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Home My WebLink About11/09/21 Community & Arts Action Agenda FA14CHO CUCAMONGA COMMUNITY RTS FOUNDATION EXECUTIVE/FINANCE COMMITTEE AGENDA September 21, 2011 - 9:00 a.m. Serrano Conference Room @ Rancho Cucamonga Civic Center ACTION AGENDA 1. Roll Call: Roll Call: All Members present Thomas Galindo_X_ Brad Firle _X_ Linda Bryan_X_ Bryan Snyder_X_ Harvey D. Cohen, M.D._X_ .t_ 3B: ` C:ommuncafions'�fromri�3t�e;�P�u�blic This is the time and place for the general public to address the Committee. State law prohibits the Committee from addressing any issue not previously included on the Agenda. The Committee 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 items are expected to be routine and non-controversial. They will be acted upon by the Committee at one time without discussion. Any item may be removed by a Committee member or member of the audience for discussion: 1. Request for approval of the minutes of the Community and Arts Minute Approval Continued Foundation Executive/Finance Committee meetings held on to Next Mtg May 11, 2011 and August 3, 2011. 1D ' ?Item(s) ftir.ffik ss5on The following items are not public hearing items,although the Chair may open the meeting for public input: 1. Review and Discussion Regarding the Foundation's Donor September Donor Recognition Recognition Event that was held on Saturday,September 17, Event Discussed, Support 2011. Expressed for Future Event 2. Update and Discussion Regarding the Foundation's Golf Golf Tournament Update Tournament Scheduled for November 14, 2011. Given, Members Assistance Needed COMMUNITY &4RTSFOUNDATION EXECUTIVE/FINANCE COMMITTEE AGENDA 2 September 21, 2011 - 9:00 a.m. Serrano Conference Room @ Rancho Cucamonga Civic Center 3. Discussion and Action Regarding Plans for the Foundation's 2012 Wine &Chocolate Festival Wine and Chocolate Festival to be held on April 28, 2012. Approved including hiring The Gavel Group for Auction Services and S.Wagner for Event Coordination services 4. Update and Discussion Regarding Foundation'Holiday Giving Holiday Giving Appeal Update Appeal. Given, Campaign to run Oct.through Nov. 2011 5 Preliminary Discussion Regarding Recruitment of Additional Board Recruitment Discussed Board Members. Placed on Oct Board Agenda. Members encouraged to identify Potential Candidates with Legal, Marketing Experience 6. Review of Executive/Finance Committee Future Meeting Future Committee Mtg Schedule. Schedule Discussed EIdentiHcationf�Items o eNt xttaetng This is the time for the Committee to identify the items they wish to discuss at the next meeting.These items will not be discussed at this meeting, only identified for the next meeting: 4=00-MMF„ � jonrnment ADJOURNED —9:50 a.m. I, Melissa Morales, Community & Arts Foundation Secretary, hereby certify that a true, accurate copy of the foregoing Community and Arts Foundation Executive/Finance Committee agenda was posted on Monday, September 19, 2011, at 10500 Civic Center Drive, Rancho Cucamonga, California. Community Foundation Board and Committee Meeeting Schedule November 2011-January2012 p y d Meetings Date Time Golf Committee Monday,November 7,2011 4:00 PM X Chair % X % Annual Campaign Committee Thursday,November 17,2011 4:00 PM X % X Chair Spring Event/Chocolate B TBD TBD X X Chair X X Wine Event Committee Golf Committee Monday,December 5,2011 4:00 PM X Chair % X X Arts Giving Committee Wednesday,January 11,2012 4:00 PM X % X Board Meeting Wednesday,January 11,2012 5:00 PM X X X X X Chair % X X X % % Annual Campaign Committee IThumday,January 19,2012 4:00 PM I % I X X Chair Spring Event/Chocolate B JTBD TBD X X Chair % X Wine Event Committee Rancho Cucamonga Community Foundation Fiscal Year 2011-2012 Budget Endowment Fund Created.,June 6, 2011 Program Projected Projected Program Totals Revenues Expenditures Net July 1, 2011 Fund Balance (Estimated) $2,672,610 (As of April 30,2011) Fundraising Activities N/A $0 $0 $0 Business Activities Fund Interest $13,600 $0 $13,600 Fund Transfers (Year End) Transfer From Operating Fund $6,977 $0 $6,977 Fiscal Year Totals $20,577 $0 $20,577 $20,577 June 30, 2012 Fund Balance (Estimated) $2,693,187 Actual Beginning Balance Not Available Until the Close of the 2010-2011 Fiscal Year F IY 1 l ✓Y O y .A G Chocolate & Wine Festival Fleming's Rancho Cucamonga Spaggi's Upland Sycamore Inn Rancho Cucamonga New York Grill Ontario Porter's Prime Steakhouse Ontario Rosa's Ontario Magic Lamp Rancho Cucamonga King's Fish House Rancho Cucamonga Tutti Mangia Claremont Paisano Ristorante Italiano Rancho Cucamonga Antonino's Rancho Cucamonga Famous Dave's BBQ Rancho Cucamonga OTHER 1. Suite 106 Cupcakery" Rancho Cucamonga 2. Mauna Loa-Bisomerica` Fontana 3. Corner Bakery Rancho Cucamonga 4. Crepes de Paris Rancho Cucamonga S. Panera Bread Rancho Cucamonga 6. See's Rancho Cucamonga 7. Rocky Mountain Chocolate Rancho Cucamonga S. Ghiradelli San Francisco 9. Dove's Chocolate Home Parties Ontario 10. Marie Callender's Ontario 11. DoubleTree-ONT(Cookies)• Ontario 12. Logan's Ontario 13. Sweet Factory Ontario 14. Candy Bouquet Claremont 15. A Kline Chocolatier Claremont 16. TGI Friday's(7) Rancho Cucamonga 17. BPs Brewhouse(6) Rancho