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HomeMy WebLinkAbout09/03/10 Community Foundation Board Agenda COMMUNITY FOUNDATION AVAN BOARD OF DIRECTORS AGENDA CITY OF RANCHO CUCAMONGA SPECIAL MEETING Revised March 10, 2009 6:00 p.m. Civic Center 10500 Civic Center Drive Rancho Cucamonga, CA 91730 Board Members Tony Mize, Chair Linda Bryan, Member Charles Buquet, Member Harvey Cohen, M.D., SecretarWTreasurer Brad Firle, Member Thomas Galindo, Vice Chair Judy Gibson, Member Lupe Jaramillo, Member Marian Nelson, Member City Offices: (909)477-2760 COMMUNITY FOUNDATION ;W BOARD OF DIRECTORS 2 CrxwONGA March 10, 2009 1. Pledge of Allegiance 2. Roll Call: Linda Bryan _ Judy Gibson Charles Buquet _ Lupe Jaramillio Harvey Cohen, M.D. _ Tony Mize _ Brad Firle Marian Nelson Thomas Galindo 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 item is expected to be routine and non-controversial. It will be acted upon by the Board at one time without discussion. Any item maybe removed by a Boardmember or member of the audience for discussion: 1. Approval of the Minutes of the Special Community Agenda pages Foundation Meeting held January 14, 2009. 1-4 2. Receive and file Treasurer's Reportforthe month of January 5-29 2009 and PAL Cash Reports for the months of May 2008 through January 2009. The following items are not public hearing items,although the Chair may open the meeting for public input: 1. Update on Season Announcement Event. 30 COMMUNITY FOUNDATION Ww"o BOARD OF DIRECTORS 3 C10 ONo" March 10, 2009 2. Update on the 2009 Gala for the Arts scheduled for May 16, 31-33 2009, at the Victoria Gardens Cultural Center. 3. Update on the Community Foundation's 2009 Golf 34 Tournament to be held on November 16, 2009, at Red Hill Country Club. 4. Update on a Special Benefit Performance at the Lewis 35 Family Playhouse during the 2009-2010 Season. 5. Discussion regarding the Community Foundation's support 36-37 for the 2009/2010 Fiscal Year. 6. Request for approval of affiliate status for the City's Armed 38 Forces Banner Program. 7. Update regarding grant submittals. 39-40 8. Discussion regarding the Community Foundation's By-taws 41-47 Governing Members'Attendance. 9. Review of the Community Foundation's Schedule of 48-51 Meetings for the period of March through June 2009. 10. Discussion of items forthe Community Foundation's Annual 52 Board Meeting to be held on June 10, 2009. This is the time forthe Board to identify the items theywish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for a future meeting: I, Melissa Morales, Community Foundation Secretary, hereby certify a true, accurate copy of the foregoing Community Foundation agenda was posted on March 5, 2009, seventy-two(72)hours prior to the meeting per A.B. 2674 at 10500 Civic Center Drive, Rancho Cucamonga, California. ..r COMMUNITY FOUNDATION MINUTES OF THE JANUARY 14, 2009, SPECIAL MEETING A. CALL TO ORDER A special meeting of the Rancho Cucamonga Community Foundation was held on Wednesday, January 14, 2009, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Dr., Rancho Cucamonga, California. The meeting was called to order at 5:03 p.m. by Chair Mize. Present were: Board Members: Bryan, Buquet, Fide, Galindo, Nelson and Mize. Absent: Cohen, Gibson (due to a personal matter)and Jaramillo. Staff: Kevin McArdle, Community Services Director; Francie Palmer, Community Services Marketing Manager, Nettie Nielsen, Community Services Superintendent; Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTSIPRESENTATIONS None C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. D. CONSENT CALENDAR 1. To approve the Minutes of the Special Community Foundation Meeting held December 10, 2008. 2. To receive and file Treasurers Report for the months of October, November and December 2008. MOTION: Moved by Chair Mize, seconded by Member Buquet,to approve the Consent Calendar, as submitted. Motion carded: 6-0-3(Absent: Cohen, Gibson and Jaramillo). E. FOUNDATION BUSINESS 1. The review and request for approval of a budget, proposed sponsorships and added value items for the Community Foundation's 2009 Golf Tournament was opened by Director McArdle. He asked that Members consider fee and branding adjustments from last year's successful tournament and deferred to Committee Chair Buquet and Consultant Stephen Wagner. Chair Buquet called on Consultant Wagner to present his recommended opportunities to meet the adjusted fundraiser goal for this year's tournament. Consultant Wagner addressed the Board on proposed upgrades to the tournament including a name change from "$100,000"to 1150,000 Golf Tournament"; adding an additional $5,000 of raffle prizes (which could be lowered if Members January 14, 131 r successful solicit for donations); an increased gift pack for the golfers; additional beverage stations and doubling the "Hole-In-One" prize. He reviewed the 2009 vs 2008 sponsorship inventory comparison and recommended confirming the major sponsorship by Burrtec for possible announcement at the upcoming City Council meeting. In addition, Consultant Wagner discussed the addition of non-golfing sponsorships and estimated a profit to exceed $101,000.00. He requested the Board's approval of the recommendations and to authorize him to proceed. Committee Chair Buquet added that this year the efficiency in processing the credit cards will be a addressed and reminded the Board that he needs everyone's help in finding auction items. Brief discussion was held on the suggestion to replace monetary awards with trophies,which Consultant Wagner did not recommend. Director McArdle asked the Board not to forget to utilize the Playhouse volunteers and to be cautious based on the current state of the economy. MOTION: Moved by Member Firle, seconded by Vice Chair Galindo, to approve the proposal of changes for the Community Foundation's 2009 Golf Tournament, as recommended by Committee Chair Buquet and Consultant Wagner. Motion carried: 6-0-3 (Absent: Cohen, Gibson and Jaramillo). 2. Discussion regarding the 2009 Gala for the Arts was presented by Committee Chair Nelson who distributed a spreadsheet which included 2008's budget and estimates for this year's budget. She reviewed proposed expenditures estimated between $38,000 and $56,000 based on the type of entertainment and projected revenues of $82,828 which includes monies raised from a raffle and also a decrease in the price of individual tickets to$100 each to help increase ticket sales. Director McArdle helped clarify how the raffle could be administered including sending the tickets with the invites and asking anyone interested in purchasing to return the check and ticket stub. He also explained that the City could waive the exclusivity clause for the Cultural Center's caterer and would cover the costs for postage for invites. A question was raised on the prize for the raffle, and Chair Nelson responded that a $2,000 shopping spree was one possibility and that she would allocate volunteers to concentrate solely on the raffle. A suggestion was also made that the photographer's quote be analyzed to possibly reduce costs and Manager Palmer added that she is not sure if she will have a trade agreement with the local newspaper which might affect ad costs. Discussion ensued regarding the entertainment component Committee Chair Nelson distributed a budget proposal with various options for the Gala performance that included hosting a Broadway Trio, Large Concert, "Recognizable" comedian or "No Name" comedian in either the Playhouse or Celebration Hall. Comments from Members include support in keeping the event elegant, keeping costs down, as well as concern with booking only one comedian if they are not successful. The need to have a recognizable name in order to sell tickets was also mentioned. anuary 14, ZUUY P2 r Following their input, staff was requested to explore booking a Broadway Trio or Comedian within the budget of$25,000 to $30,000 total cost. Staff was also requested to research the feasibility of booking Rockapella or Collin Raye. Due to a prior engagement, Member Buquet left the meeting at 5:55 p.m. and did not return. MOTION: Moved by Member Bryan, seconded by Vice Chair Galindo, to approve the budget for the 2009 Gala for the Arts as presented by Chair Nelson. Motion carried: 5-0-4 (Absent: Buquet, Cohen, Gibson and Jaramillo). 3. Consideration of Community Foundation support of the Fiscal Year 2009/10 Playhouse Season was presented by Superintendent Nielsen. She referenced staffs report which included information on programming supported by the Foundation for the 2008/09 season and potential 2009/10 programming that could be sponsored including: Playhouse performances; Studio Theatre performances (Black Box) and an Arts Accessibility Program. She responded to questions from Members regarding Black Box performances, tours by the students and the Artist in Residency program. She clarified that"Black Box' performances are smaller performances held in the studio theatre;that due to the number of students that attend the school shows, backstage tours are usually not possible and noted that first Artist in Residency program with David Wood was a great success. A question was also raised on the number of school districts that have sent students to attend Theater for Young Audiences (TYA) performances. Manager Palmer was requested to provide the information via e-mail and to also include the number of schools that have participated. Superintendent Nielsen also confirmed the proposed $56,000 sponsorship consideration was an increase from last year's support. Following their discussion, the following motion was presented: MOTION: Moved by Vice Chair Galindo, seconded by Member Nelson, to approve the Community Foundation's support of programming for the 2009/10 Lewis Family Playhouse Season in the amount of$56,000.00, as presented by staff: Motion carried: 5-0-4 (Absent: Buquet, Cohen, Gibson and Jaramillo.) 4. Consideration of appointments to various Community Foundation committees was introduced by Director McArdle. He briefly reviewed the current memberships on the Membership/Nominating, Fund Development, Finance, Gala for the Arts and Golf Tournament committees and encouraged the new Members to join Committees of interest. Following each Members comments the Committee Memberships were approved as follows: Membership/Nominating Committee—Cohen(Chair), Bryan, Firle and Galindo; Fund Development — Mize (Chair), Galindo, Jaramillo and Nelson; Finance—Buquet(Chair) Cohen, Firle and Galindo; Gala for the Arts— Nelson, Bryan, Firle and Gibson and Golf Tournament— Buquet, Galindo, Gibson and Jaramillo. No other action was taken. anuary 14, P3 F. