HomeMy WebLinkAbout89/05/16 DECLARATION OF POSTING OF AGENDA
Eva Merritt states and declares as follows:
I presently am and at all times mentioned herein have been the
Assistant Secretary ,of the Rancho Cucamonga Community Foundation Acting in
that capacity, on — / _ , 1989, at ,
I posted a true and correct copy of the meeting agenda attached to this
declaration and marked Exhibit "A" on the City Hall Bulletin Board, 9320 Base
Line Road, Suite C, Rancho Cucamonga, California
I declare under penalty of perjury that the foregoing is true and
correct and that this declaration was executed on � � , 1989,
at Rancho Cucamonga , California.
Assi taut Secretary 11
Ra ho Cucamonga Commu ' y Foundation
AGENDA
RANCHO CUCAMONGA COMMUNITY FOUNDATION
Lion's Park Community Center
Forum
9161 Base Line Road
Rancho Cucamonga, California 91730
Regular Meeting - May 16, 1989 - 7:00 p.m.
A. CALL TO ORDER
1 . Roll Call: Dutton , McNay , Beyersdorf , Mannerino , Ross ,
Barton
B. PRESENTATIONS
No items submitted.
C. CONSENT CALENDAR
1 . Approval of Minutes - April 18, 1989.
2. Treasurer's Report - Period ending April 30, 1989.
D. FOUNDATION BUSINESS
1 . Board Member Interviews - Results and vote on the interviews held on April
26, 1989.
2. Public Relations - Recommendation by Community Relations Committee with
regard to contracting with a Public Relations firm.
3. Work Program - Recommendation by Program Committee to accept a Work Program
for 1989-90.
4. Artwork - Consideration to accept artwork from Lewis Homes selection.
5. Business Expo - Update on the Community Foundation's participation in the
Business Expo.
6. Advisory Council Report - Update on Advisory Council activities.
7. Designated Funds - Discussion of Designation of $5,000.00 Barton donation.
8. Grants and Donations - Consideration of requests for grants and donations.
9320 Base Line Road • P. O. Box 807 0 Rancho Cucamonga, California 91730 a (714)989-1851
Community Foundation Agenda
May 16, 1989
Page 2
E. BOARD MEMBER BUSINESS
This is the time for Foundation Board members to report on additional business
pertaining to the Foundation. No public testimony and no Board discussion or
action can occur on these items.
F. IDENTIFICATION OF ITEMS FOR NEXT MEETING
This is the time for the Foundation members 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.
G. COMMUNICATIONS FROM THE PUBLIC
This is the time and place for the general public to address the Rancho Cucamonga
Community Foundation Members. State law prohibits the Foundation Members from
addressing any issue not previously included on the Agenda. The Foundation may
receive testimony and set the matter for a subsequent meeting. Comments are to
be limited to five minutes per individual.
H. ADJOURNMENT
I, Eva Merritt, Assistant Secretary of the Rancho Cucamonga Community Foundation,
hereby certify that a true, accurate copy of the foregoing agenda was posted on
May 11, 1989, seventy-two (72) hours prior to the meeting per A.B. 2674 at 9320-
C Base Line Road, Rancho Cucamonga, California.
April 18, 1989
CITY OF RANCHO CUCAMONGA
Rancho Cucamonga Community Foundation Minutes
Regular Meetina
A. CALL TO ORDER
A regular meeting of the Rancho Cucamonga Community Foundation met on Tuesday,
April 18, 1989, at the Lion's Park Community Center, Forum, 9161 Base Line Road,
Rancho Cucamonga, California. The meeting was called to order at 7:04 p.m. by
Chair Jeanne Barton.
Present were Board members: Bob Dutton, Guy Beyersdorf, John Mannerino, Tiina
Ross, and Chair Jeanne Barton.
Also present were: Staff representatives Susan Mickey; Assistant Secretary, Eva
Merritt; Deputy City Manager, Linda Daniels; Hal Overton, District Manager with
GTE.
Absent was Board member: Betty McNay.
B. PRESENTATIONS
No items submitted.
