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Home My WebLink AboutSP December 9, 2003 / 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US SPECIAL CITY COUNCIL MEETING Tuesday, December 9, 2003 6:00 PM AGENDA 1. Call to Order 2. Approve Agenda 3. AndoverlYMCA Community Center Capital Campaign , 4. Other Business , J 5. Adjourn . / / 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923. WWW.CLANDOVER.MN.US SPECIAL CITY COUNCIL MEETING Tuesday, December 9, 2003 6:00 PM AGENDA 1. Call to Order 2. Approve Agenda 3. AndoverNMCA Community Center Capital Campaign / 4. Other Business 5. Adjourn . / ANDOVERlYMCA COMMUNITY CENTER CAPITAL CAMPAIGN CITY COUNCIL & CAMPAIGN LEADERSHIP WORKSHOP TUESDAY, DECEMBER 9,2003 6:00-7:30 P.M. AGENDA We1come and Thank You Ground Rules For Workshop Campaign Principles Criteria for Success Defined Campaign Organization Gift Policies Job Descriptions Robie's Role / Campaign Calendar Campaign "local' Budget Hiring a Consultant Other Business J / GROUND RULES 1. . KEEP THE DISCUSSION TO FUND RAISING NOT BUILDING OR POLITICAL ISSUES. 2. KEEP IT POSITIVE. THOUGH WE HAVE HAD A TOUGH START DOES NOT MEAN WE CANNOT BE SUCCEESSFUL. 3. RESPECT EVERYONE AT THE WORKSHOP. BE CURTIOUS AND KIND. 4. CHECK EGO'S AT THE DOOR. FUND RAISING IS NOT ABOUT WHOM GETS THE GIFT OR GETS THE CREDIT. IT IS ABOUT REACHING THE GOAL AS A TEAM. 5. RESPECT THAT THE CITY AND THE YMCA ARE EQUAL PARTNERS AND BOTH WANT THE CAMPAIGN TO SUCCEED. 6. RESPECT THE TIME FRAME. I 7. PARTICIPATE. ASK QUESTIONS IF YOU NEED CLARIFICATION OR FURTHER UNDERSTANDING. 8. TONIGHT STARTS "PHASE II". LET'S GO GET THE JOB DONE!!! PRINCIPLES OF A CAPITAL CAMPAIGN / 1. The campaign organization and strategies are based on financial potential. 2. The Inner Family must give first and set the example and tone. The campaign should only be announced after the Inner Family has given. Two goals should be set: a financial goal and 100% participation. 3. Recruitment goes from the top down. The leaders of an organization must be at the top of the campaign organization. 4. One phase of recruitment does not start until the phase behind it is complete. 5. Given enough time, recruitment is best when done person to person, and we ask volunteers to recruit no more than 5 people. 6. In most cases, the campaign should be conducted in a decreasing order. Larger gifts should be sought first, medium gifts second and smaller gifts last. 7. The most effective solicitation is conducted person to person, in teams of two, and peer to peer. / 8. Prior to solicitation, the volunteer must first make a pledge. The results will be much greater when there are no exceptions. 9. Results are always greater when a prospect, at all levels in the campaign, is asked to consider a specific amount. 10. All volunteers deserve a written job description, proper orientation and training, staff encouragement and assistance, communication on an ongoing basis, and recognition. 11. When volunteers become closely involved by stopping by the campaign office and being updated on almost a daily basis, successful, fun and exciting campaigns happen. 12. A professional campaign office is best. We encourage hiring a paid staff, enacting good office practices, respecting confidentiality, and exhibiting a friendly helpful atmosphere. In addition, campaign materials need to be professional in nature stressing the donor's point of view and asking for a gift. 13. A calendar with recruitment and progress deadlines is essential. 14. Volunteers, donors, and staff must be made to feel appreciated at all times. Without their participation a campaign will not succeed, I . . / CRITERIA FOR SUCCESS: A CASE THAT IS VALID AND REALISTIC COMMITMENT BY THE BOARD OF DIRECTORS INVOLVEMENT OF THE TOP CORPORATE AND COMMUNITY . ) LEADERS A STRATEGY TO OBTAIN TOP LEVEL GIFTS PROPER PLANNING PROPER TIMING A CONSULTANT THAT IS PASSIONATE AND EXPERIENCED . ) i AndoverfYMCA Community Center CAPITAL CAMPAIGN ORGANIZATION CHART GOAL: $3,500,000 Andover City Council + Campaign Steering Committee y Campaign General Inner Family Treasurer Chairperson I ..