Cucamonga 18. Yardhouse(5) Rancho Cucamonga 19. The Heights(4) Upland 20. Harry's Pacific Grill(1) Rancho Cucamonga 21. Cheesecake Factory(2) Rancho Cucamonga 22. Market Broiler(3) Ontario -yalhallyrowifted 1 Chocolate & Wine Festival The goal of the Chocolate & Wine Festival is to award to the chef and restaurant the "Best Chocolate Dessert"for 2012. The Chocolate &Wine Festival will become an annual event. The Chocolate and Wine Festival will benefit the Rancho Cucamonga Community and Arts Foundation. The net proceeds of this event will provide opportunities for children in the surrounding area to experience live theater at the Cultural Center, Victoria Gardens, Rancho Cucamonga. The Chocolate &Wine Festival Competition will feature twelve (12) of the best restaurants in the Rancho Cucamonga and surrounding area. Restaurants nominated in 2012 will be selected and limited from the cities located in Rancho Cucamonga, Ontario, Upland or Claremont. A minimum of twelve (12)wineries will also be selected from Southern California to participate. WHO: Chocolate &Wine Festival WHERE: Cultural Center,Victoria Gardens, Rancho Cucamonga WHAT: Annual Competition to crown the "Best Chocolate Dessert" WHEN: Saturday, April 25, 2012, 4:45 to 9:00 PM Parameters of the Competition • Each restaurant and chef must create a chocolate dessert for the competition. The chocolate dessert may be a selection from the existing menu of the restaurant, or the chef can create a chocolate dessert specifically for the competition. • Each restaurant will prepare 350 `Tasting Samples" for the general public. These samples will be distributed during the four (4) hour presentation at the Cultural Center. Tasting Samples will be distributed through each restaurant booth at the venue. Tasting Samples can be and are encouraged to be prepared in advance. • All restaurants will be provided a 30 X 10 booth inside Celebration Hall at the Cultural Center. As part of the competition,the restaurant must decorate the booth at their own expense with their design, decoration, motif,theme or ambiance of their restaurant or presentation for the Festival. Ten (30) percent of the total score of the competition will be the"Booth Design and Presentation". Specific rules and regulations will be provided in the Marketing Kit. The booth f design must completed by noon on competition day. Access to Celebration Hall will be @ 9:00 AM. All items must be removed after 9:00 PM on Saturday evening after the competition. f t • A staging area will be provided adjacent to the Cultural Center for the prep, storage and support of the "tasting samples". Each restaurant must provide storage, coolers or cambros for their transportation of their desserts. • The chef must describe the chocolate dessert on stage before the panel of judges and general public at the competition. • All chefs must be in professional chef attire, as well as Sous Chefs and Assistants throughout the event. • Each restaurant can provide up to three (3) helpers in each booth and one (1) Chef. In addition, each restaurant will be given two (2)VIP Credentials to the event. Marketing & Branding by the Restaurant • To promote the competition,the chocolate dessert must be featured on the restaurant menu beginning 30 days from the start of the competition and 30 days after the competition. The winning chocolate dessert will be featured in the restaurant menu for the 2012-2013 competition years. • Each restaurant is encouraged to hold a cross-promotion in their specific establishment. Use of the "Chocolate & Wine Festival" logo is highly encouraged. Specific guidelines are covered in the Marketing Kit. • The chocolate dessert entry cannot exceed $10 on the restaurant menu. • Each restaurant will develop POS or individual table promotion of the competition for their individual restaurant. Marketing and promotional kits will be distributed 60 days before the competition. it • A photograph of the entry will be provided (in advance) by the restaurant and arrangements will be made by the competition director. TBD i i i I i • All chefs will be introduced to the panel and general public at 4:45 PM to start the Festival. • Each restaurant and chef must "plate on-site" three (3) chocolate desserts at the competition and prepare the chocolate dessert for judging by a distinguished culinary panel of three (3). • Three (3) chefs will be introduced at the beginning of each hour, i.e., 5:00, 6:00, 7:00& 8:00 PM. Selection of position will be done in a "blind draw" at the Chef's Luncheon. The winner will be announced at approximately 8:45 PM. • The top three (3) selections will be awarded as"Best of the Best", Chocolate & Wine Festival 2012. Special Awards will be given. • The top five (5) restaurants are automatically invited back to next year's competition. Only the top five (5) restaurants will be announced with their scores. • Scoring for the competition will be as follows: Panel of Judges 75% General Public 25% Taste 50% Plating & Presentation 25% Creativity&Originality 15% Booth Design 10% Event Tickets • Tickets will be limited to 350 in 2012. Tickets will be sold by RCCAF Board Members and to the General Public at the Cultural Center Box Office starting