HomeMy WebLinkAbout03/01/13 (Special Agn) Lib Fnd Board LIBRARY FOUNDATION BOARD
AGENDA
CITY OF RANCHO CUCAMONGA
SPECIAL MEETING
6:00 p.m.
January 13, 2003
Tri-Communities Room
City of Rancho Cucamonga
10500 Civic Center Drive
Rancho Cucamonga, California 91730
City Councilmembers
William J. Alexander, Mayor
Diane Williams, Councilmember
Rex Gutierrez, Councilmember
Robert J. Howdyshell, Councilmember
Donald J. Kurth, M.D., Councilmember
Foundation Boardmembers
Paula Pachon, President
Donna Bradshaw, Boardmember
Rebecca Davies, Secretary
Gino Filippi, Boardmember
Anne Viricel, Boardmember
Paul Williams, Boardmember
DECLARATION OF POSTING OF AGENDA
VIVIAN GARCIA states and declares as follows:
I presently am, and at all times mentioned herein have
been, the Administrative Secretary of the Library of Rancho
Cucamonga. Acting in that capacity, on /— to—Z)3 ,
at /0� A6C56 , I posted a true and correct copy of the meeting
agenda dated � o,.r)c0.3 at 10500 Civic
Center Drive, Rancho Cucamonga.
I declare under penalty of perjury that the foregoing is
true and correct and that this declaration was executed on
/0-0' at Rancho Cucamonga.
DEBORAH KAYE CLARK, LIBRARY MANAGER
City of Rancho Cucamonga
BY:
Vivian Garcia, Administrative
Secretary
City of Rancho Cucamonga
Rancho Cucamonga Public Library Page 1
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Library Foundation Board Agenda
Special Meeting,January 13,2003
A. CALL TO ORDER
Roll Call: Pachon Bradshaw
Davies ,Filippi , Viricel ,
and Williams
B. ITEMS OF BUSINESS WITH NEWLY APPOINTED
OFFICIALS
1) Administration of Oath of Office — Oath of Office will be administered to Teresa
Akahoshi, Stefani Carrasco, Laurie Cotter,Ruth Leal and Wanda Mitchell.
C. CONSENT CALENDAR
The following Consent Calendar items are expected to be routine and non-
controversial. They will be acted upon by the Library Foundation Board at one
time without discussion.Any item may be removed by a Boardmember or member
of the audience for discussion.
1) Approval of Minutes: October 14 and October 30,2002. 1
D. LIBRARY DIRECTOR'S STAFF REPORTS
The following items do not legally require any public testimony, although the
President may open the meeting for public input.
1) Victoria Gardens Branch Library
a) Update on Status of Project and Grant Application. Oral report by staff.
12) Mid Year Budget Adjustment. Report available at the meeting. Presented by
Library Director Deborah Clark.
E. BOARD BUSINESS
The following items have been requested by the Library Foundation Board for
discussion. They are not public hearing items, although the President may open
the meeting for public input.
I) Board Development process and creation of Strategic Plan.
Rancho Cucamonga Public Library Page 2
Library Foundation Board Agenda
Special Meeting,January 13,2003
a) Background of proposed Board Development process. Oral report from Board 7
President and Library Staff. Background documents attached.
b) A brief history of the Library Telethon: major fundraising event for the Library
Foundation. Oral report by Library Staff.
c) Update on joint meeting with the Community Foundation. Oral report from
Director.
2) Holiday Winery Event: 2003 Debrief and analysis of the event. Detailed budget
breakdown available at the meeting.
3) Consideration for fundraising event for 2003. Discussion conduced by President
Pachon.
4) Status on Bylaws review. Oral report by Boardmembers Davies and Bradshaw.
5) Determination of date for next meeting.
F. IDENTIFICATION OF ITEMS FOR NEXT MEETING
This is the time for the Library Foundation Board to identify the items they wish
to discuss at the next meeting. These items will not be discussed at this meeting,
only identified for the next meeting.
G. COMMUNICATIONS FROM THE PUBLIC
This is the time and place for the general public to address the Library
Foundation Board. State law prohibits the Board from addressing any issue not
previously included on the Agenda.
H. ADJOURNMENT
I, Vivian Garcia, Library Administrative Secretary of the City of Rancho
Cucamonga, hereby certify that a true, accurate copy of the foregoing agenda was
posted on Friday, January 10, 2003, 6:00 pm, seventy-two (72) hours prior to the
meeting per Government Code 54953 at 10500 Civic Center Drive.
R A N C H O C U C A M O N G A
Pusi, ic L115QAQY
Staff Report
DATE: January 13, 2003
TO: President and Members of the Library Foundation Board
FROM: Deborah Kaye Clark, Library Director
SUBJECT: APPROVAL OF MINUTES
RECOMMENDATION
Approval of the Minutes of October 14h and October 30th, 2002.
BACKGROUND/ANALYSIS
Attached, please find the minutes for the Adjourned Meeting(s) of the Library
Foundation Board listed above, taken and compiled by Library Administrative Secretary,
Vivian Garcia.
