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Home My WebLink About04/07/28 Spec Fdn r r . COMMUNITY FOUNDATION AGENDA File CITY OF RANCHO CUCAMONGA SPECIAL MEETING 9:00 a.m. July 28, 2004 Civic Center 10500 Civic Center Drive Rancho Cucamonga, CA 91730 Foundation Members Tony Mize, Chair Michael Arreguin, Member Charles Buquet, Member Patricia Carlson, Secretaf Treasurer Harvey Cohen, M.D., Vice Chair Jo Dutton, Ph.D., Member David Parker, Member City Offices: (909)477-2760 ca Ncn COMMUNITY FOUNDATION 2 July 28, 2004 F ledge of Allegiance oll Call: ichael Arreguin Jo Dutton huck Buquet Tony Mize atricia Carlson David Parker arvey Cohen None 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. 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 1-8 Foundation Meeting held April 21, 2004, and June 8, 2004. 2. Receive and file Treasurer's Report for the months of May 9-17 and June 2004 and PAL Cash Report for the months of May and June 2004. The following items are not public hearing items, although the Chair may open the meeting for public input: COMMUNITY FOUNDATION 3 FIC% COHNGA July 28, 2004 1. Election of Officers for Community Foundation for 2004-2005 18 Fiscal Year. 2. Foundation Members update and discussion • on 19 accomplishment of goals for the PAL (Promoting Arts and Literacy) Campaign. 3. Consideration of an amendment of Community Foundation 20-27 By-Laws. 4. Consideration of sponsorship of volunteers for the "Mark 28-29 Christopher Charity Classic—Presented by Adelphia"to be held September 26—October 3, 2004. 5. Approval of Promoting Arts and Literacy (PAL) Campaign 30-31 budget for Fiscal Year 2004-2005. 6. Approval of Updated Major Donor Recognition Program for 32-34 the Cultural Center. 7. Discussion regarding dates/times for future Executive 35 Committee and Board of Directors meetings. 8. Discussion regarding identification of potential Board 36 Members. 9. Appointment to Board Committees. 37 F. Identification of Items for the Next Meeting -11 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: G. Adjournment I, Melissa Morales, Community Foundation Secretary, hereby certify a true, accurate copy of the foregoing Special Community Foundation agenda was posted on July 22, 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. n 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 21s` 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 Penwal 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 Pr+ 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 Parr 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 n 4 COMMUNITY FOUNDATION MINUTES OF THE JUNE 8, 2004, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was held on Tuesday, June 8, 2004, in the Rancho Cucamonga Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:06 p.m. by Chair Mize. Present were: Board Members: Bowne (who arrived at 5:15 p.m.), Buquet, Carlson, Cohen, Parker, Younger and Mize. Absent: Arreguin, Dutton and Metel. Staff: Kevin McArdle, Community Services Director; Francie Palmer, Community Services Marketing Manager; Paula Pachon, Management Analyst III; Nettie Nielsen, Recreation Supervisor 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 April 21, 2004. 2. To receive and file Treasurer's Report for the months of March and April 2004 and PAL Cash Reports for the months of March and April 2004. MOTION: Moved by Chair Mize, seconded by Vice Chair Cohen, to approve Item D.2. of the Consent Calendar and to remove Item DA., as requested by Secretary Carlson until the next meeting to allow an opportunity for review of the audio tape. Motion carried: 5-0-4 (Absent: Arreguin, Bowne, Dutton and Metel). E. FOUNDATION BUSINESS 1. Foundation Members update and discussion on accomplishment of goals for the PAL Campaign was opened by Chair Mize. He called on each of the Board Members concerning the status of their various potential donors. Following their updates, staff was also requested to assist Secretary Carlson with providing information for the Wells Fargo Grand Opening event at the DayCreek Shopping Center and to provide a list of businesses that will be located at the Victoria Gardens Shopping Center for possible donor sponsorship opportunities. Following their direction, no other action was taken. une 6, 5 2. Chair Mize called on Director McArdle regarding consideration of the proposed Community Foundation Restructuring Action Plan. He referenced the Plan, as contained in staff's report dated June e, outlining the proposed actions to be taken to complete the restructuring process and the proposed action dates. He noted a correction to the list deleting "Implementation of new Board Structure"from the June date. The Board was asked for their input and direction. Member Bowne arrived at this time. Discussion ensued concerning the Board Member Recruitment plan including the appropriateness of a Park and Recreation Commissioner to serve as a Board Member. Related discussion also addressed the history of why a Commissioner was assigned to serve as a Board Member and whether a nexus continues to exist between the two Boards. Recruitment of new Board Members was also addressed. Members Mize, Carlson and Cohen indicated they had potential candidates who may be interested in serving and Director McArdle indicated that advertising would soon begin to cultivate community-at-large prospects. Following their discussion, the Board took the following . action: MOTION: Moved by Vice Chair Cohen, seconded by Member Parker, to accept the proposed Community Foundation Restructuring Action Plan, as submitted by staff,with the amendment as noted by staff. Motion carried: 6-0-3. (Absent: Arreguin, Dutton and Metel). 3. Approval of revised program plans and budget for the 2005 Community Foundation Gala was introduced by Chairman Mize who indicated that he, along with staff, had worked on a new approach to the annual event. He called on Director McArdle who explained the revised conceptual program plans which consists of streamlining of the program, with an emphasis on donor prospecting as well as donor recognition. He called on Supervisor Nielsen for her report. Ms. Nielsen gave an overview of the proposed changes to the event which include focusing the donor recognition portion of the event at the reception/cocktail parry, elimination of a full course dinner and sale of tickets to the "Fab Four" benefit concert to non-Gala invitees with proceeds to be earmarked for the PAL Campaign (preferred seating will be for the Gala invitees). Director McArdle noted that estimated revenues include event sponsorships, brick proceeds the night of the event and concert ticket sales. Discussion by the Board ensued regarding staff's proposed revisions. Staff responded to concerns expressed regarding elimination of the dinner portion of the program and attendees expectations; projected revenues; costs for booking the Fab Four as opposed to local entertainment; securing an event sponsor and ability to raise monies to cover the event costs and use of PAL monies for the event. Suggestions were also made to form a volunteer committee to put on the event and track staff time involved in the event. Staff responded to the Board's questions and concerns and Director McArdle emphasized that fundraising events generally have costs involved, but the une 6, 2004 6 benefits of potential sponsorship revenues make them financially worthwhile. He also reminded the Board that a nexus needs to be created, as the City transitions to the new Cultural Center to begin to attract professional entertainment to the area. The Board's action followed: MOTION: Moved by Vice Chair Cohen, seconded by Member Parker, to approve the revised operational budget for the 2005 Gala and adopt the revised conceptual program plans. Motion carried: 5-1-3 (No: Carlson; Absent: Arreguin, Dutton and Metel). 