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Home My WebLink About07/03/12 (Agn) Library Fnd Board LIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Monday 6:00 p.m. March 12, 2007 Tri-communities Room City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, California 91730 City Councilmembers Donald J. Kurth, M.D., Mayor Diane Williams, Mayor Pro Tem Rex Gutierrez, Councilmember L. Dennis Michael, Councilmember Sam Spagnolo, Councilmember Foundation Members Ruth Leal, President Frances Howdyshell, Vice President Teresa Akahoshi, Member Bruce Bowne, Member Stefani Carrasco, Member Rebecca Davies, Member Gino Filippi, Member Dominic Melillo, Member Ron Sakala, Member Gilda Silver, Member Paul Williams, Member Ravenel Wimberly, Member DECLARATION OF POSTING OF AGENDA VIVIAN GARCIA states and declares as follows: I presently am, and at all times mentioned herein have been, the Administrative Secretary of the Library of Rancho Cucamonga. Acting in that capacity, on MCLP-C- ( �� 02001 at :.3/ I posted a true and correct copy of the meeting agenda dated � �� /a, 02O0l at 10500 Civic Center Drive, Rancho Cucamonga. I declare under penalty of perjury that the foregoing is true and correct and that this declaration was executed on Ata rGN g Oo7 at Rancho Cucamonga . DEBORAH KAYE CLARK, LIBRARY MANAGER City of Rancho Cucamonga B Y: Vivian Garcia, Administrative Secretary City of Rancho Cucamonga t LIBRARY FOUNDATION BOARD AGENDA MARCH 12, 2007 1 RANCHO CUCAMONGA A. CALL TO ORDER 1. Roll Call: Akahoshi , Bowne , Carrasco Davies , Filippi , Howdyshell Leal , Melillo , Sakala , Silver, ,Williams and Wimberly B. CONSENT CALENDAR The following Consent Calendar items are expected to be routine and non-controversial. They will be acted upon by the Library Foundation Board at one time without discussion. Any item may be removed by a Member or member of the audience for discussion. 1. Approval of Library Foundation Treasurer's Report: February, 4 2007. 2. Approval of Minutes: February 12, 2007. . 8 C. LIBRARY DIRECTOR'S STAFF REPORTS The following items do not legally require any public testimony, although the President may open the meeting for public input. 1. Staff Presentation on the Black History Cultural Night Event. Presented by Michelle Perera, Library Services Manager for the Biane Library. 2. Recommendation from Staff that the City Council be asked to approve the naming of the Story Room at the Archibald Library for former Library Board of Trustees Member and Library Foundation Ad Hoc Sub-committee Member Joyce Womack. Report will be available at the meeting. D. BOARD BUSINESS The following items have been requested by the Library Foundation Board for discussion. They are not public hearing items, although the President may open the meeting for public input. 1. Approval of Staff's Proposal to Authorize the Finance Director 14 to Move an Additional $20,000 into the Library Foundation's Local Agency Investment Fund (LAIF). LIBRARY FOUNDATION BOARD AGENDA MARCH 12, 2007 2 RANCHO CUCAMONGA 2. Review background information on PAL Campaign funding 17 and purpose. Informational item presented by staff. Report attached. 3. PAL Campaign Reports: a) PAL Campaign Account Update. January, 2007, attached. 28 b) PAL Campaign Events i) Library Telethon: Update from Telethon Production Committee. ii) PAL Campaign Cabinet Meetings. Oral report by attendees. i. March meeting scheduled for 3/28/2007. c) Library Foundation Subcommittee Reports i) School Subcommittee: Update by Member Teresa Akahoshi. d) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made, stories to share, etc. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING This is the time for Library Foundation 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. F. PUBLIC COMMUNICATIONS This is the time and place for the general public to address the Library Foundation Board. State law prohibits the Board from addressing any issue not previously included on the Agenda. G. ADJOURNMENT I, Vivian R. Garcia, Library Administrative Secretary of the City of Rancho Cucamonga, or my designee, hereby certify that a true, accurate copy of the foregoing agenda was posted on Thursday, March 8, 2007, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. T H E C I T Y O F PANCHO CUCAMONGA Staff Report DATE: March 12, 2007 TO: President Leal an embers of the Library Foundation Board FROM: Deborah Kaye C ib Director SUBJECT: Treasurer's Report— February 2007 CASH REPORT BEGINNING MTD MTD ENDING CASH February, 2007 BALANCE REVENUES EXPENDITURES CASH BALANCE FUND General $29.011.92 $1,346.89 10.00 $30,348.81 Children's Books Endowment $40.000.00 $40.000.00 Victoria Gardens Books $83,125.00 $83,125.00 Adult Literacy $15,985.00 $15,985.00 Operating Reserve Fund $5,000.00 $5,000.00 TOTAL $173,121.92 $1,346.89 10.00 $174.458.81 LAW Account: $103,482.53 Bank of America Account $69,639.39 Total Library Foundation Holdings: $173,121.92 Revenues Received: Interest Earned B of A: $ 2.66 General Fund Rental Check: $ 750.00 General Fund Grapevine Donations $ 5.00 General Fund Memorial Fund for Louise Deyarmond: $ 500.00 General Fund Page 2 March 12, 2007 Black History Cultural Night Event Donations $ 11.40 