HomeMy WebLinkAbout03/06/10 Fdn i
COMMUNITY
FOUNDATION
AGEND, Melissa Morales
Secretary
Sr. Admin. Secreta
CITY OF RANCHO CUCAMONGA
REGULAR MEETINGS
2ND Tuesdays, 5:00 p.m.
June 10, 2003
5:00 p.m.
Civic Center
Tri-Communities Conference Room
10500 Civic Center Drive
Rancho Cucamonga, CA 91730
s*s
Foundation Members
Tony Mize, Chair
Harvey Cohen, M.D., Vice Chair
Ann D. Punter, secretary/Treasurer
Michael Arreguin, Member
Bruce Bowne, Member
Charles Buquet, Member
)o Dutton, Ph.D., Member
Sandra Metel, Member
David Parker, Member
Timothy Younger, Member
City Offices: (909)477-2760
° COMMUNITY FOUNDATION
June 10, 2003 1
A. CALL TO ORDER
1. Pledge of Allegiance
2. Roll Call:
Michael Arreguin Sandra Metal
Bruce Bowne Tony Mize
Chuck Buquet David Parker
Harvey Cohen Ann Punter
Jo Dutton Timothy Younger _
B. ANNOUNCEMENTS/PRESENTATIONS
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 Special Community Pages
Foundation Meeting held April 5, 2003; Regular Community 1-9
Foundation Meeting held April 8, 2003; Special Community
Foundation Meeting held April 8, 2003; Special Joint
Community Foundation and Library Foundation Meeting held
April 24,2003 and Regular Community Foundation Meeting
held May 13, 2003.
2. Receive and file Treasurer's Report for the months of April 10-11
and May 2003.
E. SUB-COMMITTEE REPORTS
None
COMMUNITY FOUNDATION
June 10, 2003 2
F. FOUNDATION BUSINESS
1. Election of Officers for Community Foundation for 2003-2004 12
Fiscal Year.
2. Review and approval of the Foundation's Fiscal Year 2003- 13-14
2004 Annual Budget.
3. Update regarding plans for the 2003 Founder's Gala to be 15-17
held November 1, 2003.
4. Consideration of transfer of $20,000 from the Community 18-19
Foundation's Endowment Fund to the Promoting Arts and
Literacy(PAL) Campaign Account.
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
I,Melissa Morales,Community Foundation Secretary,hereby certify
a true, accurate copy of the foregoing Community Foundation
agenda was posted on June 4,2003,seventy-two(72)hours prior to
the meeting per A.B. 2674 at 10500 Civic Center Drive, Rancho
Cucamonga, California.
COMMUNITY FOUNDATION
MINUTES OF THE APRIL 5, 2003, SPECIAL MEETING
A. CALL TO ORDER
A special meeting of the Rancho Cucamonga Community Foundation was called on
Saturday, April 5, 2003, in the Tri-Communities Room, Civic Center, located at 10500
Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at
8:30 a.m. by Chair Mize.
Present were: Board Members: Bowne, Metel and Mize. Absent: Arreguin, Buquet,
Cohen, Dutton, Parker, Punter and Younger. Staff: Kevin McArdle, Community Services
Director; Paula Pachon, Management Analyst III and Melissa Morales, Senior
Administrative Secretary.
B. ADJOURNMENT
Due to lack of a quorum, the meeting was adjourned.
Respectfully submitted,
Melissa Morales
Senior Administrative Secretary
Pn • 1
COMMUNITY FOUNDATION
MINUTES OF THE APRIL 8, 2003, REGULAR MEETING
A. CALL TO ORDER
The regular meeting of the Rancho Cucamonga Community Foundation was held on
Tuesday, April 8, 2003, in the Upstairs Training Room, Civic Center, located at 10500
Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at
5:25 p.m. by Chair Mize.
Present were: Board Members: Arreguin, Bowne, Buquet, Cohen, Younger and Mize.
Absent: Dutton, Metel, Parker and Punter. Staff: Kevin McArdle, Community Services
Director; Dave Moore, Recreation Superintendent; Paula Pachon, Management Analyst 111;
and Melissa Morales, Senior Administrative Secretary.
B. ANNOUNCEMENTS/PRESENTATIONS
None
C. COMMUNICATIONS FROM THE PUBLIC
There were no communications from the Public.