4. Director McArdle gave a brief review and requested approval of the Foundation's Fiscal Year 2004-2005 Annual Operating Budget. He referenced the budget contained in staff's June 8"' report and called for questions/comments from the Board.. Being none, the Board took the following action: MOTION: Moved by Member Buquet, seconded by Vice Chair Cohen, to adopt the Fiscal Year 2004-2005 Community Foundation Annual Operating Budget. Motion carried: 6-0-3 (Absent: Arreguin, Dutton and Metel). 5. Consideration of an additional appointment to the Community Foundation Board of Directors was presented by Chair Mize who reported on discussions held with Darren Vilardo regarding his interest in serving on the Board. Director McArdle indicated that Mr. Vilardo was recommended by Member Dutton and had years of financial expertise he could bring to the Board. Darren Vilardo addressed the Board regarding his interest in serving and also gave a brief biographical history of his professional experience, as well service to the community. Following his comments, the Board took action as follows: MOTION: Moved by Chair Mize, seconded by Member Parker, to approve the recommendation to the City Council for the appointment of Darren Vilardo to the Community Foundation Board of Directors. Motion carried: 6-0-3 (Absent: Arreguin, Dutton and Metel). 6. Update on Major Sponsorship Policy for the PAL (Promoting Arts and Literacy) Fundraising Campaign was presented by Director McArdle. He summarized the proposed policy, as set out in staff's report dated June 8t'. He informed the Board that the PAL Cabinet had addressed the matter at their last meeting and had endorsed the proposed policy. No discussion was held and the Board took the following action. MOTION: Moved by Vice Chair Cohen, seconded by Secretary Carlson, to approve the Major Sponsorship Policy for the PAL Campaign and direct staff to forward the recommendation to the City Council. Motion carried: 6-0-3 (Absent: Arreguin, Dutton and Metal). une 6, 7 7. Consideration of conducting a Joint Special Meeting with the Library Foundation regarding the PAL Campaign was addressed by the Board. Members expressed their concurrence with calling the special meeting and asked staff to contact them regarding dates of availability. No other action was taken on the matter. 8. Chair Mize called on Director McArdle for his update on the James V. Curatalo Performing Arts Memorial Scholarship Fund. He distributed the four applications received for the spring quarter and indicated that staff had determined that each applicant has met the sponsorship criteria and will be awarded a $200 scholarship each. The matter was then received and filed and no other action was taken. 9. Update on the Victoria Gardens Cultural Center Project was given by Director McArdle. He informed the Board that the project's cost estimating had been completed, as well as plan check and that bids would be going out in three phases. He estimated award of the steel bids in August and noted that the parking lot portion of the project is ahead of schedule at this point in time. Following staff's update, the matter was received and filed. F. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None G. ADJOURNMENT Chairman Mize adjourned the Regular Community Foundation Meeting. Meeting adjourned at 7:02 p.m.with all Members present except Members Arreguin, Dutton and Mete[. Respectfully submitted, Melissa Morales Senior Administrative Secretary une 6, 8 ' R A N C H O C U C A M O N G A COMMUNITY F O U N D A. T I O N DATE: JUNE 10,2004 TO: RANCHO CUCAMONGA COMMUNITY FOUNDATION BOARD FROM: KATHY JAMES SENIOR ACCOUNT TECHNICIAN SUBJECT: CASH REPORT-MAY 2004 BEGINNING MTD MTD ENDING CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND GENERAL $2,128.73 $3.52 ($2,000.00) $132.25 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 9,700.00 1,402.12 (399.32) 10,702.80 WILDLAND INTERFACE FUND 64.00 0.00 0.00 64.00 JAMES CURATALO MEMORIAL FUND 6,736.84 0.00 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 $50,470.39 $1,405.64 ($2,399.32) $49,476.71 RECONCILIATION Checking Account Balance 5/31/04 $45,694.88 Less Outstanding Checks (399.32) Investments-LAIF 4.181.15 BALANCE $49,476.71 9 10500 Civic Center Drive P.O.Box 807 Rancho Cucamonga,CA 91729 (909) 477-2760 FAX (909) 477-2761 MAY 2004 REVENUE AND EXPENDITURE DETAIL REVENUES GENERALFUND Bank of America-Interest $3.52 Total General Fund $3.52 SENIOR CENTER FUND Arnold &Edna Stenburg-Donation $300.00 Estate of Clair Norbury-Donation 1.102.12 Total Senior Center Fund $1,402.12 TOTAL REVENUES $1,405.64 EXPENDITURES GENERALFUND City of Rancho Cucamonga-Sponsor"Joseph and the Amazing Tech Dreamcoat $2,000.00 Total General Fund $2,000.00 SENIOR CENTER FUND City of Rancho Cucamonga-Reimburse Eight Avenue Graphics Receipt Books $399.32 Total Senior Center Fund $399.32 TOTAL EXPENDITURES $2,399.32 10 • R A N C H O C U C A M O N G A C O M M U N IT Y F O U N D AT I ON DATE: JULY 6,2004 TO: RANCHO CUCAMONGA COMMUNITY FOUNDATION BOARD FROM: KATHY JAMES SENIOR ACCOUNT TECHNICIAN SUBJECT: CASH REPORT-JUNE 2004 BEGINNING MTD MTD ENDING CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND GENERAL $132.25 $269.32 ($200.00) $201.57 JACK McNAY MEMORIAL 1,463.16 0.00 0.00 1,463.16 ENDOWMENT/DEFERRED GIVING 20,560.75 0.00 (675.00) 19,885.75 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 10,702.80 300.00 0.00 11,002.80 WILDLAND INTERFACE FUND 64.00 0.00 0.00 64.00 JAMES CURATALO MEMORIAL FUND 6,736.84 0.00 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 $49,476.71 $569.32 ($875.00) $49,171.03 RECONCILIATION Checking Account Balance 6/30/04 $45,844.88 Less Outstanding Checks (855.00) Investments-LAIF 4.181.15 BALANCE $49,171.03 � 11 10500 Civic Center Drive P.O. Box 807 Rancho Cucamonga,CA 91729 (909) 477-2760 FAX (909) 477-2761 JUNE 2004 REVENUE AND EXPENDITURE DETAIL REVENUES GENERALFUND Bank of America-Interest $4.12 Miscellaneous Donations 265.20 Total General Fund $269.32 SENIOR CENTER FUND Miscellaneous Donations $300.00 Total Senior Center Fund $300.00 TOTAL REVENUES $569.32 EXPENDITURES GENERALFUND Secretary of State-Filing Fee $20.00 PAL Campaign-Reimburse Martin Dickey Contributions 180.00 Total General Fund $200.00 ENDOWMENT DEVELOPMENT FUND PAL Campaign-Reimburse Martin Dickey Contributions6S 75.00 Total Endowment