FISCAL IMPACT
None.
spectfully submitted,
Deborah Kaye Clan
Library Director
CITY OF RANCHO CUCAMONGA
RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD
Adjourned Meeting
A. CALL TO ORDER
An adjourned meeting of the Rancho Cucamonga Public Library Foundation Board was held on
Monday, October 14,2002,in the Tri-communities Room of the City of Rancho Cucamonga,located
at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at
6:02 p.m. Present were Boardmembers Balchak, Bradshaw, Davies, Filippi, Pachon, Viricel and
Williams.
Deborah Clark, Library Director and Rose Manela, Library Assistant, were also present.
B. CONSENT CALENDAR
B1. Approval of minutes: August 19 and September 16, 2002
MOTION: Moved by Boardmember Williams to approve the minutes for August 19 (Viricel
abstained)and September 16(Balchak and Filippi abstained),seconded by Boardmember Bradshaw,
motion carried, 6-0-0-1 and 5-0-0-1.
C. LIBRARY DIRECTOR'S STAFF REPORTS
Cl. Victoria Gardens Branch Library. ,
a) Update on Status of the Project and Grant Application. Oral report by staff.
Deborah Clark, Library Director,presented an oral report on the Victoria Gardens Branch Library to
the Library Foundation Board.
C2. Update of State Farm Open. Oral report by President Pachon.
President Pachon updated the Library Foundation Board on the State Farm Open Golf Tournament.
D. BOARD BUSINESS
D1. Telethon 2002. Oral reports and discussion.
Library Foundation Board Minutes
October 14, 2002
Page 2
a. Status of Collections.
i) Close out report.
Deborah Clark, Library Director, stated that 99 percent in collections was received for a total of
$82,143.72, gross amount.
D2. Donor Wall Recognition
a. Director update on gathering of plate information. Oral report from Director.
Deborah Clark, Library Director, updated the Library Foundation Board on the Donor Wall plates.
D3. Provide Board Development process and creation of Strategic Plan.
a) Update on potential development providers. Oral report from Director.
Deborah Clark, Library Director, stated she and Boardmember Davies had interviewed the
developer. He suggested a structured retreat.
Deborah Clark, Library Director, suggested a joint meeting between the Library Foundation Board
and the Community Foundation Board, prior to board development. The Boardmembers agreed.
D4. Holiday Winery Event 2003: Discussion of event scheduled to be held Friday,November 22,
2002.
Deborah Clark, Library Director, reviewed the meeting from the subcommittee for the event with the
Library Foundation Board.
D5. Current vacancies on the Foundation Board and recruitment update. Oral report by Deborah
Clark, Library Director.
Deborah Clark, Library Director, stated the Council subcommittee would be next week for
interviews. The recruitment is closed. Staff will update the Board at the next meeting.
D6. Sacramento Workshop: Highlights on workshop presented by Boardmember Balchak.
Boardmember Balchak, presented an oral report on the Highlights of the Sacramento Workshop to
the Library Foundation Board
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Library Foundation Board Minutes
October 14, 2002
Page 3
D7. Determination of date for the next meeting.
Staff will contact the Library Foundation Board for a date.
E. IDENTIFICATION OF ITEMS FOR NEXT MEETING
El. Statistics of the Bookmobile stops
E2. Follow-up of Joint Meeting between Library and Community Foundation Boards
E3. Vacancies on the Library Foundation Board.
F. COMMUNICATIONS FROM THE PUBLIC
None received.
G. ADJOURNMENT
MOTION: Moved by Boardmember Williams, seconded by Boardmember Viricel to adjourn,
motion carried, 7-0. The meeting adjourned at 6:55 p.m.
Respectfully submitted,
Vivian Garcia
Administrative Secretary
Approved:
I
CITY OF RANCHO CUCAMONGA
RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD
Special Meeting
A. CALL TO ORDER
A special meeting of the Rancho Cucamonga Public Library Foundation Board was held on Monday,
October 30, 2002, in the Tri-Communities Room of the City of Rancho Cucamonga, located at
10500 Civic Center Drive,Rancho Cucamonga,California. The meeting was called to order at 6:03
p.m. Present were Boardmembers Balchak, Bradshaw, Davies, Filippi and Pachon.
Deborah Clark, Library Director and Vivian Garcia, Senior Administrative Secretary, were also
present.
B. LIBRARY DIRECTOR'S STAFF REPORTS
Bl. Approval of proposed Bylaws change. Report presented by Deborah Clark,Library Director.
Deborah Clark, Library Director, reviewed the proposed change to the Bylaws, increasing the
number of Boardmembers for the Library Foundation from nine (9) to eleven (11).
Boardmember Viricel arrived at 6:10 p.m.
Boardmember Davies suggested that a subcommittee be established to review the Bylaws.
MOTION: Moved by Boardmember Davies to approve the increase of the number of Boardmembers
for the Library Foundation Board from nine (9) to eleven (11) and to establish a subcommittee to
review the Bylaws,seconded by Boardmember Filippi,motion carried,6-0-1 (with Williams absent).
C. BOARD BUSINESS
C 1.Determination of date for the next meeting.
After discussion, the Board decided to meet on Monday, January 6, 2003.
D. IDENTIFICATION OF ITEMS FOR NEXT MEETING
D1. Holiday Event Wrap-up
D2. Trivia Challenge
S
Library Foundation Board Minutes
October 30, 2002
Page 2
D3. Bylaw Subcommittee Status Report
D4. Board Development—Joint Meeting
D5. Victoria Gardens Branch Library
E. COMMUNICATIONS FROM THE PUBLIC
None received.
