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HomeMy WebLinkAboutOld Business #1 5-4-87 TASCOLD BUSINESS TO: WILLIA)! A. HUSTON, CIl"f I~ANAGER FROM: AD,mi NISTi)J~TIVE SERVICES SUBJECT: FUND RAISING PROPOSAL FOR TUSTIN AREA SENIOR CENTER RECOMMENDATIONS' 1. To approve the proposal and authorize staff to execute same. 2. To appropriate $85,000. to fund the campaign. BACKGROUND- The original proposal has been modified during negotiations with Councilmembers Hoesterey and Kennedy and Mr. Sharp of Gary W. Phillips and Associates. It is for a very fast, intense campaign utilizing a lot of volunteer efforts. Some issues such as secretarial support and office space for the campaign will have to be worked out on a staff level; however we are confident we can accommodate the requirements of the proposal. Royleen ~. w l:e, lrec~or Community and Administrative Services Xaw Attachment CITY OF TUSTIN o THE TUSTIN AREA SENIOR CENTER CAMPAIGN o The following proposal is presented by Gary W. Phillips & Associates to provide the City of Tustin with the campaign counsel and direction necessary to aid the City in both accomplishing the necessary initial campaign planning steps and achieving the funding goals for the construction of the Tustin Area Senior Center. The revised proposal is based upon the Fund Raising Campaign Readiness Assessment conducted by our firm on behalf of the City of Tustin and supersedes both our March 30 proposal and the addendum to it dated April 16, 1987. The terms and conditions of this proposal are contingent upon the City's approval and implementation of the recommendations contained in our firm's Assessment Report dated February 27, 1987. The terms and conditions of this proposal will be effective, with the City's approval, on or about May 15, 1987, and will continue for the 6-month period ending November 15, 1987. Content___~s CAMPAIGN OBJECTIVES ............... 1 CAMPAIGN COUNSEL, DIRECTION AND STAFF ...... 4 PROFESSIONAL FEES, EXPENSES AND SERVICES .... 5 April 28, 1987 oclates CAMPAIGN OBJECTIVES Over the next 6-month period, Gary W. Phillips & Associates will provide the professional counsel, professional direction, professional staff as required, and professional services necessary to assist the City of Tustin to accomplish the following principal objectives: Fund Raising Leadership ............. Identify and enlist an 8 to 10 member Campaign Cabinet principally responsible for the identification and solicitation of leadership donors, focusing on the local corporate community. In addition, the Cabinet will assist in the identification and enlistment of subsequent volunteer leadership groups. Leadership Gifts ....... Determine the terms and conditions of any indicated corporate "lead" gifts, and solicit leadership gift commitments from an additional 2 to 3 Tustin Area corporations. Potential Donor Identification ......... Identify, through individual "prospecting" sessions, a minimum of 82 individuals, corporations, and/or foundations with the capacity to make a gift of $10,000 and above. Donor Recognition ...... Identify and "price" those major features and facilities of the Senior Center which can be "named" or "sponsored" by major donors. --1-- A oc ates In addition, develop and recommend to the Campaign Cabinet for approval the various methods, techniques, and policies which will be used to appropriately acknowledge donor and volunteer contributions. Campaign "Case" Statement.............. Working with the City's existing computer hardware and software, establish effective administrative procedures and systems for the necessary research, retention, and retrieval of information on prospects, donors, and volunteers. Public Relations ....... Determine the most effective public relations strategy and timeline to support the Campaign's fund raising efforts, including o distribution of a summary of the Fund Raising Campaign Readiness Assessment Report; o announcement of plans for the Senior Center, the Campaign, the appointment of a Campaign Chairman and the Campaign Cabinet; o construction progress, as appropriate; and, o attention to campaign progress and related major gift announcements. -2- A ociat s Assemble, and integrate into the public relations strategy, members of the Ambassador Program, as desCribed in our firm's final Assessment Report of February 27, 1987. Campaign Timeline ...... Develop a comprehensive timeline for the completion of campaign planning steps as well as the implementation of the Campaign itself. Endowment Funding ...... Be alert, throughout the course of this campaign, to opportunities for raising endowment support, the income from which would be used for special equipment needs and programs following the construction of the Senior Center. Campaign Director ...... Our firm will be prepared, as appropriate, to conduct a search for a full-time Campaign Director for the City of Tustin, the responsibilities of whom would be the completion of the Tustin Area Senior Center Campaign as well as the direction of other fund raising activities within the City. In October of 1987, our firm, in conjunction with the City, will review the progress of the Tustin Area Senior Center Campaign to-date and discuss with the City the value of our firm's continued involvement in the Campaign as well as the appropriateness of our firm's submitting a subsequent proposal for professional services. m3-- A oc ates CAMPAIGN COUNSEL, DIRECTION AND STAFF The following is a description of the campaign counsel, direction and staff which will be provided by Gary W. Phillips & Associates to assist the City of Tustin to meet, over the next 6 months, those major fund raising objectives previously outlined. CAMPAIGN COUNSEL Campaiqn Counsel - Robert Brooke Sharp, President of the firm, will serve as Campaign Counsel for the Tustin Area Senior