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HomeMy WebLinkAboutLibrary Board Minutes 11.12.2002 MINUTES OF THE LAUREL PUBLIC LIBRARY BOARD OF TRUSTEES November 12, 2002 Attending -Peggy Freund(presiding), Gail Brice, Katherine Kucera, Bonnie Latham, Clara Killebrew, and Peggy Arnold Minutes -The minutes of the October meeting were read and approved Correspondence -none Circulation- Traffic for October 2002 was 1,574 down 9% from October 2001. Circulation of materials for October 2002 was 3,172 down 4% from October 2001. Old Business- We discussed organizing a Friends group, job descriptions, and the change in library hours. Several board members reported on the trustee workshop that they attended in October and Peggy Arnold reported on the retreat that she attended in October. New Business- Peggy Arnold handed out the Foundation information that she presented to the city council on October 15. Bernie Mason, Yellowstone Extension Agent, will present `Make a Merry Christmas' on November 21 at 7 p.m. Peggy will work on a job description for a substitute position for the library. The library will close at 5 p.m. on November 27, 2002. Next meeting- Dec. 10 at 6:30 p.m. Library Trustee Training Montana State Library October 2002 Great Falls and Billings Stipends for Libraries: Libraries represented at the workshop will be eligible to receive the stipend amounts given below to use for purchasing materials for the library collection. Library directors need to submit a vendor invoice(s) for item(s) ordered for the collection and the completed form at the bottom of this page. Payment will be made from Montana State Library to the library (not the vendor). Deadline for submitting invoices for the stipend is November 30, 2002. Libraries represented by: are eligible to receive this stipend amount: Director $20 1 Trustee $25 Director + 1 Trustee $60 2 Trustees $70 Director + 2 Trustees $85 3 Trustees $100 Director + 3 Trustees $125 4 Trustees $150 Director + 4 Trustees $180 5 Trustees $200 Director + 5 Trustees $25O n 3 or more Friends members $50 3 or more Foundation members $50 xxxxxxxxxxxxx•xxxxxxxxxxx Stipend Request Form I ' Library: LQAM f/1 /V DQ GA +I i b ►^ r was represented at the Library Trustee Training workshop in Great Falls by (give #s) library director trustees Friends foundation other was represented at the Library Trustee Training workshop in Billings by (give #s) library director 1 1 trustees Friends foundation other OU *Amount of stipend to be received (from chart above): $ 8S — Signed: 6 U�`� ►�, 0-0t( Date: /b 7.2 (� LibtpkVirector Please submit this form and vendor invoice(s) to: Sue Jackson, Montana State Library, PO Box 201800, Helena MT 59620 -1800. For questions, contact Sue at 1- 800 - 338 -5087 or sujackson @state.mt.us. Stipend request deadline is November 30, 2002. MINUTES CITY COUNCIL COMMITTEE OF THE WHOLE OCTOBER 15, 2002 6:30 P.M. COUNCIL CHAMBERS MEMBERS PRESENT: Chairman Bud Johnson Lauren Van Roekel Doug Poehls Ken Olson Mark Mace Gay Easton Daniel Dart Dan Mears John Oakes OTHERS PRESENT: Matt Erekson Peg Arnold Mary Embleton Mayor Johnson introduced Peggy Arnold to present information regarding library foundations. Peggy recently attended a workshop on library foundations, and she distributed information to the council. Peggy explained that a foundation is not the governing board of the library. The foundation board manages the foundation, not the library. A foundation is not a separate organization that goes into business for itself, and it does not compete with the library to provide services. A foundation is not a replacement for the library budget, but it is there to augment, enhance, and enrich the library's budget. Ps A foundation is a non - profit legal corporation, usually established with a 501(c)(3) organization through the IRS. It is a non - govemmental organization that has a separate legal structure from the library and has its own principal fund or endowment that serves the public good. A foundation's activities can be educational and cultural. Anyone can use the name foundation for the name of an organization, but that does not definitely mean that the group is designated as a private foundation. The library director needs to be involved and have the time to be involved in a foundation. A foundation is usually started by recruiting board members. The characteristics necessary for board members include: individuals with time available to give; individuals with leadership abilities; members who know how to manage money; and individuals who are passionate about libraries. Some foundations are organized to require board members to make monetary commitments to the foundation. Foundations set up by -laws, which explain the detailed, day -to -day activities in which the foundation is involved. Some use articles of incorporation, which include all that is required and no more because it is not easy to change articles of incorporation. Articles of incorporation can include the foundation's vision, and they should also contain a dissolution clause in order to provide a way to end the foundation and disperse the money. A foundation starts by applying for tax- exempt status using IRS Form 1023 and gets an Employer ID. An attorney or a CPA is usually needed to do this. There are four types of foundations. Independent foundations are grant - making organizations that use donations from an individual, family, or group of individuals, and the donors usually run the foundation. The Ford Foundation and the Carnegie Foundation are examples of independent foundations. There are about 27,000 independent foundations in the United States. Corporate- sponsored foundations are created t and funded by a business corporation, but they are separate from the business. However, they are usually managed by the board of directors, which is composed of the corporate officers of the corporation. The Chrysler Foundation and the Dennis and Phyllis Washington Foundation are examples of corporate sponsored foundations. There are about 1,700 corporate foundations at the