F. ADJOURNMENT
MOTION: Moved by Boardmember Balchak, seconded by Boardmember Bradshaw to adjourn,
motion carried, 6-0-1 (with Williams absent). The meeting adjourned at 6:35 p.m.
Respectfully submitted,
Vivian Garcia
Administrative Secretary
Approved:
R A N C H O C U C A M O N G A
P U 13 L I C L 1 15 R A V Y
Staff Report
DATE: September 16, 2002
TO: President and Members of the Library Foundation Board
FROM: Deborah Kaye Clark, Library Director
SUBJECT: UPDATE ON BOARD DEVELOPMENT PROCESS
RECOMMENDATION
Information item only.
BACKGROUND/ANALYSIS
As part of the budget allocated for 2002/2003, the Library Foundation Board approved
$7,000 toward Board Development. This process would take the form of assessing the
overall mission of the Board, evaluating the processes of the Board and developing a
strategic plan. The Board also expressed an interest in training in gift solicitation for
individual Board Members.
The value of this process will depend on two factors: the talents of the facilitators
selected to provide the training and the willingness of Board Directors and staff to
participate in the process.
A Request for Quotation was issued in mid August to four potential local fundraising
specialists with a "track record" of success for libraries in Southern California. Initially,
only one response was received, from a company called Phillips & Associates.
(Proposal attached.)
I am pursuing further responses from qualified agencies by casting a wider net,
including companies in central and coastal California. I am also following up with
Phillips & Associates, who expressed and interest in speaking with key individuals in the
Foundation and City prior to making their final recommendation which will include an
outline of anticipated costs.
I propose encouraging them to speak with the following:
7
Foundation Directors:
Paula Pachon, President
Rebecca Davies, Vice President
City Officials:
Diane Williams
Library Staff:
Deborah Clark
There might be others they wish to speak with before making their final proposal,
including the City Manager, the Community Foundation President, or the Director of
Community Services.
FISCAL IMPACT
Budgeted item.
Respectfully submitted,
Deborah Kaye ark
Library Director
1
_2 _ S
Rancho Cucamonga Public Library Foundation
Board Development Brief and Request For Quote (RFQ)
I. Introduction
The Rancho Cucamonga Public Library Foundation is seeking an individual or firm
to provide consultant services in the area of Foundation Board development that would
culminate in a strategic plan to cover the next 3-5 years.
The Rancho. Cucamonga Public Library Foundation is a 501 (c) (3) organization
established and maintained to solicit funds in support of the many programs of the
Rancho Cucamonga Public Library. Executive management staff exists in the form of
the Library Director, Deborah Clark. The Financial Officer is filled by the Finance
Director of the City of Rancho Cucamonga.
The Library Foundation was created in 1996 and currently has assets of approximately
$170,000.
Income comes from the following programs and special events:
• Library Telethon: broadcast every other year, this special event raises
approximately $60-80,000 each year. It involves receipts of in-kind gifts, gift
certificates and products for auction as well as cash and credit payments to fulfill
pledges.
• Memorial Donations: Gifts and small bequests are received throughout the year
and channeled into special memorial book endowment.
• Apartment Rental: Lewis Homes arranged for a rental property, with income
dedicated to the Library Foundation. Income is approximately$9,000 per year.
• Special fund donations: Donations are also made to special programs, such as
Adult Literacy.
In the past, funds have been raised to support the Literacy program, seed money for new
and innovative programs and children's books.
Currently, a new branch library with a major focus on children's services is in the
planning stages, with a scheduled opening date of March, 2005. This new facility is part
of a single building structure housing a profession children's theater with a 500 seat
capacity and an event center/banquet facility capable of seating 300.
The Library Foundation will be raising funds to support two branch libraries instead of
one; will be involved with the Community Foundation through their efforts to raise funds
for the Children's Theater; and finds the time right to reassess their direction and establish
plans for their future.
II. Required Services
This request for quotations (RFQ) has been prepared to solicit responses from individuals
and/or firms wishing to provide specific board development services connected with the
creation of a smooth functioning board with a clear strategic plan.
These services include:
• Working with the Board to determine if the size, structure and mission are still
appropriate for the organization.
• Working with the Board to develop a strategic plan.
• Providing Board development in the areas of understanding member
responsibilities, agreement on commitments to the organization, and specific
training on fund raising techniques determined appropriate through the strategic
plan.
Consultant Responsibilities
• The selected individual or firm will be responsible for working with Foundation
staff to develop a course of topics and plan of action which will result in the
delivery of a strategic plan.
Foundation's Responsibilities
• The Library Foundation staff are responsible for providing needed information to
the consultant, providing availability to discuss approaches and directions to take
in the development of the process to achieve the goals and the dissemination of
information to Board members in a timely manner. The Board members are
responsible for attending meetings consistently and participating fully in the
process.
III. Selection Criteria
The successful submissions will have demonstrated:
• Positive track record of similar projects
• Cost and value
IV. Submission Requirements
To facilitate the review of responses, respondents are required to adhere to the following
limitations with regard to their submissions.