Center Campaign. Dr. Sharp will provide overall campaign direction, supervision, and "staffing" of key volunteers, and major prospect solicitations. Campaign Director - The Campaign director will direct the day-to-day planning and operations of the Campaign, including the professional follow-up of the Campaign Cabinet, needs coordination and follow-up of gift solicitations and key prospect identification and research. At the City's request, City representatives will have the opportunity to meet our firm's candidate for the position of Campaign Director prior to the commencement of the Campaign. PROFESSIONAL STAFF Campaiqn Secretary - It is our understanding that the City will provide a full time "volunteer" Campaign Secretary and one half-time secretary with shared responsibility for all secretarial support services for the Campaign, including the maintenance of prospect identification and tracking reports. If the City is not able to provide such campaign support, our firm will be prepared to hire and train such an individual for assignment to the Campaign. --4-- PROFESSIONAL FEES, EXPENSES AND SERVICES Over the next six-month period, our firm estimates that up to $84,550 in Campaign professional fees, expenses and services will be required by our firm to assist the City of Tustin to meet those major objectives as previously outlined in this proposal. PROFESSIONAL FEES ............................ $49,500 (estimated) Campaign Counsel, Robert Sharp, will be billed at a reduced standard daily rate of $1,150 per day for an estimated 2 to 3 days per month. Campaign Director will be billed at the rate of $400 per day for an estimated 12 days per month. In the event that you request our firm to assign a member of our LA staff, there will be a $115 per diem charge. SUPPORT STAFF As previously stated, it is our understanding that the City will provide Campaign Secretarial support. Should the City request that our firm hire a Campaign Secretary, we estimate that salaries for such executive level secretaries run $1500 to over $2000 per month, plus fringe benefits. It is our firm's policy to add an administrative fee equal to 20% of the individual's gross salary. NOTE: On an ongoing basis during the course of the Tustin Area Senior Center Campaign, our firm will, in conjunction with the City, --5-- A oc ates evaluate Campaign progress. If either our firm or the City feels that an adjustment in professional or support staff time is warranted, we will be prepared to amend the number of days commensurate with the identified need° By reducing the estimated number of days of the Campaign Director, we have, as we discussed, increased substantially the fund raising role of both the City (i.e., key Council members) and the volunteer Cabinet. It will be incumbent upon both groups to move expeditiously in all prospective donor and volunteer contacts, and it will be imperative that each volunteer understand and accept the City's timeline. REIMBURSABLE EXPENSES ...................... $6,550 (estimated) Reimbursable expenses will include any of our firm's actual costs incurred in relation to this campaign during the next 6 months, i.e.: o Donor/Volunteer Meetings $ 1,500 o Parking $ 300 o Mileage (23.5 cents/mile) $ 500 o Telephone $ 1,500 o Postage & Delivery $ 750 o Printing & Production $ 2,500 PROFESSIONAL SERVICES ...................... $ 28,500 (estimated) The following are estimated professional services which will be required, in our firm's experience, to support the Campaign over the next 6 months. We recommend that the City use the following as a "guide" in the development of its campaign budget. -6- oclates o Audio Visual Materials & Equipment $ 3,000 o Graphic Design & Printing (Donor Materials) $ 8,000 o Special Donor Presentations $ 6,000 o Donor & Volunteer Recognition $ 1,000 o Campaign Newsletter $ 6,000 o Photography $ 750 o Postage (Donor Materials) $ 750 o Campaign Stationery & Supplies $ 3,000 In outlining the preceding estimated costs for Professional Services, it is emphasized that our firm does not request nor do we accept fees, commissions or other compensation from graphic designers, writers, photographers or other external suppliers of our clients' goods and services. It is also our policy to obtain from all suppliers a full description of their professional services, with related estimated costs and delivery dates, for our clients' prior review and approval. Office Space, Equipment, and Furnishings It is our understanding that the City of Tustin will provide the necessary office space and furnishings, telephones, and data and word processing equipment for the Campaign Director and Campaign Secretary. Advance Monthly Retainer It is our firm's policy to request and receive an advance monthly retainer. For the period June 15, 1987, through November 15, 1987, this advance retainer will be $7,100 based upon a projected minimum average monthly billing for this six-month period. On or about June 30, 1987, and monthly -7- oc ates thereafter, our firm will submit to the City of Tustin our standard itemized billing statement for the previous month, crediting the preceding month's advance retainer and billing for the next month's advance retainer. Termination Should unforeseen circumstances prevent or substantially impair the City of Tustin or our firm from meeting the major objectives and financial commitments as previously outlined in this proposal, both the City of Tustin and our firm reserve independently the right to terminate the services herein described, for any reasons, by giving ten (10) days advance written notice of such intention, with all professional fees, expenses and reimbursable costs due and payable through the termination date. Proposal submitted by: Proposal approved by: Robert Brooke Sharp President William Huston City Manager Date Date -8-