- ... ... ... Advance Committee Leadership Committee Community Teams Prospect $25,000+ $5,000 - $24,999 Under $5,000 Committee Goal: $2,500,000 Goal: $650,000 Goal: $350,000 + + + I Chair Appoints Chair Appoints Speakers 6 Vice Chairs 3 Section Leaders Bureau ~ ~ ~ Vice Chairs Section Leaders Each Recruit Each Recruit P.R. Committee 5 workers 4 Division Managers + Division Managers Each Recruit 4 Team Captains ... Team Captains Each Recruit 4 Workers J / .~ t -B .~ 0: .~ '.. 'r; ... ... ... g. g. g. g. Q~ u u u u ~ ~ S t3 ~ -~ -~ 'B .S -< .~ ~ ;g 'r; al ... ... ~ g. g. g. g. ~ Q~ u u u u Z 0 g il E== -~ -~ .5 .~ .~ ~ '" u -r; al ... ... ... ... g. g. g. g. ~ Q~ u u u u 00 , g l3 'B .~ _S .~ Om ~ '" -r; li1 ... ... ... g. g. g. g. Q~ u u u u ~ 0: ... .~ .~ .~ .2 ~ .5 r"'l '" '" '" -r; g ... ... ... ... ~~ g. g. g. g. Q~ u u u U tn ~ ~Uc ~z ~ 0: 13 ~ooc ~ .~ ~ .~ -~ .~ .5 ~ c~ E-<O -r; g ... ... g. ;g o c ....ge g. g. g. 'U~~ E-<r"'l ~ Q~ u u u u J<E-o!l:l ~~ Z U>< .. ~~~ 0 g a1 ~@ .... .~ _S -B -~ Eo< orb ~ ;g U -r:: al ... ... g. g. g. t:r ~~ 0 ~ Q~ u u u u U 00 o~ ~8 0: il -~ .~ 'B _5 .~ ~ '" 'r; li1 ... ... ... t:r g. t:r t:r Q~ u u u u 13 il .~ .~ -~ .~ Om ~ 'r; a ... ... ... ~ g. t:r g. Q~ u u u u ~ ~ 0: il ~ .~ ~ .5 'B .~ -~ -< ~~ .;g ... ... ::3 g. g. g. g. u u u u Z S 0: ... .5 .~ 'B .5 .9 ~ Eo< '" '" ;g '" u 'r:: g ... ... g. g. g. g. ~ Q~ u u u u 00 0: ... .5 .5 -~ -~ o g, or;:: ~ ;g '" 'r:: g ... ... ... g. g. g. g. Q~ u u u u / HANDLING PROPERTY AND SECURITIES The board of directors must establish at an early date a policy regarding the disposal or holding of securities. An official should be authorized to carry out such policy. This usually is the executive director, but may be an officer of the board. It is the recommendation of that securities be disposed of on the same or next trading day unless donor should specifY a particular sale price. . It is coIl1JI10n practice for donors to work through their own agents in donating stock. In cases where the donor deals directly, the board should have determined the agents to be used. All transfer costs are considered shrinkage on pledges and absorbed by The City unless specifically instructed to the contrary by the donor. The donor will be given credit for the full market value of the securities. A complete record of all securities donated should be kept by the authorized official with a duplicate in the campaign office. The record should include: name of donor certificate number date gift received market value on date of receipt , / number of shares net sale value name of stock name of transfer agent Gifts of real estate and/or other property (art objects, automobiles, etc.) need to have an impartial appraisal at the time the gift is received, and the dollar amount reported should be approved by the board. Care will be taken in ascertaining whether any property can be accepted, with final approval resting with the board of directors. The City of Andover reserves the right to refuse any gift in order to protect its liability and/or financial obligations. The City Council will determine and the workers will be instructed in the mechanics of receiving and transferring of gifts of securities and property. The correct legal name of the organization should be known by every worker and statfmember. / \ / SAMPLE POLICY ON HANDLING PROPERTY AND SECURITIES 1. All securities received will be disposed of the same day received or the next trading day. This may be done through the donor's own agents or one determined by the board of directors or as the donor may instruct. 