D. CONSENT CALENDAR
1. To approve the Minutes of the Regular Community Foundation Meeting held March 11,
2003, and Special Joint Community and Library Foundation Meeting held March 22,
2003.
2. To receive and file Treasurer's Report for the month of March, 2003.
MOTION: Moved by Member Bowne, seconded by Member Arreguin, to approve the
Consent Calendar, as submitted. Motion carried: 6-0-4(Absent: Dutton, Metel, Parker
and Punter).
E. SUB-COMMITTEE REPORTS
None
F. FOUNDATION BUSINESS
1. Update on the Cultural Center Project was opened by Director McArdle who called on
Consultant Gene House to discuss the on-going fundraising campaign efforts for the
Cultural Center.
pn 2
Consultant House reported on discussion held (no action was taken) at the meeting
called for on April 5'". He was joined by the Board in discussing the following
components: 1)campaign dollar goal- $2 million; 2)purpose of the endowment— to
help support operations of the library and theater; 3) fund raising split between the
library and theater — to be split evenly; 4) campaign name and logo — the Heart
Campaign (Helping Education and the Arts); 5) campaign volunteer leadership — to
include Honorary Committee consisting of celebrities, community leaders and elected
officials; Campaign Cabinet — should include substantial donation from participating
members; and Campaign Divisions — consisting of both Foundations; 6) campaign
budget — should include monies for hospitality and staff; 7) gift chart — includes
proposed number of gifts and their levels;8)donor recognition and commemorative gift
program — included revisions suggested at April 5"' meeting; 9) timetable —
recommended to include a yearly gala to mark campaign benchmarks and for each
regular Board meeting to include an opportunity for Board Members to report on the
status of their fundraising efforts. Following the discussion by the Board,the following
action was taken:
MOTION: Moved by Member Arreguin, seconded by Member Younger,to approve the
action items listed on the April 8, 2003, agenda report for the Cultural Center
Fundraising Campaign. Motion carried: 6-0-4 (Absent: Dutton, Metal, Parker and
Punter).
2. Consideration of participation in information booth at Silver Anniversary Event to be
held May 10, 2003, was presented by Director McArdle. He referenced staffs report
requesting the participation by Board Members at the booth to help promote the
Cultural Center fundraising effort. Members Younger, Cohen and Buquet agreed to
help man the booth for half-hour increments. No other action was taken.
3. Update regarding plans for the 2003 Founder's Night Gala to be held on November 1,
2003, was opened by Chair Mize. He called on Gwyn Frost who had requested to
address the Board. Mrs. Frost showed the Board a framed certificate that was created
when the City incorporated twenty-five years ago and suggested the possibility of
selling similar certificates at the Gala. She also noted that Catherine Bridge has many
historical documents that might be of use and submitted a letter from Jim Frost, City
Treasurer, expressing his support of the proposed fundraiser. Following her comments,
Mrs. Frost was thanked for her suggestion and informed that staff would be in contact.
Director McArdle distributed a sample sponsorship brochure forthe Board's review and
comment. Consultant House recommended deleting Cultural Center campaign donor
recognition from the Gala program. The draft Gala budget, draft letter to Gala
Ambassadors inviting them to an upcoming gala meeting and 2001 Silent Auction
Donor report were also disseminated to the Board. The Board took the following action:
MOTION: Moved by Vice Chair Cohen, seconded by Member Arreguin,to approve the
sponsorship levels for the 2003 Founder's Gala, as presented by staff. Motion carried:
6-0-4 (Absent: Dutton, Metal, Parker and Punter).
prt 3
G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS
None
H ADJOURNMENT
Chair Mize adjourned the Regular Community Foundation Meeting at 6:25 p.m. with all
Members present except Dutton, Metal, Parker and Punter.
Respectfully submitted,
Melissa Morales
Senior Administrative Secretary
Apr7I 6,
4
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COMMUNITY FOUNDATION
MINUTES OF THE APRIL 8, 2003, SPECIAL MEETING
A. CALL TO ORDER
A special meeting of the Rancho Cucamonga Community Foundation was held on
Tuesday, April 8, 2003, in the Upstairs Training Room, Civic Center, located at 10500
Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at
6:30 p.m. by Chair Mize.
