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HomeMy WebLinkAbout03/02/11 Fdn M a • .Maims �M COMMUNI"1 .. FOUNDATION AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETINGS 2ND Tuesdays, 5:00 p.m. February 11, 2003 5:00 p.m. Civic Center Tri-Communities Conference Room 10500 Civic Center Drive Rancho Cucamonga, CA 91730 Foundation Members Tony Mize, Chair Dr. Harvey Cohen, Vice Chair Ann D. Punter, Secretary/Treasurer Michael Arreguin, Member Charles Buquet, Member Sandra Metel, Member Timothy Younger, Member City Offices: (909)477-2760 ow COMMUNITY FOUNDATION February 11, 2003 1 A. CALL TO ORDER 1. Pledge of Allegiance 2. Roll Call: Michael Arreguin Tony Mize Chuck Buquet Ann Punter Harvey Cohen Timothy Younger Sandra Metal B. ANNOUNCEMENTS/PRESENTATIONS 1. Swearing-in of newly appointed Board Members. Oral C. COMMUNICATIONS FROM THE PUBLIC This is the time and place for the general public to address the Community Foundation. State law prohibits the Foundation from addressing any issue not previously included on the Agenda. The Foundation 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 Foundation at one time without discussion. Any item may be removed by a Board Member or member of the audience for discussion: 1. Approval of the Minutes of the Regular Community Pages Foundation Meeting held January 14,2003,Special Meeting 1-8 held January 21, 2003, and Special Joint Community Foundation and Library Foundation Meeting held January 21, 2003. 2. Receive and file Treasurer's Report for the month of 9-10 January, 2003. E. SUB-COMMITTEE REPORTS None r* COMMUNITY FOUNDATION February 11, 2003 2 F. FOUNDATION BUSINESS 1. Update on the Cultural Center Project. Oral 2. Evaluation and direction regarding the Strategic Planning 11 Process. 3. Consideration of collaborative efforts with the Rancho 12 Cucamonga Public Library Foundation regarding the fundraising efforts for the Cultural Center Project. 4. Community Foundation Strategic Planning Session #5 - 13-19 Board Development, Fund Development Training and Development of a Fund Development Plan. 5. Approval of implementation plan for the 2003 Founder's 20-26 Gala to be held November 1, 2003. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS This is the time for the Foundation 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: H. ADJOURNMENT 1, Melissa Morales,Community Foundation Secretary,hereby certify a true, accurate copy of the foregoing Community Foundation agenda was posted on February 6, 2003, seventy-two (72) hours prior to the meeting per A.B. 2674 at 10500 Civic Center Drive, Rancho Cucamonga, California. ueol�,�u.Pv� COMMUNITY FOUNDATION MINUTES OF THE JANUARY 14, 2003,REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was held on Tuesday, January 14, 2003, in the DeAnza Conference Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:10 p.m. by Chairperson Buquet. Present were: Board Members: Arreguin, Buquet, Cohen, Mete[, Punter, Younger and Mize. Staff: Kevin McArdle, Community Services Director; Dave Moore, Recreation Superintendent; Francie Martindale, Community Services Marketing Manager; Paula Pachon, Management Analyst III; Diane O'Neal, Management Analyst II and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS None C. COMMUNICATIONS FROM THE PUBLIC None D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held December 10, 2003. 2. To receive and file Treasurer's Report for the month of December, 2003. 3. Approval of Amendment to Section VI of the Community Foundation By-Laws regarding terms of office. MOTION: Moved by Vice Chair Mize, seconded by Member Cohen, to approve the Consent Calendar, as submitted. Motion carried: 7-0. E. SUB-COMMITTEE REPORTS None anuary 1 F. FOUNDATION BUSINESS 1. Election of Officers was opened. Chair- Member Punter nominated Member Mize for Chair. Member Cohen seconded the nominations. No other nominations were made and the nominations were closed. Vice Chair- Member Punter nominated Member Cohen for Vice Chair. Member Metal seconded the nomination. No other nominations were made and the nominations were closed. Secretary/Treasurer—Member Arreguin nominated Member Punter. Vice Chair Cohen seconded the nomination. No other nominations were made and the nominations were closed. Following the close of nominations, the Board unanimously concurred with appointment of Tony Mize as Chair, Harvey Cohen as Vice Chair and Ann Punter as Secretary/Treasurer of the Community Foundation. 2. Update on Cultural Center Project was opened by Superintendent Moore. He reported that the project is still progressing, but may be delayed due to the budget crisis. Director McArdle clarified and detailed the various funding sources which include the mall developer, Community Facilities District and library grant. He reconfirmed that the project is moving forward, as contractually agreed upon. 3. Community Foundation Strategic Planning Session #4 — Board Development, Fund Development Training and Development of a Fund Development Plan was opened for discussion. Director McArdle reported meeting with potential Board candidates David Parker and Stan Phelps who are interested in serving on the Board. Members briefly discussed appointment of the candidates who are both representatives of Target Stores. Staff noted that both are very strong candidates. Following their discussion, the Board took the following action: MOTION: Moved by Member Buquet, seconded by Treasurer Punter,to recommend to the City Council the appointment of Stan Phelps and David Parker to the Community Foundation. Motion carried: 7-0. Vice Chair Cohen left the meeting at 5:35 p.m. and returned at 5:40 p.m. Discussion ensued concerning plans for a future luncheon with other potential candidates. Staff was asked to contact the candidates of the lunch scheduled for January 16'" to confirm their attendance. The process for recruiting candidates was also briefly discussed. Gene House, Consultant, distributed materials regarding the fundraising process and