February 1, 2012. Sponsorships are also available. Seating will be limited. • Restaurants may purchase tickets in advance and tickets will be offered on a first come, first served basis to each restaurant starting January 15,2012. Advance tickets for the "restaurants only" category must be purchased and paid for by January 31, 2012. • Sponsorships and tables often (30) are also available to the restaurants. SII Branding & Marketing by the Event Promotions of the event will held in conjunction with the following: Daily Bulletin Ads The Sun Ads Inland Empire Magazine Ad Grapevine Ad LAMAR Billboard Digital Ad Foothill &Archibald LAMAR Billboard Digital AD Freeway 15 City Banner Banner Baseline & Haven Participating Restaurants Table Signs Victoria Gardens Retailer Window Posters RCCAF Web-Site Internet Cultural Center Box Office Lobby Display& Internet City of Rancho Cucamonga E-Mail Blast • Each restaurant will receive a full-page color ad in the official program (Specs will be provided in the Marketing Kit). • Each participating restaurant will be given a deluxe presentation award to display in their restaurant. The presentation will distinguish each restaurant/chef as Finalist, Chocolate & Wine Festival 2012. • The winning Chef and Restaurant will be featured for three (3) days starting Monday, April 30 on the LAMAR Billboard on the 15 Freeway in Rancho Cucamonga near 4th Street. • The winning chef/restaurant will be crowned the "Best Chocolate Dessert for 2012'. A special Award will be presented. The winning Chef's photo and dessert will be featured on the "Front Cover" of the "Grapevine" Summer 2012 publication with distribution to all Rancho Cucamonga residents. Distribution is estimated at 30,000. In addition,the winner and Festival will be covered in the Inland Empire Magazine and the Daily Bulletin and The Sun. Scoring & Judging • Judging will be done by a distinguished panel of three (3) which will account for 75% of the score and the general public will vote and account for 25%of the score. All scoring will be tabulated by an independent accounting firm and the winning chef and restaurant will crowned the"Best Chocolate Dessert" at the end of the evening. • Ticket Pricing VIP Reserved Seating Tables (10) $ 1,250 Limited number of Tables General Admission (Advance) $ 75 General Admission (Day of Event) $ 85 Additional Information • A Chefs-Media Luncheon will be held on Friday, February 24,2012 at the Cultural Center, Victoria Gardens for an introduction of the selected chefs, restaurants and announcement of judges. Each restaurant will introduce their entry to the media on that day. Entries will be drawn at random to determine the presentation position to the judges. i • Live Auction and Raffles will be held each hour and a Silent Auction will be held during the day. i • Wineries will provide wine samplings during the event. I I • Ancillary Chocolate and or related companies will also provide product displays and sampling during the competition. • Hot and cold Hors d Oeuvres will be served throughout the day by Impressions Catering. • Each participating restaurant will provide a minimum of a $50 gift card for the Auctions. i • The winning chef/restaurant will be available for radio, magazine and newspaper interviews. • The winning chef/restaurant (as part of the Live Auction)will donate a dinner for j ten (10) at their restaurant and/or at the home of the winning bidder(choice of � the winning bidder). Wine will be donated by the event to complete the Live Auction package. . i I i 4i 1 I I i 101512011 Rancho Cucamonga Community Foundation Strategic Plan 2015 Revised following Board's Vision Alignment Workshop held on March 30, 2011 We Strongly Believe in These Foundation VALUE Our VISION for 2015 Our MISSION We Will Accomplish our Mission Using Three MAJOR STRATEGIES SUCCESSFUL EFFECTIVE GENEROUS FUNDRAISING MANAGEMENT COMMUNITY GMNG We will tundraise We will effectively We will give back 75% between$100,000 to manage our funds and of our annual fundraising $125,000 each year professionally conduct each year to support the our business Arts in the community Our GOALS for Each Major Strategy Area Raise a minimum of Provide Strong Provide annual funding $70,000 each year on Foundation leadership support to a wide variety the annual Fall Golf and fundraising success of Performing Arts Tournament,primarily through an active, activities at the Lewis partnering with larger supportive and cohesive Family Playhouse corporations Board of Directors Raise a minimum of Establish a$3.6 million Provide annual funding $20,000 each year Foundation support to Performing through an annual Endowment Fund and Arts activities involving Spring Party Train Strategy Rancho Cucamonga series of events, Schools primarily partnering with Board member associates, local businesses and community leaders Raise a minimum of Effectively manage and Provide annual funding $10,000 each year invest Foundation funds support for Visual Arts through an Annual in accordance with a events at Victoria Campaign designed to solid Finance Policy Gardens Cultural Center engage families and and other community individuals facilities Identify and aggressively Generate a substantial