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Home My WebLink AboutRCCF Minutes - 2003 COMMUNITY FOUNDATION MINUTES OF THE JANUARY 14, 2003,REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was held on Tuesday, January 14, 2003, in the DeAnza Conference Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:10 p.m. by Chairperson Buquet. Present were: Board Members: Arreguin, Buquet, Cohen, Metel, Punter, Younger and Mize. Staff: Kevin McArdle, Community Services Director; Dave Moore, Recreation Superintendent; Francie Martindale, Community Services Marketing Manager; Paula Pachon, Management Analyst III; Diane O'Neal, Management Analyst II and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS None C, COMMUNICATIONS FROM THE PUBLIC None D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held December 10, 2003. 2. To receive and file Treasurer's Report for the month of December, 2003. 3. Approval of Amendment to Section VI of the Community Foundation By-Laws regarding terms of office. MOTION: Moved by Vice Chair Mize, seconded by Member Cohen, to approve the Consent Calendar, as submitted. Motion carried: 7-0. E. SUB-COMMITTEE REPORTS ~ None LUMMUIVI-I ! J'~UUIVJ~I..'iIIUI¥ ! January l~t, ZUUJ F. FOUNDATION BUSINESS 1. Election of Officers was opened. Chair- Member Punter nominated Member Mize for Chair. Member Cohen seconded the nominations. No other nominations were made and the nominations were closed. Vice Chair- Member Punter nominated Member Cohen for Vice Chair. Member Metel seconded the nomination. No other nominations were made and the nominations were closed. Secretary/Treasurer- MemberArreguin nominated Member Punter. Vice Chair Cohen seconded the nomination. No other nominations were made and the nominations were closed. Following the close of nominations, the Board unanimously concurred with appointment of Tony Mize as Chair, Harvey Cohen as Vice Chair and Ann Punter as Secretary/Treasurer of the Community Foundation. 2. Update on Cultural Center Project was opened by Superintendent Moore. He reported that the project is still progressing, but may be delayed due to the budget crisis. Director McArdle clarified and detailed the various funding sources which include the mall developer, Community Facilities District and library grant. He reconfirmed that the project is moving forward, as contractually agreed upon. 3. Community Foundation Strategic Planning Session fl4 - Board Development, Fund Development Training and Development of a Fund Development Plan was opened for discussion. Director McArdle reported meeting with potential Board candidates David Parker and Stan Phelps who are interested in serving on the Board. Members briefly discussed appointment of the candidates who are both representatives of Target Stores. Staff noted that both are very strong candidates. Following their discussion, the Board took the following action: MOTION: Moved by Member Buquet, seconded by Treasurer Punter, to recommend to the City Council the appointment of Start Phelps and David Parker to the Community Foundation. Motion carried: 7-0. Vice Chair Cohen left the meeting at 5:35 p.m. and returned at 5:40 p.m. Discussion ensued concerning plans for a future luncheon with other potential candidates. Staff was asked to contact the candidates of the lunch scheduled for January 16~ to confirm their attendance. The process for recruiting candidates was also briefly discussed. Gene House, Consultant, distributed materials regarding the fundraising process and addressed the Board concerning Boardmanship including legal responsibilities, stewardship, qualities Members should possess and commitment level. Member Buquet left the meeting at 6:01 p.m. and did not return. Treasurer Punter left the meeting at 6:02 p.m. and returned at 6:05 p.m. Consultant House also addressed the importance of Fund Development readiness and its components for success. These include dedicated/influential/resourceful Board Members; professional staff; a Strategic Plan; a Documented Critical Need; a well conceived, realistic solution with an evaluation component; sound Fund Development knowledge; a Fund Development Plan and fundraising timeline. In addition each Board Member's fundraising experience was documented. In the area of Board Development the size the Board was discussed and staff was directed to place amendment of the Board's by-laws on the February agenda to address the Board's expansion. Staff was also requested to provide Cultural Center marketing info and to provide that evenings notes via e-mail to the Board Members. The Consultant was requested to provide his analysis and recommendation regarding Board Members and tasks that they might be well-suited to accomplish. Chairman Mize recessed the meeting at 7:25 p.m. and reconvened at 7:35 p.m. with all Members present except Buquet. 4. Chairman Mize called on Director McArdle regarding discussion of the Founder's Night Gala 2003. He distributed an outline of proposed discussion points. These included goals for the event- raising $100,000, expanding visibility for the Foundation and the arts, commemorating the City's Silver Anniversary and providing the community with a signature social event. The proposed theme - "Celebrate! - our Heritage and the Arts" Site suggestion - Etiwanda Gardens. Director McArdle also gave his recommendation for the focus of the Board, Staff and Ambassador Core for this year's event. The Board would focus on sponsorship, participants and silent auction. The Ambassador Co~e would assist with the silent auction and event set up. Staffs duties would include budget and logistics management, marking and event logistics. Following his report, the Board reached a consensus to approve staff's recommendations as presented regarding location and theme. No other action was taken. 5. Consideration of approving Foundation affiliate status for the New Senior Center Fundraising Committee and setting up a Senior Center Fund was presented by Director McArdle. He referenced staff's report dated January 14th, which described the proposed fundraising effort by the Senior Advisory Committee. He recommended approval as presented. No discussion was taken on the matter and the Board took the following action: MOTION: Moved by Vice Chair Cohen, seconded by Treasurer Punter, to approve the affiliate status of the New Senior Center Fundraising Committee and to set up a Senior · Center Fund. Motion carried: 6-0-1 (Absent: Buquet). 6. Consideration was opened regarding providing sponsorship funding for the Community Services Department's production of Once Upon A Mattress. Chairman Mize called on Director McArdle who recommended approval of the sponsorship which is consistent with previous sponsorships approved by the Board for Department productions. The Board took action on the matter: L~UI~IiYl UI~ll · I~ UU~I)Al lUIV ~ J{~l~.~ 14, ZUU.~ MOTION: Moved by Vice Chair Cohen, seconded by Member Arreguin, to approve sponsorship funding in the amount of $1,000 to the Community Services Department for the production of Once Upon A Mattress. Motion carried: 6-0-1 (Absent: Buquet). G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. It was noted that a special meeting would be held on January 21st to discuss Board prospects following the luncheon to be held with the candidates on January 16th. Amendment of the By-laws concerning Board Membership is also to be considered at the meeting. H ADJOURNMENT Chairman Mize adjourned the Regular Community Foundation Meeting at 7:55 p.m. Respectf~ully submitted., Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: February 11, 2003 7-0-2 (Absent: Punter and Younger) ~ U~I fl/I U~VI I ~Y P U UIVI_I~I ~ I U~! ~ January COMMUNITY FOUNDATION MINUTES OF THE JANUARY 21,2003, SPECIAL MEETING A. CALL TO ORDER A special meeting of the Rancho Cucamonga Community Foundation was held on Tuesday, January 21,2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:08 p.m. by Chairperson Mize. Present were: Board Members: Arreguin, Cohen (who arrived at 5:10 p.m.), Metel, Punter, Younger and Mize. Absent: Buquet. Staff: Kevin McArdle, Community Services Director; Paula Pachon, Management Analyst III; Diane O'Neal, Management Analyst II and Melissa Morales, Senior Administrative Secretary. B COMMUNICATIONS FROM THE PUBLIC None C FOUNDATION BUSINESS 1. Consideration of Amendment to Section V of the Community Foundation By-Laws regarding the Board of Directors was opened. Questions were raised regarding the legality of setting a maximum number for Board members versus whether a specific number is required and whether the City Attorney had reviewed the recommended amendment. It was also suggested that Sections 3 and 4 be amended to reflect the change in Board memberships. The Board took the following action: MOTION: Moved by Treasurer Punter, seconded by Vice Chair Cohen, to approve amendment of the By-Laws, as recommended, subject to confirmation from the City Attorney. Motion carried: 6-0-1 (Absent: Buquet). 2. Chairman Mize called on Director McArdle regarding consideration of appointment of additional Board prospects. Director McArdle informed the Board of the luncheon held January 16th with potential Board Members- Jo Dutton, Bruce Bowne and Deborah St. Martin. He.indicated that at the present time, Mrs. Dutton and Mr. Bowne had expressed an interest in serving on the Board and Ms. St. Martin was considering serving. He supported that the Board recommend to the City Council the appointment of Mrs. Dutton and Mr. Bowne. LUMMUIVI_t I I~UUI~IJAIIUb! I January Board discussion ensued. Members discussed the status of other potential Board Members and setting an additional lunch to meet with them. In conclusion, each Board Member was asked to contact their prospective candidates and invite them to the luncheon. Staff will set the date of the luncheon. After their discussion the Board took the following action: MOTION: Moved byVice Chair Cohen, seconded by Member Arreguin, to recommend to the City Council the appointment of Jo Dutton and Bruce Bowne to the Community Foundation. Motion carried: 6-0-1 (Absent: Buquet). G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Member Younger asked to agendized the Board's goals as they relate to the collaborative effort with the Library Foundation. 