Draft

SCLS Foundation Board Meeting

Thursday, July 28, 2016
1:30 p.m.

 4610 S. Biltmore Lane, Suite 101, Madison, WI 

 

Board Members Present: P. Behling, P. Cox, C. Fesemyer, P. Hamon, P. Kaland, K. Michaelis, M. Van Pelt

                                               

Board Members Excused:  M. Furgal, J. Pugh                     

 

Guest/Visitors:  Suzanne Holland, Monroe Public Library, K. Goeden, M. Ibach

                               

Call to Order:  C. Fesemyer, Chair, called the meeting to order at 1:30 p.m.                         

                                               

Changes to the Agenda and Requests to address the Board:  None

 

Approval of April 28, 2016 minutes:  P. Behling moved approval of the minutes.   P. Hamon seconded.  Motion carried.

               

Approval of SCLS payments of foundation bills: 

K. Michaelis moved approval of the payment of $3,371.56 in bills. ($2,909.56 for March through June  admin fees  & $462 for the Cambridge Winery for Cornerstone Event) P. Behling seconded.  Motion carried.

Financial reports: 
P. Hamon moved approval of the financial reports as presented.  P. Kaland seconded.  Motion carried.

 

First Business Bank quarterly meeting took place July 22 with K. Goeden & M. Van Pelt representing the SCLS Board and SCLSF Board.

 

Other Business

                Project update:

                                Pay Pal alternative – P. Behling & C. Fesemyer

P. Behling investigated and found nothing better at this time

 

Cornerstone Award

Updates:  Need to contact recipients for donor lists

M. Ibach will contact Julie Chase for donor names and biography

C. Fesemyer will contact Mary Lou for her biography and donor list

 

3 special awards:  The full board will decide winners at their October meeting. 

Deadline is September 2, 2016 for nominations.  Call for nominations will happen through

SCLS-announce from C. Fesemyer and SCLS Top 5 from M. Ibach

M. Ibach will order the 2 Cornerstone awards

C. Fesemyer will contact Denise Anton Wright about the three smaller award trophies

D. Haeffner will prepare the permanent certificates for the awards

Sponsors:            Hausman $500 confirmed

Wegner $250 confirmed   Thank you, Marty.

M. Ibach will contact Gordon Flesch Company

M. Van Pelt will contact First Business Bank; St. John (SCLS Landlord), Delta (Delivery Landlord)

 

C. Fesemyer and M. Ibach are handling invitations

 

Food:  M. Van Pelt and C. Fesemyer will select food.

 

Official start 5:00 – food ready

                Bar open at 4:30 or so for librarians

Check with Jean about afternoon program.  Jamie McCanless of DPI is afternoon program for All Directors talking about annual reports and how to use the data.   Have All Directors meeting start later? 

 

Phil Cox will address and encourage the SCLS BOT for donations.

 

Send the solicitation letter with address list to the SCLSF BOT.

 

Discussion of fee structure charged to members for administrative costs: C. Fesemyer & K. Goeden

 

Change how monthly allocation is calculated.

1/12 of 1% of previous month’s balance goes to SCLS.  SCLS did not pay their portion of 1% - passed on to other members so members actually paying about 1.04%

 

                Action Item

Effective July 31, 2016

SCLSF will pay 1% for administrative fees to SCLS.  This is done so members are only paying 1% to SCLS for Administrative fees.  This is calculated based on the ending value of the previous month e.g. June beginning balance which is equal to the May ending fund balance.

Member agreement and policy remains the same.  This motion is simply to clarify the bookkeeping procedure.

P. Hamon moved approval that SCLSF will pay 1% for administrative fees for SCLS.  P. Kaland

seconded.  Motion carried unanimously.

 

Discussion of tiered levels of administration fee

Proposal:

Charge all members 1% administrative fees for the first $100,000.  At $100,001 member pays less than 1% on amount above $100,000.  e.g. .85 on the $1 above $100,000

SCLSF Board of Trustees needs to sell the idea/proposal to the member boards/directors.

K. Goeden and C. Fesemyer will continue to work on spreadsheets to calculate tier approach. They will send out in advance of the meeting.  This will be an on-going discussion.


Adjournment:  3:00 p.m.

 

Next Meeting October 27, 2016

M. Van Pelt, Recorder