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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