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Home My WebLink About02/09/16 (Agn) Lib Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA ADJOURNED MEETING 6:00 p.m. September 16; 2002 Storytime Room Rancho Cucamonga Public Library 7368 Archibald Avenue Rancho Cucamonga, California 91730 City Councilmembers William J. Alexander, Mayor Diane Williams, Mayor Pro Tem Paul Biane, Councilmember Grace Curatalo, Councilmember Bob Dutton, Councilmember Foundation Boardmembers Paula Pachon, President Sue Balchak, Boardmember 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 Seat - /07 030001 at 30 A r I posted a true and correct copy of the meeting agenda dated $e Ft. 16, a00a 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 _0a at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga B Y: l/ /it110 JCX�^� Vivian Garcia, Administrative Secretary City of Rancho Cucamonga Rancho Cucamonga Public Library Page 1 Library Foundation Board Agenda Adjourned Meeting,September 16,2002 A. CALL TO ORDER Roll Call: Pachon ,Balchak ,Bradshaw Davies ,Filippi , Viricel , and Williams 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: July 22 and August 19,2002. 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) Victoria Gardens Branch Library a) Update on Status of Project and Grant Application. Oral report by staff. 2) Status of the new Bookmobile. Oral report presented by Deborah Clark, Library Director. 3) Update of State Farm Open. Oral report by President Pachon. 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) Telethon 2002. Oral reports and discussion. a) Status of Collections i) Update on Pledges Unaccounted For. 2) Donor Wall Recognition a) Director update on results of gathering plate information. Oral report from Director. 3) Provide Board Development process and creation of Strategic Plan. a) Update on potential development providers. Report attached. 7 Rancho Cucamonga Public Library Page 2 Library Foundation Board Agenda Adjourned Meeting,September 16,2002 4) Holiday Winery Event: 2003 Discussion of event scheduled to be held Friday, November 22,2002. 5) Current vacancies on the Foundation Board and recruitment update. Presented by Deborah Clark,Library Director. 6) Sacramento Workshop: Highlights on workshop presented by Boardmember Balchak. 7) Determination of date for next meeting. 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 1, 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 Thursday,September 12,2002,6:00 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 PUb1, 1C LIBRARY Staff Report DATE: September 16, 2002 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 August 19, 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. Respectfully submitted, 4�e Deborah Kaye I rk Library Director i CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA LIBRARY FOUNDATION BOARD Adjourned Meeting A. CALL TO ORDER An adjourned meeting of the Rancho Cucamonga Library Foundation Board was scheduled for Monday, July 22, 2002, at 6:00 p.m. in the Tri-communities Room at the City of Rancho Cucamonga, located at 10500 Civic Center Drive Rancho Cucamonga, California. The meeting was canceled. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: 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, August 19,2002,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 6:00 p.m. Present were Boardmembers Balchak, Bradshaw, Davies, Filippi, Pachon and Williams. Deborah Clark, Library Director and Vivian Garcia, Senior Administrative Secretary, were also present. B. ANNOUNCEMENTS AND PRESENTATIONS Presentation on the Chaffey College Foundation Telethon by Bob Balzer, Past President of the Chaffey College Foundation and Publisher of the Inland Valley Daily Bulletin. Deborah Clark, Library Director, introduced Bob Balzer to the Library Foundation Board. Bob Balzer, Past President of the Chaffey College Foundation, gave an oral report on the Telethon that Chaffey College will be holding October 12, 13 and 14 to clarify how the event came about and to assure the Library Foundation Board of his continued support of the Library Telethon. C. CONSENT CALENDAR Cl. Approval of minutes: June 17, 2002 (Williams abstained). MOTION: Moved by Boardmember Davies to approve the minutes for June 17, seconded by Boardmember Filippi, motion carried, 5-0-1-1 (with Viricel absent). D. LIBRARY DIRECTOR'S STAFF REPORTS D1. Victoria Gardens Branch Library. a) Update on status of the project. 3 Library Foundation Board Minutes August 19, 2002 Page 2 Deborah Clark, Library Director, gave an oral report on the status of the Victoria Gardens Branch Library. E. BOARD BUSINESS E1. Telethon 2002. Oral reports and discussion. a. Status of Collections. i) List of Pledges Unaccounted for: Report attached. Deborah Clark, Library Director, reviewed the list of unpaid pledges with the Board and the Board divided the list to begin personal phone calls to delinquent donors. b. Recognition Events i) Council recognition (1) Who—Business Major Sponsors (2) When —September 18th Deborah Clark,Library Director,asked the Board to confirm September 18's for Council recognition for Business Major Sponsors. The Board approved the date. E2. Donor Wall Recognition a. Updated list of individuals and organizations eligible for donor wall recognition attached. Deborah Clark, Library Director, reviewed the staff report on Donor Wall recognition. The Board divided the list to begin personal phone calls to solicit information. E3. Establish Goals for 2002/2003. a) Foundation Board Development and creation of strategic plan. Oral report by Library Director Deborah K. Clark. Deborah Clark, Library Director, explained that a Request for Quotation went out to four training providers. President Pachon and Secretary Davies