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HomeMy WebLinkAboutMinutes_LAB_05.13.1996Georgetown Library Advisory Board Library Meeting Room May 13, 1996 Present: Amy Anderson, Nelda Burson, Sheila Henderson, Jeff Kilgore, Leah Merrifield, Rebecca Pfiester, Sally Riddle, Sharon Sanders Absent: Martin Beeman, Allene Booth Chairperson Amy Anderson called the meeting to order. Rebecca Pfiester moved to approve the minutes of the April 8, 1996 meeting, Sally Riddle seconded and the minutes were approved. Sheila Henderson reported receiving favorable comments concerning the Library from citizen, especially regarding the recent Cinco de Mayo celebration. All Library Advisory Board members as well as the Library Director introduced themselves and spoke briefly on why each was interested in sewing on the Board. Anderson reviewed the Library Advisory Board charter (which is included in the Board manual) highlighting the advisory capacity of the Board. The Board engaged in a discussion of the Lang Range Plan Information 2000, the long range planning document written by the Board's Long Range Planning Committee. Items discussed included: 1) the manner in which FTEs are calculated, 2) the 5 year timetable of the plan, 3) the prioritization of the Plan's goals and action steps, 4) the excellent manner in which the Committee members sought input from the entire Georgetown community. Board members were encouraged to attend the City Council meeting on May 28, 1996 at 5pm when the Plan will be presented to the Council. Henderson expressed her belief that the document will be favorably received by the Council. Riddle expressed the Board's gratitude for the hard work done by the LRPC. Pfiester noted that Pat Touhy (CTLA) indicated that Georgetown's LRPC was the only one she has worked with which actually completed the task of generating a planning document. The Board noted the expenditure of gift funds which were included with the meeting's agenda. Henderson reported that April's Amnesty Month program went well. The Board and Director discussed the referral of overdue fines to the City Attorney. Celebrity Day also went well. Local celebrities worked at the Library and seemed to enjoy the experience. Henderson has received positive community feedback concerning the Library Newsletter. The Library will be closed for a couple of days in late May for painting. The Librarians will work in local school libraries while the City Library is closed. Henderson reviewed the month's statistics. It was noted that as Library usage has grown, FTEs have not. Henderson announced that the Georgetown Library will host the Central Texas Library Association System/TLA District 3 meeting on September 28, 1996. Approximately 200 librarians are expected to attend and it will be held at the Georgetown Junior High School. Henderson is serving as local arrangements chairperson. As there was no other business to conduct, Leah Merrifield moved to adjourn and Jeff Kilgore seconded. Submitted: Leah A. Merrifield, Secretary GIFT FUND EXPENDITURES APRIL 1996 CITY GIFT FUND Williamson County Bird Breeders Assoc. {$300.00} To be used a two year subscribion to Bird talk Magazine and Avian Bird books. 501 O (3) * Please note that the listed price for the books may not equal the dollar amount donated because of varying discounts received from different vendors when the books are purchased. MONTHLY REPORT GEORGETOWN PUBLIC LIBRARY April 1996 Highlights April was Amnesty Month. Library patrons who are holding delinquent materials were given the opportunity to return the items without penalty. For those who wished to do so, non-perishable food items were accepted in lieu of monetary payment. Food items will be given to the Caring Place. Some people opted to give money to the Caring Place instead of food items. Contrary to what some people are hoping, this will not be an annual event. Celebrity Day, held Friday, April 19, in conjunction with National Libraries Week activities, offered an opportunity for City and County Officials and personalities to meet and greet library patrons from behind the check out desk. Library staff provided the entertainment and the Friends Group served refreshments. Officials and personalities present were: Don and Clara Scarbrough, Ken Anderson, Clark Thurmond, Patty Eason, JoAnn Ford, Susan Hoyt, Lee Bain, Doris Curl, Joyce Russell, Paul Hindelang and City Manager, Bob Hart. The Sub -Committee of the Library's Long Range Planning Committee, continued it's goal development task. The Plan will be presented to the Council in May. The first library newsletter was written and distributed to library patrons. Many patrons expressed their delight with the