as presented.  All agreed.

Strategic Planning Committee Update:  The Strategic Planning Committee has drafted a Strategic Plan that states the Foundation’s mission, goals, and objectives for the next three years.  Mr. Marten, chair of the committee, asked board members to review the document and to submit any comments or suggestions to Mr. Goldberg by October 17th.  The committee will then review these comments and make changes as appropriate.  Mr. Marten anticipates presenting the plan for final approval at the November 27th meeting and expressed his thanks to all committee members; Vivian Hamilton, Peter Mellette, Jim Oliver, Thomas Phelps, John Moorman, and Benjamin Goldberg.  Mr. Marten praised the committee for their hard work and excellent insights.  Ms. Heyman also thanked the Strategic Planning Committee for working so quickly and efficiently to develop such an important document. 

Friends and Trustees Liaison Responsibilities:  Ms. Heyman announced that Mr. Marten, as WRLF president-elect, will serve as liaison to the Board of Trustees and will attend their meetings on a regular basis.  Ms. Heyman also asked for a representative from the Foundation to attend the Friends’ board meetings.  Ms. Axtell volunteered to attend the next Friends meeting on October 2nd.  Marten and Axtell will have no voting rights on the boards to which they act as liaison. 

Development Report:  The development report covers the period from September 1 to September 24, 2012.  During this period the Foundation received thirteen gifts totaling $1254.50.  Mr. Goldberg expects that all the annual appeal letters will be ready for signing by October 8th.   Letters will be mailed during the first week of November.  There are approximately 1100 names on the list, but the goal for next year is to reduce the list to approximately 700 names.

Ms. Foxx suggested clarifying in the annual appeal letter to potential donors how their donations might be spent in support of the library and that these donations are not part of the library’s regular operating expenses. 

The annual WRL volunteer appreciation party is scheduled for December 13th at the James City County Library.

Friends of WRL Update:  Dr. Hiller reminded board members about the Friends annual meeting, which is scheduled for September 30th at 7:30 p.m.  At their September meeting, the Friends approved a grant for two events that will be held during National Friends of Libraries Week.  The events (a book discussion and a concert) are scheduled for October 22nd and October 24th.  Dr. Hiller announced that the Friends have approved grants totaling $122,000 so far this year.  Friends’ board members are currently investigating ways to augment their revenue from membership dues and book nook sales.           

Library Director’s Comments:  Dr. Moorman encouraged board members to attend the WRL Staff Recognition Breakfast that will be held on Monday, October 8th at the Williamsburg Hellenic Center. 

Dr. Moorman is currently working to solidify the York County funding agreement.  Meetings concerning the Stryker Building Project will resume soon and Dr. Moorman will keep the Foundation appraised of all developments. 

Renovations at the James City County Library are nearing completion and the Norge Depot restoration project has been completed.  A soft opening for the Depot is planned for October 13th – 15th  and WRL is beginning to take over its designated responsibilities.    

Board Members’ Comments:  Ms. Heyman mentioned that a board photo will be taken immediately following the meeting.

Adjournment:  Ms. Themo motioned to adjourn at 12:42 p.m.  All board members agreed.

Next Meeting: Tuesday, November 27, 2012, 12:00 p.m.

Schell Room, Williamsburg Library

 

Respectfully submitted,

 

Ceilidh Mapes

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WRLF Minutes July 24, 2012

Attending Were:  Board members Alex Andrews, Susan Axtell, Sherrie Chappell, Elizabeth Foxx, Vivian Hamilton, Barry Marten, Peter Mellette, Jim Oliver, Thomas Phelps, Sam Sadler, Elaine Themo, and Louis Weeks; Board of Trustees’ member Jim Axtell; Friends’ Board President Ted Hiller; Library Director John A. Moorman; Staff members Carrie Binsfeld, Benjamin Goldberg, and Ceilidh Mapes.  Sean Allburn and Merrill Cann from Allburn Financial Consulting of Davenport and Company LLC.  Absent were Ray Adams, Michael Fox, Dottie Gabig, Berna Heyman, and Mary Lou Walten.

Call to Order:  In Ms. Heyman’s absence, Mr. Oliver called the meeting to order at 12:01 p.m.

Introduction of New Board Members:  Mr. Oliver welcomed four new members to the Foundation board – Alex Andrews, Peter Mellette, Thomas Phelps, and Sam Sadler.  All new and existing board members, as well as staff members introduced themselves.  Brief biographies of all board members can be found on WRL’s website. 

