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Home My WebLink About09/06/10 Community Foundation Board Agenda COMMUNITY FOUNDATION BOARD OF DIRECTORS AGENDACOUNTER COPY/ FILE COPY CITY OF RANCHO CUCAMONGA ANNUAL MEETING June 10, 2009 3:00 p.m. Victoria Gardens Cultural Center— Celebration Hall 12505 Cultural Center Drive Rancho Cucamonga, CA 91730 Board Members Tony Mize, Vice Chair Linda Bryan, Member Charles Buquet, Member Harvey Cohen, M.D., Member Brad Firle, Member Thomas Galindo, Treasurer/Secretary Judy Gibson, Member Marian Nelson, Member City Offices: (909)477-2760 COMMUNITY FOUNDATION Rt Cno BOARD OF DIRECTORS 2 C'"c'u'ro"o" June 10, 2009 1. Pledge of Allegiance 2. Roll Call: Linda Bryan _ Thomas Galindo Charles Buquet _ Judy Gibson Harvey Cohen, M.D. _ Tony Mize Brad Firle Marian Nelson 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. 11 D. Consent Calendar 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 may be removed by a Boardmember or member of the audience for discussion: 1. Approval of the Minutes of the Special Community Foundation Agenda pages Meeting held March 10, 2009. 1-5 2. Receive and file Treasurer's Reportfor the months of February 6.17 2009 through May 2009. The following items are not public hearing items, although the Chair may open the meeting for public input: COMMUNITY FOUNDATION jtuacxo BOARD OF DIRECTORS 3 COC "°ONOA June 10, 2009 1. Discussion and consideration of proposed Community 18-19 Foundation Strategic Plan 2015. 2. Consideration of appointment of Board Member Linda Bryan to 20-21 the Board Development Committee and as Board Liaison to the Patrons of the Arts. 2. Appointment of Board Members to Community Foundation 22-23 Committees for 2009-2010. 3. Consideration of development of Community Foundation 24 Annual Report for Fiscal Year 2008-2009. 4. Adoption of Fiscal Year 2009-2010 Community Foundation 25-27 Budgets. 5. Board Member discussion regarding Delinquent Pledge 28 Payments by three Promoting Arts and Literacy (PAL) Campaign Donors. 6. 2009 Gala for the Arts review and discussion of future events. 29-32 7. Update on the Community Foundation's 2009 Golf Tournament 33 to be held on November 16, 2009, at Red Hill Country Club. S. Election of Officers for the Rancho Cucamonga Community 34 Foundation Board of Directors — Chair, Vice Chair and Secretary/Treasurer for Fiscal Year 2009/10. 9. Reception honoring the Patrons of the Arts - It is anticipated that a reception will be held beginning at 5:30 p.m. This is the time for the Board to identify the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for a future meeting: I, Melissa Morales,Community Foundation Secretary, hereby certify a true, accurate copy of the foregoing Community Foundation agenda was posted on June 4, 2009, seventy-two (72) hours prior to the meeting per A.B. 2674 at 10500 Civic Center Drive, Rancho Cucamonga, California. COMMUNITY FOUNDATION MINUTES OF THE MARCH 10, 2009, SPECIAL MEETING A. CALL TO ORDER A special meeting of the Rancho Cucamonga Community Foundation was held on Tuesday, March 10, 2009, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:05 p.m. by Chair Mize. Present were: Board Members: Bryan, Buquet (who arrived at 6:10 p.m.), Cohen, Firle, Galindo, Gibson, and Mize. Absent: Jaramillo and Nelson. 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. ANNOUNCEMENTS/PRESENTATIONS None C. COMMUNICATIONS FROM THE PUBLIC None D. CONSENT CALENDAR 1. To approve the Minutes of the Special Community Foundation Meeting held January 14, 2009. 2. To receive and file the Treasurer's Report for the month of January 2009 and PAL Cash Reports for the months of May 2008 through January 2009. MOTION: Moved by Treasurer Cohen, seconded by Member Gibson, to approve the Consent Calendar, as submitted. Motion carried: 5-0-3 (Absent: Buquet, Jaramillo and Nelson). Member Buquet arrived at this time. E. FOUNDATION BUSINESS 1. Community Services Staff were called upon regarding an update on the upcoming Playhouse Season Announcement Event to be held April 20th. Superintendent Nielsen briefed the Board on event details. These include charging $100.00 per ticket of which Flemings Restaurant will donate 100% back to the Foundation; limiting the seating capacity to 60 (to date 29 RSVPs have been received) and presenting the Playhouse 2009/10 season announcement. Director McArdle reviewed the invite list and encouraged the Boardmembers to also consider inviting potential donors to the event. In addition, he asked the Board to confirm their attendance. No other action was taken or discussion held. CommunityFoundation - 1 - March 11, 2009 P1 2. The update on the 2009 Gala for the Arts scheduled for May 16, 2009, at the Victoria Gardens Cultural Centerwas opened by Director McArdle. He informed the Board that, due to personal reason, Event Chair Nelson would not be able to continue in her role as Chair. He thanked Members Fide and Bryan for offering to assist and called upon them to report. Member Firle informed the Board that the event planning was running smoothly and will have a casual California, tropical theme rather than more formal as in the past. He reported that food will be catered by Impressions, tickets will be $100.00 which will include heavy hors d'oeuvres;wine, beer and soft drinks as well as a ticket to see Second City Comics. He described the raffle drawing to be held and Member Bryan asked that all members pick up their stack of raffle tickets to sell. She continued that Patron of the Arts volunteers will assist in selling the tickets and a reception thanking them for their assistance will be held sometime after the event. She also spoke of the need for the Members to assist in selling tickets before and during the event. Discussion by the Board ensued and included questions concerning when the invites would be sent out, the raffle prizes to be awarded and whether Members Firle and Bryan should be designated as co-chairs of the event. Staff responded that invites should be sent within the next few weeks and raffle prizes are to include a $2,000; $1,000 and $500 shopping spree at Victoria Gardens, as well as other special prizes. Members Firle and Bryan were thanked for their willingness to assist in Member Nelson's absence. The update was received and filed. 3. Director McArdle gave a brief update on the Community Foundation's 2009 Golf Tournament to be held on November 16, 2009, at Red Hill Country Club. He informed the Committee that last year's major sponsor, Burrtec Waste, had recently been recognized at a City Council meeting for their support and had confirmed their sponsorship for this year's event. He called on Event Chair Buquet for any additional updates. Chair Buquet reported that he had been in recent contact with Consultant Wagner and did not have any additional updates at this time. Board discussion ensued. Concern was expressed that potential sponsors might be solicited multiple times due to the Tournament and Gala. It was noted that the events were half a year apart and that many of the donors for Tournament were not the same as the donors for the Gala. No further discussion was held or action taken. 4. Director McArdle presented the update on a proposed Special Benefit Performance at the Lewis Playhouse during the 2009-2010 season. He addressed the Board concerning the generous offer by local weatherman Fritz Coleman to donate proceeds from his performance to the Foundation. His show entitled "Tonight at 11" would be held on February 6, 2010, at 7:30 p.m. Tickets for the performance would be $25.00 and the show would include part comedic act and part questions and answers The Board thanked Analyst Pachon for coordinating the event and reached a consensus in support of the benefit performance. No additional discussion was held. Community Foundation -2 - March 11, 2009 P2 5. Chair Mize called on staff to facilitate discussion regarding the Community Foundation's support for the 2009/2010 Fiscal Year. Director McArdle suggested the Board brainstorm other areas they wish to assist with in addition to the $56,000 approved for the 2009/10 Lewis Family Playhouse Season. He asked the Board to consider Member Nelson's suggestion to support of visual arts programming. One proposed area could be co-sponsoring the annual Associated Artists Art Show which is generally held in September. Director McArdle added that the show has been held at Central Park in recent years, but could be moved to the Cultural Center with a Friday night reception. Other components of the event could entail inviting middle and high school students to participate, Board members judging and awarding prizes to the winners, bringing in live sculptures and sidewalk chalk artists. It was estimated that the event would cost $7,500 and would not be Board or staff intensive as the Association would coordinate the weekend festivities. Following staff's report, the Board expressed their support of the suggestions made. The following action was taken: MOTION: Moved by Member Buquet, seconded by Member Fide, to support co- sponsoring the annual Associated Artists Art Show. Motion carried: 7-0-2 (Absent: Jaramillo and Nelson) The matter was requested to be placed on the June agenda for further discussion. 