General Fund Donation Box: Archibald $ 77.81 General Fund Expenditures: Franchise Tax Board Annual Return $ (10.00) General Fund 03/07/2007 09:20 9094772845 CITY OF RC PAGE 02/03 Rancho Cucamonga Public Library Foundation CASH REPORT FEBRUARY 2007 Beginning Balance $173,121.92 Deposits 2/5/2007 5.00 2/8/2007 77.81 2/12/2007 750.00 2/27/2007' 11.40 2/28/2007 500.00 1,344.21 Bank of America- Interest 2.68 Less Checks #1233 (10.00) Franchise Tax Board-Annual Return $ 74,45881 Statement Ending Balance $ 70,464.88 Deposits in Transit 2127/2007 11.40 2/28/2007 500.00 511.40 Less Outstanding Checks - Investments- LAW 103,482.53 Adjusted Bank Balance $ 1741458.81 03/07/2007 09:20 9094772845 CITY OF RC PAGE 03/03 Bankof.America H Your :Bank of America • I�usih.ess Iriter+est 0828 P..P Checking. $Wemem: . _ H 1-4 Stotpmatit Period: __ .._. .... . January.30 through February 28,200 Acobu It Number.-- RANCHO CUCAMONGA PUBLIC LIBRARY FOU PrioNb'�uatemerService 10500 CIVIC CENTER OR Call: 1'800'82$'1433 RANCHO CUCAMONGA CA 9,1729 . Wileien.fdgiilties' . ... .. . .. . .. - Bank of America ... Riverside•Mairi Offics, PO Bcx 37178 SarrFramdsM CA-94137-0001 . .. . . .... ... . .'.., . : .Cu'stotii€rA�.197.7......., Urik of busencasand-vem, aswvTttgyooYd-u-�.`� r. Our free Online'Banking 99MAC -811dws'you'to chock balances, tuck account activity' 0Y bills and l'nb"- W1kti driliiie Bali" you can also UIeW Up to 111 months of this statement online. Rntbll at www,bankofarherlca corn/smallpusiness. O Summary of Your(3usitless Intatedt4he6king•Acedunt -BegihnlhgBaiahoeoit111/80107••-_ .. .. $67;1199• . Annual Percentage Yield earned this period. . ... 0:05% $4.80 Total Deposits edi and Other Crts + 3,352:81 .. .Interest pald yaar-to4ate Total Cheeks,Withdtawals, }lumber of checks paid 1 Transfers,Aecouht Fees - 10,00. .. Numb of$4 Hour Customer 9ervloe Calls Interest.Pald ... + 2:88 . SelfServica 0 Assisted 0 Ending Balance . $70,46++4:88 p Impodant IoWmation About Your Account Based oh the minimum balance yoWve metntalned In this account your tn6h%ly service cfiarge ha§p®an waived. .. . Total pnafast'paid to yi7Ur atWoUht in 2008: $85.84 Continued on neXt page Califdrnla Page 1'of 4 oQQM,00l,f21A R A N C FI O C U C A M O N G A P U B L I C L I B R A R Y Staff Report DATE: March 12, 2007 TO: President and Members of the Library Foundation FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF MINUTES RECOMMENDATION Approval of the minutes of the meeting of February 12, 2007. BACKGROUND/ANALYSIS Attached, please find the minutes for the regular meeting of the Library Foundation Board taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. Iaefully submitted,PtDeborah Kaye Clar Library Director CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD Adjourned Meeting A. CALL TO ORDER An adjourned meeting of the Rancho Cucamonga Public Library Foundation Board was held on Monday, February 12, 2007, in Celebration Hall at the Cultural Center, located at 12505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6 p.m. Present were Members Bowne, Carrasco, Filippi, Howdyshell, Leal, Melillo, Sakala Williams and Wimberly. Deborah Clark, Library Director, Robert Karatsu, Assistant Library Director and Vivian Garcia, Administrative Secretary was also present. B. CONSENT CALENDAR B l. Approval of Library Foundation Treasurer's Reports: January, 2007. MOTION: Moved by Member Williams to approve the Treasurer's Report for January,seconded by Member Wimberly, motion carried, 9-0-3 (with Akahoshi, Davies and Silver absent). B2. Approval of Minutes: January 22, 2007 (Williams abstained). MOTION: Moved by Member Wimberly to approve the minutes,seconded by Member Howdyshell, motion carried, 8-0-2-1 (with Akahoshi, Davies and Silver absent). Member Davies arrived at 6:05 p.m. C. LIBRARY DIRECTOR'S STAFF REPORTS C l. Approval of Library Budget Request for Foundation Funding: The Library Director requests that the Library Foundation Board consider amending their annual budget to fund top priority library needs as outlined by the Library Director for fiscal year 2006/07. Up for discussion will be library open hours,additional media collections and book collections. Current budget attached. Report on additional projects needing funding will be available at the meeting. Present by Deborah Clark, Library Director. Deborah Clark, Library Director, reviewed the budget along with the Treasurer' report with the Library Foundation Board. Library Foundation Board Minutes February 12, 2007 Paget Deborah Clark,Library Director, stated that a good tax account would recommend that some of the capitol be spent. The most critical need for the Library now is in her opinion the open hours of the Paul A. Biane Library. The Library is currently not open on Sundays or Mondays. Staff would like to see open additional hours. Understanding that this would be an on-going cost, Staff would like to recommend scheduling a joint meeting with the Library Foundation,the Library Board of Trustees and the City Council for the Members to talk through what service priorities are and the best way to fund these priorities. Some of the issues raised by the Foundation need to be heard by both the Library Board