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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 WgpdWwdSPP e"d 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