Approval of Meeting Minutes May 22, 2012:  There being no changes recommended to the minutes, Mr. Marten motioned to approve them as presented.  Mr. Weeks seconded and all agreed.

Finance Committee Update/Davenport Presentation:  Sean Allburn discussed the Foundation’s investment portfolio with Davenport and Company and provided an update on its performance over the last year.  The Foundation has seen a 6.1% increase in assets since the portfolio’s February 2011 inception, which has outperformed the S&P 500 by 2.1% over this 15-month period.  Mr. Allburn does not recommend any changes to the Foundation’s current investment strategy.  Mr. Allburn answered questions on Davenport’s procedures from Mr. Marten. 

Treasurer’s Report:  Ms. Binsfeld presented the Treasurer’s Report for the period of May 1 to June 30, 2012.  She reviewed the various receipts and disbursements during that period, including donations to Perpetual Book Funds and a grant to the Library.  Thanks to these ongoing donations, the Foundation’s net assets have continued to increase since the beginning of the calendar year.  Ms. Axtell motioned to approve the report as presented.  Mr. Mellette seconded; all agreed.

By-laws Revision:  An amendment to the by-laws was recommended to remove the word “generally” from Article VIII regarding the election of officers.  Mr. Weeks motioned to approve the article as amended.  Ms. Themo seconded and the amendment was approved by a unanimous vote.  The final sentence of Article VIII now reads, “Officers are elected for two-year terms.”

Nominating Committee President-Elect Election:  Mr. Weeks announced that due to time conflicts Ms. Foxx has tendered her resignation as President-elect.  The Nominating Committee put forth Barry Marten as nominee to fill Ms. Foxx’s unexpired term.  Ms. Axtell seconded the nomination.  There being no other nominations from the floor, Mr. Marten was elected by a unanimous vote.  His term as President-elect will expire on June 30, 2013.

Development Report: Mr. Goldberg reported that three new Perpetual Book Funds were established in June and July in memory of Dr. George Chohany, Mr. John Edwards, and Mr. Walter Heide. 
Mr. Goldberg has provided to board members a draft list of names for the Annual Appeal.  Board members should review the list and submit any name or address corrections to him as soon as possible.  Mr. Goldberg anticipates having a finalized list of names and sending out the letter assignments by the end of September.  The signed letters will then be mailed at the beginning of November.  Mr. Marten requested that Mr. Goldberg highlight on the final list those who made a donation in the previous year. 
Mr. Goldberg asked that all board members sign a Conflict of Interest policy and return it to him as soon as possible.  This is a document that must be signed annually per the auditors’ request.

Strategic Planning in September:  Dr. Moorman requested that the board form a small committee to work with him to draft a strategic plan for the Foundation.  This will involve reviewing the Foundation’s mission statement and devising various strategic directions to maximize the Foundation’s ability to support WRL.  Mr. Oliver stated that the September 25 meeting has been scheduled for 11:30 a.m. to 1:30 p.m. to accommodate a longer discussion of this issue.  Any members who would like to participate on the committee should submit their names to Mr. Oliver. 

Friends of WRL Update:  Dr. Hiller reported that Friends of WRL recently sponsored a book fair at J. Blaine Blayton Elementary school at which all students who had completed the WJCC summer school program received two free books.
In addition, the Friends approved five grant requests for the library, including a $50,000 multiple copy grant. 
The Friends annual meeting is scheduled for September 30th and National Friends of Libraries Week will be from October 21 to October 27. 

Library Director’s Comments:  Dr. Moorman reported that the summer reading program, sponsored in part by the Friends, is proceeding well with good attendance at the various programs and craft activities. 
The Norge Depot restoration project has almost been completed and it is anticipated that WRL will soon begin to manage the meeting room space inside. 

Board Members’ Comments:  Mr. Axtell inquired whether it might be possible to include a solicitation for Friends membership as part of the Annual Appeal letter.  Board members agreed that since the Friends and Foundation are very different entities with different goals, this would not be advantageous.

Adjournment:  Mr. Weeks motioned to adjourn at 1:15 p.m.  Ms. Themo seconded and all agreed.

