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HomeMy WebLinkAbout11/01/12 Community & Arts Foundation Agenda COMMUNITY and ARTS FOUNDATION BOARD OF DIRECTORS R-. COUNTER/ AGENDA FILE COPY CITY OF RANCHO CUCAMONGA REGULAR MEETING January 12, 2011 5:00 p.m. Civic Center 10500 Civic Center Drive Rancho Cucamonga, CA 91730 Board Members Thomas Galindo, Chair Linda Bryan, Secretary/Treasurer Taro Barag, Member Harvey Cohen, M.D., Vice Chair Brad Firle, Member Paul Gesiriech, Member Jim Harrington, Member Jeremy Kahn, Member Richard Madsen, Member Tony Mize, Member Bryan Snyder, Member City Offices: (909)477-2760 COMMUNITY and ARTS FOUNDATION _Ri,ricao BOARD OF DIRECTORS 2 °NGA January 12, 2011 1. Pledge of Allegiance 2. Roll Call: Taro Barag _ Paul Gesiriech Linda Bryan _ Jim Hartington _ Harvey Cohen, M.D. _ Jeremy Kahn Brad Fide Richard Madsen Tony Mize _ Bryan Snyder Thomas Galindo S 1. Presentation to Councilman Charles Buquet for his years of Oral Presentation dedicated service as Member of the Community and Arts Foundation Board of Directors. 2. Presentation to Community and Arts Foundation from the Oral Presentation Library Foundation on their outreach efforts. C. Commun1Cat1 This is the time and place for the general public to address the Community and Arts 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. D. Consent Calendar The following Consent Calendar item is expected to be routine and noncontroversial. 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 Regular Community Agenda pages Foundation Meeting held October 13, 2010. 1- 5 2. Receive and file Treasurer's Report for the months of 6-15 September 2010—December 2010. COMMUNITY and ARTS FOUNDATION jtvucrw BOARD OF DIRECTORS 3 January 12, 2011 This is the time for the Boardmembers to present oral reports on the Board Committees. No action will be taken or discussion held. 1. Golf Committee (Committee Member— Galindo) 2. Spring Event Committee(Committee Member- Fire) 3. Executive/Finance Committee(Committee Chair-Galindo) • Executive Committee Actions • Finance • Donor Recognition • Affiliate Partners • Grants 4. Board Development Committee(Committee Chair—Cohen) • Board Member Recruitment • Board Development Activities • Patron of the Arts • Foundation Public Awareness • Honorary Boardmember Recognition 5. Performing Arts Giving Committee(Committee Chair-Fide) • Supported Arts Programs • Arts Scholarship Program The following items are not public hearing Items,although the Chair may open the meeting for public input: 1. Update on the Board's recommendation to change the name 16-17 from the Rancho Cucamonga Community Foundation to the Rancho Cucamonga Community and Arts Foundation. 2. Discussion regarding the Board of Directors Workshop Oral scheduled to take place in Temecula, California, on March 23, 2011. 3. Discussion regarding the status of the Foundation's Donor 18 Recognition Program. 4. Discussion of the Patron of the Arts and Volunteer Program. 19 COMMUNITY and ARTS FOUNDATION _Rwceo BOARD OF DIRECTORS 4 C,�A°"o'V°" January 12, 2011 5. Discussion regarding ideas for enhanced communication 20 between the Board of Directors and City staff. 6. Consideration of financial support by the Foundation of the 21-22 2011/12 Season at the Lewis Family Playhouse. 7. Status report of Foundation supported programs. Oral 8. Review of Community and Arts Foundation Action Plan. 23.26 9. Review of January through March 2011 Foundation meeting 27.28 schedules. G. Iden taficati©n a 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 and Arts Foundation Secretary, hereby certify a true, accurate copy of the foregoing Community Foundation agenda was posted on January 6,2011,seventy-two(72) hours prior to the meeting per A.B.2674 at 10500 Civic Center Drive, Rancho Cucamonga, California. my.ppowd COMMUNITY FOUNDATION MINUTES OF THE OCTOBER 13, 2010, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was held on Wednesday, October 13, 2010, in the Tri-Communities Room, at the Rancho Cucamonga Civic Center, located at 10500 Civic Center Dr., Rancho Cucamonga, California. The meeting was called to order at 5:10 p.m. by Chair Galindo. Present were: Board Members: Barag, Cohen, Fide, Kahn, Madsen, Mize and Galindo. Absent: Bryan, Buquet(arrived at 5:25 p.m.), Harrington(arrived at 5:20 p.m.)and Snyder (arrived at 5:27 p.m.) Staff: Kevin McArdle, Community Services Director; Nettie Nielsen, Community Services Superintendent; Francie Palmer, Community Services Marketing Manager; Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS 1. Analyst Pachon distributed a card for Members to sign wishing Treasurer Bryan well. 2. Member Kahn spoke positively of the improv class he is taking at the Cultural Center. C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held June 9, 2010. 2. To receive and file Treasurer's Report for the months of July and August, 2010. Director McArdle referenced Item D.2. and informed the Board that staff is now utilizing Quickbooks to manage their financials. Analyst Pachon added that currently two checking accounts are maintained with electronic transfers into the LAIF account. Also, the checking account transfer of$200,000 into LAIF was not detailed in the report. MOTION: Moved by Member Mize, seconded by Vice Chair Cohen, to approve the Consent Calendar, as submitted. Motion carried: 8-0-4 (Absent: Bryan, Buquet, Harrington and Kahn). Community Foundation - I - October 12, 2010 I k E. COMMITTEE REPORTS 1. Golf Tournament Committee — Committee Chair Buquet gave a brief status report on the tournament. He reported that 119 golfers were committed, hale sponsors were sold out and that that non-golfing sponsorships need to be pushed. Member Mize was thanked for securing the live auction sponsor. He concluded by informing the Board that, based upon the results of the upcoming election, his assistance with future golf tournaments, even though he might not still be on the Board was confirmed by the City Attorney to be okay. Consultant Stephen Wagner distributed information including sponsorships sold to date, donation sales report, budget, sponsorships available and I list of silent auction items. Analyst Pachon added that should the Board wish to attend i the dinner only, the cost would be$50. Director McArdle closed the report by thanking the Board for their assistance and noted that help was needed with the silent auction. ' 2. Spring Event Committee—Superintendent Nielsen addressed the Board and noted that Treasurer Bryan had stepped down as Chair of the Committee. She expressed concern with the status of the 'party train" event and distributed a table of proposed events. Director McArdle added that it is desirable that each Boardmember have an event and recommended that unless 10 commitments are received tonight the events should be cancelled. The proposed events listed were reviewed and each of the Members confirmed their commitment in hosting an event. Following their discussion, the consensus of the Board was to proceed with the fundraiser as planned. 3. Special Campaign Committee — Manager Palmer distributed information concerning the upcoming email giving campaign and the Committee's goal to raise $15,000. Member Mize noted that only, a minimal expense will be incurred for this program. Director McArdle asked that each Member promote the campaign and Member Kahn spoke of the various emails that will be sent to solicit donations. Manager Palmer also discussed the Macy's fundraiser and the need for help with manning the booth. Member Barag reported that $260 was raised from the Mimes Fundraiser. She distributed a flyer for the EI Tonto Fundraiser which will be held on two separate days. 4. Executive/Finance Committee—Committee Chair Galindo referenced the Committee's action agenda for their September 8t' meeting which included items discussed and action taken by the Committee. Member Harrington arrived at 5:20 p.m. 5. Board Development Committee — Committee Chair Cohen commented that a Committee meeting was not held in September. He asked the Board whether they were interested in a supplemental fundraising training which might be helpful for the newer Boardmembers. Brief discussion ensued which included questions of whether this training could be held at the upcoming retreat or held separately, and if so, what date would be appropriate. Director McArdle recommended that the training, which might take 2 to 3 hours, be held on a different date than the retreat. The Board Community Foundation - 2 - October IZ, 2010 concurred unanimously to hold the training at the January 2011 meeting. Chair Cohen continued his report by noting that the Committee's goal was to increase to 15 members by June 2011. A few potential candidates were mentioned, and will be followed up by staff. Member Buquet arrived at 5:25 p.m. 6. Performing Arts Committee — Committee Chair Firle reported that a meeting was not held today as originally planned and there were no updates. Member Snyder arrived at 5:27 p.m. F. FOUNDATION BUSINESS 1. Discussion regarding change of name for the Community Foundation was opened by Chair Galindo. He reminded the Board of their action taken at the June gt' meeting to approve changing the Foundation's name. He noted that "RC Community and Arts Foundation'was one of the names suggested at that time. Brief discussion ensued by the Board of additional names to be considered. These included "RC Foundation for the Arts', "RC Community Foundation for the Arts", "RC Performing Arts Foundation' and RC Lewis Family Playhouse Foundation." Director McArdle reminded the Board that many of their affiliates are not related to the arts and he added that a potential affiliate may be applying for a grant and it might not be beneficial if only "arts" was in the name. Following their discussion, the Board took action as follows: MOTION: Moved by Member Mize, seconded by Member Madsen, to recommend to the City Council changing the name of the Rancho Cucamonga Community Foundation to the Rancho Cucamonga Community and Arts Foundation. Motion carried: 11-0-1 (Absent: Bryan). 