HomeMy WebLinkAbout03/04/05 Fdn Spec Wkshp Melissa Morales
Sr Admin. Secretary
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FOUNDATION
AGENDA
CITY OF RANCHO CUCAMONGA
SPECIAL MEETING
April 5, 2003
8:30 a.m.
Civic Center
Tri-Communities Conference Room
10500 Civic Center Drive
Rancho Cucamonga, CA 91730
Foundation Members
Tony Mize, Chair
Dr. Harvey Cohen, Vice Chair
Ann D. Punter, Secretary/Treasurer
Michael Arreguin, Member
Bruce Bowne, Member
Charles Buquet, Member
Jo Dutton, Member
Sandra Metel, Member
David Parker, Member
Stan Phelps, Member
Timothy Younger, Member
City Offices: (909)477-2760
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COMMUNITY FOUNDATION
April 5, 2003 2
A. CALL TO ORDER
1. Pledge of Allegiance
2. Roll Call:
Michael Arreguin Tony Mize
Bruce Bowne David Parker
Chuck Buquet Stan Phelps
Harvey Cohen Ann Punter
Jo Dutton Timothy Younger
Sandra Metal
B. COMMUNICATIONS FROM THE PUBLIC
This is the time and place for the general public to address the
Community Foundation. State law prohibits the Foundation
from addressing any issue not previously included on the
Agenda. The Foundation may receive testimony and set the
matter for a subsequent meeting. Comments are to be limited to
five minutes per individual.
C. FOUNDATION BUSINESS
1. Board Workshop— Fund Development Plan. Pages
1-9
D. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS
This is the time for the Foundation 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:
E. ADJOURNMENT
Melissa Morales, Community Foundation Secretary, hereby certify a
true, accurate copy of the foregoing Special Community Foundation
agenda was posted on April 2, 2003, seventy-two(72) hours prior to
the meeting per A.B. 2674 at 10500 Civic Center Drive, Rancho
Cucamonga, California.
R A N C H O C U C A M O N G A
COMMUNITY SERVICES
Staff Repoi t
DATE: April 5, 2003
TO: Rancho Cucamonga Community Foundation
FROM: Kevin McArdle, Community Services Director
BY: Paula Pachon, Management Analyst III Qv
SUBJECT: BOARD WORKSHOP — FUND DEVELOPMENT PLAN
To facilitate discussion and review of the draft fund development plan for the Cultural
Arts Center Project the Community Foundation will be meeting for a special
workshop on Saturday, April 5th from 8:30 a.m. until 12:30 p.m. at the Rancho
Cucamonga Civic Center. The attached materials, prepared by our meeting
facilitator/trainer, Gene House, provides Boardmembers with a working agenda to
guide discussion, a draft organization chart showing volunteer leadership/staff
personnel structure, a draft copy of a proposed gift chart, a outline of the draft donor
recognition program and a schedule for activities/milestones for phase one of the
campaign.
Respecoilly submitted,
Kevin cArdle
Community Services Director
Attachments
I:ICOMMSERVIcouncii&BoardslcommunityFoundationIStaff Reports12003IWorkshop4.5.03.doc
COMMUNITY FOUNDATION FUND DEVELOPMENT PLAN MEETING
APRIL 5, 2003
WORKING AGENDA
1. Discussion/Approval of funding proposal from the Library Fodndation.
2. Discussion/Changes/Approval of Background Paper Content/Timetable.
3. Honorary Committee Prospects
a. Finalize list.
b. Assign those to ask prospects and determine method of asking.
4. Campaign Cabinet
a. Finalize list.
b. Assign those to ask prospects and determine method of asking.
c. Select Campaign Chair.
5. Review/approval of campaign organization chart.
6. Discussion of campaign name.
7. Discuss budget for Phase One.
8. Discuss draft Donor Recognition Program.
9. Review/customize draft Gift Chart.
10. Other
11. Adjournment
Gene House 3.29.3
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BACKGROUND PAPER
VOLUNTEER LEADERSHIP & STAFF PERSONNEL/STRUCTURE
The names listed below are for confidential internal consideration. At this writing a final
decision on whether to invite some of them has not been made. Also, others may be added.