Next Meeting: Tuesday, September 25, 2012, 11:30 a.m.
Schell Room, Williamsburg Library


Respectfully submitted,

Ceilidh Mapes
 

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WRLF Minutes May 22, 2012

Attending Were:  Board Members Ray Adams, Susan Axtell, Sherrie Chappell, Michael Fox, Elizabeth Foxx, Dottie Gabig, Tory Gussman, Vivian Hamilton, Berna Heyman, Chuck Hobson, Barry Marten, Jim Oliver, Elaine Themo, Mary Lou Walten, and Louis Weeks; Board of Trustees member Jim Axtell; Friends’ Board President Ted Hiller; Library Director John A. Moorman; Staff Members Carrie Binsfeld, Benjamin Goldberg, and Ceilidh Mapes.  Absent were: Didier de Vulpillières and Marilyn Riddle.

Call to Order:  President Heyman called the meeting to order at 12:02 p.m. 

Approval of Meeting Minutes March 27, 2012:  Ms. Heyman asked for any corrections or additions.  There being none, the minutes were accepted as written.

Treasurer’s Report:  Ms. Binsfeld presented the Treasurer’s report for the period March 1 to April 30, 2012.  Ms. Binsfeld highlighted the total receipts and disbursements for this period, and noted that the Foundation’s net assets have continued to increase since April 2011.  Ms. Binsfeld met with Ms. Heyman and Mr. Oliver to review the IRS Form 990, which has since been submitted.

2011 Audit Overview:  Ms. Binsfeld presented the Annual Financial Report for the year ending December 31, 2011.  Electronic copies of the 2011 Audit Report prepared by Robinson, Farmer, Cox Associates were distributed to all members prior to the meeting.  Printed copies were also available at the meeting.  Ms. Binsfeld reported a clean audit, with no recommendations or findings.  Mr. Oliver moved to accept the audit as presented.  Mr. Adams seconded; all agreed.

Nomination Committee Slate Presentation:  Mr. Hobson presented the Nominating Committee’s slate of nominees.  Ray Adams, Elizabeth Foxx, and Louis Weeks were nominated for reappointment to the Board.  In addition, there were five nominations for new board members.  Four members will be retiring at the end of June.  Filling these vacancies will bring the Board to the maximum of eighteen members.  The nominees were Alex Andrews, Carol Beers, Peter Mellette, Thomas Phelps, and Sam Sadler.  Mr. Hobson noted that Mr. Weeks will become the new chair of the Nominating Committee. 

Board Election:  Mr. Hobson motioned to accept the slate of nominees as presented.  Ms. Walten seconded.  All the nominations were approved by a unanimous vote. 

Development Report:  Mr. Goldberg reported that a total of eight gifts were received including Annual Appeal donations, contributions to existing PBFs, and donations from Virginia state tax refunds.  The Foundation has been re-registered to receive these tax refund donations again next year. 
Mr. Goldberg reported that the response from donors regarding changes to some established PBFs has been positive overall.  WRL’s fundraising database, The Raiser’s Edge (RE), which records and tracks all gifts supporting the Library, recently underwent an upgrade.  RE now will include the ability to gain capacity ratings for supporters.  The draft Annual Appeal lists will need to be reviewed in July.
Mr. Goldberg informed members that the Board packets for the July meeting will be emailed, and not mailed, in an effort to conserve library resources.

Report on Trustees’ Meeting by WRLF Representative:  Ms. Foxx reported that the Trustees reviewed four financial policies during their April 25 meeting and began to make preparations for the Library Director’s annual evaluation, which will be conducted in June.

Report on Friends’ Meeting by Friends Representative:  Dr. Hiller reported that the Friends held their annual book sale April 20 to 22 in the Stryker Building.  The sale was very successful and only a small number of boxes remained at the end of the weekend. 
In addition, the Friends approved four grant requests.  Dr. Hiller also mentioned a donation that he had received from a member of the local community, whose elderly mother is a regular library patron.

Library Director’s Comments:  Dr. Moorman reported that WRL’s budget for FY 2013 has been approved by all three funding jurisdictions.  The Library is approaching the end of its fiscal year and Youth Services is currently preparing for WRL’s annual summer reading program. 
Dr. Moorman updated members on the renovations being planned for the James City County Library, as well as the renovations currently being done on the Norge Depot.
In conclusion, Dr. Moorman thanked the retiring members of the Board for their service to the Foundation and the Library.

