About Us

WRL is a star

In 2013, for the sixth consecutive time, the national publication Library Journal rated WRL as one of the best public libraries in the U.S. by giving it four-stars.

Buildings and Mobile Service

The Williamsburg Regional Library consists of two buildings and Mobile Library Services. 

The same library card may be used at all locations.

515 Scotland Street, Williamsburg, VA 23185

757.259.4040

The Williamsburg Library houses approximately 180,000 volumes and covers 40,000 square feet. Wireless access is available throughout the library. This library offers a theatre, art gallery, and meeting rooms. The library is located at the Williamsburg Municipal Center with free parking. The Williamsburg Library opened 1973, and was expanded/renovated in 1981 and 1998.

7770 Croaker Road, Williamsburg, VA 23188

757.259.7770

Exit 231A from I-64

The James City County Library covers 35,000 square feet and houses about 150,000 volumes and many behind-the-scenes work areas. It features  meeting rooms and a computer lab.  Wireless access is available throughout the library. Ample parking is available. This library was funded through a James City County bond referendum in March 1994 and was opened in July 1996.

The library extends services beyond the walls of its buildings and out into the community. The Mobile Library Services Department (MLS), a unit of the library Outreach Services Division,  plays a central role in delivering regularly scheduled service to residents who are the least able to visit the library. These audiences include children in preschools and childcare centers, youth - of all ages - who have limited ability to get to library buildings from where they live, homebound adults, and residents living in adult care centers.

Mobile Library Services vans deliver:
*Library resources including books, music, audio books, magazines,and movies
*Story times and programs
*Reference help and advice for readers
*Computer access to the library's catalog, its databases, and the Internet
*Free library card registration

Community Partnership Program

PARTNERING IS A STRATEGIC TOOL:

Williamsburg Regional Library collaborations with community partners strengthen the library's ability to fulfill its mission and helps the library  meet the needs of all members of the community.  The library's partnerships:

  •  flow out of the library's mission and vision
  •  are a library-wide strategy
  •  are centrally coordinated
  •  are a formal process

Contract Archive

Friends Board Meeting Minutes Archive

2009
January 6, 2009
February 3, 2009
March 3, 2009

James City County Library

7770 Croaker Road, Williamsburg, VA 23188

757.259.7770

Exit 231A from I-64

The James City County Library covers 35,000 square feet and houses about 150,000 volumes and many behind-the-scenes work areas. It features  meeting rooms and a computer lab.  Wireless access is available throughout the library. Ample parking is available. This library was funded through a James City County bond referendum in March 1994 and was opened in July 1996.

Library Divisions

The Williamsburg Regional Library has eight divisions that carry out the work of the library. The tabs below describe the work of each division. 

Library History

Founded in 1909 in the front hall of the historic Saint George Tucker House with 50 volumes, the library grew and relocated many times. It began serving James City County residents in 1926. The Williamsburg Library moved to its present location in 1973 with about 12,000 volumes and was first expanded there in 1981. The Williamsburg Regional Library was created by contract between the City of Williamsburg and James City County as an independent agency in 1977.

Library Hours and Closed Dates

Monday-Thursday
10:00am-9:00pm
Friday
10:00am-6:00pm
Saturday
10:00am-5:00pm
Sunday
1:00pm-5:00pm
 
For information on unplanned or holiday closings please call 757.259.4989

Library Phone Numbers

James City County Library 7770 Croaker Road
757.259.7770 (Answered live, M-F, 10am-5pm)

Williamsburg Library 515 Scotland Street
757.259.4040 (Answered live, M-F, 10am-5pm)

Unplanned Closings and Holiday Closings
757.259.4989

Use the Read More link below for additional numbers

Library Policies

Children in the Library

 Circulation Policies 

Library and Staff Awards

  • In June 2013, Del. Michael B. Watson representative for Williamsburg, James City County, York County and Newport News, presented the WRL Board of Trustees with House Joint Resolution No. 955.

Mission Statement

Free access to information is a foundation of democracy.  Local governments provide that access for their residents by funding the Williamsburg Regional Library as a basic service.

Mobile Library Services

The library extends services beyond the walls of its buildings and out into the community. The Mobile Library Services Department (MLS), a unit of the library Outreach Services Division,  plays a central role in delivering regularly scheduled service to residents who are the least able to visit the library. These audiences include children in preschools and childcare centers, youth - of all ages - who have limited ability to get to library buildings from where they live, homebound adults, and residents living in adult care centers.

Mobile Library Services vans deliver:
*Library resources including books, music, audio books, magazines,and movies
*Story times and programs
*Reference help and advice for readers
*Computer access to the library's catalog, its databases, and the Internet
*Free library card registration

Public Art @ WRL

 

The sculpture at the corner of Armistead Avenue and Scotland Street (below), is a classic image, snatched out of time, of three books held together and hanging from an old belt – a time when children would have done this to carry books to and from the library. Artist Willy Ferguson crafted the entire piece out of hot rolled steel, with the exception of the stainless steel belt buckle.

Security Monitor

*************************************************************************************************************************************************

SECURITY MONITOR – LIBRARY – Position #802.  Part-Time Regular, non-exempt position; $10.16/hour; 15 hours/week; partial benefits.  Variable schedule including nights and weekends.  Job is located at  the Williamsburg Library and James City County Library localities. 

Send Us Feedback

This form is used to send us feedback about the library or our website.

For all other questions please use our Ask a Librarian service.

For comments, questions or suggestions regarding our library or our website, please fill out the form below, and then click on the "Submit Message" button at the bottom. Thanks for your feedback!

Shelver/Clerk

LIBRARY SHELVER/CLERK – Position #810.   Part-Time, On-Call position (no benefits); $9.45/hour.  Varied schedule includes mornings, afternoons, evenings, and weekends, and alternates between James City County Library and Williamsburg Library. 

Welcome

It is a pleasure to welcome you to your award winning four star public library. The Williamsburg Regional Library consists of the Williamsburg Library, 515 Scotland in Williamsburg, The James City County Library, 7770 Croaker Road in James City County and Mobile Library Services vehicles. Our service area includes the City of Williamsburg, James City County, and York County. Information on obtaining a library card will assist you in making maximum use of our resources and staff.

Your library is a 24/7 operation. In addition to our buildings hours of service, and our outreach service to schools, day care centers, assisted living facilities, homebound, and neighborhoods, at your convenience through our web site, access is provided to our catalog, downloadable materials, databases, blogs, and information on our wide variety of programs and services. Our availability through Instant Messaging, Facebook and Twitter enhance the opportunity for information dissemination and interaction with you.

Our Strategic Plan 2012 – 2015 provides guidance for library operations. The library’s priorities during this plan period are creating a comprehensive communications plan, expanding offerings of digital content, rearranging spaces in both library buildings, providing opportunities for staff development, and expanding service to teenagers.

On behalf of our board of trustees and staff I welcome you to explore and use our resources and make us a part of your life! Come, use, and enjoy!

Genevieve S. Owens
Director
259-7777
gowens@wrl.org

Williamsburg Library

515 Scotland Street, Williamsburg, VA 23185

757.259.4040

The Williamsburg Library houses approximately 180,000 volumes and covers 40,000 square feet. Wireless access is available throughout the library. This library offers a theatre, art gallery, and meeting rooms. The library is located at the Williamsburg Municipal Center with free parking. The Williamsburg Library opened 1973, and was expanded/renovated in 1981 and 1998.

Williamsburg Regional Library Appoints Director

The Williamsburg Regional Library Board of Trustees has completed a national search process and is delighted to announce that Genevieve S. Owens will become Library Director effective March 1, 2014.  Ms. Owens has been Interim Director since former director John A. Moorman retired in December 2013.  She has been employed at the Williamsburg Regional Library since October 1996 and became its Assistant Director in October 2001.

WRL at a Glance

Fiscal year reports on WRL collections, programs, and services.

WRL Board of Trustees Minutes Archive

FY 2010
September 23, 2009
September 23, 2009 (All Boards)
October 28, 2009
December 2, 2009

WRL Job Postings

Most jobs alternate between the James City County Library and the Williamsburg Library and include some nights and weekends.

A James City County Employment Application is required.

WRL-info -- our e-newsletter

WRL-info is a weekly electronic mailing list that contains information about the Williamsburg Regional Library, its facilities, and its many programs. 

Click here to subscribe to WRL-info.

WRL-info Sign Up

WRL-info is a weekly electronic mailing list that contains information about the Williamsburg Regional Library, its facilities, and its many programs. Contests open exclusively to WRL-info subscribers are held on occasion.

A listing of the week's events is mailed every Monday.There are generally no more than 2 postings in a one week time period. Should you care to unsubscribe, information is included at the bottom of each mail and can be done at any time.

WRLF Board Meeting Minutes Archive

 

 

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


2011 2010 2009 2008 2007
November 29 November 30 November 24 November 25 November 20
September 27 September 28 September 22 September 23 September 25
July 26 July 27 July 28 July 22 July 24
May 24 May 25 May 26 May27  May22
March 22 March 23 March 24 March 25 March27
January 25 January26 January20 January 22 January 23

Read current minutes at WRLF Minutes.


WRLF Minutes November 29, 2011

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

Call to Order:  President Heyman called the meeting to order at 12:00 p.m. 

Approval of Meeting Minutes September 27, 2011:  Ms. Heyman 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 ending October 31, 2011, during which the total gifts and donations totaled $1,210.  Ms. Binsfeld worked with Mr. Oliver to revise the format of the Treasurer’s Report to make it more user-friendly.  Ms. Binsfeld reported the total net income for the year and presented a new report to members entitled “Donation Summary”, which details the various donations made to the library during a two-month period.

Mr. Goldberg provided details about and answered questions regarding the various unrestricted funds, including board restricted funds (e.g. the audit fee reserve and the operating endowment), the Schell, Brose, and Halverson gifts, the Animal Grant, and the Collection Endowment.  Mr. Weeks suggested exploring whether or not a greater portion of the unrestricted funds can be redesignated. 

Finance Committee Investment Update:  The Finance Committee held its quarterly meeting in October with Sean Allburn from Allburn Financial Consulting.  To summarize, although the market in general is down, WRLF’s investments are beating the market average.  Discussion followed regarding the income that WRLF can expect.  The Finance Committee plans to meet again in January and March. 

Perpetual Book Fund Committee Report:  The committee made the following recommendations to the board:
1) The minimum amount required to establish a PBF should remain at $1,000, although this amount may be revisited at a later date.
2) Mr. Goldberg will contact PBF donors whose funds are less than $1,000 and invite them to make additional gifts, as well as those with PBFs whose topics are too focused, and funds that have limits on the formats that can be purchased.  Mr. Goldberg will approach these donors with letters requesting permission to expand the parameters of the PBFs.
3) Approximately five to eight funds (out of approximately ninety) have a value of less than $1,000 and are no longer associated with an establishing donor.  The PBF committee recommends pooling the income from these funds on an annual basis in order to purchase items for the library.

Discussion followed regarding changing the name from “Perpetual Book Funds” to reflect the widening choice of formats.  The board decided to vote on the three recommendations as one item.  Mr. Oliver motioned to accept the recommendations, Ms. Gabig seconded, and all approved. 

Report on Trustees Meeting by WRLF Representative:  Ms. Foxx, the WRLF liaison to the Board of Trustees, reported that the Trustees voted to purchase additional Overdrive e-book titles and to increase the Travel & Training budget at their October 26 meeting.  In addition, special elections were held to fill the positions of Vice-Chair and Secretary. 

Development Report:  Mr. Goldberg discussed the October 1 to November 29 Development report, detailing Foundation Appeal and Non-Appeal gifts.  A total of 1127 appeal letters were sent out on November 2.  As of November 29, there were 165 gifts (compared with 144 at the same time last year).  Donations are up forty percent compared with the same time last year.  Mr. Goldberg invited all Foundation board members to participate in the appeal. 
Mr. Goldberg reminded members that the annual Volunteer Appreciation Event will be held on December 13, 2011, starting at 9:00 a.m., in the Kitzinger Community Room at the James City County Library. 

Planned Giving Committee Update:  Ms. Heyman reported that the committee has not met yet.  The committee is comprised of Ms. Heyman as chair, Mr. Oliver, Mr. Weeks, Dr. Moorman, and Mr. Goldberg.
 
Library Director’s Comments:  Dr. Moorman thanked the board for the letter written to staff and read at the Staff Recognition Breakfast on October 10.
The draft of the Strategic Plan for 2012-2015 was approved by unanimous vote at the October 26 meeting of the Board of Trustees and copies have been emailed to the members of all three boards.  Library staff members have already begun working on fulfilling the various strategic directions outlined in the plan.

Dr. Moorman and Ms. Binsfeld have begun preparing the proposed budget for FY 2013.  The WRL Finance Committee meets November 29 to discuss the budget.

Dr. Moorman announced that WRL received a four-star rating in the December edition of Library Journal.  This makes WRL one of only eighty-seven four-star libraries in the country and is one of only two four-star libraries in Virginia.  There were no five-star libraries in Virginia.
Dr. Moorman answered various questions about the library’s collection of e-books.

Board Members’ Comments:  Mr. Axtell mentioned an article entitled “What Muncie Read”
that appeared in The New York Times Book Review on November 23. 

Adjournment:  Mr. Weeks motioned to adjourn at 12:54 p.m.  Ms. Themo seconded; all agreed.

Next Meeting: Tuesday, January 17, 2012, 12:00 p.m.
Schell Room, Williamsburg Library

Respectfully submitted,

Ceilidh Mapes

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WRLF Minutes September 27, 2011

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

Call to Order:  President Heyman called the meeting to order at 12:00 p.m. 

Review of Role of Board Members and Mission Statement:  Ms. Heyman reviewed the two documents and recommended that a review be done on an annual basis.  Ms. Heyman informed members that the Foundation’s mission statement may need to be updated in the future when the library’s Board of Trustees adopts a new strategic plan. 

Discussion: Motions and Seconds:  Ms. Heyman reviewed the details of parliamentary procedure as pertains to minutes, reports from officers and special committees, and adjournment.

Approval of Meeting Minutes July 26, 2011:  Ms. Heyman asked for any additions or corrections.  There being none, the minutes were accepted as written.

Treasurer’s Report:  Mr. Oliver discussed the Treasurer’s report for the period ending August 31, 2011, during which the total gifts and donations totaled $4,482.  He reported assets of $1,561,054 as of August 31, 2011.  Mr. Goldberg provided details about and answered questions regarding the various temporarily restricted funds, including the Philip West Cancer Resource Center, the Austin/Lee Children’s Art Fund, and the Cosby/Hansel Children’s Art Fund. 

Discussion: Planned Giving Program Support:  The board discussed the possibility of expanding WRLF’s planned giving program.  Ms. Heyman suggested the WRLF board may become more proactive in approaching individual donors in the community regarding long-term planned giving.  A small subcommittee will be established to investigate this idea.  Mr. Marten motioned to approve, Mr. Oliver seconded, and all approved. 

Perpetual Book Fund Review Subcommittee:  Ms. Heyman will put together a subcommittee to review, with staff input, the current procedure for setting up a Perpetual Book Fund (PBF) and the program as a whole.  This subcommittee will make recommendations to the board regarding any changes to the process.  Ms. Heyman will welcome volunteers who wish to serve on this subcommittee. 

Finance Committee Update:  Mr. Oliver reported that the Finance Committee met recently and considered what support might be available for use in 2012 by WRL.  After the committee meets with Sean Allburn of Davenport in October, members will have a better idea of the amount of funding WRL can rely on during the coming year.  The Finance Committee discussed the PBF guidelines and decided to defer this to the new subcommittee.  Mr. Oliver also reported that, occasionally, donations are made to the WRLF in the form of securities for tax purposes.  These donations are currently being deposited with SunTrust, but in the future these will be deposited directly with Davenport. 

WRL Strategic Plan Progress:  Ms. Gussman informed members that the Strategic Planning Committee met on September 26 and has completed a draft of the Strategic Plan.  This document will be reviewed and discussed next by the Board of Trustees.

Development Report:  Mr. Goldberg discussed the July 26 to September 26 Development report.  Mr. Goldberg reminded members that the Annual Appeal letters will be sent out in November, and encouraged members to return their Annual Appeal signing lists as soon as possible.  The library’s All Boards meeting is scheduled for November 2, 2011 at 4:00 p.m. in the Schell Room at the Williamsburg Library.  This is intended to be an informational meeting and an opportunity for members from all three library boards to meet.  There will be a reception afterwards in the Caldwell Children’s Program Room.  The Annual Volunteer Appreciation Event will be held on December 13, 2011, starting at 9:00 a.m., in the Kitzinger Community Room at the James City County Library.  This is an opportunity for WRL staff to thank all volunteers who contribute their time and expertise to the library. 

Library Director’s Comments:  On October 10, 2011 the library will be holding a Staff Recognition Breakfast at the Hellenic Center to celebrate recent graduations and staff service anniversaries.  All board members are invited to attend.  The library will open at 12:00 p.m. on Columbus Day to accommodate this event.  Dr. Moorman reported that the library plans to make e-books available to the public on November 1, 2011.  There will be a formal announcement beforehand.  Dr. Moorman and Ms. Binsfeld have begun preparing the proposed budget for FY 2013. 

Board Members’ Comments:  Ms. Walten proposed writing a letter of thanks from the WRLF to WRL staff to be presented during the Staff Recognition Breakfast.  Ms. Axtell seconded this motion; all approved. 

Adjournment:  Mr. Oliver motioned to adjourn at 12:49 p.m.  Ms. Chappell seconded; all agreed.