/V
All responses are limited to the page limits described below. Pages may be printed on
both sides, but each side (front or back) count as one page. All type shall be at 12 point.
Three (3) copies of the RFQ responses are to be provided.
Section page limits (max)
1) Cover letter (2 pages)
The cover letter shall include the following:
a) Identification of lead firm
b) Address
c) Contact information for Project Principal,
Including phone and email
2) Statement of approach (1 page)
3) Qualifications
a) General (1 page)
b) Project-type specific (I page)
4) Scope of Services (2 pages)
In this section, respondents should provide a clear and concise description (narrative
or graphic) of their scope of services and indicate which tasks are included or
excluded from basic services.
5) References
In this section, respondents should provide up to four references, at least one of them
for a public library. For each project, please provide the following:
a) Project name and location
b) Brief project description
c) Project contact person and telephone number
d) Project start date and completion date
V. Information contact
All requests for information or clarification should be directed to the City's Library
Director:
Deborah Clark, Library Director
7368 Archibald
Rancho Cucamonga, CA 91730
(909) 477-2720, ext. 5020
email: dolark@ci.rancho-cucamonga.ca.us
All submission should be delivered to this address by 5:00 p.m., September 3e, 2002.
/l
CONSULTANT ADDRESS CITY PHONE/EMAIL RECOMMENDED PROJECTS
BY
Phillips and Associates— 947 Industrial Avenue Palo Alto, Anne Cain
Susan Carsen CA 94393
Phillips and Associates— 10877 Wilshire Blvd., Suite Los
LA Office 708 Angeles,
CA 90024
Gene Richey Long Beach Public Library Long Beach Roger Possner Long Beach
Foundation
Director
Judy Marston (916)363-8247 Bessie Tichauer Statewide focus
groups for teens
Marilyn Snider (510)531-2904 Anne Marie Gold
Susan Scribner (562)426-9444 Stephanie Beverage Alhambra&
scribnerearth@earthlink.net Glendora
Foundations
Human Technologies—Ray (626)963-9379 Jill Patterson
Rood
Renata Rafferty 45-775 Indian Wells Lane Indian (760)776-9606 Paymaneh Azusa and
Wells,CA rrafferty@raffertyconsulting.com Maghsoudi Whittier
92210 Foundations
Andy Balerud (559)734-8082 Brian Reynolds San Luis Obispo
City/County
Library
Dallas Shaffer dallas@bainbridgeisland.net Bob McElroy Monterey County
Free Libraries
Claire Taylor (415)457-6152 Self
choicepoint@attbi.com
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PHILLIPS & ASSOCIATES
September 4, 2002
Deborah Clark, Director
Rancho Cucamonga Public Library Foundation
7386 Archibald
Rancho Cucamonga, California 91730
Dear Deborah: Copy by Email/Original by Overnight Mail
I was very pleased to receive your RFQ to provide described Board development services
that will result in a strategic plan for Foundation fundraising leadership over the next
three to five years. As a result of the delayed receipt of your request, I want to thank you
for a 7 day extension of deadline for the submission of our response, which follows your
outlined format.
IDENTIFICATION OF FIRM
Gary W. Phillips
Chairman .
Phillips &Associates
10877 Wilshire Boulevard, Suite 708
Los Angeles, California 90024
(310) 208-7772
email: gary(c74,phillipsontheweb.com
web site: phillipsontheweb.com
Phillips & Associates, established in 1971, is a professional management consulting firm
specializing in organizational planning, financial planning and fundraising counsel for
not-for-profit institutions and organizations.
Our noted website incorporates a listing of our firm's clients served, credentials of our
Associates, a description of our professional services, and references from client
representatives.
loan
Wilshire Boulevard
Suite 708
Los Angeles
California
90024
310.208.7772
310.208.7066 FAX
uw pbillipsontbetueb.com
j3
Deborah Clark,Director September 4,2002
Rancho Cucamonga Public Library Foundation Page 2
PHILLIPS & ASSOCIATES
STATEMENT OF APPROACH
In undertaking this special assignment, our general approach would be as follows:
Review of Materials: In order to gain a clear understanding of the Foundation's
operations and objectives we would like to initially review:
➢ Articles of Incorporation and Bylaws
➢ Federal and State tax exemption approval letters
➢ Annual financial statements since 1996 when the Foundation was
established
➢ Listing of prior donors including all donor information retained in
a current data base/filing system
➢ Current plans for the new branch library, scheduled to open March
2005, which will incorporate a Children's Theatre
➢ Roster and professional background of current and/or potential
members of the Foundation's Board of Trustees
➢ Printed materials describing the Library's programs and services
as well as materials describing the Foundation's represented
funding needs and goals
Personal Meetings and Interviews: In order to gain an appreciation for the value
and benefits the Foundation as well as the Library represents throughout the
community, and guided by a set of questions and observations we will prepare,
we will want to meet with the following individuals:
➢ Library Director and key staff
➢ City Manager and key staff
➢ City Finance Director
➢ City Council (key members)
➢ President/Executive Director of the Community Foundation
In addition, we would like to interview the following individuals, guided by our
prepared set of questions:
➢ Several prior and/or potential donors, especially those prior donors
who have been most generous
➢ Current and/or potential Board members
r ��
Deborah Clark,Director - September 4,2002
Rancho Cucamonga Public Library Foundation Page 3
PHILLIPS & ASSOCIATES .
gL�„tl�41�s
QUALIFICATIONS
Over the past 32 years, our firm has served over 325 not-for-profit organizations. Over
the past four years we have planned and facilitated 24 Board and professional staff
leadership workshops including a number focusing on the topic:"Development of
Governing Board Leadership". Our affiliated firm, Phillips Communications, has
produced a video workshop on the subject of developing governing board leadership
which has been distributed throughout the United States and as far away as Singapore.