6. The request forapproval of affiliate status forthe City's Armed Forces Banner Program was opened. Director McArdle was called upon for staff s report. For the benefit of the newer Members he gave,a brief overview of the affiliate status process which allows donors of various programs to make their checks payable to the Foundation thereby providing a tax benefit. A fund for the specific program would be set up and monies earmarked for that particular fund Analyst Pachon recommended approval of the Redevelopment Agency's request for the Banner Program to become an affiliate. Discussion by the Board was brief and consisted of a request to further clarify the process. Following Director McArdle's response,the Board took the following action in support of staffs recommendation: MOTION: Moved by Member Bryan, seconded by Vice Chair Galindo, to approve the request for affiliate status for the City of Rancho Cucamonga's Armed Forces Banner Program. Motion carried: 7-0-2 (Absent: Jaramillo and Nelson) 7. Analyst Pachon was called upon by Director McArdle for her update regardinpq the status of recent grant submittals. She summarized staffs report dated March 10 and described the two grants recently submitted which are a $10,000 Community Foundation Serving Riverside and San Bernardino Counties grant and a multi-year federal funding grant through the Department of Education for a Carol M. White Physical Education for Progress (PEP) grant. She added that a Letter of Intent has been sent to the Annenberg Foundation for the establishment of an Annenberg Foundation endowment to support for Theater for Young audiences at the Cultural Center and lastly a Target funding concept submittal fortheir continued support of the Theater for Young Audiences and Family Entertainment Series at the Playhouse. Commumiv Foundation - 3 - March 11, 2009 P3 A question was raised concerning whether the PEP grant could be earmarked for arts programming, and Analyst Pachon confirmed that it could not. No other comments were made and the update was received and filed. 8. Chair Mize called for discussion regarding the Community Foundation's By-Laws Governing Members' attendance. Director McArdle reminded the Board that the matter had been requested to be discussed by the Board at their previous meeting in light of a Member's numerous absences. He suggested they consider a few possibilities to either have a Boardmember talk to the affected Member regarding the attendance matter; have the Executive Committee address the matter or refer the matter to the City Council for their consideration and possibly removal of the Member. The Board each expressed their thoughts. Comments included concern with removing members that have still raised monies even though they have missed meetings; clarification on whether one Member in particular is aware that there is a concern regarding their attendance; support of retaining members as long as they are securing donations and also concern with quorum issues if meeting attendance isn't stressed. Members also spoke of the purpose of the Board and the need for participation, but also to consider that other opportunities might be available other than Board positions for those Members that want to remain involved. Following their input, the consensus of the Members was that no amendment to the by-laws was needed at this time or new policy created; however, if in the future quorum issues arise, the need for an attendance policy could be addressed. No further discussion was held. 9. A review of the Community Foundation's Schedule of meetings forthe period of March through June 2009 was provided by Analyst Pachon. She asked the Board to review the proposed meeting schedule for the Board and Committees and for any input the Members might have. There were no additional recommendations for changes to those presented by staff. The report was received and filed. 10.Discussion was open on the items to be addressed at the Community Foundation's Annual Board Meeting to be held on June 10, 2009. Chair Mize called on Director McArdle for staffs presentation. Director McArdle noted the annual business to be included on the agenda such as the budget approval but also suggested the Board spend significant time addressing a five year strategic plan. He briefly explained proposed aspects of the plan and asked if the Board would be supportive in participating in taking a series of brief surveys prior to the annual meeting in order to assist staff in their analysis and recommendations and to facilitate discussion at the meeting. Director McArdle also suggested that the meeting be called for at 3:00 p.m. Discussion by the Board ensued. The Members concurred with Director McArdle's recommendations and supported hosting a Patron of the Arts reception immediately following the meeting. Following their comments, Director McArdle distributed a sample of the Lewis Family Playhouse Strategic Plan to familiarize the Members with the format and the most recent Foundation Strategic Thinking Process Worksheet. No other action was taken or discussion held. Community Foundation -4- March 11, 2009 P4 F. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None G. ADJOURNMENT MOTION: Moved by Treasurer Cohen, seconded by Member Gibson, to adjourn the Special Community Foundation Meeting. Motion carried: 7-0-2(Absent: Jaramillo and Nelson). Meeting adjourned at 7:30 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Community Foundation - 5 - March 11, 2009 Ps COMMUNITY FOUNDATION RANCHO CUCAMONGA DATE: JUNE 2,2009 TO: RANCHO CUCAMONGA COMMUNITY FOUNDATION BOARD FROM: KATHYJAMES SENIOR ACCOUNT TECHNICIAN SUBJECT: RCCF AND PAL CASH REPORT-MAY 1-ai,2009 BEGINNING MTD MTD ENDING CASH BALANCE REVENUES EXPENDITURES CASH BALANCE OPERATING/PROGRAM FUND $ 200,000,00 $ 32.23858 $ (31,345.81) $ 200.89277 ENDOWMENT FUND 2,622,61007 000 000 2,622,61007 RESTRICTED FUNDS JACK MCNAY MEMORIAL 1,463.16 000 000 1,46316 YOUTH ACHIEVEMENT 17140 000 000 17140 OFF LEASH DOG PARK 12500 000 000 12500 JAMES CURATALO MEMORIAL 6,35184 000 000 6,35184 RALPH LEWIS MEMORIAL 66051 0.00 000 66051 ASSOCIATE FUNDS RC ANIMAL SHELTER 93,206.18 31,14409 (75000) 123,60027 ARMED FORCES BANNER 19000 000 000 19000 PACIFIC ELECTRIC TRAIL 25,03500 000 000 25,03500 SENIOR CENTER 38.87024 5,47500 44,34524 TOTAL $2,888,683.40 $68,857.67 ($32,095.81) $3,025,445.26 RECONCILIATION-UNION BANK PAL Urvon Bank Checking Account Balance 5/31/09 $875,65768 RCCF Union Bank Chedung Account Balance 5/31/09 271,389 03 PAL Less Outstanding Checks RCCF Less Outstanding Checks (1,18383) PAL Deposit in Transit - RCCF Deposit in Transit 7,85000 PAL Me obant Service Deposit Error (5,350 00) Subtotal §1,148,36288 INVESTMENTS-LAIF 1,877 082 38 BALANCE $3,025,45.26 10500 Civic Center Dr •PO Box 807• Rancho Cucamonga,CA 91729-0807•Tel 909-477-2760•Fax 909-477-2761 •wrvrv.RCpark cost �s Union Bank - Statement Pagel of 2 MEMO SANDRA RAMIREZ sandra.mmirez@cityofrc.us Select Bank Account: 2740024437 RANCHO CUCAMONGA COMMUNITY FOUNDATION Select Time Period: Recent 90 Days May 29,2009 Go To f Public Fund Checking Summary I DDpe ositr I Electronic Credits I Checks Paid I Electronic debits I Other debits fees and adjustments I Dally Ledger Balance Go green this year with Online Statements.You can help the environment and have the convenience of accessing bank account information from any Internet connection at any time.Call your Relationship Manager or Global Treasury Management Sales at 800-883-0285 to enroll. RANCHO CUCAMONGA COMMUNITY FOUNDATION Your Banbnq Ofpce and How to Contact Us PO BOX 807 Disclosure_ RANCHO CUCAMONGA CA 91729 Public Fund Checking Summary Account Number: 2740024437 Days in statement period. 29 Balance on 5/ 1 ; 248,913.01 Total Credits 121,643.67 Deposits(6) 29,299.58 Electronic credits(3) 92,344.09 Total Debits -99,167.65 Checks paid(25) -37,188.90 Electronic debits(1) -60,60D.00 Other debits(3) -1,378.75 Balance on 5/29 $ 271,389.03 Deposits Date Description Reference Amount Including 5/5 CARRIER DEPOSIT 45552164 $ 6410.00 check and rash a dR 5/14 CARRIER DEPOSIT 44582181 —465D.00 5/14 CARRIER DEPOSIT 44582711 8,575.00 5/22 CARRIER DEPOSIT 45922693 4950.0 5/29 CCV DEPOSIT SEQ# 0529MF2010 A-00000000015 90222120 25958 5/29 CARRIER DEPOSIT 44592571 4 455 00 6 Deposits Total $ 29,299.56 Electronic Date Description Reference Amount credits 5/14 CASH MANAGEMENT BKTRANSFER 93090903 $ 600.D0 5/14 CASH MANAGEMENT BKTRANSFER 93090895 60,600.00 5/28 CASH MANAGEMENT BKTRANSFER 93090798 31,144.09 3 Electronic credits Total $ 92,344.09 https://statements.uboc.com/jsp[busStatementFormat.isp 6/2/2087 Union Bank - Statement Page 2 of 2 Checks Paid Number Date Amount Number Date Amount 0066 5/5 $ 1,344.00 10076 5/11 It 200.00 10)x* 5/11 21.36 10077 5/11 3,500.00 100,$8* 5/1 3,560.74 10078 5/22 841.32 10059 5/27 50.00 19QQO* 5/19 951.00 100W 5/27 993.24 10081 5/20 81190.00 10063* 5/11 6.02 10082 5/19 2,500.00 10067* 5/12 47.82 10083 5/20 250.00 10068 5/7 750.00 100R4 5/22 4,439.79 1007* 5/19 32.37 10086* 5/14 619.94 10071 5/20 9.77 10089* 5/19 876.53 10072 5/12 5.00 1009D 5/28 750.00 low* 5/11 250.00 10091 5/28 2,500.00 10075 5/11 4,500.00 25 Checks paid Total S 37,188.90 *Checks missing in sequence.Out of sequence check numbers may also be located in the Electronic Debits section of your statement. 