Present were: Board Members: Arreguin, Bowne, Buquet, Cohen, Phelps, Younger and
Mize. Absent: Dutton, Metel, Parker and Punter. Staff: Kevin McArdle, Community
Services Director; Dave Moore, Recreation Superintendent; Paula Pachon, Management
Analyst III; and Melissa Morales, Senior Administrative Secretary.
B. ANNOUNCEMENTS/PRESENTATIONS
None
C. FOUNDATION BUSINESS
1. The Community Foundation was joined by Library Foundation Members Carrasco,
Viricel and Williams to discuss consideration and prioritization of Cultural Arts
Fundraising Campaign Donor Prospects. Director McArdle and Consultant Gene
House facilitated the discussion and all Members present reviewed and provided input
on potential prospect donors. Donor lists included previous sponsors of Library and
Community Foundation events and programs, major revenue generating businesses in
the City, Chamber of Commerce affiliates and major property tax payers in the City.
Following their discussion, staff indicated that an updated donor prospect list would be
provided to both Foundations as soon as possible. No other action was taken.
D. ADJOURNMENT
The special meeting of the Community Foundation was adjourned at 7:20 p.m.
Respectfully submitted,
Melissa Morales
Senior Administrative Secretary
April ,
5
U."rd 4Mvoill
COMMUNITY FOUNDATION AND
LIBRARY FOUNDATION MINUTES OF THE
APRIL 24, 2003, JOINT SPECIAL MEETING
A. CALL TO ORDER
The joint special meeting of the Rancho Cucamonga Community Foundation and Library
Foundation was held on Thursday, April 24, 2003, in the Tri-Communities Room, Civic
Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The Library
Foundation meeting was called to order at 6:12 p.m. by President Williams and the
Community Foundation was called to order at 6:20 p.m. by Chair Mize.
Present were: Community Foundation Board Members: Bowne, Cohen (who arrived at
7:35 p.m.), Metal, Parker, Punter(who arrived at 7:20 p.m.), Younger and Mize. Absent:
Arreguin, Buquet and Dutton. Library Foundation Board Members: Carrasco, Davies,
Filippi, Mitchell, Pachon, Wimberly and Williams. Absent: Akahoshi, Leal and Viricel.
Staff. Deborah Clark, Library Director; Kevin McArdle,Community Services Director, Paula
Pachon, Management Analyst III; Vivian Garcia, Administrative Secretary and Melissa
Morales, Senior Administrative Secretary.
B. ANNOUNCEMENTS/PRESENTATIONS
None
C. FOUNDATION BUSINESS
1. Board Development, Strategic Planning and Fundraising Development Process forthe
Cultural Center fundraising campaign was opened. Consultant Gene House facilitated
the evening's discussion. He gave an overview of the draft consolidated Fund
Development Plan. Components of the plan include the following: campaign strategy;
campaign dollar goal; purpose of the endowment;fundraising split between the Library
and Community Foundation; campaign name and logo; campaign volunteer leadership
structure; campaign staffing; campaign budget; campaign timeline; donor recognition
program; gift chart; timeline and campaign materials.
Both Boards reached a consensus regarding the following amendments to the
proposed plan: 1)campaign strategy— Members concurred with Consultant House's
recommendation to place announcement of Phase One of the campaign on the
consent calendar portion of the City Council's agenda. 2)purpose of endowment—to
change the wording from "the Endowment Fund to support both the operation of the
theatre and the library" to "the Endowment Fund to support both the programs of the
theatre and the library"; 3) campaign name and logo—to approve the name of"Be A
PAL"Campaign (Promoting Arts and Literacy)with logo presented that evening by staff.
LIBRARYFOUNDATION 1 April 24, 2003
6
Discussion also ensued concerning the structure of the campaign volunteer leadership.
Members were requested to forward any celebrity and non-celebrity names to the
campaign committee for consideration. Staff was suggested to provide draft honorary
cabinet letters at the next cabinet committee meeting for consideration and
personalization. Member Davies suggested adding a few school district board
members to the cabinet. Consultant House also supported sending information letters
to all local school superintendents. In discussion of the Campaign Cabinet, Chair Mize
encouraged as many Members from both Boards to attend the meetings if the need
arises (as long as a quorum is not reached). Members to the Campaign Cabinet will
include Mize, Parker, Dutton, Leal, Williams and Wimberly with Cohen as Alternate.