Next Meeting: Tuesday, November 29, 2011, 12:00 p.m

Schell Room, Williamsburg Library

Respectfully submitted,

Ceilidh Mapes

WRLF Minutes, July 26, 2011

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

Call to Order:  President Heyman called the meeting to order at 12:01 p.m.  Ms. Heyman introduced new board members Sherrie Chappell and Elaine Themo.  Ms. Chappell has served on the Williamsburg Garden Club board.  Ms. Themo has served on the League of Women Voters board and on the Christopher Wren Association board.  All board members and staff members introduced themselves with a brief biography.

Approval of Meeting Minutes May 24, 2011:  Ms. Heyman asked for any additions or corrections.  There being none, Ms. Riddle motioned to approve the minutes as written.  Ms. Walten seconded the motion; all agreed.

Treasurer’s Report:  Mr. Oliver discussed the May and June Treasurer’s reports and the various allocations of Foundation funds.  He reported assets of $1,557,446 as of June 30 2011.  Benjamin Goldberg provided details and answered questions regarding the various permanently restricted funds, including the Caldwell Children’s Programs endowment, the Kitzinger endowment, and the Perpetual Book Funds (PBFs).  Mr. Goldberg noted that the board might want to investigate increasing the minimum amount required to establish a PBF.   Ms. Foxx motioned to approve the May and June Treasurer’s reports as presented.  Ms. Gabig seconded; all agreed.

Finance Committee Update:  Ms. Heyman asked the board to approve a resolution which authorizes Ms. Heyman, Mr. Oliver and Ms. Binsfeld to act on behalf of the board with respect to the investment accounts at Davenport and Company.  All members approved the resolution, which will remain in effect for the duration of the officers’ terms.

WRL Strategic Plan Progress:  Dr. Moorman reported that the strategic plan surveys were finalized and made available to staff and members of the public between June 15 and July 15.  The next Strategic Planning Committee meeting will be scheduled in August and members will soon begin drafting a new strategic plan. 

Fundraising Options Discussion:  Suggestions included expanding the annual appeal mailing list; investigating grant opportunities intended to support board development; and studying other library foundations in communities of a similar size to Williamsburg to, perhaps, build on their fundraising events and ideas.  Also, Mr. Goldberg will provide contribution information regarding the annual appeal name list when board members sign letters.

Development Report: Mr. Goldberg discussed the May 24 to July 25 Development report.  The 2010 Annual Appeal raised over $21,500 and had a greater than 10% response rate – an impressive accomplishment given the current economic climate.  A new PBF was established in June in memory of Judith L. Schrag, which has received a number of donations. There have also been donations to previously established PBFs. 

Library Director’s Comments:  Dr. Moorman stated that the library entered a new fiscal year on July 1.  Work will soon begin on the third stage of the restoration of the Norge train depot located adjacent to the James City County library.  The library’s summer reading program is doing very well and the both library buildings continue to be very busy. 

Board Members’ Comments:  Ms. Walten informed members that she also serves on the board of the Williamsburg Symphonia.  She plans to add the names of all those on that board to the annual appeal name list. Ms. Heyman requested that all recommendations for additions to the annual appeal name list be given to Benjamin Goldberg no later than September 1.

Meeting Adjourned:  Mr. Adams motioned to adjourn at 1:02 p.m.  Ms. Foxx seconded; all agreed.

 

Next Meeting: Tuesday, September 27, 2011, 12:00 p.m.

Schell Room, Williamsburg Library

 

Respectfully submitted,

 

Ceilidh Mapes

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WRLF Minutes, May 24, 2011

Attending Were:  Board Members Susan Axtell, Mike Caplice, Michael Fox, Elizabeth Foxx, Dottie Gabig, Tory Gussman, Vivian Hamilton, Berna Heyman, Chuck Hobson, Jim Oliver, Mary Lou Walten, and Louis Weeks; Library Director John A. Moorman; Staff Members Benjamin Goldberg and Ceilidh Mapes.  Absent were: Ray Adams, Mary Clark, Didier de Vulpillieres, Nelia Heide, Barry Marten, and Marilyn Riddle.

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

Approval of Meeting Minutes March 22, 2011:  Ms. Heyman asked for any additions or corrections.  There being none, Ms. Axtell motioned to approve the minutes as written.  Mr. Weeks seconded the motion; all agreed.

Treasurer’s Report:  Mr. Caplice discussed the March and April Treasurer’s reports and the various allocations of Foundation funds.  He reported assets of $1,593,156 as of April 30, 2011.  Mr. Caplice commended WRLF board members for doing an excellent job and expressed his gratitude to Dr. Moorman, Mr. Goldberg, and Ms. Binsfeld for all their hard work on behalf of WRLF.  There being no questions, Ms. Walten motioned to approve the March and April Treasurer’s reports as presented.  Ms. Foxx seconded; all agreed.      

2010 Audit Overview:  Electronic copies of the 2010 Audit Report prepared by Robinson, Farmer, Cox Associates were distributed to all members prior to the meeting.  Printed copies were available at the meeting.  Mr. Caplice reported a clean audit and recommended that members accept the audit as presented.  Mr. Weeks motioned to approve.  Ms. Foxx seconded; all agreed.

Nominating Committee Update:  Mr. Hobson presented the nominating committee’s 2011-2012 slate of nominees.  Berna Heyman will stand for the position of President, Elizabeth Foxx will stand for the position of President-Elect, and Jim Oliver will stand for the position of Treasurer.  Ms. Heyman and Ms. Walten are standing for re-election to the board.  There are also two (2) new board member nominees: Sherrie Chappell and Elaine Themo.  When these positions are filled, there will be one (1) vacancy on the board, bringing the board total to 17 (excluding ex-officio members).  There are three (3) retiring board members: Ms. Clark, Mr. Caplice, and Ms. Heide.  Mr. Hobson moved to accept the slate of nominations as presented.  Mr. Caplice seconded; all approved. 

Development Report:  Mr. Goldberg discussed the March 22 to May 23 Development report, highlighting a significant increase in state tax refunds designated as gifts to support WRLF.  Mr. Goldberg encouraged members to donate to the Annual Appeal, if they have not already done so, and to sign and return the Conflict of Interest Policy Statements.  This is done on an annual basis, on the recommendation of the Foundation’s auditor. 
Letters to major donors have been sent.  Mr. Goldberg stated that PBF purchases and reports have been delayed until the beginning of the library’s fiscal year.  Mr. Goldberg informed members that Isabelle Cosby passed away on April 13, 2011.  A James City County Library meeting room bears Ms. Cosby’s name. 

Library Director’s Comments:  Dr. Moorman invited Ms. Gussman to speak to the board about the activities of the Strategic Planning Committee.  Ms. Gussman is the Foundation representative on the committee.  Ms. Gussman informed members that the committee has received the focus group research report from MBA students at the Mason School of Business, College of William and Mary.  The report contains the condensed comments from the focus group sessions and their recommendations.  The committee has finalized three (3) questionnaires – one for library staff and two (2) for members of the public - which it will make available in June.  At the May 23 meeting, members reviewed the library’s mission statement.  Revisions will also be made to the “Assumptions” section of the Strategic Plan.  Dr. Moorman answered questions about attracting private support with reference to the mission statement in the Strategic Plan.  The committee anticipates submitting a draft Strategic Plan to the Trustees by October 2011. 
The library’s budget for FY 2012 has been approved by the three (3) funding entities as presented. 
A new book return drop, which will allow users to drop off materials from their vehicles, will be installed at the James City County Library. 
The Friends of WRL has recently approved a significant grant request, which will assist the library in purchasing multiple copies of bestsellers and high demand items during FY 2012. 

Board Members’ Comments:  Ms. Heyman invited fundraising suggestions and would like to discuss these ideas at the next meeting.
Ms. Heyman paid tribute to the three (3) retiring board members.  Mr. Caplice has served on the Foundation board since July 2005.  He has served as Treasurer since July 2006 and has been an active member of the Finance Committee.  He played an essential role in selecting Allburn Financial Consulting as WRLF’s investment manager.  Ms. Heyman wished to recognize and thank Mr. Caplice for his many contributions.
Ms. Heide has served on the board since July 2005 and has been a tireless champion and a diligent ambassador for WRL.  Ms. Heide and her husband established the John B. Guess PBF and she was an active participant in organizing the November 2010 “Booked On Sunday” event.  Ms. Heyman thanked Ms. Heide for her unfailing support of WRLF.
Ms. Clark has served on the board since July 2006 and assumed the position of President in April 2009.  She has led the Foundation through a period of great transition and also worked tirelessly to help organize “Booked on Sunday.”  During her tenure as President, WRLF received two (2) large bequests.  On behalf of the entire board, Ms. Heyman offered her sincere thanks to Ms. Clark for her service. 
Ms. Heyman asked for a volunteer from the board to attend the next meeting of the Board of Trustees on Wednesday, May 25 at 3:30 p.m. 

Meeting Adjourned:  Mr. Oliver motioned to adjourn at 12:37 p.m.  Ms. Foxx seconded; all agreed.


Next Meeting: Tuesday, July 26, 2011, 12:00 p.m.
Schell Room, Williamsburg Library


Respectfully submitted,


Ceilidh Mapes

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WRLF Minutes, March 22, 2011

Attending Were: Board Members Ray Adams, Susan Axtell, Mike Caplice, Mary Clark, Michael Fox, Dottie Gabig, Nelia Heide, Berna Heyman, Chuck Hobson, Mary Lou Walten, and Louis Weeks; WRL Board of Trustees Secretary Sarah Houghland; Library Director John A. Moorman; Staff Members Carrie Binsfeld, Benjamin Goldberg, and Ceilidh Mapes; Sean Allburn and Rick Henry from Allburn Financial Consulting of Davenport and Company LLC. Absent were: Didier de Vulpillieres, Elizabeth Foxx, Tory Gussman, Vivian Hamilton, Barry Marten, James Oliver, and Marilyn Riddle.

Call to Order:  President Clark called the meeting to order at 11:59 a.m. 

Approval of Meeting Minutes January 25, 2011:  Ms. Clark asked for any additions or corrections.  There being none, Ms. Heyman motioned to approve the minutes as written. Mr. Adams seconded the motion; all agreed.

Treasurer’s Report:  Mr. Caplice reported assets of $1,563,573.  Mr. Caplice compared this figure to March 2006, when the Foundation had assets of $440,022.  This significant growth is due primarily to the bequest from the Brose estate.  The funds from this estate will be invested with Davenport and Company, together with the $183,000 from the Halverson Trust bequest.  The remaining funds will be invested as appropriate in various CDs and money market accounts.  In addition, the audit was completed and Mr. Caplice anticipates a full report for the board at the May meeting.  There being no questions, Ms. Walten motioned to approve the January and February Treasurer’s reports as presented.  Ms. Heide seconded; all agreed.      

Finance Committee Update:  Ms. Clark expressed her gratitude to the Finance Committee for utilizing their extensive personal knowledge to select WRLF’s investment manager.  She introduced Sean Allburn, Senior Vice President of Allburn Financial Consulting of Davenport and Company LLC.

Davenport Investment Presentation:  Mr. Allburn introduced his colleague Rick Henry, an Investment Executive with Allburn Financial Consulting, and thanked members for the opportunity to address the board regarding Davenport and Company’s asset management and investment strategy.  Davenport is a regional brokerage firm founded in Richmond in 1863.  It is the oldest investment firm in Virginia, and one of the largest privately held firms in the Mid-Atlantic. Davenport’s asset management is comprised of three (3) stock portfolios: the Core Portfolio, the Value & Income Portfolio, and the Equity Opportunities Portfolio.  All investment strategies are managed and overseen by the Investment Policy Committee.  Mr. Allburn reviewed the investment allocation details for WRLF funds.  The allocation will offer a reasonable return with a reasonable amount of risk.  Mr. Allburn also answered questions about the current state of the bond market and the yearly return that Allburn Financial Consulting hopes to generate for the WRLF. 

Nominating Committee Update:  Mr. Hobson informed members of the following nominations: Elizabeth Foxx has agreed to stand for the position of President-Elect, and Jim Oliver has agreed to stand for the position of Treasurer.  There are three (3) additional board vacancies that can be filled and the nominating committee continues to gather names.  Formal nominations will be submitted and voted on for approval at the May meeting.  Mr. Hobson encouraged board members interested in nominating someone for an officer’s position or board appointment to complete and return the nomination forms they received in the last board packet.

Development Report:  Mr. Goldberg reported that the final disbursement from the Brose estate has been received, bringing the total to $793,950.86.  These funds will be invested with Davenport and Company.  The Annual Appeal has raised a little over $20,000, within $700 of last year’s appeal total.  Mr. Goldberg encouraged members to donate to the Annual Appeal, if they have not already done so.  Mr. Goldberg answered questions regarding collection endowments and Perpetual Book Funds.  Dr. Moorman answered questions about the discounts that the library receives when purchasing books for the collection and about the allocation of funds used to purchase these items.

Library Director’s Comments:  Dr. Moorman informed the board that budget requests have been submitted and are being considered by the City of Williamsburg, James City County, and York County.  Dr. Moorman, Ms. Binsfeld and the Board of Trustees representatives for the City of Williamsburg will attend the City’s budget meeting on March 22, 2011.  York County will vote to adopt their budget on April 4, 2011. 

Dr. Moorman provided an update on the Strategic Planning process.  The committee has been working with graduate MBA students from the Mason School of Business at the College of William and Mary to organize focus groups.  These meetings resulted in a great deal of positive feedback about the library; Dr. Moorman is awaiting the final focus group report.  The committee is now in the process of collecting data and anticipates a report for the Board of Trustees by the end of October.  The WRLF representative on the committee is Tory Gussman.

Dr. Moorman answered questions about funding issues for libraries across the country.

Board Members’ Comments:  Ms. Heyman attended the January 26 and February 23 meetings of the Board of Trustees.  She reported that the Trustees have agreed to post their agendas and meeting packets online, in addition to their meeting minutes.  Discussion followed regarding the possibility of posting the WRLF agenda online as well, for greater transparency.  Mr. Goldberg stated that the WRLF minutes and meeting schedule are already posted online, and members agreed that this is sufficient.

Meeting Adjourned:  Ms. Gabig and Mr. Hobson motioned and seconded adjournment at 12:50 p.m.; all agreed.

Next Meeting: Tuesday, May 24, 2011, 12:00 p.m.
Schell Room, Williamsburg Library
 
Respectfully submitted,
 
Ceilidh Mapes

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WRLF Minutes, January 25, 2011

Attending Were: Board Members Ray Adams, Susan Axtell, Mike Caplice, Mary Clark, Didier de Vulpillieres, Elizabeth Foxx, Dottie Gabig, Tory Gussman, Berna Heyman, Chuck Hobson, Barry Marten, Jim Oliver, Marilyn Riddle, Mary Lou Walten, and Louis Weeks; WRL Board of Trustees Chair Susan Geary; Library Director John Moorman; Staff Members Carrie Binsfeld, Benjamin Goldberg, Ceilidh Mapes, and Christine White.  Absent were: Michael Fox, Vivian Hamilton, and Nelia Heide.

Call to Order:  President Clark called the meeting to order at 12:00 p.m.  Ms. Clark welcomed Ms. Ceilidh Mapes and introduced her to the Board.  Ms. Mapes will be assuming the responsibility of taking minutes for the Board from Ms. White.

Approval of Meeting Minutes November 30, 2010:  Ms. Clark asked for any additions, or corrections.  There being none, Ms. Heyman motioned to approve the minutes as written. Mr. Adams seconded the motion; all agreed.

Finance Committee Report:  Ms. Clark reported that Allburn Financial Consulting of Davenport and Company requires a resolution to be passed by the Board that authorizes the establishment of an investment account.  Ms. Clark read the resolution to the Board.  Mr. Adams motioned to approve the resolution as written.  Mr. Weeks seconded; all agreed.

Treasurer’s Report:  Mr. Caplice reported assets of $1,032,809.  Several CDs are due to mature in the coming months, and there will be additional funds available for investment.   In addition, the audit is expected to begin in February.  There being no questions, Ms. Riddle motioned to approve the November and December Treasurer’s reports as presented.  Ms. Foxx seconded; all agreed.      

Booked on Sunday:  Ms. Heyman reported that the Rotary Club of the Historic Triangle will no longer co-sponsor Booked on Sunday.  The event was successful as a community program, but did not provide satisfactory revenue to function as a fundraiser.  Each organization received $1,000.  The general perception was that too expensive tickets and limited publicity contributed to the lack of community participation. Members discussed ways to improve and restructure the event.  Suggestions included scheduling the author signing and reception after the talk, hosting a simpler reception, reducing ticket prices, organizing the event in the spring, and re-evaluating the honorarium fees. If the Foundation were to proceed with the event, items to consider include: the time needed to organize and execute the event; how to attract corporate sponsors; how to improve community participation; assessing the program’s status as a fundraiser versus community event; evaluating and determining how best to fulfill the Foundation’s mission; establishing a standing events committee and utilizing volunteers; seeking a joint venture with an organization with community and business connections similar to the Rotary Club of the Historic Triangle. Ms. Clark is of the opinion that the event should not be annual, since planning the event is time intensive.  Ms. Clark will form a small committee to consider the Foundation’s future involvement in Booked on Sunday.  Members also discussed the Wine on Wednesday program hosted by the Williamsburg Winery.

Development Report:  Between November 30 and January 24, the Foundation received $140,833.45; in large part due to a $30,000 bequest from Louis E. Catron to establish a PBF and donations of $100,197 in undesignated funds.  Mr. Goldberg expects a final disbursement from the Brose estate in the spring.  Since the November meeting, the Annual Appeal has received 77 gifts, bringing the grand total raised to $19,844.25.  This is $700 greater than giving at the same time last year - an impressive accomplishment given the current economic climate.  An updated version of the “Investment Procedures” document was distributed.  Mr. Goldberg reminded members that the Nominating Committee will soon be looking to replace at least three current members as well as two officers.  The Nominating Committee will meet in February to discuss options.  Nominations should be forwarded to Mr. Goldberg, Mr. Hobson, Ms. Riddle, Ms. Walten, or Mr. Weeks.