HONORARY COMMITTEE
Randall Lewis, Richard Lewis, Cole Burr, Jim Previti, Bob Balzar, Rod Gilfrey, Susan Anton,
Shirley Jones, Mark Harmon, Mayors (is more than one city involved?), Jim Brulte.
CAMPAIGN CABINET
Jo Dutton (candidate for Campaign Chair),Tony Mize, Paul Williams, Ruth Leal, Mike
Arreguin, school district rep(s)
DIVISIONS/ORGANIZATIONAL CHART
An important recommendation has been presented by the Library Foundation whereby the two
foundations will both be raising funds for one overall cultural arts center goal (at least for the
first million of undesignated funds). Therefore, if this recommendation is agreed upon by the
Community Foundation, let's do away with the concept of two "divisions" since that was based
on your earlier position that each foundation would raise money for its own project. Let's simply
identify the foundations as two committees working on a common goal. Each is doing individual
solicitations and each will be responsible for a major event. The Community Foundation will
double as the Gala Committee and the Library Foundation will double as the Telethon
Committee.The org chart will show the honorary committee on top with a dotted line down to
the cabinet, and then solid lines from the cabinet down to the two foundations on the same line.
Dotted lines from staff off to the side will show staff supporting all committees.
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PHASE ONE
Parts of Phase One of the campaign are actually underway at this time. Here are the key
elements in the current schedule.
April 2 - Foundation members and staff return their initial donor prospect lists to staff for
merging.
April 5 —Community Foundation Workshop—discuss/review draft fund development plan.
April 8 —First donor prospect eval meeting.
- City staff brings merged donor prospect list.
- I suggest I facilitate this. We should get thru 200 +names in an hour
and a half. The objective that nite is to determine the amount to ask for and
identify the solicitor(s) for each prospect of$1,000 or more.
April 14—Library Foundation Meeting—discuss/review draft fund development plan.
April 15 —City staff computerizes data from April 8 session and distributes.
April 24—Joint Community Foundation/Library Foundation Meeting
-Approval of initial fund development plan by the foundations, 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.
- Approval of a customized gift chart as a guide.
May - Invitation extended to honorary and cabinet level volunteer prospects.
- Grant research and proposal writing ongoing.
- Grant writer provides contact info for every foundation in the tri-communities.
- Committees and staff review foundation info for person-matches.
- Volunteers begin solicitation of prospects of$1,000 and more.
- Campaign Cabinet
Cabinet begins meeting monthly (or semi-monthly initially), 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 and library foundations 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.
gene house 3.29.3
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- Use the May report meetings as the deadline for obtaining
pledges representing the required 100% gift participation by the foundation
members 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
separate from individual solicitations. It's usually not good to ask someone
for$10,000 or$50,000 and then turn around in ninety days and ask them to
buy a table, unless they are "close friends of the family".
- Marketing firm/city staff deliver campaign brochure/collateral materials/Gala
materials.
May-Oct- City Staff handles all aspects of gala production, contracts & advertising.
Sept—Oct—Intensive gala ticket sales period.
Nov 1 - Gala and Phase Two Kick Off
-Make sure you comp the media and get them there.
- Hire a professional photographer and assign a PR person to direct the
photographer during the evening to take best advantage of photo ops.
- 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. Err on the side of not saying
everything! The campaign chair is introduced by the mayor. He/she makes
the grand announcement and intros two or three of the top donors, each to
talk a max of one minute on why they donated at this level. I can provide
details on this scenario later.
Jan `04 - Groundbreaking ceremonies/public campaign update.