Board Members’ Comments:  Following the strategic directions laid out in WRL’s Strategic Plan 2012-2015, Ms. Heyman hopes the Foundation will develop a corresponding plan, to include members’ ideas for planned giving, additional fundraising ideas, and guidance for the Foundation into the future.  
Ms. Heyman concluded with commendations for retiring members Didier de Vulpillières, Tory Gussman, Chuck Hobson, and Marilyn Riddle.  Ms. Heyman thanked these Board members for their service and dedication to the Foundation and WRL.  Please see the attachment for details. 


Adjournment:  Mr. Adams motioned to adjourn at 12:37 p.m.  Ms. Axtell seconded; all agreed. 

Next Meeting: Tuesday, July 24, 2012, 12:00 p.m.
Schell Room, Williamsburg Library


Respectfully submitted,


Ceilidh Mapes
 

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WRLF Minutes March 27, 2012

Attending Were:  Board Members Ray Adams, Sherrie Chappell, Didier de Vulpillières, Michael Fox, Elizabeth Foxx, Dottie Gabig, Tory Gussman, Berna Heyman, Chuck Hobson, Barry Marten, Jim Oliver, Marilyn Riddle, Elaine Themo, Mary Lou Walten, and Louis Weeks; Friends’ Board member Ted Hiller; Library Director John A. Moorman; Staff Members Carrie Binsfeld, Benjamin Goldberg, and Ceilidh Mapes.  Absent were: Susan Axtell and Vivian Hamilton.

Call to Order:  President Heyman called the meeting to order at 12:01 p.m. 

Approval of Meeting Minutes January 17, 2012:  Ms. Heyman asked for any additions or corrections.  There being none, the minutes were accepted as written.

Treasurer’s Report:  Ms. Binsfeld presented the Treasurer’s report for the period January 1 to February 29, 2012 and the donation summary report.  Ms. Binsfeld noted that the total net income for the period was $8,315 and compared this with February 2011.  Ms. Binsfeld will present the annual financial report from the auditors during the May meeting.

Nominating Committee Update:  Mr. Hobson informed the board that four members will be retiring at the end of June – Didier de Vulpillières, Tory Gussman, Chuck Hobson, and Marilyn Riddle.  The board can appoint up to five new members.  Mr. Hobson has the names of three potential nominees so far.  Mr. Hobson encouraged board members to submit any candidate names on the nomination form they received, and to return the form to Benjamin Goldberg no later than April 11. 

Development Report:  Mr. Goldberg discussed the February and March gift report.  A total of nineteen gifts were received (9 appeal and 10 non-appeal).  The Annual Appeal total giving for 2011 has exceeded the total received during last year’s appeal by approximately 8%.  The number of donors has also increased. 
Mr. Goldberg reported that he has sent letters to Perpetual Book Fund establishing donors to address issues of format expansion needs, increasing the value of smaller endowments, and broadening PBFs with topics that are too narrow to meet library collection needs.  Responses from donors to date have mostly been positive.

Planned Giving Committee Update:  Ms. Heyman reported that the committee met at the end of 2011 and plans to meet again soon.  

Library Director’s Comments:  WRL’s budget for FY 2013 has been received by the City of Williamsburg, James City County, and York County.  Dr. Moorman, Ms. Binsfeld, and Trustees who represent the City of Williamsburg attended a City Council Budget hearing on March 19.  
Dr. Moorman updated members on the renovations being planned for the James City County Library, as well as the renovations currently being done on the Norge Depot.
At the ALA Midwinter Conference Dr. Moorman was elected to the Executive Board of the American Library Association for a three-year term.  In addition, Ms. Owens is currently running for President of the ALA’s Association for Library Collections and Technical Services, which is also a three-year term.
Board members were given copies of a word cloud, created by Barry Trott, using the WRL Strategic Plan 2012-2015.  It demonstrates in a visual format the ideas and concepts emphasized in the Plan.  The height and width of the words reflects the number of times they are used in the document.  

Report on Trustees Meeting by WRLF Representative:  Ms. Foxx presented a brief report on the last Trustees’ meeting, held on February 22.  Ms. Foxx noted that the Trustees will thank library staff for all their hard work with a lunch to be held at both library buildings.  This event is planned for National Library Workers’ Day on April 10.

Report on Friends Meeting by Friends Representative:  Dr. Hiller provided an update on the Friends’ recent decision to hold only one sale per year in the spring, rather than both spring and fall sales.  The upcoming sale will be held in the Stryker Building.  The hours have been extended, but the dates will remain the same.  The Friends approved two grant requests; one for Freegal downloadable music and one for an author visit to local middle schools.