Development Fund $675.00 TOTAL EXPENDITURES $875.00 12 PAL CASH REPORT MAY 2004 Beginning Cash Balance $ 245,244.97 Deposits 5/10/2004 175.00 5/19/2004 200.73 5/27/2004 181.00 556.73 Bank Service Fee (270.47) Less Checks #1987 (839.99) Costar Int. - PAL Bears Balance #1988 (260.76) Sir Speedy-Copies of Cultural Center (1,100.75) Ending Cash Balance $ 244,430.48 Checking Account Balance $ 244,430.48 Less Outstanding Checks Adjusted Bank Balance $ 244,430.48 13 Bank ofAmerica H BANK OF AMERICA, N.A. Account Number 1459513387 P.O. BOX 27128 01 01 102215 E# 2 CONCORD, CA 94520 Last Statement: 04/30/2004 This Statement: 05/28/2004 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 05/01/2004 - 05/28/2004 Statement Beginnin Balance 245,244.97 lumber of Deposits/Credits 3 Amount of Deposits�Credits 556.73 lumber of Checks 2 Amount of Checks 1,100.75, lumber of Other Debits 1 Amount of Other Debits 270.47 Statement Ending Balance 244,430.48 lumber of Enclosures 2 Service Charge .00 Deposits and Credits late Customer Bank 'osted Reference Amount Description Reference 15/11 175.00 CA VAULT DEPOSIT 152107160081091 15/20 200.73 CA VAULT DEPOSIT 152107360211136 15/28 181 .00 BOFA MS 1922 DES:MERCH SETL ID:43013231359lo41533341490396483 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002004149039648304052822 Withdrawals and Debits :hecks Check Date Bank Check Date Bank Number Amount Posted Reference Number Amount Posted Reference 1987 839.99 05/21 7560296658 1988 260.76 05/24 7560156330 Ither Debits late Customer Bank 'osted Reference Amount DescriRtion Reference 15/03 270.47 BOFA MS 1922 DES:MERCH FEES ID:430132313591041 41246281558 INDN:PAL CAMPAIGN CO ID:3210001922 CCD REF:00145951338712110825002004124628155804050327 Daily Balances Date Ledger Balance Collected Balance Date Ledger Balance Collected Balance 04/30 245,244.97 225,244.97 05/20 245,350.23 245,319.01 05/03 244,974.50 243,774.50 05/21 244,510.24 244,479.02 05/04 244,974.50 244,974.50 05/24 244,249.48 244,249.11 05/11 245,149.50 244,974.50 05/25 244,249.48 244,249.48 05/12 245,149.50 245,149.50 05/28 244,430.48 244,430.48 14 PAL CASH REPORT JUNE 2004 Beginning Cash Balance $ 244,430.48 Deposits 6/2/2004 210.25 6/2/2004 315.00 6/2/2004 6,410.26 6/2/2004 225.00 6/212004 725.00 6/8/2004 10,150.00 6/9/2004 99.78 6/10/2004 118.28 6/16/2004 1,396.45 6/14/2004 2,190.00 6/22/2004 1,200.00 6123/2004 140.00 612312DD4 150.00 6/24/2DD4 105.10 23,435.12 Bank Service Fee (42.11) Returned Checks (105.00) Less Checks - Ending Cash Balance $ 267,718.49 Checking Account Balance $ 267,718.49 Less Outstanding Checks Adjusted Bank Balance $ 267,718.49 15 BankofAmerica -,, " BANK OF AMERICA, N.A. ' Account Number 1459513387 P.O. BOX 27128 01 01 34687 E# 0 CONCORD, CA 94520 Last Statement: 05/28/2004 This Statement: 06/30/2004 Customer Service 1-800-325-4296 RANCHO CUCAMONGA COMM. FOUNDATION RANCHO CUCAMONGA LIBRARY FOUNDATION DBA PAL CAMPAIGN Page I of 2 10500 CIVIC DR P .O. BOX 807 RANCHO CUCAMONGA CA 91729-0807 NON-PROFIT CHECKING Account Summary Information „ Statement Period 05/29/2004 - 06/30/2004 Statement Beginning Balance 244,430.48 Number of Deposits/Credits 17 Amount of Deposits Credits 23,435.12 Number of Checks 0 Amount of Checks AD Number of Other Debits 3 Amount of Other Debits 147.11 Statement Ending Balance 267,718.49., Number of Enclosures 0 Service Charge .00 Deposits and Credits Date Customer Bank Posted Reference Amount Description Reference 06/01 210.25 CA VAULT DEPOSIT 152107160127585 06/01 225.00 CA VAULT DEPOSIT 152107160127597 06/01 315.00 CA VAULT DEPOSIT 152107160127573 06/01 725.00 CA VAULT DEPOSIT 152107160127590 06/01 6,410.26 CA 150.00 BOFAAMST 152107160127567 06/09 19220SIT DES:MERCH SETL ID:430132313591041533341610445051 INDN:PAL CAMPAIGN CO ID:1210001922 CCD REF:00145951338712110825002004161044505104060922 06/09 10,000.00 CA VAULT DEPOSIT 152106260337008 06/10 46.00 CA VAULT DEPOSIT 152106260200250 06/11 72.28 CA VAULT DEPOSIT 408907560310162 06/1 150.00 BOFAAMST 06/177 1922 DES:MERCH 408907560310164 DES:MERCH SETL ID:430132313591041533341693384465 INDN:PAL CAMPAIGN CO ID:1230001922 CCD REF:00145951338712110825002004169338446504061722 06/21 1,246.45 CA NIGHT DEPOSIT 152105960321375 06/21 2,190.00 CA NIGHT DEPOSIT 152105960321389 06/23 140.00 CA VAULT DEPOSIT 152106160009945 06/23 1,200.00 CA VAULT DEPOSIT 152106160009940 06/24 105.10 CA VAULT DEPOSIT 152106760021946 06/24 150.00 CA VAULT DEPOSIT 152106760021949 Withdrawals and Debits Other Debits Date Customer Bank Posted Reference Amount Description Reference 06/01 42.11 BOFA MS 1922 DES:MERCH FEES ID:430132313591041 41535025516 INDN:PAL CAMPAIGN CO ID:3210001922 CCD REF:00145951338712110825002004153502551604060127 06/03 80. 00 Return Item Chargeback 07810008295 DEPOSITED ITEM RETURNED 06/24 25.00 Return Item Chargeback 07810005966 DEPOSITED ITEM RETURNED 16 0 BankofAmeric��' H BANK OF AMERICA, N.A. ' Account Number 1459513387 P.O. BOX 27128 01 01 34688 E8 0 CONCORD, CA 94520 Last Statement: 05/28/2004 This Statement: 06/30/2004 Customer Service 1-800-325-4296 ,. RANCHO CUCAMONGA COMM. FOUNDATION Page 2 of 2 NON-PROFIT CHECKING - Daily Balances Date Ledger Balance Collected Balance Date Ledger Balance Collected Balance 05/28 244,430.48 244,430.48 06/17 262,711 .94 262,711.94 06/01 252,273.88 246,093.62 06/21 266,148.39 263,736.94 06/02 252,273.88 246,293.62 06/22 266,148.39 265,537.04 06/03 252,193.88 251,893.88 06/23 267,488.39 265,841.94 06/04 252,193.88 252,193.88 06/24 267,718.49 267,588.71 06/09 , 262,343.88 252,343.88 06/25 267,718.49 267,618.49 06/10 262,389.88 252,389.88 06/28 267,718.49 267,718.49 06/11 262,561.94 262,561.94 06/30 267,718.49 267,718.49 17 R A N C H O C U C A M O N G A COMMUNITY S E R V I C E S Staff Report DATE: July 28, 2004 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director. BY: Paula Pachon, Management Analyst III SUBJECT: ELECTION OF OFFICERS FOR COMMUNITY FOUNDATION FOR 20042005 FISCAL YEAR BACKGROUND: It's that time of year for election of officers — Chair, Vice Chair and Secretary/Treasurer. In light of the Board's restructuring currently taking place, staff recommends that Members consider continuing the election until the appropriate time in the restructuring process. Re p ctfully d, Kevin cArdle Community Services Director KM/mam I:\COMMSERV\Council&Boards\CommunityFoundation\Staff Reports\2004\Election.07.28.04.doc 18 R A N C H O C U C A M O N G A COMMUNITY 8E R V I C E S Staff Report DATE: July 28, 2004 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director BY: Paula Pachon, Management Analyst III SUBJECT: FOUNDATION MEMBERS UPDATE AND DISCUSSION ON ACCOMPLISHMENT OF GOALS FOR THE PAL (PROMOTING ARTS AND LITERACY) FUNDRAISING CAMPAIGN During the first quarter of the year individual Boardmembers developed fundraising goals for 2004. To maximize the Board's,fundraising efforts, a top potential donor list for the PAL Campaign fundraising effort for 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 in achieving their individual goals and to secure funding from these identified top donors. Res ully ed, Kevin cArdle Community