Consortium of Foundation Libraries
Winter Meeting
"Resilience in Uncertain Times"
Marin Community Foundation
February 21, 2003
Meeting Minutes

The meeting started at 11:00 am with introductions by attendees and virtual attendees.

Attendees present:

  • Sydney Sidwell, Joyce Foundation
  • Rebecca Komen, MacArthur Foundation
  • Janet Camarena, Foundation Center-SF
  • Brenda Burk, IUPUI University Library
  • Jane Levy, Marin Community Foundation
  • Michele Butler, Packard Foundation
  • Hinda Greenberg, Robert Wood Johnson Foundation
  • John McDonald, previous member
  • Josephine Chee, California Endowment
  • Richard Romeo, Atlantic Philanthropies
  • Debbie Sommer, California HealthCare
Conference Call members present:
  • Amanda Binder & John Chalmers, Chicago Community Trust
  • Barbara Long, Knowledge Management for Philanthropy
  • Suzanne Cole, Pew Charitable Trusts
  • Beth Hansen, Lilly Foundation
  • Nan Schichtel, Dorothy Johnson Collection on Philanthropy & Nonprofit Leadership at Grand Valley State University

I. Approval of New Members
The following were admitted to CFL membership at this meeting:

  • Hewlett Foundation (Liz Green)
  • National Endowment for Democracy (Allen Overland)

    II. Discussion on By-Laws/Dues:
    The proposed change in the By-Laws "II Fees and Dues"
    A. Fees and dues shall be reviewed at each annual business meeting.

    1. A Treasurer shall be appointed by the Executive Committee to manage a bank account, collect dues, and prepare annual financial statements.
    2. The Treasurer will prepare checks upon the request of a member of the Executive Committee only.
    3. For each qualified organization, Membership Dues will be $100.00 per year or $250.00 for 3 years.
    4. CFL will not deny membership to qualified organizations who are not able to pay the membership fee. Such organizations will contact the standing Chairperson to arrange for membership.

    The By-Law change was approved by a vote of 20 to 0.

    B. Treasurer appointed: Barbara Long accepted the position of Treasurer for the period to coincide with the present directorate/Executive Committee.

    Much discussion concerning charging dues. Does charging dues change the structure of the Consortium? On advice from Pew Counsel, the dues would be considered as incidentals, and thus not change organizational structure. Why charge $100? Amount not budgeted. Must justify value. Never needed dues before. That was because costs for activities were absorbed by the bigger foundations. Furthermore, with money new things are possible, such as professional development, etc. Issue arose because money was needed to pay for charges incurred at the COF Dallas meeting. New activities require money.

    Discussion shifted to address the concept of incorporation: we should incorporate. Reason CFL has not already incorporated was that we needed more information on what was involved and there was pressure because of Dallas. Suggested that a knowledgeable committee be formed to investigate steps leading to incorporation. Richard (MacArthur) Brenda (IUPUI), Jane (Marin) volunteered to serve on committee. Committee should report back to the group Sunday 4/27.

    III. CFL Participation in COF 2003: Dallas, Sunday, April 27, 2003

    Michele asked who would be attending. Group is Suzanne (Pew), Barbara (Knowledge for Philanthropy), John (Chicago Community Trust), Michele (Packard), Richard (Atlantic). Suzanne will be leading a pre-program session between 1 and 3 pm "Information Please: Information for Finding Other Funders." The session meets the conference theme on collaboration. Format will be the presentation of a case study citing steps taken and sources used and then a workshop on how to use resources. Janet (Foundation Center) suggested that Suzanne contact Pattie Johnson from the Foundation Center as a possible participant in the presentation. The Annual Business Meeting will be held 3-5 pm.on Sunday. The CFL Reception begins at 6 pm in Resource Central. Guidestar is a sponsor; another is needed. (ED NOTE: The Chronicle of Philanthropy has since agreed to co-sponsor the CFL Reception).

    IV. Core Collection

    Michele thanked everyone who contributed to the development of the document. The document will be available as a PDF file on the CFL website as well as the COF website. It will also be available on a floppy disk that will be distributed at the reception.

    V. "Resilience in Hard Times"

    Jane (Marin) led the discussion of resilience in hard times.

  • had to justify need for library
  • lost two people because her "justification" met deaf ears
  • CFL should have a collection of articles addressing value of libraries
  • Should include stories of how library "saved the day" and money
  • We should not only be reactive and produce justifications; we should be proactive
  • spoke of how the CA Health Foundation was proactive, e.g., analyzed resources; beta tests of products; statistics on "savings" and work done. Wanted to know how other foundations "marketed" themselves. Deliberate outreach and supplying staff with relevant bookmarks
  • CFL should have an "idea bank" that members could consult
  • Stressed need to work incrementally. He provides staff with acquisitions lists; forthcoming books to targeted individuals; attends many meetings; edits LexisNexis on topic of what is happening in philanthropy. Important to be creative. Must be sure to inculcate new staff (generally more receptive, anyway).
  • Participate in non-library functions; involved with redoing grant files
  • attend as many meetings as you can stand
  • Forget about justification and proving value, rather become involved in core activities What are core activities? Just research.
  • make sure management knows what you do
  • Library is the "knowledge" place
  • Must define what the library is
  • Don't concentrate on "marketing" rather jump right into things; plenty of opportunities to insert yourself
  • insertion is marketing; need to infiltrate organization so that they eventually ask you to join them
  • definite need to capture these ideas for resources section of CFL website
  • even though developed a chart of tasks that he performs and need for help did not get a 2nd person
  • how did MacArthur get a new library space? Timing, timing, timing. Had good relationship with VP for Institutional Research and Grants Management.
  • challenge to retain both hard and electronic texts
  • must figure research "style" of individual and must know when to train and when to simply supply information. Need only be one step ahead of client
  • trains her researchers
  • gives training classes and tutorials on using search engines. Need to be aware of who needs assistance
  • People aren't as skilled as they think
  • Library offers training in Factiva, but only interested ones come

    Shift in focus of discussion

    How was the transition to Factiva? very smooth. Consortium should explore discounts with vendors; another reason to incorporate. Will explore discounts with Chris Richardson (Annie Casey), Chris Bailey (Rockefeller), Debbie (California HealthCare) and Sydney Sidwell (Joyce). There should be a survey of who is using what that should be shared. Survey instrument Zoomerang a possible venue.

    Michele then thanked Jane for allowing us to come to her art-filled facility.

    Meeting adjourned at 2 pm.

    Respectfully submitted,
    Hinda Greenberg
    March 21, 2003




    • CONSORTIUM OF FOUNDATION LIBRARIES
    posted 03.28.03

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