HomeMy WebLinkAbout03/04/08 Fdn Jt Spec w/Lib Fdn Melissa Morales
Sr. Admin. Secretary
JOINT SPECIAL MEETIN(
COMMUNITY FOUNDATION
and
0
LIBRARY FOUNDATION _
AGENDA
CITY OF RANCHO CUCAMONGA
April 8, 2003
6:30 p.m.
Civic Center
Upstairs Training Room
10500 Civic Center Drive
Rancho Cucamonga, CA 91730
Community Foundation Members
Tony Mize, Chair Jo Dutton, Ph.D., Member
Harvey Cohen, M.D., Vice Chair Sandra Metel, Member
Ann D. Punter, Secretwy/Treasurer David Parker, Member
Michael Arreguln, Member Stan Phelps, Member
Bruce Bowne, Member Timothy Younger, Member
Charles Buquet, Member
*r*
Library Foundation Members
Paul Williams, President Ruth Leal, Member
Rebecca Davies, Secretary Wanda Mitchell, Member
Teresa A. Akahoshi, Member Paula Pachon, Member
Stefani D. Carrasco, Member Anne L. Viricel, Member
Laurie Cotter, Member Ravenel Wimberly, Member
Gino L. Filippi, Member
City Offices: (909)477-2760
SPECIAL JOINT MEETING OF THE
COMMUNITY FOUNDATION AND 1
LIBRARY FOUNDATION
April 8, 2003
A. CALL TO ORDER
1. Pledge of Allegiance
2. Roll Call:
Community Foundation
Michael Arreguin Tony Mize
Bruce Bowne David Parker
Chuck Buquet Stan Phelps
Harvey Cohen Ann Punter _
Jo Dutton Timothy Younger _
Sandra Metel
Library Foundation
Teresa Akahoshi Wanda Mitchell
Stefani Carrasco Paula Pachon _
Laurie Cotter Anne Viricel
Rebecca Davies Paul Williams _
Gino Filippi Ravenel Wimberly
Ruth Leal _
B. COMMUNICATIONS FROM THE PUBLIC
This is the time and place for the general public to address the
Community and Library Foundations. State law prohibits the
Foundations from addressing any issue not previously included
on the Agenda. The Foundations 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. Consideration and prioritization of Cultural Arts Donor Page
Prospects. 1
D. ADJOURNMENT
I, Melissa Morales, Senior Administrative Secretary, hereby certify a
true, accurate copy of the foregoing Community Foundation and
Library 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
OIL—JW
DATE: April 8, 2003
TO: Rancho Cucamonga Community Foundation
Rancho Cucamonga Library Foundation
FROM: Kevin McArdle, Community Services Director
Deborah Kaye Clark, Library Director
BY: Paula Pachon, Management Analyst III
SUBJECT. CONSIDERATION AND PRIORITIZATION OF CULTURAL ARTS
CENTER DONOR PROSPECTS
The Community Foundation and the Library Foundation have scheduled a joint
meeting to take place on Tuesday, April 8, 2003, at 6:30 p.m. to consider and
prioritize donor prospects for the Cultural Arts Center project. At this meeting staff
will distribute copies of the merged databases for the Foundations review and
discussion.
Respec Ily submitted,
—F'�b V,2.riV —
K49cArdle Deborah Kaye Clark
Community Services Director Library Director
I:ICOMMSERVICouncilBBoerdsICommunityFoundetionlSteff Repoas120031DonorProspedUsts4.8.03.doc
Rancho Cucamonga Community Foundation/Rancho Cucamonga Library Foundation
Proposed Work Plan
Updated.,April 8, 2003
February 11 — Community Foundation Board Meeting—Spm
• 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 bpm
• Board training:
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 22nd session.
Saturday, March 22—Joint Community/Library Foundations Workshop ( 8:30 a.m.to
12:30 p.m. -a continental breakfast will be provided)
• 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.
Saturday, April 5 —Community Foundation Workshop (8:30 a.m. to 12:30 p.m. -a
continental breakfast will be provided)
• Consultant and staff present draft fund development plan.
• Board reviews/discusses/modifies plan.
April 8 —Community Foundation Board Meeting — 5 pm
• Consultant and staff present draft fund development plan to the Board for
review/approval.
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April 14—Library Foundation Board Meeting—6 pm
• Consultant and staff present draft fund development plan to the Board for
review/approval.
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.
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.
'Ma�c7�;,2_
• Mall groundbreaking
May 7 -City Council Meeting—7pm
• Staff presents the approved joint fund development master plan to Council.
May 7 to October 31
• Implementation of Phase One of the joint fund development master plan.