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Director McArdle informed the Board that the Artist in Residency program would be highlighted at the City Council's February 4th meeting starting at 7:00 p.m. He encouraged those interested to attend. He added that presentation of major sponsors of the recent Golf Tournament would be held on February 18th at 6.00 p.m. G. ADJOURNMENT Chair Mize adjourned the Special Community Foundation Meeting. The meeting adjourned at 6:35 p.m. with all Members present except Buquet, Cohen, Gibson and Jaramillo. Respectfully submitted, Melissa Morales Senior Administrative Secretary anuary 14, P4 COMMUNITY FOUNDATION RANCHO CUCAMONGA DATE: FEBRUARY 2,2009 TO: RANCHO CUCAMONGA COMMUNITY FOUNDATION BOARD FROM: KATHYJAMES SENIOR ACCOUNT TECHNICIAN SUBJECT: CASH REPORT-JANUARY 2009 BEGINNING MTD MTD ENDING CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND GENERAL $108,85875 $3220 ($3,16816) $105,]22]9 JACK McNAY MEMORIAL 1,46316 000 000 1,46316 ENDOWMENT/DEFERRED GIVING 9,88575 000 000 9,885]5 YOUTH ACHIEVEMENT 17140 000 000 17140 LEARN NOT TO BURN 1,86000 000 000 1,86000 OFF-PARK DOG LEASH FUND 12500 000 000 12500 RC ANIMAL SHELTER 86,39152 000 000 86,39152 SENIOR CENTER FUND 38,257 84 000 000 38,257.84 PACIFIC ELECTRIC TRAIL FUND 1500 000 000 1500 WILDLAND INTERFACE FUND 6400 000 0.00 6400 JAMES CURATALO MEMORIAL FUND 6,25184 000 000 6,25184 OPERATING RESERVE FUND 1100000 000 000 1100000 RALPH LEWIS MEMORIAL FUND 66051 000 0.00 66051 TOTAL $255,004.77 $32.20 ($3,16846) $251,868.81 RECONCILIATION Union Bank Checking Account Balance 1131/09 $248,39766 Less Outstanding Checks #10029 (16281) #10030 (344 00) 010032 (22925) #10033 (11856) #10036 (33016) #10037 (30000) (1,484 78) Investments-IAF 4,95593 BALANCE $251,868.81 Note RCCF Invests PAL revenue with IAlF in the amount o($1,863.34572 10500 Civic Center Dr •PO Box 807• Rzocho Cucamonga,CA 91729-0807•TI 909-477-'_760•Fu 909-477-2761 •www RCpark mm �5 JANUARY 2009 REVENUE&EXPENDITURE DETAIL REVENUES GENERAL FUND LAIF-Interest 3220 Total General Fund $3220 TOTAL REVENUES $32.20 EXPENDITURES GENERAL FUND Altru,LLC-Liability Insurance $2.53800 Cly of RanUO Cucamonga-Rmb Business B Thank You Cards 33016 Stephen Wagner-Cash Advance for Auction 30000 Total General Fund $3,16816 TOTAL EXPENDITURES $3,168.16 P6 Union Bank of California - Statement Page 1 of 1 ONLINE STATEMEN TS SANDRA RAMIREZ sandra.mmirez@cityofrc.us Comm Select Bank Account:0 2740024431 RANCHO CUCAMONGA COMMON ITYFOUNDATION Select Time Period: Recent 90 Days January 30,20,09 :73 SHO 60T01' Public Fund Checkma Summary I Checks Paid I Dally_Ledger Balance Go green this year with online statements instead of paper!Call your banker to make the switch. RANCHO CUCAMONGA COMMUNITY FOUNDATION your Banking Office and Haw to Con[aSt Us PO BOX 807 Disclosure_ RANCHO CUCAMONGA CA 91729 Public Fund Checking Summary Account Number 2740024437 Days in statement period: 30 Balance on 1/ 1 S 250,986.74 Total Credits 0.00 Total Debits -2,589.08 Checks paid (3) -2,589.08 Balance on 1/30 S 248,397.66 Number Date Checks Paid Number Date Amount Amount 10028 1/6 $ 28.00 10035 1/13 $ 2,538.00 10033* 1/9 2308 3 Checkspaid Total ; 2,589.08 *Checks missing In sequence.Out of sequence check numbers may also be located in the Electronic Debits section of your statement. Daily Ledger Date Ledger Balance Date Ledger Balance Balance 1/2-1/5 $ 250,986.74 1/9-1/12 $ 250,935.66 1/6-1/8 250,958.74 1/13-1/30 248,397.66 i htipS://statements.uboe.Corn/isu/bUSStatementFormat.isn1r1��„P7 PAL CASH REPORT JANUARY 2009 Beginning Cash Balance 3 826,008.66 Oepe ccs _ Less Checks Memhanl Service Fee (183 58) Ending Cash Balance It 825,826.08 Union Bank Checking Account Balance $ 825,826.08 Oepos4 m TransB _ Less Outstanding Checks - Adjusted Bank Balance $ 625,826.08 Pal Lail Investment through RCCF-$1,883,345.72' Pal Total Account Balance-$2,689,17180 •uiv m�««�..m.e ivewe-s++.ers 6J P8 Union Batik of California- Statement Page 1 of 1 • B�N'or MINE MEN SANDRA RAMIREZ sandrd.ramirex@cityofrc.m Emzmz�� Select Bank Account:M 2740024518 LIBRARY FOUNDATION DBA PALCAMPAIGN Select Time Period: Recent 90 Days January 30,2009 rS48MITe Go TOH Public Fund CheclOgg Susmary I Electronic credits I Other tlehi ,fees and adjustments Daly-Luer Balance Go green this year with online statements instead of paper!Call your banker to make the switch RANCHO CUCAMONGA COMMUNITY AND Your Banking Cfnce_and How-k-Contact Us LIBRARY FOUNDATION DCsclosure OBA PAL CAMPAIGN PO BOX B07 RANCHO CUCAMONGA CA 91729 Public Fund Checking Summary Account Number; 2740024518 Days In statement period:30 Balance on 111 $ 825,651.33 Total Credits 358.33 Electronic credits(1) 358.33 Total Debits -183.58 Other debits(1) -183.58 Balance on 1/30 $ 825,826.08 Electronic Date Desaiptlon Reference Amount credits 1/8 CASH MANAGEMENT BKTRANSFER 93090653 $ 358.33 Other debits, Date Description Reference Amount tees and 1/2 MERCHANT SERVICE MERCH FEE CCD adjustments 8014419092 55189180 $ 183.58 Daily Ledger Date Ledger Balance Date Ledger Balance Balance 1/2-1/7 $ 825,467.75 1/8-1/30 $ 825,826.08 littps://statements.uboc.com/jsp/bUsStatementFormat.jsp 2/3/2009 P9 PAL CASH REPORT DECEMBER 2008 Beginning Cash Balance $ 761,28248 Deposits 12/1]/2009 435.00 108 55,00000 IV 12/1]/207=08 358.33 12/17/2000 11,54600 6],339 33 CmEa Can Fees -Golf Toumament 12/1rz008 (1,129.34) Less Checks #10007 (44816) Fund Rename.Engneve99nake #10008 05400) Ch,or Reno Cucamonga-SPamor Trckete #10609 (88295) RC LIMery Foundation-RePletvment Check PAL The. (1,482 81) Ening Cash Balance $ 826,009.66 Union Bank Checking Account Balance $ 825,651.33 Deposit in Transit 35833 Less Outstanding Checks Adjusted Bank Balance $ 826.009.66 Pal Lai'Investment through RCCF-$1,851,522 09 Pat Total Account Balance-$2,6]],531 75 1310 Page 1of2 RANCHO CUCAMONGA OF ACCOUN78 COMMUNITY AND Statement Number:2740024518 UNION BANK OF CALIFORNIA 11129/08-12/31/08 GOVERNMENT SERVICES- SOUTH 274 POST OFFICE BOX 513840 Customer Inquiries LOS ANGELES CA 90051-3840 800-798-6466 Thank you for banking with us since 2008 RANCHO CUCAMONGA COMMUNITY AND LIBRARY FOUNDATION DBA PAL CAMPAIGN PO BOX 807 RANCHO CUCAMONGA CA 91729 ■ FDIC insurance coverage has changed.In addition to$250,000 coverage per deposatorper ownership category, all personal and business non-interest bearing transactions accounts at Union Bank are fully insured for entire amount in the account.Contact the FDIC at 1-877-275-3342 or visit www/dm gov These changes are temporary and will expire December 31, 2009 Public Fund Checking Summary Account Number 2740024518 Days in statement period.Days in statement period 33 Balance on 11129 $ 761,118.48 Total Credits 67,145.00 Deposits (4) 67.145.00 Total Debits -2,612.15 Checks paid(3) -1.482.81 Other debits(1) -1,129.34 Balance on 12131 $ 825.651.33 CREDITS Deposits-striding check and cash credits Data Descnphon/Locahon Reference Amount 1214 UNENCODED COURIER DEPOSIT 45091391 $ 1670-0 12117 MERCHANT SERVICE MERCH DEP CCD 8014414042 55402490 435.00 12/19 UNENCODED COURIER DEPOSIT 47520710 11,546 00 12/23 UNENCODED COURIER DEPOSIT 46611611 55,00000 4 Deposits Total $ 67,145.00 DEBITS Check Paid Number Date Amount Number Date Amount 10007 12/19 44676 10009 12/16 88205 10008 12/24 15400 3 Checks paid Total $ 1,482.81 1311 Page 2 of 2 RANCHO CUCAMONGA COMMUNITY AND Statement Number:2740024518 11/29/08. 12131108 Other debits,fees and adjustments Date Description Reference Amount 12/1 MERCHANT SERVICE MERCH FEE CCO54986860 S 1,12934 8014414042 Daily Ledger Balance Date Ledger Balance Data Ledger balance 12/1-12/3 $ 759,989 14 12119-12/22 $ 770,805 33 12/4-12/15 760,153 14 12/23 825,805 33 12/16 759,271 09 12/24-12/31 825,651 33 12/17-12/18 759,70609 P12 M a PAL CASH REPORT NOVEMBER 2008 Beginning Cash Balance $ 761,630.33 Deposits 11/3/2008 164.00 11/17/2008 23,990.00 24,154.00 Less Checks #10006 (24,501 85) Red Hill Country Club-Golf Tournament Ending Cash Balance $ 761,282.48 Union Bank Checking Account Balance $ 761,118.46 Deposit In Transit 164.00 Less Outstanding Checks - Adjusted Bank Balance $ 761,282.48 Pal Laif Investment through RCCF- $1,851,522.09 Pal Total Account Balance- $2,612,804.57 STATEMENT Page 1 of RANCHO OF ACCOUNTS COMMUNITY ANDCUCAMON GA Statement Number:2740024518 UNION BANK OF CALIFORNIA 11/01/08-11128/08 GOVERNMENT SERVICES- SOUTH 274 POST OFFICE BOX 513840 Customer Inquiries LOS ANGELES CA 90051-3840 800-798-6466 Thank you for banking with us since 2008 RANCHO CUCAMONGA COMMUNITY AND LIBRARY FOUNDATION DBA PAL CAMPAIGN PO BOX 807 RANCHO CUCAMONGA CA 91729 ■ There have been recent"creases to FDIC tlapoart insurance coverage.For current murn ion,please call 1-877-ASK-FDIC or visit yh ry jdic.gov Public Fund Checking Summary Account Number 2740024518 Days in Statement period Days in statement period.28 Balance on 11/1 $ 761,630.33 Total Credits 23,990.00 Deposits(1) 23,990 00 Total Debits -24,501.85 Checks paid(1) -24,501.85 Balance on 11/28 g 761,118.48 CREDITS Deposits mcludng check and cash credits Dafe DescnphoMLocahon Pali11/18 MERCHANT SERVICE MERCH DEP CCD 8014414042 Amount 56687011 $ 23,99000 DEBITS Check Paid Number Date Amount Number Date 10006 11/21Amcunf 24,501 85 Daily Ledger Balance Date Ledger Balance Dam Ledger Balance 11/3-11/17 $ 761,630.33 11/21-11/28 $ 761,118 48 11/18-11/20 785,620 33 P14 PAL CASH REPORT OCTOBER 2008 Beginning Cash Balance $ 754,517 56 Deposits 10/6/2008 6,230.72 6,23072 Check#2113 Voided 88205 Less Checks _ Ending Cash Balance $ 761,630.33 Union Bank Checking Account Balance $ 761,630 33 Deposit in Transit _ Less Outstanding Checks _ Adjusted Bank Balance $ 761,630.33 Pal Lad Investment through RCCF-$1,851,522.09(Leif quarterly interest earned$12,829 69) Pal Total Account Balance-$2,613,152 42 P15 ® 84ATEIMEN4 Page 1 of RANCHO OF ACCOUNTS COMMUNITY ANDCUCAMONGA Statement Numbar:2740024516 UNION BANK OF CALIFORNIA 10/01/08- 10/31/08 GOVERNMEXT SERVICES- SOUTH 274 POST OFFICE BOX 513640 Customer Inquiries LOS ANGELES CA 90051-3840 600-798-6466 Thank you for banking with us since 2008 RANCHO CUCAMONGA COMMUNITY AND LIBRARY FOUNDATION DBA PAL CAMPAIGN PO BOX 807 RANCHO CUCAMONGA CA 91729 ■ With almost 150 years m California and a solid balance sheet, Union Bank is well positioned to move your busness forward through these times Call us at 1-888-816-6060 to see how we can continue putting our strength to work for you Member FDIC Public Fund Checking Summary Days in statement period.Days in statement penAccount Number 2740024518od'31 Balance on 1011 8 754,517.56 Total Credhs 7,112.77 Deposits(1) 6,230 72 Electronic credits(1) 882.05 Total Debits 0.00 Balance on 10/31 $ 761,630.33 CREDITS Deposits rncludm9 check and cash credits Date DescnphoNLocahon Reference 10/9 UNENCODED COURIER DEPOSIT Amount 47612855 $ 6,230.72 Electronic credits Date Descnpnon/Location Refarence 10/2 WIRE TRANS TRN 10021324636 100208 2008106.... ... 