HomeMy WebLinkAbout03/04/14 (Special Agn) Library Fnd Board LIBRARY FOUNDATION BOARD
AGENDA
CITY OF RANCHO CUCAMONGA
SPECIAL MEETING
6:00 p.m.
April 14, 2003
Tri-Communities Room
City of Rancho Cucamonga
10500 Civic Center Drive
Rancho Cucamonga, California 91730
City Councilmembers
William J. Alexander, Mayor
Diane Williams, Mayor Pro Tem
Rex Gutierrez, Councilmember
Robert J. Howdyshell, Councilmember
Donald J. Kurth, M.D., Councilmember
Foundation Boardmembers
Paul Williams, President
Teresa Akahoshi, Boardmember
Stefani Carrasco, Boardmember
Laurie Cotter, Boardmember
Rebecca Davies, Secretary
Gino Filippi, Boardmember
Ruth Leal, Boardmember
Wanda Mitchell, Boardmember
Paula Pachon, Boardmember
Anne Viricel, Boardmember
Ravenel Wimberly, 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, C, 4 2003
at I posted a true and correct copy of the meeting
agenda dated /`f a003 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
at Rancho Cucamonga.
DEBORAH KAYE CLARK, LIBRARY MANAGER
City of Rancho Cucamonga
B Y: V UZD _ eLt�
Vivian Garcia, Administrative
Secretary
City of Rancho Cucamonga
Rancho Cucamonga Public Library Page 1
- Library Foundation Board Agenda
Special Meeting,April 14,2003
A. CALL TO ORDER
Roll Call: Akahoshi , Carrasco ,Cotter ,
Davies ,Filippi Leal ,
Mitchell ,Pachon , Viricel ,
Williams and Wimberly
B. 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: March 24, 2003. 1
C. 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) Update on Bylaws Review: Oral report by Deborah Clark, Library Director.
2) Update on Victoria Gardens Cultural Center Project Oral report by Deborah Clark,
Library Director.
D. 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.
1) Ongoing Development of Fundraising Campaign: discussion facilitated by Gene '
House, fundraising consultant. Report attached.
a) Major Campaign Elements 5
i) Approval of Campaign Dollar Goal
ii) Review of Purpose of Endowment
iii) Approval of Fundraising Split Between Library and Theatre
iv) Review of Campaign Name&Logo
v) Review of Campaign Volunteer Leadership
Rancho Cucamonga Public Library Page 2
- Library Foundation Board Agenda
Special Meeting,April 14,2003
vi) Review of Campaign Budget
vii) Review of Gift Chart 9
viii)Review and Approval of Donor Recognition Program 10
ix) Approval of Timetable 12
b) Library Foundation Members Initial Campaign Needs/Activities
i) Identification of tools/consultation needed by volunteers to begin
solicitations
it) Discussion of phasing library foundation solicitations into silent phase of
the campaign.
iii) Starter list of donor prospects for each foundation board member.
iv) Other items.
2) Library Annual Fund Raising Campaign. Oral report by Library Director, Deborah
Clark.
E. 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.
F. 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.
G. 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, April 11, 2003, 6:00 pm, seventy-two (72) hours prior to the
meeting per Government Code 54953 at 10500 Civic Center Drive.
f,
R A N C H O C U C A M O N G A
P U B L I C L I B R A R Y
Staff Report
DATE: April 14, 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 March 24, 2003.
BACKGROUND/ANALYSIS
Attached, please find the minutes for the Meeting(s) of the Library Foundation Board
listed above, taken and compiled by Library Administrative Secretary, Vivian Garcia.
FISCAL IMPACT
None.
especttully submitted,
Deborah Kaye ark
Library Director
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,
March 24, 2003, 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 6:10 p.m.
Present were Boardmembers Akahoshi, Carrasco, Cotter, Davies, Filippi, Leal, Mitchell, Pachon,
Viricel, Williams and Wimberly.
Deborah Clark, Library Director and Vivian Garcia, Senior Administrative Secretary, were also
present.
B. CONSENT CALENDAR
B1. Approval of Minutes: March 3, 2003.
MOTION: Moved by Boardmember Filippi to approve the minutes, seconded by Boardmember
Wimberly. Motion carried, 11-0.
C. LIBRARY DIRECTOR'S STAFF REPORTS
None listed.