C. CONSENT CALENDAR
Cl. Approval of Minutes - March 21, 1989.
C2. Treasurer's Report - Period ending March 31, 1989.
Board member Beyersdorf stated that he had made arrangements with Kathy James,
Account Technician with the City's Finance Department, that she will be doing
the Foundation's Treasurer's Report on a regular basis in an effort to avoid
double typing, therefore, saving time.
MOTION: Moved by Mannerino, seconded by Ross to approve the minutes of March
21,. 1989 and the second amended Treasurer's Report. Motion carried 5-0-1 (McNay
absent) .
D. FOUNDATION BUSINESS
Dl. Petty Cash Fund - Consideration of establishing a petty cash fund. Staff
report presented by Susan Mickey, Staff Representative.
Community Foundation Minutes
April 18, 1989
Page 2
Ms. Mickey stated there have been a number of times when she has had difficulty
obtaining funds to carry out Foundation related business, and suggested that the
Foundation setup a petty cash account of $100.00 for this purpose.
Board member Beyersdorf stated he had spoken to Kathy James, City's Account
Technician, and Liz Stoddard, City's Finance Manager, regarding this item and
he recommended that a petty cash fund of a $100.00 be setup. He stated there
would not be a monthly report, but the Foundation will receive a summary report
which will indicate the need to replenish that fund.
MOTION: Moved by Beyersdorf, seconded by Dutton to have a petty cash fund of
$100.00, and that the fund will run like the other City petty cash funds. Motion
carried 5-0-1 (McNay absent) .
D2. Replacement of Consultant - Consideration to replace the consultant with
a contract Program Director.
Chair Barton stated she believed the intent of this item was to discontinue the
Consultant on a regular basis. She suggested that the Program Director would
be on an as needed basis.
MOTION: Moved by Mannerino, seconded by Beyersdorf to accept the resignation
of John Rowett, Consultant. Motion carried 5-0-1 (McNay absent) .
D3. Friends of the Library - Consideration of list submitted by the Friends
of the Library.
Chair Barton stated the Foundation was in receipt of a letter from Jeff Sceranka
referring to the Friends of the Library $10,000 donation, and the letter had a
list attached of items they would like to see the donation used for. Chair
Barton felt this list was in line with what she and James Barton intended.
MOTION: Moved by Dutton, seconded by Mannerino to approve the list as submitted,
and the $10,000 donated funds made by James and Jeanne Barton will be disbursed
on an as needed basis. Motion carried 5-0-1 (McNay absent) .
D4. Inland Empire West Conference - Consideration to participate in I.E.W.
Conference. Staff report presented by Susan Mickey, Staff Representative.
Ms. Mickey stated that Mary Gonzales with the Arts Foundation of San Bernardino
contacted her and Ms. Gonzales stated that the Arts Foundation had a booth at
the conference and wanted to know if the Foundation was going to participate with
a poster, brochures or pictures, as part of the art community in the area.
Board member Ross stated that at the Community Relations meeting last week the
committee felt that it would be a good idea to update the brochures and to have
them displayed at the I.E.W. Conference and also at the Business Expo booth.
Community Foundation Minutes
April 18, 1989
Page 3
MOTION: Moved by Dutton, seconded by Ross to spend up to $500.00 to update and
print the Foundation's brochure, and to have Staff Representative, Susan Mickey
and/or any Board member(s) to participate at the I.E.W. Conference on May 2,
1989. Motion carried 5-0-1 (McNay absent) .
* * * *
D5. Board Member Interviews - Discussion of Board member participation in
interview process. Staff report presented by Susan Mickey, Staff Representative.
Ms. Mickey stated that Foundation Board members are invited to sit on the
interview board on Wednesday, April 26, 1989, which will be held at the Lions
Park Community Center, Gallery East. Dinner will be supplied and held at 5:30
p.m. , with the interviews following at 6:00 p.m. to 9:00 p.m.
MOTION: Moved by Mannerino, seconded by Dutton that a nominating committee, for
the purpose of reviewing the applicants, be comprised of the Board members of
the Foundation. Motion carried 5-0-1 (McNay absent) .
