The URL can be used to link to this page

Home My WebLink About04/05/19 Spec Fdn COMMUNITY FOUNDATION AGENDA File CITY OF RANCHO CUCAMONGA SPECIAL MEETING May 19, 2004 Rancho Cucamonga Civic Center 10500 Civic Center Drive Rancho Cucamonga, CA 91730 Foundation Members Tony Mize, Chair Michael Arreguin, Member Bruce Bowne, Member Charles Buquet, Member Patricia Carlson, Secretary/Treasurer Harvey Cohen, M.D., Vice Chair Jo Dutton, Ph.D., Member Sandra Metel, Member David Parker, Member City Offices: (909)477-2760 S _R�wcxo COMMUNITY FOUNDATION 2 UUCAMONGA May 19, 2004 A. Call to Order 1. Pledge of Allegiance 2. Roll Call: Michael Arreguin Jo Dutton Bruce Bowne Sandra Metal _ Chuck Buquet Tony Mize Patricia Carlson David Parker _ Harvey Cohen B Announcements/Presentations None C. Communications from the Public This is the time and place for the general public to address the Community Foundation. State law prohibits the Board from addressing any issue not previously included on the Agenda. The Board may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per individual. D. Consent Calendar The following Consent Calendar items are expected to be routine and non-controversial. They will be acted upon by the Board at one time without discussion. Any item may be removed by a Boardmember or member of the audience for discussion: 1. Approval of the Minutes of the Special Community Pages Foundation Meeting held April 21, 2004. 1-4 2. Receive and file Treasurer's Reports for the months of 5-13 March and April 2004 and PAL Cash Reports for March and April 2004. f RANCHO COMMUNITY FOUNDATION 3 CUCAMONGA May 19, 2004 E. Foundation Business The following items are not public hearing items, although the Chair may open the meeting for public input: 1. Update on the Victoria Gardens Cultural Center Project. Oral 2. Consideration of a Community Foundation Restructuring 14-16 Action Plan. 3. Update on Board adopted parameters regarding the 2005 17-18 Community Foundation Gala. 4. Approval of program plans and budget for the 2005 19-23 Community Foundation Gala. 5. Foundation Members Update on accomplishment of goals 24 for the PAL (Promoting Arts and Literacy) Fundraising Campaign. 6. Update on Major Sponsorship Policy for the PAL Campaign. 26-28 7. Consideration of an additional appointment to the 29 Foundation Board of Directors. 8. Consideration of conducting a joint special meeting with the 30 Library Foundation regarding the PAL Campaign. F. Identification of Items for the Next Meeting This is the time for the Board to identify the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for the next meeting: 11 G. AdJournment I, Melissa Morales, Community Foundation Secretary, hereby certify a true, accurate copy of the foregoing special Community Foundation agenda was posted on May 13,2004, seventy-two(72)hours prior to the meeting per A.B. 2674 at 10500 Civic Center Drive, Rancho Cucamonga, California. COMMUNITY FOUNDATION MINUTES OF THE APRIL 21, 2004, SPECIAL MEETING A. CALL TO ORDER The special meeting of the Rancho Cucamonga Community Foundation was held on Wednesday, April 21, 2004, in the Raines 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, Carlson, Cohen, Parker and Mize. Absent: Arreguin, Dutton and Metel. Staff: Kevin McArdle, Community Services Director; Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS 1. None C. COMMUNICATIONS FROM THE PUBLIC 1. Tony Cummings gave a presentation on his proposal for the City to host an annual Film Festival at the new Victoria Gardens Cultural Center. The matter was placed on a future agenda for discussion. D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held February 10, 2004 and Regular Community Foundation Meeting held March 9, 2004. 2. To receive and file Treasurer's Report for the month of February 2004 and PAL Cash Report for the month of January 2004. MOTION: Moved by Chair Mize, seconded by Vice Chair Cohen, to approve the Consent Calendar, as submitted. Motion carried: 6-0-3 (Absent: Arreguin, Dutton and Metel). E. FOUNDATION BUSINESS 1. Update on the Victoria Gardens Cultural Center Project was presented by Director McArdle. He informed the Board of the project's status which is currently in re-design. He indicated the value engineering went well and estimated going out to bid in June. He confirmed the parking structure portion was on schedule and concluded his report. pn 1 2. Chair Mize called on staff regarding further refinement of restructuring options for the Community Foundation Board. Analyst Pachon referenced staff's April 21st report which included a schematic design of the proposed restructuring. The restructuring would include a Board of Directors (up to 30 members) to meet tri-annually regarding fundraising goals/efforts and expand knowledge in arts, theater and fundraising; creation of an Executive Committee (5 members) to meet quarterly to manage the Board's financial and business affairs and participation in the PAL Cabinet(2 members) to meet on a monthly basis with Library Foundation appointees regarding the PAL Campaign. Brief discussion ensued for the purposes of clarification. Director McArdle responded that staff was asking for the Board's direction and consensus. Staff would then develop a timeline and implementation plan for the restructuring. He asked Members to begin considering potential new Board Members. Chair Mize suggested that some of the larger donors be considered. Following the discussion, action was taken. MOTION: Moved by Member Parker, seconded by Secretary Carlson, to approve the refinements of the Community Foundation restructuring options, as recommended by staff. Motion carried: 6-0-3 (Absent: Arreguin, Dutton and Metel). 