Promote and distribute pursue Grant Funding level of public designated Arts which supports the awareness and Scholarship Funds to Foundation's Mission, appreciation for deserving schools and with emphasis on large Foundation activities students grants for Endowment throughout the region Fund Establish ongoing Support Rancho positive relationships Cucamonga based with and meaningful community organizations rs recognition of all Donothrough the Foundation Affiliate Partners program Develop a Patrons of the Arts volunteer support group Effectively utilize Foundation Committees,consisting of Board, Community and Patron Members Our Success Will be Primarily Planned and Implemented Through the following FOUNDATION COMMITTEES and with INDIVIDUAL BOARD MEMBER LEADERSHIP ASSIGNMENTS 'Golf Tournament *E7wg ldhie nonce •�TbQIYIt� Spring Party Train -Bawd Dwdop and Annual Campaign __ mr RANCHO CUC NION'GA COMMUNITY Hearts A RTSFOUNDATION for Arts Key information — • Campaign will launch October 6th with messages sent out every week through November 30tH • Goal is $10,000 raised to support Theatre for Young Audience productions (MainStreet Theatre Company) • Campaign will have an integrated approach of electronic/internet and direct emailing based. All Board Members will have the responsibility to forward the messages to email contacts and post on your social networking sites, asking them to support the campaign • This is a great time of year to give those tax-deductible contributions • Facebook "Cause" has been set up: hftp://www.causes.com/causes/295485/about?m=8a2l9edO • Paypal Contribution button has been established Board Member Check List ❑ Consider Your Own Gift for the Arts, and challenge everyone you know to donate! ❑ Forward the Email to at least 25 Friends ❑ Ask your Contacts to also forward the message to at least 25 Friends, and post on their Social Media accounts ❑ Forward your list of Friends / Contacts you have emailed and sent letters to Francie Palmer so we can monitor the overall "reach" of your efforts ❑ Post a message on Facebook /Twitter/ Linkedln with a link to the giving Web Page or to the "Cause" on Facebook— contributions can be accepted either place —Tip: if you include: City of Rancho Cucamonga(all spelled out) in your wall post w/this your post will also automatically appear on the"City of Rancho Cucamonga" Company Page established by Facebook. ❑ Invite your Friends on Facebook to "Join the Cause' as well as donate so we can expand the network of Contacts we can reach out to in the future First Email: Hello Everyone, I hope you do remember that I am the Chairman of the Rancho Cucamonga Community Foundation. Our goal is to introduce children to the Arts at the Lewis Family Playhouse. The Foundation raises money to allow children from schools from up to 100 miles away to visit the Lewis Family Playhouse. We have hosted over thousands and thousands of children as the Foundation subsidizes costs for the local schools. We are running this campaign until the end of the year and we have a goal of$15,000. Please see the information below and click on the link, all shapes and sizes of donations are accepted. I ask: 1) That you make a donation to allows us to continue to support the local schools 2) Forward this email to your friends. 3) Come by and visit the Lewis Family Playhouse at Victoria Gardens, it is a truly a fantastic place. Our main show in 2011 will be ????. Thank You, Thank You, Thank You PS: If you donate$150 or more you will automatically receive an email to personalize your own brick at the Lewis Playhouse walkway. I have minel Second/Third Email: Thank You so much for your donations. We are surely getting closer to our goals. As of today we are at$3,350 of our$15,000 goal by December 31, 2010. Keep them coming in all sizes (as low as$7)and shapes. At the Community Foundation it is our goal to introduce children to the Arts at the Lewis Family Playhouse. The Foundation raises money to allow children from schools from up to 100 miles away to visit the Lewis Family Playhouse. We have hosted over thousands and thousands of children as the Foundation subsidizes costs for the local schools. Please see the email below and click on the link, all shapes and sizes of donations are accepted. I ask: 4) That you make a donation to allows us to continue to support the local schools 5) Forward this email to your friends. 6) Come by and visit the Lewis Family Playhouse at Victoria Gardens, it is a truly a fantastic place. Thank You, Thank You, Thank You PS: If you donate over$150 or more you will automatically receive an email to personalize your own brick at the Lewis Playhouse. t � t RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION MINUTES OF THE JUNE 8, 2011, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community&Arts Foundation was held on Wednesday, June 8, 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 5:10 p.m. by Chair Galindo. The Pledge of Allegiance followed. i Present were: Board Members: Arguello, Barag, Brown, Bryan, Cohen, Firle, Kahn, Madsen, Snyder and Galindo. Absent: Gesiriech, Harrington and Mize. 