present time. The community City Council Committee of the Whole minutes of October 15, 2002 foundation is usually specific to the community or region. They are not technically private because they draw support from so many different sources, but they are called private foundations. Community foundations raise money themselves. The Montana Community Foundation is one of about 327 community foundations. Operating foundations operate social research and social welfare programs. Most of these foundations spend money on programs such as hospitals and universities. A library foundation attracts donations to enhance library services by capturing community assets. A library foundation can hold fundraising programs and host annual events. A library foundation can improve access to free resources already available by hosting training programs for patrons on use of the resources in the library, by providing resources in other formats such as CDs and videos, by purchasing duplicates of reference items to circulate, and by improving access by licensing products that would be available over the Internet for library patrons. The foundation can be used to expand the use of technology to provide educational and cultural opportunities. The foundation could fund and maintain computer labs, pay database fees, and sponsor speakers and programs. The foundation can be set up to become a partner with the library to meet the foundation's requirements. Most private foundations must give away five percent of their assets, so a partnership with a non - profit organization such as a library, helps them fulfill this requirement. A library foundation can also define and promote the library's role in sustaining the community. It can reinforce the library as an information center for the community and provide arts and cultural offerings. The foundation connects people with common interests, and it makes use of what is available in the community. The foundation can be used to serve as a platform for collaborative projects. Thirty of Montana's seventy -nine libraries have library foundations. Most of them use their foundation to enhance their materials by purchasing books and CDs. The Missoula Public Library has a more elaborate plan where they look at their yearly assets and identify areas where the funds could be used, such as staff n development. There is a Laurel Library trust. It is not a foundation, but it is a 501(c)(3) organization, and its purpose has been to promote the library and library services, and to provide college scholarships in library science. So far, the library trust has sponsored some programs and purchased some equipment. The trust has less than $2,000 in assets. Peg mentioned that there might be some advantage in changing this trust to a foundation, mainly because the trust does not have as many ways to manage the money. The trust has not been able to be as active as far as raising money and going to other foundations for funds. Peg learned what a library foundation could do in the community besides provide funds for the library. It can make the library more of a community center. The Laurel Library Board has discussed foundations at their meetings. They would probably start a Friends of the Library group and have the group help identify people who could serve on the foundation and to define what the foundation wants to be. Mayor Johnson thanked Peggy for her presentation. Mayor Johnson mentioned that the library would begin opening at 9:00 a.m. beginning October 17 in order to better serve the community. The council discussion was held at this time. Lauren commented on the recent news regarding mental health cuts and the deficit from Helena. He has had opportunities to visit with legislators and encouraged the council to take advantage of similar opportunities. Ken mentioned that a resolution regarding the HOME Grant needed to be placed on the agenda. Mayor Johnson stated that Casey Joyce presented the information regarding the HOME Grant application at the council workshop on October 8 However, the item was not placed on the agenda and needed to be 2 City Council Committee of the Whole minutes of October 15, 2002 placed under unscheduled matters. A motion, a second, and a unanimous vote would be necessary to place the resolution on the agenda. A motion and a second would then be needed for approval of the resolution. Ken stated that, now more than ever, it is important that the council stay in touch and in tune with our legislators since there will be a lot of things coming through the legislative session that will directly affect municipalities. At the League meeting, Alec Hansen encouraged individuals to contact representatives and senators. The League of Cities and Towns will be in contact with cities to give important information. Gay Easton thanked the city for the opportunity to attend the meeting in Butte. Gay talked to the lady that handles the homebuyer program and they were meeting today regarding Laurel's application. Gay stated that it is justified that the council take action on it tonight. Mayor Johnson expressed thanks for being able to attend the sessions in Butte. He was able to engage in a number of conversations that were facilitated by being at that meeting. He stated that some serious matters would be considered during the legislative session. Some of the effects of legislative decisions will be heard during the Department of Revenue's report this evening. Dan Dart mentioned that important issues will come up before the legislature and he encouraged the council to stay vigilant to the issues and to stay in contact with and state our position openly and candidly to our representatives. Dan has had conversations with the local legislators, and they have our best interest in mind and he asked them to pay attention to Laurel's needs. He suggested that the council should continue to contact the legislators. Mark Mace thanked the city for allowing him to attend the League of Cities and Towns meeting in Butte. It helps him realize that the other cities and towns are in