2. All transfer costs are considered shrinkage on pledges unless instructed otherwise by the donor, and the donor will be given credit for full market value ofthe securities. 3. A complete record of all securities will be maintained by the business office, as well as the campaign office. This record will include: a. name of donor b. date gift received c. number of shares d. market value on date of receipt e. name of stock f. certificate number g. net sale value h. name of transfer agent / 4. Gifts of real estate and/or other property (inventory, art objects, automobiles, etc.) will be counted in the campaign process. An impartial appraisal will be obtained when the gift is received to determine the dollar value to be reported. Gifts of building materials and/or services need to be approved. They must have recognizable value and be of need. Where particular specifications need to be met, it will be the decision of the appropriate contractor to accept. 5. To expedite the receipt and transfer of securities and property, the correct legaJ name of this organization will be used and will be supplied to all campaign workers for reference. 6. The city finance director is authorized to carry out this policy. Approved by the City Council Date . HANDLING "GIFTS IN KIND" (To be approved at the earliest date possible; prior to accepting any gift.) Under certain conditions, it is possible to encourage larger gifts by suggesting they be made in terms of goods or services. The donor may claim as a tax deduction any gift of inventory based on the donor's cost (not today's fair market value at retail) provided the item, if sold, would have generated income as contrasted with capital gains. (Examples: Livestock, crops, building materials, merchandise, etc.) Although donors may not claim a tax deduction for services, they may claim incidental expenses incurred, such as meals, travel expenses, parking, supplies, etc. However, gifts of services (landscape planning, architectural, engineering, painting, clean up, etc.) can be accepted ifthey save on expense related to the development project. A gift of building materials and services has value when it complies with the following: 1. It must be usable - / a. the architect needs to agree that it is an item that can be included in the plans b. the quality must meet specifications c. the general contractor must be willing to use it 2. It must have a recognizable dollar value. 3. It influences the contracting of bids, which reflects back on #1 c above. The Campaign Steering Committee, or other designated body, must approve each "gift in kind," verify it as consistent with policies adopted by the board of directors, and authorize its inclusion in campaign production. If the gift relates to a building project, it should be approved by a building committee or similar group. Approved by the City Council Date / , HANDLING DESIGNATED GIFTS "Designated gifts" are those which a donor gives with the stipulation that certain conditions must be met if the gift is to be included. Such gifts must be considered carefully before acceptance, as unanticipated and burdensome problems may arise which may be far more detrimental to the project (and the organization) than the gift is advantageous. Acceptance of designated gifts should be based upon the following principles: A. The gift will enhance the agreed-upon project for which funds are being raised. B. Acceptance ofa designated gift will not increase the originally anticipated cost of the project by: 1) Increasing overall project costs, or 2) Increasing ongoing operational costs. Sample Designated Gifts Policy / The City Council of the City of Andover, or its designated agent, will verifY that any designated gift is appropriate to the approved capital campaign project prior to its acceptance and inclusion in campaign production. Should such a gift not