agreed to work as a subcommittee to analyze proposals. Library Foundation Board Minutes August 19, 2002 Page 3 E4. Review of preliminary Proposed Budget for 2002/2003. Report attached. Additional information available at the meeting. Presented by Library Director Deborah Clark. Deborah Clark, Library Director, reviewed an updated report with the Board. MOTION: Moved by Boardmember Williams to approve the proposed budget for 2002/2003, seconded by Boardmember Bradshaw, motion carried, 6-0-1 (with Viricel absent). E5. Sponsorship of volunteers for the State Farm Open. Report attached. Presented by Paula Pachon, President. President Pachon discussed with the Library Foundation Boardmembers the Golf Tournament sponsored by State Farm. She also stated volunteers are needed to help with the event. State Farm has donated $5,000 each year to the Library Foundation from this event. MOTION: Moved by Boardmember Williams to approve sponsoring twenty (20) volunteers at an approximate cost of$39 per volunteer in support of the State Farm Open,seconded by Boardmember Balchak, motion carried, 6-0-1 (with Viricel absent). E6. Holiday Winery Event: Discussion on possible event. After discussion, the Board recommended Friday, November 22 as a date for the Holiday Winery Event. Boardmember Filippi will check the calendar for the Winery and let Deborah Clark know if the date would work. ET Current vacancies on the Foundation Board and recruitment update. Presented by Deborah Clark, Library Director. Deborah Clark, Library Director, stated that there were two openings for the Library Foundation Board. Applications are available in the City Clerk's office and are due on September 3, 2002. E8. Determination of date for the next meeting. The next meeting for the Library Foundation Board will be on Monday, September 16,2002, at City Hall in the Tri-communities Room at 6 p.m. S Library Foundation Board Minutes August 19, 2002 Page 4 F. IDENTIFICATION OF ITEMS FOR NEXT MEETING Fl. Holiday Winery Event F2. Telethon 2002 F3. Foundation Board Vacancies F4. Donor Wall Progress F5. State Farm Open G. COMMUNICATIONS FROM THE PUBLIC None received. H. ADJOURNMENT MOTION: Moved by Boardmember Williams, seconded by Boardmember Balchak to adjourn to Monday, September 16, at 6 p.m., motion carried, 6-0-1 (with Viricel absent). The meeting adjourned at 7:22 p.m. Respectfully submitted, V Vivian Garcia Administrative Secretary Approved: W 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: 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: 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 C a Library Director D - 2 - 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. 9 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. 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 aaee 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 (1 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: dclark@ci.rancho-cucamonga.ca.us All submission should be delivered to this address by 5:00 p.m., August 30`x', 2002. PHILLIPS & ASSOCIATES d 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: �ary(ddphillipsontheweb.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 310.2.2 08.7772 310.208.7066 FAx wuw pb ilhipsonrbeunb,corn /�l 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 Deborah Clark,Director September 4,2002 Rancho Cucamonga Public Library Foundation Page 3 PHIL L I P S & A S S O C I A T E S u� 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 firm 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 firm, 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. Deborah Clark,Director September 4,2002 Rancho Cucamonga Public Library Foundation Page 4 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. Jo Alice Canterbury Co-chair, Major Donor Committee Orinda Library P.O. Box 152 Morinda, California 94563 (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. Deborah Clark,Director September 4,2002 Rancho Cucamonga Public Library Foundation Page 5 M PHILLIPS & ASSOCIATES y� Jane Haderlein Vice President, Development Huntington Memorial Hospital 100 W. California Blvd. j 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 y (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. Deborah Clark,Director September 4,2002 Rancho Cucamonga Public Library Foundation Page 6 PHILLIPS & ASSOCIATES .NwYx 4V p:tier Deborah, thank you for inviting our firm to present our professional credentials your consideration incerely, Gary ips Chairman enclosures: 3 copies as requested I i . i Unpaid Pledges Pledge Amount Donor $100.00 Riehn, Robert& Maggie Robert&Maggie Riehn $75.00 Johnson,Micha Micha Johnson $50.00 Wilson,John John Wilson $50.00 Lee,Monica Monica Lee $50.00 Gaines,Sofia Sofia Gaines $50.00 Cohen, Harvey Harvey Cohen, M.D. $50.00 Horton, Robert Robert Horton - $50.00 Robertson,Sue Sue Robertson $25.00 Nichols, Darlene Darlene Nichols $25.00 Van Hook,Taylor Taylor Van Hook $20.00 Schmidt, Michael&Sarah Michael&Sarah Schmidt $20.00 Bell, Patricia Patricia Bell $5.00 Esmond,Alyssa Alyssa Esmond $2.00 Shaloan,Crystal .Crystal Shaloan $1.00 Surrell,Sydney Sydney Surrell Monday,September 16,2002 Page I of I NOTICE OF ADJOURNED MEETING Notice is hereby given that the Rancho Cucamonga Library Foundation Board at their meeting held Monday, September 16, 2002, adjourned said meeting to Monday,October 14, 2002, at the hour of 6:00 p.m., in the Tri Communities Room at the City of Rancho Cucamonga, 10500 Civic Center Drive, Rancho Cucamonga, California. Said adjournment was passed by the following vote: AYES: Bradshaw, Davies, Pachon, Viricel and Williams NOES: None ABSENT: Balchak and Filippi ABSTAIN: None V� ' Vivian Garcia, Library Administrative Secretary Rancho Cucamonga Public Library September 16, 2002