2. Analyst Pachon was called upon regarding a possible Board retreat. She distributed a list of key items of discussion. These were: the need for 100% attendance by the Board; suggested times of the year to hold the meeting, possible locations, timeframe and social component. Discussion by the Board ensued regarding these items. Staff was asked to pursue the Mission Inn and Red Hill Country Club as potential locations. Members concurred with holding the meeting on a Wednesday in either March or April. In addition, they agreed with having a no-host dinner with spouses to be included. No other action was taken. 3. Chair Galindo called on Director McArdle regarding approval of affiliate status for the Veterans' Reflection Area at Central Park. Director McArdle referenced staffs report which indicated staffs recommendation for approval of the request. Following his report, a question was asked regarding the project's scope and Director McArdle briefly reviewed the proposed project and the community fundraising efforts that are being planned. Action was taken as follows: Community Foundation - 3 - October 12, 2010 3 MOTION: Moved by Member Buquet, seconded by Member Kahn, to approve the affiliate status forthe Veterans Reflection Area Fundraising Campaign. Motion carried: 11-0-1 (Absent: Bryan). 4. Approval of 2010-2011 updated Community Foundation Action Plan was presented by Director McArdle. He distributed a revised Plan based on the accomplishments over the past year and staffs recommended work plan for the Foundation's coming year. A question was raised on any specific areas the Board is deficient in and Director McArdle responded that only the public awareness plan. The Board then took the following action: MOTION: Moved by Member Firle, seconded by Member Buquet, to approve the updated 2010-2011 Community Foundation Action Plan. Motion carried: 11-0-1 (Absent: Bryan) 5. Member Kahn gave the update on status of the Foundation web-site design. He spoke of the progress he's made and estimated an annual cost of$152. An overview of the proposed site was distributed and a web-domain recommended. He encouraged going "live" by November 15" and that graphics might be donated. Manager Palmer added that Ignite Design was being solicited. Following the update, no other discussion was held or action taken. 6. Chair Galindo called on Director McArdle to open the review of the Donor Recognition Event scheduled for July 14, 2010. He reviewed details of the event which was held at the Bank of America Courtyard and asked for the Board to consider the best method to thank donors. Comments and suggestions by the Board included considering an event ' a Flemings, to have a more formal event and consider carefully which donors will be invited. It was also suggested that the item be discussed further at the retreat. Following their discussion, the Board concurred with bringing the item back to the January 2011 meeting and to also address at the retreat. 7. Review of the Community Foundation's participation in the Grape Harvest Festival held August 27, 2010, and the Associated Artists of the Inland Empire's Fine Art Show and Festival held September 11, 2010, was opened for discussion. Director McArdle asked for the Board's input on whether they thought their participation was a good public awareness builder. Members spoke in favor of continuing to support the events and suggestions were given that future events should include more marketing materials and the need to create speaking points for the Foundation. The temporary tattoos that were given out at the Festival were acknowledged as well for their effectiveness. No other discussion was held and the consensus was reached to continue their support 8. Director McArdle lead the Board's review of their Fiscal Year 2010/11 budget. A copy of the approved budget was distributed and the Board was also informed of the recruitment underway for a part-time Administrative Intern that will provide support to Community Foundation -4- October 12, 2010 4 Analyst Pachon with the Foundation's fundraising efforts. Member Buquet offered to sit on the interview panel. No other comments were made or action taken. 9. Superintendent Nielsen gave the status report of Foundation supported programs. She recapped the Foundation funded programs over the past year including Peter Pan, Into the Woods, Lilly's Purple Plastic Purse, two Black Box productions, the World Music Concert Series, Associated Artists event and Artist in Residency program, She also listed recent grants received including Bank of America, U.S. Bank and Haynes Foundation. She asked Members to let Performing Arts Giving Committee Chair Firle know of any ideas for programs to support in the next fiscal year. Following her report, the item was received and filed. 10.Review of October 2010 — January 2011 Foundation meeting schedule was opened and presented by Analyst Pachon. She distributed a schedule of Board and subcommittee meetings from October 2010 to January 2011. Director McArdle reminded the Board of the importance of attending the meetings. Member Buquet asked whether he should attempt to secure Red Hill Country Club for a possible fundraising tournament in 2011 and Members concurred with having him contact the facility. No other discussion was held or action taken. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Continued discussion regarding the upcoming workshop 2. Discussion regarding donor recognition 3. Future fundraising training H. ADJOURNMENT The Regular Community Foundation Meeting was officially adjourned at 7:15 p.m.with all Members present except Bryan and Mize. Respectfully submitted, Melissa Morales Senior Administrative Secretary Community Foundation -5 - October 12, 2010 5 Rancho Cucamonga Community Foundation CASH REPORT- Through December 31,2010 Beginning MTD Revenue Ending Cash Balance (Expenses) Cash Balance 100 Operating/Program Fund $255,637.58 $13,04053 $268,678.11 200 Endowment Fund $2,622,610.07 $0.00 $2,622,610.07 301 Restrctd J McNay Memorial $1,463.16 $000 $1,463.16 302 Restrctd Yth Achievement $171.40 $0.00 $171.40 303 Restrctd Off Leash Dog Pk $125.00 $0.00 $125.00 304 Restrotd Curatalo Memorial $398.84 $000 $398.84 305 Restrctd R. Lewis Memorial $660.51 $000 $660.51 401 Affiliate,RC Animal Shelter $149,602.19 $000 $149,602.19 402 Affiliate ArmedForcesBanner $190.00 $000 $190.00 403 Affiliate Pac Eleo Trail $25,035.00 $10,000.00 $35,035.00 404 Affiliate Senior Center $25,549.03 $300.00 $25,849.03 405 Veterans Memorial $25,118.00 $74777 $25,865.77 $3,106,560.78 $24,088.30 §3,130,649.08 Reconciliation Summary PAL Checking-Statement Balance $ 451,901.18 Deposits in Transit Less*Outstanding Checks $ (595.70) PAL Register Balance $ 451,305.48 RCCF Checking-Statement Balance $ - DepositsinTransit - $ - - -- - Less Outstanding Checks RCCF Register Balance $ - LAIF Account Register Balance $ 2,679,343.60 BALANCE $ 3,130,649.08 s Rancho Cucamonga Community Foundation Income & Expense December 2010 INCOME Pevor Memo Amount 100 OoeratinalProaram Fund 301015 Spotlight Donors Donation City of Rancho Cucamonga Pledge Payment $ 50.00 301015 Spotlight Donors Donation City of Rancho Cucamonga Pledge Payment $ 5000 3010.16 Grapevme Donation Grapevine Donor Grapevine Donation-Tikma Johnson $ 5.00 3010.30 Misc Donation Macy's Shop for Cause Cash Donation $ 5000 3020.11 Event Sponsorship Forest Cly Development Winter Movies at Victoria Gardens $ 1,39400 $ 1,549.00 100 Operating/Program Fund 10-11 Administration 3150.1 Merchant Svc Fee Credit Union Bank MSF-December 2010 $ 456.51 100 Ooeri tinalProaram Fund:Fundrdisina Activitles:201 D Golf Tournament 302011 Event Sponsorship Levin Oven (Blogmheid Bakery) $ 2,50000 302011 Event Sponsorship GIM Business Interiors Sponsorship $ 1,00000 3020.11 Event Sponsorship Buntec Waste