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Home My WebLink About11/04/13 Community & Arts Foundation COMMUNITY and ARTS FOUNDATION BOARD OF DIRECTORS & COUNTER/ R%�( "O AGENDA FILE COPY CITY OF RANCHO CUCAMONGA REGULAR MEETING April 13, 2011 5:00 p.m. Civic Center 10500 Civic Center Drive Rancho Cucamonga, CA 91730 Board Members Thomas Galindo, Chair Harvey Cohen, M.D., Vice Chair Linda Bryan, Secretary/Treasurer Alfred Arguello, Member Taro Barag, Member Rosemarie Brown, Member 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 [Zwrvcxo BOARD OF DIRECTORS 2 (,`weaeoNoe April 13, 2011 A. Call to Order 1 Pledge of Allegiance 2. Roll Call. Alfred Arguello _ Paul Gesiriech Taro Barag _ Jim Hamngton Rosemarie Brown Jeremy Kahn Linda Bryan _ Richard Madsen Harvey Cohen, M.D Tony Mize Brad Fxle Bryan Snyder _ Thomas Galindo _ i 1. Presentation to Councilman Chuck Buquet for his years of dedicated service as a Member of the Community Foundation. 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. 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 Regular Community and Arts Agenda pages Foundation Meeting held January 12, 2011, and Special 1 - 7 Community and Arts Foundation meeting held March 30, 2011. 2. Receive and file Treasurers Report for the months of B - 11 February and March 2011. L COMMUNITY and ARTS FOUNDATION j�wcxo BOARD OF DIRECTORS 3 (yWAMONGA April 13, 2011 E. Committee Reports 7-711 This is the time for the Board members to present oral reports on the Board Committees. No action will be taken or discussion held. 1. Golf Committee (Committee Chair- Galindo) 2. Spring Event Committee (Committee Chair-Bryan) 3. Executive/Finance Committee(Committee Chair-Ga/endo) • 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-Fine) • 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 Discussion regarding the Board's Special Workshop held Oral Report March 30, 2011 2 Discussion of a recommendation for the Board's annual 12 - 13 recognition of donors. 3. Discussion and approval of a proposed Spring 2012 14- 19 Fundraiser. COMMUNITY and ARTS FOUNDATION 1�wcao BOARD OF DIRECTORS 4 CuaneeoNce April 13, 2011 4. Consideration and discussion of the Performing Arts Giving 20 Committee's recommendation regarding a concept for the Foundation Scholarship Program and High School Sponsorship Program. 4 Status report of Foundation supported programs and Oral Report activities. 5 Update and approval of the Communityand Arts Foundation Oral Report new logo image. 6. Consideration of appointment of Foundation Boardmembers 21 - 28 to Foundation Committees 7. Review of May through June 2011 Foundation meeting 29 - 30 schedule. G. Identification ofutnre 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 and Arts Foundation Secretary, hereby certify a true, accurate copy of the foregoing Community Foundation agenda was posted on April 7, 2011, seventy-two (72) hours prior to the meeting per A.B.2674 at 10500 Civic Center Drive, Rancho Cucamonga, California. RANCHO CUCAMONGA COMMUNITY AND ARTS FOUNDATION MINUTES OF THE JANUARY 12, 2011, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community and Arts Foundation was held on Wednesday, January 12, 2011, 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 5:02 p.m. Presentwere: Board Members: Barag, Cohen (who arrived at 5:20 p.m.), Fide, Gesiriech, Harrington, Kahn, Madsen, Mize, Snyder and Galindo. Absent: Bryan. 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 The presentation to Councilman Charles Buquet for his years of dedicated service as a Member of the Rancho Cucamonga Community Foundation Board of Directors - -•• was deferred to a future meeting. 2. Presentation to the Community and Arts Foundation from the Library Foundation on their outreach efforts was presented by Library Foundation President Teresa Akahoshi. She distributed the Library's 2011 calendar which contained information regarding year-long library events, as well as their annual report. She spoke of the - City's three libraries which includes a virtual library and of the summer reading program. President Akahoshi closed by announcing the upcoming Library Telethon to be held March W and 20" . The meeting was recessed at 5:16 p.m and reconvened at 5:30 p.m. with all Members present except Bryan C. COMMUNICATIONS FROM THE PUBLIC None D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held October 13, 2010 2. To receive and file Treasurer's Report for the months of September- December 2010. MOTION: Moved by Member Firle, seconded by Member Mize, to approve the Consent Calendar, as submitted. Motion carried: 9-0-2 (Absent: Bryan and Cohen) Commumtv and Arts Foundation - 1 - January 12, 2011 rr:� I .- .... .. P7 i I E. COMMITTEE REPORTS I 1. Golf Tournament Committee—Chair Thomas called upon Consultant Stephen Wagner for an update on the Golf Tournament fundraiser held in November 2011. Consultant i Wagner presented a summary of the tournament's success including the distribution of a detailed report of the tournaments revenues and expenditures. Analyst Pachon also handed out information concerning individual Board successes with event sponsor, donor and silent auction prospecting. Consultant Wagner listed items that did not sell at the live auction and noted that they could still be purchased. He concluded by presenting a proposed contract to conduct the 2012 tournament. The Board gave their consensus to proceed with this years major fundraising event. In closing, Analyst Pachon reminded Members that they need to cultivate and "own' their prospects and encouraged that they invite them to visit the Playhouse. 2. Spring Event Committee — Superintendent Nielsen reported that a determination had been made that smaller, more private parities hosted by Boardmembers would beheld i for the "party train' themed fundraising event. These include a "Night at the Quakes" (Harrington); "Total,Wine and More Tasting Event" (Firle); "Cinco de Bunco' (Barag); "Heart Healthy Cooking" (Barag); "Game Night" (Galindo); "Pool Tournament" (Bryan/Gesiriech) and "Rock Climbing' (Kahn). 3. Executive/Finance Committee — No meeting was held. 4. Board Development Committee — The Committee did not meet; however, Chair Galindo reported that he is cultivating three prospective members 5. Performing Arts Giving Committee — Committee Chair Firle indicated that the Committee had mei today and a reporton proposed giving for the next fiscal year would be provided during discussion of Item F.6. 6. Special Campaign Committee - Committee Chair Mize reported on the success of the email giving campaign held at the end of last year which realized a $5,000 profit. Member Barag added that she is awaiting receipt of checks from the profits of Mimi s Cafe and EI Tonto fundraisers held late last year. Manager Palmer also informed the Board that thank you cards and a copy of the annual report will be sent to all donors who participated in the special e-mail campaign. Community and Arts Foundation - 2- January /2, 207/ rrw .- . . . . _ P2 F. FOUNDATION BUSINESS 1. Analyst Pachon was called upon to provide an update on the Board's recommendation to change the organization's name from the Rancho Cucamonga Community Foundation to the Rancho Cucamonga Community and Arts Foundation. She referenced staffs report which included a list of procedures and fees involved with legally changing the name of the non-profit organization She informed the Board that a public awareness campaign would occur after the legal processes have been completed which is anticipated in the spring. No discussion was held except a comment thanking the Board for taking the action to change the name. The report was then received and fled. 2. Discussion regarding the Board of Directors Workshop scheduled to take place in Temecula, California, on March 23, 2011,was opened. It was noted that Members Thomas and Madsen attendance would be affected due to spring break commitments. Director McArdle stressed the need for 100% attendance by the Board and discussion then ensued regarding other possible dates. Following their discussion, a consensus was reached to hold the workshop on March 30' instead. Director McArdle then updated the Board on a proposed schedule for the vision alignmentworkshop'and informed them that Consultant Ray Patchett would help facilitate the day's activities. The Board was provided with a "SWOT" survey to be completed concerning their input on what they envision are the organization's strengths, weaknesses, opportunities and threats. Staff was requested to provide the survey electronically as well. In conclusion, the Boardmembers concurred with staffs proposed schedule and agreed to return completed surveys to staff within a - week:" ' 3. Discussion regarding the status of the Community and Arts Foundation's Donor Recognition Program was presented by Superintendent Nielsen. She reviewed the program held last year and Members added their suggestions for this year's event. These included a more formal event, possibly at Flemings Steakhouse; inviting donorsto a Foundation sponsored event at the Playhouse, a"cocktail"type of event with a show or to possibly have a number of shows that the donors could attend. Director McArdle also noted that the Cultural Center will be celebrating its 51' Anniversary and the events could possibly be coordinated. In conclusion, Chair Galindo commented that the matter would be addressed by the Executive Committee at a future meeting and would be brought back to the Board with their recommendation 4. Chair Galindo called on staff regarding discussion of the Patron of the Arts and Volunteer Program. Analyst Pachon noted that in light of the absence of Secretary/Treasurer Bryan who serves as the Patron of the Arts Program Liaison, that the matter had been requested to be deferred until she was in attendance. The Board concurred. Community and Arts Foundation - 3 - January 12. 2011 .v: 1. 1 1 _, P3 i Member Snyder left the meeting at 6:55 p.m. and did not return. 5. Chair Galindo opened discussion regarding ideas for enhanced communication between the Board of Directors and City staff. He called upon Analyst Pachon for staffs report. Analyst Pachon commented on the numerous electronic communications that Boardmembers are receiving from staff and asked for their input regarding staffs recommendation to consolidate this information into one weekly email. She also requested the Board's input on whether they wish to have her continue to schedule and remind them of their meetings through Outlook. Members expressed their support of the weekly updates, and for staff to highlight those items that require their action or immediate attention, and to also continue utilizing Outlook. No other action was taken or discussion held. 6. Consideration of financial support by the Community and Arts Foundation of the 2011/12 Season at the Lewis Family Playhouse was opened. Superintendent Nielsen lead the presentation and distributed reports on the Foundation's art giving history; current Foundation supported programs and consideration of new funding initiatives. Giving Committee Chair Firle spoke of the Committee's desire to , � . . . . . continue to .support,the_Playhouse.,performances. . He. reviewed the proposed . - .. . . initiatives which were: Communit� and Arts Foundation Family Weekend; Celebration of the Cultural Center's 5 Anniversary; a High School Performing Arts Sponsorship Program and a Foundation Scholarship program for students in the community pursuing the field of performing arts. Brief discussion was held regarding the proposed initiatives A question was raised - on whether adequate monies were available to fund the proposed programs and staff confirmed that there were. A suggestion was also given to consider booking artist Greg Adamson as a possible fundraiser at the Cultural Center. In addition,the need to form an additional committee to review the scholarship applications was noted. Members Kahn and Madsen offered to sit on the Committee. Following their discussion, action by the Board was taken as follows: MOTION: Moved by Member Mize, seconded by Vice Chair Cohen,to approve the proposed Foundation support for the 2011/12 season of the Lewis Family Playhouse. Motion carried: 9-0-2 (Absent: Bryan) 7. The Board was given a status report of Community and Arts Foundation supported programs by Supervisor Nielsen. She announced that upcoming events at the Lewis Family Playhouse include the Bobby Caldwell and Diane Schuur in Sing N Swing show on January 15th; and Theatre for Young Audiences production of The Gingerbread Man on February 5"through 13u'and Rancho Cucamonga Community Theatre production of The Man Who Came to Dinner on March 5 through 13�. Following the update, no other discussion was held or action taken. CommumnY and Arts Foundation - 4- January 12. 1011 - P4 8. Analyst Pachon opened review of the Community and Arts Foundation's Action Plan. She referenced the plan and asked that Members contact her with any changes to the Plan that need to be made. No discussion was held or action taken. 9. Review of January through March 2011 Community and Arts Foundation meeting schedules was opened by Analyst Pachon who reviewed the calendar contained in the agenda packet listing the various Board and committee meetings for the upcoming months. Following her update, the Board reiterated their support of receiving Outlook reminders for their meetings. No other discussion was held or action taken. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None H. ADJOURNMENT The Regular Rancho Cucamonga Community and Arts Foundation Meeting was officially adjourned. Motion carried: 9-0-2 (Absent: Bryan and Snyder). Meeting adjourned at 7:20 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Community and Arts Foundation - 5 - January 12, 2011 r-r .. _. _ .. P5 RANCHO CUCAMONGA COMMUNITY AND ARTS FOUNDATION MINUTES OF THE MARCH 30, 2011, SPECIAL MEETING A. CALL TO ORDER A special meeting of the Rancho Cucamonga Community and Foundation was held on Wednesday, March 30, 2011, at the Victoria Gardens Cultural Center—Celebration Hall, located at 12505 Cultural Center Drive , Rancho Cucamonga, Califomia. The meeting was called to order at 9:30 a.m. and the Pledge of Allegiance was lead by Chair Galindo. Present were: Board Members: Arguello, Barag, Brown, Bryan, Cohen, Firle, Harrington, Madsen, Mize, Snyder and Galindo Absent: Gesiriech and Kahn. Staff: Kevin McArdle, Community Services Director; Nettie Nielsen, Community Services Superintendent; Francie Palmer, Community Services Marketing Manager; Paula Pachon, Management Analyst III 1 and Melissa Morales, Senior Administrative Secretary. B. COMMUNICATIONS FROM THE PUBLIC None C. BOARD BUSINESS — - _ . .. . 