Of special interest to the Rancho Cucamonga Public Library Foundation should be our
firm's recent and valued assignments with the Huntington Library (San Marino),Friends
of the Orinda Library, and the Lafayette Library.
Recent "board leadership development" assignments have included Huntington Memorial
Hospital(Pasadena), Peninsula Volunteers (Palo Alto), Portals House (Los Angeles).
Our fine is prepared to assign the following principal Associates to this special
assignment:
Gary W. Phillips, Chairman of our firm, has counseled clients in all essential
areas of institutional advancement and fundraising. His special expertise is in the
areas of board leadership development and organizational management, strategic
and fundraising program analysis, and campaign planning and management.
Garen Smith, CFRE and Senior Counsel, has been a development professional
for over 27 years, Garen has provided fundraising and management counsel for a
variety of organizations including hospitals,museums,public television stations,
human services agencies and cultural groups. She has designed and managed capital
campaigns and annual fund programs, and has written organizational strategic plans,
volunteer and staff training programs, grant proposals, and feasibility studies. She
conducts staff and volunteer training sessions, annual fund audits and strategic
planning workshops and retreats.
Before joining our fine, Garen was Vice President for Development at Children's
Institute International, and Director of Development at California Institute of the
Arts. She has also served as an instructor for Fund Raising Certificate Programs
at USC Extension, Loyola Marymount University and Cal State LA; and as guest
lecturer for the Fund Raising Certificate Programs at UCI and UCLA, and the
Public Relations Certificate Program at UCLA.
15-
Deborah Clark,Director September 4,2002
Rancho Cucamonga Public Library Foundation Page 4
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PHILLIPS & ASSOCIATES
SCOPE OF SERVICES !
Following our firm's described "Statement of Approach" we will want to work closely
with Library Foundation staff as we:
1. Plan and conduct meetings with current and/or potential Board members to
determine, with our firm's input based on considerable experience and
perspectives in this area: the size, structure and objectives of the Board of
Trustees as it directs its combined efforts and individual talents to meet the
Foundation's stated goals and objectives.
2. Develop written descriptions of Board member roles and responsibilities for
review, refinement and approval by the Board of Trustees.
3. Recommend specific programs and expectations for Board of Trustees, as a group
as well as individuals, with respect to meeting agreed upon fundraising goals and
objectives of the Foundation.
4. Prepare a recommended strategic plan, for the Board's review, comment and
refinement, which outlines special goals and objectives for Board members'
participation in the Foundation's operations, fundraising and reporting.
REFERENCES
In addition to the professional references found at our website, the following references
are offered specifically in response to this RFQ.
i
Jo Alice Canterbury
Co-chair, Major Donor Committee
Orinda Library
P.O. Box 152 1
Morinda, California 94563 l
k
(925)254-4284
Over a three year period -- 2000, 2001 and 2002 -- our firm provided campaign
counsel and campaign management for a successful $5 million capital campaign
to construct a new library.
16
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Deborah Clark,Director September 4,2002
Rancho Cucamonga Public Library Foundation Page 5
PHILLIPS & ASSOCIATES
Jane Haderlein
Vice President, Development
Huntington Memorial Hospital
100 W. California Blvd.
Pasadena, California 91109
(626) 397-3241
In 2001 our firm assisted in the planning of, and facilitated a Board Leadership
Retreat as well as conducted Development Office professional staff leadership
training. In 2002, our firm was again been called-on to facilitate both a
Professional Staff workshop as well as a Board Retreat.
Jim Balla
President and CEO
Portals House
679 South New Hampshire
Los Angeles, California 90007
(213) 381-8612
Our firm has recently undertaken a special assignment to assist Portals House in
the formation and organization of a private foundation, and the development of
the foundation's board leadership. This is an organization with a $10 million
annual operating budget serving the homeless and mentally-ill throughout Los
Angeles County:
John McGrath
Chair, Strategic Planning Committee
Westmont College
955 La Paz Road
Santa Barbara, California 93108
(805) 898-7076
Following our firm's campaign counsel during a successful 5 year, $57 million
capital and endowment campaign which concluded in 2002, we were retained in
2001 to plan, facilitate and prepare a comprehensive strategic plan for College
Advancement.
i
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Deborah Clark,Director September 4,2002
Rancho Cucamonga Public Library Foundation Page 6
PHILLIPS & ASSOCIATES
Deborah, thank you for inviting our f=to present our professional credentials your
t consideration
S¢
incerely,
G
ips
Chairman
enclosures: 3 copies as requested
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Focus on Fundraising
7 The Development Office Toolkit Series
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PLANNING BOARD RETREATS
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[ TABLE OF CONTENTS
Introduction..............................................................................................................1
Aboutthis Toolkit....................................................................................................I
L Prior to the Advance: Assessing your Organization's Needs...................................2
Determining Advance Objectives................................................................2
ObtainingBoard Input.................................................................................2
1, Deciding on Logistics..................................................................................3
Location...........................................................................................3
41 Length..:...........................................................................................3
Significant Others ............................................................................4
Materials ..........................................................................................4
Facilitators and Guest Speakers...................................................................4
I The Planning Group's First Meeting: A Checklist......................................5
Planning Group: One Month Prior to the Advance ................................................5
Atthe Advance .................................................................... . ".......6
Reviewingthe Advance...........................................................................................6
- A Final Word...........................................................................................................6
Appendices. .