D. BOARD BUSINESS
President Williams asked for Item 2 to be first.
D2. Report on the recent Ca1Tac Workshop: oral report from attendees Paul Williams, Stefanie
Carrasco, Rebecca Davies and Ray Wimberly.
The Boardmembers presented an oral report on the workshop to the Board.
D1. Building a Fund Development Plan: workshop facilitated by Gene House.
Gene House, Facilitator, reviewed the process and structure discussed at the joint meeting on
Saturday, March 22.
Library Foundation Board Minutes
March 24, 2003
Page 2
Boardmember Ruth Leal is to be added under Mike Arrequin for the Campaign Cabinet/Committee.
Boardmember Davies handed out a sample of the flow chart adding a Schools component to the
Campaign Cabinet/Committee.
Boardmembers agreed that the schools involvement is vital in the Library Foundation campaign.
After discussion, Deborah Clark, Library Director, stated that if the Library Foundation Board
wanted more training on "Making the ask" she would bring Gene House back for that training.
Gene House, Facilitator, presented an overview of the Library Division Campaign to the Board.
MOTION: Moved by President Williams,that a recommendation go to the Steering Committee that
the Community Foundation and the Library Foundation be united in one campaign, with the
signature events for the next two (2) years to be held in conjunction with the central fundraising
effort for the Cultural Center. All funds will be shared,except Donor designated gifts. Tasks at each
signature event stay at the division level. Seconded by Boardmember Wimberly. Motion carred 11-
0.
Discussion continued of Phase One of the Campaign.
Boardmember Filippi left at 8 p.m.
MOTION: Moved by Boardmember Davies to add an alternate to the Steering Committee
membership in absence of Donna Bradshaw who is no longer on the Foundation, seconded by
Boardmember Viricel. Motion carried 11-0.
President Williams opened the floor for recommendations and/or volunteers as an alternate to the
Steering Committee.
Boardmember Davies nominated Boardmember Wimberly.
Boardmember Wimberly accepted.
The floor was closed to nominations.
MOTION: Moved by Boardmember Davies for Boardmember Wimberly to serve as an alternate to
the Steering Committee, seconded by Boardmember Cotter. Motion carried 10-0-1 (with Filippi
absent).
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Library Foundation Board Minutes
March 24, 2003
Page 3
E. IDENTIFICATION OF ITEMS FOR NEXT MEETING
None received.
F. COMMUNICATIONS FROM THE PUBLIC
None received.
G. ADJOURNMENT
MOTION: Moved by Boardmember Davies, seconded by Boardmember Viricel to adjourn to
Tuesday,April 8,at 6:30 p.m.,motion carried, 10-0-1 (with Filippi absent). The meeting adjourned
at 8:35 p.m.
Respectfully submitted,
Vim-- A
Vivian Garcia
Administrative Secretary
Approved:
I
DATE: April 10, 2003
TO: Rancho Cucamonga Library Foundation via Deborah Clark
FROM: Gene House
SUBJ: APRIL 14 MEETING AGENDA AND NOTES
Greetings and Salutations!
This Monday, April 14, we will be together again; this time to review and approve all the
key elements of the campaign structure. These items were considered by the Community
Foundation April 8 at their regular April meeting. Now these items come before you for
consideration. Most of this is already familiar to you, in fact a couple of items were first
recommended by Paul Williams and the Library Foundation.
In addition to these major campaign elements, we will spend time on refining what you as
Library Foundation board members need in order to actually begin your solicitations and
begin to shape the telethon for spring, 2004. So here we go:
1) ON GOING DEVELOPMENT OF FUNDRAISING CAMPAIGN
a) MAJOR CAMPAIGN ELEMENTS
i) CAMPAIGN DOLLAR GOAL
Recommended goal is $2 million minimum paid or pledged on opening day.
ii) PURPOSE OF ENDOWMENT
Recommended that endowment fund be used to help support operations of library
and theatre.
iii) FUND RAISING SPLIT BETWEEN LIBRARY AND THEATRE
Recommended that the first million be split evenly, unless donor designations
to either the library or the theatre exceed $500,000. In that event, splitting of
undesignated gifts would continue until both facilities have $500,000. After
that, all undesignated funds would go to the library/theatre endowment fund.