1. The Community and Arts Foundation Board of Directors 2011 Alignment Workshop was opened. Chair Galindo called on Director McArdle for staffs presentation. He introduced Consultant Ray Pachett who partnered with him throughout the meeting on various Board exercises including starting the meeting with an introductory ice breaker. Following the warm-up exercise Director McArdle reviewed the Board's , 2015 Strategic Plan which consists of their values, vision, mission, major strategies and goals for each strategy. The Board was then lead by Consultant Pachett in a SWOT (Strength, Weaknesses, Opportunities and Threats) activity based on Boardmember survey results from a survey distributed at their January meeting. The Board recessed at noon for lunch and the meeting reconvened at 1:00 p.m Following the break, the Board were asked to complete a self-assessment survey addressing areas which included their personal motivation, attendance and preparation at meetings,fundraising efforts and theirindividual commitment in 2011 and beyond in areas including personal giving, recruitment of additional members, soliciting donations including silent auction and sale of tickets. The Board then spent the afternoon discussing the survey results and alignment of the Foundation's fundraising vision based on the results. As part of the discussion, Director McArdle also gave a brief presentation on a possible fundraiser to be held in March 2012 that would entail a wine and food competition over a number of days. The Board expressed their support and the item was placed on the April meeting agenda for additional discussion and consideration. In conclusion, everyone was thanked for their participation and attendance at workshop and for their continued support and efforts. Community Foundation - I - A(arch 30, 2011 PS D. ADJOURNMENT The special meeting of the Rancho Cucamonga Community and Arts Foundation was officially adjourned at 4:30 p.m. with all Members present except Gesiriech and Kahn. Respectfully submitted, Melissa Morales Senior Administrative Secretary I Community Foundation -2- March 30, 2011 P7 Rancho Cucamonga Community Foundation CASH REPORT- Through February 28, 2010 Beginning MTD Revenue Ending Cash Balance (Expenses) Cash Balance 100 OperalinglProgram Fund $263,671.41 ($17,935.57) $245,735.84 200 Endowment Fund $2,672,610.07 $000 $2,672,61007 301 Restrctd J McNay Memorial $1,463.16 $000 $1,463.16 3D2 Restrctd Yth Achievement $17140 $000 $171 40 303 Restrctd Off Leash Dog Pk $125.00 $000 $125.00 3D4 Restrctd Curatalo Memorial $398.84 $0.00 $398.84 305 Restrctd R. Lewis Memorial $660.51 $000 $660 51 401 Affiliate RC Animal Sheller $148,021.19 ($40000) $147,621.19 402 Affiliate ArmedForcesBanner $190.00 $0.00 $190.00 403 Affiliate Pae Elec Trail $35,035.00 $000 $35,035.00 404 Affiliate Senior Center $31,340.78 $10000 $31,440.78 405 Affiliate Freedom Courtyard $27,316.32 ($24042) $27,075.90 $3,181,003.88 ($18,47599) $3,162,527.69 Reconciliation Summary PAL Checking-Statement Balance 520,806.48 - .,. .. - Deposits in Transit Less Outstanding Checks $ (40,700.00) PAL Register Balance $ 480,10648 LAIF Account-Statement Balance 2,682,421.21 BALANCE $ 3,162,52769 P8 Rancho Cucamonga Community Foundation Income and Expense Detail INCOME Planar February 2011 Memo Amount 100 OperatinglProaram Fund 301015 Spoltight Donors Donation City of Rancho Cucamonga PAL Pledge Payment-Daniels/Palmer 5000 301015 Spotlight Donors Donation City of Rancho Cucamonga PAL Pledge Payment-Damels/Palmer 5000 3010.15 Spotlight Donors Donation City of Rancho Cucamonga PAL Pledge Payment-Damels/Palmer 5000 301030 Mise Donation Recycl4 Rancho(William Barrow) Sports Advisory Recycling Donation 11 23 382010 Lewis-Playhouse Season Regal Construction(Lewis) Levns Playhouse Sponsorship 2010-11 20.000 00 20,161 23 100 Operating/Prooram Fund 10-11 Administration 3150 1 Merchant Service Fee Credit Union Bank February2011 MSF 8900 100 Operating/Prooram Fund 2010 Golf Tournament 302011 Event Sponsorship Union Bank Foundation 201D Golf Sponsorship(grant) 2,50000 302016 Event Silent Auction Excelsior Education Center Advertising Campaign 103 1F 10000 2,600.00 100 Oplandlna/Program Fund:Fundraisina Activlhes:Special Campaign 301611 Holiday Gifts for the Ads PayPal Transfer Funds- 1983 301611 Holiday Giftcforthe Arts Unified Aircraft Services, Inc 2010 Holiday Gift for Arts 15000 301611 Holiday Gifts for the Ads Legaspi,Letlarn Holiday Gift for Ads 17500 301611 Holiday Gifts for the Ads PayPal Transfer-Holiday Gift for Ads 3,00000 3,344.83 404 Affiliate Senior Canter 301014 Legacy Tree Donation Legacy Tree Donor Small Leaf 10000 405 Affiliate Freedom Courtyard .. 301516 Freedom Courtyard Donation Freedom Courtyard Donor Misc Cash Donation _ .. ._. . . 1000 .. 3015 16 Freedom Courtyard Donation Annunaato,Paul&Heather Paul&Heather Annuni Jt Ten 2500 301516 Freedom Courtyard Donation Freedom Courtyard Donor Restaurant Fundraiser-Wahoo 1/3/11 3858 3015 16 Freedom Courtyard Donation Freedom Courtyard Donor RC Chamber of Commerce Donation 4500 301516 Freedom Courtyard Donation Freedom Courtyard Donor Anthony's Fundraiser-Mist Donation 5000 3015 16 Freedom Courtyard Donation Freedom Courtyard Donor W V R A 1/13/11 91 00 3015 16 Freedom Courtyard Donation Dennis,Marcia&David Marcia&David Denms-Donation 10000 359.58 TOTAL INCOME $ 26,65464 EXPENSE Payee Memo Amount 10D Ogeratino/Prooram Fund 5010.21 RC LibraryFountlation Transfers R C Library Foundation Transfer-Split PAL Campaign Donations 40,500 00 5850 10 US Bank City of Rancho Cucamonga Ticket Sponsorship Lula Washington 3,14600 43,646.00 100 OueraCnalProamm Fund:10-11 Administration 5030 Board Development First Bankcard Prospective Bid Member Lunch 56.49 5040 Board Hospitality First Bankcard Board Meeting 1/12/11 2465 5040 Board Hospitality First Bankcard Board Meeting 1/12111 17944 5120 Marketing FirstBankcard Domain Name-Webste 5005 5140 2 Federal and State Filing Franchise Tax Board 2009 CA Exempt Org Annual Info Return 1000 5140 2 Federal and State Filing General Reg Charitable Trusts CA Registration/Renewal Fee Rpt 2009 7500 5150 1 Merchant Service Fee Union Bank Feb 2011 MSF 8900 484 63 401 Affiliate RC Animal Shelter 5015 14 Animal Center Disbursements Dogs Etc Training Classes 10/13/10 400.00 405 Affiliate Freedom Courtyard 501516 Freedom Courtyard Disbursements Hoffman,Jon Refund 2 hckets to Canteen Dance 10000 5015 16 Freedom Courtyard Disbursements Blair,Kevin Paymt Band Canteen Dinner Dance 50000 600.00 TOTAL EXPENSE E 45,130.63 TOTAL INCOME(EXPENSE) $ (18,475.99) r, P9 • Rancho Cucamonga Community Foundation li CASH REPORT- Through March 31, 2010 Beginning MTD Revenue Ending Cash Balance (Expenses) Cash Balance 100 Operating/Program Fund $245,735.84 ($16.131.42) $229,604.42 200 Endowment Fund $2,672,610.07 $0.00 $2,672,610.07 301 Restrctd J McNay Memorial $1,463.16 $000 $1,463.16 302 Restrctd yth Achievement $171.40 $000 $171.40 303 Restrctd Off Leash Dog Pk $12500 $000 $125.00 304 Restrctd Carmelo Memorial $398.84 $000 $398.84 305 Restrctd R. Lewis Memorial $660.51 $000 $660.51 401 Affiliate RC Animal Shelter $147,621 19 $37,69659 $185,317.78 402 Affiliate ArmeclForcesBanner $190.00 $000 $190.00 403 Affiliate Pac Elec Trail $35,035.00 $000 $35,035.00 404 Affiliate Senior Center $31,440.78 $3,02548 $34,466.26 405 Affiliate Freedom Courtyard $27,075.90 ($2,28700) $24,788.90 $3,162,527.69 $22,303.65 $3,184,83134 Reconciliation Summary PAL Checking-Statement Balance 210,470 96 Deposits in Transit._ . .,. $ 32,229 72 ._ .. - Less Outstanding Checks $ (1,290 55) PAL Register Balance $ 241,410.13 LAIF Account-Statement Balance $ 2,682,42121 Deposits in Transit $ 261,000 00 (Transfer from PAL Checking) LAIF Account- Register Balance $ 2,943,421.21 BALANCE $ 3,184,831.34 _ P10 i Rancho Cucamonga Community Foundation Income and Expense Detail March 2011 INCOME Paw, Memo Amount 100 Ocerahna/Program Fund 3010 11 Bricks Donation Gilhson,John Engraved Donor Brick 15000 3010 15 Spotlight Donors Donation City of Rancho Cucamonga PAL Pledge Payment-Daniels 1000 301015 Spotlight Donors Donation City of Rancho Cucamonga PAL Pledge Payment-Daniels 1000 301015 Spotlight Donors Donation City of Rancho Cucamonga PAL Pledge Payment-Daniels 1000 301015 Spotlight Donors Donation City of Rancho Cucamonga PAL Pledge Payment-Palmer 4000 301015 Spotlight Donors Donation City of Rancho Cucamonga PAL Pledge Payment-Palmer 4000 3010 15 Spotlight Donors Donation City of Rancho Cucamonga PAL Pledge Payment-Palmer 4000 3010 17 Library Appeals Gdbscn,John Library Lounge Chair Dedication 30000 301030 Viso Donation Recyc 4 Rancho(William Borrow) Sports Advisory-Recycling 4 Rancho 1142 301030 Misc Donation Edison International Volunteer Match-Kalkner 10000 3010.30 Misc Donation Library Telethon Charges from 2011 Library Telethon 2 9700 386010 Kohl's Cares Kohl's MainStreet-Gingerbread Man 50000 3899 Misc Grant/Sponsorship Best Buy Children's Foundation Grant-MainStreet Theatre 5,000 00 9,181 42 100 Operaf nalProaram Fund 10-11 Administration 31501 Merchant Service Fee Credit Union Bank March-MSF 8900 100 Operal na/Program Fu ckli undiais na Activities:Sib ial Campaign 301611 Holiday GRte for the Arts Bank of Amen. 2011 Holiday Arts-Match(Enc Forsberg) 250.00 401 Afftiale RC Animal Shelter 3010 30 Misc Dona0on City of Rancho Cucamonga .- Transfer In from Qty Vanous Donations _ 31.369 72 3899 Misc GrantnSponsarship PetSmart Charities Grant-PO Bull Spay 8 Neuter 7,70000 39,069.72 404 Affiliate Senior Center 301014 Legacy Tree Donation Legacy Tree Donor Angela Mebkian 10000 301014 Legacy Tree Donation Legacy Tree Donor Anita Chang(small leaf) 10000 301513 Senior Center Donation Chang,Anita Senior Transportation Donation 10000 300.00 404 Affiliate Senior Cenler:2011 Senior Gala 3015 13 Senior Center Donation Dinner&Auction Attendee 2D11 Ticket Sales 4000 301513 Senior Center Donation Life Generations Health Care 2D11 Dinner B Auction/Gala 25000 3020 11 Event Sponsorship Rancho Mesa Care Center Gala Sponsorship 2,500 00 2,790.00 405 Affiliate Freedom Counwrtl 301516 Freedom Courtyard Donation Freedom Courtyard Donor Boot Donations 1800 301516 Freedom Caurtyard Donation Freedom Courtyard Donor Teresa Munoz 2000 301516 Freedom Courtyard Donation Freedom Courtyard Donor Rose Roof 2500 3015 16 Freedom Courtyard Donation Freedom Courtyard Donor Jesse 8 Irene Cabrera 5000 3015 16 Freedom Courtyard Donation Fulmer, Bush 8 Nanette Fulmer 5000 3015.16 Freedom Courtyard Donation Freedom Courtyard Donor Tony 6 Juba Tropez 5000 213.00 TOTAL INCOME $ 51,893.14 Page 1 of 2 3•.a7 .. P11 i STAFF REPORT COMMUNITY SERvlcEs DEPARTMENT Date: April 13, 2011 To: Rancho Cucamonga Community and Arts Foundation RANCHO From: Kevin McArdle, Community Services Director CUCAMONGA By: Paula Pachon, Management Analyst III Subject: DISCUSSION OF A RECOMMENDATION FOR THE BOARD'S ANNUAL RECOGNITION OF DONORS RECOMMENDATION Staff recommends that the Foundation Board discuss a recommendation pertaining to the Board's Annual Recognition of Donors. BACKGROUND The Foundation's 2015 Strategic Plan identifies a goal to host an annual recognition for donors Last year the Foundation hosted an early evening reception in the Cultural - Center's Bank of America Imagination Courtyard in conjunction with the Foundation sponsored World Music performance by INCA, Peruvian musicians and dancers. The event offered a multi-cultural experience of ethnic and folkloric music, songs, dance and traditions from all over Peru. The format for the event included a short recognition element, catered hors d'oeuvres, wine and soft drink beverages and an opportunity for attendees to socialize and network. Unfortunately, a major heat wave on the day of the event impacted - - - - - attendance which was only about 20 individuals.- - -- - - - - - - -' Subsequent Board and Committee discussions have centered on the importance of stewarding donors and hosting a high quality donor appreciation event in 2011 that would attract a significant number of participants Board Chair Thomas Galindo has brought forth an idea for an innovative format for this years donor recognition event for the Board's consideration. Elements of the event would include: ➢ Tying this years donor recognition event to the Season Opening evening performance at the Playhouse on September 17"; ➢ Hosting an exclusive pre-show donor recognition reception in the Playhouse Lobby; ➢ Contracting with nationally recognized performance artist, Gregory Adamson for his "Facing the Music" art demonstration; . ➢ Incorporating a live auction of the art piece created during the reception by performance artist Gregory Adamson into the donor recognition event; and ➢ Incorporating a public live auction of a second art piece created by performing artist Gregory Adamson. Staff and Board Chair Galindo have met with Mr. Adamson who is interested and available to work with the Foundation to making this years donor recognition an event to remember. Additional information regarding Mr. Adamson and his fast-paced performance art, in P12 DISCUSSION OF A RECOMA ENDATION FOR THE BOARD'S ANNUAL RECOGNITION OF DONORS APRIL 13,2011 PAGE 2 which he paints to music while creating huge masterpieces in just minutes can be found on the web at: GregAdamson.com. It is staffs recommendation that the Board discuss the preliminary plans presented by Chairman Galindo and authorize the Board Development Committee to move forward with preparing a budget for the event that would be approved as a part of the Foundation's operating 2011/2012 budget to be presented to the full Board of Directors at their June annual meeting. Respec ully tted, Kevin M Ardle Community Services Director IbwOOOOIIDepadmentsICOMMSERV Counctl&BoardstCommunityFoundabonIStaH RepoM120100onorRecogndion7 9 10 doc P13 STAFF REPORT - COMMUNITY SERVICES DEPAR'T'MENT Date: April 13, 2011 RANCHO CUCAMONGA To: Rancho Cucamonga Community and Arts Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: DISCUSSION AND APPROVAL OF A PROPOSED SPRING 2012 FUNDRAISER RECOMMENDATION It is recommended that the Board discuss and approve a proposed food and wine fundraiser that is anticipated to take place in spring 2012. BACKGROUND At the Foundation's Workshop on March-301h-,,conceptual plans for a spring 2012 food and - wine fundraiser was presented to the Board. At this meeting a general consensus from the Board was given to staff to proceed with discussions with Stephen Wagner, the event consultant for the event. In addition, at this meeting the Board requested to see a proposed preliminary budget for the event which is attached. Also attached for the Board's information is a listing of the top wine competitions in the State, Board Member expectations in relation to the event and' proposed paymerif'terms with Stephen Wagner for the event. Staff recommends that the Foundation continue their discussion regarding the event at their April 13" Board Meeting and move forward with a formal action. In addition, it is recommended that the Board provide authorization to the Executive Committee to continue discussions and negotiations with Stephen Wagner to ensure minimal financial exposure to the Foundation. Respec ully submitted, Kevin tylcArdle Community Services Director Attachments LICOMMSEROCouncil&BoaNstCo umtyFounCatronlStaM1 ReportsMl NPemew and Appmv l o/Sprmg 2012 Fundraiser oac - - t ,. 