Library Director’s Comments:  At its meeting on December 1, 2010, the WRL Board of Trustees voted to adopt a new library card policy effective February 1, 2011.  Dr. Moorman reported that the Board of Trustees anticipates a public presence at its January 26 meeting.  A check-out protest is scheduled for January 31 at both buildings.  The Board of Trustees will vote to adopt a budget to be sent to the City of Williamsburg and James City County.  The library is seeking level funding.  The Strategic Planning Committee will meet in February.  Graduate MBA students from the Mason School of Business at the College of William and Mary will be putting together focus groups for the Committee as part of a class project.

Board Members’ Comments:  Ms. Clark asked current members to submit any names to the Nominating Committee for consideration.

Meeting Adjourned:  Mr. Adams and Ms. Riddle motioned and seconded adjournment at 12:46 p.m.; all agreed.

Next Meeting: Tuesday, March 22, 2011, 12:00 p.m.
Youth Services Program Room (Caldwell Room), Williamsburg Library

Respectfully submitted,

 

Ceilidh Mapes

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WRLF Minutes November 30, 2010

Attending Were: Board Members Ray Adams, Susan Axtell, Mike Caplice, Mary Clark, Didier de Vulpillieres, Elizabeth Foxx, Dottie Gabig, Tory Gussman, Vivian Hamilton, Chuck Hobson, Barry Marten, Jim Oliver, Mary Lou Walten, and Louis Weeks; Guest WRL Board of Trustees Member Sarah Houghland; Library Director John Moorman; Staff Members Carrie Binsfeld, Benjamin Goldberg, and Christine White. Absent were: Michael Fox, Nelia Heide, Berna Heyman, and Marilyn Riddle.

Call to Order: President Clark called the meeting to order at 12:01 p.m. Ms. Clark asked members to complete and return the Booked on Sunday questionnaire as soon as possible.

Approval of Meeting Minutes September 28, 2010: Ms. Clark asked for any additions, corrections, or deletions. There being none, Ms. Walten motioned to approve the minutes as written. Mr. Adams seconded the motion; all agreed.

Treasurer’s Report: Mr. Caplice reported assets of $1,022,624. Two CDs are due to mature in January. Mr. Oliver motioned to approve the September and October reports as presented. Ms. Foxx seconded; all agreed.

Finance Committee Report: Mr. Weeks reported the committee will meet with Sean Allburn of Allburn Financial Consulting in January. Mr. Caplice commented on Allburn’s excellent reputation, proven track record, and consistent and ongoing relationships with clients. Allburn Financial Consulting provides education and endowment management. Additional literature is available from Mr. Goldberg.

Booked on Sunday: The author program and reception were well received by all who attended. The authors engaged the audience and deftly fielded the question and answer session. Attendance was lower than anticipated, however the event did raise approximately $1,000 each for the Foundation and the Rotary Club of the Historic Triangle. As a community program the event was successful but as a fundraiser it was not. Ms. Clark stated the steering committee will meet to discuss the time necessary to execute the event, areas of improvement, and the viability of continuing the program.
Ms. Clark thanked Mr. Goldberg for coordinating efforts between both organizations. She also thanked Ms. Foxx, Ms. Heide, Ms. Heyman, Mr. Oliver, Ms. Riddle, and Ms. Walten for their assistance with the reception, ticket sales, publicity, and authors. Ms. Clark thanked Magali de Vulpillieres for her excellent photography capturing the event. Mr. Goldberg will e-mail members the link to the images.

Development Report: Between September 28 and November 29 the Foundation received $13,513; many contributions were in support of the Sherman PBF. As of November 30 the Annual Appeal has received 154 gifts in the amount of $12,580, mostly undesignated. This is a 9% increase from the same time last year, an astounding accomplishment given the economy. Mr. Goldberg reiterated the importance of all WRLF board members giving to the Annual Appeal campaign.
The volunteer appreciation party is December 2, at 9:00 a.m. in the Kitzinger Community Room at James City County Library.
The current meeting was rescheduled one week later to accommodate the Thanksgiving holiday. Mr. Goldberg asked if members wanted to continue this practice; all agreed.
Mr. Weeks expressed interest in personally thanking those annual appeal donors whose letters he signed.

Library Director’s Comments: The Buy…Enjoy…Donate! program has been slow to start but is available. There have been three donors to date. The Friends’ fall book sale raised $12,666 and combined with the spring sale raised a total of $30,547 for the year.
On December 1, WRL will execute a soft launch of the new web site. All public computers in the library will be directed to the new site. A link will be provided to access the new web site outside of the library. Dr. Moorman welcomed comments and suggestions.

Board Members’ Comments: Mr. de Vulpillieres stated the investment strategy committee is waiting for additional information from the library’s strategic planning committee.

Meeting Adjourned: Mr. Oliver and Mr. Adams motioned and seconded adjournment at 12:26 p.m.; all agreed.

Tuesday, January 25, 2011, 12:00 p.m.
Theatre Stage, Williamsburg Library

Respectfully submitted,

 

Christine White

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 WRLF Minutes September 28, 2010

Attending Were: Board Members Susan Axtell, Mike Caplice, Mary Clark, Didier de Vulpillieres, Dottie Gabig, Berna Heyman, Tory Gussman, Vivian Hamilton, Nelia Heide, Chuck Hobson, Barry Marten, Jim Oliver, Marilyn Riddle, Mary Lou Walten, and Louis Weeks; Guest Board of Trustees Member Sarah Houghland; Library Director John Moorman; Staff Members Benjamin Goldberg, and Christine White. Absent were: Ray Adams, Michael Fox, Elizabeth Foxx; Staff Member Carrie Binsfeld.

Call to Order: President Clark called the meeting to order at 12:04 p.m.
Ms. Clark welcomed Ms. Dottie Gabig and introduced her to the board. Ms. Gabig has served on many boards including the Earl Gregg Swem Library Board at the College of William & Mary.

Approval of Meeting Minutes May 25, 2010: Ms. Clark asked for a motion to adopt the minutes. There being no additions, corrections, or deletions, Ms. Riddle motioned to approve the minutes as presented. Ms. Heyman seconded the motion and all agreed.

Treasurer’s Report: Mr. Caplice welcomed Ms. Gabig to the Foundation. He reported the Foundation balance as of August 31 is $1,013,014. In August 2004, the balance was $388,000 and since that time Foundation funds have more than doubled. Mr. Caplice congratulated members for their fundraising efforts. Several CDs are due to mature in January. Mr. Oliver motioned to accept the July and August Treasurer’s Report as presented. Ms. Hamilton seconded the motion and all agreed.

Finance Committee Report: Mr. Oliver reported the committee has been working on the investment policy and researching investment managers. The primary means of investment has been CDs. Moving forward, the Foundation is seeking the services of an investment manager to best administer the growth of funds through received and anticipated monies from recent bequests. Following extensive research, meetings with local non-profit organizations, and the request for proposal (RFP) process, the committee will begin reviewing responses from investment managers and arranging interviews. The committee anticipates making a recommendation by the end of the year.

Booked & Author Event Update: Ms. Heyman stated the Booked on Sunday event is scheduled November 7. Tickets are still available, 110 to attend the program only and 75 to attend the reception and the program. There will be additional publicity through posters, a feature in the library’s Ex Libris newsletter, and a follow up to the initial press release. The event has raised approximately $7,140 in sponsorships and ticket sales; ticket sales will continue to generate revenue. Members discussed growth of the event and recommendations and suggestions for the future. Ms. Heyman thanked library staff for their cooperation and help with the event.

Development Report: Mr. Goldberg reported that WRLF received $9,352 in residual funds from the Halverson estate. This is the remainder from the final settlement of the estate; the Foundation received $183,000 from the estate last year. Other contributions and Perpetual Book Fund activity tends to slow at this time. Mr. Goldberg requested members return the annual appeal signing list as soon as possible; letters are mailed at the beginning of November.

Library Director’s Comments: The library continues to be busier than ever. Dr. Moorman stated the year end statistics are the highest recorded despite a 10% reduction in staff. Staff continues to provide tremendous service. Public notary service will end October 1 due to reduced staff, complex documents, and requests for assistance filling out forms. In January the library will begin the process for a new Strategic Plan to be presented to the Board of Trustees at year end.
The Buy…Enjoy…Donate! program was implemented in September. It has been slow to start; however, as the request lists lengthen, activity is expected to increase. The Friends book sale is scheduled October 8-10. The spring sale missed achieving the annual budget by only $118. The fall sale will have approximately 200 boxes of books and should be very successful.

Board Members’ Comments: Ms. Clark asked members to submit their list of names to Mr. Goldberg soon. Ms. Heide noted it is helpful to include a short note on the appeal letters when possible. Mr. Goldberg answered questions about the development process and Buy…Enjoy…Donate!
Mr. de Vulpillieres stated the investment strategy committee will begin again this fall. He, Ms. Clark, Ms. Gussman, and Mr. Marten will meet and then provide short workshops to gather information from Foundation members.
Ms. Gabig recommended working with local book groups to support the library.

Meeting Adjourned: Mr. Oliver and Ms. Riddle motioned and seconded adjournment at 12:34 p.m.; all agreed.


Tuesday, November 30, 2010, 12:00 p.m.
Schell Room, Williamsburg Library

Respectfully submitted,

Christine White


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 WRLF Minutes July 27, 2010

Attending Were: Board Members Ray Adams, Susan Axtell, Mary Clark, Michael Fox, Elizabeth Foxx, Berna Heyman, Tory Gussman, Vivian Hamilton, Nelia Heide, Chuck Hobson, Barry Marten, Jim Oliver, Mary Lou Walten, and Louis Weeks; Staff Members Carrie Binsfeld, Benjamin Goldberg, and Christine White. Absent were: Mike Caplice, Didier de Vulpillieres, Dottie Gabig, and Marilyn Riddle; Library Director John Moorman.

Call to Order: President Clark called the meeting to order at 12:05 p.m.

Ms. Clark welcomed Mr. Barry Marten, Ms. Vivian Hamilton, and Ms. Susan Axtell to the Foundation Board. Mr. Marten is retired from Siemens and also serves on the board of the James River Association. Ms. Hamilton is a Professor at the College of William and Mary Law School. Ms. Axtell is retired director of the Williamsburg Parent Cooperative Preschool at the College of William & Mary. Returning members welcomed new members and gave brief introductions. Ms. Clark thanked the new members for serving on the Board and invited members to serve on committees that interest them. Foundation meetings are held six times a year; however, much work is done through committees.

Approval of Meeting Minutes May 25, 2010: Ms. Clark asked for additions, corrections, or deletions to the minutes. There being none, Mr. Fox motioned to approve the minutes as presented. Ms. Heyman seconded the motion and all agreed.

Treasurer’s Report: Ms. Binsfeld presented the May and June Treasurer’s reports in Mr. Caplice’s absence. She reported the Foundation balance as of June 30 is $1,010,776 and noted from the May report that auditors fees in the amount of $3,800 have been paid. Since the May meeting, $340,000 in CDs have matured. Funds were reinvested in 6-month CDs while the finance committee continues to investigate investment managers. Mr. Adams motioned to approve the May and June reports as presented. Ms. Foxx seconded the motion and all approved.

Finance Committee Report: Mr. Weeks reported the committee continues to review information regarding investment managers and meet with local organizations about their experiences with this process. The committee recently met with Betsy Finch, Director of Investments and Compliance at the Williamsburg Community Health Foundation.

Ms. Clark thanked members for the prompt response and approval of the amended investment policy and procedure.

Mr. Marten inquired about the Foundation’s non-profit status as related to the selection of an investment manager. Mr. Weeks responded that non-profit status is a factor in addition to the Foundation’s affiliation with the library, Perpetual Book Funds, and the final distribution of the Brose estate.

Booked & Author Event Update: Ms. Clark reminded members to pick up their reserved tickets to the Booked on Sunday event by July 31, 2010. Tickets will be available to the public beginning August 1. Ms. Heide reported publicity plans include a press release.

Ms. Clark explained the first annual Booked on Sunday is a book and author event sponsored by the WRL Foundation and the Rotary Club of the Historic Triangle. The reception and program is a joint venture and fundraiser between the groups. Sponsorship support for this year was excellent. The organizations have a letter of understanding for an ongoing partnership and must soon begin planning for the 2011 Booked on Sunday. The Board discussed the need to secure sponsors for next year, member involvement, and a special events task force. Ms. Clark thanked all for their participation and invited new members to participate in future cooperative events.

Development Report: Mr. Goldberg reported approximately $5500 in Foundation support between May 25 and July 26. Some of the funds supported the establishment of two new Perpetual Book Funds, commemorating Dennis Cogle and Ann Yankovich, recognition of former Foundation member Virginia Lee’s retirement from the Colonial Williamsburg Foundation, and a grant from the York County Arts Commission in support of Youth Services.

Mr. Goldberg asked members to review the annual appeal name list so that letters can be mailed by the beginning of November.

To address the decreased collection development budget, library staff members are creating a program to provide library donors with the opportunity to make a gift of high demand materials to the library’s collection. Mr. Goldberg provided a brief overview of Buy…Enjoy…Donate! Additional information will be available once the program is finalized.

Board Members’ Comments: In response to comments by Ms. Foxx and Ms. Gussman, Mr. Goldberg stated the York County Arts Commission grant was designated for the Youth Services Looking to Learn program. The grant will be processed as expenditure; thank you notes were sent from the Library Director and Ms. Bernstein.

Ms. Foxx asked about the Strategic Financial Directions committee. Ms. Clark responded progress has been made. The committee’s work will be further guided by the library’s strategic plan. Ms. Binsfeld reported the library will begin work on a new 5-year strategic plan in December. Ms. Clark has asked Mr. Marten to join the committee.

Meeting Adjourned: Ms. Heyman and Ms. Axtell motioned and seconded adjournment at 12:40 p.m.; all agreed.

Tuesday, September 28, 2010, 12:00 p.m.
Schell Room, Williamsburg Library

Respectfully submitted,

Christine White

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WRLF Minutes May 25, 2010

Attending Were: Board Members Ray Adams, Mike Caplice, Michael Fox, Elizabeth Foxx, Berna Heyman, Chuck Hobson, Jim Oliver, Marilyn Riddle, Mary Lou Walten, and Louis Weeks; Library Director John Moorman; Staff Members Carrie Binsfeld, Benjamin Goldberg, and Christine White. Absent were: Harvey Bakari, Mary Clark, Didier de Vulpillieres, Tory Gussman, Nelia Heide, and Jim Livingston.

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

Approval of Meeting Minutes March 23, 2010: Ms. Heyman asked for additions or corrections to the minutes. There being none, Ms. Riddle motioned to approve the minutes as written. Mr. Adams seconded the motion; all agreed.

Treasurer’s Report: As of April 30, Foundation account balances are $1,009,572 after $9295 in disbursements for library support through Perpetual Book Funds and annual appeal allocations. Approximately $460,000 in short-term CDs is coming due. Mr. Caplice reported the funds were invested for the short term in anticipation of market improvements and the expected engagement of an investment manager. Mr. Weeks motioned, Ms. Walten seconded, to approve the report as presented; all agreed.

Finance Committee Report: Mr. Caplice stated the committee has revised the investment Policy and Procedure which Mr. Goldberg will distribute via e-mail, for review and Board approval. Committee members will meet with representatives from the Colonial Williamsburg Foundation, the College of William and Mary, and the Jamestown-Yorktown Foundation in June to discuss these groups’ investment experiences as charitable organizations. The committee anticipates a recommendation for an investment manager at the Foundation’s July 27 meeting.

Audit Overview: The audit is available in both paper and electronic formats. Mr. Caplice reported a single recommendation from the auditors for members to annually sign the Conflict of Interest Policy statement. Mr. Caplice motioned to accept the audit report. Mr. Oliver seconded the motion; all agreed.

Nominating Committee: Mr. Hobson reported Mr. Fox and Mr. Oliver will serve another term. This will be Mr. Fox’s first full term. With approval of the proposed slate, there will be four new members. The nominating committee received many names for future members. Mr. Hobson invited questions. Ms. Heyman opened nominations from the floor. There being none, Mr. Caplice motioned to accept the slate as presented. Ms. Foxx seconded the nomination; all agreed. Mr. Goldberg will notify the new members and set up individual orientation meetings.

Booked & Author Event Update: The event is scheduled for November 7, 2010 and the committees are meeting regularly. Ms. Heyman reported that the author selection committee has set the timeline for the reception, presentations, and author book signings. Mr. Oliver stated fundraising is going very well and reported the finance committee has exceeded the original budget for sponsorships. Rotary and Foundation members can reserve tickets until June 1. Reserved tickets will be available for purchase and pick up from the Program Services desk at the Williamsburg Library from July 15 - 31. On August 1 tickets will go on sale to the public. Ms. Heyman asked members to fill out ticket request forms if members would like to attend.
Catering arrangements should be finalized in June and publicity will begin later in the summer. Transition planning to make Booked on Sunday an annual event is beginning.

Sculpture: The donated Ferguson sculpture was delivered at the end of April and installed in early May. Mr. Goldberg thanked the staff from the City of Williamsburg for their responsiveness and diligence with the sculpture installation. Expenses were minimal and included $300 for delivery and $250 for a bronze plaque. The plaque will recognize Mr. and Mrs. Ferguson for their donation of the sculpture; a dedication ceremony will not be held. Members discussed giving opportunities.