93055675-$ W2 Amount $ 882.05 DEBITS Daily Ledger Balance Date Letlger Balance Date 1011 $ 754,517 56 10/9-10/31 Letlger Balance 10/2-10/8 755,399.61 $ 761,630 33 P16 PAL CASH REPORT SEPTEMBER 2008 Beginning Cash Balance $ 754,217 56 Deposits 9/152008 30000 30000 Less Checks _ Ending Cash Balance $ 754,517.56 B of A Checking Account Balance $ 882.05 Union Bank Checking Account Balance 754,517 56 Deposit in Transit _ Less Outstanding Checks #2113 (882 05) Adjusted Bank Balance $ 764,517.56 Pal Laif Investment through RCCF-$1,838,692 40 Pal Total Account Balance-$2,593,209 96 P17 Bankof America�1� BANK OF AMERICA, N.A. Account Number 1459513387 1655 GRANT STREET BLDG A-10TH FLOOR O1 01 62876 Ek 0 CONCORD, CA 94520-2445 Last Statement: 08/29/2008 This Statement: 09/30/2008 Customer service RANCHO CUCAMONGA COMM. FOUNDATION 1-888-400-9009 RANCHO CUCAMONGA LIBRARY FOUNDATION DBA PAL CAMPAIGN Page 1 of 2 10500 CIVIC DR P . O. BOX 807 RANCHO CUCAMONGA CA 91729-0807 Reminder: Beginning in September, the check-cashing fee will increase to $6. This fee applies only to payees who cash checks drawn on a Bank of America business account in our banking centers and do NOT maintain a relationship with Bank of America. The fee price may vary and is new in some states. Bank of America offers a number of alternatives to avoid check-cashing fees including a package of banking benefits for your employees, direct deposit of paychecks and more. Please call the number on this statement to learn more about the alternatives. We value your business and are ready to assist you. ON-PROFIT CHECKING Account Summary Information Statement Period 08/30/2008 - 09/30/2008 Statement Beginningg Balance 882.05 Number of Deposits/Credits 0 Amount of Deposits/Credits .00 Number of Checks 0 Amount of Checks 00 . Number of Other Debits 0 Amount of Other Debits .00 Statement Ending Balance 882.05 Number of Enclosures 0 Service Charge .00 Dail Bal nces _Date —Ledger Balance Collected Bal Dias T d er Balance collected Balance 08/29 882.05 882.05 09/30 882.05 882.05 0 ® STATEMENT Page I fl RANCHO RANCHO CUCAMONGA ®F ACCOUNTS COMMUNITY AND Statement Number:2740024518 UNION BANK OF CALIFORNIA 08/30/08-09/30/08 GOVERNMENT SERVICES- SOUTH 274 POST OFFICE BOX 513840 Customer Inquiries LOS ANGELES CA 90051-3840 800-798-6466 Thank you for banking with us since 2008 RANCHO CUCAMONGA COMMUNITY AND LIBRARY FOUNDATION DBA PAL CAMPAIGN PO BOX 807 RANCHO CUCAMONGA CA 91729 ■ Helping your employee can help your business thnve That's why Union Bank developed Company Benefits Banking®, a special banking package you can offer your employees to reward their hard wont and encourage their continued loyalty.Find out more by contacting your local branch manager or vesting unionbank con, benefits. Public Fund Checking Summary Account Number.274D024518 Days in statement period Days in statement period 32 Balance on 8/30 $ 754,217.56 Total Credits 300.00 Deposits(10) 30000 Total Debits 0.00 Balance on 9/30 $ 754,517.56 CREDITS Deposits mGuding check end cash credits Date DescnpbonlLocahon Reference Amount 9/17 CCV DEPOSIT SEQ#0917210590 A-OOOOOOOOOOS 90221656 $ 30 00 9/17 CCV DEPOSIT SEQ#0917210570 A-OOOOOOOOOOS 90221654 3000 9/17 CCV DEPOSIT SEQ#0917210560 A-00000000005 90221653 30.00 9117 CCV DEPOSIT SEQ#0917210550 A-0OOOOOOOOOS 90221652 30.00 9/17 CCV DEPOSIT SEQ#0917210540 A-0000000000S 90221651 30.00 9/17 CCV DEPOSIT SEQ#0917210530 A-00000000005 90221650 3000 9/17 CCV DEPOSIT SEQ#0917210470 A-00000000005 90221644 30.00 9/17 CCV DEPOSIT SEQ#0917210680 A-00000000005 90221665 3000 9/17 CCV DEPOSIT SEQ#0917210670 A-OOOOOOOOOOS 90221664 30.00 9/17 CCV DEPOSIT SEQ#0917210660 A-00000000005 90221663 30.00 10 Deposits Total $ 300.00 DEBITS Daily Ledger Balance ,.Is Ledger Balance Date Ledger Balance 912-9/16 $ 754,217.56 9/17-9/30 $ 754,517 56 P19 PAL CASH REPORT AUGUST 2008 Beginning Cash Balance $ 754,377 18 Deposits 8/25/2008 5,00000 500000 Less Checks #10002 (1,60720) United States Treasury-Tax Deposit #10003 (28325) City of Rancho Cucamonga-Charge Rmb #10004 (2,45000) Nelson B Side-PAL Show #10005 (81917) Metal Decor-Nameplates (5,15962) Ending Cash Balance $ 754,217.56 B of A Checking Account Balance $ 882.05 Union Bank Checking Account Balance 754,217 56 Deposit in Transit - Less Outstanding Checks #2113 (882 05) Adjusted Bank Balance $ 754,217.56 Pal Laif Investment through RCCF-$1,838,692 40 Pal Total Account Balance-$2,592,909 96 P20 Bankof America BANK OF AMERICA, N.A. Account Number 1459513387 1655 GRANT STREET BLDG A-10TH FLOOR al 01 63273 E8 0 CONCORD, CA 94520-2445 Last Statement: 07/31/2008 This Statement: - 08/29/2008 Customer Service RANCHO CUCAMONGA COMM. FOUNDATION 1-888-400-9009 RANCHO CUCAMONGA LIBRARY FOUNDATION DBA PAL CAMPAIGN Page 1 of 2 10500 CIVIC DR P . O. BOX 807 RANCHO CUCAMONGA CA 91729-0807 Reminder: Beginning in September, the check-cashing fee will increase to $6. This fee applies only to payees who cash checks drawn on a Bank of America business account in our banking centers and do NOT maintain a relationship with Bank of America. The,fee price may vary and is new in some states. Bank of America-offers a number of alternatives to avoid.check-cashing fees including-w package of banking benefits for your employees, direct deposit of paychecks and more. Please cali.the number on this statement to learn mare about the alternatives. We value yourbusiness and are ready to assist you, NON-PROFIT CHECKING Account Summary Information Statement Period 08/01/2008 - 08/29/2008 Statement Beginning Balance 882.05 Number of Deposits/Credits 0 Amount of Deposits/Credits .00 Number of Checks � 0 Amount of Checks .00 Number of Other Debits 0 Amount of Other Debits .00 Statement Ending Balance 882.05 Number of Enclosures 0 Service Charge .00 Daii Balances Date Ledger Balance Collected B t D I ateL.dzer Balance Collected Balance 07/31 882.05 882.05 08/29 882. 05 882.05 Union Bank of California- Statement Page 1 of ] ONLINE STATEMENTS 0 SANDRA RAMIREZ sandra.ramirez@cityofrc.us Select Bank Account:M 2740024518 LIBRARY FOUNDATION DBA PAL CAMPAIGN Select Time Period: Recent 90 Days - August 29,2008 . Go To 1 Public Fund Checkln_g Sum maw I Deposits Checks Pad I DaIN Ledger Balance Offer your customers more ways to pay.When you partner with Union Bank of California and Elavon,your banking and transaction-processing solutions are backed by the strength of Union Bank and supported by the electronic Payment-processing expertise of Haven,allowing you a one-stop solution for all bankmg and processing needs.Best of all,you'll receive funds in one business day when depositing to your Union Bank account RANCHO CUCAMONGA COMMUNITY AND Your Bankes Office and How to Contact U LIBRARY FOUNDATION Disclosure DBA PAL CAMPAIGN PO BOX 807 RANCHO CUCAMONGA CA 91729 Public Fund Checking Summary Account Number: 2740024518 Days In statement period:29 Balance on 8/ 1 $ 754,377.18 Total Credits 5,000.00 Deposits(1) 5,000.00 Total Debits -5,159.62 Checks paid(4) -5,159.62 Balance on 8/29 $ 754,217.56 Deposits Date Description Reference Amount Including check 8/27 CARRIER DEPOSIT 45755076 $ 5,000.0 0 and cash credits Checks Paid Number Date Amount Number Date Amount 10002 8/13 $ 1,607.20 10004 8/22 $ 2,450.00 10003 8/15 263.25 10005 8/26 819,17 4 Checks paid Total $ 5,159.62 Daily Ledger Date Ledger Balance Date Ledger Balance Balance 6/1-8/12 $ 754,377.18 8/22-8/25 $ 750,036.73 8/13-8/14 752,769.98 8/26 749,217.56 8/15-8/21 752,486.73 8/27-8/29 754,217,56 httl)s://statements.uboc.com/isp[busStatementFormaLjsp 9/2/2822 PAL CASH REPORT July 2008 Beginning Cash Balance $ 814,21318 Deposits 7/14/2008 10,164 00 10,164.00 Merchant Service Fees (40 00) Merchant Service Fee Credit 4000 Less Checks #10001 (70000.00) City of Rancho Cucamonga-Lewis Playhouse Sponsorship (70,000 00) Ending Cash Balance $ 754,377.18 B of A Checking Account Balance $ 88205 Union Bank Checking Account Balance 754,377 18 Deposit in Transit - Less Outstanding Checks #2113 (882 05) Adjusted Bank Balance $ 754,377.18 Pal Laif Investment through RCCF-$1,838,692 40(Laif Quarterly Interest Earned$16,737,88) Pal Total Account Balance-$2,593,069 58 W W Bankof America BANK OF AMERICA, N.A. Account Number 1459513387 1655 GRANT STREET BLDG A-10TH FLOOR O1 01 59214 ER 0 CONCORD, CA 94520-2445 Last Statement: 06/30/2008 This Statement: 07/31/2008 Customer Service RANCHO CUCAMONGA COMM. FOUNDATION 1-888-400-9009 RANCHO CUCAMONGA LIBRARY FOUNDATION DBA PAL CAMPAIGN Page 1 of 2 10500 CIVIC DR P. O. BOX 807 RANCHO CUCAMONGA CA 91729-0807 NON-PROFIT CHECKING _- Account Summary Information Statement Period 07/01/2008 - 07/31/2008 Statement Beginning Balance 815,095.23 Number of Deposits/Credits 1 Amount of Deposits/Credits 40.00 Number of Checks 0 Amount of Checks Number of Other Debits 2 Amount of Other Debits814,253..00 18 Statement Ending Balance 882.05 Number of Enclosures 0 Service Charge .DO D_e a 'ts and Credits Date Customer Posted Ref Amount D s int' n Bank Reference 07/02 40.00 a143y0-Adjustments : Reversing Merchant fees for Ju12330246DO01110 ne 08 ' Withdraw and De its Other Debits Date Customer _ Posted Reference A tDescriptionBank Reference 07/01 40.00 BOFA MS 1922 DES:MERCH FEES ID:430132313591041 82016962789 INDN:PAL CAMPAIGN CO ID:3210001922 CCD 07/24 REF:00145951338712110825000818201696278908070127 814,213.18 Bank Adjustment FOES NNF 0001304 NBKHIMB FUNDS TRANSFER DEBIT 04503040401 D IV Balances Date Ledeer Balance Collected Balance Date Ledzer LedBalancg Collected B l n ce 06/30 815,095.23 812,095.23 07/24 882.05 882.05 07/01 015,055.23 815,055.23 07/31 882.05 882.05 07/02 875,095.23 815,095.23 —"P24 STATEMENT Page 1 O fl RANCHO CUCAMONGA ®F AQ'ol{ OUNT8 COMMUNITY AND Statement Number:2740024518 UNION BANK OF CALIFORNIA 07/01/08-07/31/08 GOVERNMENT SERVICES- SOUTH 274 POST OFFICE BOX 513040 Customer inquiries LOS ANGELES CA 90051-3840 600-798-6466 Thank you for banking with us since 2008 RANCHO CUCAMONGA COMMUNITY AND LIBRARY FOUNDATION DBA PAL CAMPAIGN PO BOX 807 