and the City Council. MOTION: Moved by Member Sakala to direct staff to pursue a joint meeting of the Library Foundation, the Library Board of Trustees and the City Council, seconded by Member Williams, motion carried, 10-0-2 (with Akahoshi and Silver absent). Member Silver arrived at 6:18 p.m. D. BOARD BUSINESS D I. Determination of Board Participation on Ad Hoc Sub-committees. The attached list of ad hoc sub-committees and the participation of current members is available for discussion and/or change. Presented by Library Director Deborah Clark. Member Melillo volunteered for the House Raffle ad hoc sub-committee. Member Howdyshell asked to be removed from the Marketing and Publicity ad hoc sub-committee. Member Filippi recommended to remove the Marketing and Publicity ad hoc sub-committee and to change the wording to Special Event to include Marketing. Member Carrasco volunteered for the Special Event & Marketing ad hoc sub-committee. Member Wimberly stated that he would be an emergency back-up for the School/Youth ad hoc sub- committee. Member Williams asked to be removed from the Special Event&Marketing ad hoc sub-committee. Member Melillo will attend the next couple of meetings for the Telethon Production ad hoc sub- committee. Member Silva volunteered for the School/Youth ad hoc sub-committee. Library Foundation Board Minutes February 12, 2007 Page 3 D2. PAL Campaign Reports: a) PAL Campaign Account Update. December, 2006, attached. Member Howdyshell asked if in the future the PAL Cash Reports could include under Deposits what kind of deposits—list names/organization and how much for each deposit. Member Howdyshell asked if in the future the PAL Cash Reports could include under Less Outstanding Checks—the names/organizations of the payee. Member Filippi asked if this group was to be involved with how the money is spent. Deborah Clark,Library Director,stated that is a perfectly legitimate question that should be directed to the PAL Campaign ad hoc sub-committee Chairs. They can speak to the PAL Campaign meeting about that and make a request a change on the cash report. Member Sakala stated that we need to be "good stewards" and if we are asked by the community how come this money was spent we need to have the answers. Member Davies stated that she would like to see in writing how the expenditures from PAL Campaign funds are made. She stated: "If we have this in writing we have guidelines that we can always refer to. A guideline that shows who approves what in the steering committee and in advance and a little bit of structure." The Pal Campaign Steering Committee members agreed to press this issue at the next Steering Committee meeting. b) PAL Campaign Events i) Library Telethon: Update from Telethon Production Committee. Robert Karatsu, Assistant Library Director presented an oral update of the Telethon to the Foundation Board. Member Sakala asked if there would be a live audience. Also will there be a charge to watch? A suggestion was made to put out a canister during the Telethon for donations. President Leal suggested posters to be put up at the Victoria Gardens Mall advertising the Telethon. Staff agreed to follow up on this point. Member Carrasco asked if there will be bricks available at the Telethon to purchase. The answer was "yes" at the cost of$100 for schools and $150 for individuals. Library Foundation Board Minutes February 12, 2007 Page 4 Member Carrasco asked what the cost of brick is to the city. Staff stated that they would find out the answer and have it available at the next meeting. ii) PAL Campaign Cabinet Meetings. Oral report by attendees. a. February meeting on February 14, 2007. President Leal stated that the meeting had been cancelled. C) Library Foundation Ad Hoc Sub-committee Reports i) School Sub-committee: Update by Member Akahoshi. Member Davies updated the Foundation Board on the meetings of the group. Member Bowne gave an oral report on the Etiwanda School District to the Board. d) Library Foundation Members Campaign Activities i) Oral report by each Member: contacts made, stories to share, etc. Oral updates were given by the members. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING None were given. F. COMMUNICATIONS FROM THE PUBLIC None received. Library Foundation Board Minutes February 12, 2007 Page 5 G. ADJOURNMENT MOTION: Moved by Member Howdyshell to adjourn,seconded by Member Filippi,motion carried, 11-0-1 (with Akahoshi absent). The meeting adjourned at 6:40 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary Approved: R A N C H O C U C A M O N G A P U B L I C L I B R A Q Y Staff Report DATE: March 12, 2007 TO: President and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT. Approval to Request City Council Consider Naming Archibald Story Room the "Joyce Womack Story Room" RECOMMENDATION That the City Council be asked to approve the recommendation of the Library Foundation that the Story Room located in the Archibald Library be dedicated to the memory of former Library Board Member Joyce Womack and officially named "The Joyce Womack Story Room". BACKGROUND/ANALYSIS Naming Rights emerged in 2003 as part of the PAL Campaign, a major effort to raise funds to support the