Development Report: Mr. Goldberg reported the Foundation has received $270 in state tax refunds designated for the library. The annual appeal has reached $20,790, approximately $4,000 above last year’s appeal. This is a testament to Foundation members and the community. The Benjamin F. Tillman Perpetual Book Fund was established in memory of former WRLF board member Frank Tillman’s father.
Mr. Goldberg requested members fill out and return the Booked on Sunday ticket reservation form as soon as possible. June 1 is the target deadline for a firm count.

Library Director’s Comments: Dr. Moorman stated the City of Williamsburg and James City County budgets have been adopted. Overall the library’s budget is reduced by 9%. Collection development is down 27% due to cuts to state aid to public libraries and state aid to localities. The Board of Trustees will be presenting a formal statement concerning the budget cuts and the associated challenges. The library will continue to provide excellent services despite the challenges of the reduced budget.

A new library web site is in development and should be in place by the end of the year. In addition to the new web site, the library will be expanding its web presence with social media such as Twitter and Facebook. A new digital display signage system has been installed at the James City County Library promoting library activities and programs.
In response to Ms. Riddle, Dr. Moorman closed his report answering questions about the self checkout kiosks.

Board Members’ Comments: Mr. Caplice commended Dr. Moorman and library staff for the proactive approach in addressing the budget. Dr. Moorman thanked Mr. Caplice and acknowledged the tremendous support from the Board of Trustees and Chair Susan Geary. He stressed the importance of looking ahead and taking action.

Meeting Adjourned: Ms. Riddle and Mr. Adams motioned and seconded adjournment at 12:30 p.m.; all agreed.


Tuesday, July 27, 2010, 12:00 p.m.
Schell Room, Williamsburg Library


Respectfully submitted,

Christine White

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WRLF Minutes March 23, 2010

Attending Were: Board Members Ray Adams, Harvey Bakari, Mike Caplice, Mary Clark, Didier de Vulpillieres, Tory Gussman, Nelia Heide, Chuck Hobson, Jim Oliver, Mary Lou Walten, and Louis Weeks; Library Director John Moorman; Staff Members Carrie Binsfeld, Benjamin Goldberg, and Christine White. Absent were: Michael Fox, Elizabeth Foxx, Berna Heyman, Jim Livingston, and Marilyn Riddle.

Call to Order: President Clark called the meeting to order at noon.

Approval of Meeting Minutes January 26, 2010: Ms. Clark asked for additions or corrections to the minutes. There being none, Ms. Walten motioned to approve the minutes as written. Mr. de Vulpillieres seconded the motion and all agreed.

Treasurer’s Report: Mr. Caplice reported $110,000 was reinvested in CDs with Towne Bank at 1.25% for 14 months. The funds can be withdrawn from these CDs at any time without penalty. An additional $258,000 will be reinvested in the next 30 days. Mr. de Vulpillieres motioned to accept the January and February reports as presented. Mr. Adams seconded the motion and all approved.

Finance Committee Report: Mr. Caplice stated an RFP (Request for Proposal) to seek an investment manager has been drafted. Before proceeding with the RFP, the Finance Committee will seek advice from individuals at the Colonial Williamsburg Foundation and the College of William and Mary, among others, about their investment experiences.

Nominating Committee: The nominating committee met on March 4. Mr. Hobson reported Mr. Fox and Mr. Oliver each will serve another term. Mr. Bakari will not serve a second term. Four slots are to be filled and the committee will continue to accept names until April 9. The committee will meet again prior to the May Foundation meeting at which time a slate of new board members and officers will be presented for consideration.

Booked & Author Event Update: Planning for the event is moving briskly forward and the confirmed authors are Lillian Lincoln Lambert, Donald McCaig, and Scott Nelson. The local arrangements committee is researching catering options. There are still some sponsorship opportunities available. From July 15 - July 31 each Foundation and Rotary member will have the opportunity to purchase one set of tickets. On August 1 the tickets will go on sale to the public; it is anticipated that the tickets will go quickly.

Strategic Financial Directions Committee Update: Until 2009, most donations to the Foundation were donor restricted or relatively small. Support for WRL in turn has been in response to requests from library administration. Foundation assets increased substantially in 2009 from received and expected bequests. Therefore, the parameters by which the Foundation determines the method of support of WRL need to be strategically reexamined.

In early 2010, Mr. de Vulpillieres, Mr. Bakari, Ms. Clark, and Ms. Gussman met to discuss a set of recommendations regarding the targeting and release of the Foundation’s financial resources for the support of WRL’s needs. After several months it was determined that prior to setting the strategic financial directions, WRLF needed to establish its own strategic plan. The WRLF plan should parallel and reflect WRL’s updated strategic plan, anticipated in late 2010/early 2011.

Given these findings, the committee will temporarily suspend activity until such time as more information is available.

Development Report: The sculpture installation at Williamsburg Library is delayed due to the recent inclement weather. Once Mr. Goldberg is able to coordinate the assistance of the City of Williamsburg staff he will contact the Fergusons to schedule the sculpture’s delivery.

Mr. Goldberg reported a new Perpetual Book Fund for Neal Stevenson and stated the current annual appeal is $19,865. He hopes the appeal will reach $20,000 but is quite impressed that the current appeal is $2,000 above last year’s total. Additional disbursements from the Brose estate will take place following the sale of the house which is still on the market.

Library Director’s Comments: The City of Williamsburg budget presentation is scheduled at 5:40 p.m., March 23. Dr. Moorman and members of the Board of Trustees will attend. James City County has not yet released their projected budget. The General Assembly has reduced state aid to public libraries by 15% and also cut an additional $60 million in state aid to localities for each year of the biennium. These cuts will directly affect the collection development budget for Fiscal Year 2011.

Library use continues to increase and the library remains busy. Dr. Moorman introduced Susan Geary, Chair of the Board of Trustees.

Board Members’ Comments: Ms. Clark thanked all members serving on committees for the Foundation and for the book and author event.

Meeting Adjourned: Mr. Adams motioned to adjourn at 12:34 p.m. Mr. Caplice seconded the motion; all agreed.

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 WRLF Minutes January 26, 2010

Attending Were: Board Members Harvey Bakari, Mike Caplice, Mary Clark, Didier de Vulpillieres, Elizabeth Foxx, Tory Gussman, Nelia Heide, Chuck Hobson, Jim Livingston, Jim Oliver, Marilyn Riddle, Mary Lou Walten, and Louis Weeks; Library Director John Moorman; Staff Members Carrie Binsfeld, Benjamin Goldberg and Christine White. Absent were: Ray Adams, Michael Fox, and Berna Heyman.

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

Approval of Meeting Minutes November 24, 2009: Ms. Clark asked for additions or corrections to the minutes. Ms. Clark noted under the Finance Committee Report, financial advisors should be replaced with investment managers. Being no other changes, Ms. Riddle motioned to approve the minutes as revised. Ms. Foxx seconded the motion and all approved.

Treasurer’s Report: The Foundation has assets of $1 million as of December 2009 and Mr. Caplice remarked on this accomplishment as the Foundation enters the new year. This achievement is due, in part, to a very successful annual appeal and a preliminary distribution of $300,000 from the Brose estate. Mr. Caplice discussed the investment of assets in varied accounts and reported two CDs will mature at the end of January and the end of March. Mr. Weeks motioned to approve the November and December Treasurer’s reports as presented; Ms. Walten seconded the motion and all approved.

Finance Committee Report: Ms. Clark applauded the work of the Finance Committee members and thanked all who submitted recommendations for investment managers. Committee members are reviewing submissions and Mr. Caplice reported that initial contact has been made with some of the firms. Mr. Goldberg and Mr. Weeks are drafting a Request for Proposal (RFP) which should be ready for review soon.

Mr. Goldberg will distribute a list of Foundation committees and members in response to Ms. Riddle’s request.

Booked on Sunday Update: Two authors, Scott Nelson and Donald McCaig, have been contacted and will participate. Mr. Nelson writes non-fiction and Mr. McCaig writes fiction. The Author Committee is seeking a third author in another writing genre, such as poetry.

The Local Arrangements Committee is beginning their work and the Fundraising Committee continues to move forward. Response to fundraising efforts has been generous and as a result the Fundraising Committee has added a Diamond category recognizing $1000 donors. Mr. de Vulpillieres noted initial fundraising estimations may have been modest; however, this is the first attempt at an author event and planning will evolve for future events.

Development Report: Mr. Goldberg reported the current annual appeal total is $19,125, compared to $16,270 received during the last appeal. The 2009 appeal is the highest return ever, which is a remarkable accomplishment. This is a great testament to the community and the work of the Foundation. Currently there are 209 donors and Mr. Goldberg anticipates a few additional donations. Ms. Clark congratulated Mr. Goldberg on a great job and also thanked Foundation members for their work and reiterated the need for all board members to give to the annual appeal.

The City of Williamsburg will help install the donated sculpture from Willy Ferguson in the spring. The sculpture will be installed on the Armistead Avenue side of the library. The Foundation will provide a plaque for the sculpture.

The Nominating Committee will schedule a meeting in February.

Library Director’s Comments: The Virginia General Assembly is now in session and Dr. Moorman is waiting for information about state aid to public libraries. The Board of Trustees will meet on January 27 and take action on the proposed budget for FY 2011 which will then be sent to the City of Williamsburg and James City County. The Board of Trustees took action in December 2009 to reduce the contract localities’ financial contribution by 5% in recognition of current fiscal realities. The proposed FY 2011 budget is 4.13% less than the adjusted FY 2010 budget.

Library usage continues to increase especially given that the AARP Tax Assistance program and League of Women Voters Great Decisions series have begun. Library users continue to express their appreciation for the library to Dr. Moorman.

Board Members’ Comments: Ms. Riddle congratulated Mr. Hobson on 30 years with the Colonial Williamsburg Foundation.

Mr. de Vulpillieres is pleased the Foundation has achieved the $1 million mark. Given this accomplishment, he proposed members consider a committee to look at the development of a financial giving strategy. A financial giving strategy would give direction to how funds are requested, where funds are directed, and establish short and long term priorities.

Foundation member considered this proposal and discussed other library endowments, the Foundation mission statement, capital funds, the roles of the Board of Trustees and the Friends, the goals of the Foundation, and future giving by donors. Ms. Heide asserted a financial giving strategy would help increase giving as it provides a clear understanding to donors how their money will be used in support of the library.

Mr. Weeks proposed to create a committee to begin this process. Mr. Bakari, Ms. Clark, Mr. de Vulpillieres, and Ms. Gussman will serve as members and Ms. Binsfeld, Mr. Goldberg, and Dr. Moorman as liaisons.

Meeting Adjourned: Mr. Caplice motioned to adjourn at 12:46 p.m. Ms.Riddle seconded the motion; all agreed.

Tuesday, March 23, 2010, 12:00 p.m.
Room B, Williamsburg Library

Respectfully submitted,

Christine White

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WRLF Minutes November 24, 2009

Attending Were: Board Members Ray Adams, Mike Caplice, Mary Clark, Didier de Vulpillieres, Michael Fox, Elizabeth Foxx, Tory Gussman, Nelia Heide, Berna Heyman, Chuck Hobson, Tiffany Phillips, Marilyn Riddle, and Louis Weeks; Library Director John Moorman; Staff Members Benjamin Goldberg and Christine White. Absent were: Harvey Bakari, James Livingston, James Oliver, and Mary Lou Walten.

Call to Order: President Clark called the meeting to order at 12:01 p.m. and thanked all for attending during this busy Thanksgiving week.

Approval of Meeting Minutes September 22, 2009: Ms. Clark asked for additions or corrections to the minutes. There being none, Ms. Riddle motioned to accept the minutes as written. Mr. Adams seconded the motion and all agreed.

Treasurer’s Report: Mr. Caplice reported approximately $670,000 in total assets which are distributed in a checking account, a short-term investment account, and CDs. In preparation for long-term planning, anticipated donations, and to allow for flexibility, several recently matured CDs in the amount of $221,000 were reinvested in short-term 6-month CDs. The current rate is 0.25%-0.50%. Ms. Gussman motioned to approve the treasurer’s reports as presented; Mr. Adams seconded the motion. All approved the September and October Treasurer’s Reports.

Finance Committee Report: Mr. Caplice stated the committee continues to take a measured approach in their planning for the long-term. Additional information will be provided at the January meeting as the committee prepares a list of investment managers and firms for discussion and continues to examine the WRLF investment policy and procedures.

Booked on Sunday Update: “Booked on Sunday” is scheduled for November 7, 2010. Ms. Heyman reported letters have been sent to 3 authors. One author has declined and the committee is in the process of selecting another author. Candidates are Rita Dove, former Poet Laureate of the United States and the Commonwealth of Virginia, and Donald McCaig, a popular writer from the southwestern region of Virginia. The panel of authors selected will represent diverse areas of writing such as poetry, fiction, and nonfiction. To date, sponsorship has been very successful and it is anticipated that support will continue once the authors are confirmed.

Development Report: To date, the annual appeal has been very successful, reflecting the community’s generosity. As of today, giving is over $11,000, more than 25% up from 2008 at the same time. There is an increase in the number of donors and gifts as compared to last year. Several people new to the list have given to this year’s appeal and some donors are giving for the first time, although they have received previous appeal letters. Also, the new Granger family and Marty DeWelt Perpetual Book Funds have been established.

The annual volunteer appreciation party is scheduled for December 3, 2009 at 9:00 a.m. in the Kitzinger Room at James City County Library; all are invited.

In closing, Mr. Goldberg announced Mr. Willy Ferguson is donating a sculpture to the library. The sculpture has been approved by the City of Williamsburg Architectural Review Board and will be delivered and installed early next year on the Armistead side of the Williamsburg Library building. Mr. Ferguson designed the Library Hanging Book Sculpture and the Library Armillary Sundial at the Williamsburg Library. At this time no funds are needed for installation, as staff from the City of Williamsburg will assist in the sculpture installation. Mr. Goldberg will notify members if circumstances change. The Foundation will fund the cost of a plaque following the sculpture’s installation.

Library Director’s Comments: Dr. Moorman announced Williamsburg Regional Library has been awarded a 5-star rating from the Library Journal for the second year. WRL is one of only three libraries in Virginia to receive the Library Journal star rating and the only one to be rated at the 5-star level.

On December 2, the Board of Trustees will review a recommendation by the board finance committee to adjust the FY 2010 operating budget. In response to Ms. Heyman’s inquiry about state funding, Dr. Moorman responded there have been cuts to state aid and he anticipates additional cuts in the spring. As cuts to state aid directly affect collection development, Dr. Moorman has worked with the Friends to help supplement future collection budget. Mr. Caplice promoted positive publicity illustrating the library’s activities and 5-star rating during this challenging time.

The library has installed a new digital signage system near the circulation desk at Williamsburg Library. The system will be used to advertise library programming and upcoming events. If the system is successful, the library will evaluate expanding the system throughout the library. The Annual Report for Fiscal Year 2009 is available on the library web site.

Board Members’ Comments: Ms. Clark thanked all for attending the sculpture dedication in September. Ms. Clark also expressed her thanks and pleasure on behalf of the Foundation to photographer Magali de Vulpillieres for donating her time and imagery to capture the event.

Meeting Adjourned: Being no further business, Ms. Heyman motioned to adjourn at 12:30 p.m. Ms. Foxx seconded; all approved.

Tuesday, January 26, 2010, 12:00 p.m.

Room B, Williamsburg Library

Respectfully submitted,

Christine White

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WRLF Minutes September 22, 2009

Attending Were: Board Members Ray Adams, Mike Caplice, Mary Clark, Didier de Vulpillieres, Elizabeth Foxx, Tory Gussman, Nelia Heide, Berna Heyman, James Livingston, James Oliver, Marilyn Riddle, Mary Lou Walten, and Louis Weeks; Library Director John Moorman; Staff Members Carrie Binsfeld, Benjamin Goldberg, and Christine White. Absent were: Harvey Bakari, Michael Fox, Chuck Hobson, and Tiffany Phillips.

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

Ms. Clark welcomed Mr. de Vulpillieres; members and library staff offered brief introductions.

Approval of Meeting Minutes July 28, 2009: Ms. Clark asked for additions, corrections or deletions to the minutes. There being none, Ms. Riddle motioned to accept the minutes as written. Ms. Heyman seconded the motion and all agreed.

Resolution to Approve Signature Cards: Ms. Binsfeld reviewed a resolution for SunTrust Bank which allows the President, President-Elect, Treasurer, Library Director, and the Finance Director to act as authorized signers on behalf of the Foundation. Mr. Oliver made a motion to approve the resolution as presented. Ms. Walten seconded the motion and all agreed.

Treasurer’s Report: Mr. Caplice discussed the August treasurer’s report and highlighted the receipt of $183,097 from the Halverson Trust. The Halverson donation has been invested in three short-term 6-month CDs as the Finance Committee researches long-term investment options. Total account balances for August 2009 are $687,713 as compared to $388,000 in August 2004. A Review of sculpture expenditures and the upcoming annual appeal closed the report. Mr. Oliver motioned to approve the July and August treasurer’s reports, Ms. Heide seconded and all agreed.

Finance Committee Report: Members of the committee are Mr. Adams, Mr. Caplice, Ms. Clark, Mr. Oliver and Mr. Weeks. Ms. Clark commented the Finance Committee is actively researching long-term investment strategies and asked for additional comments from committee members.

Mr. Oliver reported the primary concerns for the committee are determining how to handle the anticipated funds, revisiting the investment policy and fiduciary responsibility, seeking professional investment advice to best preserve the principal and provide a high return, and engaging an investment advisor. The committee has received recommendations for advisors and plans to narrow the pool to six candidates.