RANCHO CUCAMONGA CA 91729 ■ Offeryour customers more ways to pay When you partner with Union Bank of California and Elavon,your banking and transaction-processing solutions are backed by the strength of Union Bank and supported by the electronic payment-processing expertise of Elavon,allowing you a one-stop solution for all banking and processing needs.Best of all,you'll receive funds in one business day when depositing to your Union Bank account. Public Fund Checking Summary Account Number 2740024518 Days in statement periodDays in statement period.31 Balance on 711 $ 0.00 Total Credits 824,377.18 Deposits(1) 10,164.00 Electronic credits(1) 814,213.18 Total Debits -70,000.00 Checks paid(1) -70,00000 Balance on 7131 $ 754,377.78 CREDITS Deposits including check and cash credits Date Descnphon/LocatIon Reference Amount 7/15 UNENCODED COURIER DEP NO LABEL 45223538 $ 10,164.00 Electronic credits Date Description/Location Reference Amount 7/24 WIRE TRANS TRN 0724020838 072408 200807240024016 93055648 $ 814,213.18 DEBITS Check Paid Number Date Amount Number Date Amount 10001 7/24 7000000 Daily Ledger Balance Date Ledger Balance Date Ledger Balance 7/1-7/14 $ 000 7/24-7/31 $ 754,377.18 7/15-7/23 10,164 00 P25 N a PAL CASH REPORT JUNE 2008 Beginning Cash Balance $ 556,30929 Deposits 6/16/2008 14,764 00 6/19/2008 250,00000 264,764 00 Merchant Service Fees (40 00) Merchant Service Fee Credit 4000 Less Checks #2113 (882 05) R G Library Foundation-Program Funds Balance Due 02114 (5,00000) RC Library Foundation-Mark Christopher Donation #2115 - (Check Voided) #2116 (57400) City of Rancho Cucamonga-Laws Sponsorship,BFG #2117 (404 06) Carey Sign Graphics-Donor Brick Wall Sign (6,860 11) Ending Cash Balance $ 814,213.18 Checking Account Balance $ 815,09523 Deposit in Transit - Less Outstanding Checks #2113 (882 05) Adjusted Bank Balance $ 814,213.18 Pal Led Investment through RCCF-$1,821,954 52 Pal Total Account Balance-$2,636,167 70 'Bank of America 4%j H - BANK OF AMERICA, N.A. Account Number 1459513387 1655 GRANT STREET BLDG A-10TH FLOOR O1 O1 155584 E# 3 CONCORD, CA 94520-2445 Last Statement: 05/30/2008 This Statement: 06/30/2008 Customer Service 1-888-400-9009 RANCHO CUCAMONGA COMM. FOUNDATION RANCHO CUCAMONGA LIBRARY FOUNDATION DBA PAL CAMPAIGN Page 1 of 2 10500 CIVIC DR P.O. BOX 807 RANCHO CUCAMONGA CA 91729-0807 NON-PROFIT CHECKING _ Account Summary Information Statement Period 05/31/2008 - 06/30/2008 Statement Beginning Balance 556,309.29 Number of Deposits/..redits 3 Amount of Deposits/Credits 264,804.00 Number of Checks 3 Amount of Checks 5,978.06 Number of Other Debits 1 Amount of Other Debits 40.00 Statement Ending Balance 815,095.23 Number of Enclosures 3 Service Charge .00 _ Deposits and Credats Date Customer Bank Posted R f Amount Desexiption Reference 06/03 40.00 aVh7p-Adjustments : Reversing Merchant Fees for Ma123302460001022 06/1814,764.00 CO CA VAULT DEPOSIT 152105760647436 06/25 250,000.00 CA VAULT DEPOSIT 152105460390284 Withdrawals and Debits Checks Check Date Bank Check Date Bank Number Amount Posted Reference Number Amount Posted Reference 2114 5,000.00 06/25 5460390288 2117 404.06 06/24 4492242216 2116* 574.00 06/24 6260618971 Other Debits Date Customer Bank Posted Reference Amount D r' tdon eference 06/02 40.00 BOFA MS 1922 DES:MERCH FEES ID:430132313591041 - 51008261357 INDN:PAL CAMPAIGN CO ID:3210001922 CCD REF:00145951338712110825000815100826135708060227 Daily Balances Date Ledser Balance Collected Bala Date LedzEg Balance Collected Bal 05/30 556,309.29 556,309.29 06/24 570,095.23 570,095.23 06/02 556,269.29 556,269.29 06/25 815,095.23 565,095.23 06/03 556,309.29 556,309.29 06/26 815,095.23 765,095.23 06/18 571,073.29 556,473.29 06/30 815,095.23 812,095.23 06/20 571,073.29 571,073.29 The Preceding checks) is still outstanding or has been included in a previous 0—,P27 PAL CASH REPORT MAY 2008 Beginning Cash Balance $ 538,563.29 Deposits 5/13/2008 12,664 00 5/15/2008 82.00 5/19/2008 5,000.00 17,746 00 Merchant Service Fees (40 00) Merchant Service Fee Credit 4000 Less Checks Ending Cash Balance $ 556,309.29 Checking Account Balance $ 556,309.29 Deposit in Transit Less Outstanding Checks Adjusted Bank Balance $ 556,309.29 Pal Laif Investment through RCCF-$1,821,954.52 Pal Total Account Balance- $2,378,263 81 Note.$759,000 Transferred from PAL Laif to Library-AIF P28 BankofAmerica -% H — BANK OF AMERICA, N.A. 9513387 Account Number 145 1655 GRANT STREET BLDG A-10TH FLOOR O1 O1 59225 45 0 CONCORD, CA 94520-2445 Last Statement: 04/30/2008 This Statement: 05/30/2008 Customer Service RANCHO CUCAMONGA COMM. FOUNDATION 1-888-400-9009 RANCHO [UCAMONGA LIBRARY FOUNDATION DBA PAL CAMPAIGN Page 1 of 2 10500 CIVIC DR P.O. BOX 807 RANCHO CUCAMONGA CA 91729-0807 NON-PROFIT CHECKING Account Summary Information Statement Period 05/01/2008 - 05/30/2008 Statement Beginning Balance 538,563.29 Number of Deposits/Credits 4 Amount of Deposits/Credits 17,786.00 Number of Checks 0 Amount of Checks .00 Number of Other Debits 1 Amount of Other Debits 40.00 Statement Ending Balance 556,309.29 Number of Enclosures p Service Charge .00 De osits an Credifs Date Customer Posted Reference Amount D s i t' n Bank R f 05/02 40.00 aVKzb-Adjustments Reversing Merchant fees for Ao123302460000970 05/14ril 08 05/20 12,664.00 CA VAULT DEPOSIT 152106660615359 05/20 5,000.00 CA VAULT DEPOSIT 152105360018288 152105360018290 Withdrawals a d Debi Other Debits Date Customer Posted Re£rree ce Amount Desc DesRask n 05/01 40.00 BOFA MS 1922 DES:MERCH FEES ID:430132313591041 21009079188 INDN:PAL CAMPAIGN CO ID:3210001922 CCD REF:00145951338712110825000812100907918808050127 On Balances Date Ledger Balance Coliectqd Balance Date Ledzer Balance Collected Bal 04/30 538,563.29 538,563.29 05/19 551,227.29 551,227.29 05/01 538,523.29 538,523.29 05/20 556,309.29 551,309.29 05/02 538,563.29 538,563.29 05/21 556,309.29 556,309.29 05/14 551,227.29 538,727.29 05/30 556,309.29 556,309,29 05/16 551,227.29 550,477.29 a„-V29 STAFF REPORT _ ` GJMMUNITY SERVICES DEPARTMENT RANCHO Date: March 10, 2009 CUCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: UPDATE ON SEASON ANNOUNCEMENT EVENT RECOMMENDATION This report is for information purposes only. The Foundation does not need to take any action on this item. BACKGROUND/ANALYSIS Staff will update the Foundation on the 2009-2010 Season Announcement Event that is scheduled for Monday, April 20, 2009. Re (full miffed, -Kevin cArdle Community Services Director I ICOMMSERV CouncdBBoartlslCommumtyFountlatronlStat/RBportsl20C9lSeasonAnnouncementEvent.3.1009 doc P30 STAFF REPORT r COMMGNITY SERVICES DEPARTMENT RANCHO Date: March 10, 2009 (;UCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: UPDATE ON THE 2009 GALA FOR THE ARTS SCHEDULED FOR MAY 16, 2009, AT THE VICTORIA GARDENS CULTURAL CENTER RECOMMENDATION This item has been placed on the Community Foundation's March meeting agenda to facilitate discussion between the Gala Committee and the Foundation's Board of Directors. BACKGROUNDIANALYSIS At the Foundation's January meeting the Board approved a program plan, as well as a budget and revenue projections for the 2009 Gala for the Arts that is scheduled to take place on May 16, 2009, at the Victoria Gardens Cultural Center. A copy of the approved budget and revenue projections are attached for your information. Staff has included this item on the Foundation's March agenda to facilitate discussion regarding planning efforts for this upcoming fundraising event. Respecffully submitted, Kevin A d Community Services Director Attachment— Budget/Revenue Projections I ICOMMSERocounalmoardsicommunityFoundationlSta6Repods120091UpdateGale 310 09 doc P31 A B C D E E 25 Revenue 2008 Gala 2008 Notes 2009 Projected Notes 26 Host Sponsor-5K $10,000.00 2 at$5,000 each _ $10,000.00 2 at$5,000 each 27 Event Sponsor-3K $15,000.00 5 at$3,000 each $12,000.00 4 at$3,000 each 28 Table Sponsor-1 K $19,000.00 19 at$1,000 each $20,000 00 20 at$1,000 each 29 Tickets-$125 per person $5,875.00 8 at$125 each $12,000.00 120 at$100 each 51 tickets at$60 each 5 30 Performance only tickets $3,160.00 tickets at$20 each N/A 31 Silent B Live Auction $10,782.00 NIA 32 Raffle _ _ NIA _ _$28,828.00 - 33 Total: $64.317.00 $62,828.00 34 35 Net 2008 Gala Notes 2009 Projected Notes 36 $44,244.33 of. 37 $24,894.33 w/Broadway Trio Ed W N — - _ A B C D E F 1 Expenditures 2008 Gala 2008 Notes 2009 Estimates Notes _ Impressions-300 people Bistro Roti Quote- 2 Recepbon $3,269.92 Inilpressions _ $13,605.05$21,280.20 3 Dinner $12,390.30 Impressions-240 people+C20 N/A Impressions-Office Depot 4 Meet&Greet $418.00 Lanyards _ N/A Entire Printing package from 5 S onsor Letters $1,236.83 Alphagraphics-400 printed $1,13540 Alphagraphics-400 Alphagraphics=$5,00000 Quote from Faust Printing= 6 Invitation package $3,565.36_Alphagraphics-1500 printed $2,689.22 Alphagraph_ics-1500 $4,500 7 Newspaper Ads $246.00 Alphagraphics $250.00 estimated 8 Dinner Program $1,068.66 Alphagraphics N/A Alphagraphics-400 9 Playbill $2,929.85 Alphagraphics-600 printed $858.00 includes poster 10 Save the Dale Postcard _NIA _ $34100 Alphagraphics-1000 no live entertainment-used 11 Dinner Entertainment N/A cds NIA use cd's $12,810 Comedian in Playhouse 12 Performance $25,000.00 $31,160.00 Broadway Trio _ Transportation-$357.00 Hotel-$1,958.00 Talent included in performance 13 Hospitality $2,803.00 Food-$487.89 $0.00 cost above Lights-$800 Lights Equipment-S500 Pipe& Drape-$3,400 Flowers- Flowers-$1,704.94 $2,056.75 Pipe&Drape-$3.400 14 Decoration $6,945.53 Recpt Centerpieces_-$188.78 $6,500.00 Lights-$1.300 _ 15 Linens $901.00 $395.00 16 Photographer $687.50 $125 per hour(5-10:30 p.m.) 17 Total: _ $61,462.12 $38,583.67 w/Comedian 18 $56,933:87 w/Broadway Trio 19 — — 20 _ — 21 -- 22 23 — 24 h] W J�47e /<ancho C, amonga l,ommunife� �ou�lion presents the 4 2009 If Gjywar?Xrrts featuring or The Second City Touring Company 50 years of hilarious scenes and improv— An unforgettable night of comedy Saturday, May 16, 2009 at the Victoria Gardens Cultural Center 12505 Cultural Center Drive $100 pa person 6:00 p.m.-8:00 p.m. Reception $1,000 Reception Host 8:00 p.m. Show in the theatre $3,000 Gala Sponsor California Casual Attire $5,000 Gala Host for more information call , (909) 477-2760, ext. 2105 or email RC Gala2009@yahoo.com The Rancho eommuniq FmuWavon is a non-prof¢501.