16 Electronic Date Description Reference Amount debits 5/14 CASH MANAGEMENT BKTRANSFER 93090251 $ 60,600.00 It Other debits, Date Description Reference Amount fees and 5/7 CHECK OR OTHER DEBIT 12261069 $ 978.75 adjustments 5/8 DEPOSITED ITEM RETURNED 99311318 200.00 5/19 DEPOSITED ITEM RETURNED 99310800 200.00 3 Other debits,fees and adjustments Total S 1,378.75 Daily Ledger Date Ledger Balance Date Ledger Balance Balance 5/1-5/4 $ 245,352.27 5/19/ $ 248,604.48 5/5-5/6 250,418.27 5/20-5/21 240,154.71 5/7 248,689.52 5/22-5/26 239,823.60 5/8-5/10 248,489.52 5/27 238,780.36 5/11 240,012.14 5/28 266,674.45 5/12-5/13 239,959.32 5/29 271,389.03 5/14-5/18 253,164.38 It https://statements.uboc.com/isp/busStatementFormat.jsp 6/2/20FO COMMUNITY FOUNDATION RANCHO CUCAMONGA DATE: MAY 5,2009 TO: RANCHO CUCAMONGA COMMUNITY FOUNDATION BOARD FROM: KATHY JAMES SENIOR ACCOUNT TECHNICIAN SUBJECT, RCCF AN D PAL CASH REPORT-APRIL 1-30,2009 BEGINNING MTD MTD ENDING CASH BALANCE REVENUES EXPENDITURES CASH BALANCE OPERATING/PROGRAM FUND IS 196,59618 43,98630 (40,58248) $ 200,00000 ENDOWMENT FUND 2,622,61007 000 000 2,622,61007 RESTRICTED FUNDS JACK MCNAY MEMORIAL 1,46316 000 000 146316 YOUTH ACHIEVEMENT 17140 000 000 17140 OFF LEASH DOG PARK 12500 coo 000 12500 JAMES CURATALO MEMORIAL 6.25184 10000 0.00 6,35184 RALPH A LEWIS MEMORIAL 66051 000 000 66051 ASSOCIATE FUNDS RC ANIMAL SHELTER 94,93493 000 (1,72875) 93,206 18 ARMED FORCES BANNER coo 19000 000 19000 PACIFIC ELECTRIC TRAIL 3500 25,00000 000 25,03500 SENIOR CENTER 38,84160 5000 (21361 38,87024 TOTAL $2,961,609.69 $69,32630 (642,332.59) $2,988,683.40 RECONCILIATION-UNION BANK PAL Union Bank Checking Account Balance 4/30/09 $839,85947 RCCF Union Bank Checking Account Balance 4/30/09 248,913 01 PAL Less Outstanding Checks (530 84) RCCF Less Outstanding Checks (7,751 93) PAL Deposit m Transit 31,511 31 RCCF Deposit,n Transit 20000 PAL Merchant Service Deposit Error (600 00) Subtotal $1,111,601.02 INVESTMENTS-"IF 1.877.082 38 BALANCE $2,986,683.40 10500 Civic Cenrer Dr •CO.Box 807•Rancho Cucamonga,CA 01729-0807•Tel 909-077-2760•Fix 909-477-2761 •—RCpark com 99 STATEMENT Page I RANCHO CUCAMONGA O F ACCOUNTS RANCHO CUCAMONGA COMMUNITY FOU UNION BANK OF CALIFORNIA Statement Number.2740024437 GOVERNMENT SERVICES- SOUTH 274 4/1/094/30/09 POST OFFICE BOX 513840 LOS ANGELES CA 90051-3840 Customer Inquiries 800-7986466 Thank you For banking with us since 2008 CY30 5 E 0000 RANCHO CUCAMONGA COMMUNITY FOUNDATION PO BOX 807 RANCHO CUCAMONGA CA 91729 ■ FDIC insurance coverage has changed. In addition to $250,000 coverage per depositor ownership category, all business and personal non-interest bearing transaction accounts at Union Bonk are fully insured for the entire amount to the account Contact the FDIC at 1-877-2753342 or visit w Jdic.gov These changes are temporary and will expee December 31, 2009 PUBLIC FUND CHECKING SUMMARYAccount Number 2740024437 Days in statement period 30 Beginning balance on 4/1 $ 262,305.41 Total Credih 27,315.00 Deposits 13 I 27,315.00 Total Debih -40,707.40 Checks paid ( 8 40,70740 Ending Balance on 4/30 $ 248,913.01 CREDITS Depasih including check Data Duatmlon R h q t and cosh credits 4/16 CARRIER DEPOSIT 44541453 $ 26,265.00 4/17 UNENCODED COURIER DEPOSIT 45247871 50.00 4/29 CARRIER DEPOSIT 44419873 1.000.00 3 Deposih Total amount $ 27,315.00 DEBITS Clseeks Paid Number Dae Amount Number Dae Amount Number Can, Arn.unt 10052 4/6 $ 1,92400 10055 4/7 $ 2,676.4B 10064• 4/29 $ 7,500.00 10053 4/6 418.07 10060` 4/30 68.22 10065 4/29 23,50000 10054 4/6 4,36051 10062` 4/30 260.12 8 Cbecks Paid Tatal amount $ 40,707.40 Cheeks morn in coaveroe Out of so,onno,chock aambea may also be locaed is the Eloa.nic debie section.f yeti,nto—art DAILY LEDGER BALANCE Dora Leone,B.I.— Der. Isdae,9.6.n Dore L.doorSol- 4/1,4/5 $ 262,30541 4/16 $ 279,191.35 4/30 $ 248,91301 4/6 255,602.83 4/174/28 279,241 35 4/74/15 252,926 35 4/29 249,241.35 P10 COMMUNITY FOUNDATION RANCHO CUCAMONGA DATE. APRIL 2,20D9 TO: RANCHO CUCAMONGA COMMUNITY FOUNDATION BOARD FROM: KATHYJAMES SENIOR ACCOUNT TECHNICIAN SUBJECT CASH REPORT.MARCH 2009 BEGINNING MTD MTD ENDING CASH BALANCE REVENUES EXPENDITURES CASH BALANCE FUND GENERAL $102,84757 $13,50200 ($9,160.00) $107,18957 JACK MCNAY MEMORIAL 146316 000 000 1,46316 ENDOWMENTIDEFERRED GIVING 9,88575 000 000 9,885.75 YOUTH ACHIEVEMENT 17140 000 000 17140 LEARN NOT TO BURN 1.86000 000 (1,86000) 000 OFF-PARK DOG LEASH FUND 12500 0.00 000 12500 RC ANIMAL SHELTER 86,39152 13,32199 (4,77858) 94,93493 SENIOR CENTER FUND 38,24160 60000 000 38.84160 PACIFIC ELECTRIC TRAIL FUND 1500 2000 000 3500 ARMED FORCES BANNER FUND 000 000 000 000 WILMAND INTERFACE FUND 6400 000 (6400) 000 JAMES 8 GRACE CURATALO MEMORIAL FUND 6,251 8a 000 )DO 6,251 84 OPERATING RESERVE FUND 1,00000 000 000 1,00000 RALPH LEWIS MEMORIAL FUND 660,51 0000 000 66051 TOTAL $248,977.35 $27,443.99 ($15,862.58) $260,558.76 RECONCILIATION Union Bank Checking Account Balance 3/31109 $26230541 Less Outstanding Checks #10D52 (1,924.00) #10053 (418 07) #10054 (4.36051) (6,702 58) Investments-LAIF 4 955 93 BALANCE $260,558.76 Note RCCF Invests PAL revenue w8h_AIF in the amount of$1,863.345 72 10500 Cns Ccnrar Dr • NO Bo.907• Rancho Cucamonga,CA 91729-0807•7e1 909-477.2760•Fu 9)9-47%-'.701 •.wns RCark. t, oil MARCH 2009 REVENUE&EXPENDITURE DETAIL REVENUES GENERALFUND Various Donations $13 502 00 Total General Fund $13,50200 SENIOR CENTER FUND Various Donations $BCQ 00 Total Senior Center Fund $50000 Pacific Electric Trail Fund Various Donations2$ 000 Pacific Electnc Trail Fund $2000 RC Animal Shelter Fund Various Donations $13.321 99 Total RC Ammal Shelter Fund $13,32199 TOTAL REVENUES $27,443.99 EXPENDITURES GENERAL FUND City of Rancho Cucamonga-Theatre Donation $20000 Lance,Sell B Lunghat-Tax Returns 81099 Reporting 2.80000 Linda Bryan-Petty Cash for Rare 25000 East Coast Entertainment-Deposit Gala Entedamment 91000 City of Rancho Cucamonga-Target Donation 500000 Total General Fund $9,16000 RC ANIMAL SHELTER FUND Geographics-RC Pets Donor Recognition Boat $41807 Geographic-RC Pets Donor Recognition Boat 4,36051 Total RC Animal Shelter Fund $4,77858 LEARN NOT TO BURN FUND R C Fire District-Transfer of Funds 1 86000 Total Learn Not to Burn Fund $1,860 00 WILDLAND INTERFACE FUND RC Fre Disinct-Transfer of Funds S6400 Total Wildland Interface Fund $6400 TOTAL EXPENDITURES $15,862.58 P12 STATEMENT Page lot2 OF ACCOUNTS RANCHO CUCAMONGA COMMUNITY FOU UNION BANK OF CALIFORNIA Statement Nvmben 2740074437 GOVERNMENT SERVICES- SOUTH 274 2/28/09-3/31/09 POST OFFICE BOX 513840 LOS ANGELES CA 90051-3840 Customer Inquiries _ 800 7986466 Thank you for banking with us since 2008 CY30 3 E 0000 RANCHO CUCAMONGA COMMUNITY FOUNDATION PO BOX 807 RANCHO CUCAMONGA CA 91729 ■ Go green Ihm year wtlh onLne sblemeNs msfead of pvper! Call your banker today to make the switch PUBLIC FUND CHECKING SUMMARY Account Number 274002"37 Days m statement period. 32 Beginning balance on 2/28 $ 244,181.35 Total Credits 27,443.99 Deposits 13 f 27,443.99 Total Debits -9,319.93 Checks paid 161 -9,31993 Ending Balance on 3/31 $ 262,305.41 CREDITS Deposits Including check Gate Re/e,e Amaur and cash credits 3/4 CCV DEPOSIT SEQ9 0304TV2780 A OOOOOOOOOOM 9021175 $ 2500 3/4 CARRIER DEPOSIT 44252372 21 973.99 3/19 CARRIER DEPOSIT 44489026 5r"5 00 3 Deposiks Total amount $ 27,443.99 DEBITS Checks paid Numbs Dote An,... Number pare Amount Number Dare Amount 10044 3/4 3 159.93 10049* 3/12 $ 250.00 $ 10046' 3/27 20000 10050 3/18 91000 10047 3/11 2,800.00 10051 3/27 5,000.00_ 6 Checks paid Total amount $ 9,319.93 -Ch.,k-i uny n..y..... Om al eeyuense rhed.nu mbea nn,.b.t»loaot.d.n th.Elsctrom,debar a'd—of your aetement DAILY LEDGER BALANCE Oars ledger Baleo.e Dale L.dos,S.Am Dare lode.,B.lo.m 3/2-3/3 $ 244,181.35 3/12-3/17 $ 262,970.41 3/27-3/31 $ 262,30541 3/43/10 266,02041 3/18 262,060.41 3/11 263,22041 3/19-3/26 267,505.41 P13 S Y _ h COMMUNITY FOUNDATION RANCHO CUCAMONGA DATE: MARCH 3.2009 TO: RANCHO CUCAMONGA COMMUNITY FOUNDATION BOARD FROM: KATHYJAMES SENIOR ACCOUNT TECHNICIAN SUBJECT: CASH REPORT-FEBRUARY 2009 BEGINNING MTD MTD ENDING CASH BALANCE REVENUES Et(PENDITURES CASH BALANCE FUND GENERAL $10572279 $000 ($2,875.22) $102.84757 JACK McNAY MEMORIAL 1.46316 000 000 1,463.16 ENDOWMENT/DEFERRED GIVING 9,885.75 0.00 000 9,88575 YOUTH ACHIEVEMENT 17140 000 000 17140 LEARN NOT TO BURN 1,86000 000 0.00 1,86000 OFF-PARK DOG LEASH FUND 12500 000 000 12500 RC ANIMAL SHELTER 86,39152 000 000 86.391.52 SENIOR CENTER FUND 38,257 So 000 (1624) 38,24160 PACIFIC ELECTRIC TRAIL FUND 1500 000 000 1500 WILDLAND INTERFACE FUND 6400 000 000 6400 JAMES CURATALO MEMORIAL FUND 6,25184 000 000 6,251.84 OPERATING RESERVE FUND 1,00000 000 000 1,00000 RALPH M.LEWIS MEMORIAL