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. Director McArdle informed the Board that the City Council will be considering at their June 15th meeting the re-appointments of Members Barag, Galindo and Kahn. C. COMMUNICATIONS FROM THE PUBLIC 1. Manager Palmer introduced Greg Porter, of Ignite Design and Advertising. Mr. Porter spoke briefly of his company's background and process undertaken to update the Foundation's logo and image which his company provided as an in-kind service. The process included interviews with Board Members and the two final proofs were displayed for discussion later in the meeting. I D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held April 13, 2011. 2. To receive and file Treasurer's Report for the months of April and May, 2011. MOTION: Moved by Vice Chair Cohen, seconded by Member Brown, to approve the Consent Calendar, as submitted. Motion carried: 10-0-3. (Absent: Gesiriech, Harrington and Mize.) Community&Arts Foundation - I - June 8, 2011 1 ! E. COMMITTEE REPORTS 1. Golf Tournament Committee — Consultant Stephen Wagner thanked the Board and staff for their support. Brochures for this year's tournament were distributed, as well as sales report and approved budget. Consultant Wagner reported that $22,000 in sponsorships has been received to date and he offered his assistance with calls and visits with potential sponsors. He requested that any prospect status updates be 4 forwarded to Analyst Pachon. Director McArdle also asked the Board to make staff I! aware if they were short on prospects as each Member should have at least eight. He reminded them, as well, to refer to their "Boardmember Fundraising Tool Chest"; that Save the Date cards had been sent out and next month email reminders and letters will be disseminated. Following the update, staff was requested to provide an electronic version of the letter and brochure. 2. Spring Event Committee— Analyst Pachon thanked all involved with the various events held and distributed a report of revenues on the successful fundraising endeavor. Chair Galindo then presented Certificates of Appreciation to the following Board Members in recognition of their hosting an event: Cinco de Bunko and Healthy Cooking with Chef Henry (Barag); A Night at the Quakes (Harrington); Tour de France (Firle) and All American Shootout (Cohen). 3. Annual Giving Campaign Committee — Manager Palmer reviewed last year's e-giving campaign which net$5,200 and distributed an outline of the proposed campaign forthis year anticipated to net $10,000. 4. Executive/Finance Committee— Chair Galindo referenced the action agenda from the Committee's May 11th meeting which included approval of securing Artist Greg Adamson for the September Donor Recognition event 5. Board Development Committee — Meeting not held. 6. Performing Arts Giving Committee — Committee Chair Firle updated the Board on discussions held by the Committee concerning the Student Scholarship Program and High School Arts Sponsorship Program. He distributed information on both which included scholarship amounts; minimum criteria the applicant must meet and selection criteria. Chair Galindo stated for the record that he did not agree with the 2.0 GPA requirement and that it should be higher." A suggestion was also made to award the student scholarship after the recipient has completed their college enrollment. The Board consensus was in support of the proposed programs and the Committee was thanked for their effort. Community &Arts Foundation - 2 - June 8, 2011 F. FOUNDATION BUSINESS 1. Election of Officers—Chair, Vice Chair and Secretary/Treasurer was opened by Chair Galindo. He expressed his desire to serve as Chair for an additional year. Director McArdle indicated that the standard in the City for board chairs is two years,-though exceptions have been made. The following action was taken: MOTION: Moved by Vice Chair Cohen, seconded by Member Kahn, to re-appoint Thomas Galindo to serve one additional year as Chair of the Community & Arts Foundation Board of Directors. Motion carried: 10-0-3. (Absent: Gesiriech, Harrington and Mize.) Nominations were opened for the seat of Vice Chair and the following motion was presented: MOTION: Moved by Member Madsen, seconded by Treasurer Bryan, to appoint Dr. Harvey Cohen to serve as Vice Chair of the Community & Arts Foundation Board of Directors. Motion carried: 10-0-3. (Absent: Gesiriech, Harrington and Mize.) Nominations were opened forthe seat of Secretary/Treasurer and the following motion was presented: MOTION: Moved by Chair Galindo, seconded by Member Barag, to appoint Linda Bryan to serve as Secretary/Treasurer of the Community & Arts Foundation Board of Directors. Motion carried: 10-0-3. (Absent: Gesiriech, Harrington and Mize.) 2. Approval of the Foundation's Fiscal Year 2011/2012 Budgets was presented by Analyst Pachon. She distributed proposed budgets for the Endowment and Operating and Program Funds and recommended approval. At a Member's request she explained the status of PAL(Promoting Arts and Literacy Campaign)payment pledges. A motion was presented as follows: MOTION: Moved by Vice Chair Cohen, seconded by Secretary/Treasurer Bryan, to approve the Fiscal Year 2011/12 budgets, as presented by staff. Motion carried: 10-0-3. (Absent: Gesiriech, Harrington and