WRLF Board Meeting Minutes
(Williamsburg Regional Library Foundation Federal I. D. # 54-1639135)
| 2014 (tentative) | 2013 | 2012 |
| November 20 | November 26 | November 27 |
| September 25 | September 24 | September 25 |
| July 24 | July 23 | July 24 |
| May 22 | May 28 | May 22 |
| March 27 | March 26 | March 27 |
| January 23 | January 22 | January 17 |
For previous minutes see the WRLF Minutes Archive
COMING SOON
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
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
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
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
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
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
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
(Williamsburg Regional Library Foundation Federal I. D. # 54-1639135)