* * * *
D6. Advisory Council Report - Update on Advisory Council activities. Staff
report submitted by Susan Mickey, Staff Representative.
Ms. Mickey stated that there were no urgent items submitted from the Advisory
Council.
* * * *
(* This item was heard at 7:10 p.m. , but will remain in printed agenda order *)
D7. Grants and Donations - Consideration of requests for grants and donations.
Chair Barton introduced Hal Overton, District Manager of GTE.
Mr. Overton stated about a year ago the Foundation submitted a request for grant
funds from GTE Foundation, at which he presented a check for $5,000.00 on behalf
of the GTE Foundation, GTE employees and share holders. He stated the funds were
ear-marked for the needs assessment in the area of the City of Rancho Cucamonga
and requested that this be done this year if possible.
Board member Dutton suggested the Foundation do a formal survey of the Community
Foundation's donors, and that the survey be done in such a way that the donors
would specify what areas they would like to see their donated monies disbursed.
* * * *
D8.
basineswr This items was not heard because of the resignation of John Rowett.
* * * * * * *
Community Foundation Minutes
April 18, 1989
Page 4
E. BOARD MEMBER BUSINESS
No items submitted.
* * * * * * *
F. IDENTIFICATION OF ITEMS FOR NEXT MEETING
1. Approval of Minutes.
2. Approval of Treasurer's Report.
3. Public Relations.
4. Business Expo.
5. Results of Board member interviews.
6. Advisory Council Report.
7. Grants and Donations.
* * * * * * *
G. COMMUNICATIONS FROM THE PUBLIC
No items submitted.
* * * * * * *
H. ADJOURNMENT
MOTION: Moved by Mannerino, seconded by Ross to adjourn the meeting. Motion
carried 5-0-1 (McNay absent) . The meeting adjourned at 7:35.
Respectfully submitted,
Eva Merritt
Assistant Secretary
Approved:
RANCHO CUCAMONGA COMMUNITY FOUNDATION
TREASURER'S REPORT
Period Ending - April 30, 1989
BEGINNING CASH BALANCE
General Fund $39,466.29
Friends of the Library 10,000.00
Donation from Jim & Jeanne Barton
Chaffey Garcia House 1,250.00
Donation on behalf of William & Althea Pearson
Jack McNay Memorial Fund 7,503.66
Total Beginning Cash Balance $58,219.95
RECEIPTS
Interest earned - checking: $ 28.39
LAIF: 635.77 664.16
Allocated to: Chaffey Garcia House $ 9.12
General Fund 598.59
Jack McNay Memorial Fund 56.45
G.T.E. - Donation 5,000.00
Total Receipts $5,664.16
DISBURSEMENTS
Fred Stoffel Assoc. - Boutique Bags 93.75
Fred Stoffel Assoc. - T-Shirts 295.53
Inland Empire Tourism - IETC Conference 30.00
Chamber of Commerce - Support of Business Expo 750.00
PR Seminars - Consulting Services 500.00
Claremont Graduate School - Oral History Workshop 200.00
Foundation News - Subscription Renewal 29.50
Chamber of Commerce - Arts Area Sponsorship 450.00
Redlands Symphony - Concert Donation 1,000.00
Friends of the Library - Disbursement of Donation 10,000.00
made by Jim & Jeanne Barton
Diane Alexander - Open Petty Cash Fund 100.00
Total Disbursements $13,448.78
5/12/89
Outstanding expenditures-to-date
9320 Base Line Road • P. O. Box 807 • Rancho total $505.63.
Treasurer's Report
Period Ending - April 30, 1989
Page 2
ENDING CASH BALANCE
General Fund $41,616.10
Friends of the Library - 0-
Chaffey Garcia House 1,259.12
Jack McNay Memorial Fund 7,560.11
Total Ending Cash Balance $50,435.33
Respectfully submitted,
G(jy e sdorf, Treasurer-Secretary
Prepa y: Kathy James, Account Technician
Checking accoung balance as of April 30, 1989 $12,214.83
Less outstanding checks (11,779.50)
Investments 50,000.00
$50,435.33
-- CITY OF RANCHO CUCAMONGA �rxa
STAFF REPORT
DATE: May 8, 1989
TO: Rancho Cucamonga Community Foundation Board of Directors
FROM: Program Committee and Susan Mickey, Administrative Aide
SUBJECT: 1989-90 Goals and Objectives
Recommended Action
It is recommended that the Rancho Cucamonga Community Foundation adopt the goals
and objectives listed below as their program for the 1989-90 year.