Sample Confidential Board Questionnaire ............................APPENDIX A
The Do's and Don'ts of Board Advances...............................APPENDIX B
Phillips COIIlR1UIlICahOI15. All Rights Reserved. No part of this publication may be reproduced,transmitted,
transcribed,stored in a retrieval system,or translated into any language or computer language in any form or by any means
' without the prior written permission of Phillips Communications.
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The Development Office Toolkit Series
C1 "Planning Board.Retreats" is one in a series of Development Office Toolkits prepared
by.our firm to assist both professionals and volunteers involved in fundraising for
not-for-profit organizations. As with'other Toolkits in the series, although this
workbook may,contain helpful tips for experienced professionals and volunteers, it is
primarily intended for those who are either new to the institutional development field,
or have had limited or no major fundraising experience.
{ This special Toolkit was developed to assist you in increasing the effectiveness of your
t organization's fundraising activities through planning a successful and productive Board
retreat. You may also find useful our firm's highly acclaimed video workshop series,
Focus on Fundraising.
i
i
Introduction
Planning a Board retreat is a process which begins months before the actual event, with
results which last long after the last note is taken. The first issue to contend with is that
of tone. What does the term retreat signify? Withdrawal, regress, revert, escape, turn
tail? The connotations of the word retreat are not positive, especially when applied to
fundraising! In our experience, the term Advance better describes both the objectives for
meeting and intended outcomes resulting from a governing Board's commitment of time
and attention to the important topics to be discussed.
i, This Toolkit will aid you in defining those topics, structuring a productive and enjoyable
Advance, and carrying away results that will improve your organization's effectiveness.
!�
About this Toolkit
l The purpose of this toolkit is to lead your organization in efficiently planning, executing,
and evaluating a successful Board Advance. To that end, this Toolkit highlights some
-� key issues and questions to be addressed before, during, and after that process.
As you respond to the following questions and guidelines, remember that only you know
the 'right' answers to these questions, and some questions and issues may not apply to
your organization at all. The tools for evaluating your organization's needs that you take
away from this Toolkit will reflect your special circumstances and the uniqueness of your
organization.
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l� Planning Board Retreat
! Prior to the Advance: Assessing your Organization's Needs
Most Advances— or retreats— are intended as vehicles for the delivery of information,
involving very little dialogue and far too much monologue. These events are boring and
tedious, seldom if ever productive, and attendance is;not surprisingly,,limited. A
successful Board Advance involves Board members from the outset in planning, setting
objectives, and determining the course of their Advance.
The first step in planning the Advance is to select a small planning group, consisting of
four to six people at most, to guide the process. In the three to six months prior to the
Advance, they will'meet to:
discuss and refine as necessary Advance objectives;
identify principal Board issues, concerns and/or opportunities to be addressed at
the Advance;
suggest ways to maximize Board member attendance and participation; and
determine the logistical details.
` Determining Advance Objectives
Warning! In bringing the Planning Group together for the first time, do not ask what they
think the Advance's priorities should be. This is a good way to descend into discussions
of individual objectives. Your preparation and presentation of a preliminary slate of
objectives to the Planning Group can avoid this potential problem. Some examples of
productive Advance objectives are to:
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fC focus the Board's attention on pressing funding needs of the organization;
define the roles and responsibilities of Board members in securing financial
resources;
prepare Board members to contact and cultivate potential major donors, and to
secure charitable gift and grant support;
reevaluate pressing funding needs.
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Obtaining Board Input
Personal contact is the most reliable and efficient method of gaining the insights and
(( support of your Board prior to holding an Advance. With the preliminary objectives in
rlit hand, divide up the names of members of the Board and assign them to members of the
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L{� Planning Board Retreats
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Planning•Group. After its initial planning meeting, the Planning Group should go to the
individual members of the Board and ask, `What would you like to see at the Advance?
What would you like to learn? What's on your mindT Often Board.membets-who never
speak at Board meetings will relish the opportunity to.air their concerns prior to and
during an Advance. These concerns should be noted by members•of the Planning Group
for discussion at their next meeting:
Another method for.gaining Board member insight is through Confidential
1 Questionnaires. The anonymity provided by such a format will allow Board members to
air issues that might otherwise be politely omitted from discussion. A sample
questionnaire is included as Appendix A. This sample should be tailored for use by your
unique organization; some questions will not be applicable and others will need to be
added.
Note: Mail the-questionnaires to Board members with a self-addressed,stamped envelopes, and handle the
responses with discretion and confidentiality.
Deciding,on Logistics
Where and when you hold your Advance can be crucial to its success. Comfortable and
rclaxed participants will,have more stimulating discussions, walk away from the Advance
with some good ideas;and, most importantly, will feel.that their time has not been wasted.