line with what we are doing. The problems are the same, and it is good to hear how other cities approach the problems. Mark felt that it was a good session, even though the senators were not there. The key issue is going to be how we will fare with the next legislative session. Other alternatives need to be considered. Doug Poehls mentioned that the YMCA Board is doing some long -range planning. A long -range planning meeting is scheduled for November 15 at 5:00 p.m. at South School. The YMCA is interested in attending a joint meeting with the city and the school board. Mayor Johnson announced that Laurel is hosting the joint city - county meeting at DJ's on Thursday, October 24 at 5:30 p.m. He asked the council to tell Cindy tonight if they planned to attend the meeting. The meeting adjourned at 6:56 p.m. Respectfully submitted, Cindy Alien n Council Secretary 3 LIBRARY FOUNDATIONS presented by Peggy Arnold, Library Director, Laurel Public Library 1. What a foundation is not. - Governing Board of the Library - A separate organization that goes into business for itself - Replacement for the Library Budget 2. What a foundation is. - Nonprofit Legal Corporation - Non governmental organization -Has it's own principal fund or endowment that serves the public good 3. How a foundation is established. - Recruit Board members - Set up by -laws - Articles of Incorporation -Apply for tax exempt status using IRS Form 1023, Employer ID 4. Types of Foundations - Independent - Company- Sponsored - Community Foundations - Operating Foundations 5. What a Library Foundation can do. I I - Attract donations to enhance library services - Improve access to the free resources already available -Expand the use of technology to provide educational and cultural opportunities - Become a partner with the library to meet the foundations requirements 6. Besides the money. - Defines and promotes the library's role in sustaining the community - Connects people with common interests -Makes use of what is available in the community now LIBRARY FOUNDATIONS presented by Peggy Arnold, Library Director, Laurel Public Library 1. What a foundation is not. - Governing Board of the Library - Foundation board manages the foundation not the library -A separate organization that goes into business for itself -does not compete with the library to provide services - Replacement for the Library Budget - augments, enhances, enriches 2. What a foundation is. - Nonprofit Legal Corporation -501 (c) 3 -Non governmental organization- separate from the legal structure of the library -Has it's own principal fund or endowment that serves the public good- activities can be educational and cultural *any one can use the word foundation as its name, but the name foundation does not always designate a private foundation 3. How a foundation is established. Library director needs to be involved and needs to have the time to be involved. - Recruit Board members -find ind w/ time to give, leadership abilities, know how to manage money, and who are passionate about libraries. Some foundations are organized so that board members are required to make a monetary commitment to the foundation. - Set up by -laws — detail the day to day activities - Articles of Incorporation- include all that is required and no more because they are not that easy to change, this can have the vision of what you want the foundation to do, should contain a dissolution clause -Apply for tax exempt status using IRS Form 1023, Employer ID- will need an attorney or a CPA 4. Types of Foundations - Independent -Grant making organization using donations from an ind or family or group. Donors run the foundation. EX Ford foundation, Carnegie Foundation 27,000 - Company- Sponsored- created and funded by a business corp. but is separate from the business. Usually managed by a board of directors composed of corporate officers EX Chrysler Foundation, Dennis and Phyllis Washington Foundation 1,700 - Community Foundations - specific to a community or region. Technically not private because they draw support from many varieties of sources and they raise money themselves EX Montana Community Foundation 327 - Operating Foundations- operate social research and social welfare programs. Most $ is spent on their own programs EX Hospitals & Universities 5. What a Library Foundation can do. - Attract donations to enhance library services - capture community assets, have fund raising programs, and host annual events - Improve access to the free resources already available -train patrons on the use of resources, provide resources in other formats, purchase duplicates of reference items to circulate, buy licensing to allow access over the internet -Expand the use of technology to provide educational and cultural opportunities- fund and maintain computer labs, pay database fees, sponsor speakers and programs - Become a partner with the library to meet the foundations requirements- Private foundations must give away 5% of their assets so a partnership with a nonprofit helps fulfill this requirement. 6. Besides the money. - Defines and promotes the library's role in sustaining the community- Reinforces the library as the information center for your community. Provides art and cultural offerings. - Connects people with common interests -Flow of information between people interested in the library, and provides more reasons to use the library. -Makes use of what is available in the community now - serves as a platform for collaborative projects. 30 of Montanas' 79 libraries have library foundations i-. buy books, cd's etc. some have a more elaborate plan and divide its yearly assets into areas such as staff development, cultural programs whatever they identify. Laurel Library Trust -is not a foundation owns the Laurel History books Purpose is to promote Laurel Public library, public library services, and college scholarships in library science. Sponsored some programs and has purchased some equipment. Has less than 2,000 in assets. May be some advantage in looking into changing the trust to a foundation.