addressed the Board concerning Boardmanship including legal responsibilities, stewardship, qualities Members should possess and commitment level. Member Buquet left the meeting at 6:01 p.m. and did not return. Treasurer Punter left the meeting at 6:02 p.m. and returned at 6:05 p.m. anuary 2 Consultant House also addressed the importance of Fund Development readiness and its components for success. These include dedicated/influential/resourceful Board Members; professional staff; a Strategic Plan; a Documented Critical Need; a well conceived, realistic solution with an evaluation component; sound Fund Development knowledge; a Fund Development Plan and fundraising timeline. In addition each Board Member's fundraising experience was documented. In the area of Board Development the size the Board was discussed and staff was directed to place amendment of the Board's by-laws on the February agenda to address the Board's expansion. Staff was also requested to provide Cultural Center marketing info and to provide that evenings notes via e-mail to the Board Members. The Consultant was requested to provide his analysis and recommendation regarding Board Members and tasks that they might be well-suited to accomplish. Chairman Mize recessed the meeting at 7:25 p.m. and reconvened at 7:35 p.m.with all Members present except Buquet. 4. Chairman Mize called on Director McArdle regarding discussion of the Founders Night Gala 2003. He distributed an outline of proposed discussion points. These included goals for the event- raising $100,000, expanding visibility for the Foundation and the arts, commemorating the City's Silver Anniversary and providing the community with a signature social event. The proposed theme -"Celebrate!—our Heritage and the Arts" Site suggestion-Etiwanda Gardens. Director McArdle also gave his recommendation for the focus of the Board, Staff and Ambassador Core for this years event. The Board would focus on sponsorship, participants and silent auction. The Ambassador Core would assist with the silent auction and event set up. Staffs duties would include budget and logistics management, marking and event logistics. Following his report, the Board reached a consensus to approve staffs recommendations as presented regarding location and theme. No other action was taken. 5. Consideration of approving Foundation affiliate status for the New Senior Center Fundraising Committee and setting up a Senior Center Fund was presented by Director McArdle. He referenced staffs report dated January 14"', which described the proposed fundraising effort by the Senior Advisory Committee. He recommended approval as presented. No discussion was taken on the matter and the Board took the following action: MOTION: Moved by Vice Chair Cohen, seconded by Treasurer Punter,to approve the affiliate status of the New Senior Center Fundraising Committee and to set up a Senior Center Fund. Motion carried: 6-0-1 (Absent: Buquet). 6. Consideration was opened regarding providing sponsorship funding for the Community Services Department's production of Once Upon A Mattress. Chairman Mize called on Director McArdle who recommended approval of the sponsorship which is consistent with previous sponsorships approved by the Board for Department productions. The Board took action on the matter: anuary 3 MOTION: Moved by Vice Chair Cohen, seconded by Member Arreguin, to approve sponsorship funding in the amount of$1,000 to the Community Services Department for the production of Once Upon A Mattress. Motion carried: 6-0-1 (Absent: Buquet). G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. It was noted that a special meeting would be held on January 21St to discuss Board prospects following the luncheon to be held with the candidates on January 16"'. Amendment of the By-laws concerning Board Membership is also to be considered at the meeting. H ADJOURNMENT Chairman Mize adjourned the Regular Community Foundation Meeting at 7:55 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary January 14, 2001 4 COMMUNITY FOUNDATION MINUTES OF THE JANUARY 21, 2003, SPECIAL MEETING A. CALL TO ORDER A special meeting of the Rancho Cucamonga Community Foundation was held on Tuesday, January 21, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:08 p.m. by Chairperson Mize. Present were: Board Members: Arreguin, Cohen (who arrived at 5:10 p.m.), Metal, Punter, Younger and Mize. Absent: Buquet. Staff: Kevin McArdle, Community Services Director; Paula Pachon, Management Analyst III; Diane O'Neal, Management Analyst II and Melissa Morales, Senior Administrative Secretary. B COMMUNICATIONS FROM THE PUBLIC None C FOUNDATION BUSINESS 1. Consideration of Amendment to Section V of the Community Foundation By-Laws regarding the Board of Directors was opened. Questions were raised regarding the legality of setting a maximum number for Board members versus whether a specific number is required and whether the City Attorney had reviewed the recommended amendment. It was also suggested that Sections 3 and 4 be amended to reflect the change in Board memberships. The Board took the following action: MOTION: Moved by Treasurer Punter, seconded by Vice Chair Cohen, to approve amendment of the By-Laws, as recommended, subject to confirmation from the City Attorney. Motion carried: 6-0-1 (Absent: Buquet). 2. Chairman Mize called on Director McArdle regarding consideration of appointment of additional Board prospects. Director McArdle informed the Board of the luncheon held January 16"'with potential Board Members—Jo Dutton, Bruce Bowne and Deborah St. Martin. He indicated that at the present time, Mrs. Dutton and Mr. Bowne had expressed an interest in serving on the Board and Ms. St. Martin was considering serving. He supported that the Board recommend to the City Council the appointment of Mrs. Dutton and Mr. Bowne. anuary 27, 5 Board discussion ensued. Members discussed the status of other potential Board Members and setting an additional lunch to meet with them. In conclusion,each Board Member was asked to contact their prospective candidates and invite them to the luncheon. Staff will set the date of the luncheon. After their discussion the Board took the following action: MOTION: Moved by Vice Chair Cohen, seconded by Member Arreguin,to recommend to the City Council the appointment of Jo Dutton and Bruce Bowne to the Community Foundation. Motion carried: 6-0-1 (Absent: Buquet). G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Member Younger asked to agendized the Board's goals as they relate to the collaborative effort with the Library Foundation. 