1 < _ P14 Proposed Payment Terms with Stephen Wagner for Food and Wine Competition • Total Management Fee is $10,000, to be paid as follows: o $5,000 to be paid upon execution of contract on April 15 2011. o $2,500 to be paid on October 15. 2011 if the following budget/contract milestones have been met • All line item expenses to date are within the approved budgeted amounts. • A minimum of $15,600 in revenue has been deposited with the Community and Arts Foundation for the Wine Registration budget line item (30% of the $52,000 approved budget). • A minimum of$7,500 in revenue has been deposited with the Community and Arts Foundation for the Expo Booth budget line item (30% of the $25,000 approved budget). .., , . .. . . ... . . • A minimum of$10,000 has-been deposited with.the . . . .. . .. - . Community and Arts Foundation for the Sponsorships budget line item (100% of the $10,000 approved budget) • An effective marketing and advertising plan is fully prepared to sell the budgeted number of tickets for the Friday Chefs' Challenge and Saturday/Sunday admissions. o $2,500 will be paid at the conclusion of the event on March 18. 2012 if the actual net profit is within 10% of the approved budget minimum In the event that the actual profit is not within 10% of the approved budget minimum, Wagner will reduce the percentage he receives from the "Remaining Profit Split' to permit the Community and Arts Foundation to realize the approved budget minimum. o All other required shared payments will be made within 10 days following the conclusion of the event, once all of the accounting is fully complete. P15 The Birthplace Wine Competition Budget 2011 Exhibit A EXPENSES Proposed(Rems,on 1) # Descrition Budget 11' Actual 11' Comments Notes 1 Rental Site Fee $ 35,000.00 ONT Convention Center 3days+set-up day 2 Wine Judge Expenses $ 26,000 00 Based on 20 Wine&fi Food Judges Air,Ground Lodging,F&B,Gift 3 Chefs Luncheon -Draw $ 5,00000 Held at Cultural Center four weeks before Event-Media Event Mainly for Sponsors&Chefs,VIP's 4 Chefs Awards Cash $ 7,500.00 $5,000 Winner.$500 Fab Five X 5 5 Industry Consultant Fees $ 7,500.00 $2,500 each,Wine Logistics,Food&Wine Chief Judges 6 Official Program &Auction Guide $ 2,000.00 Pnntmg For Chefs Challenge&Live Auctions 7 Award Certificates $ 1,700.00 Pnntmg and design fees 9"x 12"Certificate 8 Administrative Costs $ 800.00 Office Supplies dunng the year 9 Postage& Shipping $ 2,50000 Annual Expendure,USPS.UPS,FedEx 10 Awards $ 4,50000 Medals,Best of Show,Thomas,Category Winners,etc Sdver Acorn 11 Warehouse (Temperature Controlled $ 2,700.00 30 Days Remi+Very Small area for carry over 12 Pipe &Drape $ 8,000.00 Based on 100 Booths @$80.00 each 13 Staff&Volunteer Shirts $ 45000 Dressed the same during the event + 14 Printing Costs $ 5,500.00 Includes Tickets,Credentials.Booth Signs,Invdabons,etc. 15 Marketing Materials $ 3,750.00 Brochures 16 Credit Card Fees & Processing $ 3,500.00 Induces Software Fee-Electron,.Processing Acquire Software License @$500 17 Live &Silent Auction Items $ 6,000.00 Allocated for Purchase of Lodging,Arm.,etc,for Bundling Consignment also 18 Merchandise $ 1,500.00 1 Poster,Glassware,Aprons,T-Shirts,etc 19 Photographer $ 2,100.00 Pre and Event Services(Program&Marketing) 20 Management Fee $ 10,000.00 WagnerPaid in three Payments 21 Signs, Banners, Clocks, Etc. $ 6,000.00 INCLUDES Coun4Down Clocks Rental 22 Web-Site & Logo's Design $ 3,500.00 INCLUDES corn registration&e-mail,domain names,etc 23 Audio-Visual $ 7,250.00 Includes Stage,Electric Distribution&Lightning 24 Chefs Equipment $ 12,000.00 Hope to reduce with Trade 25 Tables, Chairs, Stanchions,Trusses $ 12,00000 Chefs Challenge&Awards Set-up,Includes Tasting Tables 26 Linens &Table Drapes $ 6,50000 Change out each day 3-Days 27 ABC License or Fee $ 3,000.00 Fee with ONT Convention Ctr.Corkage 28 Security $ 1,500.00 Private Security or Ontario Police,Work with ONT Con Ctr. 3-Days 29 Transportation $ 1,500.00 Bring Wme to venue Other Transportation Costs 30 Intern Expenses $ 1,250.00 - Gas&Food Expenses Interns,not paid 31 Insurance $ 2,700.00 Liability&Event Insurance 32 Advertising $ 10,000.00 Radio,Billboards.TV,Magaanes Use PSA's&InKindTrade 33 Glassware Rental $ 2,000.00 Estimated with ONT Con Ch.Or Outside Vendor Judges&Events 34 Miscellaneous $ 2,500.00 TTL $ 172,700.00 REVENUES # Description Budget 11' Actual f 1' Comments Notes A VIP Chefs Chailen a Tickets $ 48,000.00 320 @$150 B Wine Registration $ 52,000.00 - 800 @$55 0o Per Label C Expo Booths $ 25,000.00 100 @$250 - D Saturday Tickets $ 44,000.00 - 800@$55 E Sunday Tickets $ 44,000.00 - 800@$55 F Sponsorships $ 10,000.00 Has potential kr higher numbers Cash Only G Live Auction $ 20,000.00 NI to RCCF(Uninn i]Potential) 20000 H Silent Auction $ 9,000.00 All to RCCF(Unhmited Potential) 9000 I Wine Auction(Silent&Live) RCCF $ 6,000.00 100%RCCF-Silent,50%RCCF Wine Auchon 6000 J Live Wine Auction (Wagner) $ 3,000.00 50%to Wagner ' K Pro ram Sales $ 3,000.00 L Merchandise Sales $ 3,000.00 M Miscellaneous $ 2,000.00 TTL $ 269,000.00 35000 P&L Revenues $ 269,000.00 Ex enses $ 172,700.00 Profit $ 96,300.00 _ RCCF $ 35,000.00 Live, Silent&Wine Auctions Wa ner Wine Auction-Live $ 3,000.00 Auctions Pay Out $ 38,000.00 Remainin Profit S tlil $ 58,300.00 Wad;er-80% $ 46,640.00 - RCCF-20% $ 11,660.00 Total to RCCF $ 46,660.00 Plus Winning Award Wines(Cases) i 1 r J � s � �ro � ro � w .vet► +� � � 11111111: 11111111 '11 '1 � �4 � � � � � � Top Six Wine Competitions in California Date Event Wearies Labels Judges Fee Bottles CpunWes Enby Due Late Due FInel Due Wlne Due April 2-3 San Dlego International Wine Competition 425 2,100 33 ' 85-75 8 I I 15-Feb 15-Feb' 8-Mar 16-Mar May 26-29 CrMcs Challenge-San Diego 345 1,120 12 =80-90 6 1 12-Apr 12-Apr' 7-Mey 10-May May 19-20-21 Los Angeles Inlernatlonal Wine Competltlon 745 3,400 100 75-85 6 19-Mar 31-Mar 19-Apr 19-Apr June 2.3.4 California Slate Fair-Sacramento 1 600 1 3,000 27 55-100 6 CA Only June 18-19-20 San Francisco International Wine Competltlon I 1,290 1 3,897 48 85 5 2] 1-Apr 27-Mey 10Jun 10Jun Septemberll-12 Sommeller Challenge-San Diego 1,400 20 65-75 8 2]Jul 27Ju1 16-Aug October 21-23 The Birthplace Wine Competltlon 20 80-75 8 1-Aug 16Sep' 1-Oct 18Sap Appbcehpns/Submiss ims due six-nine weeks in advance 1 Wine due hvo-Pow weeks in advance Ideal is 30 Days .r 03 e Rancho Cucamonga Community And Arts Foundation The Birthplace Food and Wine Competition Board Member Expectations To Reach $50,000 + Goal Board Member Responsibilities # Members # Items Sold Item Cost Total Solicit and obtain silent and live 11 $2,636 $28,996 auction gift donations of$100 and up. (Each Board Member to obtain gifts which sell for$2,636 or more) Sell tickets to Friday night Chefs 11 10 $150 $16,500 Challenge event (Each Board Member to sell minimum of$1,500 in these tickets) Sell tickets to Saturday/Sunday Taste 11 20 $55 $12,10.0_ of the IE event. (Each Board member to sell minimum of $1,100 in these tickets) Set up silent and live auctions Set up wine auction Run the auctions Promote public awareness of RCCAF at the weekend long event Individual Board Member Solicitation Summary for Event Silent and live auction selling value $2,636 Chefs Challenge ticket sales $1,500 Taste of IE ticket sales $1,100 Total Per Board Member $5,236 t^ r:a pis i STAFF REPORT COMMUNITY SERVICES DEPARTMENT i Date: April 13, 2011 RANCHO CUCAMONGA To: Rancho Cucamonga Community and Arts Foundation From: Kevin McArdle, Community Services Director By: Nettie Nielsen, Community Services Superintendent Subject: CONSIDERATION OF THE PERFORMINGNISUAL ARTS GIVING COMMITTEE RECOMMENDATIONS REGARDING A CONCEPT FOR THE FOUNDATION SCHOLARSHIP PROGRAM AND HIGH SCHOOL SPONSORSHIP PROGRAM RECOMMENDATION It is recommended that the Board discuss and approve the concept for a new Scholarship Program and High School Sponsorship Program BACKGROUND At the January Foundation Board meeting, the Board approved the creation of two new Giving Initiatives for the 2011/12 Fiscal Year. • A Scholarship Program for high school students, with $2,500 in funding allocated . "A High School Performing Arts Program Sponsorship with $2,000 allocated. The Performing/Visual Arts Giving Committee was given direction to return in April with a concept for both programs. The Committee meets just prior to the Board meeting and will bring materials for review and their final recommendations to the Board meeting. Funding has already been approved and will be included in the 2011/12 Fiscal Year Budget to be adopted in June. Respec ully submitted, AVO Kevin McArdle Community Services Director P20 STAFF REPORT CONIMUNITY SERvICEs DEPAR'MIENT RANCHO Date: April 13, 2011 CUCAMONGA To: Rancho Cucamonga Community and Arts Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: CONSIDERATION OF APPOINTMENTS OF NEW BOARD MEMBERS TO FOUNDATION COMMITTEES RECOMMENDATION In light of the Foundation's two new Board Members, it is recommended that the Foundation Board of Directors review the current appointments to the Foundation's Committees and make appointments of new Board Members to at least one Fundraising Committee and one Administrative/Giving Committee each. BACKGROUND The adopted Community Foundation Strategic Plan 2015 Includes the establishment of five (5) active Committees, as well as proposed membership goals for each Committee. The Foundation's Committee Descriptions are attached for the Board's information/use. The Plan calls for each Board Member to serve on at least one Fundraising Committee and one Administrative/Giving Committee. The current Membership Goal for each Committee includes a recommended number of Board Members to serve on each Committee. With two additional Board Members it is recommended that the Board review the current appointments to the Foundation's Committees, solicit input from new Board Members regarding their desired Committee assignments and make appointments to the various Committees for the Foundation's newest members. W fitted, Kevin McArdle Community Services Director Attachment I ICOMMSEROCouncdBBoardslC mmunilyFoundationlStafl ReportsWIIlCommMee Appomtments 413.11 dm t;u _ P21 I Rancho Cucamonga Community Foundation Committee Descriptions Fundraising Committees• I Golf Tournament Committee (April through November- First Monday of Month from 1:00 pm - 2:30 pm) . Description The Golf Tournament Committee is responsible for planning, conducting and evaluating the Foundation's Annual Golf Tournament held each fall. The Golf Tournament is the Foundation's major fundraiser each year, with a goal of raising$70,000 in net proceeds through partnerships primarily with larger corporations. I . Membership (Chair-Thomas, Richard, & Paul) 0 3 Board Members, with 1 serving as Committee Chair 0 2-3 Community Members recruited each year by the Committee 0 2-3 Patrons of the Arts recruited each year by the Committee . Schedule The Golf Tournament Committee schedules meetings as necessary, typically once each month in the eight months leading up to the tournament and in the month following for evaluation. . Duties of Board Members . . - o Recruit and involve community members and Patrons of the Arts on the - - Committee o Develop overall plans for the annual tournament o Develop and oversee a tournament budget,to be approved by the Board o Develop and implement a tournament sponsorship and marketing plan o Engage the Committee, Board and Patrons of the Arts in actively soliciting sponsors and donors o Manage and evaluate the work of the Golf Tournament Coordinator o Conduct, supervise and evaluate the actual tournament o Provide appropriate recognition to tournament sponsors and donors Spring Event Committee (Currently meets as needed) Description The Spring Event Committee is responsible for planning, conducting and evaluating the Foundation's annual spring fundraising event. The Spring Event is an important Foundation fundraiser each year,with a goal of raising$20,000 in net proceeds through partnerships primarily with local businesses and community leaders. •Administrative Committees are structured committees of Board Members only following formal agenda procedures Fundraising and Giving Committees are working committees imrohvng members of the public ti, f -'CJ _. P22 I Rancho Cucamonga Community Foundation Committee Descriptions • Membership (Taro, Linda, Brad,Jim, Bryan) o 3 Board Members, with 1 serving as Committee Chair 0 2-3 Community Members recruited each year by the Committee o 2-3 Patrons of the Arts recruited each year by the Committee • Schedule The Spring Event Committee schedules meetings as necessary,typically once each month in the eight months leading up to the Spring Event and in the month following for evaluation. • Duties of Board Members o Recruit and involve community members and Patrons of the Arts on the Committee o Develop overall vision and plans for the annual Spring Event o Develop and oversee an event budget, to be approved by the Board o Develop and implement an event fundraising, sponsorship and marketing plan o Engage the Committee, Board and Patrons of the Arts in actively soliciting participants, sponsors and donors o Conduct, supervise and evaluate the actual event o Provide appropriate recognition to event participants, sponsors and donors Special Fundraising Campaign Committee (Meeting dates/time vary) • Description The Special Fundraising Campaign Committee is responsible for planning, conducting and evaluating a unique and streamlined fundraising campaign each year, scheduled between the Golf Tournament and the Spring Event. Each year's campaign will vary to maximize interest and to take advantage of annual opportunities. The Special Campaign has a goal of raising at least $10,000 annually in net proceeds primarily engaging families and individuals. • Membership (Tony, Taro,Thomas,Jeremy, Bryan) 0 2 Board Members, with 1 serving as Committee Chair 0 2-3 Community Members recruited each year by the Committee 0 5-7 Patrons of the Arts recruited each year by the Committee • Schedule The Special Fundraising Campaign Committee schedules meetings as necessary, typically once each month in the 4-6 months leading up to the spring campaign and in the month following for evaluation. •Administrative Committees are xm¢mred comm ltees of Board Members only following formal agenda procedures Fundraising and Giving Committees are warkmg committees mvolvmg members ofthe public r..