Donors would also be free to continue giving specifically to the library or to the
theatre., However, emphasis will need to be on endowment.
J
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iv) CAMPAIGN NAME & LOGO
Recommended that the campaign needs its own identity, its own name in the
community in order to be an identifiable, fresh cause.
Recommended that the name be:
THE HEART CAMPAIGN
..........helping education and the arts.
The word HEART is an acronym for"helping education and the arts" and
also connotes giving and caring.
Recommended that the logo design be interlocking hearts. This symbolizes the
marriage of education and arts; the collaboration of the two foundations, and the
co-location of the library and the theater in the complex; as well as, the idea of the
endowment fund supporting operations of both the library and the theatre.
V) CAMPAIGN VOLUNTEER LEADERSHIP
Recommended that:
i) Honorary Committee
Non-Celebrity Members —What is needed from them.
- a financial contribution
- ideas, leads
- public endorsement
- no meetings
Non-Celebrity Members—Membership
Recommended that membership include Randall Lewis, Cole Burr, Jim
Previti, Bob Balzar, Jim Brulte, Dreier, Bob Dutton, Paul Biane
Celebrity Members—What is needed from them.
- public endorsement
- publicity photos, photo op, quotes for publication, personal appearance
Celebrity Members—Membership
Recommended that membership include Susan Anton, Shirley Jones,
Mark Harmon, Rod Gilfrey.
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ii) Campaign Cabinet—What is needed from them.
- a stretch gift
- solicitation
- leads
- general campaign management
Campaign Cabinet—Membership
Recommended that Paul Williams and Tony Mize serve as co-chairs, with
other members including Jo Dutton, Mike Arreguin, Ruth Leal, Ray
Wimberley, Herb Fisher (San Bernardino County Schools Superintendent)
and an Etiwanda School District rep.
iii) Campaign Divisions
Recommended that the two foundations serve as the two major
committees of the campaign, reporting to the campaign cabinet. The new
element is that they are not each raising money for different parts of the
overall campaign. Both committees (foundations) are raising money for
both the theatre and the library complex. The proposed "division" is at the
task level. The Community Foundation will produce the gala and the
Library Foundation will produce the telethon, with all undesignated gifts
from both events going into the endowment fund that is being established
to assist both library and theatre operations. Also, both committees
(foundations) will solicit individual gifts for the endowment, etc.
vi) CAMPAIGN BUDGET
Rancho Cucamonga has elected to proceed without a paid professional
campaign manager. The following budget comments are, therefore, based
on that.
i) City staff will provide administrative staff support and campaign
coordination.
ii) Gene House is available to provide approximately twenty hours/month
service as a campaign consultant to provide technical support to
volunteers, city staff and other project professionals, as appropriate. He
will not have general responsibility for the campaign. That rests with the
Campaign Cabinet, Deborah Clark and Kevin McArdle
iii) The city is already covering a number of campaign expenses from
different sources. The foundations may need to budget some funds for the
campaign
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(this might include the cost of the technical consultant and hospitality.
Perhaps $500/month could be budgeted for the two years for meals and
related expenses that volunteers incur in the course of meeting with major
donor prospects, when the volunteer is unable to underwrite that expense
as a donation. Staff may also incur such expenses from time to time.
vii) GIFT CHART (ATTACHED)
Recommended that the attached Gift Chart be used as a guide in thinking
about how many prospects and gifts of different sizes need to be worked
on.
viii) DONOR RECOGNITION PROGRAM (ATTACHED)
Recommended that the changes to this policy document that were
discussed April 5 be approved.
ix) TIMETABLE (ATTACHED)
Recommended that the attached timetable outline be approved.
b) LIBRARY FOUNDATION MEMBERS INITIAL CAMPAIGN
NEEDS/ACTIVITIES
i) Identification of tools/consultation needed by volunteers to begin
solicitations.
ii) Discussion of phasing library foundation solicitations into silent phase of
the campaign.
iii) Starter list of donor prospects for each foundation board member.
iv) Other items.
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GIFT CHART
Goal - $2 million +
This version of the gift chart was prepared after input from Tony Mize on 4.5.3 as to
what he thought might be possible at the higher gift levels. If it turned out this way,
obviously a lot more than $2 million would be raised. Keep in mind that statistics tell us
that at the higher levels you will typically want to identify four qualified prospects for
each gift you hope to receive and at the lower levels three.