Discussion of the timeline, as submitted by staff, was approved as followed:
MOTION: Moved by Member Wimberly, seconded by Member Mitchell,to approve the
campaign timeline, as presented by staff. Motion carried: 7-0-3 (Absent: Akahoshi,
Leal and Viricel).
MOTION: Moved by Vice Chair Cohen, seconded by Member Bowne, to approve the
campaign timeline, as presented by staff. Motion carried: 6-0-4 (Absent: Arreguin,
Buquet, Dutton and Punter).
Member Punter arrived at this time.
The proposed Donor Recognition Program was presented to the Board swho concurred
with the program as proposed by staff. Chair Mize noted that the handout of future
program opportunities is for informational purposes only and is a draft document which
should not be included in the solicitation packets. Action concerning the consolidated
Fund Development Plan went as follows:
MOTION: Moved by Chair Mize, seconded by Member Mete[, to approve the
consolidated Fund Development Plan for the Cultural Center Fundraising Campaign.
Motion carried: 7-0-3 (Absent: Arreguin, Buquet, Dutton and Punter).
MOTION: Moved by President Williams, seconded by Member Filippi, to approve the
consolidated Fund Development Plan for the Cultural Center Fundraising Campaign.
Motion carried: 7-0-3 (Absent: Akahoshi, Leal and Viricel).
Director McArdle also distributed a draft Case Statement for the Victoria Gardens
Performing Arts Center. He asked for Members to review the information and provide
any additional comments. He also noted that both Boards should include consideration
of transferring initial start-up funds to the PAL Campaign endowment fund at their next
regular meetings. In conclusion, Consultant House was thanked by the Foundation
Members and staff for all of his efforts.
LIBRARYFOUNDATION 2 April 24, 2003
D. ADJOURNMENT
The special joint meeting of the Community Foundation and Library Foundation was
adjourned at 7:35 p.m.
Respectfully submitted,
Melissa Morales
Senior Administrative Secretary
LIBRARYFOUNDATION 3 April 24, 2003
8
COMMUNITY FOUNDATION
MINUTES OF THE MAY 13, 2003, REGULAR MEETING
A. CALL TO ORDER
The regular meeting of the Rancho Cucamonga Community Foundation was called on
Tuesday, May 13, 2003, in the Tri-Communities Room, Civic Center, located at 10500
Civic Center Drive, Rancho Cucamonga, California.
Present were: Board Members: Buquet, Metal, Parker, Punter and Mize. Absent:
Arreguin, Bowne, Cohen, Dutton,and Younger. Staff: Paula Pachon, Management Analyst
III and Melissa Morales, Senior Administrative Secretary.
B. ADJOURNMENT
Due to lack of a quorum, the meeting was adjourned.
Respectfully submitted,
Melissa Morales
Senior Administrative Secretary
aY
9
R ' A N C H O C U C A M O N G A
COMMUNITY F OUNDATION
DATE: JUNE 3, 2003
TO: RANCHO CUCAMONGA COMMUNITY FOUNDATION BOARD
FROM: KATHYJAMES
SENIOR ACCOUNT TECHNICIAN
SUBJECT: CASH REPORT-MAY 2003
BEGINNING MTD MTD ENDING
CASH BALANCE REVENUES EXPENDITURES CASH BALANCE
FUND
GENERAL $11,087.38 $1.70 ($1,679.03) $9,410.05
JACK McNAY MEMORIAL 1,463.16 0.00 0.00 1,463.16
ENDOWMENT/DEFERRED GIVING 29,669.50 0.00 0.00 29,669.50
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 741.25 0.00 0.00 741.25
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 $64,480.69 $1.70 ($1,679.03) $62,803.36
RECONCILIATION
Checking Account Balance 5/31/2003 $9,121.62
Investments-LAIF 53.681.74
BALANCE $62,803.36
10
10500 Civic Center Drive • P.O. Box 807 Rancho Cucamonga, CA 91729 (909)477-2760 • FAX (909) 477-2761
MAY 2003
REVENUE AND EXPENDITURE DETAIL
REVENUES
GENERALFUND
Bank of America-Interest 1.7
Total General Fund $1.70
TOTAL REVENUES $1.70
EXPENDITURES
GENERALFUND
Newport Printing Systems-Business Cards $93.48
Perez Co.-Brochure 1,460.29
Arrowhead Credit Union-Visa Charges 125.26
Total General Fund $1,679.03
TOTAL EXPENDITURES $1,679.03
11
R A N C H O C U C A M O N G A
COMMUNITY SERVICE 6
Staff Report
DATE: June 10, 2003
TO: Community Foundation
FROM: Kevin McArdle, Community Services Director
BY: Paula Pachon, Management Analyst III ?k
SUBJECT. ELECTION OF OFFICERS FOR COMMUNITY FOUNDATION FOR 2003-
2004 FISCAL YEAR
BACKGROUND:
According to the Community Foundation's by-laws, election of officers should be
conducted at the Board's annual meeting held each June. The offices are Chairperson,
Vice Chair and Secretary/Treasurer. This item has been placed on the Foundation's
June 10"' agenda to facilitate the handling of this task.