Board Members’ Comments:  Dr. Moorman answered a question from Ms. Gabig related to e-books and the current situation between vendors and public libraries.

Adjournment:  Ms. Foxx motioned to adjourn at 12:34 p.m.  Mr. Marten seconded; all agreed.  Officer and new board member elections will be held during the May meeting.

 

Next Meeting: Tuesday, May 22, 2012, 12:00 p.m.
Schell Room, Williamsburg Library


Respectfully submitted,


Ceilidh Mapes

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WRLF Minutes January 17, 2012

Attending Were:  Board Members Ray Adams, Susan Axtell, Sherrie Chappell, Didier de Vulpillieres, Elizabeth Foxx, Vivian Hamilton, Chuck Hobson, Barry Marten, Jim Oliver, Marilyn Riddle, Elaine Themo, Mary Lou Walten, and Louis Weeks; Board of Trustees members Jim Axtell and Jean Van Tol; Friends’ Board member Ted Hiller; Library Director John A. Moorman; Staff Members Carrie Binsfeld, Benjamin Goldberg, and Ceilidh Mapes.  Absent were: Michael Fox, Dottie Gabig, Tory Gussman and Berna Heyman.

Call to Order:  President-Elect Foxx called the meeting to order at 12:02 p.m. 

Approval of Meeting Minutes November 29, 2011:  Ms. Foxx asked for any additions or corrections.  There being none, the minutes were accepted as written.

Treasurer’s Report:  Ms. Binsfeld discussed the Treasurer’s report for the period November 1 to December 31, 2011 and the donation summary report.  During this two-month period, the total gifts and donations received were $16,824. 

Finance Committee Update:  Mr. Oliver stated that the Finance Committee has nothing to report and plans to meet again in March.  (Following the meeting, this was postponed to May.)

Report on Trustees Meeting by WRLF Representative:  Ms. Foxx reported that during its December 7 meeting, the Board of Trustees conducted policy reviews, approved the Annual Financial Report Fiscal Year Ending June 30, 2011, and approved paying an equal bonus to the Library Director, if a general employee bonus was approved by the James City County Board of Supervisors.

Development Report:  Mr. Goldberg discussed the December 1 to January 15 Development report, detailing Foundation Appeal and Non-Appeal gifts.  A total of 110 gifts were received (80 appeal and 30 non-appeal).  The Annual Appeal total giving for 2011, as of January 15, has exceeded the total received during last year’s appeal.  There have been a total of 250 donors to date, compared with a total of 240 for Annual Appeal 2010.  Mr. Weeks complimented Mr. Goldberg on how well the appeal is progressing so far.  Ms. Foxx seconded this, adding that WRL is a much valued asset by the local community.  
Mr. Goldberg reported that the Volunteer Appreciation Event held on December 13 was a very well-attended event.  Ms. Riddle complimented Mr. Goldberg on his coordination and planning of the event.  

Planned Giving Committee Update:  Mr. Oliver reported that the committee has met and discussion is underway regarding expanding WRLF’s Planned Giving program. 
 
Library Director’s Comments:  Dr. Moorman provided details about the ongoing plan to replace the Stryker Building to meet the city’s needs and satisfy demands for additional civic and community activity space.  These new plans would expand WRL’s public meeting room and gallery space.  WRL would be expected to make a contribution to the construction costs and Dr. Moorman may request that the Foundation assist with funding.  Dr. Moorman answered questions from members about the potential project.
WRL will submit a proposed budget for FY 2013 to the Board of Trustees, which, pending approval, will then be sent to the City of Williamsburg and James City County. 
Dr. Moorman reminded board members that the AARP Tax Assistance will begin on February 1 and run through April 17.  The Great Decisions series will begin on February 7.
Dr. Moorman will work with James City County to determine WRL’s role in maintaining and operating the Norge Depot once renovations have been completed.

Board Members’ Comments:  Ms. Walten informed Foundation members of an opportunity to host a wine tasting event at The Wine & Cheese Shop, as a way to raise funds and encourage donations.  This event could perhaps be accompanied by an author talk or reading. 

Adjournment:  Mr. Adams motioned to adjourn at 12:35 p.m.  Ms. Axtell seconded; all agreed.


Next Meeting: Tuesday, March 27, 2012, 12:00 p.m.
Caldwell Children’s Program Room, Williamsburg Library


Respectfully submitted,


Ceilidh Mapes
 

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(Williamsburg Regional Library Foundation Federal I. D. # 54-1639135)