� P23 Rancho Cucamonga Community Foundation Committee Descriptions • Duties of Board Members o Recruit and involve community members and Patrons of the Arts on the Committee o Develop overall vision and plans for the Special Fundraising Campaign o Develop and oversee an event budget, to be approved by the Board o Develop and implement an event fundraising, sponsorship and marketing plan o Engage the Committee, Board and Patrons of the Arts in actively raising funds for the event o Conduct, supervise and evaluate the actual campaign o Provide appropriate recognition to event participants, sponsors and donors *Administrative Committees are structured committees of Board Members only followmgformal agenda procedures Fundraising and Giving Committees are working committees involving members of the public . e t . J P24 Rancho Cucamonga Community Foundation Committee Descriptions Administrative Committees* Executive/Finance Committee (February, May&September- 2nd Wed @ 9:00 am) • Description The Executive/Finance Committee is responsible for the administrative and financial coordination of Foundation activities. This Committee has specific assigned responsibilities, but also is authorized to act on behalf of the entire Board of Directors when an issue needs action prior to the next scheduled meeting of the full Board. This Committee provides overall leadership and direction for the Community Foundation. • Membership (Thomas, Harvey, Linda, Brad and one fundraising chair-TBD) 0 5 Board Members, as detailed below: • Board Chair, who serves as Chair of this Committee • Board Vice-Chair • Board Secretary/Treasurer • One of the Chairs of the Fundraising Committees • One of the Chairs of the Giving Committees • Schedule The Executive/Finance Committee meets three (3) times each year, in months when the Board of Directors does not meet. Special Committee meetings may - - be scheduled as needed. • Duties o Develop and oversee the annual Foundation budget, to be approved by the Board in June of each year o Develop and implement financial and investment policies and goals for the Foundation,to be approved by the Board o Develop and manage the Foundation Endowment Fund in accordance with Foundation goals o Monitor the financial condition of the Community Foundation, and make recommendations to the Board as necessary o Develop and oversee the Foundation grant solicitation program o Develop and coordinate an annual program to recognize and thank Foundation donors o Monitor and update Foundation by-laws as necessary for review by the Board of Directors o Develop and oversee Foundation Affiliate Partners program o Provide direction to the Board on Foundation related issues of a sensitive nature *Admmtstranve Committees are structured committees of Board Members only following forma[agenda procedures Fundra:vng and Gremg Committees are working committees involving members ofthe public . . I_- P25 f i Rancho Cucamonga Community Foundation I Committee Descriptions Board Development Committee (3rd Thursday— February, May & September @ 9:00 am) • Description The Board Development Committee is responsible for coordinating the recruitment and screening of prospective new Board members, providing the Board with the tools necessary to be effective, overseeing the Patrons of the Arts and insuring that the Community Foundation enjoys far reaching positive public awareness. , • Membership (Chair- Harvey, Linda,Thomas, Paul &Jeremy) o 3 Board Members, with 1 serving as Committee Chair j I , • Schedule The Board Development Committee meets three (3) times each year, in months when the Board of Directors does not meet. Special Committee meetings may j be scheduled as needed. • Duties o Develop and coordinate plans to recruit new qualified Board members to ,. meet the goals of the Board. . . ._ .. .. . o Screen and interview prospective new Board members, and recommend appropriate approvals in accordance with Board and City policy o Develop and coordinate appropriate Board member trainings, planning retreat sessions and team building activities to maximize fundraising effectiveness o Develop and oversee an effective Patrons of the Arts volunteer program to assist in the fundraising and community awareness goals of the Foundation j o Develop and implement an Honorary Board of Directors program to engage community and regional leaders o Develop and coordinate a public relations/branding plan to maximize community awareness and appreciation of the Community Foundation and its activities throughout the region •Administrative Committees are.ro-oa red c,u m,uees o(Board Members unit folloxang formal agenda procedures Fundrm.smg and Giving Committees are working committees involving members ofthe public. P26 i Rancho Cucamonga Community Foundation j Committee Descriptions f Giving Committees* 1 Performing Arts Committee -(This Committee has functionally combined with the Giving Arts Committee and goes by the name of the Giving Committee) - (2n" Wednesday of January, April,June &October @ 4:00 pm) • Description The Performing Arts Committee is responsible for creating and implementing the Foundation's vision for supporting performing arts programs and activities within the community, in accordance with the goals identified in the Strategic Plan. • Membership (Chair-Brad,Taro, Jim, Richard) 0 3 Board Members, with 1 serving as Committee Chair 0 2-3 Community Members (involved in performing arts activities) • Schedule The Performing Arts Committee meets three (3)times each year. Special ` Committee meetings may be scheduled as needed. - • Duties of Board Members o Recruit and involve community members on the Committee o Develop and implement short and long term plans for support of performing arts programs within the.community, to be approved by the _ Board o Develop and oversee the annual performing arts support budget,to be approved by the Board in June of each year o Ensure that the Foundation receives significant community awareness and recognition at supported performing arts programs o Develop and oversee Foundation Arts Scholarship program for deserving groups and individuals o Provide similar planning and implementation of visual arts giving programs until such time as the Visual Arts Committee is established Visual Arts Committee(This Committee hos functionally combined with the Performing Arts Committee and goes by the name of the Giving Committee) • Description The Visual Arts Committee is responsible for creating and implementing the Foundation's vision for supporting visual arts programs and activities within the community, in accordance with the goals identified in the Strategic Plan. *Administrative Committees are structured committees of Board Members onlyfollomug formal agenda procedures Fundraumg and Giving Committees are ivorlang committees involving members ofthe public r'.:.a .•x.:, . 4 P27 I Rancho Cucamonga Community Foundation Committee Descriptions • Membership (Same as above) 0 3 Board Members, with 1 serving as Committee Chair 0 2-3 Community Members (involved in visual arts activities) 1 • Schedule The Visual Arts Committee meets three (3)times each year. Special Committee meetings may be scheduled as needed. • Duties o Recruit and involve community members on the Committee o Develop and implement short and long term plans for support of visual arts programs within the community,to be approved by the Board o Develop and oversee the annual visual arts support budget, to be f approved by the Board in June of each year o Ensure that the Foundation receives significant community awareness and recognition at supported visual arts programs Admmnstram a Commutees are structured eomm,twes o(Board Members only(allowing formal agenda procedures Fundraeang and Giving Cammmees are working commtlees invohmg members of the public : r:.? P28 STAFF REPORT - r COMMUNITY SERVICES DEPARTMENT RANCHO Date: April 13, 2011 CUCAMONGA To: Rancho Cucamonga Community and Arts Foundation From: Kevin McArdle, Community Services Director By: Paula Pachon, Management Analyst III Subject: REVIEW OF MAY THROUGH JUNE 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 May through June 2011. Staff would ask that Board Members calendar these meetings on their personal calendars and continue to notify staff if they are unable to attend any of their scheduled meetings Respec lly submitted, Kevin cArdle Community Services Director Attachment I ICOMMSERI CouncilBBoa/ sICommanityFoundallonlStaB Repods12011Way June.MeehngSchodule 4 13 11 doc - P29 Community Foundation Board and Committee Meeeting Schedule' May the ugh June 2011 MEMBERS Comma Date Tim m m H Cemmi. MnEay,May 2,2011 1'.w PM % k faseutNMFlnn[a Canmlttx WMnmay,May 11,2011 9:w. % k % Ch., % ¢tial C—,,Cemmlttee' nM;,,May 26,2011 <w PM % % % Chair % lavE Ovalepmet C.N. n.rway,May 19,2011 9,W. % CMI' % k % .If Cwmmi. WnEay,lune 6,.11 1'M PM % % vdermin(V ual A eye,C mlttw WMnauuyi llne9,2011 a:M PM % Chair % % BcerE MeatVq WMnc,Eay,June B,2011 5'.W PM % % k % % X CM1alr % % % % K % -Canmittee mettYlps subla<I10 cM1anpe. W O � t , LL LLI 'fir I ; 020 N O ~~ L I n � YEN Q 4ksi;' �. u Rancho Cucamonga Community and Arts Foundation March 31, 2011 Vision Alignment Workshop Workshop Summary Report Table of Contents I. Executive Summary _ II. Workshop Exhibits 1. Workshop Agenda 2. Current Foundation Strategic Plan Overview 3. Workshop S.W.O.T Analysis Summary 4. Workshop Board Member Self Analysis Exercise Summary 5. Workshop Board Capacity Observation List 6. Workshop Future Board Action List 7. Workshop Vision Alignment Action List 8. Workshop Full Board Priorities (15 Months) 9. Workshop Individual Board Member Priorities (15 Months) Rancho Cucamonga Community and Arts Foundation March 31, 2011 Vision Alignment Workshop Workshop Summary Report Executive Summary A ttendedsThomas bolo do,Cham Harvey Cohen,V¢e-Chma Undo Bryan,Sene[ary/Ti¢asure[Board Members AIArguello,Taro Boro9.Rosamond Brown,Brad Fane.Jim Harrington,Richard Madsen,Tony Mize,and Bryan Snyder Consultant.flay Pachett Staff Kemn McArdle,Nettle No,hen,Franoe Palmer,Paula Pachon and Melrsso Morales 4/11/2011 • f Rancho Cucamonga Community and Arts Foundation March 30, 1011 Workshop Executive Summary r i �- Workshop Overview The Rancho Cucamonga Community and Arts Foundation Board of Directors held a full day Vision Alignment Workshop at the Victoria Gardens Cultural Center on March 30, 2011. The primary goal for the Workshop was to effectively align the current capacities of the Foundation Board with the existing Foundation Strategic Plan to insure that the ' Foundation is successful in achieving its vision and mission in the upcoming years. The " Workshop was extremely successful not only by making great progress with this alignment, but also in bringing new and seasoned Board members even closer together during this full day of activities, exercises and discussions. The Workshop results will provide the Board with important and focused opportunities to be even more successful in the future. The agenda for the Workshop is enclosed in this summary report (Exhibit 1). l The Workshop began with an enlightening exercise that allowed the Board members to get to know each other a little better, while enjoying a bit of fun at the same time. Following this warm-up activity,the Board took a quick reminder tour of the currently approved Foundation Strategic Plan which was to serve as the background for the discussions all day. Enclosed in this summary report is a copy of the Strategic Plan overview page (Exhibit 2). Throughout the Workshop,the Board was reminded of the tremendous positive impact their giving has made throughout the community, especially at the.Lewis Family . . Playhouse. This success is due to the hard work and effective fundraising efforts by the Board over the past years. S.W.O.T. Analysis Prior to the actual Workshop, Board members and staff each submitted their view of the Foundation's strengths, weaknesses, opportunities and threats. These individual worksheets were confidentially compiled prior to the Workshop as an integrated S.W.O.T. analysis chart. These charts are enclosed in this report (Exhibit 3). At the Workshop Board members worked in small groups to identify the most common and important themes contained within the S.W.O.T. analysis. Discussions were held on each component which initiated a listing of Board capacity observations and possible ` future Board actions to maximize the effectiveness of the Board in the future. — i 4/11/2011 2 Rancho Cucamonga Community and Arts Foundation March 30, 2011 Workshop Executive Summary Board Member Self Assessments Following the S.W.O.T. exercise, each Board member completed a confidential self assessment questionnaire intended to help members look back at their engagement during 2010 and evaluate what their level of commitment will be to the Foundation during the upcoming year. The confidential results of these self assessments were compiled and discussed bythe Board. The results provided an honest and candid look at some of the challenges experienced by members last year, and also indicated an amazingly positive Board member level of commitment to success in 2011 and beyond. The results of this exercise are enclosed in this report (Exhibit 4). The discussions regarding individual Board member self assessments also contributed to further developing the lists of Board capacity issues and potential future Board actions These Board capacity observation and future Board action lists are also enclosed in this report (Exhibits 5 and 6). Vision Alignment The Workshop full Board S.W.O.T. exercise and the individual Board member self assessment exercise provided a thorough background for the following vision alignment review and discussion. Board members reviewed the critical goals contained within - - - - - their Strategic Plan and evaluated them in comparison to other alternative options. - - -- Given current Board capacities and future commitment levels, the Board proceeded to modify a few of the current Strategic Plan goals for the future. These vision alignment actions are summarized in this report (Exhibit 7). These are very important goal-setting directions for the future. These goal modifications are summarized below: • Foundation Endowment Fund—The current goal to growthe Endowment Fund to $4 million by 2015 should be modified to a new goal amount of$3 million. • Annual Fundraising Goal—The current annual fundraising goal of$100,000 (not including grants) shall be modified to an annual goal of$100,000 to $125,000. • Foundation Grants—The Foundation will significantly increase its focus on researching and obtaining larger grants of up to$1 million or more. • Foundation Public Awareness—The Foundation will significantly increase its public awareness to a more regional level. 