Background
After much discussion as to the goals of the Foundation, the interests of the
Board Members and the needs of the community, Staff has compiled an outline that
attempts to address the above-mentioned criteria. It appears that, for the
present, the Board would prefer to remain in the position of a facilitator
rather than a creator. With that in mind, staff has listed below several
programs and projects in which the Board has expressed an interest in sposoring.
A calendar of events follows.
1) Sponsor PARC's "Concerts in the Park" series.
2) Support Community Services efforts in programming.
3) Sponsor a portion of the talent presented at the Grape Harvest
Festival .
4) Sponsor the Foothill Philharmonic's student and senior programs with
coordination by the Community Services Department.
5) Sponsor "Babes in Toyland" during the Christmas season.
6) Lend support to various school programs and projects.
7) Sponsor the Rancho Cucamonga Community Foundation Benefit Ball .
8) Sponsor an art exhibit at the Business Expo
9) Update Brochure
10) Make Foundation available to groups needing sponsorship
11) Participate in oral history program
Calendar of Events
May - Update Brochure - Participate in Business Expo
June - Begin oral history program
July/August - "Concerts in the Park"
September - Foothill Philharmonic - Music in the Schools
October - Grape Harvest Festival
November - Solicitation Campaign
December - "Babes in Toyland"
February - RCCF Benefit Ball
March - April - Foothill Philharmonic - Senior Program
— CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: May 8, 1989
TO: Rancho Cucamonga Community Foundation Board of Directors
FROM: Susan Mickey, Administrative Aide -f}
SUBJECT: Art Donation From Lewis Homes
Recomendation•
Staff recommends not accepting the three pieces of artwork which Lewis Homes has
offered to donate to the Foundation.
Background:
Dave Ezra , a representative from Lewis Homes contacted staff regarding the
project at Haven and Foothill . Mr. Ezra stated that Lewis Homes was required to
place three pieces of significant artwork on the property and that Mr. Ralph
Lewis was interested in donating the art to the Foundation as a tax write-off.
Mr. Ezra asked that staff approach the Board of Directors with the proposal .
Analysis:
Staff discussed the proposal and its legal ramifications with the City Attorney,
James Markman. Mr. Markman cited several potential problems with donations of
this kind. Among these are:
1) The Foundation would be held responsible for all maintenance and
upkeep concerning the artwork.
2) The Foundation would be held liable for any injuries incurred by the
artwork.
3) The question of the necessity of negotiating a lease for Foundation-
owned assets on Lewis-owned property.
On the advice of Mr. Markman, staff is recommending to the Board of Directors
not to accept the artwork from Lewis Homes.
cc. Jack Lam
Linda Daniels
Notes - Program/Fundraising Committees - May 4, 1989
Members Present:
Sharon Baer - Chair (Fundraising)
Maxine Ziebarth
Bill Purkiss
Lori Kohut
Linda Parker
Jeanne Barton - Board Member
Susan Mickey - Staff
Staff presented a work program for the approval of the committee to recommend to
the Board of Directors. PARC's "Concerts in the Park" series was discussed and
it was suggested by Ms. Barton that the Foundation support the entire series for
$8,000. She asked staff to have a representative from PARC attend the next
Board meeting on May 16, 1989, to answer questions with regard to their program.
Staff spoke with Kathy Sorensen from the Community Services Dept. They are in
the process of developing a package to present to the Board of Directors for
help in sponsoring some of their projects.
Maxine Ziebarth is to find out from the High Schools what their level of
participation would be at the Grape Harvest Festival and whether or not the
schools would be interested in participating in an art exhibit or competition at
the Festival .