Mr. de Vulpillieres inquired about the strategies the committee is trying to implement and whether the Foundation has a strategic plan or mission statement which will help guide the process for selecting an investment advisor.
Foundations members discussed the Library’s mission statement, Foundation goals, contact with other library foundations, and whether or not the endowment should protect funds, grow funds or do both.

Booked on Sunday Update: The Fundraising Committee and Author Selection Committee are beginning work for the November 2010 author event co-sponsored by WRLF and the Rotary Club of the Historic Triangle. Additional members are still needed to serve on event subcommittees. The next Steering Committee meeting is October 1, 2009 [rescheduled October 8, 2009].

Development Report: The Foundation did not actively solicit contributions over the summer; however, there were many donations in addition to the Halverson gift. Gifts to several Perpetual Book Funds and $50 to last year’s annual appeal were received.

The All Boards meeting will begin at 5:00 p.m. at the James City County Library and the sculpture dedication will follow at 6:00 p.m., Wednesday, September 23, 2009.

Mr. Goldberg distributed a final updated annual appeal list containing new names, corrections, and deletions. The letters will be mailed the first week of November. Last year’s annual appeal was mailed to approximately 1,000 people and raised over $16,000.

Library Director’s Comments: Governor Kaine announced a 5% cut to state aide to public libraries. This cut is less severe than other state agencies and speaks to the continued and hard legislative efforts on behalf of libraries. Combined with previously mandated cuts of state aid to localities, there will be a 9% reduction in state aid which directly impacts collection development. Dr. Moorman discussed the effects of the cuts on the library’s collection and how they are being addressed.

Discussions have begun for FY 2011 budget planning. There are plans for a statewide legislative effort in November to highlight the importance of libraries. Additional details will be forthcoming. Ms. Clark thanked Dr. Moorman for his work.

Board Members’ Comments: Board members closed the meeting with a reminder about the All Boards meeting and sculpture dedication ceremony on Wednesday, thanks for the summer reading and 100th anniversary posters, comments on the distribution of Mother Goose packets for newborns at Sentara Williamsburg Regional Hospital, and library activity in the community.

Meeting Adjourned: Being no further business, Ms. Heyman motioned to adjourn at 12:51 p.m. Mr. Livingston seconded; all approved.

Tuesday, November 24, 2009, 12:00 p.m.
Schell Room, Williamsburg Library

Respectfully submitted,


Christine White

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WRLF Minutes July 28, 2009


Attending Were: Board Members Ray Adams, Mike Caplice, Mary Clark, Michael Fox, Elizabeth Foxx, Tory Gussman, Berna Heyman, Chuck Hobson, Marilyn Riddle, Louis Weeks; Library Director John Moorman; Staff Members Carrie Binsfeld, Benjamin Goldberg, and Christine White. Absent were: Harvey Bakari, Didier de Vulpillieres, Nelia Heide, James Livingston, James Oliver, Tiffany Phillips, and Mary Lou Walten.

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

Introduction of New Board Members: Ms. Clark welcomed incoming members to the Foundation board. Returning members and library staff gave brief introductions. Ms. Clark looks forward to working with new members providing excellent support for the Library.

Approval of Meeting Minutes May 26, 2009: Ms. Clark asked for additions, corrections or deletions to the minutes. Mr. Hobson suggested verifying the spelling of Mr. de Vulpillieres’ last name. There being no further additions or corrections, Ms. Riddle motioned to approve the minutes pending confirmation of spelling of the last name. Ms. Heyman seconded and all approved.

Treasurer’s Report: Mr. Caplice discussed the May and June Treasurer’s Reports and reported $17,700 in disbursements to the library, auditor’s fees of $3,675, and minimal expenses in postage and stationery. Foundation funds are invested in CDs and checking and investment accounts. Several CDs will come due beginning in the fall through the end of the year and will be invested based on recommendations from the Finance Committee and discussion with the board. Ms. Riddle made a motion to approve the May and June Treasurer’s Reports as presented. Ms. Heyman seconded the motion and all approved.

Library Director’s Comments: The Williamsburg Regional Library exists by contract between the City of Williamsburg (the City) and James City County (the County) which provide funding for library services. In 2009 a separate agreement was signed with York County to continue to provide library services to York residents.

Dr. Moorman discussed the FY 2010 budget and level funding from the City and County and the overall budget outlook for upcoming fiscal years. Discussions are ongoing with government officials to determine the City’s and County’s expectations for future library funding. Dr. Moorman reported Governor Kaine has asked state agencies to submit budget cuts ranging from 5% to 15%. Potential cuts in state aid will directly impact WRL’s collection materials budget.

Dr. Moorman closed his comments with a brief explanation of the budget process by the localities, state influence, and a general timeline in response to Mr. Weeks’ inquiry. Future budgets will be tight and Dr. Moorman is appreciative of the support given by the Foundation and Friends boards. Mr. Fox concurred with Dr. Moorman’s comments and encouraged members to promote library support in the community.

The sculpture installation is complete and Dr. Moorman has heard many positive comments.

Finance Committee Update: Committee members are Mr. Adams, Mr. Caplice, Ms. Clark, Mr. Oliver, and Mr. Weeks. They met July 9th to discuss investment strategies in anticipation of receiving funds from two significant bequests. Mr. Goldberg answered questions for new members about the bequests, projected distributions, and the Library’s connection with the benefactors.

Sculpture Dedication Update: Ms. Clark and Mr. Goldberg discussed the completed sculpture which was privately funded through a bequest from Lawrence J. Bour. Local sculptress Cyd Player designed and created the sculpture “Hidden in the Pages.” A dedication ceremony is scheduled for September 23, 2009 following the All Boards meeting at the James City County Library.

Special thanks were given to Craig Nordeman and his staff from James City County Parks and Grounds Maintenance for their assistance with the sculpture installation. Pictures are available from Mr. Goldberg of the installation process.

Development Report: The Thomas K. Norment Perpetual Book Fund (PBF) was established by pledge, generous support from the York County Arts Commission was received in support of school literacy, and books were purchased through the Williamsburg Regional Library Foundation PBF on the topics of local authors or local interest.

Mr. Goldberg asked members to review, revise, and expand the annual appeal mailing list. Letters will be mailed at the beginning of November following board member signatures.

In commemoration of the 100th anniversary of Williamsburg Regional Library and the Summer Reading program, the Library commissioned two posters by illustrator Peter Catalanotto. Mr. Goldberg distributed signed copies to board members. The original artwork is on display in Youth Services.

Board Members’ Comments: Ms. Clark and Ms. Heyman updated new members on the “Booked on Sunday” author event sponsored by the Williamsburg Regional Library Foundation and the Rotary Club of the Historic Triangle to be held November 2010.

Meeting Adjourned: Being no further business, Mr. Hobson motioned to adjourn at 12:51 p.m. Ms. Heyman seconded; all approved.

Tuesday, September 22, 2009, 12:00 p.m.

Schell Room, Williamsburg Library

Respectfully submitted,

Christine White

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WRLF Minutes May 26, 2009


Attending Were: Board Members Mike Caplice, Mary Clark, Harvey Bakari, Tiffany Cutts, Nelia Heide, Berna Heyman, Charles Hobson, Albert Lauer, Marilyn Riddle, Frank Tillman, Rice Trolan and Mary Lou Walten; Staff Members Carrie Binsfeld, Benjamin Goldberg, and Christine White. Absent were: James Kammert, Virginia Lee, James Livingston, James Oliver, and Library Director John Moorman.

Call to Order: President Clark called the meeting to order at noon.

Approval of Meeting Minutes March 24, 2009: Ms. Clark asked for additions, corrections or deletions to the minutes. Being none, Mr. Tillman motioned approval of the minutes as written. Ms. Riddle seconded the motion and all agreed.

Treasurer’s Report: Mr. Caplice reported several CDs currently invested with Towne Bank will automatically receive higher rates if at any time during their investment the rates increase. Mr. Caplice compared previous years of giving back to the library and stated the Foundation continues to offer excellent library support. Ms. Walten motioned approval of the March and April Treasurer’s Reports as presented; Mr. Tillman seconded and all approved.

2008 Audit Overview: Ms. Binsfeld reviewed the annual audit report prepared and submitted by Robinson, Farmer, Cox Associates. The Foundation’s audit is performed on an accrual basis. Mr. Caplice and Ms. Riddle expressed their appreciation for the timeliness and professionalism of the auditors. Ms. Clark thanked Mr. Caplice and Ms. Binsfeld for their work maintaining the Foundation finances and investments. Ms. Riddle made a motion to accept the audit as presented. Ms. Walten seconded the motion and all agreed.

Nominating Committee: Mr. Tillman presented the nominating slate: Ms. Clark – President, Ms. Heyman – President-elect, Mr. Caplice – Treasurer, Mr. Hobson, Ms. Clark, and Ms. Riddle reappointed to the board. Mr. Raymond A. Adams, Jr., Mr. Didier de Vulpillieres, Ms. Tory Gussman, Mr. Louis Weeks, Dr. Elizabeth Foxx, and Mr. Michael Fox nominated as new members to the board. Mr. Caplice motioned to accept the nominating slate of officers, reappointed members and new members with a second by Ms. Walten. All approved the motion.

Ms. Clark offered personal thanks to retiring members. Mr. Lauer and Mr. Trolan for their hard work and dedication; Mr. Tillman for his perceptive and intuitive comments and personably persuasive manner; Ms. Lee for serving on the nominating and sculpture committees and identifying sculptress Cyd Player; Mr. Kammert for his forthright comments.

Sculpture Installation Update: Mr. Goldberg reported the base is installed at the James City County Library. The sculpture is painted and in the final drying phase. Installation is anticipated for mid-June with a dedication ceremony to follow in the fall.

Development Report: Mr. Goldberg reviewed the month’s giving and stated it is a slow time for gifts and overall donations are down. He reminded members that the Foundation has a Perpetual Book Fund. The All-Boards meeting will be September 23, 2009 starting at approximately 4:30 p.m.

Dr. Moorman was contacted regarding a bequest from the estate of Elsie Halverson. Mr. Goldberg first spoke with Ms. Halverson in 2004 regarding a bequest to the library; she passed in March 2008. It’s anticipated the bequest will be distributed in two installments.

Ms. Clark thanked Mr. Goldberg for handling the bequests and encouraging these generous donations.

Library Director’s Comments: None.

Board Members’ Comments: Mr. Caplice applauded exiting members and expressed his appreciation in working with them. Mr. Tillman congratulated joining members and wished them luck. Mr. Caplice expressed his pleasure in helping an organization that is nationally recognized for its excellence and is very appreciated in the community.

Ms. Heyman reported the “Booked on Sunday” program will be scheduled for November 2010 in the Community Building. A steering committee is in place and Ms. Heyman encouraged individuals to participate on additional subcommittees in support of this event.

Mr. Trolan reported a “WOW” fundraiser held at the Williamsburg Winery successfully raised over $2600 dollars. Mr. Goldberg has the details.

Meeting Adjourned: Being no further business, Mr. Tillman motioned to adjourn at 12:40 p.m. Ms. Heyman seconded; all approved.

Tuesday, July 28, 2009, 12:00 p.m.

Schell Room, Williamsburg Library

Respectfully submitted,

Christine White

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 WRLF Minutes March 24, 2009


Attending Were: Board Members Mike Caplice, Harvey Bakari, Nelia Heide, Berna Heyman, Charles Hobson, James Kammert, Virginia Lee, James Livingston, James Oliver, Marilyn Riddle, Frank Tillman, and Rice Trolan; Library Director John A. Moorman; Staff Members Carrie Binsfeld, Benjamin Goldberg, and Christine White.

Call to Order: Treasurer Caplice called the meeting to order at 12:02 p.m. Mr. Caplice chaired the meeting as Ms. Burke and Ms. Clark were not able to attend.

Approval of Meeting Minutes January 20, 2009: Mr. Caplice called for any additions or corrections to the minutes. Being none, Ms. Riddle motioned to accept the minutes as written. Mr. Tillman seconded and all approved.

Treasurer’s Report: The Foundation continues to do well. The current balance is $527,130 - $100,000 over February 2005. Several CDs are due for reinvestment; Mr. Caplice will discuss these under the Finance Committee report. Ms. Heide motioned to approve the Treasurer’s Report as submitted. Ms. Heyman seconded the motion; all approved.

Bequest Announcement: Mr. Goldberg announced a bequest from the Estate of Ila Brose. Ms. Brose originally expressed the desire to bequeath funds to the library 11 years ago. The Foundation will receive the residual of her estate following other bequests and probate. The Foundation Board will need to determine the executor’s fees schedule. Mr. Goldberg requested a motion from the board to allow the Development Committee to investigate further, the bequest and fees schedules. Mr. Tillman motioned to approve this request with a second from Ms. Heide. The Development Committee consists of Ms. Burke, Mr. Caplice, and Mr. Kammert. Mr. Oliver will also lend his expertise.

Finance Committee: Mr. Caplice reported the Finance Committee’s discussion to continue with SunTrust as the primary financial institution but to also develop a relationship with a local community bank. Towne Bank has an excellent reputation for working with local non-profit organizations. The bank offers a no penalty clause for early withdrawal of CDs. Mr. Caplice asked the Foundation Board to allow the Finance Committee to proceed with the reinvestment of CDs with Towne Bank. After discussion, Mr. Tillman motioned to invest funds into CDs with Towne Bank; the term of the CD should not exceed December 31, 2009. At that point, the Finance Committee will revisit rates and reevaluate information from other local banks and any changes to the FDIC limit. Mr. Trolan seconded the motion and all agreed.

Nominating Committee: Mr. Tillman reported six individuals have been suggested to the Nominating Committee. Five members’ terms will expire June 30, 2009. Any additional nominees should be directed to Mr. Goldberg. The Nominating Committee is also looking for members interested in filling positions that will become vacant on committees such as Finance and Development.

Book & Author Update: The book and author event to be co-sponsored by the Foundation Board and Rotary Club of the Historic Triangle has been postponed until November 2010. Mr. Oliver explained the delay allows additional time for the Rotary Club to receive their 501(c)(3) status from the Internal Revenue Service. The steering committee has established a structure and draft budget to move forward once the Rotary Club has its 501(c)(3) status.

Sculpture Installation/Dedication Update: Mr. Goldberg has spoken with Ms. Player and over approximately the next two weeks, the sculpture will be galvanized and coated. Once this process is complete, Mr. Goldberg expects to have a firm date for installation. An outside company will be hired to prepare the base for sculpture installation. The Bour bequest is expected to cover the unanticipated cost for the base installation.

Development: An All-Boards meeting is scheduled for September 23, 2009. Over $16,000 has been raised to date through the Annual Appeal. There is still time for Board members to donate if they have not done so already.

Library Director’s Comments: Dr. Moorman answered questions about the 5-star rating awarded by Library Journal. The results were based on uniform data gathered from 2006 in the per capita categories of programming, circulation, visits, and internet use. The award is a tremendous honor and speaks well of library staff and local support including local government, the community and the library boards. Dr. Moorman thanked the Foundation Board for their support. Mr. Trolan motioned to acknowledge the leadership and support given by Dr. Moorman and Mr. Goldberg in the minutes. Mr. Tillman seconded and all agreed. The Board applauded the work of Dr. Moorman and Mr. Goldberg.

The Library has requested level funding from the City of Williamsburg and James City County for the FY 2010 budget. York County’s proposed budget includes $425,000 for Williamsburg Regional Library funding. Dr. Moorman asked the Foundation Board to consider ideas about how to manage the bequest of Ila Brose.

Meeting Adjourned: Being no further business, Mr. Kammert motioned to adjourn at 12:50 p.m. Mr. Caplice seconded; all approved.

Tuesday, May 26, 2009, 12:00 p.m.
Schell Room, Williamsburg Library

Respectfully submitted,

Christine White

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WRLF Minutes January 20, 2009


Attending Were: Board Members Pamela Burke, Mike Caplice, Mary Clark, Tiffany Cutts, Nelia Heide, Berna Heyman, James Kammert, Virginia Lee, James Oliver, Marilyn Riddle, Rice Trolan, and Mary Lou Walten; Library Director John A. Moorman; Staff Members Carrie Binsfeld, Benjamin Goldberg, and Christine White.

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

Approval of Meeting Minutes November 25, 2008: Ms. Burke asked for any changes or additions to the minutes. Being none, Ms. Riddle motioned to approve the minutes as written. Ms. Walten seconded, all approved.

Treasurer’s Report: Mr. Caplice compared the December 2004 and 2008 Treasurer’s Reports and noted that Foundation members have helped increase assets from approximately $400,000 to over $500,000. He commended the Board for their dedicated fundraising efforts. Ms. Burke added her thanks to Mr. Caplice and Ms. Binsfeld for effectively managing funds and guiding the Foundation in their investments during this time; the Board concurred.

In closing, Mr. Caplice discussed the November and December Treasurer’s Reports and stated the Finance committee will meet to discuss reinvestment of CDs that will come due in February and March to report back to the Board. Ms. Heyman motioned, Ms. Riddle seconded, approval of the Treasurer’s Reports as presented; all approved.

Rotary Club Fundraiser Update: Ms. Burke briefly recapped the presentation previously given by Genevieve Owens and Nolan Yelich of the Rotary Club of the Historic Triangle to partner with the WRL Foundation to co-sponsor and co-plan an author event at the end of 2009. A subcommittee consisting of Pam Burke, Nelia Heide, Berna Heyman, Jim Oliver and Marilyn Riddle met to investigate the idea. They recommended the Board proceed with the partnership.