meet acceptable criteria as here defined, an appropriate city official should be designated to negotiate with the prospective donor for the purpose of: 1. modifYing the gift designation to fit within the parameters of the capital campaign project, or 2. delaying the presentation of the gift until after the current capital campaign so as to determine its value and applicability to the organization independently. If the designated gift does not meet the needs of the case statement, its value will not be counted toward the campaign goaL Approved by Date 14 SUGGESTED POLICY ON FACILITY NAMING RIGHTS It is recommended that the consultant or a designated agent sits down with the plans and decide which rooms, area and equipment can be named for a capital campaign gift. The cost of each room, area or piece of equipment is then priced to the actual dollar. The actual price tag for the naming rights can not be less than 50% of the actual cost. However, the consultant along with the Steering Committee will price each area at a price equal to the visibility, some of which could be more than 50%. It is also suggested that naming rights do not permanently on to the area until the pledge is paid in full. RECOGNIITION The consultant will suggest a form of permanent recognition other than naming rights. The Campaign Steering Committee will determine the amount needed for that form of recognition. It is strongly suggested that the minimum be set at a level that allows for a "stretch" gift over a five-year period. / I J ANDOVER/YMCA COMMUNTIY CENTER JOB DESCRIPTION OF THE CAMPAIGN GENERAL CHAIR 1. The General Chair becomes active in and chairs the Campaign Steering Committee. 2. Assists in selecting and recruiting of key campaign leaders, and is responsible for: a. Leadership Gifts Chairperson b. Community Gifts Chairperson c. Support committee chairpersons such as: Public Relations Committee Chairperson Speakers Bureau Committee Chairperson Prospect Listing Committee Chairperson 3. Presides at key meetings during the general campaign, including meetings of the steering committee, kick off meetings and report meetings. 4. Attends other important meetings as schedule permits, including general report meetings during the final week of the campaign. 5. Assists the chairs of the Advance Gifts Committee and is co-responsible for the recruitment, / orientation, and follow-up of the Advance Gifts Committee members. 6. Devotes the necessary time and leadership to direct and follow-up the work of the committee chairs. Challenges and assists chairpersons and workers to complete solicitation within the time allotted and with the best possible results. 7. Makes a personal pledge of financial support to the best of their ability before asking anyone else to pledge. Encourages all campaign personnel to do the same. Anticipated Time from December 2003 to May 2004 Recruitment of Campaign Leadership 4 hours Attends/Chairs Campaign Steering Committee Meetings 6 - 8 hours Recruitment, Orientation & Follow-up of Advance Gifts Committee 8 - 10 hours Solicitation oflO - 12 Prospects 10 - 12 hours Attends Leadership Gifts Kick Off 2 hours Attends Community Gifts Kick Off 2 hours Other Meetings/Appearances/General Support 15 - 20 hours 47 - 58 hours J JOB DESCRIPTION OF THE ADVANCE GIFTS CHAIRPERSON ADVANCE GIFTS GOAL: $2,500,000 Advance Gifts is a selected group of prospects of the highest potential, designed to produce $2,500,000 or more of the total production and set the pace for the overall campaign. 1. The chairperson plans, organizes and coordinates the Advance Gifts portion of the campaign in accordance with the guidelines given by the consultant. Advance Gift Prospects are those who have the ability to give $25,000 or more. 2. He or she selects and enlists 8 to 10 qualified committee members to whom are assigned the Advance Gifts prospects. Solicitation should normally be done by two-person teams. 