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Home My WebLink About03/12/08 Fdn Spec (�* OMMUNITY FOUNDATION _ _ AGENDA "e CITY OF RANCHO CUCAMONGA SPECIAL MEETING December 8, 2003 5:00 P.M. Lions West Community Center 9161 Base Line Road Rancho Cucamonga, CA 91730 Foundation Members Tony Mize, Chair Michael Arreguin, Member Ed Biebrich, Member Bruce Bowne, Member Charles Buquet, Member Patricia Carlson, Member Harvey Cohen, M.D., Vice Chair Jo Dutton, Ph.D., Member Sandra Metel, Member David Parker, Member Timothy Younger, Member City Offices: (909)477-2760 RANCHO COMMUNITY FOUNDATION 2 CUCAMONOA December 8, 2003 1. Pledge of Allegiance 2. Roll Call: Michael Arreguin Jo Dutton Ed Biebrich Sandra Metal _ Bruce Bowne Tony Mize Patricia Carlson David Parker _ Chuck Buquet Timothy Younger _ Harvey Cohen None This Is the time and place for the general public to address the Community Foundation. State law prohibits the Board from addressing any issue not previously included on the Agenda. The Board may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per individual. The following Consent Calendar items are expected to be routine and non-controversial. They will be acted upon by the Board at one time without discussion. Any item may be removed by a Boardmember or member of the audience for discussion: 1. Approval of the Minutes of the Regular Community Pages Foundation Meeting held November 13, 2003. 1-3 2. Receive and file Treasurer's Report for the month of 4.7 November, 2003 and PAL Cash Report for the month of October, 2003. 3. Approval of renewal of Directors and Officers Liability 8 Insurance for 2004. 0 RANCHO COMMUNITY FOUNDATION 3 CUCAMGNGA December 8, 2003 The following items are not public hearing items, although the Chair may open the meeting for public Input: 1. Foundation Members Update on Solicitation Efforts for the 9 Victoria Gardens Cultural Center Project. 2. Election of Officers—Secretary/Treasurer. 10 This is the time for the Board to Identify the items they wish to discuss at the next meeting. These Items will not be discussed at this meeting, only identified for the next meeting: I, Melissa Morales, Community Foundation Secretary, hereby certify a true,accurate copy of the foregoing Community Foundation special meeting agenda was posted on December 3,2003,seventy-two(72) hours prior to the meeting per A.B.2674 at 10500 Civic Center Drive, Rancho Cucamonga, California. J uoo"WOWWOW COMMUNITY FOUNDATION MINUTES OF THE NOVEMBER 13, 2003, SPECIAL MEETING A. CALL TO ORDER The special meeting of the Rancho Cucamonga Community Foundation was held on Thursday, November 13, 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 Chair Mize. Present were: Board Members: Bowne, Carlson, Metal, Parker, Younger and Mize. Absent: Arreguin, Biebrich, Buquet, Cohen and Dutton. Staff: Kevin McArdle,Community Services Director; Francie Martindale, Community Services Marketing Manager; Paula Pachon, Management Analyst III 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 September 9, 2003, and Regular Community Foundation Meeting called for October 14, 2003. 2. To receive and file Treasurer's Report for the months of September and October,2003. MOTION: Moved by Member Carlson, seconded by Member Younger,to approve the Consent Calendar, as submitted. Motion carried: 6-0-5 (Absent: Arreguin, Biebrich, Buquet, Cohen and Dutton). E. FOUNDATION BUSINESS 1. Update on the Victoria Gardens Cultural Center Project was opened by Director McArdle. He reported the possibility of five potential PAL sponsor which were a result of their attendance at the recent Founder's Gala. He briefed the Member's regarding the status of the project's construction and estimated the parking structure bid opening in December with construction to begin