Respe ully u itted,
Kevin cArd e
Community Services Director
I:ICOMMSERVICouncil&BoanisICommunityFoundationlStaB Reports120031Electlon.06.10.03.doc
12
R A N C H O C U C A M O N G A
COMMUNITY SERVICES
SbnRepoA
TO: Rancho Cucamonga Community Foundation
FROM: Kevin McArdle, Community Services Director
BY. Paula Pachon, Management Analyst II Qy
DATE: June 10, 2003
SUBJECT. Review and Approval of the Foundation's FY 2003-2004 Annual Budget
RECOMMENDATION:
Staff recommends that the Foundation review at their June 10"' meeting a proposed
Operating Budget for FY 2003-2004 that will be presented at that time. As this year is a
Gala year, the majority of the Foundation's expenses are actually reflected in the Gala
budget that was reviewed by the Foundation at their May 13"' meeting.
BACKGROUND:
As noted in the Foundation's by-laws, the Foundation is required to adopt their annual
operating budget at their June meeting. The majority of the operational budget for the
Foundation is reflected in the Gala budget that was included in the Foundation's May
agenda packet and has been enclosed again for your review. The operational budget
information will be available for the Foundation's review at their regular meeting on June
10, 2003.
Respe Ily su itted,
Kevin Ardle
Community Services Director
Attachment
I:ICOMMSERVICoundl&BoardslCommunityFoundationlStaff ReportsTOOMAnnualBudget6.f0.03.doc
13
COMMUNITY FOUNDATION - FOUNDERS GALA-2003 BUDGET
Ta�Eo
f 8 26 pg
TaIpTo30 218
A - eve (I f3 the level) TTU
table 10) 18eYe 118 iM1k leveeof 10) 20ev 120 the level) of 8) 16ve (ore 1M1 level) of 8) 32eve (6 0 the leve[) of 8) 68Table Sponsors epIndividual Tickets 1$125) 10Volunteer Comps 2dTOTAL TICKETS 248NFA( REVENUE EXPENDITURE COMMENTS
SPONSORSHIPS
PAL-All Level Contribution Contribution to Gala event j 15.000
Table Sponsors m 0 j9oo $ 9.000
Ticket Sales 100$125 $ 1.250
Small Sponsors sunder$500) 115 0$500 and less $ 3.150
MISCELLANEOUS
Ambassador Recognition GUtis 300$1120 $ Epp
Sponsor Recognition Gifts $ 1.500
Celebrity Guests 3 Celebrities $ 10,000
Celebrity Umos 3 Unsos j 1.000
Poster(Framed) S011 25 $ 1,250 $ 850 Framing
Souvenir Grit $ - $ 2,000 Seek Sponsor
AV Equipment $ 500 Screen/pro)ecia
Equipment Rentals f 300 Tables/fent/racks/easels
ENTERTAINMENT
Sponsor Reception
j - Na sponsor reception to be}red
Gala Reception �50D
Headline,Entertainment j 200p
Sound System $ 500
Refreshments
f I50 1 For entertainers
FACILITY
Friday Room Rental j - Room not available Friday
Satlxday Room Rental Etiwanda Garden $ Included in meal cost
ElecMcal Conneakxrs ESTIMATE $ 500
Staging Cost 12 x 12 Stage Area $ 100 Rent from Abbey/EZ
Parkbg Charges Onsite Valet Service _
j ar
Free valet pking provided
••.AND B
Sponsor Reception
Sponsor Reception Equipment $ _
Sponsor Reception Supplies $ _
Gcia Reception Food 250 $ - Included in meal cost