4/11/2011 3 Rancho Cucamonga Community and Arts Foundation March 30. 2011 Workshop Executive Summary • Foundation Giving The current goal of giving back$75,000 each year will be modified to a new goal of giving back 75%of annual fundraising efforts (not including grants). • Foundation Scholarships—This program is currently under development and will be considered for approval in the upcoming quarter. Full Board and Individual Board Member 15 Month Priorities Following the Workshop discussions regarding vision alignment, Board members individually completed a worksheet exercise to identify their suggested fifteen month priorities for both the full Board, as well as for themselves as an individual Board member. The suggested priorities from these worksheets were compiled by staff after the conclusion of the Workshop and the results are enclosed in this report (Exhibits 8— 9). Future Directions The success of any planning workshop depends on effectively and aggressively following up on the goals identified by developing and implementing a specific action plan. Throughout this Workshop during group discussions, individual assessments, board capacity issues listing, identification of vision alignment tasks, development of future Board actions and finally the listing of proposed priorities a number of consistent themes emerged. These themes provide a very important outline for the future direction of the Foundation Board of Directors for the next few years. Utilizing the common themes from the Workshop, staff has developed the following recommendations for consideration at the regular April Board of Directors meeting. If these summary recommendations are approved by the Board, specific action planning to accomplish these recommendations can be considered at the annual Board meeting in June. • Develop Focus on large Grants—The Board should develop an overall strategy and consider Board member assignments to effectively compete for large arts related grants up to $1 million or more. The Board should consider appointing one or two members to take the lead in this effort,working with the Executive/Finance Committee. 4/11/2011 4 Rancho Cucamonga Community and Arts Foundation March 30, 2011 Workshop Executive Summary t- Develop a Foundation Volunteer Program The Board should develop an overall strategy and Board responsibilities for members to recruit and engage fifty or more volunteers to assist the Board members in their fundraising activities. The Board should consider appointing one or two members to take the lead in this effort, working with the Board Development Committee. • Strategic Board of Directors Expansion The Board should strategically identify desired characteristics and experiences of two to four additional members and develop an appropriate prospect list for recruitment. The desired characteristics brought up often during the Workshop included Board members with legal experience for estate planning, Board members with marketing experience for increasing public awareness of the foundation and Board members who can represent expanded geographical areas. • Expansion and Diversification of Fundraising Donors and Revenues—This was a common theme throughout the Workshop. The current Strategic Plan envisions a well rounded and diverse annual fundraising program by focusing on corporations for the Golf Tournament, community leaders and smaller businesses for the spring event and individuals for the on-line giving campaign adjoining the holidays. It is suggested that this fundraising strategy be maintained and expanded through additional prospecting, cultivation and solicitations in the future. In addition,the potential new spring event for 2012 should provide expanded opportunities to engage many more individuals in donating to the Foundation and fundraise on a more regional basis. • Increase Foundation's Public Awareness—Work is currently underway to develop an enhanced public awareness brand and identity for the Foundation. This should lead to the development of short and long term public awareness action plans to increase the public's awareness of the Foundation and its activities. The Board should consider appropriate budget allocations in June for materials, and consider appointing a member to take the lead in this effort working with the Board Development Committee. I • Individual Board Member Annual Fundraising Goals—The Workshop proved very valuable in understanding the fundraising priorities and comfort levels of individual Board members. The Board should consider having individual Board members complete a Personal Fundraising Goal Worksheet at the lune annual meeting each year. This would help in determining member assignments and in setting overall fundraising goals. t I 4/11/2011 5 Rancho Cucamonga Community and Arts Foundation March 30, 2011 Workshop Executive Summary • Understand and Utilize Technology and Social Media for Fundraising—Two very common themes throughout the Workshop was a clear understanding that future fundraising success will depend in large part on giving through the web, social networking channels, smart phones, etc. The other theme was a desire by Board members to learn more about these technologies and strategies. The Board should consider arranging appropriate training and discussion in these areas. Also,the Board might consider appointing one or two members to take the lead in this effort. Position the Board for Maximum Effectiveness Using Reduced Amount of City Staff Time—Another very important message from the Workshop is that the City staff support level will be reduced in the future due to the economic and staff reduction impacts on the City and the Community Services Department. The Workshop included considerable discussion on the future need for Foundation consultants and/or staff to not only provide general support, but to lead efforts on major fundraising solicitations. This should be a consideration in future planning. 4/11/2011 6 Rancho Cucamonga Community and Arts Foundation "Vision Alignment"Board Workshop r- Wednesday,March 30,2011 Workshop Goal: Alien Current Foundation Capacities With Current Strateeic Plan Schedule Arrival and Coffee Session #1 • Goals for the WorAshop • Warm-up Exercise W}ereAre W�w:? • Foundation Success Stories • Quick Reminder Tour of 2015 Strategic Plan • Foundation S.W.0.T. Exercise o Confidential Duplay ofSWOTResults o Group Discussion o Identification of Follow-Home Issues Lunch (and Blackberry Break) • Informal Presentation: "What Goes into Booking Performances for the Playhouse?" Session #2 • Board Member Self Assessment Exercise o Individual Board Se[fAssessment Survevs o Confidential Display Of Survey Results o Group Discussion Whebe-,AresWe+Goifi ? • Alignment With Foundation Fundratsmg Vision o Focus on Appropriate Fundraising lesion o Review of Current Fundraising Strategies o Discussion of Possible Strategy Modifications Howz Will aW e�Get=.There'?+ Session #3 • Top 5Individual and Board Priorities for Next 15 Months o Individual Lists o Compilation of Results o Consensus Discussion Rancho Common,Communm Foundation $torpor Plan zpls e Bonev orlon me our VISION ro,20 a Trn i.amrr. Our MISSION T�1 mew ... _ PYx. _76�eXe[u»N We WJI Accomplish our Mission Uemp Three MAJOR STMTEGIE$ Nb�AndeWe mmI mff—IV!t ly Wr GOALS for Eisi Mao,Soets Area a sroopo..mY`[n a[[�e[nyx.ean.a pmv.bmennryw.mlwF.M Pnlmv[w4nerv aunpp�anwhene.Mn.[aNneot.ree ryen.or�w,�we� v �„ w dbw Pairs,Pl nm[nmm m.n[rm^[Nn a umMm uo .wr., enl. .�pwlm p.n��e r ,Fum.ne emX.umm[y Sror4lprulun Eranl welne4py Xmcne Cuummnpe 4b.pbnenry El.mmuy.ne Nlun nWY,ru.wM bel 9[M1[d. bene Etlxtwry ma—a-a pmNYe emutl NNinB .rveY� wGFn b,eVl�.ur.'Y..p P�M1mmnutl hievaN.nu MNe wm nwle plpn tl Flmm PelkY 4eNerm LUXur&Cnkr G.pMbarpp mry ImAiu.M MlvhN.B p[ypIIW benllFy.M Gennq ImNI Eu^ ^:-N^4.Wile. erre meu eM Scrol—uleuYuiM.b .[momme u'M 4nb MWbn FwMalbn ullnLw u bulXw E.tlCYM[MtlM N9up mwNn em ptlJusnbbaNn Cu ,eaynXbn N.4 pent upur.ztlue Pmup. v.mMaXm AMlhb .^ptq^m EXectlwlYUWm FeuntlNm CemmlM."""na crocan mnunM w P.umrYmpm Our$uupll TM1ese c- WIII be Pnma "%eATInhW anU Implemen,etl TM1roFOUNDON COMMITTEE$ •4eMTeum.nwmEiaussla'su Nn •Byrina Ewnl BwKMM.pnuMl P'M...=GM1ngp Rancho Cucamonga Community and Arts Foundation 2011 SWOT Board & Staff Responses Strength BOARD: • growing board big asset (8) • strong& diverse board (10) • community leader/business leaders involvement on board (2) • networking possibilities-board contacts/city vendors (2) CITY STAFF: • strength of staff—dedicated with ability to make things happen & administer activities (8) • city financed staff support • donors see a well organized city government that cares about the people it serves (5) PROGRAM/FACILITIES: • Playhouse & Courtyard • arts in the schools • Playhouse is a great facility and aids in our marketing efforts (4) • increased outreach to children • community outreach • sponsorship of visual arts show • sponsorship of BLACKBOX program off to good start • music events in courtyard are great FUNDRAISING: • well established core fund raising events • excellent concept for core fundraising event (golf tournament) (6) • ability to host successful signature events like Gala & Golf Tournament • strong community support of the theatre, arts& programs (2) • large database of potential benefactors • solid local donor base • ability to raise substantial funds through PAL Campaign (5) • increased fundraising efforts • strong community giving program in place (4) 3/22/2011 Strengths (continued) ADMINISTRATIVE: • has strong/long history in the community(2) • manages resources well (2) • solid financial strength from many years of effort • Strategic Plan in place (4) 2 Rancho Cucamonga Community and Arts Foundation 2011 SWOT—Board &Staff Responses Weaknesses BOARD: • reliance on City staff to achieve goals/deadlines • currently lack administrative support dedicated entirely to the Board • board could be larger (3) • somewhat insular nature of the board • small board size places a heavier work load on each board member (2) • time limitation of board members (5) • over concentration of'bankers' on the board • possibility of group think on various topics by Board • new board members having different ideas than seasoned board members • board members don't see results • inconsistent Board Member participation with all fundraisers or public events CITY STAFF: • time limitations of staff(3) VOLUNTEERS: • not enough volunteers for a grass root effort/volunteers have limited skills (3) • volunteers are senior citizens/need younger core of volunteers to go out into community • maintaining volunteer support FUNDRAISING: • reliance on 1 big event (golf tournament) • heavy reliance on few fundraising events • cost of fundraising as %of money collected (consultant use) • lack of strong grant program (3) • lack of outside consultant services for fundraising events (exception —golf tournament) • perceived geographic limitation (do donors outside city see need to support theatre?) • reliance on corporate sponsorship • no clear roadmap for growing the endowment • sources for donations monetarily and other tangible items shrinking • new ideas & donors struggle to be nurtured appropriately at times • never enough revenue • no appropriate donor recognition/stewardship (2) • board has struggled with fundraising, especially for the spring event • limited board capacity in making 'big asks' (3) 3/22/2011 Weaknesses (continued) FUNDRAISING (continued): • fundraising expertise lacking beyond just basic knowledge • fear of setting high fundraising bar—fear of failure • limited knowledge on how to use current trends (internet/facebook)to fundraise • limited cultivation of significant donors/donations by board • limited awareness of scholarships&other opportunities offered by • the Foundation • concern of'over-asking' board contacts due to multitude of fundraisers hosted • not making donors' gifts 'human' enough (no poster child forthe arts (2) • need expanded board fundraising training MARKETING/AWARENESS: • lack of marketing- presence and name recognition in community (10) • limited participation in awareness campaigns (manning booths, email fundraisers, etc) • lack of unique &separate web presence (2) • lack of awareness of Foundation mission • not as much name recognition as Library Foundation (2) • lack of working knowledge/buy-in of Strategic Plan (2) ADMINISTRATIVE: • inconsistent participation at committee level • lack of understanding/support of the Strategic Plan (3) • communication and response time from the Board could be improved 2 Rancho Cucamonga Community and Arts Foundation 2011 SWOT- Board & Staff Responses - - Opportunities BOARD: • tapping into individuals/families of board members for broadening donation base • continued expansion of board with influential leaders (2) • continual assessing capacity, board strengths and priorities (2) • targeted recruitment of board members based on talent needed (2) • Board