FUND 66051 000 000 660,51 TOTAL $251,868.81 $0.00 ($2,891.46) $24$977.35 RECONCILIATION Union Bank Checking Account Balance 228/09 $244,18135 Less Outstanding Checks #10044 (15993) Investments-LAIF 4,95693 BALANCE $248,977.35 Note. RCCF Invests PAL revenue oath LAIF in the amount of$1,863,34572 10500 Civic Center Dc•PO Box 807• Rancho Cucamonga,CA 91729-0807•Tel 909-477-2760•Fix 909-477-2761 •www RCpark mm P44 FEBRUARY 2009 REVENUE S,EXPENDITURE DETAIL REVENUES GENERALFUND Target-Donation $5,00000 Target-Deposited Item Retumed ($5,00000) Total General Fund $000 TOTAL REVENUES $0.00 EXPENDITURES GENERAL FUND Attorney General's Registry of Charitable Trusts-ReglRenew Fee $15000 The Antigua Group-Sample Swatches for Golf Shirts 3529 Franchise Tax Board-Filing Fee 10.00 Stephen Wagner-Consulting Services for Golf Tournament 2,50000 City of Rancho Cucamonga-Reimburse Board Meeting 15993 Department of Justice-Filing Fee 2000 Total General Fund $2,87522 SENIOR CENTER FUND Gabel&Schubert-Leaf Engraving for Legacy Tree $16 24 Total Senior Center Fund $1624 TOTAL EXPENDITURES $2,891.46 1 P16 S TAMA E W 7 Page I of 2 RANCHO CUCAMONGA E OF ACCO N78 COMMUNITY FOUNDATION Statement Number:2740024437 UNION BANK 01131/09-02/27/09 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 FOUNDATION PO BOX 807 RANCHO CUCAMONGA CA 91729 ■ Go green this year with online statements instead ofpaperr Call your banker today to make the switch Public Fund Checking Summary Account Number 2740024437 Days in statement period:Days in statement period 28 Balance on 1/31 $ 248,397.66 Total Credits 5,000.00 Deposits(1) 5,00000 Total Debits -9,216.31 Checks paid(12) -4,21631 Other debits(1) -5,00000 Balance on 2/27 $ 244,181.35 CREDITS Deposits mcludmg check and cash credits Date DescnptionvLocabon Reference Amount 2/24 UNENCODED COURIER DEPOSIT 45897072 $ 5,ODO 00 DEBITS Check Paid Number Date Amount Number Date Amount 0036 2/4 330 16 10039" 2/23 15000 10029' 2/4 162.81 1D040 2/6 1624 10030 2/4 34400 10041 2/6 3529 10032' 2/4 22925 10042 2/20 10.00 10033 2/4 11856 10043 2/19 2,50000 10037' 2/3 30000 10045' 2/26 2000 12 Checks paid Total S 4,216.31 Checks missmg In sequence Out of sequence check numbers may also be located in the Elections,Debits anchor,of your statement Other debits,fees and adjustments Date Description Reference Amount 2/27 DEPOSITED ITEM RETURNED 99311045 $ 5,00000 pts Page 2 of 2 RANCHO CUCAMONGA COMMUNITY FOUNDATION Statement Number:2740024437 01/31/09-02/27/09 Daily Ledger Balance Date Ledger Balance Date Ledger Balance 2/2 $ 248,397 66 2/20-2/22 $ 244,351.35 2/3 248,097.66 2/23 244,201 35 2/4-2/5 246,912 88 2/24-2/25 249,201 35 2/6-2/18 246,861 35 2/26 249,181 35 2/19 244,36135 2/27 244,18135 P17 STAFF REPORT COMMUNITY SERVICES DEPARTMENT RANCHO Date: June 10, 2009 CUCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: DISCUSSION AND CONSIDERATION OF PROPOSED FOUNDATION STRATEGIC PLAN 2015 RECOMMENDATION It is recommended that the Board of Directors hold a discussion on the proposed 2015 Foundation Strategic Plan and consider the following recommended actions: 1. Approve the proposed Foundation 2015 Strategic Plan 2. Approve the proposed Foundation Committee Restructuring Plan 3. Approve the proposed Community Foundation 2009-10 Meeting Schedule 4. Refer the proposed 2015 Strategic Plan Action Steps to each Committee for review and refinement BACKGROUND/ANALYSIS For many years the Foundation Board has expressed interest in developing an overall Strategic Plan which would guide the planning and work of the Foundation into the future. The Foundation has experienced much success in the past few years, and Board discussions and actions have started to lay an important foundation for future years. As with any strong organization, a formal Strategic Plan with defined goals, actions and milestones will create the vision for the future and guide upcoming efforts. To prepare the proposed 2015 Strategic Plan, staff used a lot of the brainstorming information generated by Board members in the past, results of a couple electronic surveys conducted with members in the past few weeks and many different threads of direction approved by the Board in the past. Staff also took into consideration the current membership makeup of the Board and the availability of Board members' time and energy in a sincere attempt to develop a meaningful and achievable plan. As a reminder, a good Strategic Plan is intended to address three critical questions relating to the Foundation: • Where are we now? • Where are we going? • How will we get there? P18 DISCUSSIONAND CONSIDEIATIONOFPAOPOSED FOUNDATION STRATEGIC PLIN2015 PAGE ]UT` 10,2009 Following a typical format, the proposed Strategic Plan includes the following sections and components: • Foundation Values (What do you truly believe in?) • Foundation Vision (How will you describe yourself in 2015?) • Foundation Mission (Why do you exist?) • Foundation's Major Strategies (What major strategies will you use to achieve your Vision?) • Strategic Goals (What are your specific goals within each strategy?) • Action Steps (How/when will you complete your goals and who is responsible?) As the proposed plan was prepared, recommendations became apparent regarding modifications to the Board's committee and meeting structures which will be critical to the implementation of the Strategic Plan. Staff recommends that these changes be approved to take effect immediately. The attached 2015 Community Foundation Strategic Plan is presented for Board consideration. Respectfully submitted, Kevin McArdle Commu 't ni es Director Attachment I.ICOMMSERV CoumrlBBoards%CommunilyFoundahonlStaff Rep.ft20091&mtegx Plan 6.10 09 doc p19 STAFF REPORT - GOMMONITY SERVICES DEPARTMENT RANCHO Date: June 10, 2009 CUCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: APPOINTMENT OF BOARD MEMBER LINDA BRYAN TO THE BOARD DEVELOPMENT COMMITTEE AND AS BOARD LIAISON TO THE PATRONS OF THE ARTS RECOMMENDATION It is recommended that the Foundation Board of Directors appoint Member Linda Bryan to the newly created Board Development Committee and approve her to serve as Board liaison to the Patrons of the Arts volunteers. BACKGROUND The Community Foundation Board has long desired to develop a core group of volunteers who would work with the Foundation to assist in fundraising and awareness building activities. The Foundation laid the groundwork for this program by involving approximately 6-8 local volunteers in the 1s' annual golf tournament this past November. Shortly after that, the Foundation Board approved a program named "Patrons of the Arts", specifically to attract volunteers to help with Foundation activities. The recently concluded Gala for the Arts expanded on the successful use of these Patrons of the Arts. A solicitation of the existing Playhouse volunteers was conducted to determine how many would be interested in helping the Foundation either with fundraising or awareness building efforts. With this first recruitment, twenty-four (24) Playhouse volunteers agreed to help. Of these, eleven (11) specifically signed up to help with fundraising activities, and seven (7) were actively engaged during the process. In addition to these Playhouse volunteers, both the Golf and Gala Committees were successful in involving other community leaders as volunteers, and they will also be considered Patrons of the Arts. There is significant opportunity for growth and expansion of the Patrons program, and success will depend on the Board's ability to recruit, train, engage and recognize these volunteers on a regular basis. Board Member Linda Bryan was instrumental in the successful engagement of volunteers in the Gala, and she has indicated her willingness and interest to serve as the Board's liaison to the Patrons of the Arts, and to continue to grow this program. P20 APPOINTVE\70FBOARDMEMBER TO BOARD DE V.COAL11MFEAND PATRON OFARTSLGlISON PAGE JUNE 10,200P The proposed 2015 Strategic Plan calls for the newly created Board Development Committee to coordinate efforts with the Patrons, and the Plan includes Action Steps for assigning a Board liaison. Staff would recommend that Board Member Linda Bryan be appointed to the Board Development Committee and that she be assigned to serve as the Board liaison to the Patrons of the Arts. Respectfully sub itted, KevcArdle Community Services Director I ICOMMSEROCounoi&BoardslCommunityFoundaflonIStaR Reports12009Tatmns Loa on 610.09 doc P21 STAFF REPORT z COMMUNITY SERvicEs DEPARTMENT RANCHO Date: June 10, 2009 CUCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: APPOINTMENT OF BOARD MEMBERS TO FOUNDATION COMMITTEES FOR 2009-2010 RECOMMENDATION It is recommended that the Foundation Board of Directors approve appointments to the Foundation Committees for 2009-2010. BACKGROUND The proposed Community Foundation Strategic Plan 2015 includes recommendations for a revised Board Member Committee Structure. Included in the proposed Strategic Plan are recommendations for the establishment of seven (7) Committees, as well as proposed membership goals for each Committee. The Plan recommends that each Board Member serve on at least one Fundraising and one Business/Giving Committee. Attached is a chart listing the proposed new Committees. Staff has indicated a few potential Board Member assignments based on current Committee assignments and/or Member interests. Staff would recommend that the Board Members discuss these Committee assignments and make the appropriate selections. Respectfully s ubmi ed, Kevin McArdle Community Services Director l.ICOMMSERV%Council&Boardsl( mmanityFoundationlStafr Rsports120091COmmiHee Assign 09.10.doc P22 Rancho Cucamonga ommunity Foundation Committee Membership 2009-2010 Board Member Golf Tournament Spring Event Special Executive& Board Performing Arts Visual Arts Committee (Gala) Campaign Finance Development Committee Committee Committee Committee Committee Committee i "'� 4n„ %. .y. Yza^sayk..,5 " ? nVby9tWrtl Mein Al t - 081 Baits Nttn beaartl Nemberc 20 _mm Mvm qe _ awMCh 9 kNem6ns t �" * �,. � T;t3�Can�LdY MLnInrS ?S CmlrtuiNb' '6?3 C�n{ xelY A}Aeedw "�' �� 2-3��.