Gala Dinner 250 Meals $ 10.000
Donated Wine/Cartage Corkage tee waled j 300 $ - Wine donations revenue
Bans ERwando Gardens $ _
Upgraded Unen 25 0$40+•5 0 50 $ 1.300
Table Skirls/Cloths Registration/Auction Tables f 600 Regishatbn/Assctbn Taaes
Menu/Tent/Table Cwds/Wlne Tags j I50
WABKETING
Print Invites/Response Cards Seek Sponsor j 150
Print Dinner Program Seek Sponsor $ 900
Misc.Advedhkg $ 500
Photography Seek Sponsor j 250 Flim Developing
Save the Date Cards j 40 Pop cosi
Sponsor Reception Inter
Sponsor Brochure Printing j 120 Paper cost
Sion and Banners $ - In house
Gmphic Design Services j - In house
SILENT AUCTION/MARKETPLACE GIFTS
Silent Auction Purchases S 12A00 S 7.000
Other Soles Items lCandy,Flowers.Books-I$ 1.000 $ 250
THEME AND DECORATIONS
Themeing a Decorations j 5.000
Room Lighting $ 1,000
Centerpieces $ - S 1200
EXPENSE/REVENUE SUMMARY $ 13,550 $ 13,260.00
NET COST/PROFIT $ 290 14
5/27/2003
R A N C H O C U C A M O N G A
COMMUNITY S E R V I C E S
Staff Report
DATE: June 10, 2003
TO: Rancho Cucamonga Community Foundation
FROM: Kevin McArdle, Community Services Director
BY. Paula Pachon, Management Analyst III py"
SUBJECT: UPDATE REGARDING PLANS FOR THE 2003 FOUNDER'S GALA TO BE HELD
NOVEMBER 1, 2003
RECOMMENDATION:
Staff recommends that the Community Foundation review and approve the revised Gala budget which
reflects comments received by the Foundation at their May Board meeting.
BAC KGROUND/ANALYSIS:
In reviewing the association between the Board's fundraising efforts for the PAL Campaign and the
upcoming Community Foundation Gala, staff has developed a chart that outlines various PAL Campaign
donation levels with associated Gala Perks. This chart is attached for your information.
In addition, the budget for the Gala has also been revised to reflect the fact that the Gala itself this year is
not intended to be a major money making event, rather the primary emphasis of the Board this year will
focus on fundraising for the PAL Campaign. A revised Gala budget is also enclosed for your information.
Staff held its initial meeting with Gala Ambassadors on May 21 5t. At this meeting the Ambassadors were
briefed about the Cultural Center project and emphasis of the Board in raising funds for the PAL
Campaign. In addition, the Ambassadors were asked to help recruit additional community members
interested in becoming Ambassadors for the Foundation. Lastly, the specific duties of the Ambassadors
for this year's Gala, helping to secure silent auction donations and selling individual tickets to the event,
were reviewed. The Foundation Ambassadors will be meeting on the fourth Wednesday of the month
from 5:30 p.m. until 6:30 p.m. at the Civic Center. The Board is also encouraged to identify interested
members of the community who would be interested in helping the Foundation with this year's Gala.
