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HomeMy WebLinkAbout07/02/21 Min. Fdn. RANCHO CUCAMONGA COMMUNITY FOUNDATION MINUTES OF THE SPECIAL MEETING HELD FEBRUARY 21, 2007 A. CALL TO ORDER The special meeting of the Rancho Cucamonga Community Foundation was held on Wednesday, February 21, 2007, in the Tri-Communities Room, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:05 p.m. by Chair Cohen. Present were: Board Members: Buquet (arrived at 5:19 p.m.) Carlson, H. Gibson, J. Gibson, Mize, Nelson, and Cohen. Absent: Dutton, Knox and Parker. Staff: Kevin McArdle, Community Services Director; Nettie Nielsen, Community Services Superintendent; 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 Rancho Cucamonga Community Foundation Meeting held October 11, 2006. 2. To receive and file Treasurer's Reports for the months of October, November and December 2006 and PAL Cash Reports for January 2006 through January 2007. MOTION- Moved by Vice Chair Mize, seconded by Secretary Carlson, to approve the Consent Calendar, as submitted. Motion carried: 6-0-4(Absent: Buquet, Dutton, Knox and Parker). E. FOUNDATION BUSINESS 1. Review and approval of 2007 Rancho Cucamonga Community Foundation Work Plan was opened. Director McArdle was called upon for staffs report. He addressed the Board on the three aspects of the proposed Plan which are: Community Foundation meetings for 2007; action steps to take for the Foundation's continued operation and coordination items in conjunction with the Rancho Cucamonga Library Foundation. e ruary 27, Tuul , In the area of meetings, Director McArdle recommended the full Board meetings continue to be held tri-annually; the Executive Committee meetings be increased to quarterly; the PAL Cabinet meetings be reduced to bi-monthly and the committee meetings begin to be held more frequently. Discussion held included support in leaving the PAL Cabinet meetings monthly recognizing that not all Members are available to attend each meeting. Vice Chair Mize did ask if the next Cabinet meeting could be rescheduled due to a conflict with his schedule. Concern was also expressed regarding the number of items to be addressed at the annual Board meeting in June. Staff was asked to balance the large agenda including possibly scheduling a speaker. Director McArdle then addressed operational work plan items. Included were: re- establishing the committees and setting 2007 goals; coordinating with the Library Foundation schedules and goals for future galas and telethons; providing Board member support at the upcoming telethon; developing a plan to have the Playhouse volunteers assist as Ambassadors; conducting hands-on fundraising training; creating a vision statement for the Foundation's role over the next five years and maximizing the involvement of all Board Members in fundraising efforts while expanding the Board. Comments in this area included support of utilizing Playhouse volunteers. Staff was also requested to provide to the Members a report on the current financial status of the PAL Campaign including donations received vs donations pledged and monies that may be spent. Clarification on the goals for the PAL Campaign was requested and Director McArdle responded that the Cabinet's March meeting will include address the matter The third component of the work plan as recommended by staff consisted of items including coordination with the Library Foundation in areas including clarifying the role and responsibility of the PAL Cabinet; conducting a joint annual coordination meeting; considering an alternative organizational model for potential future House Raffles; approving a plan for distributing and expending PAL Program and Endowment Funds; approving a revised fundraising goal statement for the PAL Campaign; approving plans for PAL Phase II major fundraising efforts; continuing to aggressively promote the various PAL Phase I fundraising efforts and actively working to support the efforts and success of the 2007 Joint House Raffle Committee. Vice Chair Mize added to Director McArdle's comments and informed the Board that the Cabinet would be discussing the possibility of forming another foundation to facilitate the house raffle and other fundraising endeavors with monies to be earmarked for the Community and Library Foundations, as well as possibly other non-profit organizations. In conclusion, amendments to the proposed plan were: to re-institute monthly meetings for the PAL Cabinet meetings and to change consideration of an alternative organizational model from potential future House Raffles only to all future fundraising endeavors. Following their discussion, the Board took action as follows- MOTION: Moved by Member Buquet, seconded by Vice Chair Mize, to adopt the tentative work plan, as amended, and direct staff to proceed as needed. Motion carried: 7-0-3 (Absent: Dutton, Knox and Parker). e ruary 27, 207 2. Update on Committee Membership was presented by Analyst Pachon. She reviewed the current membership on the Finance, Fund Development and Membership/ Nominating Committees and asked for the Board's comments and direction. Members confirmed that they wish to remain on their respective committees. A suggestion was made that the Membership/Nominating Committee help coordinate reaching out to the Playhouse volunteers that may be interested in serving as Foundation Ambassadors Following their comments, the Board took action as follows: MOTION: Moved by Secretary Carlson, seconded by Member Buquet to re-confirm the Committee Membership as it currently stands. Motion carried: 7-0-3(Absent: Dutton, Knox and Parker). 