2. Member Younger requested that evaluation and direction regarding the strategic planning process be addressed at the next meeting. H ADJOURNMENT Chairman Mize adjourned the Special Community Foundation Meeting. Meeting adjourned at 5:20 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary anuary 6 u a� COMMUNITY FOUNDATION AND LIBRARY FOUNDATION MINUTES OF THE SPECIAL JOINT MEETING A. CALL TO ORDER The special meeting of the Rancho Cucamonga Community Foundation was held on Tuesday,January 21, 2003, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:37 p.m. by Chairperson Buquet. Present were: Community Foundation: Arreguin, Cohen, Metel, Punter, Younger and Mize. Absent: Buquet. Library Foundation: Bradshaw, Carrasco, Cotter(arrived at 5:50 p.m.), Filippi, Leal, Mitchell (arrived at 5:42 p.m.), Pachon, Williams and Davies. Absent: Akahoshi and Viricel. Staff: Deborah Clark, Library Director; Kevin McArdle, Community Services Director; Paula Pachon, Management Analyst III; Diane O'Neal, Management Analyst ll; Vivian Garcia, Administrative Secretary and Melissa Morales, Senior Administrative Secretary. C. COMMUNICATIONS FROM THE PUBLIC None D. FOUNDATION BUSINESS 1. Discussion was opened between the Rancho Cucamonga Community Foundation and the Rancho Cucamonga Library Foundation regarding purposes, goals and future collaborative efforts. Director McArdle clarified that Library Foundation President Pachon would be serving as staff that evening. He introduced Gene House, Consultant,to facilitate the discussion. Mr. House began the discussion by asking each Board their purpose, accomplishments over the past two years and vision for the next two years. Board Members also described the fundraising efforts of their Boards including telethons, galas and school collaborations. He outlined the type of co- participation which the Boards might wish to consider as it relates to the Cultural Center Project fundraising efforts. They are: cooperation, collaboration, co-habitation and status quo. Member Filippi left the meeting at 6:20 p.m. and returned at 6:22 p.m. Member Metel left at 6:40 p.m. and returned at 6:42 p.m. Discussion by the Board Members included their questions on where monies raised would be allocated; the identify the campaign would take on, the need for a good campaign marketing name and which non-profit designation would be used for donations. ana january 27, 203 LIBRARYFOUNDATION 7 Vice Chair Cohen left the meeting at 6:43 p.m. and returned at 6:53 p.m. Member Filippi left the meeting at 6:50 p.m. and returned at 6:53 p.m. The Boards discussed the various types of co-participation and concurred with a spirit of collaboration between the two Boards for the purpose of raising monies for the Cultural Center Project. Upon completion of the fund raising goals, the Boards would again consider the type of co-participation they wish to engage in. Consultant House briefed the Members on the fund development process being undertaken by the Community Foundation and suggested an additional joint meeting regarding an implementation plan. Member Filippi left the meeting at 7:10 p.m. Treasurer Punter left the meeting at 7:10 p.m. and returned at 7:12 p.m. Board Members concurred with placing the matter of collaboration on each of the Board's agendas in February to discuss the matter separately. Director McArdle indicated that he would work with Director Clark to recommend options for each of the Board's to consider. Following their discussion, no other action was taken. E ADJOURNMENT Chairman Mize adjourned the Special Joint Meeting of the Community Foundation and Library Foundation. Respectfully submitted, Melissa Morales Senior Administrative Secretary ana january 27, 7M LIBRARYFOUNDATION 8 1� A N C H O C U C A M O N G A COMMUNITY F OUNDATI0N DATE: FEBRUARY 4,2003 TO: RANCHO CUCAMONGA COMMUNITY FOUNDATION BOARD FROM: KATHY JAMES SENIOR ACCOUNT TECHNICIAN SUBJECT: CASH REPORT-JANUARY 2003 BEGINNING MTD MTD ENDING CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND GENERAL $14,359.55 $310.05 ($303.00) $14,366.60 JACK McNAY MEMORIAL 1,463.16 0.00 0.00 1,463.16 ENDOWMENT/DEFERRED GIVING 19,669.50 0.00 0.00 19,669.50 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 COMMUNITY PLAYHOUSE 647.50 0.00 0.00 647.50 JAMES CURATALO MEMORIAL FUND 4,363.00 0.00 0.00 4,363.00 OPERATING RESERVE FUND 10,000.00 0.00 0.00 10,000.00 RALPH M. LEWIS MEMORIAL FUND 5.000.00 0.00 0.00 5.000.00 TOTAL $57,659.11 $310.05 ($303.00) $57,666.16 RECONCILIATION Checking Account Balance 1/31/03 $4,244.58 Less Outstanding Checks 0.00 Investments-LAIF 53.421.58 BALANCE $57,666.16 9 10500 Civic Center Drive • PO.Box 807 Rancho Cucamonga,CA 91729 (909) 477-2760 FAX (909) 477-2761 JANUARY 2003 REVENUE AND EXPENDITURE DETAIL REVENUES GENERALFUND Bank of America-Interest $0.77 LAIF-Interest 309.28 Total General Fund $310.05 TOTAL REVENUES $310.05 EXPENDITURES GENERALFUND Progressive Business Publications3$ 03.00 Total General Fund $303.00 TOTAL EXPENDITURES $303.00 10 R A N C H O C U C A M O N G A C0KNUU�N�ITY (5E12VICEB Staff Report DATE: February 11, 2003 TO: Rancho Cucamonga Community Foundation FROM Kevin McArdle, Community Services Director =Lv BY, Paula Pachon, Management Analyst III 9V - , SUBJECT. EVALUATION AND DIRECTION REGARDING THE STRATEGIC PLANNING PROCESS This item was requested by a Boardmember to be agendized for the February 2003, regular meeting of the Community Foundation. Therefore, staff has placed this item on the agenda to facilitate the Foundation's discussion. Respectfully submitted, Kevin cArdle Community Services Director I:ICOMMSERVICouncil&BoardsICommunityFoundationlStaH Repotts120031EvaluationstrategrcPlanningPmcess2.11.03.doc 1) 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 D V I C E 8 Staff Report DATE February 11, 2003 M. Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director BY. Paula Pachon, Management Analyst III Qy " SUBJECT. CONSIDERATION OF COLLABORATIVE EFFORTS WITH THE RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION REGARDING THE FUNDRAISING EFFORTS FOR THE CULTURAL CENTER PROJECT As the Foundation is aware, a joint meeting with the Library Foundation was held on January 21, 2003. The purpose of this meeting was to discuss the purposes of each Foundation and possible future collaborative efforts. At this meeting the Foundations each agreed that they wished to explore the possibility of collaborating in their fundraising efforts for the Cultural Center Project. In order to formalize the vote that took place at the joint meeting, and in response to a Boardmember's request, this item has been agendized for the Foundation's February 2003, regular meeting. Therefore, staff has placed this item on the agenda to facilitate the Foundation's discussion. Res ully u ed, Kevin cArdle Community Services Director I:ICOMMSERViCouMI&BoardsicommunityFoundationisteff ReportsLW31CollabotationLibreryFoundatim2.11.03.doc 12 R A N C H O C U C A M O N G A COMMUNITY SERVICES Staff Report I c 0 DATE February 11, 2003 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director a R BY: Paula Pachon, Management Analyst III SUBJECT. COMMUNITY FOUNDATION STRATEGIC PLANNING SESSION #5 --- BOARD DEVELOPMENT, FUND DEVELOPMENT TRAINING AND DEVELOPMENT OF A FUND DEVELOPMENT PLAN Notes from our last Board Development session, as well as the outline of the consultant's proposed work plan were e-mailed to Boardmembers on Thursday, January 30"'. For your information, an additional copy of this information has been included as part of this staff report. At our February meeting, staff recommends that the Board review and discuss the proposed plan, make any modification as needed and take formal action to approve the process, the associated timeline and estimated fee. Although a formal cost estimate has not yet been received from the Resource Center For Non-Profit Management, it is estimated that the cost to the Foundation to complete the work plan as proposed would be $4,440. As noted in the proposed work plan the following items are anticipated to be discussed/acted upon at our February meeting the Board: ■ Review/act on Foundation/Library collaboration. ■ Finalize plans and methods for board expansion this calendar year. • Finalize plans and methods for completing the case statement. If approved by the Board, fund development training will commence at our Saturday, March 1st workshop. Respe ully submitted, Kevin cArdle Community Services Director 13 I.ICOMMSERVICouncil&BoardsicommunityFoundationIStall Reoorts120031BoardFundDevelopmentsession#5.2.1141doc Rancho Cucamonga Community Foundation Meeting Notes Item #F3—Community Foundation Strategic Planning Session#4—Board Development, Fund Development Training and Development of a Fund Development Plan January 14, 2002 Board Attendees: Mike Arreguin, Chuck Buquet, Harvey Cohen, M.D., Sandra Metel, Tony Mize, Ann Punter and Tim Younger Staff: Kevin McArdle, Dave Moore, Francis Martindale, Melissa Morales, Paula Pachon and Diane O'Neal Consultant: Gene House • Review of Boardsmanship responsibilities: ➢ Legal Responsibility to be/provide... ❑ Prudent ❑ Loyal ❑ Obedient ❑ Legal Compliance o Oversight—policy, general management ❑ Planning & Evaluation ❑ Giving ❑ No individual power ❑ Stewardship ❑ Confidentiality ❑ Committed ❑ Involved ❑ Informed ❑ Clear about Expectations ❑ Challenged ❑ Trained ❑ Accountable ■ Fund Development Readiness: ➢ Dedicated/InfluentiaVResourceful Board—status—in process ❑ Discussed ideal number of boardmembers— 15-21 this calendar year ❑ Need to do By-laws change regarding final number of boardmembers ➢ Professional Staff—status—"ok° ❑ Yes; Provided by City includes marketing expertise ❑ Future campaign staff ➢ Strategic Plan —status- °ok° ❑ Organizational Structure-- yes ❑ Staffing — yes o Board Development—in process ❑ Work Plan —in process ❑ Fund Development Plan—in process 14 ➢ Documented Critical Need—status—needs more work ❑ A case for the ask ❑ Social outcomes/impact ❑ Specific; in local terms ❑ Statistics ❑ Case Statement—need ❑ Unmet need ❑ Needs more work-- have completed Feasibility Study; City staff; arts consultant; Wilkins Marketing Group to work on case statement. Harvey volunteered to research some social statistical outcomes. ➢ Well Conceived, Realistic Solution with an Evaluation Component- status—needs more work ❑ The Theater is the solution ❑ Need description ❑ Documented impact ❑ Outcome evaluation ❑ Thought to be about 2-months away from completing this item ➢ Sound fund development knowledge—status—in process o Goal to complete training by April ➢ Fund Development Plan—status—in process o Goal to complete this item by April o Need timetable ❑ Determined to meet in 2 longer (1/2-day) non- workday workshop sessions; scheduled one month apart. ➢ Timeline—status - Gene to provide more detailed outline of timeline next week ❑ April—plan ❑ May-November 2003—Phase 1 - private fundraising ❑ November 1, 2003— Founders Gala— Phase 2—go public (should have at least between $200,000 -$300,000 to go public) ❑ March/June 05—Cultural Center project opens • Boardmembers' Fundraising Experience: ➢ Mike Arreguin: ❑ Political campaigns (phone banks; telemarketing; face-to-face) ❑ Charitable (phone banks; telemarketing; face-to-face) o The ask--$10,000 ➢ Tim Younger: ❑ Chamber of Commerce activitiestspecial events (individual solicitation; phone/face-to-face) ❑ The ask--- $15,000-$25,000 ➢ Sandra Metal: ❑ Professional consultant— health care ❑ Development fund development plans ❑ Did strategic planning ❑ Assisted with the ask 15 ➢ Tony Mize: ❑ Solicited investors—business real estate partnership ❑ Solicited memberships ($1,000-$10,000) ❑ Habit for Humanity—solicited individual and businesses ❑ Non-profits -$25,000-$50,000 ❑ Political campaigns—at local. State and Federal level ➢ Ann Punter: ❑ Professional Associations ❑ Conference Planning ❑ The ask--$10,000 ➢ Harvey Cohen: ❑ Special event planning —Thyroid Gala (conceived, developed and implemented 2 such events) ❑ Solicited donations from physicians, medical industries ❑ The ask -$2,500--- raised between $45,000-$60,000 per event Chuck Buquet: ❑ Although Chuck was not present during this discussion Boardmembers felt that Chuck's fundraising experience would be similar to Tim's— political/business. ❑ The ask-- $15,000-$25,000 • Final Thoughts: ➢ Focus on --- How to speak to the enlighten self-interest of the donor. ➢ Focus on donor interest ➢ Donor research ➢ Donor recognition—include in the plan ➢ Need to translate fundraising techniques from political/business fundraising to our project. 1.ICOMMSERvicouncil&BwrdsicommunilyFoundetionlStrategicPWProcesslMWNotes 1.14.aldoc 16 Rancho Cucamonga Community Foundation Work Plan January—April 2003 Prepared January 30, 2003 January 14- Foundation Board meeting • Review General Board Responsibilities ■ Discuss requirements for Fund Development Readiness • Summarize Board's fund development experience January 15—January 21 • City staff transcribes January 14 meeting notes. • Consultant prepares outline/scope of January—April work program and prepares for January 21 joint meeting. . January 21 ■ Consultant meets with staff • Consultant facilitates joint meeting of Foundation/Library Boards. January 22— February 1 City staff and consultant process results of joint meeting and prepare for February 11 Foundation Board meeting. February 11 - Foundation Board Meeting • Review/act on Foundation/Library collaboration • Finalize plans & methods for board expansion this calendar year • Finalize plans& methods for completing case statement. February 12 to February 29 ■ Consultant and staff prepare for March 1 session. Saturday, March 1, - Foundation Workshop 8:30 a.m. to 12:30 p.m. -(a continental breakfast will be provided) • Fund development training: ❖ Reasons people give -Types of gifts- Purposes of gifts ❖ Individual donor research, cultivation, solicitation, recognition C• Types of fund-raising strategies and methods, Pros and Cons. ➢ Events, face-to-face, memberships, mail, telemarketing, corporate grants/gifts, corporate advertising, cause related marketing,foundation grants, government grants/contracts. • Initial fund development plan discussion. 17 1 March 1 —March 10 • Consultant processes results of training and other data and prepares draft fund development plan outline. • City staff continues to finalize case statement, etc. March 11- Foundation Board Meeting • Consultant presents draft outline of the fund development plan. • Board discusses/modifies/approves fund development plan outline. March 12 - March 28 Consultant prepares draft fund development plan, based on the outline. • City staff continues other preparations. Saturday, April 5— Foundation Workshop-8:30 a.m, to 12:30 p.m. (a continental breakfast will be provided) ■ Consultant and staff present draft fund development plan. • Board reviews/discusses/modifies/approves plan. April 6—April 7 ■ Consultant finalizes written plan based on April 5 decisions. April 8- Foundation Board Meeting • Consultant and staff present fund development plan to the Board. • Board reviews and adopts plan for immediate implementation. • Board approves/assigns initial implementation activities. April 16- City Council Meeting ■ Staff presents the plan for council review/approval. April 17 to October 31 • Implementation of Phase One of the fund development plan. November 1 - Founder's Night Gala • Implementation of Phase Two of the fund development plan including announcement of major donors from Phase One. I:ICommsERVICounc!l6BoardslCommunltyFoundetionlstrategicPlanProcesslFinalTimetableJan-ApriO3.doc 18 2 1.10.03 ' Kevin McArdle Paula Pachon City of Rancho,Cucamonga Foundation Extension of Initial Services Based on discussion with Kevin McArdle and Paula Pachon on 1.8.03,here is the projected consulting time required to provide the Foundation board members with 1) sufficient training in fund development and 2)facilitation/consultation on the preparation of a fund development plan for the$1.1 million children's theatre endowment- campaign. I recommend budgeting: Six hours of training for the board. Six hours of consultant preparation and follow-up on training Six hours of facilitation/consultation with the board on preparation of the fund development plan. Ten hours of consultant preparation for the plan and the meetings. Six hours of consultant time to prepare, and present in person,'a detailed written report that features the plan (blueprint). At this point the board would be ready for implementation of the plana As before, travel time would be billed at 1/2 the consulting rate. As I recall it takes me one hour and fifteen minutes to get to city hall. The amount to budget for this depends on how many dips I have to make to achieve the above. So we're talking approximately 40 -45 hours. Heretofore, we have had to accomplish this work during regular foundation board meetings.The beard has been allocating about 1.5 to 2.0 hours of time during each board meeting for this work when I have been present. It could take six sessions (months)at that rate to get through everything. What concerns us here is time. Board expansion is now moving into its seventh month. Seems to me we need to get thru training in two sessions, and the same for plan development.. I think this would enhance iearnirig and momentum. However, if we must proceed as we have been then I am fully prepared to do that. Gene(louse J � . 