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HomeMy WebLinkAbout08/10/22 COMMUNITY FOUNDATION MINUTES OF THE OCTOBER 22, 2008, SPECIAL MEETING A. CALL TO ORDER The special meeting of the Rancho Cucamonga Community Foundation was held on Wednesday, October 22, 2008, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Dr., Rancho Cucamonga, California. The meeting was called to order at 5:10 p.m. by Director McArdle. Present were: Board Members: Buquet, Cohen, Gibson, Galindo and Nelson. Absent: Jaramillo and Mize. Staff: Kevin McArdle, Community Services Director; Francie Palmer, Community Services Marketing Manager; Nettie Nielsen, Community Services Superintendent; Paula Pachon, Management Analyst III and Casey Costa, Office Specialist II. B. ANNOUNCEMENTS/PRESENTATIONS 1. Director McArdle announced with regret that David Parker submitted his resignation as a Board Member of the Community Foundation, and added that he will continue to be a Patron of the Arts, supporting the Community Foundation by assisting with the Target grant. C. COMMUNICATIONS FROM THE PUBLIC 1. Deborah Clark, Library Director, announced the upcoming Library fundraiser, Music, Mystery and Merlot, to be held on Friday, October 24th from 5:30 p.m.—8:30 p.m. She gave details of the event, adding that the evening will feature catered hor d'oeuvres, a variety of domestic and international wines and a performance by Rod Gilfrey. She invited Members of the Board to purchase tickets for the fundraiser. D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation meeting held June 11, 2008 and Special Community Foundation meeting held September 17, 2008. 2. Receive and file Treasurer's Report for the months of May through September 2008. MOTION: Moved by Member Cohen, seconded by Member Nelson, to approve the Consent Calendar, as submitted. Motion carried: 5-0-2 (Absent: Jaramillo and Mize). Director McArdle was pleased to inform the Board that the LAIF fund for the quarter ending October 15, 2008 earned $12,800 in interest earnings. COMMUNITY FOUNDATION 1 October 22, 2008 E. FOUNDATION BUSINESS 1. Director McArdle opened the update and discussion regarding the Foundation's $100,000 Golf Tournament by commending the leadership of Member Buquet and the planning efforts of Consultant Wagner on the successes achieved so far in the planning of the event. Member Buquet informed the Board that fundraising efforts are going very well, adding that the Foundation's expenses for the golf tournament have already been achieved by the sponsorships and donations received so far. Member Buquet discussed the need for volunteers and asked that Board Members be present and volunteer on the day of the event. Analyst Pachon indicated that some staff will be assisting on the day of the event. Additionally, an email was sent to Playhouse volunteers inviting them to volunteer at the golf tournament. Consultant Wagner distributed materials that included the golf tournament budget, volunteer needs, sponsorship inventory, inventory of live auction items and raffle prizes, and a list of high-profile target accounts. He reviewed the budget and estimated that final expenses will beat or under budget. Additionally, sponsorships and donations in the amount of $96,500 have been obtained and invoiced, which is $33,000 over budgeted expenses to date. He added that the Community Foundation's net profit goal is $100,000. It was noted that, while many organizations have cancelled fundraising golf tournaments this year due to the turbulent economy, the Foundation's fundraising efforts have been very successful. Consultant Wagner reviewed the sponsorships, noting which packages are sold and unsold. He reviewed a list of live auction items consisting largely of entertainment, sports and dining packages, highlighting the billboard donated by Lamarwhich typically auctions for$4,000 - $5,000. Director McArdle spoke briefly about the Sweeney Todd Production package which includes a part in the play in which the auction item winner will be the first one in the play to be executed in one of the performances. The package also includes three additional theatre seats and dinner for four. Consultant Wagner gave an estimated projected income for the auction of $10,000 - $15,000. Member Buquet added that 12 auction items is an optimal number and that too many items may avert interest from big ticket items. Consultant Wagner reviewed the list of raffle prizes and explained that all participants will receive a raffle ticket upon arrival. He added that some items indicated on the raffle prize list have been secured and asked for Members' help obtaining unsecured items, especially restaurant gift cards. The cards will be bundled in sets of five and each bundle will be raffled as a single item. Member Nelson offered to help obtain the gift cards and Member Buquet indicated he would contact Sycamore Inn. Additionally, Consultant Wagner encouraged the Board to secure donations of trips and women's items and asked Board Members to notify him of all solicitations to avoid duplication of fundraising efforts. It was also added that it is within the golf tournament budget to spend $5,000 on raffle prizes. COMMUNITY FOUNDATION 2 October 22, 2008 Consultant Wagner advised the Board that an application for a donation in the amount of $10,000 was submitted to San Manuel Band of Mission Indians and that the application is currently pending. He also presented the new official tournament logo approved by presenting sponsor Burrtec Waste. He reviewed a list of high-profile target accounts where follow-up for solicitation of sponsorship or donations is needed. Member Buquet urged all Members to follow up with any contacts they may have to secure remaining sponsorship packages. Member Buquet praised the hard work of Mayor Pro Tem Michael in helping make the golf tournament a success. Following the update, no other action was taken. Member Nelson left at 6:00 p.m and did not return. 2. Discussion regarding the establishment of a "Patron of the Arts" group was opened. Director McArdle explained that there are currently approximately 200 theatre volunteers and recommended that a creative volunteer assignment called Patron of the Arts be created. The goal would be to obtain 15-20 volunteers to support fundraising efforts and special events. Patron of the Arts Volunteers would receive special recognition such as a shirt, pin, performance tickets, and special training. MOTION: Moved by Member Cohen, seconded by Member Galindo, to establish a "Patron of the Arts" group. Motion carried: 4-0-3. (Absent: Jaramillo, Mize and Nelson). 3. Brainstorming regarding potential future support of visual arts programs by the Community Foundation was deferred to a future meeting. 4. Discussion regarding establishing a Community Foundation "Education Committee" was deferred to a future meeting. 5. Analyst Pachon opened the update and discussion regarding the status of Promoting Arts and Literacy (PAL) Campaign pledge payments. Analyst Pachon distributed and reviewed with the Board a memo that included payment status and anticipated payment schedule, highlighting organizations and individuals currently in arrears. Following the update, staff was thanked for her report and no other action was taken. Analyst Pachon noted that she received two Board Member applications and will email the applications to the Membership Committee for their consideration. Treasurer Galindo presented a$50,000 check to the Community Foundation from Bank of America. COMMUNITY FOUNDATION 3 October 22, 2008 r F. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Superintendent Nielsen updated the Board on the success of the Artist in Residency Program which featured David Wood, playwright for"James and the Giant Peach"who attended many functions, such as performances, book signings and school assemblies. The success of this program has inspired the pursuit of funding to continue the program. It was noted that the Artist in Residency Program will be included as a future agenda item. G. ADJOURNMENT MOTION: Moved by Member Cohen, seconded by Member Gibson, to adjourn the Special Community Foundation Meeting. Motion carried: 4-0-3 (Absent: Jaramillo, Mize and Nelson.) Meeting adjourned at 6:30 p.m. Respectfully submitted, Casey Costa Office Specialist II Approved by the Community Foundation: December 10, 2008 Motion carried: 8-0-1 (Absent: Jaramillo) COMMUNITY FOUNDATION 4 October 22, 2008