Attendees present:

• Lisa Abbott, W.K. Kellogg Foundation
• Brenda Burke, IUPUI University Library
• Michele Butler, David & Lucile Packard Foundation
• Hinda Greenberg, Robert Wood Johnson Foundation
• Beth Hanson, Lilly Endowment
• Gail Schaub, Council on Michigan Foundations
• Melanie Sciochetti, Pew Charitable Trusts
• Christine Wuest, Knowledge Works Foundation
• Melissa Yauk, Northwest Area Foundation

• John Chalmers, Chicago Community Trust
• Josephine Chee, California Endowment
• Suzanne Cole, Robert Wood Johnson Foundation
• Darren Hoerner, Bill & Melinda Gates Foundation
• Barbara Long, Greater St. Louis Community Foundation
• David Rose, United Nations Population Fund
• Nan Schichtel, Grand Valley State University

I. Welcome and Introductions
Hinda Greenberg welcomed the group to the meeting and led introductions.

II. Approval of Minutes
Minutes of the November 1, 2004 meeting were approved.

III. Treasurer's Report
The treasurer's report was distributed to the membership. Barbara Long reported that the balance of October 31, 2004 was $4655.32. During the year there were minimal expenses with a grant to GEO for conference support, postage, and brochure printing. The balance as of May 27, 2005 is $5125.87.
Dues notices are going out now. This influx into the account should be kept in mind when planning projects.

IV. Election of Secretary/Chair-Elect
Due to the resignation of Derek Moneypenny, Brenda Burk was nominated and elected to finish the term as Secretary/Chair-Elect. She previously had been serving in that position at the request of Hinda Greenberg.
Hinda Greenberg congragulated Brenda on her election, stating it is an honor to serve and work with such a great group of people, but also a commitment.

V. Participation in GMN & GEO Conference Planning
As a means to raise awareness about the Consortium, we are partnering with associated organizations. At the recent Grant Managers Network (GMN)meeting, Hinda Greenberg and Nancy Claussen developed a session on Guidelines for Records Retention. Bruce Compton, Pew Charitable Trust; Theresa Luo, Dwight Stuart Youth Foundation; and Brenda Burk, IUPUI University Library presented. Brenda Burk reported that the session was well attended and the presenters received positive feedback on the session.
At the Grantmakers for Effective Organizations (GEO) Annual Knowledge Management Conference, Building Learning Organizations, Hinda Greenberg served on the programming committee and the Consortium provided the conference with a $1,000 grant. Gail Schaub reported on the GEO collaboration. The conference was successful with many thought provoking sessions. Highlights inlcuded the plenary session discussing the core components of foundation learning, and a session on communities of practices--a growing trend that regional associations need to consider. The Kellogg presentation on systems thinking detailed their commitment to be a learning organization. Each sponsoring organization hosted a discussion session. Gail Schaub and Brenda Burk facilitated CFL's discussion session on information and knowledge management. The main question and discussion focused on integration of information management into learning organizations.

VI. New Brochure
A new brochure is available for distribution. A copy, available for printing, is on the website (http://foundationlibraries.org/) under Resources.

VII. New Business
Regional Winter meetings:
This past year we experimented with a new format: one meeting at the Special Libraries Association meeting; another around a major event; and regional winter meetings. The results of the experiment with the regional meetings were: West hosted their meeting around another meeting; Central tried, but cancelled their meeting; and Eastern also tried but it did not happen. For the first attempt, it was not very successful.

The discussion focused on two areas: convening with another major event and still conducting three meetings a year. The group thought convening around another conference is still a good idea.

On the issue of three meetings a year, the discussion resulted in mixed opinions. It would be easier to plan for two meetings, but do we get the same amount of business accomplished? A suggested three meeting format is:

• A national meeting at a members' facilities
• A regional meeting or a program meeting; and
• A business meeting in conjunction with another group.

With a healthy bank account, it was also suggested to think larger. In conjunction with another organization, we could think bigger in the program area and put our resources towards one major event.

Hinda Greenberg will query the membership on the following items:

• Which event to convene around (SLA, Knowledge Management Conference, InternetWorld)?
• Why do members not attend either in person or virtually?
• Should dues be raised to have a larger program conference?
• Preference of number of meetings?

