Capital Campaign Committee meeting 12-1-10

	Capital Campaign Committee Meeting, Dec. 1, 2010 Location: JTEL office Agenda: Review of notes from Nov. 17, 2010 meeting Reports on assignments: Roy Earnest: office sponsorships, initial calls to grantors Susan Willsrud: campaign timeline, volunteers list Deirdre Helfferich: fundraiser timelines, community survey, request to state Greta Burkart: endowment research, grants.gov registration Monique Musick: marketing plan, logo ideas Community Revenue Sharing Survey questions, discussion Branding and logo discussion and ideas Points to/with Construction committee Schedule next meeting: January 5, 2011 Capital Campaign Committee Meeting Notes (draft) Attendance: Roy Earnest, Deirdre Helfferich, Monique Musick Call to order 6:15 Assignments: Roy- didn’t get a chance to meet with Susan. Left more office donor messages. Updated office donor lists and payment information. Will be contacting additional folks this week Deirdre- Didn’t get out the volunteer list to Roy and Susan. Did not really work on survey. Finished Lalapalooza timeline draft. Begin four months in advance Send out major letters Establish volunteers Contact authors Establish/confirm venue Set up a rough budget Three months out- start contacting musicians Two months- visual theme- marketing plan- calendars Establish backups One month out- design advertising- notices- fliers Send invitations to potential donors Three weeks- poster printing, advertising placement, press release Two weeks- PSAs Volunteer meeting One week- main volunteer meeting, confirm crews and equipment Pick up items Day before- set-up auctions Day of- food, perishables, late entries Day after- clean-up, thank you’s Monique- Did more work on business plan. Entered Nancy’s 1023 budget information- want to meet with her before sharing, Hope to wrap up application before next board meeting. Working on itemized budgets for Susan etc. FOR- Richard Nelson’s presentation- engaging volunteers Deirdre’s impression- not at all ready to join with us- not organized Grants & Resources FDNM article- city grants for engaging handicapped individuals Resource agency- get people involved A Vista volunteer would be wonderful Deirdre- email to Guttenberg asking about funding levels, limits, and updating him on library needs and progress Deirdre- contacted Katheryn Dodge, borough community development person. Asked about the request for consideration- however she’s out of town until the 3rd. Deirdre will write letter as soon as she knows to whom to address it . ECA- stress about competing with funding (for the park). They have their request in already- they are ahead of us. Doesn’t a more involved community make the community more noticeable- relevant. Funds are split between eligible organizations, Last time split between fire department and ECA. All dependent on legislative appropriations, number of claims, etc Survey questions- Lots of questions, need to slim down. Will launch at Lallapalooza. Purpose- interest, involvement, knowledge of, hopes for, etc. Tables Short form, long form Web based House calls Postage etc. expensive Mail out letter with post-it with web link that they can put on monitor until ready Emotional connotation is important- more so than demographics. Important question: what is your earliest library memory This committee should present draft to board, Then the board will refine and launch it at Lallapalooza Branding Amy is working on logo. Deirdre shared ideas- got some feedback. Good to have a vertical and horizontal version. The birch trees can double as books- Mo’s design suggestion Found a great website- thecommunitylibrary.org Construction Committee Communicating with construction committee: Low operating costs is more important than saving on green construction elements. Question from them: what do we need to know from them to clarify the building process Hans is chair- happy to answer our questions The builders know what it takes to build- non-builders may not always understand Capital campaign committee needs to be able to describe what we are planning for Need final design work- pronto Need to update and flesh-out construction timeline Perhaps set up a goal of 75–80 percent funding to begin construction: Some grantors want to fill in the gaps in the end What do we need in a contractor? Guidelines for selecting a contractor, RFP guidelines, vendor lists, local hire information Propose ways to manage the project Get the state’s “blackball” list of vendors Is it possible to have a Project Manager with a General Contractors license who would then sub-contract out the various parts? That will require an explicit project timeline and vendors and volunteers well lined out Next meeting January 5 Get logo drafts Business Plan Survey draft Grant research Office sponsor list And other tasks identified in our first three meetings Deirdre will take care of the community revenue sharing Monique will work on the formal community revenue share request (with Deirdre’s info) Adjourn 7:18


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