in February. He also noted the on-going ovem er 7 20-1 '1 .J discussion with various in-house theater groups including the Walden Family Playhouse. Director McArdle estimated approval of a group within the next five months. He briefly discussed possible groundbreaking options that are being considered for the coming months including the possibility of incorporating with the 2004 library telethon. Marketing Manager Martindale informed the Board of the new PAL materials available for their solicitation efforts including the video/DVD displayed at the Founder's Gala. It was suggested that the promotional video be displayed during the telethon with a phone number for donations. Following staffs report no other action was taken and the report was received and filed. 2. Chair Mize called on Members for their updates on solicitation efforts for the Victoria Gardens Cultural Center PAL (Promoting Arts and Literacy) Campaign. Each Boardmember gave a brief status of their on-going efforts and clarification was requested concerning the next phase of the campaign. Staff responded that the silent phase of the campaign is now over, and all sponsorship opportunities are currently available. A suggestion was also made to contact those local companies whose employees contribute to United Way to encourage donation to the PAL campaign. Director McArdle informed the Board of a potential large sponsor, and in the absence of Member Dutton, acknowledged her efforts in raising $250,000 for the campaign. He also made the Board aware of Library Foundation Member Rebecca Davies'efforts to work with the school district's on the brick campaign and her goal for 100%participation by each class in all of the elementary school districts. A flyer marketing holiday gift opportunities was distributed and a suggestion made to add a disclaimer regarding the City's right to approve all wording engraved on the bricks. Analyst Pachon informed the Y 9 PP 9 9 Y Foundation that she is now accepting and processing the credit card payments and also noted that any theater seats that are purchased for sponsorship would be pre- assigned seating, not selected by the donor. Following the discussion, no other action was taken. 3. Review of the 2003 Founders Gala held on November 1, 2003, was opened by Chair Mize who commended staff for their efforts. A brief discussion was held concerning the benefits of paying for celebrities to attend the event, and expectations for their participation. Staff expressed support to continue to include celebrities for marketing purposes and incentives for potential donors. Director McArdle apologized for an error with the Gala program and indicated a revised program would be sent to all PAL/Gala donors. He gave his suggestion for a festive theme for next years Gala which could be held again (in two rooms)at the Etiwanda Gardens facility. He informed the Board that a presentation concerning the PAL Campaign and Gala would be presented at the upcoming City Council meeting. He encouraged the Board's attendance. Additional comments from the Board were in support of staffs efforts and commending them for the event's success. It was also noted that a former Boardmember had expressed interest in participating in the PAL campaign effort. The Board expressed their support of conducting a special meeting with the former Members regarding their potential solicitation interests and asked staff to look into the matter. No other action was taken. ovem er 77 TM '2 4. Consideration of approving Foundation Affiliate Status for the Rancho Cucamonga Protection District and establishing a Wildland Interface Fund was presented by Management Analyst Pachon. She referenced staffs report dated November 13,2003, regarding the proposed fund and recommended approval of the