3. Analyst Pachon addressed the Board concerning staff's report and discussion of Board Member Goals and Objectives for the PAL Fundraising Campaign. She referenced the April 216t agenda report which included a summary of the survey completed by a majority of the Board concerning their goals for 2004 in the area of new donor "asks"; new pledges (both individual appeals and spotlight donors) and other means for raising funds for the campaign. He distributed a matrix of "top 25 potential sponsors" and asked for the Members comments. The Board briefly discussed some potential donors and then focused on a proposal Chair Mize had received from two potential sponsors interested in donating $250,000 for the "Imagination Tower" and $100,000 for the Children's Story Room. Director McArdle did note that Penw,al Industries had been considering a donation that could include construction of the tower, but would be unable to make a donation to that extent. Members expressed support of continuing negotiations with the potential sponsors, but support was also expressed in soliciting a higher amount for the tower donation. Following their discussion, the Board concurred with Chair Mize moving forward with his negotiations. Director McArdle also added that he would need to discuss the potential donation with Library Foundation representatives, as well. 4. Refinement of parameters regarding the Community Foundation Gala was introduced by Director McArdle. He asked for the Board's input regarding expending monies for the Gala and the pros/cons of procuring celebrities for the event. Members discussed both issues. The majority of Members, with the exception of Member Carlson, concurred with the concept of "spending money to make money". Discussion of the type of event the Gala has become was also addressed. Chair Mize clarified that the Apnt 77, 2 event would be both donor recognition and donor prospecting. Some minor fundraising for tables, sponsors, etc., was also supported to help reduce event costs. Discussion ensued regarding having celebrities at the Gala. Members Buquet and Bowne expressed no preference; Member Carlson did not support having celebrities and Members Mize, Parker and Cohen commented in favor of securing a limited number of celebrities to fulfill pledge commitments, as well as to help with marketing. Member Buquet left the meeting at 5:55 p.m. Supervisor Nielsen presented a program proposal for an event to take place at Central Park which could include from 250 to 350 attendees. She described the event theme as "splashy and fun"with a performance by a group such as the Fab Four. Associated costs were approximately $18,000. Analyst Pachon presented an art auction themed event proposal. An option to the theme would be to have a special showing the night of the Gala for PAL donors and a community auction the next day. Very little costs would be involved, and PAL would receive a percentage of procedures (the percentage yet unknown). In addition to the programming format, Analyst Pachon also referenced staff's report on recommendations for the following parameters: purpose (donor recognition and announcement of theatre company), format (pre-dinner reception and culminating performance), date (January22"), location (Central Park) and title (Gala for the Arts— Promoting Arts and Literacy). Discussion ensued regarding the programming format. Members Mize, Cohen, Parker and Bowne expressed their support of the Fab Four. Chair Mize indicated that if entertainment costs were a concern he could secure a$10,000 entertainment sponsor. Analyst Pachon asked the Board to consider possibly selling Fab Four tickets at the event to non-Gala attendees. There would be no ticket price, per se for those who have already donated. Member Parker suggested that if tickets were sold, that the Gala attendees should receive priority seating. Member Carlson indicated that she was not comfortable with making a decision that evening, and wanted all Members to decide and possibly even conduct a special meeting to discuss only the Gala. Analyst Pachon clarified that staff is not looking for specific decisions, but parameters decisions, so staff could move forward. A few Members did express concern with losing the Fab Four if a decision wasn't made soon. Director Mize recommended that the event purpose should be amended as follows: "recognize past donors, prospect future donors and cover as much costs as possible through sponsorships of the evenings event." MOTION: Moved by Cohen, seconded by Parker, to adopt refinements, as recommended by staff, concerning the restructuring of the Community Foundation's Gala, with the amendment of the purpose to include "recognize past donors, prospect future donors and cover as much costs as possible through sponsorships of the evenings event." Motion carried: 4-0-1-4. (Abstain: Carlson. Absent: Arreguin, Buquet, Dutton and Metel). pn 3 5. Foundation Members update and discussion on solicitation efforts for the Victoria Gardens Cultural Center Project was not held. F. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. The request from Tony Cummings regarding his proposal for an annual Film Festival at the Victoria Gardens Cultural Center was placed on a future agenda. G. ADJOURNMENT Chair Mize adjourned the Special Community Foundation Meeting. Motion carried: 5-0- 4 (Absent: Arreguin, Buquet, Dutton and Metel). Meeting adjourned at 6:40 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Pn 4 • R A N C H O C U C A M O N G A COMMUNITY F OUNDATI ON DATE: MAY 6, 2004 TO: RANCHO CUCAMONGA COMMUNITY FOUNDATION BOARD FROM: KATHY JAMES SENIOR ACCOUNT TECHNICIAN SUBJECT: CASH REPORT-APRIL 2004 BEGINNING MTD MTD ENDING CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND GENERAL $2,121.57 $18.92 ($11.76) $2,128.73 JACK McNAY MEMORIAL 1,463.16 0.00 0.00 1,463.16 ENDOWMENT/DEFERRED GIVING 20,560.75 0.00 0.00 20,560.75 YOUTH ACHIEVEMENT 171.40 0.00 0.00 171.40 LEARN NOT TO BURN 1,860.00 0.00 0.00 1,860.00 OFF-PARK DOG LEASH FUND 125.00 0.00 0.00 125.00 SENIOR CENTER FUND 9,500.00 200.00 0.00 9,700.00 WILDLAND INTERFACE FUND 64.00 0.00 0.00 64.00 JAMES CURATALO MEMORIAL FUND 4,363.00 2,373.84 0.00 6,736.84 OPERATING RESERVE FUND 7,000.00 0.00 0.00 7,000.00 RALPH M. LEWIS MEMORIAL FUND 660.51 0.00 0.00 660.51 TOTAL $47,889.39 $2,592.76 ($11.76) $50,470.39 RECONCILIATION Checking Account Balance 4/30/04 $46,289.24 Less Outstanding Checks 0.00 Investments-LAIF 4.181.15 BALANCE $50,470.39 10500 Civic Center Drive P.O.Box 807 Rancho Cucamonga, CA 91729 (909) 477-2760 FAX (909) 477-2761 APRIL 2004 REVENUE AND EXPENDITURE DETAIL REVENUES GENERALFUND Bank of America-Interest $3.66 LAIF-Interest 15.26 Total General Fund $18,92 SENIOR CENTER FUND Miscellaneous Donations $200.00 Total Senior Center Fund $200.00 JAMES CURATALO MEMORIAL FUND Grace Curatalo-Donation $2,373.84 James Curatalo Memorial Fund $2,373.84 TOTAL REVENUES $2,592.76 EXPENDITURES GENERALFUND Office Depot-Water 11.76 Total General Fund $11.76 TOTAL EXPENDITURES $11,76 6 R A N C H O C U C A M O N G A C O M M U N I T Y F O U N D A T I O N DATE: APRIL 6, 2004 TO: RANCHO CUCAMONGA COMMUNITY FOUNDATION BOARD FROM: KATHY JAMES SENIOR ACCOUNT TECHNICIAN SUBJECT: CASH REPORT-MARCH 2004 BEGINNING MTD MTD ENDING CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND GENERAL $2,117.67 $3.90 $0.00 $2,121.57 JACK McNAY MEMORIAL 1,463.16 0.00 0.00 1,463.16 ENDOWMENT/DEFERRED GIVING 20,560.75 0.00 0.00 20,560.75 YOUTH ACHIEVEMENT 171.40 0.00 0.00 171.40 LEARN NOT TO BURN 1,860.00 0.00 0.00 1,860.00 OFF-PARK DOG LEASH FUND 125.00 0.00 0.00 125.00 SENIOR CENTER FUND 8,500.00 1,000.00 0.00 9,500.00 WILDLAND INTERFACE FUND 24.00 40.00 0.00 64.00 JAMES CURATALO MEMORIAL FUND 4,363.00 0.00 0.00 4,363.00 OPERATING RESERVE FUND 7,000.00 0.00 0.00 7,000.00 RALPH M. LEWIS MEMORIAL FUND 660.51 0.00 0.00 660.51 TOTAL $46,845.49 $1,043.90 $0.00 $47,889.39 RECONCILIATION Checking Account Balance 3/31/04 $43,723.50 Less Outstanding Checks 0.00 Investments- LAIF 4.165.89 BALANCE $47,889.39 10500 Civic Center Drive P.O.Box 807 Rancho Cucamonga,CA 91729 (909) 477-2760 FAX (909) 477-2761 7 MARCH 2004 REVENUE AND EXPENDITURE DETAIL REVENUES GENERALFUND Bank of America-Interest $3.90 Total General Fund $3.90 SENIOR CENTER FUND Miscellaneous Donations $1,000.00 Total Senior Center Fund $1,000.00 VWLDLAND INTERFACE FUND Miscellaneous Donations $40.00 Total Wildland Interface Fund $40.00 TOTAL REVENUES $1,043.90 8 PAL CASH REPORT MARCH 2004 Beginning Cash Balance $ 162,768.93 Deposits 3/8/2004 2,250.00 3/8/2004 150.00 3/15/2004 1,125.00 3/18/2004 250.00 8/29/2004 6,933.00 3/29/2004 331.00 11,039.OQ Bank Service Fee (47.19) Less Checks #1983 (9.69) Rebecca Davies-Rmb. Envelopes #1984 (1,000.00) Graystone Catering-Press Luncheon #1985 (820.00) Costar Int -Teddy Bear Deposit (1,829.69) Ending Cash Balance $ 171,931.05 Checking Account Balance $ 173,751.05 Less Outstanding Checks #1984 (1,000.00) #1985 (820.00) (1,820.00) Adjusted Bank Balance $ 171,931.05 9 BankofAmerica �' H BANK OF AMERICA, N.A. w Account Number 1459513387 P.O. BOX 27128 01 01 105485 Eli 1 CONCORD, CA 94520 Last Statement: 02/27/2004 This Statement: 03/31/2004 Customer Service 1-800-325-4296 RANCHO CUCAMONGA COMM. FOUNDATION RANCHO CUCAMONGA LIBRARY FOUNDATION DBA PAL CAMPAIGN Page 1 of 1 10500 CIVIC DR P . O. BOX 807 RANCHO CUCAMONGA CA 91729-0807 NON-PROFIT CHECKING - Account Summary Information Statement Period 02/28/2004 - 03/31/2004 ' Statement Beginning Balance 162,768.93 Number of Deposits/Credits 6 Amount of Deposits/CE dits 11,039.00 Number of Checks 1 Amount of Checks 9.69 Number of Other Debits 1 Amount of Other Debi 47.19 Statement Ending Balce 173,751.05 Number of Enclosures 1 Service Charge .00 Deoosfts and Credits Date Customer Bank Posted Reference Amount Description Reference 03/09 150.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533340690445713 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002004069044571304030922 03/09 2,250.00 CA VAULT DEPOSIT 152106060230823 03/16 1,125.00 CA VAULT DEPOSIT 152105960072160 03/17 250.00 CA VAULT DEPOSIT 152105860093194 03/30 331.