industries,Inc Sponsorship $ 10,000 00 3020 13 Event Donation State Farm Donation $ 50000 302016 Event Silent Auction Palmer,France Silent Auction�Teeth Whitening $ 65.00 3020.2 Event Income-Misc Gesinech,Paul&Jenny Dinner Golf Tourney $ 50.00 3020.2 Event Income-Misc Golf Toum Participants Buquet-Shirt and Shoebag $ 8958 3999 Misc Inceme Wagner,Stephen&Renee Refund on Golf Tourney Advance $ 18.89 $ 14,22347 403AfBbate Pac Ell Ali $3,000-Falcon Tire 3010.30 Misc Donation Friends of the Pacific Electric Thad $7,000-2010 Cucamonga Challenge $ 10,000.00 Ili 404 What.Senior Center 3010 14 Legacy Tree Donation Legacy Tree Donor Large Leaf-James 8 Jennie Wu $ 300.00 405 Veterans Reflection Area 301030 Misc Donation Togs,Kathleen Donation $ 200.00 3D10.30 Misc. Donation Marquez,Jamie&Denise Donation $ 2500 301030 Misc Donation Freedom Courtyard Donor Donations from 11 11 10 Event $ 20800 3010.30 Misc Donation Freedom Courtyard Donor Donations from Founders Parade $ 314.77 $ 74777 TOTAL INCOME I, EXPENSE Pal Memo Amount 100 Ooemtilm/Proaram Fund 5080 Printing&Design Alphagrairmas RCCF Holiday Card $ 39570 586010 Kohl's Cares Disbursemnls City of Rancho Cucamonga Kohl's Cares-8/5/10-Concerts $ 500.00 $ 895.70 100 OmmatinalPro min Fund:10-11 Administration 5130.1 Liability Insurance All LLC ALT 61279-Insurance $ 1,903.00 51501 Merchant Service Fee Union Bank MSF-December 2010 $ 211.87 5150 1 Merchant Service Fee Union Bank MSF-December 2010 $ 244.64 5999 Misc Expense (Journal Envy) Xler CC Overpayment to Golf Gift Bags $ (520.57) $ 1,838.94 100 OaeratinalProamm Fund:Fundmislna Activltles.2010 Golf Tournament 502018 Gift Bag Items First Bankcard Mercury Luggage Charge(Parmal) $ 1,293.24 5020.18 Gift Bag Items (Journal Entry) Xfer CC Overpymnt(Merwry Luggage) $ 520.57 5020 30 Misc Event Expenses Hole in One International Reimb for adjusted#of golfers $ (1,360.00) I $ 453.81 TOTAL EXPENSE E 3,188.45 TOTAL INCOME(EXPENSE) It 24,088.30 Page 1 of 1 7 Rancho Cucamonga Community Foundation CASH REPORT- Through November 30,2010 Beginning MTD Revenue Ending Cash Balance (Expenses) Cash Balance 100 Operating/Program Fund $160,775.22 $94,862.36 $255,637.58 200 Endowment Fund $2,622,610.07 $000 $2,622,610.07 301 Restrctd J McNay Memorial $1,463.16 $0.00 $1,463.16 302 Restrctd Yth Achievement $171.40 $0.00 $171.40 303 Restrctd Off Leash Dog Pk $125.00 $000 $125.00 304 Restrctd Curatalo Memorial $398.84 $0.00 $398.84 305 Restrctd R. Lewis Memorial $660.51 $000 $660.51 401 Affiliate RC Animal Shelter $151,315.69 ($1,71350) $149,602.19 402 Affiliate ArmedForcesBanner $190.00 $000 $190.00 403 Affiliate Pac Else Trail $25,035.00 $0.00 $25,035.00 404 Affiliate Senior Center $25,268.13 $280.90 $25,549.03 405 Veterans Memorial $118.00 $25,000.00 $25,118.00 $2,988,131.02 $118,429.76 $3,106,560.78 Reconciliation Summary PAL Checking-Statement Balance $ 429,347.83 Deposits in Transit Less:Outstanding Checks $ (2,130.65) PAL Register Balance $ 427,217.18 RCCF Checking-Statement Balance $ - Deposits in Transit $ - -. Less Outstanding Checks ., RCCF Register Balance $ - LAIF Account Register Balance $ 2,679,343.60 BALANCE $ 3,106,560.78 Rancho Cucamonga Community Foundation Income & Expense November 2010 INCOME Pavor Memo Amount 100 Ooeratina/Proaram Fund 301011 Bricks Donation Brick Donor Patric Nichols $ 15000 301015 Spotlight Donors Donation City of Rancho Cucamonga Pledge Payment $ 82.00 301015 Spotlight Donors Donation City of Rancho Cucamonga Pledge Payment $ B200 3010.15 Spotlight Donors Donation City of Rancho Cucamonga Pledge Payment $ 8200 3010.15 Spotlight Donors Donation City of Rancho Cucamonga Pledge Payment $ 50.00 3010.16 Grapevine Donation Grapevine Donor Trudy Lapin $ 500 3010.16 Grapevine Donation Grapevine Donor Hans Peter Thies $ 500 3010.30 Misc.Donation Mimi's Restaurant Fundraiser $ 25500 3010 30 Misc.Donation Macy's Shop for Cause Gar G Antashyan $ 500 3010.30 Misc Donation Macy's Shop for Cause Laura Rovtey-Gallahan $ 500 301030 Misc Donation Macy's Shop for Cause Misc Cash Donations $ 95.00 301030 Misc.Donation PayPal Holiday for the Arts-2010 $ 50000 383010 Bank of America-Cultural Cntr Bank of America Bank Grant $ 25A00 00 383010 Bank of America-Cultural Cntr Bank of America Foundation Grant $ 25,000 00 3850.10 US Bank US Bank Grant $ 25,000 00 386010 Kohl's Cares Kohl's Donation $ 50000 386010 Kohl's Cares Kohl's Donation $ 50000 $ 77.316.00 100 OoeratinalProaram Fund:10.11 Administration 3150.1 Merchant Service Fee Credit Union Bank November 2010 $ 25.00 3150 1 Merchant Service Fee Credit Union Bank November 2010 $ 933 17 $ 958.17 100 Ooeratr alProaram Fund:Fundratsina ACOVIaes:2010 Golf Tournament 3020.11 Event Sponsorship Portrat Homes Split Sponsorship(Wrkfrce Homebuilders) $ 1,25000 302011 Event Sponsorship . — Mellon.Johnson&Reardon Golf Tourney Sponsor $ 2,500.00 302011 Event Sponsorship Nestle Waters Golf Tourney Sponsor $ 2,50000 302011 Event Sponsorship Compass Bank Hole Sponsor $ 2,500.00 3020.11 Event Sponsorship Mesa,Architects 2010 Golf Tourney $ 3,80000 302011 Event Sponsorship Cucamonga Valley Water Dist Hole Sponsor $ 2,50000 302011 Event Sponsorship EMCOR Services Hole Sponsor $ 2.50000 3020 11 Event Sponsorship RJM Design Group Snack&Beverage Sponsor $ 1,250.00 302011 Event Sponsorship Dan Guerra&Associates Breakfast Sponsor $ 2,00000 3020.11 Event Sponsorship Ching,Motor,M D Snack&Beverage Sponsor $ 1,25000 302011 Event Sponsorship Dutton,Ted Event Sponsor-2010 Golf Toumey $ 2,000.00 3020.11 Event Sponsorship California League(Quakes) Hole Sponsor-Partial Payment $ 1,14600 302011 Event Sponsorship Rancho Baseball (Quakes) Hole Sponsor-Pamal Payment $ 1,35400 3020.11 Event Sponsorship Vavnnek,Trine, Day&Cc Sponsorship $ 3100000 3020.11 Event Sponsorship RC Chamber of Commerce Hole Sponsor $ 2,50000 3020.11 Event Sponsorship Front Porch Sponsorship $ 3.50000 302013 Event Donation Edison International Golf Tourney Donation $ 50000 302013 Event Donation Mariposa Landscapes Golf Tourney Donation $ 50000 302013 Event Donation Stone&Youngberg Golf Tourney Donation $ 1,00000 302013 Event Donation Hj lh,Nick Golf Tourney Donation $ 15000 3020.14 Event Raffle Lee, Dianna Raffle Ticket Sales $ 2000 302014 Event Raffle Golf Tourn Participants Raffle Ticket Sales $ 74300 3020.14 Event Raffle Church,Keith(Front Porch) Raffle Ticket Sales $ 100 00 3020.14 Event Raffle Hamngton,James Raffle Ticket Sales $ 120.00 302014 Event Raffle Golf Tourn Participants Raffle Ticket Sales $ 940 00 Page 1 of 3 9 Rancho Cucamonga Community Foundation Income & Expense November 2010 INCOME(cont.) Paw Memo Amount 100 Opiaetr l/Proamm Fund:Fundraisino Acbvihes:2010 Golf Tournament(Continued) 3020 14 Event Raffle Cohen,Harvey,M D Raffle Ticket Sales IS 5000 302014 Event Raffle Golf Toum Participants Raf0e Ticket Sales $ 1,26000 302014 Event Raffle Golf Toum Participants Raffle Ticket Sales $ 7000 3020 14 Event Raffle Golf Tourn Pamapants Raffle Ticket Sales $ 5000 3020 15 Event Live Auction Golf Toum Participants Live Auction Event Income $ 4,50000 3020 15 Event Live Auction Golf Toum Participants Live Auc0on Event Income $ 3,45000 302016 Event Silent Auction Cohen-Levanduski.Karen Silent Auction Items IS 21500 3020 16 Event Silent Auction Church,Keith(Front Porch) Silent Auction Items $ 26000 302016 Event Silent Auction Golf Toum Participants Partial Payment-Silent Auction(Buquet) $ 5.00 302016 Event Silent Auction Golf Toum Participants Silent Auction items $ 19000 3020 16 Event Silent Auction Cohen,Harvey,M D Silent Auction Items $ 8000 302016 Event Silent Auction Golf Tourn Participants Silent Auction items $ 2000 302016 Event Silent Auction Golf Tourn Participants Silent Auction Items $ 2.240.00 302016 Event Silent Auction Golf Toum Participants Silent Auction Items IS 715.00 302016 Event Silent Auction Golf Toum Participants Silent Auction Items 3 75 00 3020.2 Event Income-Misc Golf Tourn Participants Mulligan Sales $ 96000 3020.2 Event Income-Misc Golf Toum Participants Golf Shirt Purchases(2009 Shirts) If 18000 30202 Event Income-Misc Cohen,Harvey,MD Dinner Ticket $ 5000 30202 Event Income-Misc File,Brad Dinner Ticket $ 5000 30202 Event Income-Misc Golf Toum Participants Mulligan Sales $ 10000 30202 Event Income-Misc Golf Toum Participants Mulligan Sales $ 3000 5 %,173.00 404 Affiliate Senior Center 301014 Legacy Tree Donation Legacy Tree Donor Large Leaf-Ginger Chi $ 300.00 405 Veterans Reflection Area 3010.30 Misc Donation Bridge,Catherine Vail Veterans Freedom Courtyard $ 25,000.00 TOTAL INCOME E 15T,]47.17 EXPENSE Payee Memo Amount 100 OperatmalProaram Furid:10-11 Administration 5040 Board Hospitality (Journal Entry) Xfer CC Overpymnt(Ralphs-Board Mtg) $ 2644 5040 Board Hospitality (Journal Entry) Xfer CC Overpyri(Gandolfos-Boartl Mtg) $ 9448 _ 5070-Office Supplies (Journal Entry) Xfer CC Overpymnt(PaperDeect Postcards) $ 23.94 5080 Printing&Design Little Bear Productions RCCF/LFP Holiday Card $ 300.00 5150.1 Merchant Service Fee Union Bank