request. Director McArdle clarified that the fund would be established to allow the City and Fire District an opportunity to be prepared as much as possible for an emergency through the purchase of wildland interface related materials and equipment. Following staffs comments, the Board took the following action: MOTION: Moved by Member Carlson, seconded by Member Younger,to approve the Affiliate status for the Rancho Cucamonga Fire Protection District and approving the establishment of a Wildland Interface Fund. Motion carried: 6-0-5 (Absent: Arreguin, Biebrich, Buquet, Cohen and Dutton). G. IDENTIFICATION OF ITEMS FOR FUTURE None K ADJOURNMENT Chairman Mize adjourned the Special Community Foundation Meeting. Motion carried: 6-0-5 (Absent: Arreguin, Biebrich, Buquet, Cohen and Dutton.) Meeting adjourned at 6:10 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary ovem er 73, -1VVj 3 R A N C H O C U C A M O N G A COMMUNITY F OUNDATION DATE: DECEMBER 2, 2003 TO: RANCHO CUCAMONGA COMMUNITY FOUNDATION BOARD FROM: KATHY JAMES SENIOR ACCOUNT TECHNICIAN SUBJECT: CASH REPORT-NOVEMBER 2003 BEGINNING MTD MTD ENDING CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND GENERAL ($5,485.31) $7,067.72 $0.00 $1,582.41 JACK McNAY MEMORIAL 1,463.16 0.00 0.00 1,463.16 ENDOWMENT/DEFERRED GIVING 39,819.50 741.25 (20,000.00) 20,560.75 YOUTH ACHIEVEMENT 171.40 0.00 0.00 171.40 LEARN NOT TO BURN 1,860.00 0.00 0.00 1,860.00 OFF-PARK DOG LEASH FUND 125.00 0.00 0.00 125.00 COMMUNITY PLAYHOUSE 741.25 0.00 (741.25) 0.00 SENIOR CENTER FUND 0.00 4,300.00 0.00 4,300.00 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 660.51 0.00 0.00 660.51 TOTAL $53,718.51 $12,108.97 ($20,741.25) $45,086.23 RECONCILIATION Checking Account Balance 11/30/03 $40,947.15 Less Outstanding Checks 0.00 Investments-LAIF 4 13 BALANCE $457 7 4 10500 Civic Center Drive • P.O.Box 807 Rancho Cucamonga,CA 91729 • (909)477-2760 • FAX (909) 477-2761 NOVEMBER 2003 REVENUE AND EXPENDITURE DETAIL REVENUES GENERALFUND Bank of America-Interest $3.79 PAL-Reimburse Expenditures 7.063 93 Total General Fund $7,067.72 SENIOR CENTER FUND Miscellaneous Donations $4,300.00 Total Senior Center Fund $4,300.00 ENDOWMENT FUND Transfer from Community Playhouse Fund $741.25 Total Endowment Fund $741.25 TOTAL REVENUES $12,108.97 EXPENDITURES COMMUNITY PLAYHOUSE FUND Transfer to Endowment Fund $741.25 Total Community Playhouse Fund $741.25 ENDOWMENT FUND PAL-Transfer to PAL Foundation $20,000.00 Total Endowment Fund $20,000.00 TOTAL EXPENDITURES $20,741.25 5 e ' ,a PAL CASH REPORT OCTOBER 2003 Beginning Cash Balance $ Deposits 10/15/2003 47,117.00 10/27/2003 3,400.00 50,517.00 Less Checks #1951 (2,000.00) Regal Tents-Gale Deposit #1952 (10,494.50) Etiwanda Gardens-Gala Catering (12,494.50) Ending Cash Balance $ 38,022.50 Checking Account Balance $ 38,008.96 Bank Transactions to be Reversed 15.54 Less Outstanding Checks - Adjusted Bank Balance $ 38,022.50 6 BankofAmerici� H — BANK OF AMERICA, N., t. Account Number 1459513387 P.O. BOX 27128 O1 01 103353 E# 2 CONCORD, CA 94520 Last Statement: 09/30/2003 I This Statement: 10/31/2003 �II Customer Service RANCHO CUCAMONGA COMM. FOUNDATION 1-800-325-4296 RANCHO CUCAMONGA IIIBRARY FOUNDATION — DBA PAL CAMPAIGN Page 1 of 1 10500 CIVIC DR . P.O. BOX 807 RANCHO CUCAMONGA A 91729-0807 OCHECKING Accou t Summary Information tement Period 10/01/2003 - 10/31/ 003 Statement Beginning Balance 3.59 ber of Deposits/Credits 2 Amount of Deposits/Credits 50,517.00 ber of Checks I , 2 Amount of Checks 12,494.50 ber of Other Debits 1 Amount of Other Debits 19.13 Statement Ending Balance 38,006.96 ber of Enclosures 2 Service Charge 19.13 Do sits and Credits e Customer Bank ed e u DescriptionReference 16 47,117.00 T DEPOSIT 152106160190293 28 3,400.00 CA VAUiT DEPOSIT 152106960410567 W thd als and Debits cks Check Date Bank Check Date Bank Number d fe nce Number Amount Posted Reference 1951 2,000.00 10/29 646016548 1952 10,494.50 10/30 6360132233 er Debits a Customer I Bank ted Reference Amount 1 DescriRtionReference LS 19.13 CHECK P NTING CHARGE (INCLUDES DELIVERY CHARGES 09420039332 AND ALL APPLICABLE TAXES) Dally Balances e Ledger Balance Collected a ce Date LediterCollected Balance (30 3.59 3. 