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533340904036926 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002004090403692604033022 03/306,933.00 CA VAULT DEPOSIT 152104460098627 WNhdrawals and Debits Checks Check Date Bank Check Date Bank Number Amount Posted Reference Number Amount Posted Reference 1983 9.69 03/26 6460256052 Other Debits Date Customer Bank Posted Reference Amount Description Reference 03/01 47.19 SOFA MS 1922 DES:MERCH FEES ID:430132313591041 40616958348 INDN:PAL CAMPAIGN CO ID:3210001922 CCD REF:00145951338712110825002004061695834804030127 Daily Balances Date Ledger Balance Collected Balance Date Ledger Balance Collected Balance 02/27 162,768.93 162,768.93 03/17 166,496.74 165,721.74 03/01 162,721 .74 162,721 .74 03/18 166,496.74 166,346.74 03/09 165,121.74 163,371.74 03/19 166,496.74 166,496.74 03/10 165,121.74 163,621 .74 03/26 166,487.05 166,487.05 03/11 165,121.74 165,121 .74 03/30 173,751.05 171,843.05 03/16 166,246.74 165,521 .74 03/31 173,751 .05 172,143.05 10 PAL CASH REPORT APRIL 2004 Beginning Cash Balance $ 171,931.05 Deposits 4/6/2004 207.40 4/6/2004 12,629.45 4/6/2004 407.15 4/6/2004 53.51 4/6/2004 1,280.80 4/6/2004 4,273.64 4/6/2004 336.16 4/6/2004 4,501.85 4/6/2004 624.57 4/12/2004 436.00 4/13/2004 1,775.00 4/13/2004 142.40 4/19/2004 96.00 4/19/1004 600.00 4/19/2004 200.00 4/19/2004 240.00 4/19/2004 3,780.00 4/19/2004 3,720.00 4/19/2004 1,747.03 4/19/2004 975.00 4/19/2004 4,475.00 4/19/2004 2,157.52 4/20/2004 4,100.00 4/20/2004 130.00 4/20/2004 32.00 4/20/2004 429.56 4/20/2004 28.42 4/20/2004 100.00 4/20/2004 250.00 4/20/2004 25.00 4/28/2004 181.00 4/28/2004 23,558.00 73,492.46 Bank Service Fee (49.54) Returned Check (30.00) Less Checks #1986 (99.00) IEG, Inc.-Sample Sponsorship Contracts Ending Cash Balance $ 245,244.97 Checking Account Balance $ 245,244.97 Less Outstanding Checks - Adjusted Bank Balance $ 246,244.97 11 Bank ofAmerica H _ BANK OF AMERICA, N.A. ' Account Number 1459513387 P.O. BOX 27128 O1 01 106702 EA 4 CONCORD, CA 94520 Last Statement: 03/31/2004 This Statement: . 04/30/2004 Customer Service 1-800-325-4296 RANCHO CUCAMONGA COMM. FOUNDATION RANCHO CUCAMONGA LIBRARY FOUNDATION DBA PAL CAMPAIGN Page 1 of 2 10500 CIVIC DR P.O. BOX 807 RANCHO CUCAMONGA CA 91729-0807 NON-PROFIT CHECKING Account Summary Information Statement Period 04/01/2004 - 04/30/2004 Statement BeginningBalance 173,751.05 Number of Deposits/Credits 33 Amount of Deposits/Credits 73,502.46 Number of Checks 3 Amount of Checks 1,919.00 Number of Other Debits 3 Amount of Other Debits 89.54 Statement Ending Balance 245,244.97 Number of Enclosures 4 Service Charge .00 Deposits and Credits Date Customer Bank Posted Reference Amount Description Reference 04/06 1,280.80 CA VAULT DEPOSIT 152107360550272 04/06 4,273.64 CA VAULT DEPOSIT 152106860050768 04/06 4,501.85 CA VAULT DEPOSIT 152104460103239 04/06 12,629.45 CA VAULT DEPOSIT 152107360545184 04/06 1 10.00 Preauthorized Credit 152106660196115 04/08 53.51 CA VAULT DEPOSIT 408907160284326 04/08 207.40 CA VAULT DEPOSIT 408907160284328 04/08 336.16 CA VAULT DEPOSIT 408907160284320 04/08 407.15 CA VAULT DEPOSIT 408907160284318 04/08 624.57 CA VAULT DEPOSIT 152106260491196 04/14 142.40 CA VAULT DEPOSIT 152105860073703 04/14 436.00 CA VAULT DEPOSIT 152105860073707 04/14 1,775.00 CA VAULT DEPOSIT 152105860073697 04/19 96.00 CA VAULT DEPOSIT 152107360007836 04/19 200.00 CA VAULT DEPOSIT 152107360007842 04/19 240.00 CA VAULT DEPOSIT 152107360007815 04/19 600.00 CA VAULT DEPOSIT 152107360007844 04/19 975.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533341101106055 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002004110110605504041922 04/19 1,747.03 CA VAULT DEPOSIT 152107360007784 04/19 3,720.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533341101134607 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002004110113460704041922 04/19 3,780.00 CA VAULT DEPOSIT 152107360007817 04/19 4,475.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533341101306171 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:0014595133871211082SO02004110130617104041922 04/20 25.00 CA VAULT DEPOSIT 152105260175376 04/20 28.42 CA VAULT DEPOSIT 152105260175381 04/20 100.00 CA VAULT DEPOSIT 152105260175379 04/20 250.00 CA VAULT DEPOSIT 152105260175374 04/20 429.56 CA VAULT DEPOSIT 152107860664009 04/20 2,157.52 CA VAULT DEPOSIT 152105260175383 04/20 4,100.00 CA VAULT DEPOSIT 152105260175413 04/21 32.00 CA VAULT DEPOSIT 408907560191939 04/21 130.00 CA VAULT DEPOSIT 408907560191941 12 BankofAmerica �' H BANK OF AMERICA, N.A. ' Account Number 1459513387 P.O. BOX 27128 01 01 106703 ES 4 CONCORD, CA 94520 Last Statement: 03/31/2004 This Statement: 04/30/2004 Customer Service 1-800-325-4296 RANCHO CUCAMONGA COMM. FOUNDATION Page 2 of 2 NON-PROFIT CHECKING - Deposits and Credits Date Customer - Bank Posted Reference Amount Description Reference 04/29 181.