MSF-November 2010 $ 25.00 5150.1 Merchant Service Fee Union Bank MSF-November 2010 $ 93317 5999 Misc Expense (Journal Entry) Xfer CC Overpayment To Board Hospitality $ (2644) 5999 Misc Expense (Journal Entry) Xter CC Overpayment To Board Hospitality $ (94 48) 5999 Misc Expense (Journal Entry) XFer CC Overpayment to Office Supplies $ (23 94) $ 1,258.17 y Page 2 of 'O Rancho Cucamonga Community Foundation Income & Expense November 2010 EXPENSE(cont. Payee Memo Amount 100 OoeratinalPromam Fund:Pundraisino Aetivihes2010 Golf Tournament 5020.11 Event Deeamton Alhant Event Services Pipe&Drape $ 26300 5020.11 Event Corporal Red Hill Country Club Bar set-up,stage,AV.Linens $ 895.00 5020.12 Event Food/Beverage Rod HAI Country Club FocdlBevemge $ 10,711.82 502014 Raffle Prizes Casa Torelh Imports Raffle Item-Lasorda Wine $ 7276 5020.14 Raffle Prizes Casa Torelh Imports Silent Auction Item-Lasorda Wine $ 7276 502018 Gift Bag Items Devant Sped Towels Gift Bags-Golf Tourney $ 1,00265 5020.18 Gift Bag Items Anbgua 201D Gotf Tournament Shuts $ 2,69890 502018 Gift Bag Items Antigua Sample Shirts $ 69.22 5020.20 Event Uniforms Anbgua Volunteer Shirts-Golf Tourney $ 9D657 502020 Event Uniforms Antigua Extra Volunteer Shins-Golf Tourney $ 171.25 5020.23 Printing-Event Only Wagner,Stephen Mise Supplies for running $ 395.00 5020 24 Golf Red Hill Country Club Golf-94 participants $ 10,340 00 5020.30 Mrsc Event Expenses Wagner,Stephen Toum Advance-Mist Exp $ 5,27738 502030 Misc Event Expenses Wagner,Stephen&Renee Fund Advance Returned $ (150 00) 5020.30 Mec Event Expenses The Sign Shop Banner&Signs-Golf Tourney $ 1,45508 5020.30 Mtsc Event Expenses Champion Avards Plaques-Golf Tourney $ 1,370.25 5020.30 Mise Event Expenses Grins 2 Go Photography $ 775.00 $ 36.326.64 'I 401 Affiliate RC Animal Shelter 501514 Animal Center Disbursements Northside Veterinary Clinic Surgery(A639621) $ 80950 501514 Animal Center Disbursements Johnson,Victoria Reimb to AKC for CGC cents 3 pit bulls $ 26.00 501514 Animal Center Disbursements Taube,Tmae Pit Bull Queen Prize $ 250.00 501514 Animal Center Disbursements Rotary Club of RC Pancake Brdst @ Furry Friends Festival $ 37800 501514 Animal Center Disbursements Serrano,Jose Pit Bull King Prize $ 250.00 . - $ 1,713.$0 404 Affiliate Senior Center 5010 14 Legacy Tree Gabel&Schubert Legacy Leaf Engraving $ 1910 TOTAL EXPENSE $ 39,317.41 TOTAL INCOME(EXPENSE) $ 118,429.76 Page 3 of 3 Rancho Cucamonga Community Foundation CASH REPORT- Through October 31, 2010 Beginning MTD Revenue Ending Cash Balance (Expenses) Cash Balance 100 Operating/Program Fund $171,712.49 ($10,937 27) $160,775.22 200 Endowment Fund $2,622,610.07 $000 $2,622,610.07 301 Restrctd J McNay Memorial $1,463.16 $0.00 $1,463.16 302 Restrctd Yth Achievement $171.40 $000 $171.40 303 Restrctd Off Leash Dog Pk $125.00 $000 $125.00 304 Restrctd Curatalo Memorial $398.84 $0.00 $398.84 305 Restrctd R. Lewis Memorial $660.51 $0.00 $660.51 401 Affiliate RC Animal Shelter $152,165.69 ($850.00) $151,315.69 402 Affiliate ArmedForcesBanner $190.00 $0.00 $190.00 403 Affiliate Pao Else Trail $25,035.00 $0.00 $25,035.00 404 Affiliate Senior Center $25,268.13 $0.00 $25,268.13 405 Veterans Memorial $118.00 $0.00 $118.00 $2,999,918.29 ($11,787.27) $2,988,131.02 Reconciliation Summary PAL Checking-Statement Balance $ 259,86938 Deposits in Transit Less: Outstanding Checks $ (11,763 50) PAL Register Balance $ 248,10588 RCCF Checking-Statement Balance $ 60,681 54 Deposits in Transit $ Less:Outstanding Checks RCCF Register Balance $ 60,68154 LAIF Account Register Balance $ 2,679,343.60 BALANCE $ 2,988,131.02 12 Rancho Cucamonga Community Foundation Income & Expense October 2010 i INCOME Favor Memo Amount 100 Operatmollerooram Fund 3150.2-Interest Income LAIF Account Interest $ 2,843.62 100 OoaratinglProomm Fund:10-11 Administration 3150.1 Merchant Service Fee Credit Union Bank MSF-Oct 2010 $ 89.05 TOTAL INCOME $ 2,932.67 EXPENSE Pave. Memo Amount 1D00oeratinuiPropram Fund10-11 Administration 5999-Mise Expense (Journal Entry) Xfer Credit Card Overpayment $ (4 82) to Board Hospitality 5040-Board!Hospitality (Journal Entry) Board Meeting Refreshments $ 482 5150.1 -Merchant Service Fee Union Bank MSF-Oct 2010 $ 25.05 5150.1 -Merchant Service Fee Union Bank MSF-Oct 2010 $ 6400 $ 89.05 100 O hind nelProoram Fund'Fundraisinp Acllvibes:2010 Golf Tournament 5020.16-Silent Auction Prizes Wagner,Stephen Reimb 894.99-Auction Golf Toum/ $ 2,094.99 Ativance $2,00000-Auction/Raffle 5020.19-Consultant Fee Wagner,Stephen Final Payment $ 5,00000 5020.30 Miac Event Expenses Wagner,Stephen Reimb AUcbon(Raf a 2010 Golf Tourney $ 25990 5020.30-Misc Event Expenses Hole m One International App#H276662-Hole in One $ 2,656.00 5020.30 Miac Event Expenses Hole in One Inlemabonal App#H27662-$1,000,000 Hole in One $ 97000 5020.30-Misc Event Expenses Hole in One International App#H276661 -Pulbng Contest $ 2,80000 $ 13,780.89 401 Affiliate RC Animal Shelter - 5015.14 Animal Center Disbursements Pulcmella,Joe Cash Advance-Furry Friends Festival $ 850.00 TOTAL EXPENSE $ 14,719.94 TOTAL INCOME(EXPENSE) $ (11,787.27) 13 Rancho Cucamonga Community Foundation CASH REPORT- Through September 30,2010 Beginning MTD Revenue Ending Cash Balance (Expenses) Cash Balance 100 OperatinglProgram Fund 5167,870.11 $3,842.38 $171,712.49 200 Endowment Fund $2,622,610.07 $0.00 $2,622,610.07 301 Restrctd J McNay Memorial $1,463.16 $0.00 $1,463.16 302 Restrctd Yth Achievement $171.40 $0.00 $171.40 303 Restrctd Off Leash Dog Pk $125.00 $000 $125.00 304 Restrctd Curatalo Memorial $398.84 $0.00 $398.84 305 Restrctd R.Lewis Memorial $660.51 $0.00 $660.51 401 Affiliate RC Animal Shelter $152,755.69 ($590.00) $152,165.69 402 Affiliate ArmedForcesBanner $190.00 $0.00 $190.00 403 Affiliate Pac Elec Trall $25,035.00 $000 $25,035.00 404 Affiliate Senior Center $25,080.58 $187.55 $25,268.13 405 Veterans Memorial $100.00 $18.00 $118.00 $2,996,407.86 $3,457.93 $2,999,918.29 i Reconciliation Summary PAL Checking-Statement Balance $ 265,753.34 Deposits in Transit i Less-Outstanding Checks $ (3,016.57) PAL Register Balance $ 262,736.77 RCCF Checking-Statement Balance $ 60,681.54 Deposits in Transit $ - Less. Outstanding Checks RCCF Register Balance $ 60,681.54 - LAIF Account Register Balance $ 2,676,499.98 BALANCE $ 2,999,918.29 14 Rancho Cucamonga Community Foundation Income & Expense Detail September 2010 INCOME Pavor Memo Amount 100 Operatina/Proaram Fund 3010.15-Spotlight Donors Donation City of Rancho Cucamonga PAL Spotlight Donor Pledge Pymnt $ 82.00 3010.15-Spotlight Donors Donation City of Rancho Cucamonga PAL Spotlight Donor Pledge Pymnt $ 8200 3010.30-Mise.Donation Macy's Shop for Cause Macys Shop for Cause $ 500 $ 169.00 100 OOendina/Proaram Fund 10-11 Administration 3150.1 Merchant Service Fee Credit Union Bank Deport $ 144.00 100 Operatina/Proaram Fund Fundraislna Activities,201 D Golf Tournament 302011 Event Sponsorship Ross Family Legacy Foundation 2010 Golf Toum $ 2,00000 3020.11 Event Sponsorship Workforce Homebwiders LLC Shared Sponsorship $ 1.25000 3020.11 -Event Sponsorship Graves&King Snack&Bev Sponsor $ 1.250.00 3020.13-Event Donation Casa Colina Donation-2010 Golf Tourney $ 1,00000 3020.13-Event Donation Cerenzia Foods Donation 2010 Golf Tourney $ 250.00 $ 5,750.00 404 Affiliate Senior Center 3010.14 Legacy Tree Donation Legacy Tree Donor Dr.Zhang,Gang Xm $ 10000 3010.14-Legacy Tree Donation Legacy Tree Donor Nona Razes-Filipino Community $ 100 DO $ 200.00 405 Veterans Reflection Area 3010.30 Misc.Donation Phillips, Hilda Veteran Reflection Area $ 11.00 TOTAL INCOME E 6,181.00 EXPENSE 100 Operatine/Proaram Fund 5080 Printing&Design Marquetde Commercial Program Report(2008-2010) $ 1,39526 Finance(Faust) 5120 Marketing Stratacom Promotion Item-2010 $ 178W Grape Harvest Festival $ 1,573.86 100 OoerstinalProoram Fund:10-11 Administration SON Misc Expense (Journal Entry) Xfer Credit Card Overpayment to Board HospdaMy $ (65 24) 5040 Board Hospitality - (Journal Entry) Bit Member Flo.rs $ 65.24 5150.1 Marchant Service Fee Umen Bank MSF-September 2010 $ 64.00 5150.1 Merchant Service Fee Union Bank MSF-September 2010 $ 8000 $ 144.00 100 Ooeratina/Proaram Fund:Fundraisina Activities.2010 Golf Tournament 5020.30-Misc Event Expenses Wagner,Stephen&Renee Auction Items $ 502.76 401 Affiliate RC Animal Shelter 5015.14-Animal Center Disbursements Dogs Etc Invoice 52-dog paining srvs $ 500.00 5015.14 Animal Center Disbursements Koery,Melissa Reimb Emerg VET BIII $ 40.00 5015.14-Animal Center Disbursements Davis,Sharon Reimb TNR Tap Deposit $ 50.00 $ 590.00 404 ARibala Senior Center 5010.14-Legacy Tree Gabel&Schubert Filipino Community $ 12.45 TOTAL EXPENSE $ 2,823.07 TOTAL INCOME(EXPENSE) $ 3,457.93 15 STAFF REPORT GommumTY SERVICES DEPARTMENT r4 Date: January 12, 2011 RANCHO CUCAMONGA To: Rancho Cucamonga Community and Arts Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: Update on the Board's Recommendation to Change the Name of the Community