��,M�bel23 CM13i"3�.:YRi y? � iy� 6c�4' Z '£ 5j&iy mf 4'sAP�,� kh1C' Board Members Linda Bryan X X Chuck Bu uet Chair Harvey Cohen Chair Brad Fide X Thomas Galindo X Judy Gibson X X Tony Mize Manan Nelson X Community Members_ Suzanne Buguet X Dee Matreyek-Kurth X Patrons of the Arts 9 N W STAFF REPORT CONIMUN[TY SERvicEs DEPARTMENT - Date: June 10, 2009 RANCHO CUCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director By: Francis Palmer, Community Services Marketing Manager Subject: CONSIDERATION OF DEVELOPMENT OF COMMUNITY FOUNDATION ANNUAL REPORT FOR FISCAL YEAR 2008109 RECOMMENDATION Staff recommends that the Board review and discuss the potential of funding design and printing for a Rancho Cucamonga Community Foundation Annual Report for Fiscal Year 2008/2009. BACKGROUND The Rancho Cucamonga Community Foundation, in partnership with the Rancho Cucamonga Library Foundation had funded a 16 page 2006-2007 Annual Report to highlight the milestones achieved and the Foundation's joint efforts with the Promoting Arts and Literacy (PAL) in supporting the first year of programming at the Victoria Gardens Cultural Center. This collateral piece proved to be beneficial as a communication piece for both Foundations' efforts, Board Recruitment and as an attachment to enhance Grant Applications. CONSIDERATIONS Staff is recommending the Board consider allocating $3,500 for the professional design and printing of a four-page Rancho Cucamonga Community Foundation 2008/2009 Annual Report. The Rancho Cucamonga Foundation would be able to profile recent giving actions and use the printed piece for positive community outreach of the Foundation's mission and efforts to augment funding support for arts programs offered at the Victoria Gardens Cultural Center. Staff is presenting this recommendation and asks for Board direction on this matter. Respectfully ss bb'Iced, \�Ii NL'J�dnw'i` K An Mc rdle Community Services Director I.\COMMSERV1CouncilBBoards\CommunityFoundabon\Staff Repohs@009\RCCF Annual Report support6.09.doc P24 STAFF REPORT COMMUNITY SERVICES DEPARTMENT Date: June 10, 2009 RANCHO To: Rancho Cucamonga Community Foundation CUCAMONGA From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: Adoption of Fiscal Year 2009.2010 Community Foundation Budgets RECOMMENDATION Staff recommends that the Foundation review and approve the attached draft Operating Budgets for FY 2009-2010. BACKGROUND/ANALYSIS As noted in the Foundation's by-laws, the Foundation is required to adopt an annual operating budget. The attached proposed budget sheets include the Foundation's estimated cash balances, projected revenue and anticipated expenditures for the next fiscal year which runs from July 1, 2009 through June 30, 2010. The Board will notice that the budgets are being presented in a different form this year from past years. The budget format has been revised to more closely reflect the Foundation's 2015 Strategic Plan and the recently modified monthly financial reporting format. With the revised financial reporting format, the Foundation manages four(4) different fund groups as follows: . Operating and Program Fund . Endowment Fund . Restricted Funds . Associate Funds Annual budgets are being presented for the Operating/Program Fund and the Endowment Fund. Since there are no program plans anticipated for the Restricted Funds at this point, no annual budget is recommended. Since the financial activity within each Associate Fund is determined by the Foundation's Associate partners, it is not possible to develop a realistic annual budget for these funds. Staff recommends that the Foundation Board review and approve the attached draft Operating Budgets for the Operating/Program Fund and the Endowment Fund for FY 2009-2010. Res ectfully s m' ted, Kevin McArdle Community Services Director Attachment I ICOMMSERNCouncil&BoardslCommun,lyFoundahonlStaff Rep ds12009VRCCFBudget,09.10.doc P25 Rancho Cucamonga Community Foundation Fiscal Year 20094010 Budget Operating and Program Fund Program Protected Pro ected Program Net Totals Revenues Expenditures July 1,2009 Fund Balance(Estimated) $200,000 Fundraising Activities Gala for the Arts Committee $60,000 $40,000 $20,000 , Golf Committee $185,200 $83.700 $101,500 Special Fundraising Committee $10,000 $2,500 $7,500 Other Misc Donations $2,000 $2,000 Grapevine Donations $500 $500 Business Activities Annual Report $3,500 ($3,500) Board Development $2,000 ($2,000) Board Meeting Hospitality $1,000 ($1,000) Donor Recognition $1,000 ($1,000) Patrons Recognition $250 ($250) Office Supplies $500 ($500) Liability Insurance $3,000 ($3,000) Tax Return Preparation $3,200 ($3,200) Tax- Federal/State Filing $300 ($300) Fund Interest-WA Giving Activities Performing Arts Committee $56,000 ($56,000) Visual Arts Committee $7,500 ($7,500) Fund Transfers(Year End) Transfer Into Endowment Fund $53,250 ($53,250) Fiscal Year Totals $257,700 $257,700 $0 $0 June 30,2010 Fund Balance IEstimatedl $200,000 N W Rancho Cucamonga Community Foundation Fiscal Year 2009-2010 Budget Endowment Fund Proaram Projected Projected Program Ne l Totals Revenues Expenditures July 1.2009 Fund Balance(Estimated) $2,625,000 Fundraising Activities N/A $0 Business Activities PAL Pledge Payments $29,960 $29,960 Fund Interest(2%) $52,500 $52,500 Fund Transfers(Year End) Transfer from Operating Fund $53,250 $0 $53,250 Fiscal Year Totals $135,710 $0 $135,710 $135,710 June 30,2010 Fund Balance(Estimated) $2,760,710 M N r1 STAFF REPORT - Gomm ITY SERVICES DEPARTMENT RANCHO Date: June 10, 2009 CUCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director Subject: BOARD MEMBER DISCUSSION REGARDING DELINQUENT PLEDGE PAYMENTS BY THREE PAL DIAMOND DONORS RECOMMENDATION It is recommended that the Board of Directors take action as appropriate regarding this item. BACKGROUND At the direction of the Executive Committee, this item has been placed on the Community Foundation Board agenda to facilitate discussion between the Board members regarding a significant delinquency in PAL pledge payments by three Diamond Donors. During the early phases of the PAL fundraising efforts, three donors agreed to provide very generous contributions to the campaign to support the Cultural Center. The understanding with these three donors was that the donation would be paid in full within a year or so after the donation was agreed to. Since the opening of the Cultural Center in 2006, the donors have received full Diamond Donor level recognition including facility presenting rights plaques, stars on the donor wall, listing in publications and invitations to donor events. It has now been approximately four years since the donor agreements, but to date no funds have been received from the donors, despite a number of phone calls and some written requests for follow up. At the most recent Executive Committee meeting, the Committee members had a discussion on this item and directed that it be placed on the June Board agenda for full discussion and development of a plan of action by the entire Board. Staff will provide more detailed information at the meeting. Respectfully submitted, 4;44L Kevin McArdle Community Services Director I ICOMMSERVICouncil&BoardslCommumtyPoundahonlSfaH Rewds=090,lenquenf Donors 6 10.09 doc P28 STAFF REPORT ._ COMMUNITY SERVICES DEPARTMENT RANCHO Date: June 10, 2009 CUCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director By: Nettie Nielsen, Community Services Superintendent Subject: 2009 GALA FOR THE ARTS REVIEW AND DISCUSSION OF FUTURE EVENTS RECOMMENDATION The Gala for the Arts Committee requests that the Foundation Board of Directors review the attached evaluation and discuss the future of the Gala event. BACKGROUNDIANALYSIS The 2009 Gala for the Arts was held on May 16, 2009, at the Victoria Gardens Cultural Center. The event was initially chaired by Board Member Marian Nelson, who due to unforeseen circumstances, had to resign from the committee, as did a few committee members. Staff assumed leadership and logistical roles as a result. Board Members Brad Firle, Linda Bryan and Judy