Annual Report (2001)
Development Committee, ARLIS/NA
Submitted by: Jill Patrick, Chair
Tel: (416) 977-6000 ext. 348
Fax: (416) 977-6006
Robert W. Beebe, San Antonio Public Library
Stephanie J. Frontz, University of Rochester
Gregory P.J. Most, National Gallery of Art - Washington
Jill Patrick, Ontario College of Art & Design (Chair)
Merrill Smith, Massachusetts Institute of Technology
Debbie Barlow Smedstad, Los Angeles County Museum of Art
Trudy Jacoby (Board Liaison)
(in alphabetical order)
Anniversary Scholarship Fund
continued solicitation through Membership Renewal Form
reminded all chapter officers, via ARLIS-L, of protocol re: fundraising
Charitable-Tax Status in Canada
after consultation with ARLIS/NA Financial Manager, revisited issue of charitable tax status for ARLIS/NA in Canada; reviewed applications made by previous Canadian Representatives and the negative response from Revenue Canada, dated June 10, 1999; Karen McKenzie (Past President) sought financial & legal opinion and confirmed that, unless ARLIS/NA is registered as a Canadian charity, Canadian members cannot claim ARLIS/NA donations on their income tax returns (unless the Canadian member earns US income). It was recommended that another application be filed, this time with legal counsel.
Conference Fundraising 2002
produced 2002 Prospects Document, containing 5-year record of giving
produced six prospects lists targeted to the joint ARLIS/NA-VRA Conference: 2001 Donors & Sponsors; 2001 Exhibitors, Business Affiliates & Advertisers; 2001 Wittenborn & Worldwide Award Winners; Image & Digital Resource Providers; Image Management Systems & Equipment Suppliers; Others
provided the above to the ARLIS/NA President in June 2001
produced a 2002 Conference Fundraising Guide to be used with 2002 Sponsorship Opportunities document (prepared by Marianne Cavanaugh, Local Arrangements Co-Chair); distributed to all individuals asked to make calls.
shared prospects lists with Rebecca Ann Moss, Chair VRA Development Committee and with Ann Whiteside, VRA President; reached agreement on division of work
ARLIS/NA Development Committee made 60 solicitations and secured 9 sponsorships. Four of these were new sponsors.
sent thank you emails/letters to all sponsors secured by DevCom
sent emails to HQ and others to insure proper invoicing and promotion on conference website and in program.
solicited & collected reports from all fundraisers, to update fundraising record & prepare 2003 Prospects Document for next years fundraising effort
Conference Fundraising 2003
collected literature/references for new prospects file
created a new 2003 Prospects Document
Conference Speakers Fund
secured sponsorship from John Benjamins Publishing & Antiquariat for two more consecutive years (2001 & 2002); confirmed that the sponsor would be named Honorary Patron of the ARLIS/NA Conference Speakers Fund
posted Press Release to ARLIS-L
posted message to ARLIS-L urging members to make donations to the Fund
confirmed balance in the Fund & established goals for 2002 & 2003
See also: Silent Auction 2002
Due to demands of Conference Fundraising, no further work was done on the Donor Card which was drafted for the 2001 mid-year board meeting.
See: Contribution Card, under Recommended Action Items - 2002-2003
sent acknowledgements & thank you letters to donors & sponsors
forwarded names of potential exhibitors to 2002 Exhibits Coordinators
updated file of Exhibitors for development records
Input from ARLIS/NA Members
Minutes of 2001 AskARLIS fundraising session made available on the AWS.
Summary not published in Update as originally planned
Member input invited via ARLIS-L
updated file of personal donors, with information provided by HQ
Record-keeping & Accounting
created & maintained 2002 and 2003 Prospects Documents, including 5-year history of giving
sent thank you emails/letters to all sponsors secured by DevCom
sent emails to HQ & others to insure proper invoicing and promotion on conference website and in program.
reviewed lists of Conference Sponsorships created by Marianne Cavanaugh and by HQ
maintained Development Committee Files
Silent Auction 2002
solicited donations from Exhibitors for the 2002 Silent Auction
helped to promote the 2002 Silent Auction through ARLIS-L
See also: Conference Speakers Fund
reviewed 2000-2005 Strategic Plan
recommended 2002-2003 Action Items for incoming DevCom Chair (see below)
provided Chair of Travel Awards with a list of publishers to approach re: sponsorship of Travel Award; one agreed to sponsor.