Also, Hinda Greenberg is alerting members earlier on the meeting dates to help with planning. Rockefeller Foundation will host an October 3 meeting and Josephine Chee, California Endowment, will host a meeting in March 2006 to showcase their new location.

Results of Survey:
Melissa Yauk distributed the survey results. Overall the survey revealed a strong sentiment to not incorporate at this time. There was an overwhelming response to use revenue in projects and programs supporting continuing education.

There were no questions or comments about the survey results. Hinda Greenberg thanked Lisa Abbott and Jane Levy for serving as regional facilitators.

VIII. Taxonomy
Brenda Burk reported the renewed interest in the taxonomy initiative. Members reported that it is an issue that keeps resurfacing and they believe that with advances in technology that access is improving. Members agreed that we should focus our attention on other initiatives.

IX. Member Updates

David Rose, United Nations Population Fund
Nothing to report at this time.

Darren Hoerner, Bill & Melinda Gates Foundation
Currently there is no centralized library within their organization; it is managed by activities. The structure was useful when it was a small foundation. They are now looking into centralized activities among the areas.

John Chalmers, Chicago Community Trust
Currently he is working with Kintera on automating the grant process. On June 16, grant applications will be done online, along with agencies providing the details of their activities and demographics.

Josephine Chee, California Endowment
Currently they are migrating projects and working on the move to downtown Los Angeles. Also, she is developing an internet workshop for the staff.

Nan Schichtel, Grand Valley State University
Currently, she is acquiring the titles from the Literature of the Nonrprofits. There is one year left in cataloging their collection that will be available in their local catalog and WorldCat. They also are digitizing selections from the Council on Michigan's learning to give initiative with a K-12 focus.

Suzanne Cole, Robert Wood Johnson Foundation
Currently, she is working on the taxonomy by categorizing grants and information on the foundation website. She is working with Bob Hughes, CKO and surveying the various kinds of materials on their site and the direction they are taking. She also conducted a brown bag discussion group on how to find informationon fellow funders. As a result the foundation center has a current "how to" book.

Barbara Long, Greater St. Louis Community Foundation
Nothing to report at this time.

Gail Schaub, Council on Michigan Foundations
Recently her title changed to Director of Knowledge Resources and Services. She is no longer responsible for technology now. Currently she develops content for the comunications department by either writing it or being the project manager of it (getting others to organize it!) for their websites and for publications.

Lisa Abbott, W.K. Kellogg Foundation
Vice President Ann Peterson is leaving the organization. The foundation will celebrate its 75th anniversary in the fall.

Michele Butler, David & Lucile Packard Foundation
Their Reference Services produces the Packard Daily Double, a daily newsletter at the program level. Also all Packard information is now distributed through the Information Center instead of generically broadcasted. They added media and literature to the extranet for their Board. The foundation as a whole is evaluating its information vehicles within the organization by reviewing what works and what can they discontinue.

Beth Hanson, Lilly Endowment
The library is finally automating and will soon have an OPAC.

Hinda Greenberg, Robert Wood Johnson Foundation
Recently, they started "RWJF in the News." They use Factiva to gather information and add some commentary. It is a very popular site on their intranet and raised the visibility of their library. Also she began a book discussion group with 7 or 8 people from upper management participating, another way to raise their visibility. They also added a leisure reading section to the library that is very popular with staff.

Brenda Burk, IUPUI University Library
The library continues to add content to Philanthropy Resources Online (PRO). They will also be embarking on a joint project with the Foundation Center to create a digital repository for foundation literature.

Christine Wuest, Knowledge Works Foundation
Knowledge management is the big push. Currently they are looking at their software and processes; using Sharepoint (cultural shift for them). The Grant Managers Network for Ohio created a session on grants management.

Melanie Sciochetti, Pew Charitable Trusts
Last year they became a 501(c)(3) and can now operate programs directly. One of them is the Pew Research Center in DC. Artistic Services will be combined into one organization in Philadelphia. In each of these subsidiaries they will need to provide information services. Also, they are now required to do fundraising and have a donors services department that relies on information services to gather background donor information.

Melissa Yauk, Northwest Area Foundation
The foundation is trying to become a learning organization and currently working on evaluation of programs. From the library's point of view, they are instituting records management and are in the process of automating the library.

Meeting was adjourned at 1:30 pm.