Gibson all served on the committee and made significant contributions. Community members Dee Matreyek- Kurth and Tracy Elefante also served on the committee. The evening consisted of a hosted reception with entertainment, a raffle and a 90-minute performance by Second City Touring Company. Although 219 guests had reservations for the event, it was only attended by approximately 120 individuals and we sold only 20 single show tickets. All of the guests seemed to enjoy the more casual atmosphere and reception style format. Please see the attached information gathered from the Committee members at their evaluation meeting. A financial analysis of the Gala will be distributed to the Board at their meeting but preliminary estimates indicate that the event cleared expenses by approximately $1,000. At the committee's evaluation meeting they identified several factors that the Foundation should consider in their analysis of the Gala and future fundraising efforts. These include: • Impact of the economy on the revenues received from sponsorships and raffle ticket sales. • The Gala requires significant direct and indirect resources, both by the City and the Foundation and generates no financial return. • A significant amount of full time staff hours (over 500) valued at approximately $18,000 was required in addition to the hours contributed by the committee members. A staff commitment of this magnitude had a negative impact on staff's other projects • The Board must explore other methods or activities could be implemented that generate more dollars for the Foundation's endowment using fewer resources. P29 2009 GALAFORTFM ARTS REVIEWANDDISCUSSIONOF FLMJRE EVENTS PAGE JUNE 10,2009 In adopting a plan and budget for the next fiscal year, it is critical for the Board to decide whether to continue to consider the Gala as a potential fundraising event, or to pursue alternative options to raise funds that will not compete with the Golf Tournament If the Board elects to pursue future Gala events, or a different fund raising activity, it is recommended that a committee and committee chair be selected at the Board meeting to launch the process, including a staff and board member brainstorming session in July. Respe ully�tted, Kevin cArdle Community Services Director I\COMMSERIACouncilBBoards\CommumtyFoundaaon\Staff Repor ss2009\Gala FinalRevim 6 10 09 doc P30 2009 Gala for the Arts Gala Committee Evaluation - May 28, 2009 Overall Gala Directive: Foundation Board needs to have serious discussion on philosophy and goal of the Gala and how it fits into the Foundation's overall strategic plan. Option 1• The Gala as a Fundraiser: With the amount of time and resources required to plan the Gala it should generate at least $10,000 each year to capture the return on investment, but it cannot do that in its current configuration. An immediate committee would need to be formed to begin reconstructing the Gala as a viable fundraiser. Option 2: The Gala as a Celebration/Recognition Event The Foundation would have to commit more resources (financially and board member and volunteer commitment) to hosting an annual Gala to serve as a recognition or celebratory event. Option 3• No Gala/Other Event or Activity The Foundation may choose to find a more efficient means of fundraising and commit resources to a method that may be more successful. A committee would have to be immediately formed to discuss ideas and bring back to the Board with recommendations and goals. 2009 Gala Observations: Successes ■ The event managed to clear its expenses and raise approximately $1,000. ■ Attendees gave very positive feedback about the event and performance. ■ The more casual atmosphere seemed to be more popular than the black tie theme. • Food and layout and decor were outstanding. Great event flow. Outside patio was popular. ■ Reception entertainment (guitarist and Polynesian dancers) very good. ■ Headline Entertainment - The Second City was well received and they were very accommodating at the meet and greet. Challenges ■ The Foundation and the Gala have no identity in the community. Creates challenges in soliciting support. ■ The event fell far short of its fund raising goal and fell short in attracting sponsors. ■ Many sponsors did not participate or attend the actual event (120 out of 219) ■ The event was unable to attract any new sponsors - to be successful in the future, new sponsors must be recruited. ■ Event invites went out late. ■ Advertising for single ticket seats was planned too late to capture sales. • Too many empty seats in Playhouse and Meet and Greet was too empty. P31 Recommendations if the Gala continues ■ Address the Foundation's identity in the community as a part of the strategic plan discussions. Foundation needs a strong position in the community. ■ Consider tying into existing Playhouse show if timing is good - purchasing up to 200 tickets. ■ Keep reception style format. Perhaps have a more formal event every 5 or so years (Cultural Center 51" Anniversary Celebration for example). ■ Must have a strong auction or fund raising component. ■ Consider professional fundraiser - however could be expensive. • The committee feels it would need at least the same or more staff support to continue the Gala in any format. ■ If there is a meet & greet, add sodas and water to coffee and desserts. i Invite theatre classes or others to fill empty seats. E Get invites out earlier and advertise single tickets right away. ■ Develop a hospitality plan to give out tickets to build relationships. i It should be prominent in communications, invitations and marketing that the Gala is a fundraiser. ■ Perhaps choose a specific program each year to target for fund raising. ■ Invite all households to an open house at the Cultural Center ■ Grow Patron of the Arts Group - capture interest of current members. ■ Think carefully about which headliners to use and who will attract an audience. ■ Raffle was too expensive, too time consuming. Tickets were too expensive. Reconsider an auction, but we need a more generous auction audience. ■ Research other successful fundraisers for ideas. . ■ Look at donor patterns. Attracting same people. People give to who they know. ■ Need non-Board members on the committee. ■ Can we utilize Mayor more to help with raising funds? Can we send out sponsorship or support letter under Mayor's signature? E Utilize Mayor's local celebrity status - Lunch with Mayor. Key to the City program. ■ Need Board Members who can get larger sponsors. Event can't be successful with just smaller sponsors. i Have to study the fundraising in context with Golf Tournament to not compete. ■ Chair and leadership of the event is critical. Need a strong leader appointed. ■ Consider an awards or honoree program - but can't rely on that to get more people or raise more dollars. Also could be a complicated process to develop criteria, etc. ■ Consider giving businesses the opportunity to create and present their own award at the Gala. P32 STAFF REPORT CONLMUNITY SERVICES DEPARTMENT RANCHO Date: June 10, 2009 CUCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst I II 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 June meeting agenda to facilitate discussion between the Golf Committee and the Foundation's Board of Directors. BACKGROUND The Foundation Golf Committee, chaired by Chuck Buquet, has been meeting on a regular basis to plan for the November 16, 2009 tournament at the Red Hill Country Club. The Committee has enjoyed some early success with soliciting returning sponsors, and they are gearing up for a major sponsorship push in the upcoming weeks with the assistance of the entire Board. Staff has included this item on the Foundation's June agenda to facilitate discussion regarding planning efforts for this fundraising event. Respectfully submitted, $( " A6 Kevin McArdle Community Services Director I ICOMMSERVICouncdBBoardsiC mmunllyFoundatlonlStaff RepodS120091Go1t6.1009.doc P33 STAFF REPORT COMMUNITY SERVICES DEPARTMENT RANCHO Date: June 10, 2009 CUCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director Subject: ELECTION OF OFFICERS FOR THE RANCHO CUCAMONGA COMMUNITY FOUNDATION BOARD OF DIRECTORS — CHAIR, VICE CHAIR AND SECRETARY/ TREASURER FOR FISCAL YEAR 2009/10 RECOMMENDATION As deemed appropriate by the Board of Directors. BACKGROUND According to the Foundation's by-laws, election of officers is to be conducted at the Board's annual meeting held in June each year. The seats held by Members are Chair, Vice Chair and Secretary/Treasurer. This item has been placed on the Foundation's agenda for the Board's consideration and action. Resp tfully sub mitted, �� Kevin cArdle Community Services Director I:\COMMSERV1CounalBBoards\CommumtyFoundahon\SWff Reports00090E ticn.061009.dcc P34 RANCHO CUCAMONGA COMMUNITY FOUNDATION STRATEGIC PLAN 2015 PLAN Rancho Cucamonga Community Foundation Strategic Plan 2015 We Strongly e leve In ase Foundation Our VISION for 2015 Our MISSION We Will Accomplish our Mission Using Three MAJOR STRATEGIES SUCCESSFUL ME—M—W FUNDRAISING We will fundraise a I e11ec'BWfy minimum of Sf00,000 