November 1 - Founder's Night Gala
• Implementation of Phase Two of the fund development master plan including
announcement of major donors from Phase One.
t iCOMMSERV I Council&BoardsiCommunityFoundation I S trategicPlanProcessl FinalWorkplanJan.ApriI03.doc
2
8uproft Rancho Cucamonga lmaginatian
Cultural Center m,.,6cm�V
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
supportfor 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
pro
agin n
Theatre and Library Center 8
Imagination
Future Program Donor Recognition Opportunities
• Performing Arts Program Sponsorships
Program Sponsors are those who donate a specific arts program or series during a
specific year. These Donors receive name recognition associated with presentation of the
program in all marketing materials as well as an announcement from the stage on the
night of the performance. (e.g, World Dance Series...presented by ABC Attorneys-at-
Law)
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 Community Youth Choir $17,500 - $20,000
• Library Program Sponsorships—Needs description and dollar amounts
• Playhouse Membership Program To Be Announced
A Membership Program is offered to individuals, families and corporations who are
interested in participating in and supporting the Playhouse programs. Membership levels
will be divided into 2 donor giving categories.
Benefits at the Higher level 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 a family event, name listing in program or on
Member's Wall,free subscription to Playhouse Newsletter, etc.
Benefits at the Lower level include: All of the above, with the exception of
complimentary tickets to Gala and the free Celebration Hall rental for a family event.
1:\COMMSERNCULTURAL ARTS PROIECTFin ces14.5.03DonorRecognitionRevised.doc
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 Ar 12-
250,000
Z250,000 2 8
100,000 5 h0 1-0
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 300hbb
Under 1,000* Many Many
i
DATE: April 8, 2003
TO: Rancho Cucamonga Community Foundation via City Staff
FROM: Gene House
SUBJ: ACTION ITEMS FOR APRIL 8 FOUNDATION MEETING
I refined and re-framed the ideas and information that was processed at recent meetings.
It includes ideas from both foundations, from city staff and from me. Your approval of
these ideas, coupled with approval by the Library Foundation will allow me to
incorporate this material as a significant portion of the fund development plan and
provide you with the specific direction needed to launch your efforts.
1. CAMPAIGN DOLLAR GOAL
Recommended goal is $2 million minimum paid or pledged on opening day.
2. PURPOSE OF ENDOWMENT
Recommended that endowment fund be used to help support operations of library and
theatre.
3. FUND RAISING SPLIT BETWEEN LIBRARY AND THEATRE
Recommended that first million be split evenly, unless donor designations to either the
Theatre or Library exceed$500,000. In that event, splitting of undesignated gifts
would continue until both accounts have their original $500,000. Once the library has
its book money, 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
sponsor theatre productions,etc. However,emphasis will need to be on endowment.
4. 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.
1
5. CAMPAIGN VOLUNTEER LEADERSHIP
Recommended that:
a. 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, Rod Gilfrey
Elected Officials r 0*
Recommended that membhiship ' clude such individuals as Jim Brulte, David
Dreier, Bob Dutton, Paul Biane, Tonal Mayors
Celebrity Members—What is neede from them.
- public endorsement
- publicity photos, photo op, quotes r publication, personal appearance
Celebrity Members—Membership _ 60""
Recommended that membership invit i ns include Susan Anton, Shirley Jones,
Mark Harmon and others upon approva .
b. Campaign Cabinet—What is needed from them,. i
- a stretch giIr
ft - fir ��; i; s� y:�.:, , ��- �r.
- solicitation — J
- leads -
- general campaign management —
Campaign Cabinet—Membership
Recommended that Tony Mize and Paul Williams serve as co-chairs, with other
members including Jo Dutton, Mike Arreguin, Ruth Leal, Ray Wimberley,Herb
Fisher(San Bernardino County Schools Superintendent) and a Etiwanda School
District representative. 5!p UWA �U 6hUn
c. 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
2 { -J/ - - ', ✓tom
fund that is being established to assist both library and theatre operations.
6. CAMPAIGN BUDGET
Rancho Cucamonga has elected to proceed without a paid professional campaign
manager. The following budget comments are, therefore, based on that.
a. City staff will provide administrative staff support and campaign coordination.
b. 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.
c. The city is already covering a number of campaign expenses from different
sources. The foundations may need to budget some funds for the campaign
(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. Staff will
prepare a campaign budget for future consideration. It may be appropriate for
both foundations to allocate some limited start-up funding.
7. GIFT CHART
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.
8. DONOR RECOGNITION AND COMMEMORATIVE GIFT PROGRAMS
Recommended that the changes to this policy document that were discussed April 5 be
approved. Revised copy of the proposal is attached.
9.TIMETABLE
Recommended that the attached timetable outline be approved.
10. OTHER STUFF
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