Submitted by:  Jill Patrick, Chair
jpatrick@ocad.on.ca
Tel: (416) 977-6000 ext. 348
Fax: (416) 977-6006

Committee Membership

2000 Committee
Robert W. Beebe, San Antonio Public Library
Martha Childers, Nelson-Atkins Museum of Art
Stephanie J. Frontz, University of Rochester
Jewel Lowenstein
Gregory P.J. Most, National Gallery of Art - Washington
Jill Patrick, Ontario College of Art & Design (Chair)
Debbie Smedstad, Los Angeles County Museum of Art (2001 Conference Fundraising Chair)
Merrill Smith, Massachusetts Institute of Technology
Trudy Jacoby (Board Liaison)

2001 Committee
Robert W. Beebe, San Antonio Public Library
Martha Childers, Nelson-Atkins Museum of Art (2002 Conference Fundraising Chair)
Stephanie J. Frontz, University of Rochester
Gregory P.J. Most, National Gallery of Art - Washington
Jill Patrick, Ontario College of Art & Design (Chair)
Debbie Smedstad, Los Angeles County Museum of Art
Merrill Smith, Massachusetts Institute of Technology
Trudy Jacoby (Board Liaison)

Activities
(in alphabetical order)
 
Anniversary Scholarship Fund
• confirmed balance in Fund; continued solicitation through Membership Renewal Form
 See also: Silent Auction 2000

Ask ARLIS Session 2001
• Development Committee sponsored Ask ARLIS session on fundraising
• Planned & Co-Moderated by Jill Patrick and Martha Childers

Chapter Fundraising
• reminded all chapter officers of protocol re: fundraising
• surveyed chapters & prepared detailed response for the Delaware Valley Chapter on charitable tax status and issuing of tax receipts
• reviewed “Chapter Success Book” and recommended changes
• gave approval to the ARLIS/Texas-Mexico Chapter to approach prospect for funding to bring Mexican members to the Chapter meeting in Houston.
• congratulated ARLIS Ontario Chapter on securing a grant from the Canadian Association of College & University Libraries
 
Charitable-Tax Status in Canada
• reviewed issue of “charitable tax status” in Canada, collected information

Conference Fundraising 2001
• produced 2001 Prospects Document, containing 5-year record of giving
• assisted 2001 Conference Fundraising Chair, President, and others with fundraising
• Chair of Development Committee made 14 approaches; secured $2,600 in conference support from 7 business affiliates; prepared letters & invoices, with copies to HQ
• provided assistance/direction, to moderators of Contemporary Native Arts Session, to identify and approach prospects; then prepared letters & invoices.
• solicited & collected reports from all fundraisers, to update 2001 Prospects Document

Conference Fundraising 2002
• provided assistance/direction to Fundraising Chair
• reviewed list of local prospects & foundations, and approved approach
• researched additional prospects
• created a new 2002 Prospects Document

Conference Fundraising 2003
• gave approval to the 2003 local arrangements coordinator to solicit materials from local craft merchants for a Baltimore Album Quilt, to be raffled off during the 2003 Conference in Baltimore.
 
Conference Speakers Fund
• established new ARLIS/NA Conference Speakers Fund
• confirmed Lead Donor for ARLIS/NA Conference Speakers Fund; suggested revisions to 2001 Conference website, and issued Press Release.
• solicited donations via ARLIS-L
 See also: Silent Auction 2001

Donor Card
• drafted Donor Card for mid-year board meeting

Donor Recognition
• sent acknowledgements & thank you letters to donors & sponsors
• sent letter to corporation asking that misleading statement be removed from website

Exhibitors 2001
• provided names of potential exhibitors

IFLA Fundraising 2001
• forwarded list of prospects to IFLA planning team and obtained progress reports and updates, as required

Membership Renewal Form
• revised Contributions section on Membership Renewal Form

Overseas Donors
• provided list of prospects located in England; President consulted with member located in that country to determine possibility of approaching British prospects this year.

Personal Donors
• created list of personal prospects, based on 5-year record of contributions to the Society.

Rare Book School Fellowship
• facilitated initial communications re: Rare Book School Fellowship; planning responsibility assumed by Chair of Professional Development Committee.

Record-keeping & Accounting
• created & maintained 2001 and 2001 Prospects Documents, including 5-year history of giving
• prepared letters & invoices for some donors/sponsors; sent copies to HQ
• reviewed lists of Donors & Exhibitors
• reviewed accounting records provided by HQ; submitted corrections to ARLIS/NA Treasurer
• maintained Development Committee Files
• assisted in confirming/tracking donor payments

Research Committee
• consulted with Chair on sponsorship of new electronic publication award

Revenue-Generation
• posed question to the President/Board regarding advertising on the ARLIS list and web page
 See also: Web Page

Silent Auction 2000
• received report from Silent Auction coordinator; incorporated names into personal and corporate prospects lists
 See also: Anniversary Scholarship Fund

Silent Auction 2001
• solicited donations from Exhibitors  for the 2001 Silent Auction
• helped to promote the 2001 Silent Auction
 See also: Conference Speakers Fund

Special Lecture Series
• met with planning group for Special Lecture Series

Strategic Plan
• reviewed 1996-99 Strategic Plan
• contributed to 2000-2005 Strategic Plan

Travel Awards
• commented on proposal, from Travel Awards Committee, for a voluntary donation on Membership Renewal Form to support the 2001 conference participation award
• submitted proposal to a corporate prospect to sponsor the above award
• when proposal was declined, provided assistance/direction to Chair of Travel Awards, to secure another corporate sponsor for 2001 conference participation award.
• communicated with VRAC and VRD regarding proposal for new VRD Conference Travel Award
• contacted Travel Award sponsor to ask that award amount be increased

Web Site
• Development Committee collected information & prototypes for “How to Give” page
• Chair reviewed Implementation Plan for Sponsorship of the ARLIS/NA Web Site, prepared by the ARLIS/NA Web Site Administrative Board (Feb 26, 2001) and responded to President
 See also: Revenue-Generation

ARLIS/NA Strategic Plan

In order to achieve the Goals & Objectives set for 2000-2005, the Development Committee should focus on basic housekeeping tasks in the coming year, to better define and coordinate Society-wide fundraising initiatives.

With EB approval, the Development Committee would like to focus on the following important tasks in 2001.

• Draft an ARLIS/NA Fundraising Guide, similar to the Chapter Success Book.  The Guide will include a description and list of benefits, job descriptions, lists of responsibilities, a summary of good practices, procedures, and samples of all relevant forms (including letters, invoices, and contractual agreements).

• Create a Development Database, including donor histories.

Issues for the Executive Board

HQ cannot be expected to maintain the detailed records that are required for Development and Fundraising.

It is unrealistic to expect the Chair of Development to create and maintain his/her own database, without support, and to pass this database on to the next Chair.

The EB should consider investing in software, including training, maintenance and upgrades as required.

The Development Committee would like to begin the process of identifying a suitable software system, by preparing and distributing an RFI in 2001.