Foundation to the Rancho Cucamonga Community and Arts Foundation RECOMMENDATION No action need be taken on this item: it has been placed on the Foundation's agenda solely to update the Board on action taken by City Council and to outline next steps in the process to formally change the Foundation's name. BACKGROUND Over the past year a number of discussions were held by the Board as to more descriptive name for the Foundation. At the Foundation's October 13, 2010, regular meeting, the Board voted to recommend to the City Council the new name of the Rancho Cucamonga Community and Arts Foundation It was felt that this new name would better reflect the arts mission and focus of the Foundation while at the same time retaining an important aspect of the Foundation to be able to work with and assist the community in various civic efforts. This recommendation was taken to the City Council Subcommittee on December 6'for their review. The City Council Subcommittee was - -- in favor of the Foundation's suggested name change. On December 15, 2010, the full City Council approved the Subcommittee's recommendation to change the name of the Foundation to the Rancho Cucamonga Community and Arts Foundation. ANALYSIS Upon consultation with the City Attorney's Office the following are the necessary procedures and fees to complete the legal requirements to change the name of the Foundation: • Staff will submit on behalf of the Foundation a request to the Secretary of State pertaining to the availability of the name "Rancho Cucamonga Community and Arts Foundation" (this inquiry is free). • Upon notification by the Secretary of State that the desired name is available, staff will file a "Name Reservation Request" form to reserve the name with the Secretary of State (fee $10) • The Foundation Board will need to amend by majority vote, Article 1 of its Articles of Incorporation. • The Foundation Board will need to amend by majority vote, Section 1 of Article I of its By-Laws. The amendment to the By-Laws must be in writing, signed by a majority of the Director's and delivered to each member of the Board and to the Foundation's Investment Trustee (the City's Finance Officer) • After the Board has amended their Articles of Incorporation and their By-Laws, 2 copies of a "Certificate of Amendment" form to the Articles of Incorporation will need to be submitted to the Secretary of State's Office (fee: $30) ..s 16 UPDATE ON THE BOARD'S REODMb1ENDATION TO Q-IANGE THE NAME OE THE CAMMUMTY PAGE 2 FOUNDATION TO THE RANCHO CUCAMONGA COMMIINITY AND ARTS FOUNDATION JANUARY 12,2011 • Once the name change has been completed, staff will file an updated SI-100 form with the Secretary of State (fee: $20) • Lastly, IRS (through the Exempt Organization Determination Office) will need to be notified of the Foundation's new name (there does not appear to be a fee for this notification). Future IRS returns for the Foundation will need to note the name change and use the new name. Steps 1 and 2 above will be initiated by staff with the next month. Subsequent steps will be agenized for a future Board meeting date Respectful submitted, v G Kevin M Ardle Community Services Director 11COMMSERVCouncrlBBoar slCommumtyFoundabonlSfaHRepoasl20111EoundalronName1.12.11.doc 17 STAFF REPORT COMMUNITY SERVICES DEPARTMENT Date: January 12, 2011 RANCHO CUCAMONGA To: Rancho Cucamonga Community and Arts Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: Discussion Regarding Status of the Foundation's Donor Recognition Program RECOMMENDATION This item has been placed on the Foundation's agenda at the request of the Board to facilitate discussion regarding possible enhancement of the Foundation's Donor Recognition Program. BACKGROUND The Foundation, in their 2015 Strategic Plan identified a goal to host an annual recognition for their donors. This past year the Foundation hosted an early evening reception in the Cultural Center's Imagination Courtyard in conjunction with the Foundation sponsored World Music performance by INCA, Peruvian musicians and dancers that offered a rich multi-cultural experience of ethnic and folkloric music, songs, dance and traditions from all over Peru. The reception included a short recognition element, catered hors d'oeuvres, wine and soft drink beverages and an opportunity for attendees to network/socialize and enjoy an outdoor, summer music concert at the Cultural Center. Invitations were mailed to over 100 donors that included City VIPs, PAL Spotlight Donors, golf sponsors and any other,Foundation donors contributing $2,500 or more during the course of the fiscal year. As the Board may recall, last year's donor recognition event was held during a major heat wave which may have impacted attendance, as only 20-30 individuals were at the event. At the Foundation's October 13, 2010, meeting the Board reviewed the event and requested that this item be agenized for future discussion to allow for the opportunity of the Board to brainstorm perhaps a more meaningful way to recognize their donors in the future that would result in greater participation. Therefore, staff has included this item on the Foundation's agenda to facilitate such discussion IV ed, Community Services Director I ICOMMSERVICouncilBBoardslCommunityFoundahonlStaB Reports120111DonorRecogmbon Program 1 12 11 doc 18 STAFF REPORT CommuN<Ty SERvias DEPARTMENT Date: January 12, 2011 RANCHO cUCAMONGA To: Rancho Cucamonga Community and Arts Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: Discussion Regarding the Patrons of the Arts and Volunteer Program RECOMMENDATION This item has been placed on the Foundation's agenda at the request of Vice-Chair Cohen to facilitate discussion regarding the Patrons of the Arts and Volunteer Program. 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 their 1" annual golf tournament in November 2008 Shortly after that, the Foundation Board approved a program named "Patrons of the Arts', specifically to attract volunteers to help with Foundation activities. The Gala for the Arts held in May 2009, expanded on the successful use of these Patrons of the Arts with twenty-four (24) volunteers agreeing to help the Foundation with this event through either community awareness activities or fundraising. Ttie Foundation's 2015 Strategic Plan which was adopted in June 2009, called for the newly created Board Development Committee to coordinate efforts with the Patrons, and the Plan included Action Steps for assigning a Board liaison. Board Member Bryan has been serving in this capacity since that time. Most recently, Patrons of the Arts volunteers have assisted with the 2009 and 2010 Golf Tournaments and the Spring Event Committee. There is significant opportunity for growth and expansion of the Patrons of the Arts and Volunteer Program, and its success depends on the Board's ability to recruit, train, engage and recognize these volunteers on a regular basis. Given Vice-Chair Cohen's request to agenize this item for the Board's January meeting, Board Members may wish to include these items in their discussion of this topic U Community Services Director I ICOMMSERVICoumtt&BoardsicommumtyFoundahonlStaff Reports120111PatmnAas VolunteerPmgmm.1.12.11 doc 19 STAFF REPORT COMMUNITY SERVICES DEPARTMENT Date: January 12, 2011 RANCHO CUCAMONGA To: Rancho Cucamonga Community and Arts Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: Discussion Regarding Ideas for Enhanced Communication Between Staff and Board Member RECOMMENDATION This item has been placed on the Foundation's agenda to share ideas for enhanced communication between staff and Board Members. BACKGROUND On a regular basis staff working with the Foundation sends e-mails to the Board concerning reminders of upcoming meetings, announcements of special activities, invitations to events and updates on fundraising successes. In some cases this may mean that Board Members receive multiple e-mails from 2 or 3 staff members each week. In respect of the busy schedule of Board Members, staff is recommending that perhaps a single, weekly e-mail to the Board may be a more effective means of communication between staff and Board Members. In addition, staff would like to gauge the preference of Board Members in receiving either e-mail reminders pertaining'to Board/Committee meetings or usmg Outlook to calendar such meetings. Therefore, staff requests that the Board discuss their preferences on these matters. Respec fly submitted, Kevin Mc rdle Community Services Director I ICOMMSERV CounclBBoartlslCommumlyFound tionlStaM Reports120111PatronAds VolunteerProgmm 1 1211 doc 20 i I STAFF REPORT L COMMUNITS SERvicEs DPP.