HomeMy WebLinkAbout03/03/03 (Min) Lib Fnd Board 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 3, 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 6:06 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. ELECTION OF OFFICER
BE Election of President. Report attached. Election conducted by Secretary Rebecca Davies.
Boardmember Davies opened the floor for nominations for President.
Boardmember Pachon nominated Paul Williams.
Boardmember Viricel seconded the nomination.
Boardmember Davies closed the floor for nominations.
Boardmember Davies called for a vote to have Paul Williams as President. The vote was 11-0.
C. CONSENT CALENDAR
Cl. Approval of Minutes: January 21, 2003 (Akahoshi, Viricel and Wimberly abstained).
MOTION: Moved by Boardmember Filippi to approve the minutes, seconded by Boardmember
Cotter. Motion carried, 8-0-0-3.
C2. Approval of minutes: February 10, 2003 (Cotter and Wimberly abstained).
Boardmember Davies asked to add Boardmember Viricel to Item D2, Page 3, paragraph 5, of the
minutes.
Library Foundation Board Minutes
March 3, 2003
Page 2
MOTION: Moved by Boardmember Filippi to approve the minutes with changes, seconded by
Boardmember Mitchell. Motion carried, 9-0-0-2.
D. LIBRARY DIRECTOR'S STAFF REPORTS
None listed.
E. BOARD BUSINESS
E1.Collaboration with Community Foundation Board.
a) Review of the schedule for Board Development process for Community and Library
Foundations. Oral presentation report by staff with schedule attached.
Deborah Clark, Library Director, confirmed all the dates listed except for April 21 or 24 on the
schedule with the Board.
E2.Library Foundation Board Development: facilitated by Gene House.
Gene House,Facilitator,presented an oral report on Board Development with the Foundation Board.
Handouts were given and reviewed by Gene House with the Board on Boardmanship. Topics
covered:
How to be a Valuable Boardmember
Characteristics and Responsibilities of Effective Non-Profit Boards
Ten Commandments of Boardmembers
Roles and Responsibilities: Suggestions to Improve Board and Administrator Teamwork
Effective Statement of Board Responsibilities
Discussion of Board Strengths:
Diversity
Fund Raiser Venue
Varied Expertise
Hands-on Board
Common Cause
Library Foundation Board Minutes
March 3, 2003
Page 3
Great Staff'
Community Respect
Interpersonal Bonding
Signature Event—Telethon
Visionary
Discussion of Board Weaknesses:
Event Focused
Smaller $ Goals
More Fund Raiser Expertise
General Donor Research Lacking
Discussion of Environmental Strengths:
Model City
High Public Use of Library
Supportive City Council
Friends of the Library
Exciting Unique New Project
State Grant- $7.8 Million
Well Documented Need
Strong Child Component
Large Exciting Library Donor Date Base
Discussion of Environmental Weaknesses:
Chaffey College Telethon
Current Economy
City-State Budget Crisis
Other Local Foundations/Non-profit
Library is Tax Supported (Assisted) Institution
No Major Corporation/FD Headquarters
Break at 7:35 p.m.
Return 7:41 p.m.
Discussion of Objectives:
Raise $2 Million
Library Foundation Board Minutes
March 3, 2003
Page 4
Develop A Plan
Increase Awareness of Need
Seek Volunteers & Donors
Board Expansion Training
Evaluate Collaborative Effort with Community Foundation
Gene House, Facilitator, asked the Board what topics they would like covered at the next training.
After discussion, the questions and topics were listed:
What can't we say when asking for donations?
Hot and Cold Buttons, what are they?
Making the ask
Knowing how much to ask for?
How to turn a "No" into a "Maybe?"
Tax advantages for donor—individual and corporation
Sample of fundraiser letter
Script for asking
Donor level assessment—how to know you asked for the correct $.
Boardmember Filippi left at 8:10 p.m.
Samples of tools staff can supply to the Board
Staff responsibilities in campaign
Organized campaign—review list of attendees or donors
Master calendar
Door hanger language— stand alone—direct mail (neighborhood)
F. IDENTIFICATION OF ITEMS FOR NEXT MEETING
F1. Revised Bylaws
F2. General Dynamics $5,000 check
G. COMMUNICATIONS FROM THE PUBLIC
None received.
Library Foundation Board Minutes
March 3, 2003
Page 5
H. ADJOURNMENT
MOTION: Moved by Boardmember Mitchell, seconded by Boardmember Akahoshi to adjourn to
Saturday, March 22, at 8:30 a.m., location to be determined, motion carried, 10-0-1 (with Filippi
absent). The meeting adjourned at 8:40 p.m.
Respectfully submitted,
Vivian Garcia
Administrative Secretary
Approved: March 24, 2003