Services Director I:ICOMMSERVICouncilBBoardslCommunityFoundationlStaN Reportsl20041UpdateTopDonorLlst.7.28.04.doc 19 R A N C H O C U C A M O N G A COMMUNITY 8Z 12 V I C E S Staff Report DATE: July 28, 2004 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director BY: Paula Pachon, Management Analyst III SUBJECT: CONSIDERATION OF AN AMENDMENT OF COMMUNITY FOUNDATION BY-LAWS RECOMMENDATION: To review and approve an amendment to the current Community Foundation By-Laws in order to conform to the Board restructuring organization plan that was adopted by the Foundation at their April 2004, regular meeting. BACKGROUND/ANALYSIS: At the April meeting of the Community Foundation a general organizational plan for restructuring of the Board in order to more effectively raise funds was approved. In June the Board approved an action plan that would guide the Foundation's activities through the transition period. The next step in finalizing the restructuring of the Community Foundation is for the Board to amend their By-Laws to conform to their plan. The attached copy of the Community Foundation By-Laws provides changes recommended for consideration by the Board in order to implement the Board's restructuring action plan. Deletions to the current By-Laws are noted in light blue type with a StFikethFOU0; additions to the current By-Laws are shown in bold blue type. Respectfully submitted, Kevin McArdle Community Services Director Attachment I:ICOMMSERVICouncil&BoardslCommunityFoundationlStaff Reports1200414mendmentBy.Laws.728.04.doc 20 BYLAWS OF THE RANCHO CUCAMONGA COMMUNITY FOUNDATION ARTICLE I — NAME AND ADDRESS Section 1. The name of this corporation shall be the Rancho Cucamonga Community Foundation, hereinafter referred to as the "Foundation". Section 2. The address of the principal executive office of the Foundation shall be located at Rancho Cucamonga City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California, or at such place as the Board of Directors hereafter may designate. ARTICLE II — PURPOSE AND LIMITATION Section 1. The purpose of the Foundation is to establish a permanent endowment fund to assist the government of the City of Rancho Cucamonga, hereinafter referred to as the "City", in improving the cultural, and recreational anur�ivmrn; services to the citizens of the city. Section 2. The primary responsibility of the Board of Directors will be fundraising for cultural and recreational services. Section 2 3. The Foundation is organized, and at all times shall be operated, exclusively for the benefit of, to perform the function of, and to carry out the purposes of the City, within the meaning of Section 509(a)(3)(A) of the Internal Revenue Code of 1954, as amended, the Regulation there under, and the corresponding provision of any applicable future United States Internal Revenue Law and Regulations hereinafter collectively referred to as the "Code". Section 3 4. In carrying out such purpose, the Foundation shall not, in any manner, be utilized to discharge the obligation of the City. The support, promotion and advancement of cultural, and recreational, and baa services afforded by this Foundation is in addition to, and supplementary to any budgeting program sponsored by the City, and the use of this Foundation in routine operations shall be a violation of the purposes herein expressed. If the Board of Directors is of the opinion that the City causes the terms of the Foundation to be violated by causing income of the Foundation to be used for routine operation, then the Board of Directors may direct that the income be used for the benefit of cultural; and recreational and human service organizations that are not under the jurisdiction of the City. These organizations must be charitable organizations under Section 501(c)(3) of the Code and must be consistent with the purpose of the Foundation. ARTICLE III — MEETING Section 1. All meetings, regular and special shall be notified, posted and conducted in every way consistent with the requirements set for in the Brown Act. Section 2. The Board of Directors of the Foundation shall hold an annual meeting in the month of June at such time and place as designated by the board. Section 3. Adoption of a budget for the upcoming fiscal year shall occur at the annual meeting. 21 Section 4. Special meetings may be called at any time by a majority of the Board. Written notice, stating the time and place of any such meeting and its purpose shall be given to each member of the Board at least four days before such meeting. Section 5. A majority of the Board constitutes a quorum. ARTICLE IV - MEMBERSHIP AND SHARES Section 1. The corporation shall have no membership. Section 2. The corporation shall not have or issue shares of stock and shall declare no dividends. Section 3. No part of the Foundation shall inure to the benefit of any private individual, and no part of the direct or indirect activities of this Foundation shall consist of carrying on propaganda, or otherwise attempting to influence legislation, or of participating in, or intervening in (including the publication or distribution of statements), any political campaign on behalf of any candidate for public office. Notwithstanding any other provision hereof, this Foundation shall not conduct or carry on any activities not permitted to be conducted or carried on by an organization exempt under Section 501(c)(3) of the Code or by an organization, contributions to which are deductible under Section 170(c)(2) of such Code. ARTICLE V - BOARD OF DIRECTORS Section 1. The total number constituting the Board of Directors shall be a maximum of thirty (30). Section 3 2. The remaining members of the Board of Directors shall be filled by persons interested in improving cultural, and recreational aad Baan services in the City of Rancho Cucamonga and shall be appointed by the City Council. Section 4�3. The terms shall be four (4) years. Directors may be appointed for an additional four-year term, after which they may not be reappointed until an intervening one- year period. All vacancies occurring because of the expiration of terms or for other reasons will be filled by the appointing body. Section 5 4. Terms of office for the members of the first board appointed shall be staggered so as to maintain a mix of experienced and new Directors. Section 5. Board member(s) filling vacancies shall serve the remainder of the original term and will then be eligible for appointment to a subsequent full term. If a replacement Board member assumes office for less than one year from the end of the original term, he/she shall be eligible for appointment to two additional terms. aseNewg. three (3) members shall seFve teFFns Of fE)UF (4) yeaFS eaoh and thFee (3) MeMbers shall seFVe- 22 terms of two (2) years eaGh. TeFr:ns ef the first sox (6) members shall be determined by —a rand Section 6. Any Director of the Foundation may be removed at any time by a majority vote of the City Council. Section 7. All terms as prescribed in this Article shall commence with the eFgaRizatienal meeting ef the Beard Of DiFeoters date the member