3. Chair Cohen called on Analyst Pachon for her update and status of the Promoting Arts and Literacy(PAL) Campaign. Analyst Pachon distributed a current donation pledge summary and reviewed the available appeals. A question was raised on the status of matching gift donations and the matter was forwarded to the Fund Development Committee to address how to increase the number of businesses willing to match employee donations. No other discussion was held, and the report was received and filed.- 4. iled:4. Update and discussion on the results of the 2006 Promoting Arts and Literacy(PAL) Campaign House Raffle was opened. Vice Chair Mize distributed a financial report for the fundraiser and informed the Board that $546,000 had been awarded in prizes and the PAL Campaign net $327,000. He indicated that support has been expressed to conduct the fundraiser again this year with the suggestion that the builder donate monies and become more of a partner rather than receive free advertising. He noted the possibility of Shea Homes involvement. He commented that even greater success is expected this year, partly due to the database of donors that has been established. Questions were raised by the Board regarding when the House Raffle will be held this year; start-up monies; marketing and the Foundation's role. Vice Chair Mize responded that the Raffle will probably take place during the same period as last year; $150,000 seed money is already allocated; the Committee is now more experienced at promoting the fundraiser and increased Community Foundation involvement is needed. A concern was also expressed on expenses incurred for the fundraiser and suggestion made to look at reducing costs. The following action was taken: MOTION: Moved by Secretary Carlson, seconded by Member Buquet, to support conducting a second House Raffle and to appoint a new House Raffle Committee with Mize serving as Chair, and Nelson, Harry and Judy Gibson serving as Members. Motion carried: 7-0-3 (Absent: Dutton, Knox and Parker) e ruary 5. Director McArdle reviewed a proposed schedule for future Rancho Cucamonga Community Foundation Gala and Rancho Cucamonga Library Foundation fundraisers. This included hosting a Gala for the Arts in December 2006, April 2008 and 2010. Library Telethons were recommended to be held in April 2007 and April 2009. Comments by the Board included concern with relying on two distinctly different events as main fundraisers and losing momentum by not hosting at least the Gala annually which could serve as the City's social event of the year. Director McArdle noted that a reception would still be held annually with the season announcement, but concern has been identified by holding two large fundraisers each year in competing for donations. Additional discussion addressed the need to have assistance coordinating any future galas including forming a Gala committee. In addition, the Membership/Nominating Committee was given the task to address securing more volunteers to help with the effort. Following their discussion, report was received and filed. 6. Chair Cohen opened the update on plans for the 2007 Rancho Cucamonga Library Foundation Telethon and support by the Rancho Cucamonga Community Foundation. Analyst Pachon was called upon to report. She distributed information concerning the upcoming fundraiser and suggested the Community Foundation support the effort by taking an active role. A question was raised on areas the Board may assist in and Analyst Pachon responded that manning of phones and taking pledges could be areas where assistance is needed. Staff was requested to forward to the Board, a list of areas of assistance needed for the upcoming telethon. No other action was taken. 7. Update on current solicitation efforts for the Promoting Arts and Literacy (PAL) Campaign was opened. Members gave their updates on current asks and pledges. Member Buquet report on a$10,000 donation received from Victoria Promenade; Chair Cohen an additional $5,000 donation from Howard and Sharon Borenstein and Member Judy Gibson reported that the annual Realty Executive golf tournament she helps coordinate will again make a donation towards the PAL Campaign. No other action was taken and the updates received and filed. F. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. The upcoming Season Announcement event for the Lewis Family Playhouse was announced. In response to a question on purchasing priority, Director McArdle briefing described the change to the priority purchasing procedures. G. ADJOURNMENT The Special Community Foundation Meeting was adjourned at 6:33 p.m. Resp ctf I su itte , Me issa Mora es Senior Administrative Secretary Approved by the Community Foundation: July 16, 2007 Motion carried: 7-0-1 (Absent: Galindo). e ruary Z1, 2UU7 MINUTES OF THE APRIL 16, 2007, JOINT SPECIAL MEETING OF THE RANCHO CUCAMONGA COMMUNITY FOUNDATION AND RANCHO CUCAMONGA LIBRARY FOUNDATION A. CALL TO ORDER The special joint meeting of the Rancho Cucamonga Community Foundation and Rancho Cucamonga Library Foundation was held on Monday, April 16, 2007, in the Celebration Hall Meeting Room at the Victoria Gardens Cultural Center, located at 12505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:15 p.m. by Chair Cohen and President Leal. Present were: Community Foundation Board Members: Buquet, Carlson, H. Gibson, J. Gibson, Knox, Mize, Nelson, Parker and Cohen. Absent: Dutton. Library Foundation Board Members: Akahoshi, Bowne, Carrasco, Howdyshell, Melillo, Silver, Williams, Wimberly and Leal. Absent: Davies, Filippi and Sakala. Staff: Kevin McArdle, Community Services Director; Deborah Clark, Library Director; Robert