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533341200522319' INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002004120052231904042922 04/29 23,558.00 CA VAULT DEPOSIT 152106060194037 Withdrawals and Debits Checks Check Date Bank Check Date Bank Number Amount Posted Reference Number Amount Posted Reference 1984 1,000.00 04/08 6260489152 1986 99.00 04/19 6060373814 1985 820.00 04/06 6360127666 Other Debits Date Customer Posted Reference Amount Description Reference 04/01 49.54 BOFA MS 1922 DES:MERCH FEES ID:430132313591041 40924306950 INDN:PAL CAMPAIGN CO ID:3210001922 CCD REF:00145951338712110825002004092430695004040127 04/06 877509 10.00 Bank Adjustment 07360545185 04/22 30.00 Return Item Chargeback 07810005789 DEPOSITED ITEM RETURNED Daily Balances Date Ledger Balance Collected Balance Date ledger Balance Collected Balance 03/31 173,751 .05 172,143.05 04/16 198,549.44 198,531.44 04/01 173,701.51 173,701.51 04/19 214,283.47 209,719.49 04/06 195,567.25 181,566.55 04/20 221,373.97 215,399.68 04/07 195,567.25 183,325.80 04/21 221,535.97 218,055.97 04/08 196,196.04 195,516.37 04/22 221,505.97 221,439.97 04/09 196,196.04 195,571.47 04/23 221,505.97 221,505.97 04/12 196,196.04 196,196.04 04/29 245,244.97 222,036.97 04/14 198,549.44 197,930.44 04/30 245,244.97 225,244.97 04/15 198,549.44 198,069.44 13 R A N C H O C U C A M O N G A COMMUNITY SERVICES Staff Report DATE: May 19, 2004 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director BY: Paula Pachon, Management Analyst III Qy SUBJECT. CONSIDERATION OF A COMMUNITY FOUNDATION RESTRUCTURING ACTION PLAN RECOMMENDATION: Staff recommends that the Board approve the attached Restructuring Action Plan and direct staff to implement the action items. BACKGROUND/ANALYSIS: At the April meeting of the Board of Directors, the Foundation approved a general organizational plan for restructuring the Foundation in order to more effectively raise funds. At the April meeting, staff was requested to develop an Action Plan that would guide the Foundation's activities through the transition period. Staff has prepared the attached Action Plan for consideration by the Board. Y ffully itted, Kevin cArdle Community Services Director Attachment I:ICOMMSERVICouncilBBoardsicommunityFoundationlStaB Reports120040oardRestructure.5.19.04.doc 14 COMMUNITY FOUNDATION RESTRUCTURING ACTION PLAN April 21, 2004 - Approved General Restructuring Organizational Pian. (completed) May 11, 2004 - Board to approve Restructuring Action Plan. - Board to approve Board Member Recruitment Plan. - Identify preliminary Board Member prospects: • From current donor list • Other potential Board Members, considering current business/professional voids on the Board. June 8, 2004 Annual meeting of the Board of Directors. - Approve Amended By-Laws. - Implementation of new Board structure. - Approve 04-05 Foundation budget. - Select temporary Membership/Nominating Committee. - Finalize list of potential Board Member prospects. - Confirm or adjust date and time for Executive Committee and Board Member meetings. - Joint meeting with Library Foundation. - Approve 04-05 PAL Budget. - Open discussion regarding PAL ideas/concerns. - Discussion of PAL 04-05 goals. July-August, 2004 - Recruitment and assessment of potential Board Members by temporary Membership/Nominating Committee. A) Current Donor's List — (through letters, personal phone calls and informational lunch for prospects. Interested invitees will complete a short questionnaire). B) Other Identified Prospects List — (same process as above). C) Community-At-Large Prospects — (through general recruitment advertising, in-depth applications and interviews). September, 2004 - Executive Board Meeting - Recommend list of new Board Members to City Council. 15 October, 2004 Full Board Meeting (with newly appointed members) - New member orientation. - Guest speaker related to the arts/fundraising. - Appointment of Committee Members (Finance, Fund Development and Membership/Nominating). November, 2004 - Initial Committee meetings held Develop meeting schedule for next 6 months - Brainstorm preliminary committee goals December, 2004 - Executive Committee meeting 1:\COMMSER%ACouncil&Boards\CommunityFoundationUdminiamtion\Rwmcturing.051104.doc 16 R A N C H O C U C A M O N G A COMMUNITY S E PVICES Staff Report DATE: May 19, 2004 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director BY: Paula Pachon, Management Analyst III Qy SUBJECT: BOARD ADOPTED PARAMETERS REGARDING THE 2005 COMMUNITY FOUNDATION GALA RECOMMENDATION: No formal action is required by the Board; this information is being provided to the Foundation as a confirmation of the parameters for the 2005 Community Foundation Gala as amended and adoption by the Board at their April 21, 2004 meeting. BACKGROUND/ANALYSIS: The purpose of this staff report is to refine the parameters of the Community Foundation's Gala. Purpose: ■ Donor recognition, prospect development and cost recovery of Gala expenses to the extent as possible. • Announcement of the theatre company for the Cultural Center and on an annual basis, once the Cultural Center opens, a premiere announcement of the theatre program season. Format: ■ A pre-dinner reception followed by a sit down dinner and culminating with a theatrical/musical/comedy performance. Date: ■ The fourth Saturday in January --- January 22, 2005. 