(cX3)which ryas fonds ro promrne and enrich rM visual"pafmrnang am in our regaa i $5, 000 0 knd Raffle for the Arts X�771 //prresen/Ited by the J1w Kancho C.ucamonVa cmyrumin J'ound Pion at the 2009 Gala for the Arts Prizes: $2,000, $1,000 & $500 Shopping Sprees at Victoria Gardens 2 Sets of Orchestra Seats for a 2009/2010 performance at the Lewis Family Playhouse (includes backstage visit with the headline entertainer) Special drawing for 3-5 other big prizes Drawing - Saturday, May 16, 2009 $25 each ticket / $100 book of 5a For more infornn dm call(909)477-2760, ext. 2105 - The Ranch¢C�ramonga Commasn Fwvdauon ua�w¢ymE�501.(cx'3)vhi[h aiYs (uodio'ha andenncfitlrrivaland unma am ini I(cX STAFF REPORT y COMMI7NITY SERVICES DEPART lENC Date: March 10, 2009 CRANCHO UCAhtONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: UPDATE ON THE COMMUNITY FOUNDATION'S 2009 GOLF TOURNAMENT TO BE HELD ON NOVEMBER 16, 2009, AT RED HILL COUNTRY CLUB RECOMMENDATION This item has been placed on the Community Foundation's March meeting agenda to facilitate discussion between the Golf Committee and the Foundation's Board of Directors. BACKGROUND/ANALYSIS At the Foundation's January meeting the Board approved some minor changes to the sponsorship packages for the 2009 Golf Tournament that is scheduled for November 16, 2009, at the Red Hill Country Club. In addition at that meeting the Board approved the change in the Tournament's potential participant winnings from $100,000 to $150,000. Staff has included a copy of the new logo for the Tournament with this report for the Board's information and use. Staff has included this item on the Foundation's March agenda to facilitate discussion regarding planning efforts for this fundraising event. RespcffIIy submitted, IVA, Kevin McArdle Community Services Director Attachment: 2009 Golf Tournament logo I ICOMMSERocouncil8aoardslcommumryFoundaf,onlSfafl Reports120091GWO,10.09 doc P34 2009 Rancho Cucamonga Community Foundation Golf Tournament Logo pppop— • • rc c • LTOURIrENT'A Presented by BURRrEC WASTE INDUSTRIES. INC. STAFF REPORT \ COMMUNITY SERVICES DEPARTMENT RANCHO Date: March 10, 2009 CUCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: UPDATE ON A SPECIAL BENEFIT PERFORMANCE AT THE LEWIS FAMILY PLAYHOUSE DURING THE 2009-2010 SEASON RECOMMENDATION This report is for informational purposes only. The Foundation does not need to take any action on this item. BACKGROUNDIANALYSIS Staff will update the Community Foundation on a special benefit performance at the Lewis Family Playhouse for the 2009-2010 Season. Respeotjully submitted, Kevinn cArdle Community Services Director I ICOMMSERVICounctlBBoardsicommunityFoundahonlStaff Repodsl20091SpecialPerfo=anceUpdate 3 10 09.doc P35 STAFF REPORT COMMUNITY SERvtcES DEPARTMENT RANCHO Date: March 10, 2009 CUCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: DISCUSSION REGARDING THE COMMUNITY FOUNDATION'S SUPPORT FOR THE 2009/2010 FISCAL YEAR RECOMMENDATION This item has been placed on the Community Foundation's March meeting agenda to facilitate discussion amongst the Foundation's Board of Directors. BACKGROUND/ANALYSIS At the Foundation's January Board Meeting the Board of Directors approved $56,000 in support for the 2009/2010 Lewis Family Playhouse Season (see attached). In preparation for the Foundation's adoption of their annual operating budget in June 2009, staff is requesting that the Board discuss other areas that they may want to support, i.e., visual arts, during upcoming fiscal year. Staff will provide the Foundation with a listing of possible funding opportunities at their March Board meeting to help facilitate discussion. Respect Ily submitted, WKevin McArdle Community Services Director Attachment. Approved Rancho Cucamonga Community Foundation Support 2009 1 ICOMMSERVICounctl6BcardslC .m .ntyFoundahonlSfaO Reports00091FundingSuppca31009 doc P36 Rancho Cucamonga Community Foundation Support Lewis Family Playhouse 2009/2010 Season Approved January 14, 2009 Playhouse Performances Presenting Sponsor— January 9, 2010 Headline Performance $10,000 Presenting Sponsor 2009/2010 Community Theatre Series $20,000 3 shows— 16 performances (not Including Summer Musical) Studio Theatre Performances Presenting Sponsor— Black Box Theatre Performances $ 3,000 4 shows — 8 performances Arts Accessibility Program Presenting Sponsor—Courtyard World Music Series (4) $14,000 Artist in Residency Program $ 7,500 Tickets for Underserved Students and Families $ 1,500 Total: $56,000 I\COMMSERV CounulBBoards\CommunlryFounda0onTlayhouse5ponsomhlpSuppor\2009.doc P37 STAFF REPORT GOMMUNITY SERVICES DEPARTwmw RANCHO Date: March 10, 2009 CUCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: APPROVAL OF AFFILIATE STATUS FOR THE CITY'S ARMED FORCES BANNER PROGRAM RECOMMENDATION It is recommended that the Community Foundation approve affiliate status for the City's Armed Forces Banner Program. BACKGROUND/ANALYSIS The City of Rancho Cucamonga established an Armed Forces Banner Program in 2005 to honor and recognize the contributions of Rancho Cucamonga's military personnel that are currently serving in the United States armed forces This program has been administered through the City's Redevelopment Agency. Approximately 190 service members have been honored through this program since 2005 and the City is actively seeking the participation of additional military residents that would like to be recognized In August 2008, the City received an offer from an anonymous foundation to sponsor the fabrication and installation of any new armed forces banners ordered in 2008 and 2009. This sponsorship allows the City to provide a newly designed banner to all new banner program participants at no cost to the families. The City has received positive feedback on the design of the new banners and would like to make them available to all military families who currently have a banner with the original design on display. To extend the new banner to all military families, the City is actively seeking donations from local service clubs, organizations and individuals that are interested in contributing toward this program. All donations received go towards the cost of replacing the existing banners with the newly designed banners, and replacing banners that are lost or damaged while on display. The Redevelopment Agency is requesting to be able to have interested individuals and/or organizations wishing to contribute to this program to make their checks payable to the Rancho Cucamonga Community Foundation, thereby providing a tax benefit to the contributor. Should the Community Foundation approve affiliate status for the City's Armed Forces Banner Program, interested donors would contribute directly to the Foundation earmarking their donation to this specific program. Staff would then establish a separate fund to keep track of the contributions for the Armed Forces Banner Program that would appear monthly on the Foundation's cash report Due to the importance and significance of this program, it is staffs recommendation that the Foundation Board approve affiliate status for the City's Armed Forces Banner program. Respla&ZlIdiltted, Kevi Ardle Community Services Director I ICOMMSERVCouncii&BoardsIGommumfyFoundahonlSfaff RepoHs12009W(medPorcesBannerPo 31009.doc P38 STAFF REPORT COMMUNITY SERvICES DEPARTMENT RANCHO Date: March 10, 2009 CUCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: UPDATE REGARDING GRANT SUBMITTALS RECOMMENDATION This report is for informational purposes only. The Foundation does not need to take any action on this item. BACKGROUND/ANALYSIS Staff has recently submitted two grant applications and one letter of inquiry and one program concept for possible funding through the Rancho Cucamonga Community Foundation. These include: The first grant submittal is for $10,000 through The Community Foundation Serving Riverside and San Bernardino Counties. The proposal requests support for a "Presidential" performance for middle and high school youth and their families during President's Week of the 2009-2010 Playhouse Season If successful, this grant will: • Augment the President's Week performance with curriculum packets for teachers. • Provide reduced price tickets for students/families. • Provide funds to host a special book collection and display at the Cultural Center during the month of February 2010. • Develop a special pamphlet on key Presidents. • Offer a field trip to a local Presidential Library. A funding decision from The Community Foundation Serving Riverside and San Bernardino Counties in anticipated in April 2009. The second grant that was submitted through the Community Foundation is for significant multi- year Federal funding through the Department of Education for a Carol M.White Physical Education for Progress (PEP)grant. The proposal is a collaborative effort between the Foundation, the City of Rancho Cucamonga, the Rancho Cucamonga/Fontana YMCA and Central and Etiwanda School Districts (K-8"grade). The goal of the grant is to help improve the health and activity level of youth in Rancho Cucamonga In addition, this grant will help support the City's Healthy RC Initiative by. • Initiating, expanding and improving physical education programs for K-8 students during out of school time, thereby expanding the existing programs to serve more youth. • Working together, we aim to increase the vigorous physical activity level of each elementary and middle school youth to meet the state standards for physical activity. P39 UPDATE REGARDING GRANT SUBMITTALS PAGE 2 MARCH 10,2009 • Increasing the healthy eating habits of our youth and educate them on how to make healthy lifestyle choices. A funding decision regarding the PEP grant is anticipated in August-September 2009. A Letter of Intent(LOI) has been submitted to The Annenberg Foundation for the establishment of The Annenberg Foundation Endowment Supporting Theatre for Young Audiences at the Cultural Center. Funding from the endowment would be used to* • Increase student access to TYA productions by providing free student tickets and transportation for 50 classrooms per year (approximately 1,500 students) for students from disadvantaged and Title 1 schools. • Ensure accessibility for hearing impaired children through funding for three sign language interpreters at 1 performance per TYA production (3 productions are proposed per year) • Enhance educational materials to support TYA productions, including the development of teacher curriculum guides and student workbooks. • Allow actors and artistic staff to visit classrooms and our on-site Library to further enhance the learning experience from the stage. • Offer workshops for classroom instructors that illustrate