The Board discussed Mr. Kammert’s suggested changes to the Memorandum of Understanding, budget considerations, number of steering committee members, timing, and the event’s goal and mission. After discussion, Mr. Oliver motioned proceeding with a revised Memorandum of Understanding to work with the Rotary Club of the Historic Triangle to co-sponsor an author event. Ms. Clark seconded the motion. Recorded votes are as follows:

Aye: Ms. Burke, Ms. Clark, Ms. Cutts, Ms Heide, Ms. Heyman, Mr. Oliver, Ms. Riddle and Mr. Trolan.
Nay: Mr. Kammert
Abstain: Mr. Caplice, Ms. Lee, and Ms. Walten abstained.

The Foundation will form a steering committee with the Rotary Club of the Historic Triangle to co-sponsor and co-plan an author event at the end of 2009. Ms. Heide, Ms. Heyman, Ms. Riddle, and Mr. Goldberg will represent the Foundation on the steering committee. Ms. Burke and Ms. Clarke will serve as ex-officio members, as needed.

Sculpture Installation/Dedication Update: Mr. Goldberg reported the sculpture installation date has not been confirmed. He continues to be in contact with Ms. Player and will update the Board. A spring unveiling is still anticipated.

Development: The 2008 Annual Appeal continues to do very well having received $15,345 from 191 donors. Mr. Goldberg stated the Foundation is currently ahead with the number of donors, broadening the donor base. He congratulated members on this successful appeal, especially given the current economy. Ms. Burke also congratulated Mr. Goldberg for a well-run campaign. Ms. Riddle reminded fellow members to donate if they have not done so already.

Mr. Goldberg will investigate, with Ms. Burke, a follow-up letter to donors who have given in the past but not to this appeal.

Library Director’s Comments: Discussions with localities funding the Williamsburg Regional Library continue and the roof at the James City County Library is being replaced.

Mr. Goldberg asked members to think about new member nominees for the Nominating Committee to consider prior to the March meeting.

Meeting Adjourned: Being no further business, Mr. Oliver motioned to adjourn at 1:22 p.m. Mr. Kammert seconded; all approved.

Tuesday, March 24, 2009, 12:00 p.m.
Room B, Williamsburg Library

Respectfully submitted,

Christine White

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WRLF Minutes November 25, 2008


Attending Were: Board Members Harvey Bakari, Pamela Burke, Mike Caplice, Nelia Heide, Berna Heyman, Charles Hobson, James Kammert, James Livingston, James Oliver, Marilyn Riddle, Frank Tillman, Rice Trolan, and Mary Lou Walten; Library Director John A. Moorman; Library Staff Members Carrie Binsfeld, Benjamin Goldberg, and Elizabeth Parker. Also attending were Nolan Yelich and Genevieve Owens.

Call to Order: President Burke called the meeting to order at 12:00 p.m.

Approval of the September 23, 2008 Meeting Minutes: Ms. Burke asked for comments or corrections to the minutes. Being none, Mr. Tillman moved to approve the minutes as written. Ms. Walten seconded; all approved.

Treasurer's Report: Mr. Caplice discussed the September and October Treasurer’s Reports. After discussion, Mr. Trolan moved acceptance of the Treasurer’s Reports as presented. Ms. Heyman seconded; all approved.

Rotary Club Presentation: Ms. Burke introduced Nolan Yelich and Genevieve Owens, representing The Rotary Club of the Historic Triangle. They presented a proposal to explore the possibilities of creating a partnership between the Rotary Club and the Williamsburg Regional Library Foundation to raise funds and to promote each entity’s interests in the areas of education, outreach, learning, and literacy. This venture would entail the Foundation and Rotary Club jointly planning and holding an inaugural Book and Author Reception. After their presentation, Mr. Yelich and Ms. Owens departed from the meeting.

A discussion ensued that resulted in the following: Mr. Caplice moved to establish a committee to assess the viability of the Rotary proposal for a Book and Author Reception fundraising event. Ms. Heide seconded the motion; all agreed. The following volunteered to serve on this committee: Pam Burke, Mike Caplice, Nelia Heide, Berna Heyman, James Oliver, and Marilyn Riddle.

Winery Fundraiser Update: Mr. Caplice presented information the Winery fundraiser committee gathered about a possible Wine On Wednesday (WOW) fundraising event in partnership with the Winery of Williamsburg. After discussion, it was decided to reinvestigate this event at a later date.

Development Report: Mr. Goldberg highlighted the following items in his report:

* JCCL Sculpture Update: Mr. Goldberg distributed copies of a Virginia Gazette article featuring Cyd Player and the 26-foot-long sculpture. Installation is expected to take place in early 2009. Date for the dedication and ceremony will be determined at the January 2009 meeting.
* Volunteer Appreciation Party scheduled for 9am Wednesday, December 10 at the James City County Library. Invitations have been mailed.
* Annual Appeal: Over 1000 Appeal letters were mailed on November 3, and thus far, $7,845 from 106 donors has been received. Ms. Burke commended Mr. Goldberg for writing the Appeal letter. She said the content and tone were excellent. All agreed. She also thanked all those who personally signed each letter.

Library Director’s Comments:

* Plea to Support Public Libraries: Dr. Moorman urged members to contact Senator Tommy Norment regarding government support of libraries, including State Aid.
* York County Public Library at the Marquis Shopping Center: Dr. Moorman may have more information at the January meeting.
* VLA 2009 Conference: Dr. Moorman was pleased to announce that Benjamin Goldberg was chosen to chair the 2009 VLA Conference Planning Committee.

Board Members’ Comments: None.

Adjournment: There being no further business, Ms. Riddle moved to adjourn at 1:25 p.m.; Ms. Burke seconded; all agreed. Next meeting will take place on:

Tuesday, January 20, 2009 at noon
Room B, Williamsburg Library

Respectfully submitted,

Elizabeth C. Parker

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WRLF Minutes September 23, 2008


Attending Were: Board Members Harvey Bakari, Pamela Burke, Mike Caplice, Nelia Heide, Berna Heyman, Charles Hobson, Albert Lauer, James Livingston, James Oliver, Marilyn Riddle, Frank Tillman, Rice Trolan, and Mary Lou Walten; Library Staff Members Carrie Binsfeld, Benjamin Goldberg, and Elizabeth Parker.

Call to Order: President Burke called the meeting to order at 12:00 p.m. She thanked Mary Clark for conducting the previous two WRLF meetings in her absence.

Introduction of New Board Member: Ms. Burke welcomed and introduced new Foundation Board Member Berna Heyman. All present then introduced themselves.

Approval of the July 22, 2008 Meeting Minutes: Ms. Burke asked for comments or corrections to the minutes. Being none, Ms. Riddle moved to approve the minutes as written. Mr. Livingston seconded; all approved.

Treasurer's Report: Mr. Caplice discussed the July and August Treasurer’s Reports. After discussion, Mr. Oliver moved acceptance of the Treasurer’s Reports as presented. Ms. Riddle seconded; all approved.

Mr. Oliver inquired about the reason for having WRLF’s CDs in a number of non-local banks. Mr. Caplice replied that having numerous CDs in different banks, brokered through SunTrust, ensures rate availability and diversification. It was agreed that when CDs come due in February 2009, WRLF members and library staff will investigate CDs at local banks.

2008 Audit and Form 990 Review/Approval:

* 2008 Audit: Ms. Riddle moved to approve the 2008 audit. Ms. Walten seconded; all approved. Mr. Caplice relayed Mr. Kammert’s suggestion that future audits include a footnote under the Concentration of Credit Risk Note that details where assets near or above $100,000 are invested. All approved. Ms. Binsfeld confirmed that henceforth external audits will be conducted on an annual basis.

* Form 990: Ms. Riddle moved to approve the Form 990 as filed. Ms. Walten seconded; all approved.

Sculpture Committee Update: Mr. Goldberg said Ms. Player was pleased with the positive reactions from Board members at her studio. He reported the installation of the sculpture at JCCL will likely occur in November or December. The dedication and ceremony will take place sometime in spring 2009.

Charity Event: Mr. Caplice reported he met with John Phillips of the Williamsburg Winery about a charity event in support of the Foundation.

Ms. Burke called for a committee to investigate this possible event and to have a report ready for presentation at the November Board meeting. Mr. Tillman moved to form such a committee. Ms. Riddle seconded the motion; all agreed.

WRL’s 100th Anniversary (2009-2010): Mr. Goldberg said the anniversary celebration will be low-key, largely incorporating existing programming into the 100th anniversary theme. The sculpture dedication and a Virginia Library Association Conference reception will also be a part of the commemoration.

Development Report: Mr. Goldberg highlighted the following items in his report:

* Two New PBFs Established – Richard & Isi Dawson PBF, and Walter G. & Betty C. McDonald PBF. Mr. Goldberg also noted the passing of Richard Cowles, husband of former WRLF Secretary (1996-1997) Betty Cowles. Mrs. Cowles established the WRLF Board PBF.
* Annual Appeal: Mr. Goldberg called for all Annual Appeal signing lists as soon as possible. Appeal letters will be mailed on November 3.
* WRL Website: The WRLF meeting schedule and approved minutes are now available on the public WRL Website.

Library Director’s Comments: In Dr. Moorman’s absence, Ms. Binsfeld re-iterated that he is available for discussion with anyone in the community concerning a possible York County public library at the Marquis Shopping Center.

Board Members’ Comments: None.

Announcement: The Volunteer Appreciation Event will be 9:00 a.m. Wednesday, December 10 at JCCL. Invitations will be forthcoming.

Adjournment: There being no further business, Mr. Caplice moved to adjourn at 12:40 p.m.; Mr. Livingston seconded; all agreed. Next meeting will take place on:

Tuesday, November 25, 2008 at noon
Schell Room, Williamsburg Library

Respectfully submitted,

Elizabeth C. Parker

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WRLF Minutes July 22, 2008


Attending Were: Board Members Mike Caplice, Mary Clark, Tiffany Cutts, Nelia Heide, Charles Hobson, James Kammert, Albert Lauer, Virginia Lee, James Livingston, James Oliver, Frank Tillman, Rice Trolan, and Mary Lou Walten; Library Director John A. Moorman; Staff Members Carrie Binsfeld, Benjamin Goldberg, and Elizabeth Parker.

Call to Order: In the absence of President Burke, President-Elect Clark called the meeting to order at 12:00 p.m.

Introduction of New Board Member: Ms. Clark welcomed and introduced new Foundation Board Member Mary Lou Walten. All present then introduced themselves.

Approval of the May 27, 2008 Meeting Minutes: Ms. Clark asked for comments or corrections to the minutes. Mr. Hobson noted his name was omitted inadvertently from the list of those present at the May meeting. Ms. Clark asked for other comments or corrections. Being none, Mr. Kammert moved to approve the minutes as corrected. Ms. Heide seconded; all approved.

Treasurer's Report: Mr. Caplice discussed the May and June Treasurer’s Reports as presented. After discussion, Mr. Tillman moved acceptance of the Treasurer’s Reports as presented. Ms. Lee seconded; all approved.

Mr. Caplice and Ms. Binsfeld reported the audit has been completed. Copies will be sent to all the Board for their perusal. Request for approval of the audit will be on the September 23 Agenda.

The Form 990 has been filed with the IRS.

Sculpture Committee Update: Ms. Cutts and Ms. Heide, in consultation with library staff and the WRLF Sculpture Committee, have proposed the afternoon of October 22 for the JCCL sculpture dedication and ceremony. Mr. Goldberg said Ms. Player will invite the Board to view the sculpture in her studio in August before its installation.

Dr. Moorman added that the Library Board of Trustees are scheduled to hold their October 22 meeting at the James City County Library to facilitate their participation in the dedication.

Charity Event: Mr. Caplice reported he has been approached by the Williamsburg Winery about a charity event in support of the Foundation. Mr. Caplice will explore this opportunity and report back to the Board.

Development Report: Mr. Goldberg highlighted the following items in his report:

* Directors and Officers Insurance: Renewed.
* Parkany Family Perpetual Book Fund: Upon her passing, family members and friends contributed memorial funds to this PBF.
* Final Payment from Bour Estate Received: The final $2,200 was received. The total bequest amount is $27,790. A portion is designated to fund the JCCL sculpture and related expenses.
* Consideration of New Names for Annual Appeal List: Mr. Goldberg reminded the Board to review, revise, and update the annual appeal list.

Library Director's Comments:

* Information Sheet Concerning the Public Library at the Marquis Shopping Center: Distributed by Dr. Moorman to enable the Board to have consistent answers to questions when approached by the public. He stressed that he is available for discussion on these issues with anyone in the community.
* Library Board Chair: Mr. Michael J. Fox has agreed to fill the position of Chair during his last year of service on the Board of Trustees.
* Borrower’s Cards: Dr. Moorman explained the varied privileges of a borrower’s library card per location of user’s home address.
* Third Library: At this time, it is off the JCC five year Capital Improvements Plan.

 

Board Member's Comments:

* Ms. Clark announced new Foundation Board Member Ms. Berna Heyman will be introduced at the September meeting.
* Ms. Heide was pleased to learn about the WRLF PBF as well as purchases made by the PBF she established.

Other: Mr. Goldberg brought attention to a Memo of thanks from Mr. William J. Schneider regarding his retirement after six years as a member of the Williamsburg Regional Library Board Foundation.

Adjournment: There being no further business, Ms. Lee moved to adjourn at 12:29 p.m.; Tillman seconded; all agreed. Next meeting will take place on:

Tuesday, September 23, 2008 at noon
Schell Room, Williamsburg Library

Respectfully submitted,

Elizabeth C. Parker

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WRLF Minutes May 27, 2008


The Williamsburg Regional Library Foundation Board met Tuesday, May 27, 2008, in the Schell Meeting Room at the Williamsburg Library. Present were Board members Harvey Bakari, Mike Caplice, Mary Clark, Tiffany Cutts, Nelia Heide, Charles Hobson, James Kammert, Albert Lauer, Virginia Lee, James Livingston, and Rice Trolan; Library Director John A. Moorman; Finance & General Services Director Carrie Binsfeld; Library Development Officer Benjamin Goldberg, Administrative Services Manager Elizabeth Parker; and WRL Trustee Jack Willis.

Call to Order: In the absence of President Burke, President-Elect Clark called the meeting to order at 12:00 p.m.

Approval of the March 25, 2008 Meeting Minutes: Ms. Clark asked for comments or corrections to the minutes. Being none, Mr. Livingston moved to approve the minutes as presented. Mr. Trolan seconded; all approved.

Treasurer's Report: Mr. Caplice discussed the March and April Treasurer’s Reports as presented. After discussion, Mr. Lauer moved acceptance of the Treasurer’s Reports as presented. Mr. Kammert seconded; all approved.

Mr. Caplice commented that $27,843 was disbursed in support of WRL; $10,000 went to sculptress Ms. Cyd Player; approximately $17,000 in endowment interest went to support WRL collections and programs. The total asset balance is $503,823. Last year at this time, the balance was $469,523. Mr. Caplice commended all for their efforts in making this a truly extraordinary year.

Nominating Committee Slate Presentation: Prepared by Committee members Mr. Charles Hobson, Ms. Virginia Lee, and Frank Tillman. Mr. Hobson presented the following slates for approval:

· Slate of Officers (Two-Year Term: July 1, 2007 through June 30, 2009):

President: Ms. Pam Burke

President-Elect: Ms. Mary Clark

Treasurer: Mr. Mike Caplice

· Nominations for Reappointed Board Members (Term: July 1, 2008 through June 30, 2011):

Mr. Mike Caplice

Ms. Nelia Heide

Mr. James Livingston

· Nominations for New Board Members (Term: July 1, 2008 through June 30, 2011):

Ms. Berna Heyman

Ms. Mary Lou Walten

Mr. Kammert moved to approve the slate of nominees as presented. Mr. Trolan seconded; all approved.

Ad Hoc Policy Review Committee Updates: The following WRL governing documents were amended (changed) and reviewed (unmodified) by the Ad Hoc Policy Review Committee consisting of Ms. Pam Burke, Ms. Virginia Lee, and Mr. William Schneider:

· Amended: By-Laws, Investment Policy, Audit Policy, Use of Unrestricted Endowment, and Procedure for Contributing Securities.

· Reviewed: Stock Gift Policy, Whistleblower Policy, Document Retention and Periodic Destruction Guidelines, Conflict of Interest Policy, Gift Policy (excludes Appendix A: Investment Policy), and Gift Procedures and Guidelines (excludes Appendix A: Stock Policy and Procedures).

Mr. Caplice moved to accept the policies as presented, allowing for several typographical corrections identified by Board members. Mr. Lauer seconded; all approved.

Thank You to Mr. William Schneider: Ms. Clark wanted included in these Minutes, the gratitude felt by all for Mr. Schneider’s years as a member of, and remarkable contributions made to, the Williamsburg Regional Library Foundation.

Sculpture Committee Update: On March 31, 2008 Ms. Cyd Chambers Player signed a contract to create a sculpture at the James City County Library. Mr. Goldberg announced that the sculpture will be finished in summer 2008, rather than spring 2009. Invitations to view Ms. Player’s studio will be forthcoming.

Ms. Cutts, Ms. Heide, and new Board member Ms. Walten will help organize the sculpture dedication ceremony and reception.

Mr. Goldberg will coordinate a meeting with Ms. Player, Sculpture Committee members, Ms. Cutts, Ms. Heide, and Program Services Director Patrick Golden to begin planning for publicity and promotion regarding the sculpture.

Development Report: Mr. Goldberg highlighted the following items in his report:

Annual Appeal/Foundation Giving: The current Annual Appeal total is $16,741 from 187 donors. The Annual Appeal 2006 resulted in $16,486 from 209 donors.

Annual Endowment Income Distribution Update: Endowment interest income has been distributed from the PBFs, Animal Grant, Caldwell Endowment, Kitzinger Endowment, and Collection Endowment.

Library Director's Comments:

· State Aid: Dr. Moorman confirmed WRL will return approximately $14,000 to the State of Virginia as a part of the General Assembly’s mandate to reduce aid to localities by $50 million per year.

