SCLS Foundation Board Meeting Minutes

Thursday, April 28, 2016

1:30 p.m.

Chester Room

4610 S. Biltmore Lane, Suite 101, Madison, WI  53718


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

Board Members Excused: P. Kaland

Guests/Visitors:   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:  Add Approval of Tax review.


Approval of January 28, 2016 minutes:   P. Hamon moved approval of the minutes.  K. Michaelis seconded.  Motion carried.


Action Items:  
2016 Disbursement:
The Foundation previously approved the allocation of $4,800 to the CW57 media campaign.  $1,308 is the remaining amount that may be disbursed.  A request came from Jean Anderson, CE Consultant, to support a half day fundraising workshop that would benefit all member libraries system wide at a cost of $1,500.  The program is scheduled for October 13, 2016.  You may review the proposal here.  K. Michaelis moved approval to disburse $1,308 toward the workshop.  J. Pugh seconded.  Motion carried. 


Tax Review:  Wegner and Associates completed the foundation tax form 990.  P. Hamon moved approval of the foundation taxes and recommended it be signed and submitted.  J. Pugh seconded.  Motion carried.


Approval of SCLS payments of foundation bills:   Bills were submitted for approval for payment to SCLS.

K. Michaelis moved approval of the payment of $1,415.95 in bills. ($1,395.95 for Jan. & Feb.  admin fees  & $20.00 annual non-stock corporation report) M. Furgal seconded.  Motion carried.

Financial reports:  The profit and loss, balance sheet, and the April 2016 foundation account summary were provided as well as a breakdown of SCLS staff time and salary estimates for general support provided to the Foundation.

A meeting took place 1/29/16 to discuss a new format for financial reports.  Those present determined it would be beneficial to create a formatted financial report to indicate income to account 4200 and expenses from account 6300, instead of all activity occurring in account 4200, which provided an end of year-end balance as zero. 




Other Business:

Project Update:  The Pay Pal button link between foundation member libraries and the SCLSF Pay Pal account went live 3/8/16.  Instructions are available on the web for those donating to indicate if they would like the funds to go to a specific library and/or in memory of someone.  P. Behling and C. Fesemyer will research an alternate to Paypal so patrons may contribute directly to a specific library.


Discussion of fee structure charged to members for administrative costs.  As members grow their funds, would there be breakpoints on the SCLS Administrative fees?  Currently members are assessed 1% by SCLS and .56 by First Business Bank.  P. Hamon moved in favor of researching a tiered system for SCLS reimbursement based on the amount in the foundation.  Discussion included questions about what reasonable break points would be, what other foundations do, and noting the same amount of work is put into each foundation regardless of how much each library has invested.  It was suggested numbers be put on paper for breakpoint ideas and further conversation.

Search for C. Fesemyer replacement in 2017.  Suzann Holland, Director at Monroe Public Library, has agreed to serve on the Foundation board in 2017. 


Cornerstone Award
Nominations for 2016 Cornerstone:  Nominations for the cornerstone included Julie Chase and Mary Lou Sharpee.  K. Michaelis moved approval for both the nominees to be selected as award recipients.  P. Cox seconded.  Motion carried.  An event committee was formed and the volunteers include:  C. Fesemyer, M. Ibach, M. Van Pelt, K. Michaelis, and P. Hamon.  The location is yet to be determined, but it will be held the same day as the All Directors meeting in November.


Next Meeting:  July 28, 2016 at SCLS Headquarters at 1:30. 


Adjournment:  2:45 p.m.

Heidi Moe, Recorder