19 R A N C H O C U C A M O N G A COMMUNITY SERVICE & Staff Repoit cANIONGA DATE February 11, 2003 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director a BY: Paula Pachon, Management Analyst III s`- SUBJECT: APPROVAL OF AN IMPLEMENTATION PLAN FOR THE 2003 FOUNDER'S GALA TO BE HELD NOVEMBER 1, 2003 RECOMMENDATION To approve an implementation plan for the 2003 Founder's Gala to be held on November 1, 2003. BACKGROUND/ANALYSIS To facilitate discussion, staff has prepared a draft implementation plan that begins to set the stage for this years Founder's Gala. The attached document outlines the following in relation to the Gala: ■ Purpose and Goals • Planning Roles ■ Location ■ Silent Auction ■ Marketing ■ Fund Raising ■ Theme and Ddcor ■ Dining Ddcor ■ Entertainment ■ Program Elements Two specific elements within the document that staff would like to call the Foundation's attention to, are: a revised fund raising goal in the amount of $50,000 and an added element that is being suggested to be added to the Gala this year --- a recognition program. Following our purpose and goal for this years Gala, a blend of the arts and heritage, a recognition program would allow the Foundation the opportunity to recognize members of the community that excel in the arts or who are 20 Page 2 February 11,2003 Approval of an Implementation Plan for the 2003 Founder's Gala to be held on November 1, 2003 a supporter of the arts or who have played a role in the development of our City's heritage. With the adoption of an implementation plan for the Gala, direction pertaining to the major elements of the event will be established thus providing staff with direction to proceed in the planning and implementation of a successful 2003 celebration of the Foundation's commitment to the arts. Respectful) submitted, X Kevin kdle Community Services Director I.ICOMMSERNCouncil6BwrdslcmmunityFoundetionlStaB ReportsmolGataimplementatio17Plan2.11.03.dac 21 Rancho Cucamonga Community Foundation f06&0kf4fala GALA IMPLEMENTATION PLAN Purpose and Goals The Rancho Cucamonga Community Foundation, in partnership with the City of Rancho Cucamonga Community Services Department, is proud to present their signature event, The Founders Gala, scheduled for November 1, 2003. The Foundation is actively seeking support for the City's new Cultural and Performing Arts Center, now under design, and the Gala is a celebration of the community's commitment to the arts. The Gala is designed not only as a fundraiser, but also as a means to create awareness for the arts, and the future art center. The vibrancy of the project will lend extra excitement to the Gala. The event is also a time to recognize sponsors and supporters of the foundation. The theme for the 2003 event will blend arts and heritage, and the elegant atmosphere and entertainment will continue in the tradition of the social event of the year. The Gala also commemorates the City of Rancho Cucamonga's Silver Anniversary. The Community Foundation has approved a set of goals for the Gala that include: o Fund raising goal of$50,000 o Provide visibility and exposure for the Foundation o Commemorate the City's Silver Anniversary o Provide visibility for the Cultural Center project o Announcement of collaboration between the Community Foundation and the Ubrary Foundation o Expand visibility of the arts&promote partnerships in the arts o Provide community with signature social event o Activate and expand Ambassador Core Plonnina Roles The Community Foundation members will be responsible for all Gala sponsorship solicitations and donations for the Silent Auction and grand prize raffle. This component is critical to the success of the event. Department staff can assist with the design of solicitation materials and provide a list of needed auction Items. The Foundation Board members will each take an active role in solicitation of funds, and mobilizing an ambassador force that can solicit Items for the auction. The Department staff will be responsible to coordinate all other aspects of the event, including logistics, facility coordination, food and beverage, entertainment theme and decorations, program development and marketing. A list of the planning component responsibilities is attached.This list may be revised as needed. Location The Gala will be held at the newly constructed facility at Etiwanda Gardens. Guests will be treated to a night of delicious food, fine wine, entertainment and a chance to mingle with a few celebrity guests. Silent Aucflon A key element of the fundraising Is the Silent Auction. Many types of donations are received for auction. The Foundation seeks quality items that can provide a good return. 22 Marketing A detailed marketing plan is being prepared to ensure that our community becomes intrigued and excited by the event. Elegant Invitations and quality marketing materials will be designed that reflect the event theme. Budaet As a fundraising event, a detailed budget will be prepared and monitored, exploring ways to maximize donations and control costs. This budget will be presented to the Foundation Board as soon as it is available. Fund Rai iinng Several elements of the event will be geared at fund raising, including ticket pricing, silent auction, grand prize raffle and special shopping experiences. Theme and D§cor The new Cultural Center at Victoria Gardens will be a regional destination point, situated In a vibrant downtown district.The Gala d6cor will create a transition of the past to the future through the use of props, backdrops and set pieces representing our marketplace. In the reception area, we propose the concept that guests will be treated to an elegant wine-tasting atmosphere representing the city's rich heritage. Props, historical items and photos will lend authenticity to the area. Transitioning to the dining and entertainment area, guests will be transported to a shopping district that will intrigue and tantalize them. The shopping district will feature