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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