building and operations of the Victoria Gardens Cultural Center. Attached is the policy document that supports the naming of buildings in Rancho Cucamonga. According to city policy, naming rights can be granted either through the donation of an agreed upon sum of money or "gift" or in recognition of significant impact to the community. Joyce Womack served as a member of the Library Board of Trustees from 1998 through 2005. During that time, Ms. Womack was extremely active in the Library Foundation as well and provided immeasurable support to the Youth Sub Committee. Ms. Womack was a teacher in her professional life and taught for the Alta Loma School District for 18 years, first at the Victoria Groves School and more recently at Banyan Elementary School. If the Library Foundation approves the motion before them this evening, this proposal will be forwarded to the Library Board of Trustees for their support and then brought before the City Council for consideration. FISCAL IMPACT No direct impact. Re pectfully submitted, ` Deborah Kaye a Library Director -2- 03/12/2007 16:11 9094772746 RANCHOCUCAMONGA PAGE 01 CITY OF RANCHO CUCAMONGA POLICY FOR Tax NAMIUG OF PARR FAC17j=S The following policy is recommended for use in the naming of park facilities for the City of Rancho Cucamonga. These guidelines will be used to insure consistency, while minimizing confusion in the selection of names for now and existing park areas. The following factors that may be considered are: • If a park site is located adjacent to a school and the school has been officially named, then the park may be named after the school. This will minimize facility identification confusion and encourage the intent of the City's General Plan which recommends the ' school/park complex developments. • if the school has not been officially named the city shall work with the School District to develop a mutually acceptable name for the school/park complex. Contests by students to name the school/park complex should be enoouraged. . • if a park site is located near a significant geographical, historic and/ox other. physical element,, and is not adjacent to a school, the park may be named . after the significant feature. • A park site may be named after an adjacent street, or an commemorative event if it is not located adjacent to a school site or a significant physical element. This would encompass such park facilities as the Rancho -Cucamonga Neighborhood Center, Red Hill Park and Heritage Park. • A park site or certain area improvements within park - facilities may be named after individuals or non-profit organizations if those individuals or organizations contributed significantly to the development of. the specific park or the general park system within the City of Rancho Cucamonga. Examples of this would include Lions Park. . Adopted Oct.5, 1981 i R A N C H O C U C A M O N G A P U B L I C L I B R A R Y Staff Report DATE: March 12, 2007 TO: President Leal and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF STAFF'S PROPOSAL TO AUTHORIZE THE FINANCE DIRECTOR TO MOVE AN ADDITIONAL $20.000 INTO THE LIBRARY FOUNDATION'S LOCAL AGENCY INVESTMENT FUND (LAn RECOMMENDATION: That the Board members review the attached history of the LAIF investment process that was approved in April of 2007 and authorize a transfer of an additional $20,000 into the LAIF account. BACKGROUND: At their regular April meeting of 2006, the Library Foundation approved a Resolution which allowed the Finance Director to invest $100,000 of Library Foundation funds with the newly created LAIF Account. Over the course of one year, $3,482.53 has been earned in interest through that account. In January of this year, the PAL Campaign repaid to the Community and Library Foundations the initial seed money used to undertake the PAL Campaign ($20,000 per Foundation). Staff recommends that the Library Foundation funds be moved to the LAIF Account. CONCLUSION: Staff recommends that the Library Foundation approve staff's recommendation and authorize the Finance Director to move $20,000 of Library Foundation funds into the LAIF account. FISCAL IMPACT: The Library Foundation will receive additional interest on the $20,000 at the rate of 3.77 instead of the bank rate of .10%. Sincerely, � /f e orah Kaye I Library Director R A N C H O C U C A M O N G A P U B L I C L I B R A R Y Staff Report DATE: April 10, 2006 TO: President Leal and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT: Approval of Resolution of the Board of Directors of the Rancho Cucamonga Public Library Foundation Authorizing Investment of Monies in the Local Agency Investment Fund (LAIF) and Authorizing the Finance Director to Move $100,000 into the new LAIF account. RECOMMENDATION: That the Board members review the investment opportunities outlined below and, after discussion, reaffirm their determination to invest $100,000 in LAIF by approving the attached Resolution. No limitation on the ability to use funds LAIF Daily Rate 3.77% 6 Month 9 Month 1 Year TREASURY 4.17% 4.36% 4.36% DISCOS 4.33% 4.40% CP None None None CD 4.06% 4.16% 4.19% BACKGROUND: At their regular October meeting, the Library Foundation instructed the Library Director to work