· Third Library: In answer to Ms. Heide’s question, a third library is not included in the current JCC five year Capitol Improvements Plan.

Ex-Officio’s Comments: Mr. Willis commented that the Library Board of Trustees is very pleased with the Foundation’s efforts in support of the Library.

Board Member's Comments: Mr. Bakari asked about the size of the new sculpture at JCCL. Dr. Moorman invited all Board members to visit JCCL and see how the sculptress has marked the area for the sculpture. Sculpture Committee members noted the piece will be at least five feet high and about thirty feet long.

Adjournment: There being no further business, Mr. Kammert moved to adjourn at 12:22 p.m.; Ms. Lee seconded; all agreed. Next meeting will take place on:

Tuesday, July 22, 2008 at noon, Meeting Room B, Williamsburg Library

Respectfully submitted,

Elizabeth C. Parker

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WRLF Minutes March 25, 2008


The Williamsburg Regional Library Foundation Board met Tuesday, March 25, 2008, in Room B at the Williamsburg Library. Present were Board members Pam Burke, Mike Caplice, Mary Clarke, Tiffany Cutts, James Kammert, Virginia Lee, James Livingston, Marilyn Riddle, William Schneider, Frank Tillman, and Rice Trolan; Library Director John A. Moorman; Library Development Officer Benjamin Goldberg, and Administrative Services Manager Elizabeth Parker.

Call to Order: President Burke called the meeting to order at 12:00 p.m.

Approval of the January 22, 2008 Meeting Minutes: Ms. Burke asked for comments or corrections to the minutes. Being none, Mr. Schneider moved to approve the minutes as presented. Ms. Lee seconded and all approved.

Treasurer's Report: Mr. Caplice discussed the January and February Treasurer’s Reports as presented. After discussion, Mr. Schneider moved acceptance of the Treasurer’s Reports as presented. Mr. Trolan seconded; all approved.

Mr. Caplice commented that the bank balance on March 1, 2005 was $424,000; as of March 1, 2008 it was $528,000. This illustrates the prudence of the Foundation’s investment strategy and money management and the successful efforts by its members.

Finance Committee Report: To conform with FDIC limits, the Finance Committee, with Ms. Binsfeld’s advice, invested $406,000 in seven 12-month CDs @ 3% to 3.45% interest. Mr. Caplice lauded Ms. Binsfeld for her help. Dr. Moorman suggested that a motion be included in these Minutes to praise Ms. Binsfeld for her efforts to secure these investments. After discussion, Mr. Caplice moved to approve the Finance Committee’s action as presented, and to include a motion to commend Ms. Binsfeld for all that she does for the Foundation and the Library. Mr. Schneider seconded; all approved.

Approval of Jamestown Memories, 1957 – 2007 Expenses: All agreed this project was an excellent use of Foundation funds. Ms. Burke asked for a motion to approve the transfer of $3,261.30 (30% of the final expenses) to reimburse WRL for its exhibit related to the Jamestown 400th Commemoration. Mr. Tillman so moved; Mr. Kammert seconded; all approved.

Nominating Committee Update: Mr. Tillman reported all the current officers agreed to serve another term – President, Pam Burke; President-Elect Mary Clark; Treasurer Mike Caplice. Also, current board members with first terms ending June 30, 2008 agreed to serve another term. This leaves three potential vacancies. The Committee will meet in April to discuss nominees for filling these vacancies and present a slate for the May meeting.

Ad Hoc Policy Review Subcommittee Update: Ms. Burke, Mr. Goldberg, Ms. Lee, and Mr. Schneider reviewed all Foundation policies to ensure they are current. Final drafts of revised policies will be presented at the May meeting. Ms. Burke asked that Board members bring concerns related to the revised policies to her attention prior to the May meeting.

Sculpture Committee Proposal: The Sculpture Committee presented a proposal prepared by Ms. Cyd Chambers Player to create a sculpture to be located at the James City County Library. After discussion, Mr. Caplice moved to approve the proposal contingent on the signing of an acceptable contract by the artist and WRLF President. Mr. Tillman seconded; all approved.

Dr. Moorman informed the board that both the WRL Board of Trustees and James City County administrators are enthusiastic about the project, and look forward to its completion.

A dedication ceremony will be well-publicized. Ms. Riddle suggested having handouts well in advance of the ceremony to encourage more residents to “discover” James City County Library.

Development Report: Mr. Goldberg highlighted the following items in his report:

Establishment of Rosemary Carraher Phalen & Thomas D. Phalen PBF.

Annual Appeal/Foundation Giving: Donations continue to do well. The current annual appeal total is $16,041.

Annual Endowment Income Distribution Update: 2007 Endowment Income was just over $20,000 for the PBFs and other named endowments. The operating endowment generated approximately $1,900.

Library Director's Comments:

· York County: As of June 30, 2009 York County’s financial support to WRL will end, resulting in a loss of $422,000 (7%) to the WRL budget. In 2009 a York County Library branch located at the Marquis Shopping Center is scheduled to open.

· Virginia’s General Assembly: The Virginia legislature has passed a budget that requires local governments to return up to $50,000,000 to the Commonwealth for each year of the biennial budget. Library State aid may be included in that amount. Library State aid cuts are already affecting WRL’s budget.

· City Annex: An Annex for the Williamsburg Library is still being considered by the City of Williamsburg.

Board Member's Comments: Ms. Burke and Mr. Goldberg will meet with the Foundation’s Pro Bono Attorney Steve Roberts to discuss the annual report to be submitted to the State Corporation Commission.

Adjournment: There being no further business, Mr. Schneider moved to adjourn at 12:35 p.m.; Mr. Kammert seconded; all approved. Next meeting will take place on:

Tuesday, May 27, 2008 at noon, Schell Meeting Room, Williamsburg Library

Respectfully submitted,

Elizabeth C. Parker

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WRLF Minutes January 22, 2008


The Williamsburg Regional Library Foundation Board met Tuesday, January 22, 2008, in Room B at the Williamsburg Library. Present were Board members Pam Burke, Mary Clark, Nelia Heide, Charles Hobson, Albert Lauer, Virginia Lee, James Livingston, James Oliver, Marilyn Riddle, William Schneider, and Frank Tillman; Library Director John A. Moorman; Chair of WRL Board of Trustees Jack Willis; Library staff Benjamin Goldberg, Elizabeth Parker, and Christine White.

Call to Order: President Burke called the meeting to order at 12:00 p.m. She welcomed Mr. Willis to the meeting.

Approval of the November 20, 2007 Meeting Minutes: Ms. Burke asked for comments or corrections to the minutes. Being none, Ms. Riddle moved to approve the minutes as presented. Mr. Schneider seconded and all approved.

Treasurer's Report: In Mr. Caplice's absence, Ms. Burke discussed the November and December Treasurer's Reports as presented. As reflected in the December report, the Foundation continues to do well. After discussion, Mr. Lauer moved acceptance of the Treasurer's Reports as presented. Mr. Livingston seconded; all approved.

Ms. Burke reported the finance committee will meet in February to discuss the upcoming expiration of CDs and requested the board forward any comments or questions. The committee will report at the March meeting.

Approval 2006 Audit: Ms. Burke presented the 2006 audit from Witt Mares, LLC. She asked for additional comments or questions. Mr. Tillman moved to approve the audit as presented, Mr. Lauer seconded; all approved. This is the final audit being conducted by this firm for the Foundation.

Approval of Letter of Engagement for new Auditor: Following the careful consideration by Ms. Binsfeld, the board reviewed the letter of engagement submitted by Robinson, Farmer, Cox Associates to prepare Foundation audits and IRS 990s. The audit will be conducted annually to facilitate WRL receiving an unqualified management letter following their audit. Ms. Lee moved to approve the letter of engagement with Robinson, Farmer, Cox Associates with a correction to a typo on page two, paragraph three. Mr. Schneider seconded; all approved.

Sculpture Committee: The sculpture committee, consisting of Ms. Lee, Ms. Clark, and Mr. Livingston, has selected Ms. Cydney Player of Williamsburg to create an original sculpture for the James City County Library. After a lengthy process to identify prospective artists then review and evaluate sketches and proposals, the committee selected Ms. Player as the artist who would best represent the Library and the community. Ms. Player's excellent background, thorough preparation of her proposal, and willingness to make revisions impressed the committee.

Ms. Lee presented a model of the sculpture. The committee answered questions about location, safety, and security. Dr. Moorman has spoken with James City County administration and the location of the sculpture is acceptable.

A proposal will be distributed prior to the March meeting for consideration. Upon approval of the proposal, Ms. Player can begin work immediately with completion anticipated by summer 2009. A dedication ceremony will be held to acknowledge donors. Ms. Heide and Ms. Burke congratulated the committee for their work.

Development Report: Mr. Goldberg highlighted the following items in his report:

 

· Annual Appeal/Foundation Giving: The number of donors has declined slightly but donations continue to do well. The current annual appeal total is $15,966 with individuals still donating.

· Establishment of Marjorie Saunders Magruder PBF: An anonymous donation through the Northern Piedmont Community Foundation established this perpetual book fund.

· Ad Hoc Policy Review Subcommittee: Mr. Goldberg recommended creating a subcommittee to review the accuracy and consistency of Foundation policies including By-laws. Ms. Burke will finalize the committee and chair in March.

· Meeting Schedule: The May meeting has been finalized and an updated meeting schedule is included in the packet.

Library Director's Comments: The new signage reflecting the Library's logo has been installed at both buildings.

The Library is in the midst of the FY 2009-2010 budget process. Plans for a third library in James City County have been delayed due to budget constraints. The City of Williamsburg is considering an annex in their budget. Dr. Moorman and Mr. Willis will meet with York County administration to discuss funding.

There has been a 4% cut in state funding. Dr. Moorman anticipates additional cuts and will look to the Friends for additional support with collections.

A committee has been created to review the Library's Strategic Plan.

Board Member's Comments: Mr. Tillman, nominating committee chair, is accepting names for nomination. Mr. Tillman, Mr. Hobson, and Ms. Lee will meet in February to review names.

Adjournment: There being no further business, Mr. Schneider moved to adjourn at 12:38 p.m.; all approved. The next meeting is 12:00 p.m., Tuesday, March 25, 2008, Room B, Williamsburg Library.

Respectfully submitted,

Christine White

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WRLF Minutes November 20, 2007


The Williamsburg Regional Library Foundation Board met Tuesday, November 20, 2007, in the Schell Room at the Williamsburg Library. Present were Board members Pamela Burke, Harvey Bakari, Tiffany Cutts, James Kammert, Virginia Lee, James Livingston, James Oliver, Marilyn M. Riddle, Frank Tillman and RiceTrolan; Library Director John A. Moorman, Library Development Officer Benjamin Goldberg, and Administrative Services Manager Elizabeth Parker.

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

Approval of the September 25, 2007 Meeting Minutes: Burke asked if anyone had comments or corrections for September 25, 2007 Meeting Minutes. Being none, Lee moved to accept the September 25, 2007 Meeting Minutes as written. Tillman seconded the motion; all approved. Minutes of the October 24, 2007 All-Boards Meeting were distributed.

Treasurer’s Report: In the absence of Treasurer Mike Caplice, Burke discussed both the September 30, 2007 report with a balance of $506,881 and the October 31, 2007 report with a balance of $511,083. Burke asked if anyone had comments or questions about the Treasurer’s Reports. Being none, Riddle moved to approve the September 30, 2007 and the October 31, 2007 Treasurer’s Reports as presented. Kammert seconded the motion; all approved.

IRS Form 990 and 2006 Audit Updates – Members of the Finance Committee met with representatives from Witt Mares, PLC to discuss completing the IRS Form 990 and the 2006 audit. The 990 was signed by Caplice and filed just before the November 15 deadline. The 2006 audit is expected to be delivered to Library Finance Director Carrie Binsfeld on Monday, November 26. Oliver reported the fees for the audit was $5,000 and $1,000 for the 990 for a total of $6,000. He added that $1,000 for Compilation Services was dropped. This is the last time Witt Mares, PLC will be engaged.

New Auditing Firm – Binsfeld will approach Robinson, Farmer, Cox Associates about preparing the audits and IRS 990s for both the Foundation and Friends. Moorman reported both boards may need to be professionally audited on an annual basis, to ensure WRL gets an unqualified management letter.

Development Report: Goldberg discussed his "Report from the Liaison to the WRLF" and highlighted the following:

WRLF Annual Appeal – Nearly 50% of last year’s giving has been received, with the rest of November, December and January to go for the 2007 Annual Appeal.

New PBF Established – By former WRLF Board member Marty DeWelt.

All-Boards Meeting – Goldberg thanked all those who were able to attend.

2008 Meeting Schedule – Goldberg asked those present if the suggested meeting times and dates were acceptable for the schedule to be finalized at a later date. All agreed.

Volunteer Appreciation Event December 6, 2007 – Goldberg encouraged all to attend this festive event in the Kitzinger Community Room at James City County Library.

Review of By-Laws, Policies, Procedures, and other Governing Documents – Goldberg reported the need for reviewing various governing documents on a regular basis, beginning next year. All agreed.

Library Director’s Comments: Moorman discussed the following:

Climate Control at WL – This project is close to completion.

Third Library and WL Annex – The third library is still in the James City County Capital Improvements Projects, but the date for beginning this process may be pushed back. An Annex within site of WL is being considered by the City of Williamsburg.

Budget Update – The 2008-09 budget efforts have begun. Due to Federal and State developments, this budget year will be fiscally tight.

Holiday Wreaths from Colonial Williamsburg – Moorman thanked Lee for her help in obtaining CW Holiday wreaths for both libraries this year.

Outdoor Signage for Both Libraries – In eight to ten weeks, outdoor signage will be revamped to read:

(Library Logo) Williamsburg Library

Williamsburg Regional Library

(Library Logo) James City County Library

Williamsburg Regional Library

Library Members’ Comments:

Sculpture for JCCL – Due to inclement weather, a meeting at JCCL to consider sculpture placement has been postponed until the week of December 10.

Adjournment: There being no further business, Kammert moved and Livingston seconded to adjourn the meeting at 12:30 p. m. All agreed. Next meeting will take place on:

Tuesday, January 22, 2008 at noon, Meeting Room B, Williamsburg Library

Respectfully submitted,

Elizabeth C. Parker, Recording Secretary

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WRLF Minutes September 25, 2007


The Williamsburg Regional Library Foundation Board met Tuesday, September 25, 2007, in Room B at the Williamsburg Library. Present were Board members Pamela Burke, Mike Caplice, Harvey Bakari, Mary W. Clark, Nelia Heide, Charles Hobson, James Kammert, Albert Lauer, Virginia Lee, James Livingston, James Oliver, Marilyn M. Riddle, William Schneider, and Frank Tillman; Library Director John A. Moorman, Library Development Officer Benjamin Goldberg, and Administrative Services Manager Elizabeth Parker.

Call To Order: President Burke called the meeting to order at 12:05 p.m.

Introduction of New Board Members: Burke introduced new Board member Harvey Bakari. All present offered brief biographical introductions. Burke announced that Bramble Klipple had tendered her resignation to accept a new position in Northern Virginia.

Approval of the July 24, 2007 Meeting Minutes: Burke asked if anyone had comments or other corrections for the July 24, 2007 Meeting Minutes. Being none, Lauer moved to accept the July 24, 2007 Meeting Minutes as written. Riddle seconded the motion; all approved.

Treasurer’s Report: Caplice discussed both the July 31, 2007 report with a balance of $473,295 and the August 31, 2007 report with a balance of $504,448. He further reported that during the past three years, total assets, monthly gifts and receipts have been steadily increasing. Caplice asked if anyone had comments or questions about the Treasurer’s Reports. Being none, Kammert moved to approve the July 31, 2007 and the August 31, 2007 Treasurer’s Reports as presented. Heide seconded the motion; all approved. Burke expressed her appreciation to Caplice for his excellent management of the Foundation’s investments.

Audit Update – Witt Mares, PLC has been engaged to complete the 2006 audit and IRS Form 990 and audit. The Finance Committee will meet with Library Finance Director Carrie Binsfeld and Library Development Officer Benjamin Goldberg to discuss the audit process.

Development Report: Goldberg discussed his "Report from the Liaison to the WRLF" and highlighted the following:

WRLF Annual Appeal – Goldberg distributed signing lists to Board members for the Fall Annual Appeal. Signed letters will be mailed November 1.

New PBF Established – In memory of Donald A. Collard.

Change in Pro Bono Attorney – For the past seven years, Joseph "Chip" Buxton has honorably served the Foundation as pro-bono attorney. However, he is not local (Urbanna). Local Attorney Steve Roberts has agreed to fill this position. Kammert suggested thanking Mr. Buxton with a certificate, the presentation of which could offer an opportunity to be included in the Virginia Gazette. All agreed.

All-Boards Meeting has been scheduled for 5:00 p.m. on Wednesday, October 24, 2007. This will give an opportunity for all of WRL’s boards – Trustees, Friends, and Foundation – to learn more about each board and to socialize with one another. Goldberg will be sending invitations.

Library Director’s Comments: Moorman discussed the following:

Climate Control at WL – The City of Williamsburg is financing a project that is converting the current non-funtional climate control system at WL to one that will be computerized with sensors for each room/area. He expects this project to be in effect sometime in November.

100th Anniversary – FY 2010 marks the 100th anniversary of WRL. A celebration event is being planned.

Board Members’ Comments:

Sculpture for JCCL – Mary Clark reported the she, Lee, Livingston and Goldberg have investigated a number of sculptors and are reviewing their mock-ups.

Leave A Legacy – Mike Caplice lauded Goldberg for his participation on the Steering Committee of the Leave A Legacy of Greater Williamsburg. Goldberg provided the photo for the recent Gifting Guide which was included in the September 19th edition of the Virginia Gazette.