3. The chairperson determines a schedule of solicitation and periodic meetings for the evaluation of progress between December 2003 and April 2004. 4. The chairperson attends the regular meetings of the Campaign Steering Committee. 5. The chairperson follows up and assists the committee members in completing their assignments. 6. Gives a personal pledge to the best of their ability. Anticipated Time from December 2003 to April 2004 Recruitment of 8 - 10 persons 8 hours Orientation and kick off 2 hours Solicitation of Prospects 8 - 10 hours Report Meetings 6 - 8 hours Campaign Steering Committee 6 - 8 hours 30 - 36 hours I ANDOVERlYMCA COMMUNITY CENTER JOB DESCRIPTION OF THE LEADERSHIP GIFTS CHAIRPERSON LEADERSHIP GIFTS GOAL: $650,000 1. Plans, organizes, and coordinates the Leadership Gifts phase of the campaign. 2. Enlists the committee members as assistants to conduct the Leadership Gifts solicitation. 3. Orients the committee members on campaign purpose, method of solicitation, and responsibilities. 4. Periodically meet with committee members to evaluate progress, discuss strategy and resolve problem areas. 5. Attends Campaign Steering Committee meetings. 6. Presides at the Leadership Gifts kick off and report meetings held between February, 2004 and April, 2004. 7. Visits personally with 6 - 8 prospects. 8. Makes a personal pledge to the best of their ability. Anticipated Time from Dec. 2003 through April 2004 Recruitment of Vice Chairs 5 hours Vice Chair Meetings 5 hours Kick Off 2 hours Solicitation of Prospects 6 - 8 hours Report Meetings 6 - 8 hours Campaign Steering Committee 6 - 8 hours 30 - 36 hours / JOB DESCRIPTION OF THE COMMUNITY GIFTS CHAIRPERSON COMMUNITY TEAMS GOAL: $350,000 1. . Plans, organizes, and coordinates the Community Gifts Organization for the community campaign which encompasses all those individuals, organizations, firms, businesses, etc., classified as being potentially less than Advance and Leadership Gifts. 2. Recruits three Section Leaders as assistants to conduct the Community Gifts Campaign solicitation. 3. Orients the Section Leaders on the campaign purpose, method of implementation and responsibilities. 4. Assists and sees that the Section Leaders successfully recruit their three Division Managers, their captains, and the captains, their workers. 5. Assists the Section Leaders in instruction of their volunteer workers. 6. Periodically holds meetings of Section Leaders to evaluate campaign progress, discuss strategy, and resolve problems. / 7. Attends campaign committee meetings. 8. Attends and presides at Community Gifts Organization orientation, kick off and report meetings. 9. Personally visits with 6 - 8 prospects. 10. Makes a personal pledge to the best of their ability. Anticipated Time December 2003 - May 2004 Recruit Section Leaders 3 hours Section Leaders Meeting 1 hour Division Managers Meeting 1 hour Captain's Meetings 2 hours Orientations 6 hours Kick Off 3 hours Solicitation of 6 - 8 prospects 6 - 8 hours Report Meetings 7 hours Progress Meetings 4 hours Follow Up 6 - 8 hours Campaign Steering Committee 6 - 8 hours 45 - 48 hours / ! ANDOVERNMCA COMMUNITY CE~TER DRAFT CAPITAL CAMPAIGN CALENDAR WEEKS OF DEe. 8.15 Consultant Dates Meet with City Council Presentation Book Layout Evaluate & Appraise Advance Gift Prospects Confirm General Chair Recall Prospect Committee Chair Fact Sheets Pictures Complete WEEKS OF DEC. 22.29 Meet with Inner Family Prospect Committee Steering Committee Meeting Inner Family Committee Recruited Inner Family Appraisal Fact Sheets Completed Inner Family Materials Prospect Packets Worker Kits Inner Family Gift Kick Off Agenda , I Campaign Office Community Gift Chair Recruited Kick Off Inner Family Planned Hire Consultant WEEKS OF JAN. 5 Presentation