{R1T[ENT Date: January 12, 2011 RANCHO CUCAMONGA To: Rancho Cucamonga Community Foundation I From: Kevin McArdle, Community Services Director By: Nettie Nielsen, Community Services Superintendent I Subject: CONSIDERATION OF COMMUNITY FOUNDATION FINANCIAL SUPPORT OF THE 2011/2012 SEASON AT THE LEWIS FAMILY PLAYHOUSE RECOMMENDATION ! Staff recommends that the Board review and discuss potential support of programming for the Lewis Family Playhouse for the 2011/12 Season BACKGROUND The Community Foundation, as part of its budget process in 2010/11, approved support of several Cultural Center programs. Over the past three years the Foundation has provided over $150,000 in program funding support for the Lewis Family Playhouse. This support has included funding for Playhouse performances, Studio Theatre performances, Arts Education / Accessibility and Visual Arts. The attached chart outlines the Foundation's arts giving history in greater detail. CONSIDERATIONS FOR 2011/12 SEASON The Performing Arts Giving Committee met lust prior the Foundation's January Board Meeting arid will be providing the full Board a recommendation for funding for the 2011/12 Playhouse Season By committing now to the Playhouse performances, the Foundation will receive maximum exposure as a presenting sponsor in the 2011/12 Season Brochure. The Community Services Department is very grateful to the Foundation for its fundraising efforts and on-going support of arts programs at the Victoria Gardens Cultural Center, The Performing Arts Giving Committee is presenting their recommendations to you regarding the support of the next year's season at this time, since the season brochure goes to print soon. As part of the annual budget process in June, the Board may wish to discuss additional areas of funding support for arts programs. Respe ully submitted, Kevin cArdle Community Services Director IICOMMSERVCounoi&Boar slOommuniryFoundafionlStaNReports120111Rlayhous supper 11211.doc 21 RANCHO CUCAMONGA COMMUNITY FOUNDATION Arts Giving History 2008/09 2009/10 2010/11 Playhouse Performances Presenting Sponsor - January Headliner $10,000 $10,000 $10,000 Presenting Sponsor - RC Community Theatre Series $20,000 $20,000 $15,000 Supporter - MainStreet Theatre Program $5,000 Studio Theatre Performances Presenting Sponsor - BlackBox Productions Series $3,000 $3,000 Arts Education/Accessibility Presenting Sponsor - World Music Series (3) $10,000 $14,000 $10,500 MainStreet Theatre's Artist in Residency/Outreach $5,000 $7,500 $7,500 Tickets for Underserved Students and Families $1,500 $1,500 $5,000 Courtyard Program (Community Groups) $3,500 Visual Arts Sponsorship Art Association Art Show $7,500 $7,500 (Not yet formally requested for 2010/11) $46,500 $63,500 $67,000 t'\COMMSERV\Council&Boards\CommumtyFoundation\PlayhousesponsorshipSupport\Copy of Arts Giving Recommend rev As 22 Community Foundation Strategic Plan 2015 Adson Items Goal 1 Action SMg Ree onslbill I Com letlon Date Staff Raises al Golfmof$70 000mament eachWar ar Ne Assignts to sea card membrshiper Board April-10 Kevin annual Fall Golf Toumament,primarily padnenng prospects to each Board member with e with larger coryorations tuntlmising goal of 35,000 for each member Added er Golf Committee Successfully conduct 2010 Golf Golf Committee November10 Paula Tournament Conduct 2011 Tournament Sponsor Golf Committee January-11 Paula recogmbon at Coundl meeting Form 2011 Golf Tournament Committee Golf command, Febmary-11 Paula and develop meeting schedule Develop annual plan for 2011 Golf GolffCommittee ApN-it Paula Tournament,including manifested of available staff resources Successfully conduct 2011 Golf Gott Committee November-11 Paola Tournament Raise a minimum of$20,000 each year through an Establish committee,concept and Spring Event July-10 Nettie annual Spring Signature Event for the Ads,primarily execution plan for the Spring 2011 Committee partnermg vnth Ideal businesses and community seven,the Playhouse Patty Train leaders Secure preliminary event commitments Sprang Event October-10 Nettie from board members and report COMindeef9oarE progress to Board Prepare any budgetrevdons for board Sprang Event January-11 Neme action Comdhftee/ at Host series of specialty events Spring Event May-11 Nettie encompassng the Playhouse Parry Committee Train Send follow up thank Wu's to all Event Spring Event June-11 Nettie padicipantsfevaluate evemi-epod Committee outcomes to board I Res-a minimum of S-10,000 each year through an Develop and send to Scafofor Approval Special Campaign September-10 Francis annual Special Campaign designed to engage 2010/2011 Special Campaign plan and Committee families and lndiwduals budget Implement 2010 Special Email Giving Special Campaign November-10 France Campaign Committee Conclude 2010Speclal Campaign Special Campaign December10 France Committee Consider special fundmismg campaign Special Campaign January-it France associated oath 5 year Cultural Center Committee n versary m 2011-12 Evaluate 2010 Special Campaign and—Special Campaign January-11 Francis present to Board Committee i 10/132010 23 Community Foundation 1 Strategic Plan 2015 Action Items t Send Thank Yous to key donors for Speaal Campaign February-11 France Spacial Campaign Committee Submits Special pe Nrampaign to Full Special Campaign June-11 Francis Boartl Committee Identify and aggressively pursue Grant Funding Develop annual plan for 2011-12 grants ExecutivieFinance February-11 Paula which supports the Foundation's MissionsoLcita0on Committee Recruit Board Membegs)with a grant Executive/Finned March-it Paula background and develop a plan for Committee research and solicitation of grants Assign grant research to interested Executive/Finance June-11 Paula Board Members Committee Establish ongoing positive relationships with and Develop annual donor recognition plan ExecutwelFnance I January-11 Paula .I meaningful recognition of all Donors Committee Conduct a Donor Appreciation eventfor Execubvefflnance June-11 Paula 2011-12 Committee I Prov fund Strong Foundation sthroug leadership and Boardmembers of annual sto self lindiidual fte Board January-11 Kann andraismgsuccess through an active,supportive success of annual mtllntlual fundrarsmg and mM1earve Boom of Directors goals Develop and implement Board team Board Development March-iI Paula building activity Committee Develop a new donor prospecting and BOard Apn1-11 Kevin cultivation plan for 11-12 Organize and distribute Foundation Staff June-11 Paula Board Policy and Reference Manual Revise Foundation by-laws ExecutivelPinance June-11 Kevin Committee Conduct annual Board fundramng Board Development June-11 Paula educational sessmn Committee Develop and implement Honorary Board Board Development January-12 Paula Member program Committee Expand Board to a minimum of 15 Board Development June-12 Paula active members Committee Establish a BA million Foundation Endowment Fund Develop and implement Endowment ExecuiverFinance Apnl-11 Francis and Strategy Fund policy and strategy Committee Develop an Endowment Fund branding Executwefflnance June-it Paula and marketing plan Commntea 101132010 _.. 24 Community Foundation Strategic Plan 2015 Action Items Effectively manage and invest Foundation funds in Renew and approve Foundation 2011- Soartl June-it Paula accordance with a solid Finance Policy 12 budget Conduct annual financial review of ExecutivelFinance September-11 Paula j previous year Committee i Develop and implement Finance and Executmveffmanca February-it Paula Investment policies(To be revisited in Committee 12 mon per Exec Comm 2/10110) Generate a substantial level of public awareness Finabze name change-for Community Board October-10 Paula and appreciation for Foundation admires throughout Foundation the region Design and develop a drat)Foundation Board Development January-11 Frznde website Committee Develop and implement Foundation Boats DevelDDmenl April-11 France publicradiationsimplementbrandingFoundation Commmdee 1 Approve Foundation website to'go live' Board April-1 Francis Implement Fountlatlon Speakers Board Development November-11 France Bureau Committee Create and distribute 2011 Foundation Board Development February-12 Francis Annual Report Committee i Support Rancho Cucamonga based community Develop new Affiliate Partners policy ExecutivelFinance June-11 Paula orgamvaborts through the Foundation Affiliate and procedures Committee canners program Communicate new Affiliate Partners Staff June-11 Paula policy and procedures to existing Farmers Develop a Patrons of fire Arta volunteer support Confirm a Board liaison to cooNinats Board January-11 Paula group the Patrons of the Arts i Develop and implement Patrons of the Board Development Ma,-11 Paula Am plan Committee Involve Patrons in Board committees Board June-11 Paula Conduct annualrowgmtion of Patrons Board Development June-11 Paula of the Arts Committee Engage a minimum of 20 Patrons of the Spend Development Octokil1 Paula Ads volunteers Committee EBecbvely,utilize Foundation Coboltlees,consistrig Approve an annualschedule of Board June-11 Kevin of Board,Community and Patron Members Committee meetings 1011312010 25 Community Foundation Strategic Plan 2015 Action Items Update orgameaticnal structure and Board October-it