newsletter and the information it provided. The frequency of distribution has yet to be determined, but for now it will be distributed at least quarterly. STAFF - Out and About! Lee Sparks and Sheila Henderson met with Cindy Weigand to finalize arrangements for displaying and circulating a collection of writing materials. These materials will be donated by members of the San Gabriel Writer's League. Sheila Henderson visited with Dale Ricklefs, Library Director, at the Round Rock Public Library. Among the information discussed was funding opportunities with the County. Sheila Henderson was the guest speaker at Georgetown Junior High School on Tuesday, April 16 and Thursday, April 18. Mrs. Tommi Thompson, GJH Reading Teacher, invited Mrs. Henderson to talk to two of her reading classes about the Teacher, invited Mrs. Henderson to talk to two of her reading classes about the Georgetown Public Library and to encourage the children to continue to read: Lee Sparks, Michelle Crider and Sheila Henderson met with Pat Tuohy twice during the month to develop action steps to accomplish the goals and objectives of the five year plan. Leo Sparks and Sheila Henderson attended the Texas Library Association Conference in Houston from: April 22 to April 26, Lee attended a preconference workshop on Youth Services and the Internet. Sheila attended a preconference workshop onGetting Serious About Private Sector Funding and Preparingfir tic 'r�piicrl Campaign Planning and Leadership, Sheila also attended the TLA District 3 meeting for which she is currently serving as secretary. Lee Sparks proctered a significant number of exams this month ADMINISTRATION Monica Hulsh zer was hired as a Library Page and began work on April 26th, Karen iYCreless has been hired in a Temporary -on -call capacity and will be working with Rasa., assisting with Children's programming and activities. Interviews are being conducted to add a Staff Assistant, Public Services Librarian and Evening/Weekend Services Supervisor. PROGRAMMING Storytime for April included the following. Happy Easter, ea ter egg brunt, 7he Wind i Blowing, make a kite, The Earth is My Home, dry so ething,f, We Lave Music, exercise with music! Special programs were: Fame and Meet Little Foot, special west, Devon Herrera, and CINCO .TEE HA YO celebration The Cinco de Mayo celebration was well attended by the Community. food was served, music was enjoyed and games were played. VOLUNTEERS Library volunteer, Ruth Croteau, repairs approximately 30 books per week. This is an enormous contribution to the Library. This month volunteers are recognized nationally, and we are no exception. Small tokens of our appreciation are being given to the volunteers in recognition of their ongoing contributions to our Library. a - FRIENDS OF THE LIBRARY The Friends of the Library hosted their annual book sale and first time silent auction, with great success. Additionally, they provided refreshments for the Library's Celebrity Day and Cinco de Mayo events. The Friends group contributes greatly to the success of library programs. FWTUREPLANS W May 19 - 22, the Library will be painted. During this time staff members will be assisting school librarians, visiting other local libraries and attending meetings. The Library will be closed on May 27 in observance of Memorial Day. Circulation Statistics Patron Visits CURRENT YEAR 1994-1995 1993-1994 Circulation CURRENT YEAR 1994-1995 1993-1994 1996 Pet -Current Mon1G Children's Prop -rams Attendance Other Services ILL ordered III tilled Literacy sessions Volunteer Hours Adult Teen Community Service Total Volunteer Hours Registrations City residents Non-residents Recipiprocal Total new Renewals Georgetown Public Library Monthly Statistics April,1996 October November December January February March 7672 9312 6308 10980 10792 9480 11260 8920 7834 9424 8381 13387 5356 9211 6621 8208 10669 8793 15315 14389 11133 14725 13120 14447 15305 14766 12038 15024 14545 15029 14205 13607 11253 14074 14796 16178 230 622 295 282 375 694 24 29 29 36 30 40 22 21 27 24 32 30 4 4 2 2 3 3 163.75 210.25 165.50 232.00 17L25 137.75 43.00 14.50 38.75 21.75 16.75 19.50 22.25 4.00 229.00 228.75 204.25 253.75 188.00 157.25 59 53 36 5 61 60 39 31 11 35 37 36 2 3 2 1 1 100 87 49 41 98 97 50 61 28 67 56 66 20oj)j)j) 150000 100000 7-,--, Go gefiown Public Library USAfIA Items Circulated ..7.7 Visitors to Library FTES ldmw� Georgetown Area Library Board 501(c)(3) Library Meeting Room May 13, 1996 Present: Amy Anderson, Nelda Burson, Sheila Henderson, Jeff Kilgore, Leah Merrifield, Rebecca Pfiester, Sally Riddle, Sharon Sanders Absent: Martin Beeman, Allene Booth Chairperson Amy Anderson called the meeting to