2. Member Younger requested that evaluation and direction regarding the strategic planning process be addressed at the next meeting. H ADJOURNMENT Chairman Mize adjourned the Special Community Foundation Meeting. Meeting adjourned at 5:20 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: February 11, 2003 7-0-2 (Absent: Punter and Younger) C. UII/IIIl U~I I -Y I~ U UJVZJA I I UIV Z January Z I , .Z UU3 COMMUNITY FOUNDATION MINUTES OF THE FEBRUARY 11,2003, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was held on Tuesday, February 11,2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Ct~camonga, California. The meeting was called to order at 5:07 p.m. by Chair Mize. Present were: Board Members: Arreguin (arrived at 5:08 p.m.), Buquet, Cohen, Dutton, Metel, Parker and Mize. Absent: Punter and Younger. Staff: Kevin McArdie, Community Services Director; Dave Moore, Recreation Superintendent; Francie Martindale, Community Services Marketing Manager; Paula Pachon, Management Analyst Ill; Diane O'Neal, Management Analyst II and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS 1. City Clerk Adams administered Oaths of Office to newly appointed Community Foundation Members Jo Dutton and David Parker. 2. Chairman Mize presented Member Buquet with a plaque thanking and recognizing him for his efforts as Chairman of the Foundation since 1999. C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held January 14, 2003; Special Meeting held January 21, 2003 and Special Joint Community Foundation and Library Foundation Meeting held January 21,2003. 2. To receive and file Treasurer's Report for the month of January, 2003. Analyst Pachon distributed an addition to the Treasurer's Report and recommended approval of the report. MOTION: Moved by Member Arreguin, seconded by Member Buquet, to approve the Consent Calendar, as amended. Motion carried: 7-0-2 (Absent: Punter and Younger). ~Ui1/iM UIVZ l ! P U UIVZJ~ 1~1U1~ I p ¢OFt~Ct~V 1 1, Z UU ~ E. SUB-COMMITTEE REPORTS None F. FOUNDATION BUSINESS 1. Update on the Cultural Center Project was presented by Director McArdle. He reported that the project is progressing well and estimated its opening in April 2005. He also reported on a trip with other City Project Staff to Sacramento to meet with the State Library Board concerning the $7 million grant awarded to the City. He informed the Board that focus groups will be meeting in the near future to discuss names for the Cultural Center and an interview with Open Window will be conducted regarding their theater company proposal. Director McArdle added that due to lack of funding rental of a storefront until the new Center is completed will not occur Brief discussion was held by the Board concerning the importance of naming the building an identifiable and marketable name. Director McArdle confirmed that the City Council would have final approval on the matter. Following their discussion, the report was received and filed 2. Chairman Mize called on Director McArdle regarding evaluation and direction regarding the Strategic Planning Process. Speaking on behalf of Member Younger who was absent that evening and had requested the item, he suggested that the pace of the strategic planning sessions be accelerated. Members expressed their concurrence and no further action was taken. 3. Consideration was opened regarding collaborative efforts with the Rancho Cucamonga Public Library Foundation regarding fundraising efforts for the Cultural Center Project. Director McArdle reported that the Library Foundation approved a collaborative effort with the Community Foundation for a Cultural Center fundraising effort at their February 10th meeting. He indicated the Library Foundation also established a steering committee to address the fundraising effort and recommended the Community Foundation create a sub-committee as well. He stated that he was working with Library Director Clark on logistics of the transition which would include cross pollution of interests, for example having a Cultural Awareness Program incorporated into the Library telethon. In conclusion, Director McArdle reported that the Library Foundation had contracted with Consultant House to assist with their strategic planning. Analyst Pachon also informed the Board of her recent resignation as President of the Library Foundation (Member Paul Williams will now serve as Chair). Consultant House referenced the proposed work plan and discussed what his efforts will be as consultant to the Library Foundation. He recommended a joint meeting ofthe Boards following the next Community Foundation strategic planning session, and then an additional separate Community Foundation planning session to finalize the Fund Development Plan. He expressed his support in creating the steering committees. (..UMMUIVII Z PUUIVIJ. zIIIUIV Z Peoruary 11, ZUU3 Commission discussion ensued. The dates of the proposed work sessions were discussed and tentative dates are: March 22nd, from 8:30 a.m. to 12:30 p.m. for the Community Foundation workshop; April 5"~ 8:30 a.m. to 12:30 p.m. for a joint workshop with the Library Session and an additional Community Foundation workshop with the date to be determined. The following action was taken on the matter. MOTION: Moved by Member Arreguin, seconded byVice Chairman Cohen, to approve a collaborative joint effort with the Library Foundation for the purpose of fundraising for the new Cultural Center. Motion carried: 7-0-2 (Absent: Punter and Younger). 4. Community Foundation Strategic Planning Session #5 - Board Development, Fund Development Training and Development of a Fund Development Plan was opened. Consultant House was called on by Chair Mize to facilitate the discussion. Mr. House distributed his proposed letter of agreement for consulting services and sketch of a case statement and proposed fund development outline. He stressed the importance of continuing to seek strong candidates for Board membership and indicated that a different forum, aside from lunch, may be needed to help recruit additional Members. Staff distributed the Board Prospect list. Member Metel left the meeting at 6:00 p.m. Board discussion was held. A suggestion was made that elected officials be included in the prospective board recruitment luncheons in an effort to show recognizable community support of the Board's fundraising efforts and that the candidates be provided with informative materials when they are meeting. Director McArdle encouraged the Board to contact their prospective candidates. Discussion was also held on creation of a steering committee to address the on-going Board Member recruitment effort and to serve as Liaison with the Library Foundation's steering committee for collaborative Board efforts regarding the Cultural Center fundraising efforts. Members concurred with appointing Chair Mize, Member Dutton, Member Parker to the steering committee with Vice Chair Cohen serving~ as Alternate. The steering committee scheduled their first meeting for February 15"', at 4:00 p.m.. 5. Approval of Implementation Plan for the 2003 Founder's Gala to be held November 1, 2003, was presented by Director McArdle. He referenced staff's report dated February 11~, which encompassed logistics for the Gala event. These included: purpose and goals, planning roles, location of the event, silent auction, marketing, budget, fund raising, theme and d~cor, dining dbcor, entertainment, program elements, an awards program and tasks to be accomplished in the near future. He recommended that the fund raising goal for the Gala be adjusted from $100,000 to $50,000 in light of the other fund raising efforts the Board will be undertaking. Board discussion ensued. Members expressed support for staff's recommendation, but noted some concern with the number of activities taking place throughout the evening. Following their comments, the following action was taken. C, UMMUIVll I l~OUIVJJ/IllUIV 3 PEOt'~lt~ 1 1, ZUU3 MOTION: Moved by Vice Chairman Buquet, seconded by Member Arreguin, to approve the implementation Plan for the 2003 Founder's Night Gala to be held November 1, 2003, as recommended by staff, with the exception of the awards program which is to be eliminated from the Gala program. Motion carried: 6-0-3 (Absent: Metel, Punter and Younger). G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Director McArdle suggested that the Board re-strategize their Strategic Plan at a future date. H ADJOURNMENT MOTION: Moved by Vice Chairman Cohen, seconded by Member Buquet, to adjourn the Regular Community Foundation Meeting.. Motion carried: 6-0-3 (Absent: Metel, Punter and Younger). Meeting adjourned at 6:30 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: March 11, 2003 6-0-4 (Absent: Arreguin, Buquet, Dutton and Punter) COMMUNITY FOUNDATION MINUTES OF THE MARCH 11, 2003, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was held on Tuesday, March 11, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:05 p.m. by Chair Mize. Present were: Board Members: Bowne, Buquet (who arrived at 5:20 p.m.), Cohen, Metel, Parker, Punter (who arrived at 5:20 p.m.), Younger and Mize. Absent: Arreguin and Dutton. Staff: Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS 1. Mayor Alexander administered the Oath of Office to newly appointed Foundation Member Bruce Bowne. C. COMMUNICATIONS FROM THE PUBLIC None D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held February 11, 2003. 