Kevin recruitment plans for each Committee Provide annual funding support to a vide vanety of Approve 2011-12 support for specdm Performing Arts Jlnuary-it Nettie Performing Arts activities at the Lewis Family performing arts activities at the Levis Committee Playhouse Family Playhouse Approve the 2011-12 budget for Board June-11 Nettie performing arts activities at Levis Family Playhouse Provide annual funding support to Performing Arts Develop plan for 2011-12 program Performing Ads January-it Netlre activities involving Rancho Cucamonga Elemery ntasupport for performing arts activities at Committee and Hlgh Schools local schools Develop the 2011-12 budget for Performing Arts Apnl-11 Netlre , performing arts activities at local Committee sch0015 Approve the 2011-12 budget for Board June-11 Nettie performing all actmties at local schools Execute the 2011/12 plan for program Performing Ahs AugusFl1 Nettle support plan for performing arts Committee activities at post schools Provide annual funding support for Visual Arts Evaluate 2010111 giving and identify Visual Arts January,11 Nettie events at Vlctona Gardens Cultural Center and other 2011-12 program support objectives Committee community facilities , Recommend 2011-12 support for Visual Arts June-11 Nettie specific visual arts activities Committee Approve 2011-12 support for specific Bcard June-11 Nettie visual arts activities Promote and distribute designated Arts Scholarship Prepare final Cona to Fund program Performing Arts January-11 Nettie Funds b deserving groups and individuals report for Curatalo family Committee Discuss philsophylmswn for creation of Performing Arts January-11 Nettie new scholarship program Committee Further examine potential or parameters Performing Arts Apnl-01 Netlre of a new iondlial program Committee Recommend new scholarship program Performing Arts June-11 Nettle and budget for 2011112 Committee Approve new scholarship program and Beaty June-11 Nettie budget for 2011112 1011322010 v _ . 26 STAFF REPORT COMMUNITY SERVICES DEPARTMENT RANCHO Date: June 9, 2010 CUCAMONGA To: Rancho Cucamonga Community Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: REVIEW OF JANUARY THROUGH MARCH 2011 FOUNDATION MEETING SCHEDULE RECOMMENDATION It is recommended that the Board regularly review their upcoming meeting schedule. BACKGROUND The attached chart provides Board Members with upcoming Community Foundation Board and Committee meeting schedule for January through March 2011. Staff would ask that Board Members calendar theses meetings on their personal calendars and continue to notify staff if they are unable to attend any of their scheduled meetings Respectfully submitted, Kevin Mc rd}1 Io Community Services Director I ICOMMSEROCouncd8aoardsicommumtyFoundahonlStaH Reports1201 Wan Mar MeetirgSchedule 1 12 11 doc 27 Community Foundation Board and Committee Meeeting Schedule• January D ugh MaN 2011 MEMBERS d m F 3 z o PWpmdryl9bwlMH Camnatam Watlnerday,J ary12,2011 a:WPM % Chat, , % S Barng WMmday,Jarwary12,2011 5:W PM % % S X Chir S S S X % % d Meeting Spring Event(Party Train)Commiteee January 2011-TBD FWPM % S % S S Sp al Campaign Committee Thursday.January 202 L111 3:WPM % % % Chat % Wa Ca tW Mumday.FeBlvary T.2011 I:10PM % % Exe[utivNFbwce tammlttx Wedne ,February 9,2011 9:W. % % % CMir S SPtlrp Event(Party Traln)CPmmiere Febr 2011-TW 4MPM % % S % % B M Dwah men(Commsttee TlurWay,Fahtuary 12,2011 9:W M1 % (hair % % DotlC .mm Wy,March T,2011 1:30PM % % Wit,Event(Party Tram)Cvmmlttee akarch 1M1-TBD L:W PM S X % % % Board W9rtfiop WNrc q.raau:h 23,2011 9:30 M1 % % % x Gal, % % % % S % Speelal Campaign COMm4 Ka"2011-TW LOOPM % % S Ch1, % C..Ithae m tley sublet W Chang. N W CONSIDERATION OF NEW INITIATIVES Community and Arts Foundation Family Weekends Proposed Program: A major new, long term program to replace the "Target Family Weekends," previously sponsored by Target. In 2010/11 Target withdrew funding for this program and funded school field trips — this has had a significant impact on our program and patrons. The program offered substantially reduced ticket prices on the opening weekend of each MainStreet production. This not only generated healthy sales and great word of mouth for opening weekend, it also solidly "branded" Target as a sponsor. The Foundation could assume this role and gain a substantial amount of public exposure. Staff is also evaluating ticket prices for MainStreet and will unveil a new pricing structure for the 2011/12 Season. To be properly branded and maintain consistency, a consideration of a 3 year commitment is being proposed. Tickets for opening weekend would be $9.50 each (regular ticket prices are $14 - $17). Two shows for each opening weekend equals a total of 6 performances per season as the discounted rate. The Foundation would receive significant marketing and exposure for this sponsorship. Proposed Funding Level $25,000 (each year for 3 years) Victoria Gardens Cultural Center 5th Anniversary Celebration Proposed Program: In conjunction with the Library, the Playhouse will host a 5t" Anniversary Celebration in August 2011. This event will feature an 'open house" with activities, displays, tours and small scale entertainment No City funding, beyond staffing for planning, is available for this event Proposed Funding Level: $5,000 (the Library Foundation will also be asked to contribute) Although not part of the Playhouse season, funding would need to be determined in January for planning and marketing purposes. High School Performing Arts Sponsorships Proposed Program: High School Performing Arts programs in Rancho Cucamonga have been affected by school budget cuts. Dance, theatre and music programs that have annual recitals or performances can apply for a program sponsorship (amount to be discussed). The Foundation would receive recognition in the printed program of the recital concert and the group would be invited to perform in the Cultural Center Courtyard. This would require both staff and board member time to execute the program. Proposed Funding Level: Approximately$2,000 but open for discussion This program is not part of the season, therefore final decision and recommendation can wait until the Spring meeting if necessary RCCF Scholarship Program Proposed Program: To create a tiered scholarship program for students in the community pursuing the performing arts. This would require both staff and board member time to execute the program. Proposed Funding Level: Approximately$2,500 but open for discussion. This program is not part of the season, therefore final decision and recommendation can wait until the Spring meeting if necessary. Performing Arts Giving Committee Meeting January 12,2011 Page 3 RANCHO CUCAMONGA COMMUNITY AND ARTS FOUNDATION CURRENT PROGRAMS SUPPORTED Proud Supporter of the Playhouse's Produced Companies The Playhouse has 4 in-house producing "companies." This means that for these programs we plan and execute the performances from the ground up, just for the Playhouse. These producing companies are what set us a part from other theatres who mainly present the work of other artists. Playhouse Producing Companies • MainStreet Theatre Company — Professional productions for families/schools • RC Community Theatre Program — Productions featuring a cast of local talent • Black Box Theatre — intimate 2-4 cast productions in the Studio Theatre • Broadway at the Gardens —Annual semi-professional Broadway style productions Currently all of these companies, except Broadway at the Gardens, are supported at various levels by the Foundation. MainStreet Theatre Company Current Support: The Playhouse's signature professional program, MainStreet represents the most significant financial investment of the City and Community Services Department. Current Funding Level: $5,000 for production costs Considerations for 2011112: Production support is crucial to the health of MainStreet. This year's loss of Target Family Weekends (substantially reduced ticket pricing on the opening weekend) has hit our residents hard. The Foundation may wish to consider providing the $5,000 of program support and adopting the Family Weekends (see Consideration of New Initiatives). RC Community Theatre Current Support: The Foundation is a presenting sponsor of the RC Community Theatre program. Funding was reduced this past year from $20,000 to $15,000 to reflect the reduction in productions. Current Funding Level: $15,000 for production support. Considerations for 2011/12: This is one of the Playhouse's strongest programs. No changes are recommended. Black Box Theatre Current Support: This program is funded entirely by ticket sales and the Foundation — 2 productions are scheduled for the Summer of 2011. Current Funding Level. $3,000 for production. Considerations for 2011/12: The budget may need to be adjusted slightly to help cover marketing costs since that wasn't originally included. Performing Arts Giving Committee Meeting January 