Members should make more public appearances on behalf of the Foundation (3) • ability to meet interesting people • foundation should increase interactions with business community (2) • utilize business savvy of the board members • new board members having different ideas than the seasoned board members CITY STAFF: • upcoming part-time Foundation staff member to assist Board (2) MARKETING/AWARENESS CAMPAIGN: i • raising awareness—any efforts will yield positive result • new name and branding campaign critical (7) ' • marketing/highly publicize foundation's mission, events, programs they support & achievements (5) ' • create attractive & informative web site to add credibility to the Foundation (3) • 5'" yr anniversary of the theatre great opportunity for fundraising/awareness building (4) FUNDRAISING: • Interest in utilizing more technology based tools ... e-fundraising& social networking (holiday campaign good start) (5) • focus on grant writing and understanding sources of funding(4) • use of Courtyard for awareness (3) • less arts in the schools = more need = more individual desire to help • getting to be known among parents of schools we help • acting/performing arts classes • community involvement i • training on fundraising/donor cultivation (2) I 3/22/2011 Opportunities (continued) FUNDRAISING (continued): i • more opportunities to socialize &strategic planning (2) • focus on raising funds with the least impact to staffs/Board's time • increased partnerships (schools, Victoria Gardens, other charitable organizations, Police, Fire) • partner with arts outside the Cultural Center environment • growing awareness of playhouse & board's activities • a growing economy means a growing base for potential sponsors • active/engaged cultivation and building of prospect list and relationships • cultural center major naming rights opportunities • focus on individual giving solicitations (3) ` • expand research and pursuit of major grants • more access to experts or assistance with fundraising events • more access to experts or assistance with donors • seek ways to get donors engaged by understanding the motivation of each large donor ' • spend more time on fundraisers that will raise the most • large database of arts supporters I I I PROGRAM: • future scholarship program and branding • future school grant program and branding j III 2 Rancho Cucamonga Community and Arts Foundation 2011 SWOT— Board & Staff Responses f- Threats BOARD: • too much work for current staff& current number of board members • time commitment from Board members may discourage new members CITY STAFF: • continued cut-backs for City and what impact that may have on staff support (5) • continued reliance on city staff to set goals, plans, action items, deadlines • lack sufficient staff to take on more (3) VOLUNTEERS: • maintaining volunteer support critical MARKETING/AWARENESS: • not getting enough donations because of lack of awareness • lack of awareness of how arts benefit society & individuals • lack of diversity from surrounding city Foundations • sustaining public's engagement/interest in the Board's efforts FUNDRAISING: • economy/recession continues & continues to negatively impact giving(8) • fundraising that falls below goals set • too many fundraising goals (signature events, spring event, special campaigns, restaurant fundraisers) (3) • other charities being more effective at getting at donor money(2) • too focused on small fundraisers • competition with other worthy causes (3) • complacency—need to have goals that'stretch' us beyond accepting resulting for past couple of years • un-sustained funding; gifting more than bringing in • large corporate foundations becoming more focused/targeted in their giving(2) • decrease perceived value of arts in schools & population in general • over requesting donations from existing donors • become complacent—miss future opportunities • may need to look to many more donors to get same results that Board is accustomed to 3/22/2011 Threats FUNDRAISING (continued): • difficulty securing repeat/supplemental fundraising events (i.e., Fritz benefit performance/Ontario Reign night) • having 'patrons' do all the fundraising • less than full commitment to fundraise by board members • fundraising competition with other community programs (2) • board members not making their personal significant gift to the Foundation MISC: • incorrect/minimal donor recognition events could hamper future donations 2 Rancho Cucamonga Community and Arts Foundation Board Member Self Assessment Survey (Confidential) Personal Motivation•"What motivates us as Board members?" I enjoy participating on the Board because. % % 1 It gives me a feeling of accomplishment True 100% False 0 2 It supports my personal passion for the arts True 91% False 9% 3 The Foundation contributes to my quality of life. True 91% False 9% 4 The meetings are well managed and efficient. True 91% False 9% 5 The meetings are socially enjoyable. True 70% False 30% 6 1 believe I have many contacts who will contribute. True 67% False 33 7 It helps me professionally True 30% False 70% 8 It offers me important community connections. True 64% False 36% 9 1 behave that the arts are important to the community True 91% False 9% 10 1 understand that the arts require major fundraising. True 100% False 0% 11 Other True 0% False 0% 12 1 do not enjoy my participation on the Board. True 18% False 82% 41712011 Rancho Cucamonga Community and Arts Foundation Board Member Self Assessment Survey - (Confidential) "Administrative During 2010-"How effective were we in our administrative responsibilities last year?" r � 13 1 attended almost all the full Board meetings from start to finish Yes 89% No 11 14 I attended almost all my Committee meetings from start to finish. Yes 89% No 11 15 1 was fully prepared in advance for almost all my Board and Yes 67% No 33 Committee meetings 16 I fully committed to successfully accomplish my role on my Yes 90% No 10% Committees 17 I provided a timely and complete response to emails and phone calls Yes 63% No 38% relating to the Board. 18 1 regularly signed up for and participated in the Board's public Yes 38% No 63% I awareness events and activities. 19 1 effectively identified and recruited prospective new Board Yes 44% No 56% - members. 4/7/2011 2 Rancho Cucamonga Community and Arts Foundation Board Member Self Assessment Survey (Confidential) Fundraising During 2010-"How successful were we in fulfilling our fundraising strategies last year?" 20 1 made my own personal and meaningful donation to the Foundation. Yes 88% No 13% 21 For the Golf Tournament, I contacted and solicited my assigned Yes 100% No 0 sponsor prospects 22 For the Golf Tournament, I met or exceeded my individual Yes - 50% No 50% - fundraising goal as a Board Member($5,000) 23 For the Special On-Line Giving Campaign, I forwarded all the Yes 43% No 57% campaign messaging to my personal circle of contacts and asked for their support. 24 For the Special On-Line Giving Campaign, my individual efforts Yes 13% No 88% resulted in donations of at least$1,000. 25 For the Spring Party Train Campaign, I commited to plan and host Yes 25% No 75% my fundraising event by the requested deadline in November. 26 For the Spring Party Train Campaign, I have my event for May fully Yes 25% No 75 -planned and I have invited/motivated my network of friends and relatives to attend 27 1 effectively thanked and stewarded my associated donors during the Yes 63% No 38% last year 28 1 regularly shared my enthusiasm and passion for the Community Yes 75% No 25% Foundation with my social network i i i 4/7/2011 3 Rancho Cucamonga Community and Arts Foundation Board Member Self Assessment Survey (Confidential) i _For 2011 and Beyond-"How aligned are we with our current Strategic Plan going into the future?" F 29 1 will make my own personal and meaningful annual donation to the Yes 100% No 0 Foundation I 30 1 will cultivate and solicit corporations and businesses for gifts of Yes 100% No 0% $2,500 and more i 31 1 will cultivate and solicit individuals for gifts of$100 and more. Yes 80% No 20% - 32 1 will engage my personal social network In Foundation fundraising Yes 80% No 20 activities. 33 1 will personally plan and host a fundraising event(s)planned to profit Yes 60% No 40 a minimum of$1,000 34 I will solicit and obtain live and/or silent auction donations with a total Yes 67% No 33% j value of$2,500 or more. ! 35 1 will aggressively promote and sell fundralsing event tickets with a Yes 67% No 33% ' cost of$50 to$150. 36 1 will actively identify and recruit dynamic new Board members for Yes 90% No 10% the Foundation. i 37 1 will sign up for and devote significant time towards the Board's Yes 100% No 0 public awareness activities. i 38 1 will actively identify and recruit volunteers to assist the Board in our Yes 100% No 0 fundraising and public awareness efforts i 4 I 1 i I I I t 4RI2011 4 Rancho Cucamonga Community and Arts Foundation Board Member Self Assessment Survey (Confidential) Misc. -- 39 As an individual Foundation Board member, I will be most effective in the future when I am doing the following three things Helping to identify how to give money. Helping out with setting Foundation goals. Cultivating individuals. Tapping corporations for Golf Tournament Coltivating and soliciting corporations and businesses(2). Doing committee work Working on scholarship program. Lending team fundraising support. Recruiting Board members(3). Helping recruit volunteers. Ensuring success. Pushing the process to insure things get done. Speaking about Foundation's mission (3) Promoting the programs. Building awareness. Promoting the value of Foundation and Playhouse to region. Sharing my enthustam for the Foundation. Participating in collaborative efforts with other stakeholders. Fundraising (2). i Fundraising twice my 2010 amounts. i i i 4aMl l 5 Rancho Cucamonga Community and Arts Foundation Board Member Self Assessment Survey (Confidential) 40 To maximize my individual effectiveness on the Board, I wish.... I had more training and direction on fundraising. I had more time(3) There was more cooperation from Board members in fundraising and volunteering There were more committed and focused Board members. We had more diversified volunteers We had meetings without the formality and more timely We would stay abreast of all that is happening I would participate in all activities and events I will bring a very large donor($100,000)to the Foundation. We had better and more focused promotional material We had better access to performances for prospective donors. That we could coordinate more. I would "tag team"with tours and lunch. 41]12011 0 Board Capacity Observations • Lack of grant focus Board and staff time limitations • Shortage and non-diversity of volunteers • No CEO (full time) • Not able to be proactive • Strong Board • Goal of 15 Members • Underrepresented professions on Board • Future staff support reductions • Limited Board partnerships/collaborations • Limited geographic Board representation • Need Board project ownership in future • Board doesn't have time/ability to do outreach • Board does not want to spend time on little asks i Future Board Actions • Continue to expand Board • Examine Board composition—need a targeted recruitment • Grow the endowment fund - • Expand use of technology/social media for fundraising and awareness • Connect Foundation to Cultural Center/Playhouse • Partner with local business • Explore and identify collaborations/partnerships Expand grants and funds i • Expand name recognition Playhouse and Foundation ! Branding Voice? Use Technology Speakers Bureau • Diversify Revenues Individual Foundation - Corporate • Expand volunteer numbers and involvement/diversity • Enhance Board effectiveness • Engage performers in fundraising • Identify fundraising competition ' Sell value of arts/connect arts to opportunities • Weekly communication e-mails to Board —highlight red action/response items • Improve Board member preparation for meetings • Training on social networks/media • Utilize team asks • Create template for fundraising emails Vision Alignment Actions • Endowment target of$3M Need Grant writer Need staff assistance/expansion Consider PAL Campaign II Must spend money to raise money Reconsider investment strategy Develop planned giving—Board specialist • Raise $100,00-$125,000 per year • Major grant expansion efforts for grants up to$1M • Expand public awareness to a more regional level • Give at 75%of annual fundraising • Scholarships—TBD at upcoming Board meeting I i I'I I Rancho Cucamonga Community and Arts Foundation Board Priorities for Next 15 Months 1 2 3 4 5 AI Develop Identify a 'voice' Identifyindividual Utilize social Expand number and Arguello consistent forthe Board Member media diversity of messaging about Foundation "project ownership" technology volunteers Foundation goals (speaker's so that all goals are effectively& bureau) addressed train Members how to use it Taro Connect Expand grants& Expand public Expand Enhance Board Barag Foundation to funds.Grow awareness&partner volunteers effectiveness Cultural Center endowment with local businesses Playhouse Rosemarie Increase revenue Grow the Increase public Be more Maintain the annual Brown sources endowment awareness strategic in giving at 75% fundraising efforts Harvey. Increase Board Teach Board Identify competition Marketing— Get grant writer& Cohen Members about social and develop strategy greater marketing person to networking to overcome presence in promote the .. . . . Victoria Foundation/Cultural Gardens Center Brad Growthe Expand name Expand grant Connect Identify and define Firle Foundation recognition. program Foundation to our competition Develop Board partnerships - . Thomas Focus on task at Get grant. _ .