Location
Get away from;the,of ice and keep it relaxed. If the budget allows, a pleasant
hotel with recreational activities can contribute to a great Advance. Or you can
hold it in a quiet room in a restaurant. Don't make Board members dress up for
the Advance., The.key is keeping it as comfortable as possible for everyone
involved.
l� Length
Don't start sessions before 8:30,a:m. (preceded by breakfast in vacation spots). In
lh scheduling a session, we find that 1 %z to 2 hours is the average person's maximum
attention span for open, energetic discussion. Plan on serving coffee and milk,
t and perhaps light snacks, between sessions to reinvigorate the group.
Over the years we've found that a "working lunch" is not a good idea, nor is
working straight through the day into the evening. It's preferable'to end each
day's sessions by 3:30 or 4:00 p.m. Our experience also indicates that two days of
agenda items and activities, over and above social activities, is the maximum
amount of time that one may expect participants to be constructive. Of course,
there are no hard and fast rules; schedule the sessions to meet your own needs and
circumstances.
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Planning Board Retreats a
Significant Others
Providing an opportunity tot spouses and significant others to participate is an
I i excellent idea, if possible. Whether acknowledged or not, Board members'
significant others are often integral to the opinions and decisions the members
bring to the table, and what is discussed at Board meetings (and at Advances!) is
I� also discussed at home. Including significant others—at least in the broad-based
discussions— stimulates and invigorates both the discussions and the follow-up
C� efforts of Board members after the Advance has ended.
Materials
Anticipate the materials that will be needed at the Advance and prepare early.
l Using visual aids is an excellent idea, as many people learn and retain information
better when it is presented visually. This will likely necessitate audio-visual
equipment. Will you be using nametags or place cards during the sessions? If
participants are staying overnight, what materials should be placed in their rooms
prior to arrival?
Facilitators and Guest Speakers
A facilitator, whether hired from the outside or discovered within your own organization,
is an excellent way to keep the Advance focused and on course. A facilitator fulfills
many functions, and is also an excellent outside resource for Board Advance planning. A
good facilitator:
ensures maximum participation by all participants, making sure that that all Board
members have a chance to state their points-of view by preventing one member or
a few from dominating the conversation;
assists in adhering to the agenda, and allocates the correct amount of time for
sessions and individual topics;
provides clarity in oral communications, eliciting details that not everyone may
know and probing for more information when she feels the subject has not been
fully explored;
ensures that the Advance ends with a summary and action steps that address the
Advance's original objectives; and,
has a sense of humor.
Never invite a guest speaker or a facilitator to your Advance unless someone you trust —
i who also has a working knowledge of your organization—has heard the potential guest
speak or has attended a function that she facilitated.
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�� Planning Board Retreats
The Planning Group's First Meeting: A Checklist
It's a good idea to walk away from your first meeting with some accomplishments,
specifically:
Select some preliminary Advance objectives, to be refined and solidified after
gaining Board input;
�l Determine the contents of a Confidential Board Questionnaire, and•decide how
and when it will be mailed out to the Board or Divide the Board membership
among the members of the Planning Group in preparation for personal interviews.
Discuss and establish to whatever extent possible the logistics of the Advance:
budget, dates, location, materials that will be needed, and whether significant
others will be included.
Discuss retaining the services of a facilitator and/or guest speaker.
Set a date for the next Planning Group meeting (approximately one month prior to
the Advance).
I� Planning Group: One Month Prior to the Advance
The next planning session(s)will serve to finalize any logistical loose ends, compile
Board Questionnaires and/or interviews, solidify the agenda of the Advance and arrange
for its distribution. (See Appendix B for some important Do's and Don'ts of Board
Advances.)
The last planning session is also a good time to consider what will happen after the
Advance. At the Advance itself, action steps should be drawn up summarizing and
outlining the determinations of the Board for the months ahead, but making sure those
action steps are carried out can be frustrating and difficult.
( )1 One technique for improving implementation is to ask Board members to write down
i how they personally are going to follow through on the Advance's action steps. Make
this one of the final Advance activities, after the summary but before anyone leaves. Put
these written commitments in envelopes, seal them, and mail them back to their authors
two months following the Advance.
Note: In setting up this exercise,be certain to let Board members know what's going to happen to their
written commitments.
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Planning Board Retreats ��
71 At the Advance
The Advance is where you will see all your dedicated planning pay off. Since the Board
members themselves have determined the subjects and issues being discussed (and which
will not be hashed over for the millionth time), conversation and discussion should be
lively.
As each session ends, be sure to conclude with a consensus of action steps to be taken
once the Advance is over. Keep an accurate list of these action steps for review at the
end of the Advance, and distribute copies to the Board members.
Reviewing the Advance
Two weeks after the Advance, convene the Planning Group for a follow-up meeting.
Discuss how it went, what could have been better, and compile a list of action steps to
assist the next Planning Group in designing the next Advance. You may also wish to
assign the Planning Group with responsibility for leading the implementation of the
action steps resulting from the Advance.
A Final Word
Our many years of experience in planning and facilitating Board Advances has taught us
one thing above all: there is always more to learn. If you have any insights, questions, or
concerns about something we've overlooked, please let us hear from you.