Gift Gifts Prospects Prospects Prospects
Level Required Required Identified Still Needed
$500,000 3 12
250,000 2 8
100,000 5 20
50,000 5 20
20,000 10 40
15,000 13 52
10,000 17 68
5,000 25 100
2,000 50 200
1,000 100 400
Under 1,000* Many Many
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Cultural Center
Commemorative Gift Opportunities
• Naming Recognition Opportunities Minimum Gift
Donors in this category enjoy in perpetuity their name actually incorporated into the
name of the identified facility and a photograph with biography inside the facility noting
their generous presentation of the space.
o Playhouse Theater $1,000,000
o Library $1,000,000
o Celebration Hall $1,000,000
o Children's Story Room $ 500,000
o Imagination Courtyard $ 500,000
o Playhouse Lobby $ 500,000
o Imagination Tower $ 500,000
• Naming Presentation Opportunities
Donors in this category are recognized with a special plaque at the entrance to the
identified facility and a photograph with biography inside the facility noting their
generous presentation of the space. (e.g. The Imagination Tower...presented by the
Jones Company)
o Crossroads Rotunda $ 250,000
o Arbor Court $ 100,000
o Celebration Hall Lobby $ 100,000
o Library Technology Center $ 100,000
o Library Children's Center $ 100,000
o Library Young Adult Center $ 75,000
o Wishing Waters Fountain $ 75,000
o Library Popular Materials Market. $ 50,000
o Library Reading Room $ 50,000
o Playhouse Grand Stairs $ 50,000
o Center Gift Shop $ 50,000
o Playhouse Rehearsal Room $ 30,000
o Playhouse Green Room $ 30,000
o Playhouse Concession $ 25,000
o Playhouse Box Office $ 25,000
• Library Stack Program—Need description - $ 1,500
• Family Wall of Art
A special wall within the Playhouse Lobby is reserved for the display of personalized
ceramic tiles created by children and families from the area. Sales and creation of these
tiles promotes the arts and provide families with the opportunity to publicly display their
support for the Cultural Center.
o 12 x 12 inch Personalized Family Tile $ 300 /�
• Playhouse Seat Program—Need description - $ 250
• Imagination Courtyard—Donor's Plaza
A highly visible and creative location within Imagination Courtyard is designed as the
donor's Plaza, allowing Center supporters the opportunity to provide a Plaza brick with
their engraved inscription.
o Engraved Brick $ 100
Donor Recognition Program
• Cultural Center Spotlight Donors
Spotlight Donors are those who donate at a minimum level of$5,000. These Donors are
recognized with their names on a special Cultural Center Wall of Honor in the Playhouse
Lobby.
*Multi-year pledge payments may be arranged to accommodate major donors
**Additional donor opportunities are available for discussion.
Rancho Cucamonga Community Foundation/Rancho Cucamonga Library Foundation
Proposed Work Plan
Updated: April 10, 2003
February 11 — Community Foundation Board Meeting — 5pm
• Review/act on Foundation/Library collaboration.
• Finalize plans & methods for board expansion this calendar year.
• Finalize plans & methods for completing case statement.
March 3 — Library Foundation Special Meeting 6pm
• Board training:
te Board member responsibilities.
Board development.
:• Development of goals/objectives.
March 11- Community Foundation Board Meeting — 5pm
• Consultant presents draft outline of the fund development plan.
• Board discusses/modifies/ approves fund development plan outline.
March 4— March 21
• Consultant and staff prepare for March 22n session.
March 22 —Joint Community/Library Foundations Workshop - 8:30 a.m. 12:30 p.m.
• Fund development training:
Reasons people give - Types of gifts - Purposes of gifts.
:• Individual donor research, cultivation, solicitation, recognition.
Types of fund-raising strategies and methods, Pros and Cons.
Events, face-to-face, memberships, mail, telemarketing, corporate
grants/gifts, corporate advertising, cause related marketing, foundation
grants, government grants/contracts.
• Initial fund development plan discussion.
March 24 — Library Foundation Workshop - 6-9 pm
• Consultant presents draft outline of the fund development plan.
• Board discusses/modifies/ approves fund development plan outline.
April 5— Community Foundation Workshop - 8:30 a.m. - 12:30 p.m.