Nelia Heide thanked Moorman for his presentation at the September 21st meeting of the Ford’s Colony Newcomers Club.

Adjournment: There being no further business, Caplice moved and Lee seconded to adjourn the meeting at 12:45 p.m. All agreed. Next meeting will take place on:

Tuesday, November 20, 2007 at noon, Schell Room, Williamsburg Library

Respectfully submitted,

Elizabeth C. Parker

Recording Secretary

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WRLF Minutes July 24, 2007


The Williamsburg Regional Library Foundation Board met Tuesday, July 24, 2007, in Meeting Room B at the Williamsburg Library. Present were Board members Pamela Burke, Mike Caplice, Mary W. Clark, Tiffany Cutts, Nelia Heide, Charles Hobson, James Kammert, Albert Lauer, Virginia Lee, James Oliver, Marilyn M. Riddle, William Schneider, Frank Tillman, and Rice Trolan; Library Director John A. Moorman, Library Development Officer Benjamin Goldberg, and Administrative Services Manager Elizabeth Parker.

Call To Order: President Burke called the meeting to order at 12:00 p.m.

Introduction of New Board Members: Burke introduced new Board members Tiffany Cutts and James Oliver. The rest of those present then introduced themselves. All gave brief information about themselves. New member Harvey Bakari was unexpectedly called out of town and could not attend.

Approval of the May 22, 2007 Meeting Minutes: Goldberg pointed out an error under Nominating Committee Slate; Nominations for Reappointed and New Board Members – Slate of Officers (two-year term, July 1, 2007 – June 30, 2008). Goldberg corrected it to read: "June 30, 2009." Burke asked if anyone had comments or other corrections for the May 22, 2007 Meeting Minutes. Being none, Schneider moved to accept the May 22, 2007 Meeting Minutes as corrected. Caplice seconded the motion; all approved.

Treasurer’s Report: Caplice discussed both the May 31, 2007 report with a balance of $470,440 and the June 30, 2007 report with a balance of $472,144. Caplice said the Foundation accounts were doing quite well. Caplice asked if anyone had comments or questions about the Treasurer’s Reports. Being none, Lauer moved to approve the May 31, 2007 and the June 30, 2007 Treasurer’s Reports as presented. Lee seconded the motion; all approved.

Development Report: Goldberg discussed his "Report from the Liaison to the WRLF" and highlighted the following:

Bour Bequest Update – Goldberg was happy to announce that the Lawrence Bour Bequest has been received in the amount of $25,590.

WRLF Annual Appeal – Goldberg asked Board members to begin considering names for the Fall Annual Appeal.

Jamestown Remembered – All of the receipts have not yet been received. Once he has the total to be reimbursed by WRLF, he will notify the Board.

New PBF Established – In memory of Mark R. Pepper. The establishment of a second PBF is pending.

New Insurance Policy – Middle Peninsula Insurance Agency is offering Directors’ and Officers’ Insurance through Darwin to replace the current liability policy for WRLF. The policy offers a more comprehensive program geared to the Foundation’s needs, and costs less. Following discussion, Caplice moved to approve replacing the current general liability insurance policy through Brooks Agency. Kudos to Finance & General Services Coordinator Missy Johnson for her thorough research on this issue.

Library Director’s Comments: Moorman discussed the following:

Sculpture for JCCL – Moorman said he is looking forward to having a sculpture at JCCL that will convey to users that the Williamsburg Regional Library cares about culture as part of its strategic plans and policies. Sculpture items add ambience to all that the libraries offer.

Johns Hopkins – This group has been conducting a study based on how a library summer reading program affects participating children’s school performance compared to those who did not participate. Final results should be available this Fall.

Third Library/Annex Update – Moorman said nothing much has changed from the last update, but reiterated that a third library is included in the James City County Capital Improvement Plan for 2011.

Harry Potter Party at JCCL – The event on July 20 was filled to capacity and enjoyed by children and adults. A live "unicorn" was met with delight. Along with the summer reading program, events such as this encourage children, young adults, and adults to read.

Train Depot – Within the next twelve months, renovation of the old Norge Train Depot should be finished.

Board Members’ Comments: None.

Adjournment: There being no further business, the meeting adjourned at 12:30 p.m. Next meeting will take place on:

Tuesday, September 25, 2007 at noon, Schell Meeting Room, Williamsburg Library

Respectfully submitted,

Elizabeth C. Parker

Recording Secretary

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WRLF Minutes May 22, 2007


The Williamsburg Regional Library Foundation Board met Tuesday, May 22, 2007, in the Schell Meeting Room at the Williamsburg Library. Present were Board members Gert Berthiaume, Pamela Burke, Mary W. Clark, Nelia Heide, Charles Hobson, James Kammert, Albert Lauer, James Livingston, William Schneider, and Frank Tillman; Library Development Officer Benjamin Goldberg, and Administrative Services Manager Elizabeth Parker.

Call To Order: President Schneider called the meeting to order at 12:00 p.m.

Approval of the March 27, 2007 Meeting Minutes: Schneider asked if anyone had comments or corrections for the March 27, 2007 Meeting Minutes. Being none, Lauer moved to accept the March 27, 2007 Meeting Minutes as written. Tillman seconded the motion; all approved.

Treasurer’s Report: In the absence of Treasurer Mike Caplice, Schneider discussed both the March 31, 2007 report with a balance of $467,270 and the April 30, 2007 report with a balance of $469,523. Schneider pointed out that with the current higher interest rates in general and those gained by investing two of the three CDs into different venues, the Foundation accounts were doing quite well. Goldberg said he should have information on the WRLF reimbursement costs for 2007 by the July meeting. Schneider asked if anyone had comments or questions about the Treasurer’s Reports. Being none, Tillman moved to approve the March 31, 2007 and the April 30, 2007 Treasurer’s Reports as presented. Kammert seconded the motion; all approved.

Nominating Committee Slate; Nominations for Reappointed and New Board Members – Berthiaume presented the following for approval:

Slate of Officers (two-year term, July 1, 2007 – June 30, 2009)

President: Pam Burke

President-Elect: Mary Clark

Treasurer: Mike Caplice

Nomination for Reappointed Board Member (Term: July 1, 2007 – June 30, 2010)

Pam Burke

Nominations for New Board Members (Term: July 1, 2007 – June 30, 2010)

Tiffany Cutts

Harvey Bakari

James J. Oliver

After a brief discussion, Heide moved to approve all of the above; Livingston seconded, and all were in favor. Goldberg will contact and orient the new Board members in time for the July meeting.

Sculpture Committee Update – Clark and Livingston reported that they, Lee and Goldberg had approached several sculptors and local contacts regarding the commission of sculpture for the James City County Library. They were very impressed with the excellent quality of sculpture proposed thus far. They continue to research sculptors and options. They reiterated that every artist they have approached was very excited at the prospect of creating a unique sculpture for the James City County Library.

Development Report: Goldberg discussed his "Report from the Liaison to the WRLF" and highlighted the following:

Bour Bequest Update – Goldberg talked to the attorney handling this bequest. He assured Goldberg the process is near completion.

WRLF Annual Appeal Update – To date, 214 donors have given $16,983.42. Previously, the top Annual Appeal response was in 2004 with 199 gifts totaling $16,758.05.

2007 Summer Reading Posters – Illustrator Peter Catalanotto was selected to produce two pieces of original artwork from which posters were printed for this year’s summer reading program. Posters were given to each Board member. Goldberg said the artist has presented some very interesting programs at area schools.

PBF Purchases Update – Goldberg has been compiling information on book titles purchased through 2006 PBF interest income. About 125 titles have been selected so far, but probably there are that many again still to be purchased. New World: England’s First View of America by Kim Sloan and Jamestown Colony: A Political, Social and Cultural History by Frank E. Grizzard and D. Boyd Smit were purchased through the WRLF Board PBF established by a former Board member.

Library Director’s Comments: John A. Moorman had asked Goldberg to express his regret for being unable to attend this meeting due to an unexpected appointment that required his presence.

Third Library/Annex – Goldberg reiterated that a third library is included in the James City County Capital Improvement Plan for 2011.

Board Members’ Comments:

Gert Berthiaume – She expressed her appreciation that Hobson agreed to join the Nominating Committee and that Tillman will be Chair. This being her last meeting, she said how much she had enjoyed being a WRLF Board member. She was lauded by those present for all of her contributions to the Board.

Bill Schneider – All present thanked him for the excellent job he performed for the two-year term as President.

Adjournment: There being no further business, the meeting adjourned at 12:25 p.m. Next meeting will take place on:

Tuesday, July 24, 2007 at noon, Schell Meeting Room, Williamsburg Library

Respectfully submitted,

Elizabeth C. Parker

Recording Secretary

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WRLF Minutes March 27, 2007


The Williamsburg Regional Library Foundation Board met Tuesday, March 27, 2007, in Meeting Room B at the Williamsburg Library. Present were Board members Gert Berthiaume, Pamela Burke, Mike Caplice, Mary W. Clark, Nelia Heide, James Kammert, Albert Lauer, James Livingston, and William Schneider; Library Director John A. Moorman; Library Development Officer Benjamin Goldberg, and Administrative Services Manager Elizabeth Parker.

Call To Order: President Schneider called the meeting to order at 12:00 p.m.

Approval of the January 23, 2007 Meeting Minutes: Schneider asked if anyone had comments or corrections for the January 23, 2007 Meeting Minutes. Being none, Kammert moved to accept the January 23, 2007 Meeting Minutes as written. Heide seconded the motion; all approved.

Treasurer’s Report: Caplice discussed the February 28, 2007 report, which showed a balance of $476,564 – $50,000 more than the balance for the same period the previous year. Schneider asked if anyone had comments or questions about the Treasurer’s Reports. Being none, Lauer moved to approve the January 31, 2007 and the February 28, 2007 Treasurer’s Reports as presented. Livingston seconded the motion; all approved. Caplice, Goldberg and Finance Director Carrie Binsfeld met with SunTrust representatives to investigate higher interest rates for the two CD investments that came due in February and March 2007. The $40,000 CD @ 3.512% was moved to Fremont Invest @ 5.2% (1 year, due 2/08); a $65,000 CD @ 3% was reduced to $56,000 and then moved to Com Bank, Pickens, GA @ 5.15% (1 year, due 3/08). The $9,000 reduction is undesignated and intended for impending expenses.

NOW Account – Funds not invested in CDs have been moved to a newly offered NOW account available to Nonprofit organizations. These investments will receive interest at the Federal rate discounted by 20 points (approximately 5.1% at present).

Brokerage Commission – Caplice reported that a $40 commission on the sale of two shares of stock valued at $150 has been reduced to $20.

Audit Fees – Caplice said the auditors will be raising their fees. Funds have been set aside to cover this.

Nominating Committee Update – Berthiaume reported that nominations are still open. Board members are encouraged to submit nominees for the slate. Completed nomination forms need to be given to her or to Goldberg no later than April 16. A complete slate of nominations will be presented at the May meeting for approval.

Sculpture Committee Update – Clark and Livingston reported that they, Lee and Goldberg had approached several sculptors and numerous local contacts regarding the acquisition of sculpture for the James City County Library. They concurred that a local, or at least a Virginia, artist would be preferred. They have asked a number of sculptors to submit their sculpture concepts for the James City County Library. It was noted that each one of them is very excited at the prospect of having a piece of their sculpture at the Library.

Development Report: Goldberg discussed his "Report from the Liaison to the WRLF" and highlighted the following:

Bour Bequest Update – None at this time.

WRLF Annual Appeal Update – To date, 205 donors have given $16,678.42 – the top Annual Appeal response was in 2004 with 199 gifts totaling $16,758.05. All were pleased that more donors than ever before have responded. Goldberg explained that every donor receives a signed thank-you letter, acknowledging each gift.

Endowment and PBF Income – Goldberg announced that this year each PBF will purchase at least one item for the library’s collection. The WRLF remitted over $11,000 in 2006 interest income to WRL – approximately, $5,000 from PBFs and $6,000 from other named endowments.

Benevolink Update – As of March 31, 2007 Ukrop’s will end its partnership with the on-line gift distribution company Benevolink. Ukrop’s will relaunch its paper based Golden Gift Certificate program in the fall of 2007. Goldberg will include a short article about this change in an upcoming issues of the Ex Libris newsletter.

2007 Volunteer Opportunities – Board members interested in volunteering for the May 11, 12, and 13 Anniversary weekend events may talk to Goldberg. He has flyers with the information.

Library Director’s Comments:

WRL Partnerships have become very successful. A visible indication of this is the lack of parking today due to the popular and well-attended AARP Tax Aide and the Great Decisions programs.

Budgets have been prepared and soon will be presented to the governing entities. Moorman will keep the Board informed about the process.

Third Library/Annex – Moorman reported that a third library is on the James City County Capital Improvement Plan, and the City of Williamsburg is looking at possibilities for an Annex for the administrative staff to free up space at the Williamsburg Library. He believes both will be addressed by 2011.

Facilities Update – Both library buildings continue to be upgraded – e.g., new bookdrops.

2007 Celebration Event – Patrick Golden’s team, in collaboration with William & Mary, has been working hard on the Jamestown Memories 1957-2007 project. Moorman thanked the Board for their funding support. He will ask Golden to give an update to the Board at a future meeting.

Board Members’ Comments: None.

Adjournment: There being no further business, the meeting adjourned at 12:40 p.m. Next meeting will take place on:

Tuesday, May 22, 2007 at noon, Schell Meeting Room, Williamsburg Library

Respectfully submitted,

Elizabeth C. Parker

Recording Secretary

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WRLF Minutes January 23, 2007


The Williamsburg Regional Library Foundation Board met Tuesday, January 23, 2007, in Meeting Room B at the Williamsburg Library. Present were Board members Gert Berthiaume, Pamela Burke, Mike Caplice, Mary W. Clark, Nelia Heide, Charles F. Hobson, James Kammert, Albert Lauer, Virginia Lee, James Livingston, Marilyn M. Riddle, William Schneider, and Frank Tillman; Library Development Officer Benjamin Goldberg, and Administrative Services Manager Elizabeth Parker.

Call To Order: President Schneider called the meeting to order at 12:00 p.m.

Approval of the November 21, 2006 Meeting Minutes: Schneider asked if anyone had comments or corrections for the November 21, 2006 Meeting Minutes. Being none, Kammert moved to accept the November 21, 2006 Meeting Minutes as written. Berthiame seconded the motion; all approved.

Treasurer’s Report: Caplice discussed the December 31, 2006 report, which showed a balance of $459,497 – $22,000 more than the balance for the same period the previous year. Schneider moved to approve the November 30, 2006 and the December 31, 2006 Treasurer’s Reports as presented. Heide seconded the motion; all approved. Caplice is investigating institutions with higher interest rates for the two CD investments that are coming due in February and March 2007. Also, he is concerned that the brokerage commission is high, especially for a nonprofit rate and given only 2 shares of stock were sold. Caplice intends to have reports on both situations at the March meeting.

Audit Policy Revision and Reserve Fund Resolution:

Audit Policy – The Audit Policy was revised to read: "A professional audit will be performed for the Foundation books at a minimum every three years. The board will select a reputable firm based on quality, service and price. Interim reviews will be performed annually by an audit committee (minimum 3 members) appointed by the Foundation. The 990 form will be completed annually by a reputable firm based on quality, service and price."

Reserve Fund Resolution – The Resolution reads: "RESOLVED that the Williamsburg Regional Library Foundation Board (the Foundation), will annually restrict $4,000 of the undesignated contributions to offset professional auditor fees."

Approval – After a brief discussion, Burke moved to approve both the revised Audit Policy and the Reserve Fund Resolution. Schneider seconded the motion; all approved.

Development Report: Goldberg discussed his "Report from the Liaison to the WRLF" and highlighted the following:

WRLF Annual Appeal Update – To date, 196 donors have given over $15,500 – $1,000 more and 7 donors more than the previous Annual Appeal. Goldberg commended the board for their tremendous efforts on behalf of the Annual Appeal.

Bour Bequest Update – Goldberg briefed the Board on the situation, and will keep them informed.

PBF Plaques – Goldberg is looking for a more appropriate area to display the plaques that recognize an expanding number of Perpetual Book Funds.

2007 Volunteer Opportunities – Board members interested in volunteering for the May 11, 12, and 13 main events may talk to Goldberg. He has flyers with the information.

Bisland Society – Goldberg reminded all present to consider joining.

Leave A Legacy – This is a publicity program that encourages leaving gifts that include charities and/or organizations in one’s will. Goldberg will use this program to augment Bisland Society efforts.

Virginia State Tax Returns – HB#2602 has been introduced to allow taxpayers to name any Virginia Library Foundation the recipient of all or part of their tax refunds.

Nominations for New Board Members – Goldberg will begin the process of talking with the nominating committee in February with the intention of identifying nominees for the March meeting.

Library Director’s Comments:

Outdoor Sculpture for JCCL – Moorman had asked Goldberg to begin discussion about providing outdoor sculpture for the James City County Library. There was unanimous agreement to form a committee to investigate the purchase of outdoor sculpture. Heide and Lee volunteered to act as co-chairs of this committee, with Livingston as a member.

Board Members’ Comments: None.

Adjournment: There being no further business, the meeting adjourned at 12:45 p.m. Next meeting will take place on:

Tuesday, March 27, 2007 at noon,Meeting Room B, Williamsburg Library

Respectfully submitted,

Elizabeth C. Parker

Recording Secretary

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

 

Youth Services Director

YOUTH SERVICES DIRECTOR – Position #842.  Full-Time Regular, Exempt position; $54,287/year or higher, DOQ. Responsible for all youth services division operations and staff.