is appointed and shall expire at the date of the annual meeting in June. Section 8. Any change in the number and qualifications of members of the Board of Directors shall be made only by amendment to this Bylaw. ARTICLE VI - OFFICERS Section 1. The Board shall elect a Chairperson, Vice Chairperson, and Secretary/Treasurer at the annual meeting. Their terms of office are one (1) year. Members' terms as Chairperson may not exceed two consecutive years. Section 2. Officers may be removed from office for cause by a majority of the Foundation Board at any meeting. Section 3. The Chairperson shall preside at all meetings of the Board and have responsibility for general supervision of its activities. Section 4. The Chairperson, with assistance from the Community Services Director of the City of Rancho Cucamonga and the Investment Trustee, shall present a budget for approval of the Board at the annual meeting. Section 5. Disbursement of money in excess of $500, unless specifically budgeted at the annual meeting, requires the signature of either the Chairperson or the Secretary/Treasurer. Section 6. The Vice Chairperson shall preside at meetings in the absence of the Chairperson. Section 7. The Secretary/Treasurer shall give notice to all members and shall maintain a permanent set of minutes to all meetings. ARTICLE VII - POWERS Section 1. The decisions and acts of a majority of the members of the Board of Directors qualified and serving shall constitute and exercise of the Foundation powers and discretions conferred upon the Board of Directors and the decisions an acts of such majority of the Board of Directors shall constitute and be taken as the decisions and acts of the entire Board of Directors. Section 2. The Board of Directors may adopt rules, which shall not be inconsistent with the terms of this Foundation. 23 Section 3. A simple majority of the Board may amend the Bylaws at any meeting. However, no such amendment or modification shall alter the intention of the Donors that this Foundation be operated exclusively for charitable, cultural, recreational and human service purposes, and in a manner which shall make this Foundation tax exempt and the donations to it deductible from taxable income to the extent allowed by the provisions of the Code and other applicable legislation and regulations as they now exist or as they may hereafter be amended. Every amendment or modification of these Bylaws shall be in writing, shall be signed by a majority of the Board of Directors then serving and shall be delivered to each of the members of the Board then in office and to the Investment Trustee then in office. ARTICLE VIII — COMMITTEES Section 1. The Board of Directors, may, by action approved by a majority of the directors then in office, designate one or more committees, to serve at the pleasure of the Board. Such Committees shall consist of a minimum of two members of the Board of Directors and shall act in an advisory capacity to the full Board. Section 2. At the discretion of the Board of Directors, an Executive Committee may be established. If so established it shall be chaired by Chairperson of the Board, and shall consist of the Chairperson, Vice-Chairperson and Committee Chairs of any Board established Committees. Duties of the Executive Committee shall be approved by the Board of Directors in accordance with the purposes set forth in their By-Laws. ARTICLE IX - COMPENSATION AND EXPRESS Section 1. The Board of Directors shall serve without compensation. ARTICLE 4X — INVESTMENT TRUSTEE Section 1. The Finance Officer of the City of Rancho Cucamonga shall serve as the Investment Trustee for the Foundation. He/She shall have the powers and authority set out in Section 2. Section 2. The powers of the Investment Trustee shall be limited to investment of the Foundation property and shall have the following discretionary powers: (a) To hold the principal and all money or property given to the Trustee to invest and reinvest, unless the deed or legacy of a particular gift or gifts specifically authorizes or requires its retention and/or use for a specific project. (b) To invest and reinvest the principal and undistributed income of the Foundation funds on deposit with the Trustee in such property, real, personal or mixed and in such a manner as it shall deem proper for the growth of capital and the production of income, and from time to time to change investments as he/she shall deem advisable; to invest in or retain any stocks, shares, bonds, notes, obligations, or personal or real property bonds, notes, obligations, or personal or real property (including without limitation any interest in or obligations of any corporation, association, business trust, investment trust, common trust fund or investment company) although some or all of the property so acquired or retained is of a 24 kind or size which but for this express authority would not be considered proper and although all of the Foundation funds are invested in the securities of one company. No principal or income, however, shall be loaned, directly or indirectly, to the Investment Trustee or any member of the Board or to anyone else, corporate or otherwise, who has at any time made a contribution to this Foundation, nor to anyone except on the basis of an adequate interest charge and with adequate security. (c) To sell, lease or exchange any personal, mixed, or real property, at public auction or by private contact, for such consideration and on such terms as to credit or otherwise, and to make such contracts and enter into such undertaking relating to the Foundation property, as it considers advisable, whether or not such leases or contracts may extend beyond the duration of the Foundation. (d) To borrow money for such periods, at such rates of interest, and upon such terms as it considers advisable, and as security for such loans to mortgage or pledge any real or personal property with or without power of sale; to acquire or hold any real or personal property, subject to any mortgage or hold any real or personal property subject to any mortgage or pledge on or of property acquired or held by this Foundation. (e) To execute and deliver deeds, assignments, transfers, mortgages, pledges, leases, covenants, contracts, promissory notes, releases, and other instruments, sealed, or unsealed, incident to any transaction in which it engages. (f) To vote, to give proxies, to participate in the reorganization, merger or consolidation of any concern or in the reorganization, merger or consolidation of any concern or in the sale, lease, disposition, or distribution of its asses; to join with other security holders in acting through a committee, depository, voting trustees, or otherwise and in this connection to delegate authority to such committee, depository, trustees and to deposit securities with them or transfer securities to them; to pay assessments levied on securities or to exercise subscription rights in respect of securities. (g) To hold Foundation property without indication of fiduciary capacity but only in the name of a registered nominee, provided the Foundation property is at all times identified as such on the books of the Foundation fund; to keep any and all of the Foundation property or funds in any place or places in the United States of America. ARTICLE XI - ACCOUNTING Section 1. The Investment Trustee shall render an accounting of the investment transactions concerning the Foundation to the Board of Directors at least annually. No person or entity other than the Board of Directors may require an accounting or bring any action against the Investment Trustee with respect to the Foundation. The Investment Trustee may at any time initiate legal action or proceedings for the settlement of it accounts and, except as otherwise required by law, the only necessary parry defendant to such action or proceedings shall be the Board of Directors. Section 2. The fiscal year of the Foundation shall be from July 1 through June 30. 