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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
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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
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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.
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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
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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:
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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
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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