-Connectmg.with .Lookforothec - Collaborate - - Galindo hand—get most research started volunteers—bring fundraising out of Members them in the loop outlets—Raise within their Money limits Jim Identify grant Identify Expand Board— Branding/name Expand public Harrington writing resources prospects for Estate Lawyer& recognition awareness to individual Marketer prospects regional level donations Richard Expansion of Expand public Increase a-giving Board Madsen grant requests awareness campaign expansion/ targeting Bryan Diverstfy revenue Brand Identify competition Target specific Expand awareness of Snyder sources(partner recognition for volunteers, director needs technology and/or (partner and/or funds, uses of funds by collaborate) collaborate) individual/RCCF capacities& needs Rancho Cucamonga Community and Arts Foundation j Individual Board Member Priorities for Next 15 Months r f 1 2 3 4 5 Al Learn to Take ownership of Identify potential Participate in Arguello articulate a project individual donors all events and Foundation activities mission&vision ' Taro Cultivate&solicit Cultivate&solicit Host 2 specific Recruit New Promote&Sell Barag individual donors corporations fundraising activities Board Member Fundraising Event Tickets Rosemarie Be actively Raise at least Be an ambassador Recommend a Personally donate Brown engaged (attend $10,000 per year helping to increase prospective to the Board meetings, for programs public awareness in Board Member participate in the City with skill set in Committees& law&estate attend events) planning Harvey Grant Writer Increase p of Improve awareness Go beyond RC Identify'new' I Cohen Volunteers (SO- to community to our 20-30 donors 75) mile radius Brad Scholarship Partnership Serve on small Serve on Firle Program relationships teams to grow teams development team members Board&donors promoting the Foundation Thomas Managing Commit to being Keep the process Efficient and Enjoy without Galindo committees— prepared at moving forward; meaningful stress keeping on track meetings and not don't wait for next meetings.Get & moving just go through meeting something forward the motions done Jim Add to golf Be part of'closing Utilize social media Attend all Stay actively Harrington fundraiser the deal' on effectively(and get Board & involved in (prospects& individual 'tool' knowledge Committee scholarship donation items) prospects through training) meetings program development Tony Get Foundation Help shape Get volunteers for Explore Work on expansion Mize back into my message to create Foundation individual of giving effort discussion with support for activities and/or family decision makers quality of life solicitations aspect of our 85%vs 15% activities(value) Richard Continue to work Take more active Work to identify Increase Madsen with Giving role endorsing target industries to efforts with Committee- Foundation, solicit for new golf develop soliciting Board members tournament guidelines for individual Exceed$5,000 scholarship& donations through goal program support electronic means Bryan Expand Increase visibility Increase Refer 1 Attend additional Snyder corporate donor and affiliation contributions from financial eventsof contacts(bring with Foundation all sources planner or Foundation & them to (individual and attorney for Playhouse Playhouse) corporate) Board position RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION Vision Alignment Workshop March 30, 2011 Wiens Family Cellars 35055 Via Del Ponte Temecula, CA 92592 Community and Arts Foundation Vision Alignment Workshop Information Capturing Notepads • Board Capacity Observations Prior to the capacity/vision alignment exercise, capture the agreed-upon group discussion points relating to the capacity of the Board and/or Foundation to fulfill their strategic plan. This will be critical information to look at during the capacity/vision alignment discussion. • Future Board Actions During the entire day, capture all discussions relating to possible future action by the Board. This will be important for review in the final priority setting exercise. • Vision Alignment Actions Only during the capacity/vision alignment discussion, capture specific future actions identified to align the Board's capacities with the selected vision. Use info from Future Board Actions sheets. . Top Priorities Only during the final prioritization exercise, capture specific listed Board priorities, and use for prioritization. Rancho Cucamonga Community and Arts Foundation Workshop March 30, 2011 Wiens Family Cellars 35055 Via Del Ponte, Temecula, Ca 92592 (951) 694-9892 ® ••:ar 1 1, —. _o, .+M d'; SAN{ i�-Pion `rtef " '� - •` . ryy+' �'` y - Y: T ';BEAT?0NAAO, 1 .ie.�ik.t<lrw'Y' 210 f - -u��. IS _ 30 f- Ri It. .O BBmeltlino N p '�--' B inpton r 3 w _ t a i 1 d.�� 60 T .. Iv Ida.- 57 Ila 'Y l F larton', 71 }o r • I �e 91 Q' i .a tone—_.216 1:0 (AHCh 35 ngqq `( ben Jaun `�- s �-I. Y "(•tt P . >a.,4 nta Ana LLQ`.-; ; 4N.ma0 ^ IdyllviiA Qi ?, 1In 411 " ' un pN• 'On Beach 73 133 . .L1.!t. .../ ` O O{YKnen..ai !fx' l\ tJ_att NCbT.nt. ^'9 �,�-•r.'Y..'.Y.-.-S�...�`a_.rn iy:_1-».� ti:I Fall onki I, j 1t1IapQUaar - IlmerlAdfefan IO km Meryv laElom Pte, ••. Ben N��O �TWert• �P R�OtiWAFRRb�F�' Take 1-15 South Take the RANCHO CAL RD exit, EXIT 59, toward OLD TOWN FRONT ST. Turn LEFT onto RANCHO CALIFORNIA RD. Turn RIGHT onto VIA DEL PONTE. Keep RIGHT at the fork to continue on VIA DEL PONTE. Wiens Family Cellars is located just past Ponte Winery & Smokehouse Restaurant Wiens Family Cellars (35055 VIA DEL PONTE) is on the LEFT. Temecula Valley Wine Country 0 Ir° 0 WC1Y •Toml°mSp tng> °�o�Epcoa.. RV P.,k 90 Miles n, a°u°°"e°"eleM°r Los Angeles W8s°n Creak , „,.,y G.u. • Foot Print o M°na clan Lumi ere Winery • pe Qe$ Y.. ' �'" s""'� • • • plexi Red Bam Ol° Rands Wi ew o •P°rtea., o,< G- F.nawm• \\ ry � •Swlh Ceart � Ialumb°� ° leum°one • P;y • _ Mt pfec Magicc Fn.mg.r• v �a. ,. y Paloma • leve, Z p_ r�lr°m°nle • M nce Carnn °"r°°""„° Daly Sloan L\ C •r,...�y �� Collcw°y • CII use •Bello Viuo •l (.0 t,. Han• ,F} • <FumWrpry r nOak Mountain 0 • � ' Rd' y,.r, PIoYa o o Yn4•ap t + p E rt dro r a aRoberiRens Vineyards 1� Ge ' +e n s r. J A o Kerew•• �•`i 1 L . �, ,�' . .,ern1e. o p • f d Q�' fi�!e A• dT'P •r�+ .: . b iMt a 70 Miles Yo Palm Springs Vi Rancho Cucamonga Community and Arts Foundation Workshop March 30, 2011 Wiens Family Cellars YOUR DAY AT A GLANCE: 9:30 AM-CONTINENTAL BREAKFAST WITH A VINEYARD VIEW 10:00 AM-SESSION#1 IN EVENT PAVILION 11:45 AM-1:00 PM-SANDWICH LUNCH BUFFET WITH A VINEYARD VIEW 1:00 PM-SESSION#2 IN EVENT PAVILION 2:45 PM-BREAK WITH REFRESHMENTS 3:00 PM-SESSION#3 IN EVENT PAVILION 4:30 PM-OPTIONAL No-HOST WINE TASTING OR SELF GUIDED WALK IN THE VINEYARDS 5:30 PM-DINNER IN THE BARREL ROOM DINNER MENU: SALAD: FIELD SPINACH WITH CANDIED CAYENNE PECANS,HEIRLOOM TOMATO, FENNEL, RASPBERRY VINAIGRETTE, CHEVRE CROSTINI ENTREE INCLUDES YOUR CHOICE OFSIUE PLUS SEASONAL VEGETABLE BUNDLE) NEW YORK PAVE STEAK GRILLED OVER CHERRY WOOD WITH CABERNET SAUVIGNON DEMI GLACE AND FREE RANGE CHICKEN BREAST MARINATED IN GARLIC AND FINISHED WITH PINENUT PESTO DRIZZLE VEGETARIAN OPTION-GOURMET MAC AND FIVE CHEESE PASTA,TRUFFLE OIL, ENGLISH PEAS WITH SADIE ROSE CROSTINI DESSERT:CHOCOLATE MOUSSE WITH RASPBERRY COMPOTE IN A TAKE HOME LOGO GLASS WINE: 2008 PINDT NOIR/2009 PINOT GRIS OTHER BEVERAGES: ICE TEA,HOT TEA OR COFFEE Rancho Cucamonga Community and Arts Foundation Board Member Self Assessment Survey (Confidential) 28 1 regularly shared my enthusiasm and passion for the Community Foundation with Yes No my social network For 2011 and Beyond 29 1 will make my own personal and meaningful annual donation to the Foundation. Yes No 30 1 will cultivate and solicit corporations and businesses for gifts of$2,500 and Yes No more 31 1 will cultivate and solicit individuals for gifts of$100 and more Yes No 32 1 will engage my personal social network in Foundation fundraising activities Yes No 33 1 will personally plan and host a fundraising events)planned to profit a minimum Yes No of$1,000. 34 1 will solicit and obtain live and/or silent auction donations with a total value of Yes No $2,500 or more 35 1 will aggressively promote and sell fundraising event tickets with a cost of$50 to Yes No $150. 36 1 will actively identify and recruit dynamic new Board members for the Foundation. Yes No 37 1 will sign up for and devote significant time towards the Board's public awareness Yes No - activities: - - ----- - -- - -- — - - - - 38 1 will actively identify and recruit volunteers to assist the Board in our fundraising Yes No and public awareness efforts. Misc. 39 As an individual Foundation Board member, I will be most effective in the future when I am doing the following three things 1 2 3 40 To maximize my individual effectiveness on the Board, I wish.... 3/22/2011 2 Rancho Cucamonga Community and Arts Foundation Board Member Self Assessment Survey (Confidential) Personal Motivation I enjoy participating on the Board because.. 1 It gives me a feeling of accomplishment. True False 2 It supports my personal passion for the arts True False 3 The Foundation contributes to my quality of life True False 4 The meetings are well managed and efficient True False 5 The meetings are socially enjoyable. True False 6 I believe I have many contacts who will contribute. True False 7 It helps me professionally. True False 8 It offers me important community connections True False 9 1 believe that the arts are important to the community. True False 10 1 understand that the arts require major fundraisng. True False 11 Other True False 12 /do not enjoy my participation on the Board True False Administrative During 2010 13 1 attended almost all the full Board meetings from start to finish. Yes No 14 1 attended almost all my Committee meetings from start to finish. Yes No 15 1 was fully prepared in advance for almost all my Board and Committee meetings. Yes No 16 1 fully committed to successfully accomplish my role on my Committees. Yes No 17 1 provided a timely and complete response to emails and phone calls relating to Yes No the Board 18 1 regularly signed up for and participated in the Board's public awareness events Yes No and activities 19 I effectively identified and recruited prospective new Board members. Yes No Fundraising During 2010 20 1 made my own personal and meaningful donation to the Foundation. Yes No 21 For the Golf Tournament, I contacted and solicited my assigned sponsor Yes No prospects 22 For the Golf Tournament, I met or exceeded my individual fundraising goal as a Yes No Board Member($5,000). 23 For the Special On-Line Giving Campaign, I forwarded all the campaign Yes No messaging to my personal circle of contacts and asked for their support. 24 For the Special On-Line Giving Campaign, my individual efforts resulted in Yes No donations of at least$1,000. 25 For the Spring Party Train Campaign, I commited to plan and host my fundraising Yes No event by the requested deadline in November. 26 For the Spring Party Train Campaign, I have my event for May fully planned and I Yes No have invited/motivated my network of friends and relatives to attend. 27 1 effectively thanked and stewarded my associated donors during the last year. Yes No 3/22/2011 1 Rancho Cucamonga Community and Arts Foundation 2011 SWOT Exercise Strengths Weaknesses •Whet is the Foundation doing welh -What limitations does the Foundation have? •What unique resources does the Foundation have to draw on9 -What could the Foundation Improve on? •What do others see as the Foundation's strengths? -What are others likely to see as the Foundation's weaknesses? •Where does the Foundation have/ewer resources than other organizations? Opportunities Threats -Mat good opportunities are there for the Foundation? •What threats do the Foundations weaknesses expose them to? -What trends could the Foundations take advantage of? •What trans rould harm the Foundation -How can the Foundation turn their strengths into opportunities? -Mat are other orgaramle ns long that the Foundation can not do? 3/17/2011 Rancho Cucamonga Community and Arts Foundation 2011 SWOT Board & Staff Responses Strengths BOARD: • growing board big asset (8) • strong& diverse board (10) • community leader/business leaders involvement on board (2) • networking possibilities—board contacts/city vendors (2) CITY STAFF: • strength of staff—dedicated with ability to make things happen &administer activities (8) • city financed staff support • donors see a well organized city government that cares about the people it serves (5) PROGRAM/FACILITIES: • Playhouse & Courtyard • arts in the schools • Playhouse is a great facility and aids in our marketing efforts (4) • increased outreach to children • community outreach • sponsorship of visual arts show • sponsorship of BLACKBOX program off to good start • music events in courtyard are great FUNDRAISING: • well established core fund raising events • excellent concept for core fundraising event (golf tournament) (6) • ability to host successful signature events like Gala & Golf Tournament • strong community support of the theatre, arts& programs (2) • large database of potential benefactors • solid local donor base • ability to raise substantial funds through PAL Campaign (5) • increased fundraising efforts • strong community giving program in place (4) 3/17/2011 Strengths (continued) ADMINISTRATIVE: • has strong/long history in the community (2) • manages resources well (2) - • solid financial strength from many years of effort • Strategic Plan in place (4) 2 Rancho Cucamonga Community and Arts Foundation 2011 SWOT— Board & Staff Responses Weaknesses BOARD: • reliance on City staff to achieve goals/deadlines • currently lack administrative support dedicated entirely to the Board • board could be larger(3) • somewhat insular nature of the board • small board size places a heavier work load on each board member (2) • time limitation of board members (5) • over concentration of'bankers' on the board • possibility of group think on various topics by Board • new board members having different ideas than seasoned board members • board members don't see results • inconsistent Board Member participation with all fundraisers or public events CITY STAFF: • time limitations of staff(3) VOLUNTEERS: • not enough volunteers for a grass root effort/volunteers have limited skills (3) • volunteers are senior citizens/need younger core of volunteers to go out into community • maintaining volunteer support _ FUNDRAISING: • reliance on 1 big event(golf tournament) • heavy reliance on few fundraising events • cost of fundraising as %of money collected (consultant use) • lack of strong grant program (3) • lack of outside consultant services for fundraising events (exception—golf tournament) • perceived geographic limitation (do donors outside city see need to support theatre?) • reliance on corporate sponsorship • no clear roadmap for growing the endowment • sources for donations monetarily and other tangible items shrinking • new ideas &donors struggle to be nurtured appropriately at times • never enough revenue • no appropriate donor