with the Finance Department to shift $100,000 from the checking account into a LAIF Account, a process earlier initiated by the Community Foundation with PAL funds. During an investigative pursuit of LAW opportunities for the Library Foundation, Sandra Ramirez, Management Analyst III with the Finance Division, discovered that the Library Foundation was not at that time eligible for LAIF investment opportunities and recommended a variety of other investment opportunities. At the January 9, 2006 meeting, the Library Foundation Board voted to pursue a LAIF investment and directed staff to amend the Library Foundation Bylaws and work with the LAIF Board to allow investment in LAIF funds as the most secure and convenient vehicle available. At the February 13, 2006 meeting, the Library Foundation approved the Bylaws change, making the City the ultimate recipient of any unexpended funds in the event of the dissolution of the Library Foundation. At that time, the City Attorney was asked to intercede with the LAIF Board to determine if there were any further obstructions to delaying the participation of the Library Foundation in the LAIF investments. On April 3, 2006, the Library Director received notice from Sandra Ramierez, Finance Department, that the Library Foundation had been approved for investment opportunities with LAIF. The final step needed was the approval of a Resolution, which is attached. CONCLUSION: Staff recommends that the Library Foundation approve the attached Resolution and authorize the Finance Director to move $100,000 of Library Foundation funds into a LAIF account. FISCAL IMPACT: No negative impact. The positive impact is that the Library Foundation will receive an interest rate of 3.77 instead of the current rate of .10%. i erely, Deborah Kae ar Y Library Director -2- R A N C H O C U C A M O N G A P U B L I C L I B R A R Y Staff Report DATE: March 12, 2007 TO: President and Members of the Library Foundation Board FROM: Deborah Kaye Clark, Library Director SUBJECT: BACKGROUND INFORMATION ON PAL CAMPAIGN FUNDING AND PURPOSE RECOMMENDATION This item is for information only. BACKGROUNDIANALYSIS The PAL Campaign was born from the need of the Library foundation to raise funds to support the book collection needed for the new public library to be located in the Victoria Gardens Cultural Center and the need of the Community Foundation to raise funds to support the theatre located within that same Cultural Center. Logically, the two fundraising teams decided to work together, collaborating to generate a powerful fundraising campaign represented both the theater arts and literature. In Spring of 2003, the two Foundations worked with fundraising consultant Gene House to create a Fund Development Plan to reach what would become a goal of $5 million dollars to support the Victoria Gardens Cultural Center. ESTABLISHMENT OF DIVISION OF FUNDS AND PURPOSE OF ENDOWMENT The major Campaign elements included in the initial Fund Development Plan approved by both the Library and Community Foundations, included a description of the fundraising split between the Library and Theatre and the purpose of the endowment Exact language for that "split' (which can be found in the attached finalized Fund Development Plan" was as follows: 'The Foundations decided that the first million dollars of undesignated funds raised would be divided evenly between the Endowment Fund and the Library Book objectives. This, of course, does not apply to gifts designated by the donor specifically for the Library or the Theatre. After each objective has achieved at least $500,000, the remainder of all undesignated funds raised will go into the Endowment Fund." The purpose of the endowment was also identified in the Fund Development Plan and was described in this language: "Originally, the Endowment was only for the theatre portion of the Cultural Center. As the important shift was taken place toward merging the Library Foundation campaign goal and volunteers and the Community Foundation campaign goal and volunteers into one Campaign team with a common goal, it made sense for the Endowment Fund to support both the operation of the theatre and the library. Therefore, purpose of the Endowment Fund is to provide a revenue source that will enhance and augment library and arts programming." No language was created that identified how the endowment fund would be administered or how the monies created by the endowment would be spent, divided or controlled beyond that initial statement. USE OF $2 MILLION OF PAL FUNDS IDENTIFIED FOR CONSTRUCTION In subsequent years, as the project experienced major construction cost increases due to a world-wide boost in the cost of construction materials, the PAL Campaign Steering Committee, with the support of both the Library and Community Foundation, approved a shift of$2 million from PAL Campaign funds to cover the cost of construction. BUDGET PROCESS Currently, revenues and expenditures at the PAL Campaign level are controlled by a budget process that relies on a budget presented to and approved by the PAL Campaign Cabinet in June of each year. (Prior year budgets are attached for your review.) Checks are held by the Community Services