2. To receive and file Treasurer's Report for the month of February, 2003. MOTION: Moved by Vice Chair Cohen, seconded by Member Younger, to approve the Consent Calendar, as submitted. Motion carried: 6-0-4. (Absent: Arreguin, Buquet, Dutton and Punter). E. SUB-COMMITTEE REPORTS None CL~MMUIVII I I~L~UI~I]~CIIIC~I~ I MaFcI~ 11, ZU(]J F. FOUNDATION BUSINESS 1. Chairman Mize called on Analyst Pachon regarding an update on the Cultural Center Project. She reported on recent meetings held with focus groups to discuss potential names for the facility, continued discussions regarding interior designs and upcoming funding summit being held with various consultants, a grant writer and staff. Ms. Pachon also reported on the receipt of Construction Management Services bids. The report was received and filed. No other action was taken. 2. Consideration of add tional Board prospects was opened bz Chairman Mize. He indicated he would be unable to attend the proposed March 19u' lunch due to his being out of the country next week. Vice Chair Cohen was requested to contact potential Member Bob Gordon regarding his interest in serving on the Board. No other action was taken. 3. Discussion regarding Board Development, Fund Development Training and develop- ment of a Fund Development Plan was introduced by Management Analyst III Pachon. She addressed the Board regarding the proposed work plan outline including a joint workshop proposed to be held w th the L brary Foundabon on e~ther April 21S'or April 24t~. Follow nga brief discussion by the Board. a consensus was reached that the best date for the joint meeting to be held is April 24t~. Analyst Pachon called on Consultant Gene House for his presentation of a draft outline of the fund development plan. Consultant House discussed fund raising readiness which should include identification of potential donors, a volunteer base and a compiling purpose. He stressed that the plan needs to be challenging but attainable. Consultant House listed topics of discussion suggested by the Library Foundation to address at their upcoming joint meeting and asked for any additional topics the Board wished to address. Suggestions included a role playing session regarding donor solicitation and follow-up strategy after the "ask". Discussion continued concerning the fund development plan outline. The Board addressed the area of campaign staff and were informed that, at this time, current City staff would serve as campaign staff. Consultant House was requested to provide a detailed list/job description of a campaign director. Vice Chair Cohen left the meeting at 5:50 p.m. and did not return. Foundation discussion continued. Members discussed the immediate need for informational brochures and staff was directed to prepare solicitation information packets for distribution at the March 22nd meeting. It was also suggested that a donor recognition program be addressed in the near future. Following their comments, no other action by the Board was taken. Member Metel left the meeting at 6:08 p.m. and did not return. C. UMM U.~I I I I~ U UJVJ-).X~ I I UJ~ -/ lviarcn 11, z uu_~ 4. Management Analyst Pachon was called upon regarding discussion of plans for the 2003 Founder's Gala to be held November 1,2003. She referenced staff's report dated March 11th which included an update on vadous aspects of the upcoming event. She challenged each Member with solicitation of silent auction items which she described as a critical component to the success of the Gala. The Board's discussion followed staff's report. A request was made that Analyst Pachon provide a sample silent auction letter to the Board to help their solicitation efforts and for staff to provide a list of the 2001 Gala silent auction donors. The Board also briefly discussed table sponsorships and Consultant House noted the importance of confirming attendance at the event to eliminate the cost of extra meals. It was also suggested that the number of seats per table not exceed eight per table, with a suggested cost of $1,000 for a table of eight. Following their comments, no other action was taken by the Board. G, IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None H ADJOURNMENT MOTION: Moved by Member Buquet, seconded by Member Parker, to adjourn the Regular Community Foundation Meeting. Motion carried: 6-0-4 (Absent: Arreguin, Cohen, Dutton and Metel). Meeting adjourned at 6:25 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: April 8, 2003 6-0-4 (Absent: Dutton, Metel, Parker and Punter) LUMMUIVll I PUUIY. LIAIIUI¥ 3 Mat"Crt 1 1, ZUU3 COMMUNITY FOUNDATION AND LIBRARY FOUNDATION MINUTES OF THE MARCH 22, 2003, SPECIAL JOINT MEETING A. CALL TO ORDER The special joint meeting of the Rancho Cucamonga Community Foundation and Library Foundation was held on Saturday, March 22, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 8:40 a.m. Present were: Community Foundation: Arreguin, Bowne, Buquet (who arrived at 10:20 a.m.), Cohen (who arrived at 9:03 a.m.), Dutton (who arrived at 9:20 a.m.), Metel, Parker, Younger and Mize. Absent: Punter Library Foundation: Akahoshi, Carrasco, Cotter, Filippi, Leal, Mitchell, Pachon, Viricel, Wimberly and Williams. Staff: Deborah Clark, Library Director; Kevin McArdle, Community Services Director; Paula Pachon, Management Analyst Ill; Vivian Garcia, Administrative Secretary and Melissa Morales, Senior Administrative Secretary. B. COMMUNICATIONS FROM THE PUBLIC None C. FOUNDATION BUSINESS 1. The Fund Development Training and Campaign Workshop of the Rancho Cucamonga Community Foundation and the Rancho Cucamonga Library Foundation was opened. Consultant Gene House, serving as the meeting facilitator, reviewed the items to be discussed and proposed work timeline. Campaign staffing was addressed first. Director McArdle indicated that current CSD and Library staff would serve as campaign staff until substantial monies were raised (approximately $80,000). Consultant House expressed concern that administrative support, as well as technical guidance is provided. Member Cotter left the meeting at 9:02 a.m. and returned at 9:04 a.m. Vice Chair Cohen arrived at 9:03 a.m. Discussion continued concerning establishing an "honorary committee" suggested members included: Randall Lewis, Cole Burr, Jim Previti, Bob Balzar, Rod Gilfrey, Susan Anton, Shirley Jones, Mark Harmon and government officials. A "campaign cabinetJcommittee" was created. Member Dutton was asked to serve as Chair with Chair Mize and President Williams serving as division chairs. Member Arreguin also expressed his willingness to serve on the committee. LUMMU~VlZ Jr pL~U~V~AZZ(~V ana I ~4arcn z.z, zuu~ LIBRARY FOUNDATION The next item of discussion addressed the campaign budget. It was determined that the campaign cabinet would discuss and determine the budget. Consultant House noted the need to allocate monies for "hospitality" and pointed out that donations many times are a result of taking prospective donors to lunch or dinner. Member Metel left the meeting at 9:55 a.m. and returned at 9:57 a.m. Prospective donor identification and evaluation discussion ensued. Staff was directed to provide the Board Members with a combined list of all Library and Community Foundation donors by March 26th. Members would then review the list and make any additions or changes by Apdl 2nd. A joint special meeting was called to be held on April 8th, at 6:30 p.m., directly following the regular Community Foundation meeting, to further discuss the donor list. Member Parker left the meeting at 10:07 a.m. and returned at 10:09 a.m. Member Arreguin left the meeting at 10:15 a.m. and returned at 10:17 a.m. and Member Filippi left the meeting at 10:23 a.m. and returned at 10:24 a.m. Consultant House reviewed a sample gift chart which listed gift levels, required number of gifts and prospects needed based on a total fundraising goal of $2 million. The meeting was officially recessed at 10:35 a.m. Member Buquet arrived at 10:42 a.m. The meeting reconvened at 10:45 a.m. with all Members present except Punter. The next topic of discussion addressed why people give. These included the desire to help others, recognition, tax deductions, because of being asked and belief in "the cause." Consultant House stressed the importance of asking the right people, for the right amount of money at the right time. Member Dutton left the meeting at 10:50 a.m. and returned at 10:51 a.m. Member Davies left the meeting at 10:55 a.m. and returned at 11:00 a.m. Member Younger left the meeting at 11'10 a.m. and returned at 11:20 a.m. Tax advantages of giving was briefly discussed including the challenges of asking for endowment monies and planned giving. It was suggested that stock brokers be placed on potential donors list.. Member Metel left the meeting at 11:35 a.m. and returned at 11:36 a.m. Member Bowne left the meeting at 11:36 a.m. and returned at 11:37 a.m. L'UMMU~Vll · pUU~V~AIlL~V ana ~ March ~, ~UUJ LIBRARY FOUNDATION Following Mr. House's description of solicitation techniques, Members next engaged in donor solicitation role playing. They also discussed the contents of the solicitation information packets provided by staff. It was suggested that the donor recognition program sheet be amended concerning naming recognition opportunities for a designated period of time. A suggestion was also made to target schools for possible donations. Member Metel left the meeting at 12:16 p.m. and returned at 12:18 p.m. Vice Chair Cohen left the meeting at 12:17 p.m. and retuned at 12:20 p.m. Member Cotter left the meeting at 12:25 p.m. and did not return. Consultant House reviewed the work plan timeline. Upcoming meetings are April 5t~, 8'30 a.m. (Community Foundation); April 8m, 5:00 p.m. (Community Foun,d?ion), April 8ih, 6 30 p.m. (Joint Community Fothundation/L~brary Foundation); April 14,"'., 6:,0.0, p.m. (Library Foundation) and April 24 , 6:00 p.m. (Joint Community Founaadon/L orary Foundation). Member Metel left the meeting at 12:30 p.m. and did not return. Member Akahoshi left the meeting at 12:30 p.m. and returned at 12:32 p.m. Member Filippi left the meeting at 12:33 p.m. and did not return. Management Analyst III Pachon reminded Members of the opportunity to purchase premium tickets for the upcoming Silver Anniversary event featuring LeAnn Rimes. D, ADJOURNMENT The Special Joint Meeting of the Community Foundation and Library Foundation was officially adjourned at 12:35 p.m. with all Members present except Cotter, Filippi, Metel and Punter. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: April 8, 2003 6-0-4 (Absent: Dutton, Metel, Parker and Punter) CLIMIYIUIYII I y(JUDIIJ~II(]I~ ana ~ march zz, zuu.~ LIBRARY FO UNDA TION COMMUNITY FOUNDATION MINUTES OF THE APRIL 5, 2003, SPECIAL MEETING A. CALL TO ORDER A special meeting of the Rancho Cucamonga Community Foundation was called on Saturday, April 5, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 8:30 a.m. by Chair Mize. Present were: Board Members: Bowne, Metel and Mize. Absent: Arreguin, Buquet, Cohen, Dutton, Parker, Punter and Younger. Staff: Kevin McArdle, Community Services Director; Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B. ADJOURNMENT Due to lack of a quorum, the meeting was adjourned. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: June 10, 2003 9-0-1 (Absent: Buquet) C. UMiVI UlVl l .~ I~ UUIV. U/~ I~I UI¥ I /il)rll -~ , ZUU..~ COMMUNITY FOUNDATION MINUTES OF THE APRIL 8, 2003, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was held on Tuesday, April 8, 2003, in the Upstairs Training Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:25 p.m. by Chair Mize. Present were: Board Members: Arreguin, Bowne, Buquet, Cohen, Younger and Mize. Absent: Dutton, Metel, Parker and Punter. Staff: Kevin McArdle, Community Services Director; Dave Moore, Recreation Superintendent; Paula Pachon, Management Analyst III; and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS None C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held March 11, 2003, and Special Joint Community and Library Foundation Meeting held March 22, 2003. 2. To receive and file Treasurer's Report for the month of March, 2003. MOTION: Moved by Member Bowne, seconded by Member Arreguin, to approve the Consent Calendar, as submitted. Motion carried: 6-0-4 (Absent: Dutton, Metel, Parker and Punter). E. SUB-COMMITTEE REPORTS None F. FOUNDATION BUSINESS 1. Update on the Cultural Center Project was opened by Director McArdle who called on Consultant Gene House to discuss the on-going fundraising campaign efforts for the Cultural Center. (~UJV]~/JU/VJJ X ~UU/VZJ~-I.IU/V I ~prll ~i, ZUUJ Consultant House reported on discussion held (no action was taken) at the meeting called for on April 5t~. He was joined by the Board in discussing the following components: 1 )campaign dollar goal - $2 million; 2) purpose of the endowment - to help support operations of the library and theater; 3) fund raising split between the library and theater- to be split evenly; 4) campaign name and logo - the Heart Campaign (Helping Education and the Arts); 5) campaign volunteer leadership - to include Honorary Committee consisting of celebrities, community leaders and elected officials; Campaign Cabinet - should include substantial donation from participating members; and Campaign Divisions - consisting of both Foundations; 6) campaign budget - should include monies for hospitality and staff; 7) gift chart - includes proposed number of gifts and their levels; 8) donor recognition and commemorative gift program - included revisions suggested at April 5th meeting; 9) timetable - recommended to include a yeady gala to mark campaign benchmarks and for each regular Board meeting to include an opportunity for Board Members to report on the status of their fundraising efforts. Following the discussion by the Board, the following action was taken: MOTION: Moved by Member Arreguin, seconded by Member Younger, to approve the action items listed on the April 8, 2003, agenda report for the Cultural Center Fundraising Campaign. Motion carried: 6-0-4 (Absent: Dutton, Metel, Parker and Punter). 2. Consideration of participation in information booth at Silver Anniversary Event to be held May 10, 2003, was presented by Director McArdle. He referenced staffs report requesting the participation by Board Members at the booth to help promote the Cultural Center fundraising effort. Members Younger, Cohen and Buquet agreed to help man the booth for half-hour increments. No other action was taken. 3. Update regarding plans for the 2003 Founder's Night Gala to be held on November 1, 2003, was opened by Chair Mize. He called on Gwyn Frost who had requested to address the Board. Mrs. Frost showed the Board a framed certificate that was created when the City incorporated twenty-five years ago and suggested the possibility of selling similar certificates at the Gala. She also noted that Catherine Bridge has many historical documents that might be of use and submitted a letter from Jim Frost, City Treasurer, expressing his support of the proposed fundraiser. Following her comments, Mrs. Frost was thanked for her suggestion and informed that staff would be in contact. Director McArdle distributed a sample sponsorship brochure for the Board's review and comment. Consultant House recommended deleting Cultural Center campaign donor recognition from the Gala program. The draft Gala budget, draft letter to Gala Ambassadors inviting them to an upcoming gala meeting and 2001 Silent Auction Donor report were also disseminated to the Board. The Board took the following action: MOTION: Moved by Vice Chair Cohen, seconded by Member Arreguin, to approve the sponsorship levels for the 2003 Founder's Gala, as presented by staff. Motion carried: 6-0-4 (Absent: Dutton, Metel, Parker and Punter). G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None H ADJOURNMENT Chair Mize adjourned the Regular Community Foundation Meeting at 6:25 p.m. with all Members present except Dutton, Metel, Parker and Punter. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: June 10, 2003 9-0-1 (Absent: Buquet) COMMUNITY FOUNDATION MINUTES OF THE APRIL 8, 2003, SPECIAL MEETING A. CALL TO ORDER A special meeting of the Rancho Cucamonga Community Foundation was held on Tuesday, April 8, 2003, in the Upstairs Training Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:30 p.m. by Chair Mize. Present were: Board Members: Arreguin, Bowne, Buquet, Cohen, Phelps, Younger and Mize. Absent: Dutton, Metel, Parker and Punter. Staff: Kevin McArdle, Community Services Director; Dave Moore, Recreation Superintendent; Paula Pachon, Management Analyst III; and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS None C. FOUNDATION BUSINESS 1. The Community Foundation was joined by Library Foundation Members Carrasco, Viricel and Williams to discuss consideration and prioritization of Cultural Arts Fundraising Campaign Donor Prospects. Director McArdle and Consultant Gene House facilitated the discussion and all Members present reviewed and provided input on potential prospect donors. Donor lists included previous sponsors of Library and Community Foundation events and programs, major revenue generating businesses in the City, Chamber of Commerce affiliates and major property tax payers in the City. Following their discussion, staff indicated that an updated donor prospect list would be provided to both Foundations as soon as possible. No other action was taken. D. ADJOURNMENT The special meeting of the Community Foundation was adjourned at 7:20 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: June 10, 2003 9-0-1 (Absent: Buquet) C. UMItI UI~I I I P UUlVZJ~ I IUlV I ~pl~l 5, ~UU3 COMMUNITY FOUNDATION AND LIBRARY FOUNDATION MINUTES OF THE APRIL 24, 2003, JOINT SPECIAL MEETING A. CALL TO ORDER The joint special meeting of the Rancho Cucamonga Community Foundation and Library Foundation was held on Thursday, April 24, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The Library Foundation meeting was called to order at 6:12 p.m. by President Williams and the Community Foundation was called to order at 6:20 p.m. by Chair Mize. Present were: Community Foundation Board Members: Bowne, Cohen (who arrived at 7:35 p.m.), Metel, Parker, Punter (who arrived at 7:20 p.m.), Younger and Mize. Absent: Arreguin, Buquet and Dutton. Library Foundation Board Members: Carrasco, Davies, F/l/ppi, Mitchell, Pachon, Wimberly and Williams. Absent: Akahoshi, Leal and Viricel. Staff: Deborah Clark, Library Director; Kevin McArdle, Community Services Director; Paula Pachon, Management Analyst III; Vivian Garcia, Administrative Secretary and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS None C, FOUNDATION BUSINESS 1. Board Development, Strategic Planning and Fundraising Development Process for the Cultural Center fundraising campaign was opened. Consultant Gene House facilitated the evening's discussion. He gave an overview of the draft consolidated Fund Development Plan. Components of the plan include the following: campaign strategy; campaign dollar goal; purpose of the endowment; fundraising split between the Library and Community Foundation; campaign name and logo; campaign volunteer leadership structure; campaign staffing; campaign budget; campaign timeline; donor recognition program; gift chart; timeline and campaign materials. Both Boards reached a consensus regarding the following amendments to the proposed plan: 1)campaign strategy- Members concurred with Consultant House's recommendation to place announcement of Phase One of the campaign on the consent calendar portion of the City Council's agenda. 