17 Rancho Cucamonga Community Foundation Parameters for the 2005 Community Foundation Gala May 19, 2004 Page 2 Location: ■ 2005 - Central Park. Event Title: ■ Gala for the Arts, with a tag line during the PAL Campaign of "Promoting Arts and Literacy". Respe9jully submitted, 40 incArdle Community Services Director I:ICOMMSERVICouncii&SoardskcommunityFoundationlStaB Reports1200412005GalaParameters5.19.04.doc 18 R A N C H O C U C A M O N G A COMM UNITY S E R V I C E S Staff Report DATE: May 19, 2004 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services D' BY: Nettie Nielsen, Recreation Supervisor SUBJECT: APPROVAL OF PROGRAM PLANS AN UDGET FOR THE 2005 COMMUNITY FOUNDATION GALA RECOMMENDATION: Approve the operational budget for the 2005 Gala and adopt the conceptual program plans. BACKGROUND/ANALYSIS: The purpose of this staff report is to present the conceptual program plan and budget for the 2005 Community Foundation Gala in keeping with the previously discussed purpose and format for the event. Programming Vision The Gala, scheduled Saturday, January 22, 2005 at Central Park, will create an exciting, vibrant atmosphere for its guests. The stage is set with themed decor, fine cuisine, and quality entertainment. Attendance is expected to grow from 260 to up to 350 guests. PAL Campaign donors for the Victoria Gardens Cultural Center will gather to celebrate the arts and literacy and be formally recognized for their contributions. Equally important is the procurement of prospective donors to the campaign through special invitation issued by Foundation members. Guests will be transported back to the 1960's to celebrate a time of artistic explosion and expression. The definitive music of this generation was delivered with fanfare and showmanship by the Beatles. The superlative tribute band, the Fab Four, will headline the Gala, and recreate the excitement of the era. Complete with an Ed Sullivan impersonator, the Fab Four takes us through all the stages of Beatle music. Their impersonation of the band is truly dazzling, and is all performed live. 19 Rancho Cucamonga Community Foundation Approval of Program Plans and Budget for the 2005 Community Foundation Gala May 19,2004 Page 3 Individual tickets for the Fab Four performance will also be made available to the public, both as a means to increase revenue and to expose more people to the excitement of the cultural center project. Conceptual Program Plan Reception The evening begins with a reception, complete with passed appetizers, to take place in the beautifully appointed lobby area of Central Park's main meeting rooms. Light musical entertainment will provide a backdrop for the reception. Guests will be able to wander about the newly constructed building, or mix by the impressive stone fireplace. Weather permitting, the Mesa Courtyard will be pleasingly decorated with lights and allow some outside mingling throughout the event. Dinner The doors open on Rancho Cucamonga hall for dinner and guests are assisted in finding their tables. The dinner room will not need themed decor, but will feature nicely appointed tables and a small stage for presentations. During dinner, more live musical entertainment will add ambiance. After dinner, several presentations will take center stage, including updates on the Cultural Center construction, and the recognition of PAL donors. We also hope to be able to announce any programming partnerships for the future Theatre for Young Audience program. Show Time After dinner guests will transition to David Drier Hall for the Fab Four performance. This hall would be themed to the 60's and feature a re-enactment of the Beatle's appearance on the Ed Sullivan Show. Additional, show only tickets, will be sold as space allows. Gala donors and attendees will have reserved seating. Staff is exploring the possibility of a post-show meet and greet/photo opportunity with the Fab Four, for our Diamond and Emerald PAL donors. Community Foundation Role The Community Foundation approves the concept and budget for the event and continues its role of procuring donors and prospects. Community Services staff is responsible for the execution of all event details based upon the conceptual plan approved by the Foundation. 2005 Budget Attached is the proposed budget based on projected costs. The Gala is the Foundation's signature event, and has built a reputation as a high-quality function. Every effort was made to minimize costs without sacrificing the event's integrity. Based on previous discussions by the Foundation about the overall philosophy of the event and the use of funds, the allocation of resources have been refocused to enhance the quality and excitement of the entertainment while at the same time, 20 Rancho Cucamonga Community Foundation Approval of Program Plans and Budget for the 2005 Community Foundation Gala May 19, 2004 Page 3 scaling back the themed d6cor. The utilization of resources to obtain celebrity guests was addressed and these funds have been reallocated to create a musically theatrical experience for the guests. The budget includes up to $10,000 of individual ticket sales for the Fab Four and up to $10,000 of special sponsorship to be secured by the Foundation. Donors receive free tickets for the event and unused tickets can be reallocated to prospective donors. Community Services staff will provide the Foundation regular updates on the planning process. Respec Ily submitted, Kevin cArdle Community Services Director I:ICOMMSERVICouncil&BoardslcommunityFoundationlStaH Reports1200412005GalaBudget4doption5.19.04.doc 21 COMMUNITY FOUNDATION FOUNDERS GALA - 2005 BUDGET ITEM AMOUNT ICOMMENTS 1 2003 REVENUE $ 20,000.00 Entertainment Sponsorships 1 $ 10,000 ISecured by Foundation Individual Ticket Sales $ 10,000 200 @$50 MISCELLANEOUS800.00 13,468.44 PAL Recognition Gifts $ 800 619 Celebrity Guests $ - As estimated by current dono 11,027 Celebrity Limos $ - As estimated by current donol 1,218 Celebrity Baskets $ - As estimated by current donors Opportunity Baskets $ - As estimated by current dono 604 ENTERTAINMENT $ 00 $ 5,51 1.0L Gala Reception $ 250 