Division and checks are written to pay for expenses that are within the line items identified by the approved PAL budget. Checks require two signatures. Audits to the Pal Campaign Account are in the hands of the City's Finance Department and are performed by the city's contracted auditors. e pectfully submitted, I Deborah Kaye C r Library Director -2- RANCHO CUCAMONGA CULTURAL CENTER PROJECT FUND DEVELOPMENT PLAN FOR THE RANCHO CUCAMONGA COMMUNITY FOUNDATION AND THE RANCHO CUCAMONGA LIBRARY FOUNDATION BACKGROUND: Nearly a year ago, the Community Foundation retained the services of a consultant to assist the Foundation in achieving a state of"fund raising readiness" prior to launching an Endowment Campaign for the performing arts theatre at the Cultural Center. At that time, the Foundation had endorsed a $1.1 million campaign goal for the Endowment Fund. At the same time the Library Foundation had adopted the goal of raising $500,000 for books for the new library at the Cultural Center. Initial consultant assisted discussions and trainings for the Community Foundation focused on board duties and responsibilities and then on board development. A plan for Board expansion was designed and implemented. Several new Boardmembers were added to the Community Foundation Board of Directors. Lastly, the Foundation was provided training in how to fund-raise most effectively at the level required. Several months ago, a joint meeting of the two foundations, the Rancho Cucamonga Community Foundation and the Rancho Cucamonga Library Foundation was held to explore the possibility of working as a team in fundraising for the Cultural Center. The outcome of this meeting was a mutually agreed upon collaboration between the two Foundations for the purposes of fundraising for the Cultural Center. Library Foundation Boardmembers then went through a similar series of discussions and trainings with the consultant. An outcome of these activities is this fund development plan and supporting documents. This plan has been adopted with the understanding that it is a framework to help guide the Foundations through the next two years of the fundraising for the Cultural Center Campaign. MAJOR CAMPAIGN STRATEGY: Major campaigns are staged in two phases: Phase One, the silent phase and Phase Two, the high profile phase. The silent phase is when the volunteers and campaign staff research and solicit the major donor prospects. The goal of this phase of the Campaign is to obtain gifts and/or firm pledges of at least one-third of the total campaign goal. This is so that when the Campaign is announced publicly and the marketing gets into high gear(Phase Two), the Campaign is kicked off with the announcement of major gifts already obtained, etc. Doing so adds enormously to the ultimate success probability of the campaign. It is common practice to focus on major donor prospects during Phase One, although planning for the smaller gift solicitations typically goes on also. The Community and Library Foundations have mutually agreed that the fundraising priority during Phase One will be solicitation of major gifts, however, the Foundations agreed that members may also during Phase One have the opportunity go forward without publicity to gather smaller contributions from individual donors. Given the wide variety of fundraising expertise on the Boards, this exception to the plan will allow all Boardmembers to be actively fundraising during this initial phase of the Campaign. CAMPAIGN DOLLAR GOAL: The original goal of the Community Foundation was to raise $1.1 million for an Endowment Fund for the performing arts theatre at the Cultural Center. The Library Foundation goal was to raise $500,000 for books for the library at the Cultural Center. With the collaboration of the two 1 Foundations one campaign with two objectives was agreed upon. Ultimately, a Campaign goal $5 million was established. This goal allows for the recoup of costs associated with fundraising for the Campaign as well as Foundations' goals for the theatre, library and the Endowment Fund. PURPOSE OF THE ENDOWMENT: Originally, the Endowment was only for the theatre portion of the Cultural Center. As the important shift was taken place toward merging the Library Foundation campaign goal and volunteers and the Community Foundation campaign goal and volunteers into one Campaign team with a common goal, it made sense for the Endowment Fund to support both the operation of the theatre and the library. Therefore, purpose of the Endowment Fund is to provide a revenue source that will enhance and augment library and arts programming. FUND RAISING SPLIT BETWEEN LIBRARY AND THEATRE: The Foundations decided that the first million dollars of undesignated funds raised would be divided evenly between the Endowment Fund and the Library Book objectives. This, of course, does not apply to gifts designated by the donor specifically for the Library or the Theatre. After each objective has achieved at least $500,000, the remainder of all undesignated funds raised will go into the Endowment Fund. CAMPAIGN NAME AND LOGO: It is important that the Campaign have its own identity. A unique name, logo, letterhead, etc. for the Campaign is