25 Section 3. The Board of Directors shall make a report annually of its uses of the Foundation and shall distribute copies thereof to all members at the regular annual meeting held in June. ARTICLE XII — LIABILITY OF TRUSTEES/DIRECTORS Section 1. No Investment Trustee or member of the Board of Directors shall be answerable for loss in investment made in good faith. No Investment Trustee or member of the Board of Directors shall be liable for the act or omissions of any other member of the Board, or of any accountant, agent, council or custodian selected with reasonable care. Each Investment Trustee or member of the Board shall be fully protected in acting upon any instrument, certificate or paper, believed by him/her to be genuine and to be signed or presented by the proper person or persons and no Investment Trustee or member of the Board shall be under any duty to make any investigation or inquiry as to any statement contained in any such writing but may accept the same as conclusive evidence of the truth and accuracy of the statement therein contained. ARTICLE XIII — FOUNDATION Section 1. The Board of Directors may receive donations from Donors or from any other source in cash or in other property acceptable to them. All donations so received shall be deposited with an Investment Trustee by the Board of Directors and thereafter held, managed, administered and disposed of by the Investment Trustee and the Board of Directors pursuant to the terms of the Agreement. The Board of Directors may accept donations, which restrict their uses, and purposes, provided such restrictions are within the uses and purposes set forth in Article II, and which limit the time, manner, amount, or other terms of distribution; but, unless otherwise specifically required, the Board of Directors may mingle such restrictions donations with other assets of the Foundation. ARTICLE 114 XIV — USE OF THE FOUNDATION Section 1. The Board of Directors shall have the power to apply the Foundation for the purposes set forth in Article II. In furtherance thereof, the Board of Directors shall have the power and authority and is directed to distribute the distributable income of the Foundation as they may determine, to the uses and purposes set forth in Article II. Section 2. Unless the restricted donation provides otherwise, as used in Section 1, "distributable income" means the total holdings of the Foundation, principal and interest, less $2,500, which will serve as the minimum holding of the Foundation. ARTICLE X4V—TERM OF FOUNDATION Section 1. The Foundation shall continue in perpetuity; it may however, at any time be wound up and the assets distributed with the assent of two-thirds of the Board of Directors and the City Council. Upon any such winding up, the assets of this Foundation shall be distributed exclusively for such purpose or purposes, as are consistent with the purpose of the Foundation. 26 Amended by the Community Foundation: January 21, 2003 Amended by the Community Foundation: July 28, 2004 Tony Mize, Chairman Dr. Harvey D. Cohen, Vice Chair Patricia Carlson, Secretary/Treasurer Michael Arreguin, Member Charles J. Buquet, Member Jo Dutton, Ph.D., Member David Parker, Member I:I COMMSERVI Council&BeardslCommunityFoundationl Miscellaneous I Bylaws-Amendment7.28.04.doc 27 R A N C H O C U C A M O N G A COMMUNITY S E R V I C E S Staff Report DATE: July 28, 2004 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director SUBJECT: CONSIDERATION OF SPONSORSHIP OF VOLUNTEERS FOR THE "MARK CHRISTOPHER CHARITY CLASSIC — PRESENTED BY ADELPHIA," TO BE HELD SEPTEMBER 26-OCTOBER 3, 2004 RECOMMENDATION: To approve sponsorship for 20 volunteers to assist with the upcoming Mark Christopher Charity Classic—presented by Adelphia scheduled for September 26-October 3, 2004, at the Empire Lakes Golf Course. BACKGROUND: Over the past four years the Mark Christopher Charity Classic — presented by Adelphia (formerly called the Inland Empire Open and State Farm Open) has provided a generous donation of $5,000 per year to the Rancho Cucamonga Community Foundation from the proceeds of their event. In exchange for this donation, the Foundation was requested to provide manpower support in the way of volunteers to assist with the wide variety of tasks associated with the event. Volunteers for the tournament are required to pay a fee to participate. This year the fee is $40.00 per individual. This fee helps to offset a small portion of the actual costs of the event so that the Tournament charities, e.g., the Rancho Cucamonga Community Foundation, Rancho Cucamonga Public Library Foundation, Loma Linda University Children's Hospital, Assistance League of Upland and the Feed the Hungry, Shelter the Homeless will benefit as much as possible. It is staffs recommendation that the Foundation Board approve, once again to underwrite the cost for a maximum of twenty volunteers to assist with this event. 28 COMMUNITY FOUNDATION SPONSORSHIP VOLUNTEERS M.CHRISTOPHER CHARITY CLASSIC July 28, 2004 Page 2 FISCAL IMPACT: The cost to the Foundation to underwrite 20 volunteers is eight hundred dollars ($800.00). Sincer Kevin cArdle Community Services Director Attachment: Volunteer Application I:ICOMMSERVICouncildBoardslCommunityFoundationlStaff Reportsl20041GolfVolunteers.07.28.04.doc 29 �� COMMITTEE DESCRIPTIONS VOLUNTEER INFORMATION � �i�isroPsrE Following are the descriptions of volunteer committees IE you have ever volunteered for a PGA TOUR event or ` for the Mark Christopher Charity Classic, presented by any other golf tournament,you already know about the Adelphia. Chairpersons are also needed in these areas: integrity of donating your time to its success. You are part of a team,which directly impacts the dollars to be raised • Administration: Answer phone, provide office for our local charities.And, if you have never volunteered support and perform various duties. before,now is your opportunity to join in on a most A r1 p h%a • Charity Auction: Organize and set-up unique volunteer experience. For the golf fan, there is no auction logistics. better way to get close to the action of a TOUR event. If you are not a golfer, there are plenty of ways to put your • Construction: Pre