Background music 200 Dinner Entertainment $ 250 Background music 100 Headline (FAB 4) $ 16,000 Includes Ed Sullivan 3,500 Sound System/Equipment $ 2,000 1,536 Green Room Refreshments $ 150 For entertainers 175 FACILITY/LOGISTICS3,100.00 0(Y Room Rental $ Central Park Staging Cost (Headline) $ 800 1 Rental Item 24 X 24 Misc Equipment $ 500 if needed Linen Rentals $ 1,800 Table Linens/Skirts 4,984 • •D AND BEVERAGE $ 16,650.00 11,495.00 Gala Reception Food 1 $ 2,500 1350 People- Bidding for cost Gala Dinner $ 14,000 350 @$40 Bidding for cost 11,495 Wine/Corkage $ - Bars $ - Caterer Provided Menu/Tent/Table Cards/Wine T $ 150 MARKETING $ 00 Marketing & Printing Costs 2003 3.538 Print Invites/Response Cards $ 400 Print Dinner Program $ 3,000 Misc.Advertising $ 250 Photography $ 140 Save the Date Cards $ 200 Signs and Banners $ - In house Graphic Design Services $ 400 THEME/DECORATIONS $ 5,800.00 Themeing/Lighting 1 $ 4,500 4,687 Centerpieces/Table Decoration 1 $ 1,000 1 1,200 Misc.Supplies $ 300 332 TOTALEXPENDITURE 00 ,PROJECTED000 00 NET COST $ 29,390.00 22 COMMUNITY FOUNDATION — GALA TABLE DISTRIBUTION . - - . TABLES tables - . . - tickets PAL- $100,000+ Level 4 32 4 32 PAL $50,000- $100,000 Level 4 32 4 32 PAL- $50,000 and under 27 216 27 216 Table Sponsors $1050 each 0 0 2 16 Individual or Comps 1 8 1 8 Prospective Donors 0 0 6 48 TOTAL TICKETS 36 288 44 352 8 persons per table If donors do not use their tables,they will be allocated for prospects 23 i R A N C H O C U C A M O N G A COMMUNITY S E R V I C E 8 Staff Report DATE: May 19, 2004 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director BY: Paula Pachon, Management Analyst III Qv SUBJECT: FOUNDATION MEMBERS UPDATE AND DISCUSSION ON SOLICITATION EFFORTS FOR THE CULTURAL CENTER PROJECT To maximize the Board's fundraising efforts, a top potential donor list for the Cultural Center project was developed by staff and distributed at the Board's April meeting. Boardmembers are requested to provide monthly updates on progress made to date to secure funding from these identified top donors. Res a Ily sub itted, Kevin c Res Community Services Director I:ICOMMSERVICouncilBBoardslCommunityFoundationlStaff Reports120041UpdateTopDonortJst.5.19.04.doc 24 R A N C H O C U C A M O N G A C O M M U N I T Y 8 E R V I C E 8 Staff Report DATE: May 19, 2004 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director BY: Paula Pachon, Management Analyst III Py SUBJECT: Update on Major Sponsorship Policy for the PAL Campaign In an effort to ensure that no conflicts of interest arise from the Community/Library Foundations acceptance of major sponsorships for the PAL Campaign, staff is in the process of developing a policy that will address the acceptance of such sponsorships at the $25,000 dollar level and higher. This policy will include the requirement of City Council approval. Such a policy will also help ensure that any sponsorship recognitions within the facility will be in-line with the City's philosophy of creating a wholesome, family environment in which the community can visit and enjoy cultural activities, programs and services. Respectfu y submitted, Kevin McArdle Community Services Director I:ICOMMSERVICouncil68oardsicommumYyFoundationlStaH Reports120041MajorsponsorshipPolicy..5.19.04.doc 25 Rancho Cucamonga Community and Library Foundations "Promoting Arts and Literacy Campaign" Sponsorship Approval Policy PURPOSE: The two Foundations have combined efforts in a joint Campaign to raise funds for the programming and operation of the future Cultural Center facility. This Campaign will include the solicitation of major contributions from Corporations and Foundations, as well as donations from community groups and individuals. A Donors' Recognition Program has been developed that includes naming rights opportunities, facility presentation options, amenity plaque options and donor wall listings. The purpose of this policy is to define what levels of approval are required for sponsorships and certain guidelines that must be considered during the solicitation and approval processes. APPROVAL REQUIREMENTS: The following chart identifies the various levels of potential sponsorships and the approval level that is required at each level. In general, the higher value sponsorships require a higher level of approval due to the increasing level of public exposure, signage and possibly even naming rights options. Since the Cultural Center will be a public building owned and operated by the City of Rancho Cucamonga, it is necessary that policy maker approvals be obtained to insure compliance with the guidelines identified below. Following is a listing of the various sponsorship levels and required approvals: (Attached is a chart that more specifically details the sponsorship categories and associated benefits) • Individual Appeals (Bricks, Playhouse seats, Library stacks, Library tables/chairs, Library books/magazines, Family Tile Wall, etc.) Approval requirements: Approval of inscription information by Department Director • Contributions up to $5,000 (For contributions under $5,000, not meeting the amount required for Spotlight Donor categories) Approval requirements: Approval of inscription information by Department Director • Spotlip-ht Donors — Pearl and Sapphire Levels (For contributions between $5,000 to $24,999) Approval requirements: Coordination with