Mize.) 3. Manager Palmer was called upon regarding review and approval of Branding, Image and Logo Creation for the Foundation. She gave each of the Member's sample logo treatments and requested their input. Members discussed the proposed logos and font treatments. They concurred with the "star" logo and font treatment. No other action was taken. Community &Arts Foundation - 3 - June 8, 2011 4. Staffs report regarding reconsideration of the proposed Wine and Cooking event to be held in Spring 2012 was provided by Superintendent Nielsen. She reminded the Board i of their approval at the April 13"' Board Meeting of the proposed fundraising event consisting of a food and wine competition to take place over several days, tentatively scheduled in the spring 2012. She indicated that, due to scheduling conflicts at the venue (Ontario Convention Center) the new date being proposed are August 19—21, 2012. The Board's input was then requested. i Comments included questions concerns whetherAugust was the most desirable date to hold the event; whether it would conflict with Golf Tournament sponsorship opportunities. Comments were also made that possibly a three-day event is too lengthy and whether the amount of monies expended is worth the estimated net profit of $35,000. Suggestion to wait until Spring 2013 to hold the event. Support good idea, need to tweak and look at the timing. Superintendent Nielsen responded that other like events are being held in April through June but none in August. Director McArdle added that Consultant Wagner had also suggested if the party train events are held then have a one day cumulative event at one of the facilities that might include food and wine. The following motions were presented: MOTION: Moved by Vice Chair Cohen, seconded by Chair Galindo, to approve conducting a wine event, in concept, not to be held in August, and to be held as a smaller event in conjunction possibly with the spring party train events. Motion carried: 10-0-3 (Absent: Gesiriech, Harrington and Mize) MOTION: Moved by Member Firle, seconded by Chair Galindo,to approve conducting a Spring 2012 Party Train event. Motion carried: 10-0-3(Absent: Gesiriech, Harrington and Mize.) MOTION: Moved by Member Barag, seconded by Chair Galindo,to approve Secretary/ Treasurer Bryan as Chair of the 2012 Party Train Events. Motion carried: 10-0-3 (Absent: Gesiriech, Harrington and Mize.) 5. Chair Galindo called upon Director McArdle concerning review and approval of the Board's updated Strategic Plan 2015. Due to the time, Director McArdle distributed the revised plan and indicated it would be discussed at their next Board Meeting. 6. Review and discussion of proposed revisions to by-laws for the Foundation was provided by Analyst Pachon. She distributed the proposed revised by-laws and highlighted the recommended amendments including the Foundation's purpose, name change and terms for Director appointments. The Board took the following action: r Community &Arts Foundation - 4 - June 8, 2011 I 4 MOTION: Moved by Member Firle, seconded by Member Kahn, to approve the amended by-laws of the Foundation, as presented by staff. Motion carried: 10-0-3. (Absent: Gesiriech, Harrington and Mize.) a 7. Chair Galindo opened discussion of completion of Board Member Fundraising Goals. He asked the Members to fill out the 2011-12 Board Member Fundraising Goals form which was given to each Member. Director McArdle asked that Members email the completed form back to staff and to delete the 2012 Spring Party Train event. i i 8. Analyst Pachon opened consideration of appointment of Foundation Board Members to Foundation Committees. She referenced the handout provided to the Board listing the fundraising committees—Golf Tournament, Party Train and Annual Giving Campaign; administrative/giving committees — Executive/Finance, Board Development and Arts Giving and project leadership areas of interest—Awareness, Board Expansion, Donor Recognition, Donor Prospect Identification, Grants; Technology for Fundraising and Volunteers. She asked each Member to consider the committees and areas of interest they wish to participate on for the new fiscal year. Members discussed the various appointments and moved as follows: MOTION: Moved Secretary/Treasurer Bryan, seconded by Member Firle, to approve the appointments to the various Community and Arts Foundation Committees as i follows: Golf Tournament Committee—Arguello, Galindo (Chair), Gesiriech, Kahn and Madsen; Party Train — Barag, Brown, Bryan (Chair), Firle, Harrington and Snyder; f Annual Giving Campaign — Galindo, Madsen, Mize and Snyder (Chair); Executive/Finance — Bryan, Cohen, Firle and Galindo (Chair); Board Development— Brown, Cohen (Chair), Galindo and Gesiriech; Arts Giving—Barag, Bryan, Firle(Chair), Harrington, Kahn and Snyder; Awareness— Arguello and Barag; Board Expansion — Galindo; Donor Recognition — none; Donor Prospect Identification — Gesiriech and Harrington; Grants — Barag; Brown; Galindo; Kahn and Madsen; Technology for Fundraising— Brown and Kahn and Volunteers— Bryan and Cohen. 