needed in order to achieve public identity. The Foundations have chosen the name, Promoting Arts and Literacy(PAL)for the Campaign. A design logo is being finalized for the Campaign that depicts the theatrical masks (comedy/tragedy)with books and colorful stars and streamers. CAMPAIGN VOLUNTEER LEADERSHIP STRUCTURE: Honorary Committee Community Leaders Members—What is needed from them. - a financial contribution - ideas and donor prospects - public endorsement Recommended members include: Randall Lewis, Cole Burr, Jim Previti, and Bob Balzar. Elected Officials Members—What is needed from them: -endorsement -ideas -leads -financial contribution Recommended members include: State Senator Jim Brulte, Congressman David Dreier, State Assemblyman Bob Dutton, County Supervisor Paul Biane, and regional Mayors, including Gary Ovitt, City of Ontario, Paul Eaton, City of Montclair, John Pomiersky, City of Upland, Paul Held, City of Claremont, Mark Nauimi, City of Fontana and Eunice Ulloa, City of Chino. Celebrity Members—What is needed from them. - public endorsement - photo op with campaign leaders - publicity photos 2 - permission to attribute campaign quotes to them - public appearances Suggested members include Susan Anton, Shirley Jones, Mark Harmon, Rod Gilfrey, etc. Campaign Cabinet—What is needed from them. - a stretch gift - solicit donations - provide prospective donor names - actual management and coordination of the campaign, supported by staff. Recommended members include: Co-Chairs of each of the Foundations, Tony Mize and Paul Williams. Other members recommended are: Jo Dutton, Mike Arreguin, Ruth Leal, Ray Wimberly, a leader from one of the local school districts. Other members of the Honorary Committee and the Campaign Cabinet may be recommended when advantageous to the Campaign. Campaign Divisions The two Foundations will serve as divisions of the Campaign. The divisions report to the Campaign Cabinet. The division of the two Foundations is at the task level. While both will be conducting personal solicitations of individuals and businesses, each will be responsible for a different fund-raising event. The Library Foundation will continue to produce the Telethon and the Community Foundation will continue to produce the Gala. All undesignated funds from both events will go into the Endowment Fund. CAMPAIGN STAFFING: The staffing pattern agreed upon by the Foundations for the initial Phase of the Campaign is as follows: • Community Services and Library staff to provide administrative support and coordination for the Campaign. • City staff to provide secretarial support for the Campaign. • Consultant to provide approximately twenty hours per month of technical support in fund development for the Campaign. • The Campaign Cabinet would be responsible for major Campaign decisions. • The Campaign Cabinet and the divisions would be primarily responsible for soliciting donations. CAMPAIGN BUDGET: Given the above staffing pattern and the fact that the City is already funding a variety of Campaign expenses from different sources, the only items left unaccounted in the Campaign Budget are the consultants fee and a hospitality line item to allow Campaign volunteers to take major donor prospects to lunch as part of the ask when those meal expenses are more than personal or company expense budgets can absorb. A Campaign Budget has been provided as an Appendix to this plan. CAMPAIGN TIMELINE: A detailed timeline has been developed by the Foundations that sets-forth a sequence of events for the Campaign. In addition, the timeline also includes some notes on Campaign strategy. This Campaign Timeline has been provided as an Appendix to this plan. 3 DONOR RECOGNITION PROGRAM: The Foundations have developed a detailed Donor Recognition Program for the Campaign. This information is provided as an Appendix to this plan. GIFT CHART: The Foundations have developed a Gift Chart noting statistical averages for achieving major gifts. This chart indicates gift levels, number of gifts required to achieve stated goal and the number of prospects generally required. A copy of the Gift Chart is provided as an Appendix to this plan. CAMPAIGN MATERIALS: • Form letter of invitation to prospective honorary committee members • Form letter of invitation to prospective campaign cabinet members • Form letter introducing the project to prospective donors. • Campaign pledge card. • Campaign brochure. FUTURE ITEMS: Additional Campaign materials yet to be addressed by the Foundations include: perks for donors like listing in news releases, seats or tables at the gala, lapel pins with the Campaign logo, etc. APPENDIX: • Campaign Budget • Campaign Timeline • Donor Recognition Program • Gift Chart I:ICOMMSERVICouncilBBoardslCommunityFoundationlFundDevelopmentPlanlFundDevelopmentPlanRevision.doc 4 I Promoting Arts and Literacy Campaign Preliminary Year End • 2003-2004 PAL Revenues: Community Foundation/Library Foundation Start-up Transfer $ 40,000 Gala $ 5,475 (includes only individual ticket sales, tables and raffle tickets) Winery Event $ 4,892 Bucks for Books $ 15,114 (this category will be distributed to books, bricks and other appeals once information sheets are returned