and post assistance with roping, talents to use. The only prerequisite is a commitment to staking,general course set-up and tear-down. improving the community Take a look at the volunteer committee descriptions and decide which role will benefit ce r). • Course Marshal: Maintain spectator control on the most from your skills. Our event is your event. Do not Z golf course. miss out on your chance to play a very important part in O • Credentials: Check credentials at hospitality areas, the community and support our local charities. SEPT 27- OCT j, 2004 skyboxes and other areas. EMPIRE LAKES H••1 WHAT ARE THE REQUIREMENTS OF A VOLUNTEER? UJ • Course Ecology:Assist with conservation and ecology Volunteers must work two days minimum GOLF COURSE )however, of golf course. we appreciate all efforts to work additional days. Please RANCHO CUCAMONGA.GWFORNIA • Distribution Support: Ice,water,snacks and appear for your shift on time and keep us informed of �I pairing guides distribution to various locations any schedule changes that may affect your availability LU on golf course. Also note any physical requirements that may affect your ability to perform an assignment. If you have fel • Greenside Scorer: Record player scores at an assigned supervisory or management experience, please consider O green and communicate to scoring control. a chairperson position. • Parking: Assist with parking and directions. WHY IS THERE A FEE FOR MY VOLUNTEER UNIFORM? • Promotions:Assist with various tournament Each volunteer will receive the following package: Z promotions prior to tournament week. • Shirt with Tournament Logo • Cap with Tournament Logo • Scoring Tents: Assist players with verification of • Meals Provided to Volunteers on Duty scorecards. Distribute completed scorecards to • Personalized Volunteer Grounds Badge scoring central, main scoreboard and media room. • Week-long Volunteer Parking Pass Z • Scoring Central: Communicate with greenside scorers • Additional Season Passes for Family/Friends to confirm scores. Monitor scoreboards and verify all I • Commemorative Tournament Lapel Pin O scores to PGA TOUR Officials. • Insulated Lunch Bag H� • Volunteer Appreciation Party/Prizes on Sunday • Ticket Sales/Will Call: Sell tickets to patrons during • Mark Christopher Auto Center Discount Card tournament. Distribute tickets/credentials left by VALUE OVER$200.00 players,sponsors and tournament patrons. I V Your payment of$40.00 helps offset a small portion of f 1 • Transportation:Assist with transporting players and the actual cost so that the tournament charities will \•/ sponsors to and from airport and hotels. Tournament benefit as much as possible. - o H� cars provided. s� r • Volunteer Hospitality:Assist in providing Mark Christopher Charity Classic �'orrttE� 0 -4 food,beverage and distribution of information Presented by Adelphia a to volunteers. 9559 CENTER AVENUE, SUITE "I" • Walking Scorers: Walk with player groups and recordI RANCHO CUCAMONGA, CA 91730 Nationwide scores and statistics. PHONE: (909)948-5565 FAX: (909) 948-5572 - Tour EMAIL:mccclassic@aol.com _ PGATOUR.COM VOLUNTEER APPLICATION ® Nationwide Tour �-- LAST NAME FIRST NAME ADDRESS CITY STATE ZIP CODE PHONE (DAY) (EVENING) FAX/EMAIL * I have volunteered years for this event. COMMITTEE SELECTION: Volunteer Committee Preference: Please review the individual volunteer committee descriptions in this brochure. Some of the committees listed require more physical activity than others. Take careful consideration when making your selection. If you are an F experienced volunteer and/or have administrative skills, you are encouraged to volunteer as a chairperson. 1. 2. 3. ❑ I WOULD LIKE TO BE A CHAIRPERSON ❑ CHARITY OR CLUB AFFILIATION Indicate days and/or hours you can volunteer: DAY Sun 9/26 Mon 9/27 Tues 9/28 Wed 9/29 Thurs 9/3o Fri io/1 Sat 10/2 Sun 10/3 Mon 10/4 HOURS k Are you available to volunteer weekdays or weekends before or after the tournament? ❑ Yes,Call me with details UNIFORM: See details listed under"Volunteer Information" $ 40.00 Men's Shirt Size (Circle One) M L XL XXL Women's Shirt Size (Circle One) S M L XL Cap or Visor (One size fits all) ❑ Limit (1) additional Volunteer Shirt (same size only) @ $25.00 each •Limit (1) Windjacket (men's sizing) @ $45.00 each (circle size): M L XL XXL FORM OF PAYMENT: ❑ Mastercard U Check Enclosed (Payable to: MCCC) C]VISA C] Check Number: 0 Other 0 Cash Received Credit Card Number Expiration Date Total Amount Signature TOURNAMENT OFFICE: Mailing MARK CHRISTOPHER CHARITY CLASSIC Phone:909.948.5565 Address: 9559 Center Avenue,Suite I Fax:909.948.5572 Rancho Cucamonga,CA 91730 Email:mccclassic@aol.com OFFICE USE ONLY APPLICATION UNIFORM RECEIVED BY: DATE: REVIEWED BY: R A N C H O C U C A M O N G A COMMUNITY SERVICES Staff Report DATE: July 28, 2004 TD: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director BY: Paula Pachon, Management Analyst III SUBJECT: APPROVAL OF PROMOTING ARTS AND LITERACY (PAL) CAMPAIGN BUDGET FOR FISCAL YEAR 2004-2005 RECOMMENDATION: It is recommended that the Rancho Cucamonga Community Foundation review and approve the proposed Promoting Arts and Literacy (PAL) Campaign budget for fiscal year 2004-2005 that was revised by the Library Foundation at the July 12th joint meeting between the two Foundations. BACKGROUND/ANALYSIS: Last April the Community Foundation and the Library Foundation adopted a Fund Development Plan for the Rancho Cucamonga Cultural Center project. As a part of that plan, a 13-month budget (May 2003-June 2004) was prepared and adopted by both Boards for the PAL Campaign. With the start of the 2004-2005 fiscal year it is time to adopt a new operating budget for PAL. The attached budget reflects a 12-month budget for anticipated expenditures and revenues for the Campaign. Revisions recommended and adopted by the Library Foundation at the July 120' joint Foundations meeting are shown in blue stFikeNhFeUgh type. It is staff's recommendation that Community Foundation now review and adopt the proposed revised Promoting Arts and Literacy (PAL) Campaign budget for fiscal year 2004-2005. Sincerely, Kevin McArdle Community Services Director Attachment I:ICOMMSERVICouncil&BoardslCommunityFoundationIStaH Reports120041PALBudget.728.04.doc 30 0 Promoting Arts and Literacy (PAL) Campaign Operating Budget Fiscal Year 2004/2005 2004/2005 Projected Revenue New PAL Contributions $ 378,171 (based upon annual percentage of total fundraising goal of$3 million) PAL Pledge Payments $1,243,460 (based upon anticipated payment schedule of pledges made to date) Gala (New Donor Prospecting & Donor Recognition) $ 42,750 Bucks for Books Campaign (Direct Mail Appeal) $ 30,000 Winery Event (Holiday PAL Appeal) $ 4,000 Maleef Fedndatien` $ 19 Ooo Total Projected Revenue: $1,698,381 2004/2005 Projected Expenses Administrative Costs $ 5,000 (duplicating, hospitality, travel) 2003 Winery Event Reimbursement $ 1,824 2004 Library Telethon Reimbursement $ 16,115 Gala $ 38,240 Mark Christopher Charity Classic Volunteer Sponsorship $ 1,600 Bucks for Books Campaign $ 12,000 Winery Event $ 1,000 Sam