9. Superintendent Nielsen was called on to provided the status report of Foundation i supported programs and activities. She announced that Anne of Green Gables is the next Mainstreet Production scheduled to run May 7th through 22nd and the World Music Series will begin July 12"' for three consecutive Thursdays in July. 10.Review of Foundation meeting schedule for Fiscal Year 2011-12 was not held and Analyst Pachon will send the calendar electronically to Members. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Additional discussion of the proposed Wine Event fundraiser. Community &Arts Foundation - S - June 8, 2011 i i i 2. Brief discussion was held concerning the format of the agenda and dissemination of agenda matters. Members concurred that critical documents should be sent electronically and all other materials would be placed at the Members desk prior to the meeting. H. ADJOURNMENT The Regular Meeting of the Rancho Cucamonga Community & Arts Foundation was officially adjourned at 7:20 p.m. with all Members present except Gesiriech, Harrington and Mize. Respectfully submitted, Melissa Morales Senior Administrative Secretary Community &Arts Foundation - 6- June 8, 2011 Rancho Cucamonga CO muni and Arla Foundation Assignments 2077-2012 8/812011 FUNOFAMINGCOMMRTEE3 ADMIN13TRAMOGMNG COMMRTEES PROJECT LEADERSHIP BOem Member Full Board Goll Toumamenl Spring Party Annual Campaign E.noabveA Board Ads Ginng Awareness Boadl Donor Donor Grants Blaring Technology Volunteers Meetings Committee Train Commune Committee Finance Development CommNcre Expansion RecognWon Prospect for Committee Committee Idenbecabon Firm) isin Meenna schadole 2m wemeamre IMMmdar„t,Pm Teo TBD aro Woomac,,sel ad mMmay,of 9 am 2mwemM,daysmapm Individual Leadership etspnn0[t . immA b 9emn Segambm, a,segente', n0[Iw.v.la, ..Ap Jamvy,ApiaN Jurro De[eniLs FeWry,rd May Feduvy,MMey eMJune ela.N . - K _ � f j' Loom..yirua.ee:�imm 'a+vMP.n: J icam,.n�M�,n.i. �, eoww.ci.a � ye 4c sx"17F YBuNi ti 11 .!`�'L r'`I' t'<{�t A I+uN WCI. Yv t ,Y: ly i Board Members Al Arguello X X X Taro Bareg X X X X X Rosemarie Brown X X X X X Linda Bryan X Chair Ieae0 seri. X X Harvey Cohen X Iwdncacn,Ir Chair X Thomas Galindo X Chair X Ba.mc X X X Paul Gesiriech X X X X Jim Hartington X X X X Jeremy Kahn X X X X X Richard Madsen X X X X Tony Mize X X Bryan Snyder X X Chair Fmd.hao cn.H X Rancho Cucamonga Community Foundation CASH REPORT- Through June 30, 2011 Beginning MTD Revenue Ending Cash Balance (Expenses) Cash Balance 100 Operating/Program Fund $197,297.74 ($86,985.85) $110,311.89 200 Endowment Fund $2,672,610.07 $0.00 $2,672,610.07 301 Restrctd J McNay Memorial $1,463.16 $0.00 $1,463.16 302 Restrctd Yth Achievement $171.40 $0.00 $171.40 303 Restrctd Off Leash Dog Pk $125.00 $0.00 $125.00 304 Restrctd Curatalo Memorial $398.84 $0.00 $398.84 305 Restrctd R. Lewis Memorial $660.51 $0.00 $660.51 401 Affiliate RC Animal Shelter $183,880.35 $7,537.61 $191,417.96 402 Affiliate ArmedForcesBanner $190.00 $0.00 $190.00 403 Affiliate Pac Elec Trail $35,035.00 $0.00 $35,035.00 404 Affiliate Senior Center $34,195.29 ($86.00) $34,109.29 405 Affiliate Freedom Courtyard $25,713.43 $6,532.00 $32,245.43 $3,151,740.79 ($73,002.24) $3,078,738.55 Reconciliation Summary PAL Checking-Statement Balance $ 195,555.60 Deposits in Transit Less: Outstanding Checks $ (63,652.15) PAL Register Balance $ 131,903.45 LAIF Account-Statement Balance $ 2,946,835.10 Deposits in Transit $ LAIF Account- Register Balance $ 2,946,835.10 BALANCE $ 3,078,738.55 Rancho Cucamonga Community Arts Foundation I Income & Expense Detail June 2011 INCOME Payor Memo Amount 100 Operating/Program Fund:Fundraising Activilies:2011 Spring Event 3020.12-Event Ticket Sale Spring Party Train Attendee Quakes-Cohen(2) 80.00 3020.12-Event Ticket Sale Spnng Party Train Attendee Quakes-Nightingale(2) 100.00 3020.12-Event Ticket Sale Spring Party Train Attendee Quakes-Weede(2) 80.00 3020.12-Event Ticket Sale Spring Party Train Attendee Quakes-Galindo 200.00 3020.12- Event Ticket Sale Spring Party Train Attendee Quakes-Strole 100.00 3020.12 Event Ticket Sale Spring Party Train Attendee Quakes-Harrington 320.00 3020.12 Event Ticket Sale Spring Party Train Attendee Quakes-Buquet(2) 80.00 3020.12 Event Ticket Sale Spring Parry Train Attendee Quakes-Kahn 40_00 1,000.00 401 Affiliate RC Animal Shelter 3015.14 Animal Center Donation City of Rancho Cucamonga Xfer from City to RCCF 7,537.61 405 Affiliate Freedom Courtyard I 3015.16-Freedom Courtyard Donation Freedom Courtyard Donor VFW 8680 1,877.00 3015.16 Freedom Courtyard Donation Freedom Courtyard Donor VFW-TX Hold'em Fundraiser 4,355.00 3015.16 Freedom Courtyard Donation Freedom Courtyard Donor Frank&Wend!Finazzo 100.00 3015.16 Freedom Courtyard Donation Freedom Courtyard Donor Ward,Michael&Linda 200.00 6,532.00 TOTAL INCOME 15,069.61 EXPENSE Payee Memo Amount i 100 Operating/Program Fund 5020.19•Consultant Fee Wagner,Stephen Prof Srvs.2011 Golf 1,500.00 I 5810.10-Target-Playhouse Season City of Rancho Cucamonga Anne 6,125.00 ' 5810.10-Target-Playhouse Season Alta Loma School District Trans Anne Green Gables 862.50 5810.10-Target-Playhouse Season SB County Supt of Schools Trans Anne Green Gables 58.85 5810.10 Target-Playhouse Season City of Rancho Cucamonga Season Final Disburse 6,934.31 5810.10-Target-Playhouse Season Alta Loma School District Trans