12,2011 Page 1 Proud Supporter of other Playhouse Programs Headline Performance Sponsor Current Support: The Foundation contributes a sponsorship each season for the January headline performance. Current Funding Level. $10,000 Considerations for 2011112: No changes. A January Headliner has not yet been confirmed but should be finalized by the end of January. World Music Series Current Program: A 3-week series of performances representing cultural, international music held on Wednesday evenings in July in the Cultural Center Courtyard. Current Funding Level: $10,500 for artist fees and technical costs. Considerations for 2011/12: Continue program; adjust budget slightly to cover marketing costs. Other Courtyard Programming Current Program: Occasional programs in the courtyard, with an emphasis on community or school groups. Funds used for stipends and technical requirements. Current Funding Level: $3,500. Considerations for 2011/12: Reduce amount if the Foundation wishes to continue. Additional new programs are being brought for consideration, so these dollars may be funneled elsewhere. Artist in Residence Program Current Program: Operated by the MainStreet Theatre Company, the Artist in Residence program takes learning to the classroom — local schools that have purchased tickets to performances are offered the opportunity to have the Artist in Residence program visit their school. Funding used for both direct and indirect costs of providing the program. Current Funding Level: $7,500 Considerations for 2011112: No changes if the Foundation wishes to continue. Additional new programs are being brought for consideration, so these dollars may be funneled elsewhere. Tickets for Underserved Families Current Program: As part of the 'Play Partner" program, free or substantially reduced tickets are offered to underserved families for a variety of Playhouse programs. Funding was increased from $1,500 t0 $5,000 in 2010/11. Current Funding Level: $5,000 Considerations for 2011/12: These dollars may be funneled to the Foundation Family Weekends (see Consideration of New Initiatives). Performing Arts Giving Committee Meeting January 12,2011 Page 2 RANCHO CUCAMONGA COMMUNITY FOUNDATION Arts Giving History 2008/09 2009/10 2010/11 2011/12 Comments actual actual actual Rec Playhouse Pefformances Presenting Sponsor - January Headliner $10,000 $0* $10,000 $10,000 No change Presenting Sponsor - RC Community Theatre Series $20,000 $20,000 $15,000 $15,000 No change Supporter - MainStreet Theatre Program $5,000 $5,000 No change Studio Theatre Performances Presenting Sponsor - BlackBox Productions Series $3,000 $3,000 $3,500 Slight increase for marketing Arts Education/Accessibility Presenting Sponsor - World Music Series (3) $10,000 $14,000 $10,500 $11,000 Slight increase for marketing MainStreet Theatre's Artist in Residency/Outreach $5,000 $7,500 $7,500 $7,500 Approx. $5,000 for direct costs, and $2,500 for indirect costs to MainStreet Tickets for Underserved Students and Families $1,500 $1,500 $5,000 $5,000 No Change Courtyard Program (Community Groups) $3,500 $2,000 Decrease amount for stipends New Initiatives for Consideration RCCF "Family Weekends" for MainStreet Productions $25,000 Seek other sponsors/potential 3 yr commitment Cultural Center 5th Anniversary Celebration $5,000 One time only funding High School Performing Arts Program Support $2,000 Funding can be determined in Spring if more discussion is needed RCCF Scholarship Program $2,500 Funding can be determined in Spring if more discussion is needed Visual Arts Sponsorship Art Association Art Show $7,500 $7,500 $7,500 This amount is usually approved at the Spring Board meeting, $46,500 $53,500 $67,000 $101,000 * 10,000 approved for January 2010 Headliner not expended due to cancellation of performance I:\COMMSERV\Counal&Boards\CommumtyFoundation\SubcommitteesCurrent\Performing Arts Giving\2011\1.12 11 Meetmg\Arts Giving Recommend 1.12 11 _ I Rancho Cucamonga Community Foundation "Vision Alignment"Board Workshop Wednesday, March 23,2011 Workshop Goal: Align Current Foundation Capacities With Current Strategic Plan i Potential Schedule 9:30 to 10:00 am Arrival and Coffee 10:00 to 11:45 am Session#1 • Goals for the Workshop (Kevin) i _ • Warm-up Exercise (Rav) Where Are We Now? • Foundation Success Stories (Nettie) • Quick Reminder Tour of 2015 Strategic Plan (Kevin) I • Foundation S.W.0.T. Exercise (Ray) o Individual Worksheets— Completion ofHomeivork.from January Board Meeting o Confidential Displav of SWOT Results o Group Discussion o Identification of Follow-Home Issues 11:45 am to 1:00 pm Lunch • Informal Presentation- "What Goes into Booking Performances for the Plavhouse?" (Kevin) 1:00 to 2:45 pm Session #2 • Board Member Self Assessment Exercise (Kevin) o Individual Board SelfAssessment Su ve_vs o Confidential Displav OfSurvev Results o Group Discussion Where Are We Goin¢? • Discussion Ouestion. "How Can We As Board Members Maximize Our Individual Effectiveness?" (Rav) • Alignment With Foundation Fundraising Vision (Kevin) o Focus on Appropriate Fundraising Vision o Review of Current Fundraising Strategies o Discussion afPossible Strategy Modifications 2:45 to 3:00 pm Break How Will We Get There? 3:00 to 4:30 pm Session#3 • Discussion Questions * (Kevin) o "In What Other Ways can the Foundation Fundraise Tens of Thousands of Dollars Each Year? o "How Can IGe Most Effectively Steward Our Relationship With Our Donors?" o "What Are Our Future Giving Priorities For The Arts 9" • Top 5Individual and Board Priorities for Next 15 Months (Paula) 0 Individual Lists o Compilation of Results o Consensus Discussion • Take Home Worksheet—Individual Board Member Goals and Contract (Kevin) 4:30 to 5:30 pm Social Activity(Wine Tasting?) 5.30 to 7:00 pm Dinner 7:00 pm Conclusion * Additional Discussion Questions if Time Permits • "How Will We Raise An Additional $2 Million to Fund Our Endowment?" • "What Skills, Experiences and Connections Would We Like To See In Future Board Members?" Rancho Cucamonga Community Foundation Strategic Plan 2015 We Strongly Believe in These Foun anon Our VISION for 2015 Our MISSION We Will Accomplish our Mission Using Three MAJOR STRATEGIES SUCCESSFUL EFFECTIVE GENEROUS FUNDRAISING MANAGEMENT COMMUNITY We will fundiaise a We will effectively We wall give backa minimum of$100,000 manage our funds and rarvmum of$75,000 each year proiessionaRy conduct each year b support the aur business Arts in the community Our GOALS for Each Major Strategy Area Raise a minimum of Provide Strong Provide annual funding $70,000 each year on Fountlation leadership support to a wide variety the annual Fall Goff and fundraising success of Performing Arts Tournament,primarily through an active, activities at the Lewis partnering with larger supportive antl cohesive Family Playhouse corporations Board of Directore Raise a minimum of Establish a$4 million Provitle annual funning $20.000 each year Foundation support to Performing through an annual Endowment Fund and Arts activities involving Spring Slgnature Event Strategy Rancho Cucamonga for the Arts,primarily Elementary and High pannering with local Schools businesses and community leaders Raise a minimum of EHedively manage and Provide annual funding $10,000 each year invest Foundation funds support for Visual Arta through an annual in accordance with a aeea4 Special Campaign solid Finance Policy designed to engage families and individuals Identify and aggressively Generate a substantial pursue Grant Funding level of public which supports the awareness and Scholareh(p F Foundation's Mission appreciation for tleservmg pro Foundation activities throughout the region Establish ongoing Support Rancho positive relationships Cucamonga basad with and meaningful community organizations recognition of all Dono through the Fountlation Affiliate Partners program Develop a Patrons of the Arts volunteer support group EHecllvely utilize Foundation Committees,consisting of Board, Community and Patron Members OurSuccess Will be Primarily Planned and Implemented Through These FOUNDATION COMMITTEES Golf Tournament Spring Event Boar Special Campaign Rancho Cucamonga Community and Arts Foundation 2011 SWOT Exercise Strengths Weaknesses •Whet is the Foundation doing well? -What limitations does the Foundation have? •What unique resources does the Foundation have to draw on? -Mat could the Foundation impmve on? -Mat do others see as the Foundation's strengths? -What are others likely to we as the Foundations weaknesses? -Where does the Foundation have/ewer resources than other organ¢ations? Opportunities Threats -What good opportunities are there for the Foundation? -Mat threats do the Foundation's weaknesses expose them to? -Mat trends could the Foundations take advantage o/? •What trends could harm the Foundation? . . ..Howcan the Foundation turn that,strengths into opportunities?.. -Mat are other organrzations doing that the Foundation can not do? - 1/4/2011