order. Sally Riddle moved to approve the minutes of the April S, 1996 meeting, Nelda Burson seconded and the minutes were approved. The Board discussed the recommendation of the Long Range Planning Committee that the 501 (c)(3) Board be reorganized as a library foundation. Henderson reported attending a fundraising workshop at a recent TLA conference and submitted handouts on library fundraising and development she received at the workshop. Burson expressed concern that if the conversion occurs, the new board not consist of only individuals who are big givers. Pfiester suggested contacting Pat Touhy for help in moving forward with the process. Merrifield urged the drafting of a policy statement for the existing 501 (c)(3) to provide guidance to the Board in handling funding requests. Pfiester also suggested we contact the Georgetown Hospital as they recently moved to a foundation model. Sanders moved that the 501(c)(3) establish a steering committee to determine the feasibility of establishment of a library foundation and develop goals and policies for said foundation. Pfiester seconded and the motion passed. Merrifield moved to ask Allene Booth to chair the steering committee and volunteered to serve on the committee. Kilgore seconded the motion and it passed. Anderson will contact the City Attorney for information on how to comprise the committee. Kilgore reported the treasury balance as roughly $54,933.67 with some new interest which is not yet posted. Henderson notified the Board that she has been working to highlight the advantages of including the Library in estate planning. We may see some local publicity concerning this. Henderson also reported that Council member Hoyt has agreed to ask the City Council for funds to tint the Library windows. Riddle moved for adjournment and the motion was seconded by Pfiester. Submitted: Leah A. Merrifield, Secretary THE LIBRARY BOARD (S) .AND FUNDRAISING: Understanding and accepting the responsibility UNDERSTANDING FUNDRAISING PRINCIPLES Perhaps the task of a volunteer board that is more often misunderstood is that of fundraising on behalf of the library. Often the problems stem from a lack of communication between the library and the board. In reality, the board should be the heart of fundraising activity. When enlisting contributions, the question is often asked, "What is the board doing?" It is imperative that the board understand some fundraising principles. Philanthropy has numerous aspects, some of the basic ones include: 9[ People give because they want to. They do not give because they are forced to. Look at your own giving as an example. There may be several motivating factors, but ultimately people give because it is something they desire to do. 9I People give money to make a change for the good. If you want people to give, you must show them the change for the good the library is making. They won't give simply because you have been around a long time. In asking for a gift, your strategy should reflect that motivation. 9C People give to opportunity, not needs. People give to a vision, not a budget. People will give because you present them with an opportunity to achieve something —not because you need the money. It's not enough to say you need more money —you must demonstrate a compelling reason. 11 People give to success, not distress. Everyone wants to support a winner. No one wants to contribute to a sinking ship. LIBRARY 1�FUNDING ASSOCIATES P.O. Box 3036 • Brentwood, Tennessee 37024.3036 (615) 377.6014 • FAX (615) 377-2922 tF . �• ��. 1� + M The board has a responsibility for fundraising. In some cases it is a clear fiduciary responsibility, but even when it is not, there is no excuse for a board to ignore this aspect of their role. The library will be successful in raising money if the board has put in place the people and the program for fundraising. It also must maintain oversight and participate. Boards can go wrong in a number of ways. One is to assume that a fundraiser can be hired who will do the job for them. Others may think it is up to the library or the development staff. Some libraries, have established foundations to do fundraising —allowing the board to focus on other issues. While this scenario can be successful, boards should continue to have overall responsibility for the success of raising money. THE TRI-BOARD CHALLENGE In many libraries three different boards (Appointed or elected, Foundation, and Friends) are asked to peacefully coexist, and coordinate their efforts for maximum effectiveness. Which one has responsibility for raising private sector money for the library. The answer is that all three have responsibilites in this area. What must be in place is effective communication and coordination so that each board understands its role in fundraising. WAYS TO HELP WITHOUT ASKING FOR MONEY How often have we heard, "I'll do anything but fundraising"? Fundraising is much more than the actual asking for the gift. Board members can help enormously and not solicit at all. Some examples include: T Contributing. This is not asking —it is simply giving. Every library should have 100 percent contribution from the board. 