Enjoy your Advance!
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`� Let Us Know Thrs Toollat has ut tf
been developed with the valued input jrom amumber ojiop professionals'
11I m'our`field havtng.a wealth,oj�expenence'wtth not for profit`organ�zanons' B -we-have overlooked
anything you feel would be helpful,-or if we haven't,been clear,enough;please let us know •The not for-
profits we serve along with the people who depend on`these,�Toolkits will appreciate it. Ttiauk you.'
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iiI Planning Board Retreats ^�/�
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,- SAMPLE CONFIDENTIAL BOARD QUESTIONNAIRE
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[NAMEOFOF ORGANIZATION]
9;) Confidential Board Questionnaire cQ
[Date]
(� In preparation for our Fund Raising Management Advance on [date], at [place], please
complete the following questions and return in the envelope provided on or before [date].
Your candid responses are appreciated, and will not be attributed to you personally.
I. What are your personal reasons for involvement in [name of organization]'s
governing board? Please rate in priority order(1 - 8).
❑ Sense of personal satisfaction
❑ Association with a highly regarded organization
❑ Serving people who are assisted by this organization
❑ Encouraged to accept the position by a close friend or associate
�� ❑ Sense of community responsibility
(� ❑ Belief in private enterprise as the proper approach to meeting this
t organization's goals
❑ Strong personal conviction as to the basic merit of this organization's goals
1 and objectives
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F-1Havebeen touched personally by the service(s) which this organization
LI provides
❑ Other reason(s) (do not rate)
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APPENDIX A-1
;:� Planning Board Retreats /
2. Do you feel that you are called upon to participate as a governing board member in a
meaningful way? (Please check the one which is most applicable.)
❑ Yes, definitely
❑ Yes, could do more
❑ Yes, when asked
❑ No
❑ Don't know
3. Upon enlistment to the Board, what were your expectations about your roles and
responsibilities?
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G� 4. How would you appraise the public image of this organization within the local
p� community? (Please check the one which is most applicable.)
I! ❑ Excellent
j ❑ Good
` ❑ Fair
❑ Poor
❑ Don't know
5. What do you consider to be this organization's most current and pressing needs for
contribution funding support? (Please be as specific as possible.)
l� Highest Priority:
(� High Priority:
Desirable:
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APPENDIX A-2
Planning Board Retreat
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G. Regarding the current overall leadership strength of this organization's governing
board, please check the one which you find most applicable:
Exceptional
Good
❑ Adequate
❑ Weak
Q Don't know
(, 7. Do the current Board meetings meet your expectations? Please rank each of the
following on a scale of 1 —4. (1 =Excellent, 2 = Good, 3 = Fair, 4 = Poor)
Frequency (X times a year)
0 Time of day (XX a.m. —XX p.m.)
QLength of meeting (2 hours)
❑ Content
Board member participation
N. Would you prefer more or less opportunities to interact with fellow Board members?
Professional Networking:
O less O same O more
Social Activities:
O less O same O more
9. blow would you evaluate your personal potential and willingness to make a
continuing, annual contribution to this organization?
❑ less than $100
❑
$100 - $249
❑
$250 - $499
❑
$500 - $999
❑ $1000+
❑ Not willing and/or able to make a contribution
APPENDIX A-3
Planning Board Retreats
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J Additionally, how would youevaluate your personal potential to make a one-
time, major contribution to this organization?
❑ Less than $1,000
��a ❑ $1,000 - $4,999
❑ $5,000 - $10,000
❑ $10,000+
❑ Not willing and/or able to make a contribution
10. Would you be willing to contact and solicit personally selected potential donors on
behalf of this organization?
❑ Yes, definitely
❑ Yes, time permitting
`� ❑ Yes, reluctantly
❑ No
❑ Don't know
s]
11. As this questionnaire is intended to provide the foundation from which to formulate
the agenda for a productive and motivational Advance for all members of the Board,
' we ask you to reflect upon specific Board and [organization] issues that are of
particular concern and interest to you. Your candid responses will be taken in
confidence, and will not be reported in association with your name.
1.)
2.)
3.)
t
}� 4.)
4
5.)
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Thank you.
APPENDIX A-4
;� Planning Board Retreats
THE DO'S AND DON'TS OF BOARD ADVANCES
DO.
m Ask Board members to make opening or closing remarks for each subject or
section.
m Consider appointing/retaining a facilitator who's not an active participant, perhaps
ff u professional or a volunteer from within your organization.
I. m Make objectives clear at the outset, and reflect on them at the end.
(" m Always end with an action plan.
—.0 Keep it,light. Leaven the proceedings with humor.
m Use visual aids, especially helpful for those who learn and remember visually.
m Keep to the agenda.
m Provide opportunities for spouses to participate.
m Keep it relaxed in content, dress, and location.
L. m Get away from the office.
DON'T...
® 7'ulk at or lecture those attending the Advance. Advances should stimulate open
discussion.
® Let one person dominate the discussion.
® Provide materials for the first time at the Advance—send them prior to the event.
ID Serve alcohol during sessions.
® Invite a guest speaker or facilitator without a reliable, trusted reference.
® End the Advance without an action plan.
r APPENDIX B
Planning Board Retreats
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