Karatsu, Assistant Library Director; Michelle Perera, Library Services Manager; Nettie Nielsen, Community Services Superintendent; Paula Pachon, Management Analyst III; Vivian Garcia, Senior Administrative Secretary and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS None C. FOUNDATION BUSINESS 1. An overview of plans for the Rancho Cucamonga Public Library Telethon to be held April 20—22, 2007, was introduced by Director Clark. She briefed the Boardmembers on various programming elements and called on staff to report further. Assistant Director Karatsu was joined by Manager Perera in discussing aspects of the telethon and showing various video clips to be used during the event. Director McArdle also reminded the Boards of the April 19"' Season Announcement Event to be held at the Cultural Center to kick off the second season of the Lewis Family Playhouse. Following staffs updates, the report was received and filed and no other action was taken. 2 Review of the Promoting Arts and Literacy(PAL) Campaign Financial Status. Director McArdle thanked the Boardmembers for their attendance. He distributed a revised PAL financial summary sheet which included pledge amounts, costs to date, balances and fund development plan allocation for the following funds: Construction, Cultural Center, Library Book and Performing Arts. He indicated that the PAL Cabinet was discussing the possibility of the Cultural Center Fund becoming an endowment fund. He also expressed the Cabinet's goal to grow the Endowment Fund to$3 million. Director Clark stressed the importance for all of the Boardmembers to present the same message concerning the campaign's financial goals when soliciting for sponsorships. Boardmember discussion ensued. A suggestion was made to establish the proposed new fountain's sponsorship amount at $250,000 and a question was raised on the status of funding for the second floor of the new library. Director McArdle responded that staff was currently working on Phase II giving options. Director Clark reported that staff is continuing to explore funding mechanisms including Redevelopment Agency and County funds, as well as considering possible Library Foundation fundraising events. Director McArdle distributed a draft PAL Campaign Fundraising Goal Statement, as well as a description of the four funds that PAL Campaign monies could be allocated to. He suggested this information be used by all of the Boardmembers when soliciting sponsorships and added that the Goal Statement is a work in progress. A suggestion was made to change the words "specialized" and "extraordinary" when describing the programs supported by the Endowment Fund as future Title 1 funding might be affected. Director McArdle continued by reporting the PAL Cabinet's support of a new fundraising goal of$7 million. Director McArdle assured the Board that any future expenditure of funds from the PAL accounts must be approved by the Boards. A proposed goal date for the new fundraising goal was asked and Director McArdle responded that the Boards need to continue with their incremental successes and set realistic goals. A request was made that the Boards be provided with an itemized list of all of the PAL expenditures. Following their discussion, the Boards concurred with using the goal statement presented that evening and to amend the wording of the fund description, as suggested. No other action was taken. President Leal left the meeting at 6:55 p.m. 3. Preliminary discussion of proposed Joint Foundations Session to plan for the future of the Promoting Arts and Literacy(PAL)Campaign was opened by Director McArdle. He updated the Boards on discussions held at the Cabinet level concerning the suggestion for strategic planning with a consultant . He expressed his support of a workshop to discuss and analyze the campaign's strengths, weaknesses, opportunities and threats. He suggested that after the telethon is completed, the Boards consider the joint meeting. Director Clark added that the workshop should also focus on creating a process where all the Boardmembers are comfortable with the information they are telling the prospective donors. A question was raised on who would facilitate the discussion and staff expressed their support that an independent consultant should be called in. Boardmember discussion included the suggestion that the issue of legalized gambling using the Community Foundation's non-profit status be addressed including possibly separating the house raffle into a separate non-profit entity. This new "PAL" Foundation could also operate other fundraisers that don't fit into the 501(3)c category. The need to have good City administrative participation with any new Foundations was expressed, but the need to keep the public's perception of there being separate entities was also noted. A suggestion was given to include consideration of staffing needs if a new Foundation is formed. A comment was also made that the PAL House Raffle needed a manager to coordinate that endeavor. In conclusion, the Boardmembers present concurred with meeting in a workshop setting in early June to discuss various aspects of the PAL Campaign. No other action was taken and the matter was received and filed. D. ADJOURNMENT The Special Joint Community Foundation and Library Foundation Meeting was officially adjourned at 7:30 p.m. with all Members present except Dutton, Davies, Filippi, Leal and Sakala. Respectfully submiffed, "4( WC7 Melissa Morales Senior Administrative Secretary Vivian Garcia Senior Administrative Secretary Approved by the Community Foundation: July 16, 2007 Motion carried: 7-0-1 (Absent: Galindo).