Book Outline Complete Inner Family Kick Off Prospect Committee Meeting Invitations out for Inner Family Gift Dinner Steering Committee Meeting Recruit Leadership Vice Chairs WEEK OF JAN. 12 All Inner Family Gift Pledges In Follow up on Advance Gifts Committee Chair for Collections RSVP for Inner Family Dinner Program for Inner Family Dinner Community Phase Chair Recruited P.R. Committee Chair Recruited I Leadership Vice Chair Meeting 4 WEEK OF JAN 19 Inner Family Gift Dinner / Meet with P.R. Chair and Develop Plan Review Calendar Review of Prospect List Steering Committee Meeting Review Foundations Recognition Worker Incentives Begin Brochure Layout . Advance Gift Report WEEK OF JAN 26 Appraisal of Major Gift Prospects Brochure Layout Complete List of Service Clubs Advance Gift Report Recruit Guest Speaker Final Advance Gift Report Meeting Leadership Gift Materials Prospect Packets Worker Kits Enter All Prospects Letter to Service Clubs / Steering Committee Meeting Section Leaders Meeting WEEK OF FEB. 2.9.16 All Leadership Gift Committee Members Recruited Leadership Gift Kick Off Agenda Prepare for Leadership Gift Kick Off Leadership Gift Kick Off Follow Up On Leadership Gift Volunteers Leadership Gift Report Board Leadership Gift Assignment Sheets Division Managers Meeting WEEKS OF FEB.23 Leadership Gift Report Meeting Captains Materials List of Prospective Workers Recruit Captains Follow Up With Captains Skit Prepared / 5 - - - WEEK OF MARCH 1 / Captains Meeting Prepare Teams Materials P. R. Plan begins .WEEKS OF MARCH 8.15 Media Luncheon All Workers Recruited Bulletin 1 WEEK OF MARCH 22 Orientations Volunteer Day Mailing Out Bulletin 2 WEEK OF MARCH 29 GRAND COMMUNITY KICK OFF Bulletin 3 Prepare for Report Meetings WEEK OF APRIL 5 Report Meetings 1 & 2 / Bulletins 4 & 5 WEEK OF APRIL 12 Report Meetings 3 & 4 Bulletins 6 & 7 WEEK OF APRIL 19 Report Meetings 5 & 6 Bulletins 8 & 9 WEEK OF APRIL 26 Final Report Bulletin 10 Report to the Board 6 . \, I THE PLACE TO BE' ANDOVER YMCA/COMMUNITY CENTER CAPITAL CAMPAIGN BUDGET PREPARATION I. Office A Clerical 1. Salaries ($15 per hour x 40 hours x 24 weeks) 14,400 2. Taxes and benefits (20%) 2.880 17,280 B. Office 1. Rental 0 2. Furniture 0 3. Typewriter Rental 0 4. Computer 0 5. Printers 0 6. Software 0 7. Copy Machine (350/month x 9 months) 0 8. Utilities 1,800 9. Misc. (calculator, answering machine, etc.) 500 2,300 / C. Office Supplies 1.500 1,500 D. Postage 1. Brochure Mailings 250 2. Worker Mailings 350 3. Newsletters 150 4. Miscellaneous 100 850 E. Telephones 1. Installation 250 2. PurchaseILease 250 3. Monthly Service 1,350 4. Cut Off Q 1,850 F. Miscellaneous 0 TOTAL OFFICE $23,780 ; .t:J / II. Public Relations A. Brochures 3,000 B. Presentation Books 2,500 C. A wards for Volunteers 1,500 D. Flyers 0 E. Community Activities 2.500 TOTAL PUBLIC RELATIONS $9,500 III. Printing A. Pledge Cards 450 B. Recruitment Cards 0 C. Prospect Profiles 0 D. Stationery 750 E. Envelopes 1,500 F. Case Statements 0 G. Statements 0 H. Bulletins 0 1. Miscellaneous 750 TOTAL PRINTING $3,450 , ; IV. Signs A. Campaign Office Sign 100 B. Campaign Scoreboards 250 C. Table Signs 150 D. Card Racks 0 E. Miscellaneous 300 TOTAL SIGNS $800 V. Photographs A. Leadership 800 B. Brochure 100 C. Miscellaneous 100 TOTAL PHOTOGRAPHS $1,000 I I l ~. , , VI. Covers and Report Forms A. Manual Covers 250 B. Case Statement Covers 300 C. Report Envelopes and Forms 250 TOTAL COVERS $800 VII. Meals and Meetings A. Rental 0 B. Entertainment 0 C. Meals and Refreshments less Donations 2.500 TOTAL MEALS & MEETINGS $2,500 VIII. Travel A. Foundations 1,000 B. Local 200 , TOTAL TRAVEL $1,200 . . I Office 23,780 P.R 9,500 Printing 3,450 Signs 800 Photographs 1,000 Covers and Reports 800 Meals and Meetings 2,500 Travel 1,200 TOTAL CAMPAIGN BUDGET $43.030 1.2 % of total goal of $3.500.000 /