April Telethon/public campaign update
Nov Gala/public campaign update
April `05 -Telethon/Campaign Victory Celebration
April - Cultural Center Opens
More Fun Later
gene house 3.29.3
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Rancho Cucamonga
Theatre and Library Center Building
Donor Recognition Program Imaginatin
• Naming Recognition Opportunities Suggested-EK-ft
Donors in this category will enjoy their name actually incorporated into the name
of the identified facility. Z, F, Z
o Playhouse Theater $1,00,000
o Library $1,000,000
o Celebration Hall $1,000,000 �� t
o Children's Story Room $ 500,000
o Imagination Courtyard $ 500,000
oPlayhouse Lobby $ 500,000
• N/ ng Presentation Opportunities
Donors in this category will be recognized with a special plaque at the entrance
t the identified facility noting their generous presentation of the space. (e.g. The
I aination Tower...presented by the Jones Company)
Imagination Tower $ 400 000 500)00 O
o Crossroads Rotunda $ 250,000
o Arbor Court $ 100,000
o Celebration Hall Lobby $ 100,000
o Library Technology Center $ 50,000
o Library Young Adult Center $ 50,000 =15,04 0
o Library Children's Center $ 50,000
o Library Popular Materials Market. $ 50,000
o Library Reading Room $ 50,000
o Playhouse Grand Stairs $ 50,000
o Wishing Waters Fountain $ 50,000�15,b0,U a,,pr n r
o Playhouse Rehearsal Room $ 30,000 /fr "jl
o Playhouse Green Room $ 30,000 1,�'r f i caA d
o Playhouse Concession $ 25,000
o Playhouse Box Office $ 25,000
o Library-Bookstore (" 1 k" ';"$ 25,000 50,000
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o Plaza Sculptos) $ BD
o Lobby Sculpture(s) $ TBD -7 "" 71kIC(Y
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• Cultural Center Spotli ht Donors FEndewm n und)
or
Spotlight
Ge neral Fund iinbanlamountwho
ofhave
leastdonated
$5,000thTheseEndowment
DonorsFw�
other be
recognized with their names on a special Donors' Tree (or something equally as
impressive) in the Playhouse Lobby. Categories of giving may be created and
R recognized in an incremental manner, if desired.
Performing Arts Program Sponsorship V
Program Sponsors will be those who have donated towards a specific arts
J program or series during a specific year. These Donors will receive name
' y recognition associated with presentation of the nvaff program in all marketing
materials. (e.g. World Dance Series...presented by ABC Attorneys-at-Law)
V� o Celebrity Series $15,000 - $30,000 per show
o Guest Artist(s) Series $ 5,000 - $10,000 per show
o Community Theater Musical Series $ 4,000 - $ 8,000 per show
o Talent Showcase Spectacular $10,000 - $20,000
o Co unity Youth Choir $17,500 - $20,000
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• Imagination Courtyard—Donor's Plaza (Engraved brick campaign)
A highly visible and creative location within Imagination Courtyard will be
designed as Donor's Plaza, allowing Center supporters the opportunity to provide
a Plaza brick with their engraved inscription. Design of this Plaza space will be
of a very creative nature.
o Engraved Brick 0b
• TUTb06'se Family Wall of Arts (Personalized ceramic tiles)
A special wall within the Playhouse Lobby will be reserved for the display of
personalized ceramic tiles created by children and families from the area. Sales
and creation of these tiles will not only raise funds for the endowment, but they
will also promote the arts and provide families with the opportunity to publicly
display their supportfor the Playhouse.
0 6-x-64nch-Petra
0 12 x 12 inch Personalized Family Tile $406,30
• Playhouseembership Program
Once the initial programming season is set approximately six months before
opening, a Membership Program will be offered to individuals, families and
corporations who are interested in participating in and supporting the Playhouse
programs. Funds from memberships will be split to cover the cost of show tickets,
with the "surplus" revenues deposited in the Endowment Fund. Membership
levels may be divided into 4-5 categories ranging from $250 to maybe $10,000
per year. 40V Ite j;q s5 ouu (9d aff)
cast, -;j, 664PA % 64jwa'..,, 61, y `2
Benefits for membership may include best seats and advance ticket purchases for
performances, Meet the Actor receptions, Intermission Receptions in Celebration
Hall, Annual Dinner with the Mayor, complimentary tickets to the Gala, valet
parking privileges, free Celebration Hall rental for family event, name listing in
program or on Member's Wall,free subscription to Playhouse Newsletter, etc.
VV1
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GIFT CHART
I have prepared a sample gift chart for you based on a total goal of$2 million.
Goal- $2 million.
Gift Gifts % of Prospects Prospects Prospects
Level Required Goal Required Identified Still Needed
$300;OI10 ¢50, o t z� 1 15 4
150,000 2 30 8
100,000 --2- 5 40 8
50,000 5 52.5 20
20,000 10 62.5 40
15,000 13 72.3 52
10,000 17 80.8 68
5,000 25 87 100
2,000 50 92 200
1,000 100 97 300
Under 1,000* Many 100 Many
225 + 800+
* In this scenario, $60,000 would be needed from this group.
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