communicated with Canadian Representative re: need for another Travel Award for Canadians
communicated with Canadian members re: increasing $amt of existing Canadian travel award
communicated with Chair of Travel Awards and Chair of VRAC regarding new VRD Conference Travel Award
No further work done on How to Give page for the AWS
No further feedback provided or received on Implementation Plan for Sponsorship of the ARLIS/NA Web Site, prepared by the ARLIS/NA Web Site Administrative Board (Feb 26, 2001). No further discussion of Revenue-Generation
ARLIS/NA Strategic Plan
The official 2000-2005 Strategic Plan, charges the Development Committee to
1. Develop a profile of the Society membership which succinctly and clearly describes its members, their institutions, their patrons, and their interests and needs. (IV B)
2. Use the membership profile to develop a complete package of appropriate fund raising and development tools to disseminate information on "why to give", "how to give", and "the benefits of giving". These tools would include print and electronic information pages and forms, such as a prominent page on the web site, a display ad in ARLIS/NA Update, a brochure, a presentation format for personalized solicitations, and an end?of?tax?year reminder note that could be included in a variety of publications. (IV B)
3. Collect information on planned giving campaigns to be used in the development of a planned giving strategy for ARLIS/NA. (IV B)
4. Coordinate solicitation and acceptance of funds for special projects and uses identified by ARLIS/NA members, in full consultation with other Chairs, as prioritized and/or directed by the Executive Board. (IV B)
5. Prepare a long?range plan to build and maintain funds to support the development of regional workshops, a domestic travel award, an award for a visual resource professional, honoraria for annual conference and workshop speakers, and programs designed to attract and retain members. (II A, B)
RECOMMENDED ACTION ITEMS FOR 2002-2003
The current Chair of the Development Committee (stepping down after the St. Louis Conference, March 2002), recommends that the Committee focus on the following in 2002-2003.
ARLIS/NA CONFERENCE SPEAKERS FUND: After all proceeds from the 2002 Silent Auction and individual donations have been accounted for, an updated balance should be obtained from HQ. The goal is to have $35,000 in the bank by the end of the Baltimore Conference so that the first Speakers Award can be made for the following conference. The Development Committee should plan at least one major fundraising event (including another Silent Auction, a Raffle, or something similar) to assist with the raising of these funds.
CONTRIBUTION CARD: The Board has allocated a budget of $600 for 2002 to produce a Contribution Card and an accompanying letter to be signed by the President.
PLANNED GIVING BROCHURE: There is not sufficient funding this year to produce the Planned Giving brochure but the Committee can perhaps present this to the Board for next year. Refer to the 2001 AskARLIS Fundraising session minutes where an ARLIS/NA member offered to assist with this project.
HOW-TO-GIVE PAGE on the WebSite: If this can be accomplished, it will assist with fundraising efforts, including reaching the Committees goal for the Conference Speakers Fund.
FUNDRAISING GUIDELINES...as directed by Board (see below)
CONFERENCE FUNDRAISING...as directed by Board (see below)
DEVELOPMENT DATABASE...as directed by Board (see below)
CHARITABLE TAX STATUS...as directed by Board (see below)
REVENUE GENERATION on the AWS...as directed by Board (see below)
Issues for the Executive Board
FUNDRAISING GUIDELINES. Consider establishing a special task force to draft these guidelines -- possibly including Past Chairs of the Development Committee. The process should include a careful review of all Annual Reports pertaining to fundraising.
CONFERENCE FUNDRAISING. It is recommended that an Annual Conference Fundraising Chair be appointed for a term of at least 2 years and that this person be a member of the Development Committee. Other members of the Development Committee, including the Chair, should not be directly involved in annual conference fundraising but should focus on long-term fundraising projects such as the creation of a Contribution Card, How-to-Give Page, and Planned Giving Brochure.
DEVELOPMENT DATABASE, including donor histories. This is an essential record which must be maintained in order to track fundraising efforts, from year-to-year, and identify likely prospects for annual conference fundraising, travel awards, research awards, etc. Maintenance of this database should NOT be the responsibility of the Chair of Development Committee. Can it be taken over by HQ?
CHARITABLE TAX STATUS. Canadian members cannot claim ARLIS/NA donation receipts because ARLIS/NA is not registered in Canada as a charity. An unsuccessful application was made in 1999 by Marilyn Berger, Canadian Representative. Can the Board obtain legal counsel to review Revenue Canadas response and submit another application to secure charitable status in Canada?
REVENUE-GENERATION. What is happening with the Implementation Plan for Sponsorship of the ARLIS/NA Web Site, prepared by the ARLIS/NA Web Site Administrative Board (Feb 26, 2001)? Has there been any further discussion, or a decision, regarding Revenue-Generation on the AWS? Will the Development Committee be consulted, or have any role to play in this initiative?