themed storefronts with vignettes for display, shopping and auction Items. Use of space will be important, and creating the illusion of the marketplace will be our most challenging task. Display storefronts may feature a music store with a variety of musical Instruments, a dance studio with dance costumes and equipment on display, an artist's studio with an actual artist who will create a painting during the course of the event, and a theatre costume and prop shop. Auction items may be displayed in separately themed storefronts including a travel agency featuring trips up for auction, and a gift shop featuring gift baskets up for auction. Finally, actual shopping can be accommodated at specially themed 'shops" including a photography studio (where guests may have their portraits taken), a wine and cheese shop, a bookstore(featuring books on the arts and musical recordings), a sweets shop, and a flower shop. Guests will be issued special credit cards that they can use to purchase these small items.The cards could be stamped or written on by the 'shop owners' and guests would pay their tally at the end of the evening. This will be a nice way for guests who may or may not bid on auction Items to by a small treat or flower, These are only idea concepts, and specifics will be mapped out based on space and logistics. Dinina Dgcor The Gala will feature three specialty cafes with themed table decorations. The Alta Loma Caf6 will feature decorations representing forms of theatre or dance.The Etiwanda Bistro will feature decorations representing the visual arts and library sciences.The Cucamonga Winery will feature decorations reminiscent of our heritage. 23 Entertainment The Gala will feature an exciting array of entertainment that will fill the room with music, dance, comedy and magic. The entertainment will take place in vignettes throughout the course of the event. During the reception, classical symphony music will be represented with a stringed quartet. During the course of the evening, entertainment will be sprinkled between other program elements. Dance will be represented through a classical ballet piece and a rousing tap number. Musical theater will be represented as performers 'work the room" for a song and dance extravaganza. Street theatre will be represented through strolling musicians, comedians and magicians. A special tribute to our youth performers may be Included with young prodigies in instrumental music, dance and voice. Program Elements Sponsorship recognition and the announcement of new donors to the Foundations Endowment Fund for the Cultural Center will be an important element to the Gala. In addition, the complete donor program for the Center will be unveiled. Also included is time to visit the 'shops" and silent auction areas. These program elements will be interspersed throughout the evening, with the arts entertainment taking center stage. Main announcements and larger raffle drawings will be saved until later in the evening. A sample program: 6 p.m. Wine Tasting Room Opens Reception featuring music, hor d'oevres and a no host bar Guests given the Gala Platinum 'Credit Card" 7 p.m. Downtown District Opens Guests can pursue the 'shops" for gifts, bid on auction Items, have their portrait taken or enjoy the displays. Strolling entertainment. Caf§hostess can seat guests in their assigned eating areas. 8- 10 p.m. Dinner, strolling and live entertainment and announcements, awards and presentations. 10- 10:30 p.m. Closing entertainment, announcement of auction winners and grand prize raffle winners. Award Program The Foundation may want to explore the possibility of creating an awards element for the event. Annual awards could be presented in recognizing achievements in the arts. Since our theme also recognizes the City's Silver Anniversary we may want to recognize individuals with outstanding contributions to our past. An awards component would also widen the event's target audience. Important first tasks Department staff has already begun working on a task list and time line. A budget will be prepared and adopted and a marketing strategy outlined. Staff, foundation members, ambassadors and volunteers will then have their duties and timelines clearly outlined and can begin work immediately. 24 Rancho Cucamonaa Community Foundation �ala PLANNING COMMITTEE RESPONSIBILITIES Planning Chairs: Nettie Nielsen & Paula Pachon => Budget Development => Creation and maintenance of task list and time lines =:> Determining Fees/Ticket Prices => Report of Progress to Foundation Board => Track donations solicited by Foundation Board => Staffing Requirements => Secure All Professional Services (caterers, decorators, photographers etc) �a istics,• => Facility Selection, Contracts & Coordination => Stage, Sound and Lighting => Power Needs =;> Equipment Needs - tables, chairs, etc. => Event Layout => Selection of Food and Beverage & Contracts �i�o��aar �eae��i�re�rt,• 0 => Selection of Gala Memento => Selection of All Entertainment => Selection of Celebrity or Special Guests Recognitions and other program elements 25 JQGGS QA'l��Q/°i�t,�i1'Q => Development of Marketing Plan/Strategy and Time Line => Develop Marketing Materials => Invite Lists and Invitation Development =* Design and Print of Tickets => Track Ticket Sales => Plan & Implement Sponsor Reception �ie�re �eue��i�nre�t Development of Event Theme & Color Scheme Room Decor Table Linens & Decorations => Incorporation of theme into invitations and printed materials => Incorporation of Silver Anniversary Elements Sl of MW1*1' (/ a%i4tiOf (excluding donation solicitation) => Develop Auction bid sheets =:� Coordinate donation delivery => Create Auction Area and Signage => Collect Auction Revenues 26 tonlill or 4505 Allstate Drive, Ste. 223, Riverside, CA 92501 Telephone: (909) 686-2890 / Fax: (909) 686-2894 E-mail: resource4nonprofitsoearthlink.net FAX COVER SHEET DAT Z / 6 3 FRO I Ned Cooney Executive Director _ Noelle Butler-Bates Administrative Assistant _ Lauren