Anne Green Gables 337.50 5830.10 Bank of America-Cultural Cntr City of Rancho Cucamonga Final 10.11 Disbursement 2,393.00 5830.10. Bank of America-Cultural Cntr City of Rancho Cucamonga Tickets Anne Green Gables 4,599.00 I 5850.10 US Bank City of Rancho Cucamonga Tickets-Anne Green Gables 2,461.00 i 5850.10-US Bank City of Rancho Cucamonga 10.11 Final Disbursement 1,819.00 5890.10-Community Foundation Grant Disb RCHS Chamber Singers School Concert 11.19.10 250.00 5890.10-Community Foundation Grant Disb Los Osos High School Band Concerts 3.11 &5.6 500.00 5890.10-Community Foundation Grant Disb City of Rancho Cucamonga 10.11 Season 46,500.00 5890.10 Community Foundation Grant Disb City of Rancho Cucamonga Tickets Anne Green Gables 2,722.00 5890.10-Community Foundation Grant Disb City of Rancho Cucamonga 2011 Art Show Expenses 6,639.93 83,702.09 f 100 Operating/Program Fund:10-11 Administration 5010 Donor Expenses-Other City of Rancho Cucamonga Raisers Edge Donor Software 3,083.78 5010.11 -Bricks Fundraisers, Ltd. Invoice#33595 590.65 5040 Board Hospitality City of Rancho Cucamonga Bd.Wrkshp 3.30.11 100.00 y 5070-Office Supplies First Bankcard Amazon-privacy stamp 24.72 5150.1 Merchant Service Fee Union Bank MSF-June 2011 154.84 5150.1 Merchant Service Fee Union Bank Deposit -154.84 5999 Misc Expense Grant Professionals Association Meeting-Irvine Foundation 25_00 3,824.15 Page 1 of 2 j Rancho Cucamonga Community Arts Foundation Income & Expense Detail June 2011 3020.12-Event Ticket Sale Spring Party Train Attendee Quakes-Cohen(2) 80.00 100 Operating/Proaram Fund:Fundraising Activities:2011 Golf Tournament 5071 -Of0ce Supplies First Bankcard PaperDirect-Golf Save Date 44.99 5072•Office Supplies First Bankcard PaperDirect-Golf Save Date 101.93 5073-Office Supplies First Bankcard Office Max-Golf Folders 249.21 5074-Office Supplies First Bankcard Office Max-Golf Folders 63.48 459.61 404 Affiliate Senior Center:2011 Senior Gala 5015.13 Senior Center Disbursements Hairston,Luella 2011 Sr.Gala expenses 86.00 TOTAL EXPENSE 88,071.85 TOTAL INCOME(EXPENSE) -73,002.24 Page 2 of 2 Rancho Cucamonga Community Foundation CASH REPORT- Through July 31, 2011 Beginning MTD Revenue Ending Cash Balance (Expenses) Cash Balance 100 Operating/Program Fund $110,311.89 $49,533.57 $159,845.46 200 Endowment Fund $2,672,610.07 $0.00 $2,672,610.07 301 Restrctd J McNay Memorial $1,463.16 $0.00 $1,463.16 302 Restrctd Yth Achievement $171.40 $0.00 $171.40 303 Restrctd Off Leash Dog Pk $125.00 $0.00 $125.00 304 Restrctd Curatalo Memorial $398.84 $0.00 $398.84 305 Restrctd R. Lewis Memorial $660.51 $0.00 $660.51 401 Affiliate RC Animal Shelter $191,417.96 $0.00 $191,417.96 402 Affiliate ArmedForcesBanner $190.00 $0.00 $190.00 403 Affiliate Pac Elec Trail $35,035.00 $0.00 $35,035.00 404 Affiliate Senior Center $34,109.29 $227.60 $34,336.89 405 Affiliate Freedom Courtyard $32,245.43 $4,902.70 $37,148.13 $3,078,738.55 $54,663.87 $3,133,402.42 Reconciliation Summary PAL Checking-Statement Balance $186,058.96 Deposits in Transit $ 20.00 Less:Outstanding Checks $ (3,008.98) PAL Register Balance $ 183,069.98 LAIF Account-Statement Balance $2,950,332.44 Deposits in Transit $ LAW Account- Register Balance $2,950,332.44 BALANCE $ 3,133,402.42 Rancho Cucamonga Community Foundation Income&Expense Detail July 2011 Narna W— 00,.l Ann. INCOME I.Op—MalklProalannPinvi W10 15 SxAhv�Bwakan ct'dft.�� PAL S~�,Pkalp P.M..-Nnah A low MID's S,.ftft B,—,a okanao. 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Fnall C�nl Faaaaak,&Nana $ low W16 16 Feadcu C�n!DlxvflaIn F.CatsIMA s,aaa�ka, $ law W15 IS Frallinan Coalnara[Dons. F.Cacrtanl D—1 W.AA,Broad $ I.. .,a 1. F�—C�and� F.Dia,C�nl D—Il .KA— $ I.. W15 1. Fn,an.C�Ml(X,nanon Fnael.cllmlam 0-D.Tralay $ low W1516 F�Cxxtawd� Fnmad—C�and cianall,klaA, $ low W15 16 F..C�knl DoadMi Fteemloart Cwftand Susan A Willara 3 20 W .IS 1. F�Cxalbawnl F.Catriand Don- cn�Sard. $ ZQ 00 .15 16 FralMan�N Frlalkam G�anl D—r 7 4.11(wn) $ 32.7. M15 16 Fnaal—�,N Dnnabon Fnaadom Cataran!�r Rab-s—.III~&GAnki(R�Farldy Ti S IDOW W15 16 Fnmadwn C�and Donabln F.Oweland� Wannel D�Nalazaar,(Rula A kna Wananq 3 2M 00 MIS 10 Fnaallen Claztani Cana. Fnaolwn ClaallanI Dcll,r klanns.Dow&Dee $ 500 Do W15 16 Fnw&Jcwn C�Myanl Don,akx, F.Glamlannl� jWft a 896 w MIS 16 F�Catalant�nanon F.C�nl 0—Ir Bnandapabanal $ 2,0W00 S 4,002.70 ITMALINCONIE a Pa,a I d2 Rancho Cucamonga Community Foundation Income&Expense Detail My 2011 N— Mum OIOF IA. EXPENSE 109P.MbmPm mmF.M 501013 TI MSeel Pyp Euluna Em.pea Tlau0e 5n1 PY¢um l0^tlmen6 FamEeq) f 1000 501021 RCl qf` MO TMMen ReMcCuamrye UEnry FgNelm lEnry Sled-W".Fmq f 1,50000 5&O tO.Ntli¢G�ee OeW®nu4 CfYJR¢MVCuamdpe pwyW EMIUY 5 50000 505010 XOMeGroDe0leeermlY clyalla foCwmap N .D¢M.rnM-S.n Spall Gmp S 50000 SS0010 N sCame04WatrmM cgd,u JOCu'am NOM.D6M.m -711110 $ 50000 500010 KW.G .OULue .. CrydReMOCuumvge Xme Grten G¢Gh¢ S 1,50000 { 4.51000 1000 WlmlPmmem FUM:1011 AOminizoMn S o SUN11mP0alry FM B&.W Jum Ml I2 rd Mlp S 17377 51501 MutivlS Fm U.Bark MSFCro,JJy2011 S WSp 5M MacE. Slab of GNam$evelery M Slab Neme R.—F. f 1000 { 2rue 4a MI .B..I.r c.m.r 501014 L gTne OeM65Wbr1 Ensu -1-10520 f 17M TOMEXPENSE {,SOS.SO TOTAL WCOME EXPENSE SI,OOS S> P.B.2 of