from schools) Library Telethon $ 30,773 (this category will be distributed to books, bricks and other appeals once pledges have been paid and donor information forms have been received) Book Appeal $ 7,187 Brick Appeal $ 22,096 Playhouse.Seat Appeal $ 5,500 Family Wall of Art Tile Appeal $ 300 Library Stack Appeal $ 4,500 Library Table Appeal $ 1,000 Library Chair Appeal $ 300 PAL Bears $ 465 PAL Donations/Pledge Payments. $179,678 Expenditure Recovery $ 1,500 Total 2003/2004 Revenues: $318,780 PAL Expenditures: Gala $ 46,254 Winery Event $ 61 • Printing $ 3,393 Hospitality $ 139 Marketing/Promotion $ 1,660 23 Promoting Arts and Literacy Campaign Preliminary Year End • 2003-2004 Office Supplies $ 110 NSF Checks $ 160 Bank/Merchant Fees $ 727 Total 2003/2004 Expenditures:' $ 52,504 Ending Balance: $266,276 • I:ICOMMSERVCouncdBBoardslCommundyFoundationlSteH Repo 12004Woinll ib.CommFndMlgs@0032004Revenue.EVense.Summarydoc • 24 i • Promoting Arts and Literacy (PAL) Campaign Operating Budget Fiscal Year 2004/2005 2004/2005 Projected Revenue New PAL Contributions $ 378,171 (based upon annual percentage.of total fundraising goal of$3 million) PAL Pledge Payments $1,243,460 (based upon anticipated payment schedule of pledges made to date) Gala (New Donor Prospecting & Donor Recognition) $ 42,750 Bucks for Books Campaign (Direct Mail Appeal) $ 30,000 Winery Event (Holiday PAL Appeal) $ 4,000 'Sam Maloof Partnership (Partnership Fundraiser with Maloof Foundation) $ 10,000 Total Projected Revenue: $1,708,381 • 2004/2005 Projected Expenses Administrative Costs $ 5,000 (duplicating, hospitality, travel) 2003 Winery Event Reimbursement $ 1,824 2004 Library Telethon Reimbursement $ 16,115 Gala $ 38,240 Mark Christopher Charity Classic Volunteer Sponsorship $ 1,600 Bucks for Books Campaign $ 12,000 Winery Event $ 1,000 Sam Maloof Partnership Event $ 1,000 Marketing $ 3,500 • Total Projected Expenses: $ 80,279 Projected 2004/2005 Net Gain I:ICOMMSERNACouncii&BoardslCommunityFoundalionlSlal/RepoMs12004UointLib.CommPndMtgsIPAL04.05Budget.7.12.04.doc 25 PAL CASH REPORT JANUARY 2007 - Beginning Cash Balance $ 521,205.70 Deposits 1/2/2007 1,882.39 1/3/2007 400.00 1/4/2007 400.00 1/22/2007 1,416.27 1/22/2007 36,232.39 40,331.05 Merchant Service Fee (381.96) Merchant Service Fee Credit 381.96 Less Checks #2069 (682.33) The Video Guys-Gala Footage #2070 (1,398.21) Cly of Rancho Cucamonga-Gala P-CeN Purchases #2071- (179.43) Metal D6wr-Nameplates #2072 (20,000.00) R.C.Library Fountlation-Reimburse PAL Seed Fund #2073 (20,000.00) R.C.Community Foundation-Reimburse PAL Seed Fund #2074 (2,622.00) City of R.C/Lewis Family Playhouse-PFF Sponsorship #2075 - (Check voided) #2076 (972.00) City of R.CAmMs Family Playhouse-Lewis Sponsorship #2077 (73.81) City of Rancho Cucamonga-Reimburse Gala Expense (45,927.78) Ending Cash Balance 515,608.97 Checking Account Balance $ 515,682.78 Less Outstanding Checks #2077 (73.81) (73.81) Adjusted Bank Balance $ 515,608.97 Pal Laif Investment through RCCF-$1,458,044.69 Pal Total Account Balance-$1,973,653.66 ttankotAmerica H - BANK OF AMERICA, N.A. Account Number 1655 GRANT STREET BLDG A-10TH FLOOR 01 01 146638 E# CONCORD, CA 94520-2445 Last Statement: 12/29/2006 This Statement: 01/31/2007 Customer Service RANCHO CUCAMONGA COMM. FOUNDATION 1-888-400-9009 RANCHO CUCAMONGA LIBRARY FOUNDATION DBA PAL CAMPAIGN Page 1 of 3 10500 CIVIC DR — P .O. BOX 807 RANCHO CUCAMONGA CA 91729-0807 NON-PROFIT CHECKING Account Summary Information Statement Period 12/30/2006 - 01/31/2007 Statement Beginning Balance 536,635.00 Number of 8 Amount of Deposits Credits 40 713.01 Number of Checks 9 Amount oi-Checks Number of Other Debits 1 Amount of Other Debits 61,283.27 Statement EndingBalance 381.96 515,682.78 Number of Enclosures g Service Charge .00 De osits and Credits Date Customer Posted Reference Amount Description Bank Reference 01/03 381.96 aNUwu-Adjustments : Reversing Merchant Fees For Del2330246000183: 01/03 camber 2006 500.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533303008080581 INDN:PAL CAMPAIGN CO ID:1210001922 CCD 01/03REF:00145951338712110625000700300808058107010322 O1/OS 1,382.39 CA NIGHT DEPOSIT 152106660338532 , 01/16 400.00 CA VAULT DEPOSIT 152106560712443 01/23 400.00 CA VAULT DEPOSIT 152105760811345 100.00 BOFA MS 1922 DES:MERCH SETL ID:430132313591041533323006044789 INDN:PAL CAMPAIGN CO ID:1210001922 CCD 01/23 REF:00145951338712110825000702300604478907012322 01/23 36,132.39 CA VAULT LT DEPOSIT 152105560483313 152105560483307 Withdrawals and Debits Checks Check Date Bank Check Date Bank Number Amount Posted Reference Number mount Posted Reference 2067 1,800.00 01/05 5660247336 2072 20,000.00 01/23 5560483302 2068 13,629.30 01/10 5060338228 2073 20,000.00 01/23 5560483306 2069 682.33 01/08 0292848974 3586 2074 2,622.00 01/30 6460760533 2071 1,179.43 01/30 4760316159 2076* 972.00 01/30 6460760535 Other Debits Date Customer Bank Posted Reference Amount Description Reference 01/02 381.96 BOFA MS 1922 DES:MERCH FEES ID:430132313591041 02014397145 INDN:PAL CAMPAIGN CO ID:3210001922 CCD REF:00145951338712110825000700201439714507010227 * Pe�� Preceding checks are still outstanding or have been included in a previous statementtl