Nethery Director of Client Services _ Dwayna Green Project Assistant PLFJ DELVER THE FOLLOWING PAGES TO: NAM Ik L A} /kf�o ly OM ZATICIN: Cl T Y CF EO NC L(d C Y- CAM 0^1 Ci A FAX i 4BERJ `t 7 7 — 2- TOT UM+ OF PAGES, INCLUDING COVER PAGE:JS COM 1L1e/ G ove-( G i NAS To Q/tY. k \(oLk ! THE RESOURCE CENTER'S UPCOMING TRAINING EVENTS, 11:4 Febduary 7, 2003 Lunch Lessons: Making Your Network Work 8:30 Feb Ary 12 & 19, 2003 Two-Day Proposal Writing Workshop 7:30 Feb Ary 18,2003 Breakfast Bytes: How To Create A Planned Giving Program 6:30Feb 18, 2003 The Foundation Center's FC Search CD-ROM Orientation 10: Feb ary 20,2003 To Be Or Not To Be A 501 (c)3 8:30 Feb Ary 27,2003 Board Financial Responsibility Please call 909/686-2890 for more information —Seating is limited.) i .e.ua vv03 j waWgl/ltlnWkmWbiyfOW$/I�XCOVEpS1EET I app r eseurce confer Letter of Agreement for Consulting Services Betty en the Resource Center for Nonprofit Management("RCNM'7 and the ty of Rancho Cucamonga Community Foundation ("Foundation'l Feb 6, 20 Kevi cArdlc Director, Community Services Paul on, anagement Analyst City ancho jCucamonga Community Foundation 1050 Vic C ter Dr. POB 07 Ranc ucarn Onga, CA 91729 Dear McAt 4le and Ms. Pachon, This is to onfirm in writing the agreement for further work between the City of Rancho Cuc a Co nmunityFoundation and the Resource Center for Nonprofit Management. Follo g is an outline of training sessions(as you previously discussed with our sub-contractor, Gene use), a id a summary of cost for the proposal. Esti d how i and Content Areas no elopi oent training 6 hours Cons t pr laxation and follow-up 6 hours Facili on/Coi isultation-fund development plan 6 hours. Cons t preF Oation-fund development plan 10 hours Prep on/pre,entation of fund development plan 6 hours TOT onsul ation hours 34 hours COS for Set vices 34 It of co sulting/facilitation @$85/hour $2,890.00 s deta' ed under"Estimated hours and Content Areas", above. Trav stimatd 4 trips at 3 hrs/per trip, Palm Springs to Rancho Cucamonga $35 our(reduced travel rate) $ 420.00 Mile est.4 rips @ 150 miles round-trip@ 32.5 cents/mile $ 195.00 TOT estimi ted cost to Rancho Cucamonga Community Foundation 53,505.00 4505 Allstate Drive, Suite 223, Riverside, CA 92501 Busine (909) 86-2890•Fax: (909) 686-2894 •e-mail: resource4nonprofits@earthlink.net r� I I Fe 6,20 The urce enter for Nonprofit Management Lett Agre ent for consulting services--Rancho Cucamonga Community Foundation Invo An i cc wild be sent by RCNM after work is completed, due and payable within 15 days. i Cha and 6ancellation Any ges the above fee structure,timeline, or scope of work may result in a change in this a t, sub�.ect to agreement by both parties. This agreement may be cancelled by either party th or thout cause,with 10 days written notification. i Sub- tact This amen is by and between the Resource Center and the Foundation.RCNM will engage a sub- actor,(Gene House,to complete the scope of work as detailed above. Issues of billing, pa , quality control,problem resolution, and changes/cancellation of the contract should be ad d to th¢Resource Center for Nonprofit Management as the primary contractor for this enga ent. I i Agre and cepted this day of )�O . 2003. For: a Re4ource Center for Nonprofit Management Edw (Ned) ooney, Ex utive Director For: ity of Rancho Cucamonga Community Foundation K cArdl ,Director, Community Services i i i Information From Joint Library and Community Foundation Meeting January 21, 2003 Library Foundation Purpose: • Raise Funds • Visibility • Political Marketing Community Foundation Purpose: • Raise Funds for Cultural Arts • Visibility • Support for Kindred Groups Library Foundation — Last Two Years: • Telethon - $80,0000; Next one spring 2004 • Holiday Event at the Winery • Direct Mail Campaign (spring) • School Collaboration Community Foundation — Last Two Years: • Founder's Night Gala - $50,000; Next one November 2003 • Board Development • Strategic Plan • Visibility Library Foundation — Next Two Years: • Raise funds for new Library at the mall - $50,000 books • School Collaboration • Board Development Community Foundation — Next Two Years: • Raise $1.1 million for Theater Endowment Fund • Board Development • Visibility Where Can We Go From Here: • Status Quo • Cooperation • Coordination • Collaboration • Cohabitation Questions to Consider: • Where the Money Goes • Who Decides Purpose of the Ask • Legal Identification • Super Board? 1.ICOMMSER"Councd&BoemsICommunByFounEationtSimtepicP/enPmwe iMeetingNota$JointLibrary.CommunrtyFoundationMty 1.21.03.00c BOARD DEVELOPMENT Current Size—Nine Need to Add— Six to eleven this calendar year. Methods: - Consider more flexibility in format for talking with prospects. - Add five and six figure donors to board. -Resist quality drop to achieve quantity. -ID current top prospects and specific recruitment techniques/timetable. -By laws change. SKETCH OF CASE STATEMENT/PROPOSAL OUTLINE Need/problem to be solved / Lack of cultural opportunities for children and families Career development Behavioral problems. Cost of same Parent/child bonding/quality time Back up claims w/stats, local/regional/national Back up w/statements from authorities and experts State the need in community terms, not agency terms Shows input from user-public Makes no unsupported assumptions Makes a compelling case Program Objectives Objectives are outcomes, not methods. Objectives are measurable Identifies specifically who will benefit Methods Raise money Build theatre/library complex Design programs Program implementation plan Describes sequence of events Justifies choice of activities, sequences and programs. Describes staffing. Reasonable timeline Evaluation Need a process to evaluate progress toward objectives Who will evaluate what? Describes data analysis Evaluation reports Future Funding Who, how, how much, when Pledges of commitment Budget Tells same story as narrative Is detailed Includes all sources of funding, by amount Includes value of in-kinds