Res ctfull sub itted,
Kevin cArdle
Community Services Director
I:ICOMMSERVICouncilBBoardslcommunityFoundationlStaff Reportsl20031GalaUpdate6.10.03.doc
15
COMMUNITY FOUNDATION - FOUNDERS GALA-2003 BUDGET
Tables of 8 26 278
Tables of 10 4 40
To1ah 30 248
TICKET SALES #tables
A -Leve II B$1WAD-Level)) II table 8/1 tabb IO) 18
ave 12 $$WDDO Level)) Itaue of 10) 20
- eve '-=®S25AW Lovell 'table of e)) 16
A - eve 14®$10,000 Leval)) Ocbb of 8)) 32
A - eve is a$8,000) gable of 6) 48
Tab-1-Sp..—(100$950) 10 80
IndNklual Tickehp0O $125) 1 10
Volunteer Comps 3 24
TOTAL TICKETS 30 248
ITEM DESCRIPTION REVENUE EXPENDfNRE COMMENTS
SPONSORSHIPS
PAL-All Level Contribution Contribution to Gala event IT 15'00
Table Sponsors 110®$900 $ 9,000
ricket Sales 100$125 $ 1.250
Small Sponsors(under f50))) 15 0§500 and less I$ 3.750
MISCELLANEOUS
Ambassador Recognition GNth 30®$20 1 $ 60D
Sponsor Recognition Gigs "25 $
$ 1.500
Celebrity Guests j 10,000
Celebrity Umos j 1,000
Poster))framed) $ 850 framing
Souvenir Gift $ 2.1X10 Seek SponsorAV Equipment $ 500 Screen/protector
Equipment Rentals § 300 Tables/tent/rocks/easels
ENTERTAINMENT
Sponsor Reception
S - No sponsor reception to be held
Gab Reception f500
Heacurse Entertalnment f 2,000
Sound System § 500
Refreshments
§ 150 1 Fp entertainers
FACILITY
Friday Room Rental f - Room not avallable Friday
Saturdoy Room Rental Etiwanda Gardens $ - Included in meal cost
ElecMcal CanneceorU ESTIMATE f 500
Staging Cost 12 z 12 Stage Area j 400 Rant from Abbey/EZ
Poking Changes OnSite Valet Service -
$ Fee valet poking provided
FOOD AND BEVERAGE
Sponsor Reception If -
Sp Reception Equipment $Sponsor Reception Supplies $ -
Gala Reception food 250 f - Included in meal cost
Gala Dinner 250 Meals $ 10'00
Donated Wine/Corkage Corkage fee vvalved S 300 $ - Muse donafiom revenue
Bars Etiwanda Gardens $
Upgraded Ure 250$40+5050 $ 1.300
Table SkHs/Cloths Regktmtion/Auction Tables $ 600 Reghfrafbn/Auction Tables
Menu/Tant/Table Cardst0fine Tags § 150
MARKETING
PriWDesign
t Iites/Response Cards Seek Sponsor j 150
ner Program Seek 5ponsan j 900
erttring j 500
phy Seek Sponsor $ 250 Fem Developing
Date Cards f 40 Paper cost
Reception Invites
Brochure Printing $ 121 Paper cost
Banners $ - In house
Design Services f - Inhouse
SILENT AUCTION/MARKETPLACE GIFTS
Seem AuctioPurchases $ 12,000 $ 1,000
Other Sats'}nams Candy,Rowers,Books If 1,1XX7 1$ 250
DECORATIONSTHEME AND
Themeirg d Decorations j 5,000 •c
Room Lighting f 1.000 16
Centerpieces 3 _ - $ 1,200
EXPENSE/REVENUE SUMMARY $ - 43,550 $ 43,260.00
NET COST/PRORT $ 290
5/27/2003
PAL CAMPAIGN DONATION LEVEL/GALA PERKS
r,
DONATION LEVE I/ GALA PERKS PERFORMING ARTS&LITERACY
QUANTITY BY 11/1 PROGRAM ADS #TICKETS CELEBRITY @ TABLE OTHER ITEMS (PALS)RECOGNITION
$100,000+ (1) Full Page 16 Yes Presenting Sponsor Status Applicable naming rights and donor benefits
Silver Anniversary Basket as set forth in Cultural Center Donor
$50,000
Recognition Program
(2) Full Page 8 Yes Silver Anniversary Basket Applicable naming rights and donor benefits
as set forth in Cultural Center Donor
Recognition Program
$25,000 (2) S4 Page 8 No Silver Anniversary Basket Applicable naming rights and donor benefits
as set forth in Cultural Center Donor
-- Recognition Program
$10,000 (4) 1A—Page 8 No Silver Anniversary Basket Applicable donor benefits as set forth in
$ 5,000 (6) �/PPage 8 No Silver Anniversary Basket Cultural Center Donor Recognitiontforth
Program
arY Applicable donor benefits as set forth in
Cultural Center Donor Recognition Program
$ 1,500 n/a 0 n/a Listed in Program Personalized Library Stack Bronze Plaque