9 10/21 47,101.46 47,101.46 /15 15.54- 15. 4- 10/28 50,501.46 47,226.46 f16 47,101.46 1,934. , 6 10/29 48,501.46 45,476.46 /17 47,101.46 4,834. 6 10/30 38,006.96 38,006.96 f20 47,101.46 46,951. 56 10/31 38,006.96 38,006.96 I 4 7 I i a ! i R A N C H O C U C A M O N G A COMMUNITY 8 E Q V I C E 8 Staff Report DATE: December 8, 2003 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director BY: Paula Pachon, Management Analyst III SUBJECT. APPROVAL OF RENEWAL OF DIRECTORS AND OFFICERS LIABILITY INSURANCE FOR 2004 RECOMMENDATION: Staff recommends that the Community Foundation approve the renewal of their Directors and Officers Liability Insurance policy without the additional coverage for terrorism for 2004 based upon quote received for an annual premium of$1,470. BACKGROUND: Staff has received a renewal notice for the Foundation's Directors and Officers Liability insurance. Based upon the quotation received the annual premium of $1,470 is now due. The limit of liability on the policy is $1,000,0000 aggregate. The retention (deductible) has been changed from $1,000 for each claim to $5,000. Talbot Insurance has assured staff that this change is based on a statewide increase in deductibles and is not reflective of any prior claims or pending litigation. Just as a point of comparison, our 2003 premium was also $1,470 for the same limits of liability. Staff recommends that the Foundation Board approve the renewal for Directors and Officers Liability insurance and direct staff to pay the required premium of$1,470. UcAr ed, Community Services Director 1:ICOMMSERVICouncil&BoardslCommunityFoundationlStaff Reports12003VnsuranceRenewa112.&03.d6c 8 R A N C H O C U C A M O N G A COMMUNITY SERVICES Staff Report DATE: December 8, 2003 TO: Rancho Cucamonga Community Foundation FROM: Kevin McArdle, Community Services Director B Y Y: Paula Pachon, Management Analyst III Q SUBJECT. FOUNDATION MEMBERS UPDATE ON SOLICITATION EFFORTS FOR THE CULTURAL CENTER PROJECT This item is included on the Community Foundation's monthly agenda to facilitate discussion regarding the status of individual Boardmember's solicitation efforts for the Cultural Center project. Boardmembers are reminded to use the communication sheets as a tool of keeping track of each of their prospects and as a means of notifying staff of progress made to date on each of their major donors. Staff will be bringing extra copies of the master prospect list to the meeting so a part of your discussion can include an update on those individuals/organizations that have been assigned to individual Boardmembers. Respefully submitted, Kevins Director CICOMMSERVICouncil&BoardslcommunityFoundationlSla7 RepoRs120031UpdateonsolicitationEf/oM28.03.doc 9 z R A N C H O C U C A M O N G A C O M M U N I TY S ED VICE 8 Staff Report DATE: December 8, 2003 TO: Community Foundation FROM: Kevin McArdle, Community Services Director SUBJECT: ELECTION OF OFFICERS — SECRETARY/TREASURER BACKGROUND: With the recent appointment of Park and Recreation Commissioner Patricia Carlson to serve on the Foundation in place of Ann Punter, the position of Secretary/Treasurer is now vacant. Therefore, election of a Board Secretary/Treasurer would be in order. Res 7 ctfully submitted, Q(4� W dh` Kevin McArdle Community Services Director I:ICOWSEWCa nci&BoerdsICa M#yFWtXeotont&aB Reports12PD316ecfgnSec.10140S.doe 10