11 Formulating the plans and programs, the mission and the case. All of these are critical and underlie a strong fundraising program. LIBRARY III FUNDING ASSOCIATES P.O, Box 3036 • Brentwood, Tennessee 37024.3036 (615) 377.6014 • FAX (615) 377-2922 T Building the mailing list. This is a major fundraising task for any board. Board members can contribute names --which is often better than purchased lists. T Helping in the research and evaluation of prospects. A significant portion of the fundraising process is devoted to research and preparation. Board members can help identify the community's givers. T Cultivating prospects. People give when they know the organization and identify with it. Board members can talk about the library among friends. !J Writing thank you notes. A personal note from a trustee thanking someone for a contribution may be the first step to the next contribution. T Making introductions. Board members can introduce others to those they do not feel comfortable soliciting. They can pave the way for another asked. I Participating and managing fundraising events. Events are time- consuming for library staff. Board members can make a significant contribution by taking these on. I Assisting in getting out annual appeal letters. A personal note on a printed letter quadruples the chances of receiving a positive response. MOTIVATING OTHERS Motivation is a key aspect of leadership. A motivated board is one with strong leadership. If you expect certain behavior from your board, you should go to each one individually. You don't get anywhere with a general appeal at a meeting. The biggest hurdle in motivating board members is getting them to do what they say they will do. And getting them to do it when they say they wi11. LIBRARY FUNDING ASSOCIATES P.0, Box 3036 • Brenrwood, Tennessee 37024-3036 (615) 377.6014 • FAX (615) 377.2922 In summary, there are four places where boards most often go wrong: 1) They fail to understand philanthropic giving and asking —to recognize that people want to give. 2) They refuse to accept fundraising as their responsibility, one that cannot be passed off to someone else. 3) They do not see the many things they can do to help in fundraising without directly asking for a contribution. 4) They are slow to realize that board members are motivated not by a general request, but rather by being asked personally to do specific tasks. LIBRARY FUNDING ASSOCIATES P.O. Box 3036 • Brenr-ood, Tennessee 37024.3036 (615) 377-6014 • FAX (615) 377-2922 PLANNING FOR THE LIBRARY'MEMBERSHIP/ANNUAL FUND CAMPAIGN I. THE LIBRARY AT PRESENT A. Review current library and development practices B. Determine effectivenesss of past/present program C. Establish development responsibilities for staff D. Assess effectiveness of current newsletter 11. RATIONALE FOR MEMBERSHIP/ANNUAL FUND PROGRAM A. Operating fund B. Specific projects/programs C. Endowment D. Other 111. THE PLANNING PROCESS A. Develop strategy for solicitation 1. Direct mail 2. Phone 3. Personal visit B. Develop appropriate giving levels for donor recognition 1. Membership categories 2. Donor levels 3. Benefits/donor recognition C. Draft/design membership/annual fund materials 1. Brochure -the case 2. Response card 3. Other information LIBRARY IIFUNDING ASSOCIATES P.O.Box 3O36 • Brentwood, Tennessee 37024-3036 (615)377-6014 • FAX (615)377-2922 D. Prepare solicitation appeal 1. Frequency 2. Content 3. Appearance 4. Signer(s) E. Set goals 1. Dollar figure 2. Number of donors 3. Percentage of responses IV. EVALUATE PROGRAM A. Evaluate relative to goals B. Make changes to improve program C. Begin planning process again LIBRARY FUNDING ASSOCIATES P.O. Box 3036 • Brentwood, Tennessee 37024.3036 (615) 377.6014 • FAX (615) 377-2922 PLANNED OWING FOR LIBRARIES • Determine if this is an area of development the library's administration and board are committed to. • Understand that having a planned giving program is very different than any other kind of fundraising program. • Decide which areas of planned giving will be your focus (bequests, life insurance, etc.) • Establish a volunteer steering committee to initiate the program. • Create a name for the organization to serve as a donor recognition