Linda Parker was to coordinate the presentation of "Babes in Toyland" with Alta
Loma High School and the dance company.
Maxine Ziebarth presented an application from Etiwanda High School for funding
in the amount of $2,000. $1 ,500 will be used to sponsor their successful
Cabaret production with the remaining $500 to be used for workshops at the Music
Center. The Committee is to review the application then refer it to the Board.
Ms. Barton felt it might be time to start organizing a committee for the 1990
RCCF Benefit Ball . She is hoping to increase the number of committee members
for next year.
The next meeting of the Program/Fundraising Committees is Wednesday, June 7,
1989 at noon at the Chamber of Commerce.
Notes - Community Relations - April 14, 1989
Members Present:
Maggie Stamm - Chair
Hal Overton
Lydia Kremer
Tiina Ross - Board Member
Susan Mickey - Staff
The majority of the meeting was devoted to a proposal presentation by Jeff
Schenckel of South Coast Media Services with regard to a public relations
campaign. The Community Relations committee has solicited proposals from PR
firms in the hope of contracting with one of the companies to do some work with
the Foundation. At present, the committee has received three proposals.
The committee also voted to recommend to the Foundation to allocate up to $500
to update the brochure. It was felt that many PR opportunities are being lost
by not having a brochure.
The next meeting of the Community Relations Committee is scheduled for Friday,
May 12, at noon at the Chamber of Commerce.
SEMINARS
5241 S. Ohio Street • Yorba Linda, CA 92686 • (714) 869-2965 • (714) 777-2035
Mrs . Jeanne Barton, Chairwoman April 20, 1989
Rancho Cucamonga Community Foundation
5552 Canistel
Rancho Cucamonga, CA 91701
Dear Jeanne:
As I mentioned during our recent phone discussions , I
believe I can be of greatest service to the Foundation at its
present stage of development by helping to manage the Deferred
Gift/Planned Gift program. I know that Guy and Betty and some
others are interested in this area, so we have a good opportunity
to build an effective group .
We know that deferred gifts , such as bequests , trusts ,
retained life estates, and pooled income funds offer the single
best opportunity for nonprofit groups to obtain large gifts--
gifts in five, six , and even seven figures. I have developed a
program especially for small groups which I feel provides the
maximum opportunity to generate large gifts with a minimum of
program management and financial outlay.
Under our program PR Seminars does the following:
1 . Helps the Foundation to identify prospects and compile
a comprehensive, selective mailing list .
2. Assists in selecting appropriate promotional material
for quarterly mailings.
3 . Composes cover letters and response materials .
4. Prepares replies and materials in response to prospect
inquiries .
5 . Continuously tracks prospects and maintains cultivation
contacts .
6 . Conducts prospect interviews and gift negotiations .
7. Drafts planned gift documents ( Unitrusts , Annuity
Trusts, Pooled Funds, Life Estates, Bequests, etc . )
8. Trains staff in procedures for servicing planned gift
contracts ( if desired) .
9 . If desired, trains volunteer boards and committees in
the basics of planned giving .
Mrs. Jeanne Barton, Chairman
Rancho Cucamonga Community Foundation
Page 2
April 20, 1989
10 . We will be available at all times for consultation and
response to prospect inquiries.
Our fee for all of the above is only $375 per month. The
cost of promotional leaflets, letterheads, envelopes , response
cards, postage and mail preparation charges are borne directly by
the Foundation . Some groups use volunteers for preparing
mailings (stuffing and sorting) . The total of these other costs
on an dual basis is about $2 . 30 - per prospect on the master
mailing list . Generally, just one bequest or trust will total
many times the cost of this program for many years.
One of our clients recently was the recipient of two
Unitrusts totaling over $2.5 million after only a few months in
our program. While this might be a little unusual in terms of
response time, it is possible in any program--the prospects are
out there !
While we ask that our clients plan to stick with the program
for at least two years, there is no obligation to do so and we
work on a month-to-month basis.
If you think the Foundation would like to proceed with this
arrangement, please let me know.
Thank you for your consideration and the privilege of
working with you .
Si ely yours,
J C . Rowett
J R:vr