Maleef Partnership Event $ OOo Marketing $ 3,500 Total Projected Expenses: $ 79,279 Projected 2004/2005 Net Gain 1.619.10 11COMMSERW-ounCU&Boa %Co untlyFoundatbntsUff Repmbt200/WpL06.05BUEpet.7.28.00.dm 31 R A N C H O C U C A M O N G A C O M M U N I TY 8 E P V I C C B St7cff Repoi t DATE: July 28, 2004 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director BY: Paula Pachon, Management Analyst III SUBJECT. APPROVAL OF UPDATED MAJOR DONOR RECOGNITION PROGRAM FOR THE CULTURAL CENTER RECOMMENDATION: It is recommended that the Rancho Cucamonga Community Foundation approve an revised major donor recognition program for the Cultural Center. BACKGROUND/ANALYSIS: Over the past year, businesses and community members have sponsored a number of major recognition opportunities for the Cultural Center. In order to ensure that a variety of recognition opportunities exist to carry the PAL Campaign through 2006, staff is recommending modifications and additions to our original list of donor recognitions opportunities. Items identified for discussion at the July 12`" joint Foundations meeting are noted in blue type. Items modified and approved by the Library Foundation at this meeting are noted in green type. It is staff's recommendation that the Community Foundation review the proposed modifications, making further modifications, if necessary, and adopt an updated major donor recognition program for the Cultural Center. Respectfully submitted, Kevin McArdle Community Services Director Attachment I:ICOMMSERVICouncil&BoardslCommunityFoundatimiStaff Reports120041Revised.DonorRecognitionProgram.7.26.04.doc 32 Rancho Cucamonga Building g Immginatlon Cultural Center Donor Recognition Program (Adopted: 4/24/03;Revised: October 1,2003 and January 21,2004) • Major Recognition Opportunities Donors in this category enjoy their name actually incorporated into the name of the identified facility and a photograph with biography inside the facility noting their generous presentation of the space. (e.g. T4ie 4o..,..s, carmlJ r :,....r Tire Lewis Family Playhouse) Minimum Gift Name o Playhouse Theater $1,000,000 Lewis Family Playhouse e-1✓ibr $ nnn nnn o Celebration Hall $1,000,000 e—Children's Story R $ c00,000_�gt) o Imagination Tower $ 500,000 o Imagination Courtyard $ 500,000 o Playhouse Lobby $ 500,000(4,470 sq ft) Paul Biane Playhouse Lobby o Children's Library $ 100,000 Caryn DiOrio Children's Library o Library Reading Room $ 50,000(763 sq ft) Rotary Reading Room Donors in this category are recognized with a special plaque at the entrance to the identified facility and a photograph with biography inside the facility noting their generous presentation of the space. (e.g. Tr.. h.....:.......... T.... , JotiesGornpan� The Celebration Hall Lobby ... presented by the Dutton Family) Minimum Gift Plague o Library* $1,000,000 o Crossroads Rotunda $ 250,000(611 sq ft) o Celebration Hall Lobby $ 100,000(1,260 sq ft) Dutton Family o Children's Story Room $ 100,000(387sgft) o Library Young Adult Center $ 75,000(799 sq ft) o Library Technology Center $ 75,000(751 sq ft) George and Audrey Voigt o Arbor Court $ 75,000 Dr. Jacob and Sandra Termer o Library Popular Materials Market $ 50,000 o "Back to Basics" Learning Center $ 50,000(503 sgft) o Playhouse Rehearsal Room $ 50,000(1,145 sq ft) o Playhouse Grand Stairs $ 50,000 o Bookstore &Gift Shop $ 50,000(495 sq ft) Friends of the Library e Pleyhease Rehearsal Reefs $ 30 o Library Homework Center $ 25,000 (376 sq ft) WLC/Pitassi Architects o Playhouse Concession $ 25,000 (392 sq ft) SoCal Housing o Playhouse Box Office $ 25,000 (251 sgft) 33 Rancho Cucamonga Building Imigination Cultural Center Ih.6 Donor Recognition Program Possible New Items: o Playhouse Stage $ 200,000 o Library Tree of Knowledge $ 100,000^ o Children's Library Carousel $ 100,000^ o Playhouse Tree of Light $ 50,000^ Symbol Legend: * Preferred Naming Rights Presentation Sponsors/zip: IndividuaUFamily namin sponsorship opportunity rather than product i.e., Ae ' inne: ' Imil• '.i'-iwr' The Rancho Cucamonga Library ... Presented by the James Family; not the Mission Foods Library Construction Fundraising—Donation covers cost to construct item. Items for discussion at July 12, 2004 Joint Meeting with Community and Library Foundations. 34 R A N C H O C U C A M O N G A COMM UNITY SERV 1 C E 8 Staff Report DATE: July 28, 2004 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director SUBJECT. DISCUSSION REGARDING DATES AND TIMES FOR FUTURE EXECUTIVE COMMITTEE AND BOARD OF DIRECTORS MEETINGS BACKGROUND: With the recent approval of the Restructuring Action Plan and streamlining of the meetings for the Board of Directors, the Board may wish to discuss whether the current meeting dates and times are the most effective days and times in which to meet for future Board meetings. Respectf ly s Kevin e Community Services Director I:ICOMMSERVICouncii&BoardsICommunityFoundationlStaN Repods120041MtgTimes072804.doc 35 R A N C H O C U C A M O N G A C O M M U N IT Y S E R V I C E S Staff Report DATE: July 28, 2004 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director, BY: Paula Pachon, Management Analyst III SUBJECT: DISCUSSION REGARDING IDENTIFICATION OF POTENTIAL BOARD MEMBERS RECOMMENDATION: Staff recommends that the Community Foundation continue to identify prospective new Members for appointment to the Board of Directors. BACKGROUND: At the Board's June 8`" meeting preliminary discussions were held concerning identifying prospective Board Members. The Board may wish to continue to consider potential involvement by current sponsors and other business community leaders. In addition, advertising is under way to attract other community-at-large members who may be interested in serving. Respectt Ily submitted, Kevin M rdle Community Services Director I:ICOMMSERVICouncilBBoardslCommunityFoundationlStaH Repods120041PotentialMembers.07.28.04.doc 36 R A N C H O C U C A M O N G A C O M M U N I T Y S E D V I C E 8 Staff Report DATE: July 28, 2004 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director BY: Paula Pachon, Management Analyst III SUBJECT: APPOINTMENTS TO BOARD COMMITTEES RECOMMENDATION: It is recommended that the Community Foundation consider making appointments to newly created Finance, Fund Development and Membership/Nominating Committees. BACKGROUND/ANALYSIS: As the Community Foundation may recall, with the newly approved re-organizational plan for the Board three committees have been established. These include: ■ Finance Committee — areas of responsibility includes: budget oversight and fund investment policies. ■ Fund Development Committee — areas of responsibility includes: identification of prospects, pledges, dollars-in and grants. ■ Membership/Nominating Committee - areas of responsibility includes: recruitment, retention, and peer support/motivation. It is staffs recommendation that the Board consider appointments of members to serve on these mmittees. Resp Ily s Kevin Ardle Commu ity Services Director I:ICOMMSERVICouncilBBoardslCommunityFoundationlStaN Reportsl20G4lCommitteeAppointments7.28.04.doc 37