vehicle. • Choose a name that is unique to your library. • Introduce the program with a series of informational luncheons, stressing the importance of estate. planning rather the library's planned giving program. • Create informational brochures and materials that explain the program in non- legal jargon. • Promote the program through library publications such as the Friends newsletter. • Publicize planned giving commitments that have been made. Send a mailing to your constituency and acknowledge/follow-up on all responses. • Have volunteers identify prospects. • Make personal calls on prospects who indicate they have an interest in this area. • Be sensitive to the prospective donors wishes. • Continually evaluate all aspects of the program to assure effectiveness. LIBRARY FUNDING ASSOCIATES P.O.Box 3O36 • Brenrwocd, Tennessee 37024.3036 (615)377-6014 • FAX (615)377-2922 s MISSION AND PURPOSE The mission and purpose of the Library Foundation should be clearly stated in an "Objectives" statement in the incorporating documents of the Foundation. When interpreted as is appropriate and generally understood, the mission and purpose of a Foundation is to provide the environment and the vehicle through which private, tax deductible gifts can be made for the purposes of supporting the operating and capital needs of the Library. OBJECTIVES The objectives of the Library Foundation will generally touch on three primary areas: 1. Support of the annual operating budget through fundraising projects such as direct mail programs, special events, and appropriate membership drives. Often referred to as the "Annual Fund," projects such as those mentioned above should be directed toward the broader constituency, with the goal of expanding the support base as well as raising operating revenue. Support of the capital needs of the Library through programs, proposals, and requests targeted at the individuals, corporations, and foundations that have demonstrated the willingness and capacity to make significant contributions to the Library. The constitueeny base for raising capital funds is frequently those who have previously made significant pledges of gifts to the Library to provide direct support for capital projects and programs outside the operating budget. 3. The creation of an endowment fund, the income from which is used to support the operational and/or capital budgets of the Library. The use of endowment income is limited by any restrictions placed on gifts to the endowment fund by the donor and/or the administrator of the endowment fund. Endowment funds are frequently the result of special interests, memorials, and planned gifts. The tangible results of building an endowment fund are usually in the future, and the result of long-term efforts. LIBRARY FUNDING ASSOCIATES P.O. Box 3036 • Brentwood, Tennessee 37024-3036 (615) 377-6014 • FAX (615) 377.2922 ESTABLISHING"THE LIBRARY FOUNDATION • Gain commitment from the Board and Administration • Establish a Steering Committee to explore issues • Develop a Case for the Library that provides the rationale for establishing the Foundation • Develop Bylaws • Develop Mission statement that demonstrates clear support for the Library • Determine relationship' of Foundation to the Library Board and Friends group and governing Board • Create criteria/guidelines to establish Board of Trustees for the Foundation • Apply for 501(c) (3) status • Set guidelines on use of funds raised on an on -going basis • Establish strategies for raising funds • Continually evaluate progress in all areas LIBRARY FUNDING ASSOCIATES P.O. Box 3036 • Brentwood, Tennessee 37024-3036 (615) 377.6014 • FAX (615) 377.2922 ATTRACTING MAJOR DONORS: THE KEYS TO SUCCESS • Recognize that major gifts will come from a small number of donors. The 80J20 rule. • Select members of the Board of Trustees who are potential major donors. • Develop a strategic plan that build long-term relationships with major donor prospects. • Create giving clubs and levels to attract prospects. Donor recognition is the first step toward receiving the next gift. * Examine your existing donor constituency to determine major donor potential. • Always look for opportunities to move your donor base to higher giving levels. • Develop a Case Statement that outlines goals and objectives of the fundraising plan. • Utilize Board members to identify prospects. * Provide sufficient support to development staff. • Always focus on what makes you unique. Never sacrifice your mission. • Consider a "challenge" gift to attract major gift support. * Be Patient -- and Persistent► ILIBRARY FUNDING ASSOCIATES P.0, Box 3036 • Brenrwood, Tennessee 37024-3036 (615) 377.6014 • FAX (615) 377-2922