recognition/stewardship (2) • board has struggled with fundraising, especially for the spring event limited board capacity in making 'big asks' (3) 3/17/2011 Weaknesses (continued) FUNDRAISING !continued!: • fundraising expertise lacking beyond just basic knowledge • fear of setting high fundraising bar—fear of failure • limited knowledge on how to use current trends (internet/facebook)to fundraise • limited cultivation of significant donors/donations by board • limited awareness of scholarships & other opportunities offered by • the Foundation • concern of'over-asking' board contacts due to multitude of fundraisers hosted • not making donors' gifts 'human' enough (no poster child for the arts (2) • need expanded board fundraising training MARKETING/A W A R E N ESS: • lack of marketing- presence and name recognition in community(10) • limited participation in awareness campaigns (manning booths, email fundraisers, etc) • lack of unique &separate web presence (2) • lack of awareness of Foundation mission • not as much name recognition as Library Foundation (2) • lack of working knowledge/buy-in of Strategic Plan (2) ADMINISTRATIVE: • inconsistent participation at committee level • lack of understanding/support of the Strategic Plan (3) • communication and response time from the Board could be improved 2 Rancho Cucamonga Community and Arts Foundation 2011 SWOT— Board & Staff Responses Opportunities BOARD: • tapping into individuals/families of board members for broadening donation base • continued expansion of board with influential leaders (2) • continual assessing capacity, board strengths and priorities (2) • targeted recruitment of board members based on talent needed (2) • Board Members should make more public appearances on behalf of the Foundation (3) • ability to meet interesting people • foundation should increase interactions with business community (2) • utilize business savvy of the board members • new board members having different ideas than the seasoned board members CITY STAFF: • upcoming part-time Foundation staff member to assist Board (2) MARKETING/AWARENESS CAMPAIGN: • raising awareness—any efforts will yield positive result • new name and branding campaign critical (7) • marketing/ highly publicize foundation's mission, events, programs they support& achievements (5) • create attractive & informative web site to add credibility to the Foundation (3) • 5`h yr anniversary of the theatre great opportunity for fundraising/awareness building(4) FUNDRAISING: • Interest in utilizing more technology based tools ... e-fundraising& social networking (holiday campaign good start) (5) • focus on grant writing and understanding sources of funding(4) • use of Courtyard for awareness (3) • less arts in the schools= more need = more individual desire to help • getting to be known among parents of schools we help • acting/performing arts classes • community involvement • training on fundraising/donor cultivation (2) 3/17/2011 Opportunities (continued) FUNDRAISING (continued): • more opportunities to socialize &strategic planning(2) • focus on raising funds with the least impact to stafFs/Board's time • increased partnerships (schools, Victoria Gardens, other charitable organizations, Police, Fire) • partner with arts outside the Cultural Center environment • growing awareness of playhouse & board's activities • a growing economy means a growing base for potential sponsors • active/engaged cultivation and building of prospect list and relationships • cultural center major naming rights opportunities • focus on individual giving solicitations (3) • expand research and pursuit of major grants • more access to experts or assistance with fundraising events • more access to experts or assistance with donors • seek ways to get donors engaged by understanding the motivation of each large donor • spend more time on fundraisers that will raise the most • large database of arts supporters PROGRAM: • future scholarship program and branding • future school grant program and branding 2 Rancho Cucamonga Community and Arts Foundation 2011 SWOT— Board &Staff Responses Threats BOARD: • too much work for current staff& current number of board members • time commitment from Board members may discourage new members CITY STAFF: • continued cut-backs for City and what impact that may have on staff support (5) • continued reliance on city staff to set goals, plans, action items, deadlines • lack sufficient staff to take on more (3) VOLUNTEERS: • maintaining volunteer support critical MARKETING/AWARENESS: ' • not getting enough donations because of lack of awareness • lack of awareness of how arts benefit society& individuals • lack of diversity from surrounding city Foundations • sustaining public's engagement/interest in the Board's efforts FUNDRAISING: • economy/ recession continues& continues to negatively impact giving(8) • fundraising that falls below goals set • too many fundraising goals (signature events, spring event, special campaigns, restaurant fundraisers) (3) • other charities being more effective at getting at donor money (2) • too focused on small fundraisers • competition with other worthy causes (3) • complacency—need to have goals that 'stretch' us beyond accepting resulting for past couple of years • un-sustained funding;gifting more than bringing in • large corporate foundations becoming more focused/targeted in their giving(2) • decrease perceived value of arts in schools& population in general • over requesting donations from existing donors • become complacent—miss future opportunities • may need to look to many more donors to get same results that Board is accustomed to 3/17/2011 Threats FUNDRAISING (continued): • difficulty securing repeat/supplemental fundraising events (i.e., Fritz benefit performance/Ontario Reign night) • having 'patrons' do all the fundraising • less than full commitment to fundraise by board members • fundraising competition with other community programs (2) • board members not making their personal significant gift to the Foundation MISC: • incorrect/minimal donor recognition events could hamper future donations 2 BOARD MEMBER INFORMATION Board Member Name: RANCHO COCA>\aNGA Home Information: ❑ Preferred Mailing Address Rancho Cucamonga Address: Community and Arts Foundation City/State/Zip: 10500 Civic Center Drive Personal Email Address: Rancho Cucamonga,CA 91730 Home Phone: Phone: 909-477-2760 Cell Phone: Fax: 909-477-2761 www.RCpark.com/cf Employment Information: ❑ Preferred Mailing Address Employer: Title/Occupation: Education: Address: City/State/Zip: Work Email Address: Work Phone: Work Fax: Other Boards Served: Personal Information: Member's Birth Date: Spouse/Partner's Name: Spouse/Partner's Occupation: Hobbies: Spouse/Partner's Birth Date: Anniversary Date: Children and their Ages: .Name Age Signed By: Your information will be kept confidential and Professional Affiliations: will only be used with your permission. When preparing annotated board lists, we will limit the information on the list to your professional affiliahon. For Internal purposes we will prepare a board hst that includes name and contact numbers including e-mail and preferred address and phone numbers. I\COMMSERVICOUNCILEBOARDSICOMMUNITYFOUNDATIONICOMMISSIONERSIBOARD MEMBER INFORMATION FORM OOC .: I w 4;V The `BA>'.tI.hLee Wine Competition 00 Identified as California historical Landmark No 490. The Thomas Vineyards is considered line oldest Winery in California The'I'he.. Winery was established in 1839 in Cucamonga Rancho. now Rancho Cucamonga A winery building still stauds oil an original 1839 vineyard property and is located on Route 66 at the intersection of foothill and Vineyard m the city of Rancho Cucamonga In the legacy and spirit of Rancho C ramongs being the-Birthplace-of wine or California, the Raucho C caamnga Conmumily Foundation. a 501(c)(3) charitable organization, will honor its historical heritage with au annual wine competition m.lhe Cucamonga Valley with the inaungunl event bring held March 16-18,2012 The event will be called •Tlte Birthplace Wine Competition- and referred to a short as'The Birthplace Wineries will be invtled from around the world and writ feature 20 distinguished wine judges from media, distributors, retalers, educators. master sommeliers and publishing Over 40 diffetenl varietals and blends will be judged 000 In addition to tine three-day competition. a 'Clnefs Challenge* will be 004 held on Friday featuring twelve (12) of the top Clnefs in the professionals Valley- Voting will be conducted by a panel of m (6) 141 professionals from the culinary industry, as welt as tickets will be sold to the general public, The general public will patircipanl and vole for 600 their favorite Chiefs on Friday evening The lop five (5) chefs will be honored as tine'Fab Five Award Wuuners', indicating the top five chefs in the Inland Empire The top chef will he given Five Thousand Dollars ($5,000) and presented file `Silver Acorn Award^ in honor of the rich heritage of [lie mWity oak tree and the fruit to which it bears, the „,,.tl� 'acorn^, that is prevalent across the euhre Cucamonga Valley and State T_ of California 'l lie Clips Challenge will also Trost a Live Auction on Friday evening A Silent Auction will be featured on all Three (g) days of the competi- tion General meichandnse, gifts. travel, sports memorabilia and other 900 items will be featured The 'Silent Auction' rat Sunday will feature wines front the competition An exciting new concept called 'Aluseunt Auctions" will also be pre- �t,�.' settled Friday through Sunday, where historical and unique 9nuseum quality artifacts will be displayed and available for sale to the general public ✓ y,., A 'Live Nue Auction' will be conducted oil Sunday afternoon in 1 1� bringing the event to conclusion '11ne Niue Auction will feature the top wines and whiners boat 'Ibr Rulhplace Wine Competition'avail- able to Elie general public lin a'Live Auction-formal yA '11ie Birthplace 'Best of Show' award will be called the Thomas 1� Trophy', honoing the rich tradition of the 'Phomas Vineyard and y� Winery Additional awards will be given lin all categories as 'Best of Claw, as well as, Platinum, Gold. Silver and Bronze awards to each ,yy�0 wine that arejudged accordingly —w Willi exception to the actual fudging of whnes. all events will be open to the general public and tickets to all events will go on salejanuary 1. 2012 Stephen Wagner will serve as the Executive Fthector and said. To lio or such a great and rich heritage is past due,' 'flits event has the y�,� potential to become [lie top culinary and wine event m Sonlh2rn /oo California. I For nnore info ...ation,please contact; wooStephen Wagner at(909) 767-1111 f — swngnenalthebhtbplacewiiecompelition coal yy f NEW EVENT, GREAT POSSIBILITIES! WA The History & Bight Fit 0000 Rancho Cucamonga, Biftliplace of Wine in Cafiforma 004 Everyone Loves Food, Most Love Wine 1� Proven Event Winner woo 000 rNew Audience & Sponsors New Appeal Outside of RC r� Auctions Expansion & Exposure 3 Nights Neighborhood Demographics Poo Over 2,000 in Attendance New Electronic Auction Software Paperless&Fun! woo Social Networking & Advertising Q Face[ ook,Twitter&More.. 00 W4 Future Growth Potential woo Unlimited W016 Poo IY� 1. Schedule of Events r' FRIDAY 8:00 AAI Wine Judging (CLU51!U I11 THE PUBUO 3:30 PINI Doors Open Silent Auction Begins 4:00 PM Chef's Challenge Food judge Intro 5:00 PM Public Tasting 8:00 PM Live Auction Silent Auction Ends �w Wine judge Intro r+� 9:00 PAI Chef's Awards r� roe POO P-0 P_ [�V roe POO Schedule of Events IWO SATURDAY PA Po P♦ Noon Doors Open � Silent Auction Begins Poo 1:00 PM Taste of the IB POO 000 P'', 4:00 PM Wine Awards P'O Silent Auction Buds P'0 P0* 5:00 PM Taste Closes Pa 00* 6:00 PLI/ Doors Close 004 P * P'0 PA 004 000 000 0-4 1104 004 Iw 00 I Schedule of Events K ,s SUNDAY 00 00 Noon Doors Open re Display of Wines w_ .! 1:00 PDI 'Paste of the 11 w_ ow 3:30 PM Silent Wine Auction 00 00 4:00 PNI Live Wine Auction 00 '+ 5:00 PDI 'Paste Closes w* 00 6:00 PM Doors Close 0► s .. 00 00 00 00 00 ' en. h!� BY THE NUMBERS r� 800 Labels 00% 12 Chefs ,w 50 Restaurants 100 Wineries-Vineyards 20 World Class Wine Judges WOO G World Class Food Judges w 3 Days ,w 2,000 in Attendance .n .3 Silent Auctions 2 Live Auction', Museuni"Auetion Witte Auction` „w Over 11,000 Wineries in the World +!� Over 50,000 Labels in the World ..� 1 Great Charity .w .w rw rw Poo g!VVP4 e AWARDS Chef's Challenge Top 12 Chefs Plaque yyp Fab Five Medal & $1,000 o Silver Acorn Acorn & $5,000 Wine Competition OW Entry Certificate Lab Platinum Medal yQ Gold Medal Silver Medal Bronze Me: al Category-Class BeSt' of. Class (7),r.;' Special Medal?�,„.. Best of Show Tho tnas-Trophy VAN .+o r� t ENTRY FEES AND TICKETS Wine Entry (by label)* $65.00 Per Wine Entry (late fee) * $85.00 Per, wo Chef's Challenge (ticket) $150.00 ea. ape Includes 12 msnugs,eight bottles of ,an,per 014 table of eighp VII'program • 0 Only 320 Tickets in be SULD to the General Pubhc � Taste of the Inland Empire $55.00 ,..date A** ie Includes 100 W,denes&25 Restaurams each day Mike Tickets on sale&x Saturday&Sunday A* Taste of the Inland Empire $100.00 VIP 410* Adnvssron for built Saturday&Suuday i" Includes\7P Credennals awh Laneard 0" A* Connoisseur $239.00 Adnunron to all 3 Days evuh Special Gdt&Cu denbed, •[nth Misty a, Imbrrnramm+mnm of 6!roarer ofmm is eseh bbermtgop In nddae,a, alAmn g nmrner rho,take Pr,+nnom asJCoUAamdr,ma.rtdonatr one(1)me Joam to the RUCF(orf+aore A+rraon Pn+p...... 4 RCCF will Receive: 1006/oof Friday Silent Auction 100% of Friday Live Auction 100% of Saturday Silent Auction 100% of Sunday Silent Wine Auction 100% of all Winning Wine Donations 50% of Sunday Live Wine Auction 50% of all'Ticket.Sales Sold by RCCF r ' 20%of all Other Net Revenues Wagner will Receive: 50% of Sunday Live Wine Auction 80% of all Other Net Revenues 100% of all'Museum Auctions "All Other" is Defined`as: Wine Entries; Progiam;Sales; Ticket Sales, Merchandise Sales, ,. .� Sponsorship Sales & Booth Sales aid l,rq r� WHO: The Birthplace Wine Competition poA WHAT: Annual Wine&Culinary Event 01104 y/00 WHEN: March 1648,2012 Poo WHERE: Ontario Coneention Cemer 000 BENEFACTOR: Rancho Cucamonga Community Foundation 0,04 00-0 000 Media&Advertising: Cable TV doo Radio ,60,10 htagaziue 04 Newspaper 9*4 Billboard(Static&Digital) Newsletter Street Baronets Other publications (Trade & Community) Retail Internet