• Consultant and staff present draft fund development plan.
• Board reviews/discusses/modifies plan.
April 8 — Community Foundation Board Meeting — 5:00 p.m. — 6:30 p.m.
• Consultant and staff present draft fund development plan to the Board for review/approval.
April 8 —Joint Community/Library Foundation Board Meeting — 6:30 p.m.-8:30 p.m.
• Review of $1,000+ donor prospect lists.
April 14— Library Foundation Board Meeting —6 pm
• Consultant and staff present draft fund development plan to the Board for review/approval. /
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April 15
• City staff computerizes data from April 8`" meetings and distributes.
April 15-April 24
• Consultant prepares draft joint fund development master plan for consideration by
Foundations at their joint meeting.
April 24 - Joint Community/Library Foundation Workshop - 6-8/9 pm
• Foundations review/modify/approve a joint fund development master plan. Including:
Staffing pattern for Phase One.
Campaign budget for Phase One.
Initial list of desired members of Honorary Committee and Cabinet completed and
approved.
:• Staff and consultants provide finalized case statement for use in developing marketing
materials, grant proposals, solicitation scripts, etc.
Pledge cards distributed.
Donor recognition program finalized and approved.
te Approval of a customized gift chart as a guide.
April 25-April 28
Consultant finalizes written plan based on decisions made at April 21/24 joint meeting.
April 28
• Consultant delivers approved joint fund development master plan to the City.
April 29/30
• City staff meets with Cultural Center Council Subcommittee
May
• Invitations extended to honorary and cabinet level volunteer prospects.
• Grant research and proposal writing ongoing.
• Grant writer provides contact information for every foundation in the tri-communities.
• Committees and staff review foundation information for person-matches.
• Volunteers begin solicitation of prospects of$1,000 and up level.
• Campaign Cabinet begins meeting monthly (or semi-monthly) depending on what it takes to
move rapidly forward. (Remember Phase One is going to be relatively brief and challenged by
lots of vacation absences in the summer.)
• Monthly Report Meetings begin — Using a portion of the Community Foundation's and Library
Foundation's regular monthly meetings, conduct one-hour campaign report meetings. At each
of these meetings the members report on solicitation results, determine updates on plans and
receive consultation on issues and next steps.
• Use the May report meetings as the deadline for obtaining pledges representing the required
100% gift participation by the Foundations Boardmembers and City Council.
• Finalize marketing and sales strategy for Gala sponsorships, table and individual ticket sales.
Consider offering tickets/tables as perks for major campaign gifts at certain levels.
Remember, the events are strategic aspects of, and are subordinate to the overall goal. They
are done primarily to achieve the overall goal, so don't worry about sorting out what the event
raised from individual solicitations. It's not usually good to ask someone for $10,000 or �3
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$50,000 and then turn around in 90-days and ask them to buy a table for the Gala (unless they
are close friends of the family).
• Marketing firm/City deliver campaign brochure/collateral materials/Gala materials.
May 7 - City Council Meeting — 7pm
• Staff presents the approved joint fund development master plan to Council.
May 7 - October 31
• Implementation of Phase One of the joint fund development master plan.
• Staff handles all aspects of Gala production, contracts and advertising.
June
• Mall groundbreaking.
September—October
• Intensive Gala ticket sales period.
November 1 - Founder's Night Gala
• Implementation of Phase Two of the fund development master plan including announcement
of major donors from Phase One.
• Program Component Suggestions:
•: Provide complimentary tickets to the media —to get them at the event.
Hire professional photographer and assign a PR person to direct the photographer during
the event to take best advantage of photo opportunities.
Conduct the kick off portion of the program toward the end of the "talking heads" portion of
the evening, maybe around dessert time. Remember this is a party and the entire portion
of the evening where you're requiring everyone to pay attention to a speaker must be brief.
Error on the side of not saying everything! The Campaign Chair is introduced by the
Mayor. He/She makes the grand announcement and introduces two or three of the top
donors, each of which should talk no more than 1 minute on why they donated at this level.
January 2004
• Groundbreaking ceremonies/public campaign update.
April 2004
• Telethon/public campaign update.
November 2004
• Gala/public campaign update.
April 2005
• Telethon/Campaign Victory Celebration
April 2005
• Cultural Center opens.
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