how the elements of drama, theatre and improvisation can be used to enhance classroom learning. • Commission new works and assist with script development and pre-production costs of TYA productions at the Lewis Family Playhouse at the Cultural Center. • Augment resources for the Center's TYA MainStreet Theatre Company including artistic staff and production design. The review process for funding from The Annenberg Foundation is first review and recommendation regarding the Foundation's LOL The timeframe for review of the LOI is 6-8 weeks. Should The Annenberg Foundation be interested in the Community Foundation's funding concept, they will then Invite the Community Foundation to submit a full proposal for their consideration Lastly, a funding concept has been submitted to Target for their continued support of Theatre for Young Audiences and Family Entertainment at the Lewis Family Playhouse. Staff has been invited to submit a full proposal to Target via their on-line submittal process. The turn around on this grant is very short and a decision as to their funding amount is anticipated by the middle of March. Staff is continuing to research additional grant opportunities for submittal during the upcoming year. As proposals are developed and submitted and funding decisions received, we will update you. RespectftAy submitted, 4X//1 Kevin McArdle Community Services Director I.ICOMMSEROCoun-I&Board lc mmumtyFounOationlStaff Reportsl20091UpdateGrantsubm,ttals 3 10 09 dbc P40 STAFF REPORT ; COMMUNITY SERVICES DEPAR'T'MENT �.J RANCHO Date: March 10, 2009 CUCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director Subject: DISCUSSION REGARDING THE COMMUNITY FOUNDATION'S BY-LAWS GOVERNING MEMBERS' ATTENDANCE BACKGROUND/ANALYSIS Staff was requested to provide information concerning the Board's By-laws specifically related to governance of Members' attendance. Upon review of the By-laws, which have been attached for the Board's information, the requirements for attendance are not specifically setout. Staff did some preliminary research on how other Committees, Commissions and Boards regulate their Members attendance and determined that many of these organizations also do not stipulate in their By-laws specific rules for attendance. In addition, many of the organizations defer the matter to the Chair to address individually with the Member in question when these types of concerns arise. Staff has placed this item on the agenda to facilitate discussion. Respec ully submitted, Kevin cArdle Community Services Director Attachment: Community Foundation By-laws I ICOMMSEROCounctlSBoaNsICommamtyFoundatlontStaff ReportsT0090yLaws 3 10 09 doc P41 BYLAWS OF THE RANCHO CUCAMONGA COMMUNITY FOUNDATION ARTICLE I — NAME AND ADDRESS Section 1. The name of this corporation shall be the Rancho Cucamonga Community Foundation, hereinafter referred to as the "Foundation". Section 2. The address of the principal executive office of the Foundation shall be located at Rancho Cucamonga City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California, or at such place as the Board of Directors hereafter may designate. ARTICLE II — PURPOSE AND LIMITATION Section 1. The purpose of the Foundation is to establish a permanent endowment fund to assist the government of the City of Rancho Cucamonga, hereinafter referred to as the "City", in improving the cultural and recreational services to the citizens of the City. Section 2. The primary responsibility of the Board of Directors will be fundraising for cultural and recreational services. Section 3. The Foundation is organized, and at all times shall be operated, exclusively for the benefit of, to perform the function of, and to carry out the purposes of the City, within the meaning of Section 509(a)(3)(A) of the Internal Revenue Code of 1954, as amended, the Regulation there under, and the corresponding provision of any applicable future United States Internal Revenue Law and Regulations hereinafter collectively referred to as the "Code". Section 4. In carrying out such purpose, the Foundation shall not, in any manner, be utilized to discharge the obligation of the City. The support, promotion and advancement of cultural and recreational services afforded by this Foundation is in addition to, and supplementary to any budgeting program sponsored by the City, and the use of this Foundation in routine operations shall be a violation of the purposes herein expressed. If the Board of Directors is of the opinion that the City causes the terms of the Foundation to be violated by causing income of the Foundation to be used for routine operation, then the Board of Directors may direct that the income be used for the benefit of cultural and recreational service organizations that are not under the jurisdiction of the City. These organizations must be charitable organizations under Section 501(c)(3) of the Code and must be consistent with the purpose of the Foundation. ARTICLE III — MEETING Section 1. All meetings, regular and special shall be notified, posted and conducted in every way consistent with the requirements set for in the Brown Act Section 2. The Board of Directors of the Foundation shall hold an annual meeting in the month of June at such time and place as designated by the board. Section 3. Adoption of a budget for the upcoming fiscal year shall occur at the annual meeting. P42 Section 4. Special meetings may be called at any time by a majority of the Board. Written notice, stating the time and place of any such meeting and its purpose shall be given to each member of the Board at least four days before such meeting. Section 5. A majority of the Board constitutes a quorum. ARTICLE IV— MEMBERSHIP AND SHARES Section 1. The corporation shall have no membership. Section 2. The corporation shall not have or issue shares of stock and shall declare no dividends. Section 3. No part of the Foundation shall inure to the benefit of any private individual, and no part of the direct or indirect activities of this Foundation shall consist of carrying on propaganda, or otherwise attempting to influence legislation, or of participating in, or intervening in (including the publication or distribution of statements), any political campaign on behalf of any candidate for public office. Notwithstanding any other provision hereof, this Foundation shall not conduct or carry on any activities not permitted to be conducted or carried on by an organization exempt under Section 501(c)(3) of the Code or by an organization, contributions to which are deductible under Section 170(c)(2) of such Code. ARTICLE V— BOARD OF DIRECTORS Section 1. The total number constituting the Board of Directors shall be a maximum of thirty (30). Section 2. The members of the Board of Directors shall be filled by persons interested in improving cultural recreational services in the City of Rancho Cucamonga and shall be appointed by the City Council. Section 3. The terms shall be four (4) years. Directors may be appointed for an additional four-year term, after which they may not be reappointed until an intervening one- year period. All vacancies occurring because of the expiration of terms or for other reasons will be filled by the appointing body. Section 4. Terms of office for the members of the Board appointed shall be staggered so as to maintain a mix of experienced and new Directors. Section 5. Board member(s) filling vacancies shall serve the remainder of the original term and will then be eligible for appointment to a subsequent full term. If a replacement Board member assumes office for less than one year from the end of the original term, he/she shall be eligible for appointment to two additional terms. Section 6. Any Director of the Foundation may be removed at any time by a majority vote of the City Council. Section 7. All terms as prescribed in this Article shall commence with the date the member is appointed and shall expire at the date of the annual meeting in June. P43 Section 8. Any change in the number and qualifications of members of the Board of Directors shall be made only by amendment to this Bylaw. ARTICLE VI — OFFICERS Section 1. The Board shall elect a Chairperson, Vice Chairperson, and Secretary/Treasurer at the annual meeting. Their terms of office are one (1) year. Members' terms as Chairperson may not exceed two consecutive years. Section 2. Officers may be removed from office for cause by a majority of the Foundation Board at any meeting. Section 3. The Chairperson shall preside at all meetings of the Board and have responsibility for general supervision of its activities. Section 4. The Chairperson, with assistance from the Community Services Director of the City of Rancho Cucamonga and the Investment Trustee, shall present a budget for approval of the Board at the annual meeting. Section 5. Disbursement of money in excess of $500, unless specifically budgeted at the annualmeeting, requires the signature of either the Chairperson or the Secretary/Treasurer. Section 6. The Vice Chairperson shall preside at meetings in the absence of the Chairperson. Section 7. The Secretary/Treasurer shall give notice to all members and shall maintain a permanent set of minutes to all meetings. ARTICLE VII — POWERS Section 1. The decisions and acts of a majority of the members of the Board of Directors qualified and serving shall constitute and exercise of the Foundation powers and discretions conferred upon the Board of Directors and the decisions an acts of such majority of the Board of Directors shall constitute and be taken as the decisions and acts of the entire Board of Directors. Section 2. The Board of Directors may adopt rules, which shall not be inconsistent with the terms of this Foundation. Section 3. A simple majority of the Board may amend the Bylaws at any meeting. However, no such amendment or modification shall alter the intention of the Donors that this Foundation be operated exclusively for charitable, cultural, recreational service purposes, and in a manner which shall make this Foundation tax exempt and the donations to it deductible from taxable income to the extent allowed by the provisions of the Code and other applicable legislation and regulations as they now exist or as they may hereafter be amended. Every amendment or modification of these Bylaws shall be in writing, shall be signed by a majority of the Board of Directors then serving and shall be delivered to each of the members of the Board then in office and to the Investment Trustee then in office. P44 ARTICLE VIII — COMMITTEES Section 1. The Board of Directors, may, by action approved by a majority of the directors then in office, designate one or more committees, to serve at the pleasure of the Board. Such Committees shall consist of a minimum of two members of the Board of Directors and shall act in an advisory capacity to the full Board. Section 2. At the discretion of the Board of Directors, an Executive Committee may be established. If so established it shall be chaired by Chairperson of the Board, and shall consist of the Chairperson, Vice-Chairperson and Committee Chairs of any Board established Committees. Duties of the Executive Committee shall be approved by the Board of Directors in accordance with the purposes set forth in their By-Laws. ARTICLE IX - COMPENSATION AND EXPRESS Section 1. The Board of Directors shall serve without compensation. ARTICLE JX— INVESTMENT TRUSTEE Section 1. The Finance Officer of the City of Rancho Cucamonga shall serve as the Investment Trustee for the Foundation. He/She shall have the powers and authority set out in Section 2. Section 2. The powers of the Investment Trustee shall be limited to investment of the Foundation property and shall have the following discretionary powers: (a) To hold the principal and all money or property given to the Trustee to invest and reinvest, unless the deed or legacy of a particular gift or gifts specifically authorizes or requires its retention and/or use for a specific project. (b) To invest and reinvest the principal and undistributed income of the Foundation funds on deposit with the Trustee in such property, real, personal or mixed and in such a manner as it shall deem proper for the growth of capital and the production of income, and from time to time to change investments as he/she shall deem advisable; to invest in or retain any stocks, shares, bonds, notes, obligations, or personal or real property bonds, notes, obligations, or personal or real property (including without limitation any interest in or obligations of any corporation, association, business trust, investment trust, common trust fund or investment company) although some or all of the property so acquired or retained is of a kind or size which but for this express authority would not be considered proper and although all of the Foundation funds are invested in the securities of one company. No principal or income, however, shall be loaned, directly or indirectly, to the Investment Trustee or any member of the Board or to anyone else, corporate or otherwise, who has at any time made a contribution to this Foundation, nor to anyone except on the basis of an adequate interest charge and with adequate security. (c) To sell, lease or exchange any personal, mixed, or real property, at public auction or by private contact, for such consideration and on such terms as to credit or otherwise, and to make such contracts and enter into such undertaking relating to the Foundation property, as it considers advisable, whether or not such leases or contracts may extend beyond the duration of the Foundation. P45 (d) To borrow money for such periods, at such rates of interest, and upon such terms as it considers advisable, and as security for such loans to mortgage or pledge any real or personal property with or without power of sale; to acquire or hold any real or personal property, subject to any mortgage or hold any real or personal property subject to any mortgage or pledge on or of property acquired or held by this Foundation. (e) To execute and deliver deeds, assignments, transfers, mortgages, pledges, leases, covenants, contracts, promissory notes, releases, and other instruments, sealed, or unsealed, incident to any transaction in which it engages. (f) To vote, to give proxies, to participate in the reorganization, merger or consolidation of any concern or in the reorganization, merger or consolidation of any concern or in the sale, lease, disposition, or distribution of its asses; to join with other security holders in acting through a committee, depository, voting trustees, or otherwise and in this connection to delegate authority to such committee, depository, trustees and to deposit securities with them or transfer securities to them; to pay assessments levied on securities or to exercise subscription rights in respect of securities. (g) To hold Foundation property without indication of fiduciary capacity but only in the name of a registered nominee, provided the Foundation property is at all times identified as such on the books of the Foundation fund; to keep any and all of the Foundation property or funds in any place or places in the United States of America. ARTICLE XI - ACCOUNTING Section 1. The Investment Trustee shall render an accounting of the investment transactions concerning the Foundation to the Board of Directors at least annually. No person or entity other than the Board of Directors may require an accounting or bring any action against the Investment Trustee with respect to the Foundation. The Investment Trustee may at any time initiate legal action or proceedings for the settlement of it accounts and, except as otherwise required by law, the only necessary party defendant to such action or proceedings shall be the Board of Directors. Section 2 The fiscal year of the Foundation shall be from July 1 through June 30. Section 3. The Board of Directors shall make a report annually of its uses of the Foundation and shall distribute copies thereof to all members at the regular annual meeting held in June. P46 ARTICLE XII — LIABILITY OF TRUSTEES/DIRECTORS Section 1. No Investment Trustee or member of the Board of Directors shall be answerable for loss in investment made in good faith. No Investment Trustee or member of the Board of Directors shall be liable for the act or omissions of any other member of the Board, or of any accountant, agent, council or custodian selected with reasonable care. Each Investment Trustee or member of the Board shall be fully protected in acting upon any instrument, certificate or paper, believed by him/her to be genuine and to be signed or presented by the proper person or persons and no Investment Trustee or member of the Board shall be under any duty to make any investigation or inquiry as to any statement contained in any such writing but may accept the same as conclusive evidence of the truth and accuracy of the statement therein contained. ARTICLE XIII — FOUNDATION Section 1. The Board of Directors may receive donations from Donors or from any other source in cash or in other property acceptable to them. All donations so received shall be deposited with an Investment Trustee by the Board of Directors and thereafter held, managed, administered and disposed of by the Investment Trustee and the Board of Directors pursuant to the terms of the Agreement. The Board of Directors may accept donations, which restrict their uses, and purposes, provided such restrictions are within the uses and purposes set forth in Article ll, and which limit the time, manner, amount, or other terms of distribution; but, unless otherwise specifically required, the Board of Directors may mingle such restrictions donations with other assets of the Foundation. ARTICLE Ill XIV— USE OF THE FOUNDATION Section 1. The Board of Directors shall have the power to apply the Foundation for the purposes set forth in Article II. In furtherance thereof, the Board of Directors shall have the power and authority and is directed to distribute the distributable income of the Foundation as they may determine, to the uses and purposes set forth in Article II. Section 2. Unless the restricted donation provides otherwise, as used in Section 1, "distributable income" means the total holdings of the Foundation, principal and interest, less $2,500, which will serve as the minimum holding of the Foundation. ARTICLE XIV— TERM OF FOUNDATION Section 1. The Foundation shall continue in perpetuity; it may however, at any time be wound up and the assets distributed with the assent of two-thirds of the Board of Directors and the City Council. Upon any such winding up, the assets of this Foundation shall be distributed exclusively for such purpose or purposes, as are consistent with the purpose of the Foundation. Amended by the Community Foundation: July 28, 2004 P47 STAFF REPORT Y COMMUNITY SERVICES DEPARTMENT RANCHO Date: March 10, 2009 CUCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: REVIEW OF FOUNDATION'S SCHEDULE OF MEETINGS FOR THE PERIOD OF MARCH —JUNE 2009 RECOMMENDATION It is staff's recommendation that the Board establish regular meeting dates and times for their Committees for the period of March 2009 through June 2009. BACKGROUNDIANALYSIS At the January Board Meeting, Committee assignments were selected by individual Board Members. The attached table provides a listing of the Foundation's Committees, suggested start- up tasks and a listing of what Board Members serve on each of the Committees. In addition, a listing of the responsibilities for each of the Committees, which was distributed to the Board this past week via e-mail, is also attached for the Board's information and use. As it has been challenging to schedule meetings with Board Members using outlook, it is recommended that Board Members bring their calendars with them to the March meeting and that time be set aside for the Board and the Committees to create a regular meeting schedule for the timeframe of March 2009—June 2009. Respec ully bmitted, Kevin cArdle Community Services Director Attachments I ICOMMSERVcounciI&BoardslcommumtyFoundahonlStaB Repo 120091RegularMeehng5chedule Committees 31009.doc P48 Rancho Cucamonga Community Foundation Meeting Schedule —2009 Regular Full Board Meetings: 2nd Wednesday of the months of February, June & October @ 5:00 pm 2009: Next Meeting -Fabreapy 11 ; March 10'"June 10'"; and October 10 Special meetings may be called by the Chair. All Community Foundation Board Members are requested to attend. Executive Committee: Regular Meeting Schedule to be Determined 2009: First meeting - March 11"at 9-99ara 8:00 a.m. Committee Members Include: Tony Mize, Board Chair and Chair of the Fund Development Committee, Thomas Galindo, Vice-Chair, Harvey Cohen, Secretary/Treasurer and Chair of the Membership/Nominating Committee, Chuck Buquet, Chair of Finance. Membership/Nominating Committee: Regular Meeting Schedule to be Determined Committee Members Include. Harvey Cohen, Committee Chair, Linda Bryan, Brad Fine and Thomas Galindo. Fund Development Committee: Regular