$ 300 n/a 0 n/a Listed in Program 12"by 12"Personalized Family Wall of Art
Tile
$250—$500
n/a 0 n/a Listed in Program Theatre Seat Name Plaque($250),Library
Table Dedication Plaque($500)or Lounge
Chair Dedication Plaque($300)or Reading
Chair Dedication Plaque($250)as specified
$ 300 b donor
n/a 0 n/a Listed in Proam Ma azine Shelf Dedication Plaque
$ 100 n/a 0 nNone Engraved Brick
$ �a 0 n/a None Book with Dedication Plaque
GALA PROGRAMS
DONATION LEVEL/
QUANTITY BY 11/1 GALA PERKS PERFORMING ARTS&LITERACY
PROGRAM #TICKETS CELEBRITY @ TABLE OTHER ITEMS (PALS)RECOGNITION
ADS
$950 able Sponsor) 10 n/a 8 n/a Listed in Program—Table at Gala on
125(Ticket Price 8 n/a I n/a Individual Ticket to Gala None
1:1COMMSERV1Couacil&BoardslCom unityFb dadm\SpaialEvmtstFOundmr,ala2003t1)0NATION LEVELdce
R A N C H O C U C A M O N G A
C O M M U N I TY S E R V I CC S
Staff Report
DATE: June 10, 2003
TO: Rancho Cucamonga Community Foundation
FROM: Kevin McArdle, Community Services Director
BY: Paula Pachon, Management Analyst III Py
SUBJECT: CONSIDERATION TO TRANSFER $20,000 FROM THE COMMUNITY
FOUNDATION'S ENDOWMENT FUND TO THE PROMOTING ARTS
AND LITERACY (PAL) CAMPAIGN ACCOUNT
RECOMMENDATION
The Campaign Cabinet recommends that the Community Foundation transfer $20,000
from their Endowment Fund into the Promoting Arts and Literacy (PAL) Campaign
account.
BACKGROUND/ANALYSIS
The consolidated Fund Development Plan aproved by both the Community Foundation
and the Library Foundation at their April 24 joint meeting included a 13-month budget
for the Promoting Arts and Literacy (PAL) Campaign. The total amount of this budget
was $38,730 (see attached). The recommendation approved that evening was for the
two Foundations to each contribute $19,365 towards the PAL Campaign.
At the subsequent Campaign Cabinet meeting on April 30'", Community Foundation
Chair Mize recommended that the Community Foundation contribute $20,000 towards
the PAL Campaign account. Approval of this recommendation would result in staff
transferring $20,000 from the Community Foundation's Endowment Fund into the PAL
Campaign account that would allow for start up funds for the PAL Campaign.
Resp ully d,
Kevin cArdle
Community Services Director
Attachment
t:ICOMMSERVICouncii&BoardslcommunityFoundationlStaff ReportsX2003kTransforEndowmentFundtoPAL.Accout6.10.03.doc 18
CULTURAL CENTER CAMPAIGN BUDGET
May 2003-June 2004
(Adopted.April 24, 2003)
Campaign Director $ 0 (City staff)
Office Manager $ 0 (City staff)
Grant Writer $ 0 (Funded in Cultural Center Project)
Fundraising Consultants $20,930 (Proposed to be covered by Foundations -
Based on 15 hrs/month and 4 trips to
RC/month for 13 months)
IS Consultant $ 5,300
Brochures $ 0 (Funded in Cultural Center Project)
Letterhead/Envelopes/
Labels $ 3,500 (Proposed to be covered through
Foundations)
Audio/visuals $ 0 (None projected)
Telephone $ 0 (Covered through City)
Supplies $ 0 (Covered through City)
Equipment $ 0 (Covered through City)
Postage $ 0 (Covered through City)
Duplicating $ 500 (Proposed to be covered by Foundations.
Oversize, color copies only; other copies
covered through City)
Travel* $ 500 (Proposed to be covered by Foundations -
In-state travel)
Hospitality* $ 6,500 (Proposed to be covered by Foundations —
based on $500/month)
Other $ 1,500 (Misc. marketing expenses)
TOTAL $38.730
Recommend that each Foundation provide $19,365 to cover expenses for the first 13-months of
the Campaign.
*Policy pending for approval and disbursement of funds.
I:ICOMMSERVICouncilBBoardslCommunityFoundationlFundDevelopmentPlantGempaign Budget.doc 19