OAItle and each year Our GOALS for Each Major Strategy Area Raise a minimum of $70,000 each year on Foundation lesdershlp the annual Fall Golf fundraising success Tournament,primarily ugh an active, partnering with larger a and cohesive corporations Eftnatum inimum of each year Foundation an annual Endowment Fund and ature Event Strategyts,primarilyg with localsses and leaders Raise a minimum of Effectively manage and Provide annual funding $10,000 each year invest Foundation funds support for Visual Arts through an annual in accordance with a events at Victoria Spacial Campaign solid Finance Policy Gardens Cultural renter designed to engage and other community families and individuals fact hes Itlemify and aggressive) Generate a substantial Promote and distribute pursue Gram Funding tevei of public designated Arts which supports the awareness and Scholarship Funds to Foundation's Mission appreciation for deserving groups antl Foundation activities individuals throughout the region Establish ongoing Support Rancho Positive relationships Cucamonga based with and meaningful community organizations recognition of all Oona through the Foundation Affiliate Partners program Develop a Patrons of the Arts volunteer support group Effectively utilize Foundation Committees,consisting of Board,Community and Patron Members Our Success Will be Primarily Planned and Implemented Through These FOUNDATION COMMITTEES Golf Tournament 'ExacutivelFinanu 'performing Arts Giving Spring Event 'Board Development -Visual Arts Giving Special Campaign STRUCTURE Rancho Cucamonga Community Foundation 1p IHonorary Board of Directors Fundraising Business Giving Special Lardvel n Sorina Event Fundraising Executive/Finance Committee Pert ormina Arts Visual Arts Giving Golf Tournament Committee Commkme Committee Campaign Givina Committee Committee Committee Recruit new Board Manage the Buof the Members, coordinate Develop vision and Develop vision and al Plan and Conduct p P Plan and Conduct and Finances of the Annual Sprang Event Plan and Conduct Board training and plans/w annual plans Iw annual Annual Fall GNI For the Arts Annual Special Foundation leambuildin , create Toumamant p p giving to Playhouse .giving to community Fundraising Membe Ppe'trve public and school programs visual arts programs Members Campaign Image of 3 Board Members Members 3 Board Officers Foundation,liaison Members 3 Board Members 1 Fundraising 2-3 Community Members with Patrons of Arts Members 3 Board Members 2-3 Community Committee Chair 2 Patrons 2 Board Members 3 Board Members 2-3 Community 2 Patrons 2-3 Community t Giving Committee MMMT 2-3 Community Staff Liaison 5-7 Patrons Chair 3 Board Members Staff Liaison Staff Liaison Nettie NielsenStaff Liaison Nettie Nielsen Paula Pachon Staff Liaison Stag Liaison Paula Pachon Staff Liaison Nettie Nielsen Paula Pachon Paula Pachon MEETINGS Community Foundation 2009-10 Meeting Schedule Golf Spring Event Special Executive& Board Performing Arts Visual Arts Giving Tournament Committee Fundralsing Finance Development Giving Committee Committee 1st Monday at 1 ? 3rd Wednesday 3rd Wednesday at 3rd Wednesday at 3rd Wednesday at 1:30 pm at 4 pm 5 pm 4 pm 5 pm Jul Golf Spring Au ust Golf Se tember Golf ' a'Fin. Board Develop October Golf Special Fund Perf Arts Visual Arts November Golf Spring December Janus Golf Eval Perf Arts Visual Arts Februa ExecubvelFin. Board DeveloMarch S ecialFund A nl GolfS ecial Fund Perf Arts Visual Arts Me Golf utivaiFin. Board DevelJune Golf S ecial Fund ACTIONS BY GOAL Community Foundation Strategic Plan 2015 Action Items Action Step Responsibility Completion Date Form Golf Tournament Committee and Golf Committee March-09 develop meeting schedule Develop annual plan for Golf Golf Committee April-09 Tournament, including identification of available staff resources Evaluate and discuss 09 Gala at the Board June-09 annual Board meeting Conduct quarterly full Board meetings in Board June-09 October,January,April and the annual meeting in June Recategorize existing fund structure Executive/Finance June-09 , Committee Appoint a Board liaison to coordinate Board June-09 the Patrons of the Arts Approve the 2009-10 budget for Board June-09 performing arts activities at Lewis Family Playhouse Approve the 2009-10 budget for visual Board June-09 art activities Review and approve Foundation 2009- Board June-09 10 budget Approve an annual schedule of Board June-09 Committee meetings Conduct a strategic brainstorming Spring Event July-09 session to develop effective options for Committee creating a major Spring signature fundmising event Develop organizational structure and Executive/Finance September-09 recruitment plans for each Committee Committee Identify 2010-11 program support Performing Arts September-09 objectives for performing arts activities Committee at the Lewis Family Playhouse 1 Community Foundation Strategic Plan 2015 Action Items Identify 2010-11 program support Performing Arts September-09 objectives for performing arts activities Committee at local schools Identify 2010-11 program support Visual Arts September-09 objectives for visual arts activities Committee Review current Curatalo Fund program Performing Arts September-09 and develop refined plan Committee Form Special Campaign Committee and Special Campaign October-09 develop meeting schedule Committee Develop 09-10 major donor prospect Board October-09 plan, including 20 new corporate donor prospects Create and distribute 08-09 Foundation Board Development October-09 Annual Report Committee Engage a minimum of 20 Patrons of the Board Development October-09 Arts volunteers Committee Form Event Committee and develop Spring Event October-09 meeting schedule, Develop plan for Committee 2010 Event and identify available staff resources Identify special fundraising campaign Special Campaign October-09 opportunities and develop plan, Committee including identification of staff availability Successfully conduct 2009 Golf Golf Committee November-09 Tournament Send follow up thank you's to all Golf Golf Committee December-09 Tournament participants Recommend special fundmising Special Campaign January-10 campaign to Board Committee Develop and implement Endowment Executive/Finance January-10 Fund policy and strategy Committee Involve Patrons in Board committees Board Development January-10 Committee 2 Community Foundation Strategic Plan 2015 Action Items Approve 2010-11 support for specific Performing Arts January-10 performing arts activities at the Lewis Committee Family Playhouse Approval of revised Curatalo Board January-10 Scholarship program and budget Promote and implement new program Performing Arts January-10 Committee Begin special fundraising campaign Special Campaign February-10 Committee Develop and implement Board team Board Development March-10 building activity Committee Develop and implement Finance and Executive/Finance March-10 Investment policies Committee Develop and implement Patrons of the Board Development April-10 Arts plan Committee Approve 2010-11 support for specific Visual Arts Apnl-10 visual arts activities Committee Conclude special successful fundraising Special Campaign April-10 campaign Committee Identify prionty grant funding needs Executive/Finance May-10 Committee Develop annual donor recognition plan Executive/Finance May-10 Committee Develop and approve the 2010-11 Performing Arts May-10 budget for performing arts activities at Committee local schools Recognize scholarship award recipients Performing Arts May-10 Committee Assign grant research to interested Executive/Finance May-10 Board Members Committee 3 Community Foundation Strategic Plan 2015 Action Items Successfully conduct 2010 Spring Event Spring Event June-10 Committee Send follow up thank you's to all Event Spring Event June-10 participants Committee Board members to self evaluate Board June-10 success of annual individual fundraising goals Develop and implement Board Board Development June-10 fundraising training plan Committee Organize and distribute Foundation Staff June-10 Board Policy and Reference Manual Develop an Endowment Fund branding Executive/Finance June-10 and marketing plan Committee Review and approve Foundation 2010- Board June-10 11 budget Conduct annual recognition of Patrons Board Development June-10 of the Arts Committee Approve the 2010-11 budget for Board June-10 performing arts activities at Lewis Family Playhouse Approve the 2010-11 budget for visual Board June-10 arts activities Consider special fundraising campaign Special Campaign August-10 associated with 5 year Cultural Center Committee anniversary in 2011-12 Develop annual plan for 2010-11 grants Executive/Finance September-10 solicitation Committee Develop Ideal Board Membership Matrix Board Development September-10 Committee Conduct annual financial review of Executive/Finance September-10 previous year Committee 4 Community Foundation Strategic Plan 2015 Action Items Develop and implement the 2010-11 Performing Arts September-10 program support plan for performing arts Committee activities at local schools Expand Board to a