Meeting Schedule to be Determined Committee Members Include: Tony Mize, Committee Chair, Thomas Galindo, Lupe Jaramillo and Marian Nelson. Finance Committee: Regular Meeting Schedule to be Determined Committee Members Include: Chuck Buquet, Committee Chair, Harvey Cohen, Brad Firle and Thomas Galindo. Gala for the Arts Committee: Regular Meeting Schedule to be Determined 2009: Next meeting —March 5'" & 19'h at 5:00 p.m. at 10681 Foothill Blvd, Suite 340, Rancho Cucamonga. Committee Members Include: Marian Nelson, Committee Chair, Linda Bryan, Tracy Elefante (community volunteer), Brad Fine, Lupe Jaramillo, Dee Matreyek-Kurth (community volunteer). Janice Mizuhara(community volunteer), and Nan Rider(community volunteer). Golf Tournament Committee: Regular Meeting Schedule to be Determined Committee Members Include: Chuck Buquet, Chair, Brad Fine, Thomas Galindo and Judy Gibson. PICOMMSERNCounal&BoardslCommumtyFoundahonlStafl Rel ons12009weehngSchedule2009.doc P49 Rancho Cucamonga Community Foundation 2009 Committee Assignments - L.Bryan C.Bucluet_ W Cohen B:-Firle,t _ T.Galindo J.Gibson L.Jaramillo T. Mize . M.Nelson Committees:_ Suggested Tasks Executive X X X Chair Board Member Recruitment Committee Goals March Dale:TBD Gala/Golf Oversight Vision for Giving Outstanding Pledge Payment 13-May-09 12-Aug-09 18-Nov-09 Finance Chair X X X Review Current Investment Practices Review Financial March Date TBD Reporting Praclices/Format Review Recommended Budget 2009-2010 April DateTBD May Date TBD June Date TBD Membership/ Nominating X Chair X X March Dale'TBD Prospect from Union Bank A nl Date' TED May Date.TBD June Date'TBD '9 0 O Rancho Cucamonga Community Foundation 2009 Committee Assignments L.Bryan • C.Buquet •_ H:CohenB..Fide T.Galindo _ J:Gibson' L Jaramillo T.Mize M.Nelson. _ Committees:- " Suggested Tasks Fund Development % X Chair X March Dale TBD Planned Giving Program A nl Date.TBD May Dale.TBD June Date:TBD Gala for the Arts X X' X Chair 5-Mar-09 Update Raffle, Update Invitations, Update on Sponsorships Mid-March Date TBD Early April Dale. TBD Mid-Apnl Date: TBD Early May Dale: TBD Mid-May Dale TBD Golf Tournament Chair X X X March Date TBD April Dale.TBD May Date:TBD June Date TBO July Date:TBD August Dale TBD September Date. Tao October Dale TBD November Date. TBD Ul OI J STAFF REPORT \ i F COMMUNITY SERVICES DEPARTMENT RANCHO Date: March 10, 2009 C;UCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: DISCUSSION OF ITEMS FOR THE FOUNDATION'S ANNUAL BOARD MEETING TO BE HELD ON WEDNESDAY, JUNE 10, 2009 RECOMMENDATION This item has been placed on the Community Foundation's March meeting agenda to facilitate discussion amongst the Foundation's Board of Directors BACKGROUND/ANALYSIS The annual meeting of the Rancho Cucamonga Community Foundation's Board of Directors in held in June each year. In accordance with the Foundation's By-Laws, the Board adopts their annual operating budget for the upcoming fiscal year at their June meeting and generally spends a significant portion of the meeting either having a guest speaker or an in-depth discussion regarding the future direction of the Foundation. It is staff's recommendation that the Board consider utilizing their upcoming annual meeting as an opportunity to start the process of developing a strategic plan for the Community Foundation. Ressp/e/c Ily/submitted, W Kevin cArdle Community Services Director I:ICOMMSEROCounc,IBBoaNslC mmumtyFoundahonlStaB RepodS12009WnnualMeehng StategxPlan 3.10.09.dm P52 OINCI RANCHO CUCAMONGA COMMUNITY FOUNDATION COM__, STRATEGIC THINKING PROCESS WORKSHEET Describe your ideal vision of success for the Community Foundation for the next 5-10 years: 1. If the Community Foundation continues to successful, how will others describe the Foundation in 10 years? ➢ Others will describe the Community Foundation as the driving force of promoting the Arts in RC and its surrounding areas. ➢ I believe it will be an organization that the entire community knows about along with the projects we have been involved in making successful. It will also be an organization that the community at large brings suggestions and ideas for us to bring forth to the community. ➢ Establish successful balance - Cultural Arts and Performing Arts. ➢ Reach out to provide "community benefit' ➢ FOCUSED—ARTS Performing and Visual Arts ➢ Theatre endowment$5 Million ➢ Continue to support PAL ➢ Destination place—Cultural Center ➢ Expand programs— Children's Adult Headliners (increase offerings) "Theatre" ➢ Support non-traditional theatre— ballet, classical music ➢ More activities B/A Courtyard ➢ Self perpetuating organization, more volunteers ➢ Performing/Cultural Arts grants ➢ Dinner Theatre Promos ➢ Arts Education — programs in schools 2. How will the Foundation know if it is successful? Is it community involvement, money, leadership; publicity; other factors? ➢ It is all of the above because they are interrelated and interdependent. ➢ Since a large part of our"purpose' is to raise an endowment, money would obviously be a major factor. I also believe that quantity and types of projects we can assist with along with the community response (turnout)to these events. ➢ Volunteers involved in fundraising ➢ Financial stability ➢ Outreach programs @ CP, etc ➢ Community involvement ➢ Support citywide ➢ Quality programs ➢ Increased community awareness ➢ Increased support of Gala for the Arts ➢ Attendance increase @ LFP ➢ Offering range of programs—opera, classical, etc. 3. What are the specific goals for the Community Foundation for the next 5-10 years? ➢ Cultivating a new base of support and involvement from those in the community who are supportive of the arts and related programs With a result of a four fold increase in the foundation's mailing list and donor base. ➢ I believe that years 1-5 will still be primarily focused on the Center Following that I do not have a vision. ➢ Endowment Fund T ➢ Outreach community programs— variety of venues ➢ Volunteers T ➢ Destination Place 2 4. How can the Foundation Board best evolve in the future to best represent and access the full community? ➢ The foundation should seek input from parts of the community that seek to serve such as art, music and theatre patrons. ➢ As we continue to build the Endowment, how, Who determines the use of the money I think we would want and need input from the Community at Large, perhaps some Public type of meetings, or an online survey? ➢ Careful selection of Board Members ➢ Survey(targeted) Community ➢ Board development(increase members) D Board combination of different strengths ➢ Friend Raiser—grassroots ➢ More programs/events that "Friends" can get involved. ➢ Friends Appreciation ➢ Develop "Friends of the Arts" 5. How do you see the relationship evolving between the City and the Foundation in the future? ➢ No response provided. ➢ I do not see any changes to the relationship. I believe that it is important that what has worked well up to now continue. ➢ Good to be close to the City 6. What other elements are a part of your vision of the future for the Foundation? ➢ The Community Foundation should grow according to its name by not being limited to events at the Cultural Center. For example, an Art in the Park display at Central Park. D None, but am open to suggestions 3 7. For you as an individual, what will motivate you to be the most effective Board Member you can be in the future? ➢ New and exciting programs. ➢ Continue success in our Purpose along with projects and other activities that are driven by the funding of the Board ➢ Seeing success —benchmarks ➢ Clearly established goals ➢ Clear message/mission ➢ Clearly defined programs ➢ Fundraising ➢ Retreat ➢ Arts Conference/Seminars 4 Identify the current strengths,weaknesses, opportunities and threats of the Community Foundation. As identified in the Rancho Cucamonga Community Foundation's By-Laws, the purpose of the Foundation Is "to establish a permanent endowment fund to assist the City in Improving the cultural and recreational services to the citizens of Rancho Cucamonga." Since April 2003, the Community Foundation together with the Rancho Cucamonga Public Library Foundation, have focused their efforts to raise funds in support of the Victoria Gardens Cultural Center. Given the current operations of the Community Foundation, Board Members are requested to share their opinions of the current Strengths, Weaknesses, Opportunities and Threats of the Community Foundation, using the table below. Strengths Weaknesses •What Is the Foundation doing well? -Mat limitations does the Foundation have? -Mat unique resources does the Foundation have to draw -Mat could the Foundation improve on? on' -Mat are others likely to see as the Foundation's -Mat do others see as the Foundation's strengths weaknesses? •Where does the Foundation have fewer resources than other • Soliciting large Corporate sponsors. orgamzations> n Well connected leaders Raising money. >Little support In RC from the small to mid-level > Working In tandem with both the City and donor range. Library Board. >Needs to increase audience. Good board relationships %Small mailing list Dedication >Community knowledge of what the Foundation Team of partners does. More members >Community outreach >Bonding use of volunteers >Raise level of fundraising >Branding Community Foundation >Limited time of Board Members >Limited number of Board Meetings Opportunities Threats -What good opportunities are there for the Foundation? -Mat threats do the Foundation's weaknesses expose them -Mat trends could the Foundations take advantage oP to, •How can the Foundation tum their strengths Into -Mat trends could harm the Foundation? opportumtie0 -Mat are other organizations doing that the Foundation can not dos Programs are already in place such as bricks and seats to attract potential mid level donors > Relying on a small community of supporters will and supporters. eventually exhaust the patrons More opportunities exist to solicit support from > Every other city is copying the Cultural Center arts patrons living in our community not yet and going to the same small group, i.e., involved. Fontana &Chino. > Not sure? > Not sure > Available grants > Economy Large donors > Loss of motivation/dedication Newcomers to community > Newness of Cultural Center wearing off > Planned giving > Stale programming i Effective community outreach i Playhouse volunteers Volunteer driven event, Le Gala IICOMMSERVCounnl6BoardslCommunity oundat; nISlafi Reports@MOMan bo Cucamonga Commumry Fo rdabooSWOTdo .5