2) purpose of endowment- to change the wording from "the Endowment Fund to support both the operation of the theatre and the library" to "the Endowment Fund to support both the programs of the theatre and the library"; 3) campaign name and logo - to approve the name of "Be A PAL" Campaign (Promoting Arts and Literacy) with logo presented that evening by staff. LIBRARY FOUNDATiON 1 April 24, 2003 Discussion also ensued concerning the structure of the campaign volunteer leadership. Members were requested to forward any celebrity and non-celebrity names to the campaign committee for consideration. Staff was suggested to provide draft honorary cabinet letters at the next cabinet committee meeting for consideration and personalization. Member Davies suggested adding a few school distdct board members to the cabinet. Consultant House also supported sending information letters to all local school superintendents. In discussion of the Campaign Cabinet, Chair Mize encouraged as many Members from both Boards to attend the meetings if the need arises (as long as a quorum is not reached). Members to the Campaign Cabinet will include Mize, Parker, Dutton, Leal, Williams and Wimberiy with Cohen as Alternate. Discussion of the timeline, as submitted by staff, was approved as followed: MOTION: Moved by MemberWimberly, seconded by Member Mitchell, to approvethe campaign timeline, as presented by staff: Motion carried: 7-0-3 ( Absent: Akahoshi, Leal and Viricel). MOTION: Moved by Vice Chair Cohen, seconded by Member Bowne, to approve the campaign timeline, as presented by staff. Motion carried: 6-0-4 (Absent: ^rreguin, Buquet, Dutton and Punter). Member Punter arrived at this time. The proposed Donor Recognition Program was presented to the Board swho concurred with the program as proposed by staff. Chair Mize noted that the handout of future program opportunities is for informational purposes only and is a draft document which should not be included in the solicitation packets. Action concerning the consolidated Fund Development Plan went as follows: MOTION: Moved by Chair Mize, seconded by Member Metel, to approve the consolidated Fund Development Plan for the Cultural Center Fundraising Campaign. Motion carded: 7-0-3 (Absent: Arreguin, Buquet, Dutton and Punter). MOTION: Moved by President Williams, seconded by Member Filippi, to approve the consolidated Fund Development Plan for the Cultural Center Fundraising Campaign. Motion carried: 7-0-3 (Absent: Akahoshi, Leal and Viricel). Director McArdle also distributed a draft Case Statement for the Victoria Gardens Performing Arts Center. He asked for Members to review the information and provide any additional comments. He also noted that both Boards should include consideration of transferring initial start-up funds to the PAL Campaign endowment fund at their next regular meetings. In conclusion, Consultant House was thanked by the Foundation Members and staff for all of his efforts. LIBRARY FOUNDATiON 2 April 24, 2003 D. ADJOURNMENT The special joint meeting of the Community Foundation and Library Foundation was adjourned at 7:35 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: June 10, 2003 9-0-1 (Absent: Buquet) LIBRARY FOUNDATION 3 April 24, 2003 COMMUNITY FOUNDATION MINUTES OF THE MAY 13, 2003, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was called on Tuesday, May 13, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. Present were: Board Membem: Buquet, Metel, Parker, Punter and Mize. Absent: i~lrreguin, Bowne, Cohen, Dutton, and Younger. Staff: Paula Pachon, Management Analyst and Melissa Morales, Senior Administrative Secretary. B. ADJOURNMENT Due to lack of a quorum, the meeting was adjourned. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: June 10, 2003 9-0-1 (Absent: Buquet) COMMUNITY FOUNDATION MINUTES OF THE JUNE 10, 2003, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was held on Tuesday, June 10, 2003, in the TH-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:10 p.m. by Chair Mize. Present were: Board Members: Arreguin, Bowne, Buquet (arrived at 5:35 p.m.), Cohen, Dutton, Metel, Parker, Punter, Younger and Mize. Absent: None. Staff: Kevin McArdle, Community Services Director; Francie Martindale, Community Services Marketing Manager; Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS None C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. D, CONSENT CALENDAR 1. To approve the Minutes of the Special Community Foundation Meeting held Apdl 5, 2003; Regular Community Foundation Meeting held Apdl 8, 2003; Special Community Foundation Meeting held April 8, 2003; Special Joint Community Foundation and Library Foundation Meeting held April 24, 2003 and Regular Community Foundation Meeting held May 13, 2003. 2. To receive and file Treasurer's Report for the month of April, 2003. MOTION: Moved by Vice Chair Cohen, seconded by Member Parker, to approve the Consent Calendar, as submitted. Motion carried: 9-0-1. (Absent: Buquet) E. SUB-COMMITTEE REPORTS None (~UMIVI UIVI I .r p UUIVIJA I ICIIV I JU~le I U, ZUU.1 F. FOUNDATION BUSINESS 1. The annual Election of Officers for the Community Foundation for 2003-2004 was introduced by Director McArdle. He noted the recent reorganization and election of officers and supported re-election of the current members to their seats. No discussion was held and the following action was taken: MOTION: Moved by Secretary Punter, seconded by Member Younger, to approve the re-appointment of Tony Mize, as Chair; Harvey Cohen, as Vice Chair and Ann Punter, as Secretary/Treasurer to the Community Foundation. Motion carried: 9-0-1 (Absent: Buquet). 2. Management Analyst Pachon presented staffs report regarding review and approval of the Foundation's Fiscal Year 2003-2004 Annual Budget. Ms. Pachon referenced the updated proposed budget distributed that evening including the proposed cash balance, projected revenues, transfers and expenditures for the coming year. She noted that Legal Counsel will be contacted concerning the legality of the transfers of monies to the P.A.L. campaign. She called for questions and comments from the Board. Discussion ensued by the Board. Questions were raised concerning the transfer of Gala proceeds to the P.A.L. Campaign and transfer of designated funds into the Campaign account. Analyst Pachon estimated approximately $30,000 of the Gala proceeds will the earmarked for the Campaign and confirmed that Legal Counsel would be reviewing the legalities of all of the proposed fund transfers. Director McArdle also reiterated the role of Board Members as solicitors for the P.A.L. Campaign. Member Younger pledged $5,000 towards the campaign and asked for staff's input concerning addressing the Chamber of Commerce concerning the fundraising effort. Following his response, the following action was then taken: MOTION: Moved by Member Younger, seconded by Secretary Punter, to adopt the Fiscal Year 2003-2004 Annual Budget, as proposed by staff. Motion carried: 9-0-1 (Absent: Buquet). 3. Chairman Mize called upon Analyst Pachon for the update regarding plans for the 2003 Founder's Gala to be held November 1, 2003. Ms. Pachon reported that the first Ambassadors meeting was recently held and approximately six Ambassadors have pledged their assistance with the event. She distributed Ambassador packets to each of the Board Members and encouraged their solicitation of additional volunteers. No action was taken on the matter which was received and filed. 4. Consideration of transfer of $20,000 from the Community Foundation's Endowment to the Promoting Arts and Literacy (PA£J Campaign Account. Analyst Pachon referenced her staff report dated June 10m regarding transfer of the funds and the recommendation for approval from the P.A.L. Campaign Cabinet. No discussion was held on the matter and the following action was taken: (.UM.,'/lUZVZ_~ ! I'~UU.'VZJ.4 ZZUAt Z June I u, zuu.~ MOTION: Moved by Vice Chair Cohen, seconded by Member Bowne, to approve the transfer of $20,000 from the Community Foundation's Endowment Fund to the Promoting Arts and Literacy (P.A.L.) Campaign Account. Motion carried: 9-0-1 (Absent: Buquet). Member Buquet arrived at this time. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Chairman Mize requested clarification from staff regarding the upcoming joint special meeting to be held with the Library Foundation. Director McArdle gave a bdef overview of the meeting's agenda. H. ADJOURNMENT MOTION: Moved by Secretary Punter, seconded by Member Younger, to adjourn the Regular Community Foundation Meeting. Motion carried: 10-0. Meeting adjourned at 5:40 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: August 12, 2003 7-0-3 (Absent: Arreguin, Buquet and Dutton) C. UMM UlVll ! 