minimum of 15 Board Development January-11 active members Committee Develop and implement Honorary Board Board Development January-11 Member program Committee Develop and implement Foundation Board Development January-11 public relations and branding plans Committee Develop 2015 vision for support of Performing Arts January-11 performing arts activities at Lewis Committee Family Playhouse Develop 2015 vision for support of Visual Arts January-11 visual arts activities Committee Design and develop a Foundation web Board Development April-11 site Committee Develop 2015 vision for support of Performing Arts May-11 performing arts activities at local schools Committee Revise Foundation by-laws Executive/Finance June-11 Committee Develop Foundation Speaker's Bureau Board Development June-11 Committee Develop new Affiliate Partners policy Executive/Finance June-11 and procedures Committee Communicate new Affiliate Partners Staff June-11 policy and procedures to existing partners 5 ACTIONS BY DATE Community Foundation Strategic Plan 2015 Acton Items Goal (Action Stan Responsibility_ Com letlan Date Raise a minimum of$70,000 each year on the annual Form Golf Tournament Committee and Golf Committee March-09 Fall Golf Tournament,popularly partnenng with larger develop meeting schedule ceryomtors Develop annual plan for Golf Golf Committee April-09 Tournament.including identification of available staff resources Successfully conduct 2909 Golf Golf Committee November-09 Tournament Send follow up thank you's to all Golf Golf Committee December-09 Tournament partathant Raise a minimum of$20,000 each year through an Evaluate and discuss 09 Gala at the Board June-09 annual Spnng Signature Event for the Arts,pnmanly annual Board meeting partnering with local businesses and community leaders Conduct a strategic brainstorming Spnng Event Ju1y-09 session to develop effective options for Committee creating a major Spnng signature fundmising event Form Event Committee and develop Spnng Event October-09 meeting schedule Develop plan for Committee 2010 Event and identify available shelf resources Successfully conduct 2010 Spnng Event Spring Event June-10 Committee Send follow up thank you's to all Event Spring Event June-10 participants Committee Raise a minimum of$10,000 each year trough an Farm Special Campaign Committee and Special Campaign October-09 annual Special Campaign designed to engage families develop meetng schedule Committee and individuals Identity special fundraising campaign Special Campaign October-09 opportunities and develop plan. Committee including ideneflcation of staff availability Recommend special fundraising Special Campaign January-10 campaign to Board Committee Begin speaal fundraising campaign Special Campaign February 10 Committee Conclude special successful fundraising Special Campaign Apul-10 campaign Committee Consider special fundraising campaign Special Campaign August-10 associated with 5 year Cultural Center Committee anniversary in 2011-12 identify and aggressively pursue Grant Funding which Identify poonty,grant funding needs Executive/Finance May-10 supports the Foundation's Mission Committee 1 Community Foundation Strategic Plan 2015 Acbon Items Assign grant esearch to interested EzecuhvelFinance May-10 Board Members Committee Develop annual plan for 2010-11 grants Executive/Finance September-10 solichabon Committee Establish ongoing positive relationships wit and Develop 09-10 major donor prospect Boats October-09 meaningful recognition of all Donors plan,including 20 new corporate donor prospects Develop annual donor recogmbon plan Execubve/Finance May-10 Committee Provide Strong Foundation leadership and fundraising Conduct quarterly full Board meetings in Board June-09 success through an active,supportive and cohesive October,January,April and the annual Board of Directors mooing in June Develop and implement Board team Board Development March-10 building sari Committee Board members to self evaluate success Board Jul of annual rdmdual fundraising goals Develop and implement Board Board Development June-10 fundraising training plan Committee Organize and distribute Foundation Staff June-10 Board Policy and Reference Manual Develop Ideal Board Membership Malnx Board Development September-10 Committee Expand Board te a minimum of 15 active Board Development January-11 members Committee Develop and implement Honorary Board Board Development Januar-l1 Member program Committee Revise Foundation by-laws ExecutivelFinance June-11 Committee Establish a$4 million Foundation Endowment Fund Develop and implement Endowment Execubve/Finance January-10 and Strategy Fund policy and strategy Committee Develop an Endowment Fund branding Executive/Finance June-10 and marketing plan Committee Effectively manage and invest Foundation funds in Recategonze existing fund stmclure Executive/Finance Juna-09 accordance with a solid Finance Policy Committee 2 Community Foundation Strategic Plan 2015 Acton Items Review and approve Foundation 2009- Board Juri 10 budget Develop and implement Finance and EzecubvelFinance March-10 Investment policies Committee Review and approve Foundation 2010- Board June-10 11 budget Conduct annualfnancial rewew of Execurvelfinance September-10 previous year Committee Generale a subsienfal level of public awareness and Create and studious,08-09 Foundation Board Development October-09 appreciation for Foundation activities throughout the Annual Report Committee region Develop and implement Fountlabon Board Development January-11 public relations and branding plans Committee Design and develop a Foundabon web Board Development April-11 site Committee Develop Foundation Speaker's Bureau Board Development June-11 Committee Support Rancho Cucamonga based community Develop new Affiliate Partners policy ExecubvelFinance June-ii orgamutons through the Foundabon Affiliate Partners and procedures Committee program Communicate new Affiliate Partners Staff June-11 policy and procedures to existing partners Develop a Patrons of the Arts volunteer support group Appoint a Board liaison to coordinate the Board June-09 Patrons of the Arts Engage a mimmum of 20 Patrons of the Board Development October-09 Aril volunteers Committee Involve Padons in Board committees Board Development January-10 Committee Develop and implement Patrons of the Board Development April-10 Arts plan Committee Conduct annual recognition of Patrons Board Development June-10 of the Arcs Committee Effectively utilize Foundabon Committees,consising of Approve an annual schedule of Board June-09 Board,Community and Paton Members Committee meetings 3 Community Foundation Strategic Plan 2015 Action Items Develop organizational structure and Executiv0F,mu-.c September-09 recruitment plans for each Committee Committee Provide annual funding support to a wide vaney of Approve the 200940 budget for Board June-09 Performing Aft activities at the Lewis Family performing arts actvties at Lewis Family Playhouse Playhouse Identify 2010-11 program support Performing Arts September-09 objectives for performing arts actrvihes at Committee the Lewis Family Playhouse Approve 2010-11 support for specific Performing Arts January-10 performing arts activities at the Leafs Committee Family Playhouse Approve the 2010-11 budget for Board June-10 performing arts acbwties at Lewis Family Playhouse Develop 2015 vision for support of Performing Arts January-11 performing arts activities at Lewis Family Committee Playhouse Provide annual funding support to Performing Arts Identify 2010-11 program support (Performing Arts September-09 activities involving Rancho Cucamonga Elementary objectives for performing arts achvNes at Committee and High Schools local schools Develop and approve the 2010-11 Performing Arts May-ID budget for performing arts activities at Committee local schools Develop and implement Ne 2010-11 Performing Arts September10 program support plan for performing arts Committee activities at local schools Develop 2015 vision for support of Performing Arts May-11 performing arts activities at local schools Committee Provide annual funding support for Visual Arts events Approve the 2009-10 budget for visual Board June-09 at Victoria Gardens Cultural Center and other art activities community facilites Identify 2010-1 f program support Visual Arts September-09 objectives for visual arts activities Committee Approve 2010-11 support for speafic Visual Aril Apnl-10 visual arts activities Committee Approve the 2010-11 budget for visual Board June-10 arts activities Develop 2015 vision for support of visual Visual Arts January-ii arts activities Committee Promote and distribute designated Arts Scholarship Review current Curatalo Fund program Performing Arts September-09 Funds to deserving groups and mdmduals and develop refined plan Committee 4 Community Foundation Strategic Plan 2015 Action Items Approval of revised Curatalo BoaN January-10 Scholarship program and budget , Promote and implement new program Performing Arts January-10 Committee Recognize scholarship award recipients Performing Arts May-10 Committee 5