and approval by Department Director prior to securing donation 26 • Spotlight Donors — Ruby and Emerald Levels (For contributions between $25,000 to $99,000) Approval requirements: Coordination with and approval by 1) Department Director; and 2) PAL Campaign Cabinet prior to securing donation • Spotlight Donors — Diamond Level (For contributions of$100,000 and up) Approval requirements: Coordination with and approval by 1) Department Director; 2) PAL Campaign Cabinet; and 3) City Council prior to securing donation SPONSORSHIP APPROVAL GUIDELINES: It is important that all approved sponsors for the Cultural Center meet certain guidelines to insure that the sponsor's purpose, mission and objectives are consistent with the values and mission of the Cultural Center and the City of Rancho Cucamonga. In considering the solicitation and subsequent approval of a potential sponsor, the following guidelines must be met: 1. The primary mission of the Cultural Center is to provide programs and services aimed at families and youth. All potential sponsors, and all wording on donor recognition/individual appeal plaques must encourage wholesome and healthy family- oriented values. In considering potential sponsorships, consideration should be given to issues such as: a. Sponsorships should not be considered that would promote unhealthy lifestyles, including,but not limited to tobacco products, alcoholic beverages, etc. b. Sponsorships should not be considered which would promote groups, programs or products that would not reasonably be considered as supporting positive family values and/or positive youth development. c. Sponsorships should not be considered from any donor whose purpose or conduct would reasonably demean the reputation, image or good-will of the Cultural Center. 2. Sponsorships, and wording on donor recognition/individual appeal plaques, should not be considered which could place the staff, Foundations, City Council or the City in any potential or perceived conflict of interest. 3. Sponsorships should only be approved with corporations, organizations or individuals who wish to contribute, based solely on their support of the mission and objectives of the Cultural Center. While acknowledgement of the sponsor's official business, name and/or affiliation is important for positive appreciation, the donor recognition program, including wording used on donor recognition/individual appeal plaques, shall not be allowed for marketing or advertisement of specific products, projects, campaigns, etc. The exception to this guideline would be in limited circumstances when the Cultural Center, or the PAL Campaign, specifically solicits and permits a designated product to be "the official product of the Cultural Center". 27 4. Potential sponsorships should be evaluated in terms of their possible negative impact on soliciting and obtaining additional sponsors in the future. Sponsors should not be considered if such approval would likely result in a significant reduction in future sponsors for the Cultural Center. I:ICOMMSERPiCouncil&BoardslCommunityFoundationlStaff Reports120041PAL approvalpolicy 5J9.04.doc 28 R A N C H O C U C A M O N G A COMMUNITY 8 E R V I C E 8 Staff Report DATE: May 19, 2004 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director SUBJECT: CONSIDERATION OF AN ADDITIONAL APPOINTMENT TO THE FOUNDATION BOARD OF DIRECTORS RECOMMENDATION: Staff recommends that the Foundation Board consider recommending to the City Council the appointment of an additional Member to their.Board of Directors. BACKGROUND/ANALYSIS: In the past, the Community Foundation Board has made a concerted effort to expand their Board of Directors to garner greater professional diversity on the Board and to obtain assistance with their fundraising efforts for the Cultural Center. Staff and the Foundation Chairperson have recently met with a prospective Board Member who has expressed an interest in serving on the Board and being a part of the current fundraising effort. It is staff's recommendation that the Foundation Board recommend to the City Council that this individual, to be discussed at the Board's meeting, be appointed to serve on the Rancho Cucamonga Community Foundation's Board of Directors. Respec ully submitted, Kevin McArdle Community Services Director I:ICOMMSERVICouncilSBoardsICommunilyFoundationlStati Reportsl2004IProspectiveBoardMember52704.doc 29 R A N C H O C U C A M O N G A C �0M�M[ UUNITY �.S{ERVICES Skill 1�1 L DATE: May 19, 2004 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director BY: Paula Pachon, Management Analyst III SUBJECT: CONSIDERATION OF CONDUCTING A JOINT SPECIAL MEETING WITH THE LIBRARY FOUNDATION REGARDING THE PAL CAMPAIGN RECOMMENDATION: To call a joint special meeting with the Library Foundation to discuss PAL (Promoting Arts and Literacy) Campaign related issues. BACKGROUND/ANALYSIS: Staff is recommending a joint meeting be held with the Community Foundation and Library Foundation to discuss the following matters: 2004-05 PAL Budget; PAL ideas/concerns and PAL goals for the coming fiscal year. Possible dates to consider could be June 8t' following the regularly scheduled Community Foundation meeting. Respectfully submitted, Kevin McArdle Community Services Director I:ICOMMSERVICouncii&BoardsICommunityFoundationlStaN Reports120041RequestJointFoundationsMeeting.51904.doc 30