1~ UUIYIJ~ IIU~ d Ju~e 1 U, ZUU3 COMMUNITY FOUNDATION AND LIBRARY FOUNDATION MINUTES OF THE JUNE 10, 2003, JOINT SPECIAL MEETING A. CALL TO ORDER The joint special meeting of the Rancho Cucamonga Community Foundation and Library Foundation was held on Tuesday, June 10, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:03 p.m. Present were: Community Foundation Board Members: Arreguin, Bowne, Buquet, Cohen, Dutton, Metel, Parker, Punter, Younger and Mize. Library Foundation Board Members: Akahoshi, Carrasco, Davies, Filippi, Mitchell, Leal Mitchell, Pachon, Viricel, Wimberty and Williams. Staff: Deborah Clark, Library Director; Kevin McArdle, Community Services Director; Francie Martindale, Community Services Marketing Manager; Paula Pachon, Management Analyst III; Vivian Garcia, Administrative Secretary and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS None C. FOUNDATION BUSINESS 1. Update on the Cultural Center Project was presented by Director McArdle. He showed various conceptual drawings of the facility including interior designs specifically highlighting the various areas of the facility to be sponsored through the P.A.L. Campaign. Director Clark reported staff's receipt in the near future of $500,000 from the library grant. Manager Martindale showed the Boardmembers mock-up Cultural Center marketing brochures. She also announced the new formation of a children's advisory group called the "Kids Culture Company." She indicated that children with library and/or theater interests would be selected to participate. 2. Update and discussion regarding the Cultural Center Project's P.A.L. Campaign (Promoting Ar~s and Literacy) was introduced by Director McArdle He referenced the handout which listed "perks" to donors of the P.A.L. Campaign which would include Gala and Telethon sponsorship benefits. Following presentation of staff's recommended donation/sponsorship levels, the Boards took the following action: MOTION: Moved by Member Younger, seconded byVice Chair Cohen, to appreve the proposed P.A.L. Campaign donation level and Gala/Telethon perks, as recommended by staff. Motion carried: 10-0. MOTION: Moved by Member Filippi, seconded by Member Leal, to approve the proposed P.A.L. Campaign donation level and Gala/Telethon perks, as recommended by staff. Motion carried: 10-0. LIBR.4R Y FOUND~4 TION 1 June 10, 2003 3. Chairman Mize opened discussion on the update, from Foundation Members on their solicitation efforts for the Cultural Center Project. He thanked Consultant House and staff for their diligence, and distributed individualized pledge cards to the Community Foundation for their consideration. He was joined by President Williams in encouraging 100% Library and Foundation Board participation, which also assist in meeting a requirement of many grants for 100% Board participation. Consultant House stressed that the upcoming Phase 1 deadline is November 1st. Member Akahoshi left at 6:45 p.m. Member Filippi left at 6:46 p.m. President Williams reported on his first solicitation attempt which resulted in a $5,000 pledge. He inspired his co-Board Members to continue with their efforts. Vice Chair Cohen left the meeting at 6:50 p.m. and Member Younger left at 6:55 p.m. · Member Bowne announced that local celebrity Rod Gilfrey expressed his interest in serving as an Honorary Member of the P.A.L. Campaign Cabinet. No action was taken by the Board. D. ADJOURNMENT MOTION: Moved by President Williams, seconded by Chair Mize, to adjourn the special joint meeting of the Community Foundation and Library Foundation. The meeting was adjourned at 7:05 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: August t2, 2003 7-0-3 (Absent: Arreguin, Buquet and Dutton) LIBRARY FOUNDA TION 2 June 10, 2003 COMMUNITY FOUNDATION MINUTES Of THE JULY 8, 2003, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was called on Tuesday, July 8, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:15 p.m. by Chair Mize. Present were: Board Members: Buquet (who arrived at 5:35 p.m.), Cohen, Metel and Mize. Absent: Arreguin, Bowne, Dutton, Parker, Punter and Younger. Staff: Francie Martindale, Community Services Marketing Manager; Paula Pachon, Management Analyst III and Mary Voss, Office Specialist II. B. ADJOURNMENT Due to lack of a quorum, the meeting was adjourned. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: August 12, 2003 7-0-3 (Absent: Arreguin, Buquet, CU.,I/Ifl/]U~]] ! I*UU~!I~11~,~! I Jt4ly ~, ZUU3 COMMUNITY FOUNDATION MINUTES OF THE AUGUST 12, 2003, REGULAR MEETING A. CALLTO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was held on Tuesday, August 12, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:10 p.m. by Chair Mize. Present were: Board Members: Bowne, Cohen, Metel, Parker, Punter, Younger and Mize. Absent: Arreguin, Buquet and Dutton. Staff: Dave Moore, Recreation Superintendent; Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS None C. COMMUNICATIONS FROM THE PUBLIC 1. Hilda Phillips, Member, Senior Advisory Committee, asked for clarification regarding the process for donating funds through the Foundation for the new Senior Center Fundraising Campaign. She submitted a letter regarding her questions. Superintendent Moore responded briefly and staff was requested to address the matter at a future Senior Advisory Committee meeting. D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held June 10, 2003; Special Joint Community Foundation and Library Foundation Meeting held June 10, 2003 and Regular Community Foundation Meeting held July 8, 2003. 2. To receive and file Treasurer's Report for the months of Juno and July, 2003. MOTION: Moved by Vice Chair Cohen, seconded by Member Bowne, to approve the Consent Calendar, as submitted. Motion carried: 7-0-3 (Absent: Arreguin, Buquet and Dutton) E, SUB-COMMI'I'rEE REPORTS None LUMMUHII I I, UUI~IJAIIUIV I ttllgti$I Ii, ,~UIIJ F. FOUNDATION BUSINESS 1. Update on Cultural Center Project was presented by Analyst Pachon. She informed the Board of the following: staff's recent trip to Denver to observe a children's theater production; receipt of a tentative response from the Walden Family Playhouse and also the September 16th mall groundbreaking ceremony. Chairman Mize, who accompanied staff to Denver, spoke of how impressed he was by the Walden Group and his optimism that a great relationship could be developed between the City and their organization. No action was taken and report was received and flied. 2. Foundation Members update on solicitation efforts for the Cultural Center Project was initiated by Chair Mize who indicated the upcoming meetings he has scheduled with Member Dutton for prospective donors. He was followed by each of the Members who described the status of their fundraising efforts. Following their updates, Chairman Mize reminded the Board of the need to follow the process set in place to help eliminate duplication of effort, as well as keeping staff abreast of the status of solicitations. Analyst Pachon distributed a PAL Campaign Donation Summary which listed a total pledge donation amount to date of $129,250. She also disseminated a list of prospective funders from various foundations and asked the Board to review the list and let her know if they are familiar with any of the organizations so that she could personalize the donation letter. Following their discussion, the Board took no action and the matter was received and filed. 3. Analyst Pachon was called upon regarding consideration of an additional appointment to the Community Foundation Board of Directors. She referenced staff's August 12= report which recommended the appointment of Edward J. Biebrich to the Foundation and distributed his application for the Board's information. Following her report, the Board took the following action: MOTION: Moved by Treasurer Punter, seconded by Member Younger, to recommend the appointment to the Community Foundation of Edward J. Biebrich, Jr., to the City Council for their consideration. Motion carried: 7-0-3. (Absent: Arreguin, Buquet and Dutton).' 4. Chairman Mize called on Analyst Pachon for her update regarding plans for the 2003 Founder's Gala to be held November l, 2003. She briefed the Board on staff's efforts including the change to the silent auction portion of the evening to a drawing of five to six large prizes. She noted that the Ambassador Core has not been as effective as anticipated, but that staff would continue to work with the group to encourage their assistance and participation. Ms. Pechon also reported that tables for the event are filling up fast due in part to P.A.L. Campaign donations. No other action was taken and the report was received and filed. LUIYl~IU.I~ll I I~UUIVUAIIUh/ ,~ ttugust IZ, 5. Sponsorship consideration of volunteers for the "Mark Christopher Charity Classic - Presented by Adelphia" to be held September 22-28, 2003, was opened by Analyst Pachon who summarized staff's report detailing the financial benefit to the Foundation over the last few years that the Board has sponsored volunteers. She gave staff's recommendation to approve the sponsorship of 20 volunteers for a total expenditure of $780.00. The Foundation Members concurred with staff's recommendation and took the following action: MOTION: Moved by Member Younger, seconded by Vice Chair Cohen, to approve the expenditure of $780.00 to sponsor 20 volunteers for the Mark Christopher Charity Classic- Presented by Adelphia" scheduled for September 22-28, 2003, at the Empire Lakes Golf Course. Motion carried: 7-0-3. (Absent: Arreguin, Buquet and Dutton). G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None H. ADJOURNMENT Chairman Mize adjourned the Regular Community Foundation meeting at 5:55 p.m. with all Members present except Arreguin, Buquet and Dutton. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: September 9, 2003 6-0-5 (Absent: Arreguin, Buquet, Parker, Punter and Younger) [.UIYIIYI UI~I I r f UI. JI~IUA I IUI~I .1 August l z, zuu~ COMMUNITY FOUNDATION MINUTES OF THE SEPTEMBER 9, 2003, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was held on Tuesday, September 9, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:12 p.m. by Chair Mize. Present were: Board Members: Biebrich, Bowne, Cohen, Dutton, Metel and Mize. Absent: Arreguin, Buquet, Parker, Punter and Younger. Staff: Kevin McArdle, Community Services Director; Francie Martindale, Community Services Marketing Manager; Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS 1. Newly appointed Foundation Member Edward Biebrich was administered the Oath of Office by Mayor Alexander. C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held August, 12, 2003. 2. To receive and file Treasurer's Report for the month of August, 2003. MOTION: Moved by Vice Chair Cohen, seconded by Member Bowne, to approve the Consent Calendar, as submitted. Motion carried: 6-0-5 (Absent: Arreguin, Buquet, Parker, Punter and Younger.) E. SUB-COMMITTEE REPORTS None CLIMRIUIVII Z I~LIUIVUAIILIN I beplemoer y, zuu.~ F. FOUNDATION BUSINESS 1. Chair Mize called on Director McArdle for his update on the Victoria Gardens Cultural Center Project. He reported that the project is in plan check and estimated the project would go out to bid in December. He spoke of progress made with the Walden Family Playhouse as the potential in-house theater group and indicated the possibility of their attendance at the upcoming Gala. Marketing Manager Martindale informed the Board of plans for marketing the Center at the upcoming mall groundbreaking ceremony. Commission discussion ensued. Chair Mize encouraged Members' attendance at the groundbreaking to take advantage of any philanthropic opportunities. Members Bowne end Dutton indicated they would be at the event. Following the Board's discussion, the updated was received and filed. 2. The update by Foundation Members on their solicitation efforts for the Cultural Center Project was opened by Chair Mize. He was joined by the other Foundation Members in reporting on the status of their solicitation efforts for potential donations. Director McArdle also reported on his fundraising endeavors. Chair Mize informed the Board that the Previti's, Rod Gilfry, Randall Lewis and Herb Fisher have expressed their interest in serving as P.A.L. Campaign Honorary Chairs. He requested that staff send letters confirming their appointments. Following their updates, no other action was taken. 3. Management Analyst Pachon gave her report regarding plans for the 2003 Founder's Gala to be held November l, 2003. She informed the Board that, due to the success of the P.A.L. campaign, table sponsorships and individual ticket sales were no longer available. She indicated that any future large P.A.L. donors will be assigned a table et the 2004 Gala. She also informed the Board of the change in benefits to the $100,000 and above donors from two tables at the Gala to one. Member Bowne left the meeting at 5:55 p.m. Discussion continued regarding seating logistics for the event. Director McArdle noted that due to space limitations, theming would most likely be diminished. Chair Mize expressed the importance of filling all of the seats. Analyst Pachon reported that response cards are being sent to all donors who have received a table and any unused tables/seats will be assigned elsewhere. No other discussion was held and the update was received and filed. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None L LIMM UIVl l _r I~ LI UfilL)Ai iLIIV Z ~ep~emt~er ~, ZOOJ H. ADJOURNMENT MOTION: Moved by Chair Mize, seconded by Member Dutton, to adjourn the Regular Community Foundation Meeting. Motion carried: 6-0-5 (Absent: Arreguin, Bowne, Buquet, Parker, Punter and Younger). Meeting adjourned at 6:10 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: November 13, 2003 6-0-5 (Absent: Arreguin, Biebrich, Buquet, Cohen and Dutton) L. UMM UIVI 1 _r p U UIVLIA 1 IUIV .5 beptemt~er y, zuo3 COMMUNITY FOUNDATION MINUTES OF THE OCTOBER 14, 2003, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was called on Tuesday, October 14, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:00 p.m. by Chair Mize. Present were: Board Members: Biebrich, Carlson, Buquet, Dutton and Mize. Absent: Arreguin, Bowne, Cohen, Metel, Parker and Younger. Staff: Kevin McArdle, Community Services Director; Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B, ADJOURNMENT Due to lack of a quorum, the meeting was adjourned. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: November 13, 2003 6-0-5 (Absent: Arreguin, Biebrich, Buquet, Cohen and Dutton) L UMM UIYI I Z' I~ CtUI~LI~°a l ICI~ I t~ctooer 14, ,~o COMMUNITY FOUNDATION MINUTES OF THE NOVEMBER 13, 2003, SPECIAL MEETING A. CALLTO ORDER The special meeting of the Rancho Cucamonga Community Foundation was held on Thursday, November 13, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:08 p.m. by Chair Mize. Present were: Board Members: Bowne, Carlson, Metel, Parker, Younger and Mize. Absent: Arreguin, Biebrich, Buquet, Cohen and Dutton. Staff: Kevin McArdle, Community Services Director; Francie Martindale, Community Services Marketing Manager; Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS None C. COMMUNICATIONS FROM THE PUBLIC None D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held September 9, 2003, and Regular Community Foundation Meeting called for October 14, 2003. 2. To receive and file Treasurer's Report for the months of September and October, 2003. MOTION: Moved by Member Carlson, seconded by Member Younger, to approve the Consent Calendar, as submitted. Motion carried: 6-0-5 (Absent: Arreguin, Biebrich, Buquet, Cohen and Dutton). E. FOUNDATION BUSINESS 1. Update on the Victoria Gardens Cultural Center Project was opened by Director McArdle. He reported the possibility of five potential PAL sponsor which were a result of their attendance at the recent Founder's Gala. He briefed the Member's regarding the status of the project's construction and estimated the parking structure bid opening in December with construction to begin in February. He also noted the on-going CtJMM UDIII I P CIU~IU~II ICII¥ I D!ovemOEr 1.5, ZUUJ discussion with various in-house theater groups including the Walden Family Playhouse. Director McArdle estimated approval of a group within the next five months. He briefly discussed possible groundbreaking options that are being considered for the coming months including the possibility of incorporating with the 2004 library telethon. Marketing Manager Martindale informed the Board of the new PAL materials available for their solicitation efforts including the video/DVD displayed at the Founder's Gala. It was suggested that the promotional video be displayed during the telethon with a phone number for donations. Following staff's report no other action was taken and the report was received and filed. 2. Chair Mize called on Members for their updates on solicitation efforts for the Victoria Gardens Cultural Center PAL (Promoting Arts and Literacy) Campaign. Each Boardmember gave a brief status of their on-going efforts and clarification was requested concerning the next phase of the campaign. Staff responded that the silent phase of the campaign is now over, and all sponsorship opportunities are currently available. A suggestion was also made to contact those local companies whose employees contribute to United Way to encourage donation to the PAL campaign. Director McArdle informed the Board of a potential large sponsor, and in the absence of Member Dutton, acknowledged her efforts in raising $250,000 for the campaign. He also made the Board aware of Library Foundation Member Rebecca Davies' efforts to work with the school district's on the brick campaign and her goal for 100% participation by each class in all of the elementary school districts. A flyer marketing holiday gift opportunities was distributed and a suggestion made to add a disclaimer regarding the City's right to approve all wording engraved on the bricks. Analyst Pachon informed the Foundation that she is now accepting and processing the credit card payments and also noted that any theater seats that are purchased for sponsorship would be pre- assigned seating, not selected by the donor. Following the discussion, no other action was taken. 3. Review of the 2003 Founder's Gala head on November 1., 2003, was opened by Chair Mize who commended staff for their efforts. A brief discussion was held concerning the benefits of paying for celebrities to attend the event, and expectations for their participation. Staff expressed support to continue to include celebrities for marketing purposes and incentives for potential donors. Director McArdle apologized for an error with the Gala program and indicated a revised program would be sent to all PAL/Gala donors. He gave his suggestion for a festive theme for next year's Gala which could be held again (in two rooms) at the Etiwanda Gardens facility, He informed the Board that a presentation concerning the PAL Campaign and Gala would be presented at the upcoming City Council meeting. He encouraged the Board's attendance. Additional comments from the Board were in support of staff's efforts and commending them for the event's success, It was also noted that a former Boardmember had expressed interest in participating in the PAL campaign effort. The Board expressed their support of conducting a special meeting with the former Members regarding their potential solicitation interests and asked staff to look into the matter. No other action was taken. (..UIVII~I UIYI-t I pLIt..IIYIJt[I I(.II~ Z lvovemoer 1.1, ZUU~ 4. Consideration of approving Foundation Affiliate Status for the Rancho Cucamonga Protection District and establishing a Wildland Interface Fund was presented by Management Analyst Pachon. She referenced staff's report dated November 13, 2003, regarding the proposed fund and recommended approval of the request. Director McArdle clarified that the fund would be established to allow the City and Fire District an opportunity to be prepared as much as possible for an emergency through the purchase of wildland interface related materials and equipment. Following staff's comments, the Board took the following action: MOTION: Moved by Member Carlson, seconded by Member Younger, to approve the . Affiliate status for the Rancho Cucamonga Fire Protection District and approving the establishment of a Wildland Interface Fund. Motion carried: 6-0-5 (Absent: Arreguin, Biebrich, Buquet, Cohen and Dutton). G, IDENTIFICATION OF ITEMS FOR FUTURE None H. ADJOURNMENT Chairman Mize adjourned the Special Community Foundation Meeting. Motion carried: 6-0-5 (Absent: Arreguin, Biebrich, Buquet, Cohen and Dutton.) Meeting adjourned at 6:10 p.m. Respectfully submitted, Melissa Morales · Senior Administrative Secretary Approved by the Community Foundation: December 8, 2003 6-0-5 (Absent: Arreguin, Biebrich, Buquet, Metel and Younger) CU~IIF] U.~ll I I~UU~I.).~tI IUhl .1 hloYEtllOCr ~1, ZUU~ COMMUNITY FOUNDATION MINUTES OF THE DECEMBER 8, 2003 SPECIAL MEETING A. CALL TO ORDER The special meeting of the Rancho Cucamonga Community Foundation was held on Monday, December 8, 2003, at the Lions West Community Center, located at 9161 BaseLine Road, Rancho Cucamonga, California. The meeting was called to order at 5:45 p.m. by Chair Mize. Present were: Board Members: Bowne, Carlson, Cohen, Dutton, 'Parker and Mize. Absent: Arreguin, Biebrich, Buquet, Metel and Younger. Staff: Kevin McArdle, Community Services Director; Francie Martindale, Community Services Marketing Manager; Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS None C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held November 13, 2003. 2. To receive and file Treasurer's Report for the month of November 2003 and PAL Cash Report for the month of October, 2003. 3. To approve renewal of Directors and Officers Liability Insurance for 2004. MOTION: Moved by Vice Chair Cohen, seconded by Member Dutton, to approve the Consent Calendar, as submitted. Motion carried: 6-0-5. (Absent: Arreguin, Biebrich, Buquet, Metel and Younger). C UMM UI~I I I I* (J UIVLIAI I UI~ I L~ecemoer 6, zuU,~ E. FOUNDATION BUSINESS 1. Chairman Mize opened discussion of Foundation Members updates on their solicitatior~ efforts for the Victoria Gardens Cultural Center project fundraising campaign - "PAL Promoting Arts and Literacy." Director McArdle started the discussion by reporting the recent $10,000 donation by Stone and Youngberg and the continued interest expressed by the Lewis Family to become a major sponsor. He was requested to follow-up on interest expressed by a representative of Smith and Barney regarding serving as a Board Member. Brief discussion ensued concerning the recruitment process and suggestion made to enlist the assistance of former Foundation members in the fund rising effort. Future agenda items were requested regarding Board Development and Cash Investment Policy. A request was also made to identify potential stockbrokers who might wish to serve on the Board. Following their discussion, no other action was taken by the Board. 2. Election of Officers for Community Foundation Secretary/Treasurer was opened. Director McArdle noted the vacancy was due to the recent replacement of former Board Member Punter by Member Carlson. Following a brief summary on the duties of the Secretary/Treasurer, the following action was taken: MOTION: Moved by Chairman Mize, seconded by Vice Chairman Cohen, to appoint Patricia Carlson as the Community Foundation Secretary/Treasurer. Motion carried: 6- 0-5. (Absent: Arreguin, Biebrich, Buquet, Metel and Younger.) F. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Investment Policy 2. Board Member Structure H. ADJOURNMENT Chairman Mize adjourned the Special Community Foundation Meeting with all Members present except Arreguin, Biebrich, Buquet, Metel and Younger. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved bythe Community Foundation: January 13, 2003 6-0-5 (Absent: Arreguin, Biebrich, Cohen, Dutton and Younger) CC~IVI~IU~Vll I PUU~/LI~IIIU.~V Z IJ¢ccmDcr ~, ZUU~ COMMUNITY FOUNDATION AND LIBRARY FOUNDATION MINUTES OF THE DECEMBER 8, 2003, JOINT SPECIAL MEETING A. CALL TO ORDER The special joint meeting of the Rancho Cucamonga Community Foundation and Rancho Cucamonga Library Foundation was held on Monday, December 8, 2003, at the Lions West Community Center, located at 9161 Base Line Road, Rancho Cucamonga, California. The meeting was called to order at 6:05 p.m. by Chairman Mize and President Williams. Present were: Community Foundation Board Members: Bowne, Buquet (who arrived at 6:15 p.m.), Carlson, Cohen, Dutton, Parker and Mize. Absent: Arreguin, Biebrich, Metel and Younger. Library Foundation Board Members: Akahoshi (who arrived at 6:10 p.m.), Carrasco, Davies, Filippi, Howdyshell, Pachon, Viricel, Williams and Wimberly. Absent: Leal and Mitchell. Staff: Kevin McArdle, Community Services Director; Deborah Clark, Library Director; Francie Martindale, Community Services Marketing Manager; Paula Pachon, Management Analyst III; Vivian Garcia, Administrative Secretary and Melissa Morales, Senior Administrative Secretary. B. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. C. FOUNDATION BUSINESS 1. The update on the Victoria Gardens Cultural Center Project was presented by Director McArdle. He reported that the parking structure bids are to be opened tomorrow with construction estimated to begin January 5, 2004. He noted that additional construction bids are anticipated to be awarded in January and completion of the project is still projected for July 2005. A question was raised concerning the status of the exterior/interior designs and Director McArdle responded that staff and the consultants have been meeting regarding the matter and some decisions have been made. The report was received and filed and no other action taken. 2. Update and discussion was opened regarding the Victoria Gardens Cultural Center's PAL - Promoting Arts and Literacy Campaign. Director McArdle referenced staff's th December 8 report which listed the items to be discussed that evening. These items included: status regarding Honorary PAL Committee Members; update on PAL Campaign pledge totals; discussion of PAL pledges/donations and associated campaigns; update on PAL software implementation; update on PAL holiday marketing efforts; review of PAL resource materials, discussion regarding the telethon/construction kick-off event and coordination/status of pending solicitation efforts by the Board Members. c C~MM U~Vl I · P Id UlVlJ,~I 1 ICilY A~VL* I lJ¢ccmOcr ~, ZUU~ LIBRARY FOUNDATION Status regarding Honorary PAL Committee Members - A list of potential honorary Committee Members was distributed. Director McArdle indicated that the Cultural Center's marketing firm is also working on a list of potential celebrities to serve on the committee and quotes are being created for their use. Update on PAL Campaign p/edge totals - Management Analyst Pachon reported that $1,170,000 has been pledged to date. Discussion of PAL pledges/donations and associated campaigns - Director McArdle reported on-going discussions with the Lewis Family concerning their potential sponsorship. He also distributed an updated list of sponsorship benefits and PAL information sheet. Analyst Pachon informed the Members that all checks received are receipted'within a week. Update on PAL software implementation - Director Clark reported that the new software system "Raiser's Edge" had been recently implemented and staff was working on inputting campaign information. Update on PAL holiday marketing efforts - Marketing Manager Martindale updated the Board on recent marketing efforts including creation of a Cultural Center web-site, book covers, and gift opportunities flyer. Brief discussion was held regarding other methods for marketing including car door magnets. Review of PAL resource materials - Manager Martindale displayed all of the various resources available to the Board Members for their fundraising use. These include videos, CDs, brochures and pamphlets. A list of the resources available will be e-mailed to Members. Discussion regarding the telethon/construction kick-off event- Director Clark described plans for the upcoming telethon which will be combined with the Cultural Center's groundbreaking event. The event is tentatively scheduled for April 17th' She asked that any Members with celebrity contacts to let her know. Coordination/status of pending solicitation efforts by the Board Members - Treasurer Davies gave her update on the brick campaign sub- committee's efforts to solicit every class in each of the local schools. Member Howdyshell spoke of her solicitation efforts with fellow real estate brokers and agents. Secretary Carlson requested an update on donations through United Way. She suggested that the telethon advertise the option to contribute through United Way. Member Carrasco spoke of her efforts with the City of San Bernardino to add the PAL Campaign to their United Way contribution list. Following their discussion, no other action was taken. G, IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None H, ADJOURNMENT The special joint Community Foundation and Library Foundation meeting was officially adjourned at 7:03 p.m. Respec~tfully sub,~itted., Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: January 13, 2003 6-0-5 (Absent: Arreguin, Biebrich, Cohen, Dutton and Younger) CUMMUiWZ ~ ~UUiVU,~Z tuiv ,'UVU Z z~ecemoer a, zuu.~ LIBRARY FOUNDATION