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HomeMy WebLinkAbout12/09/18 Special h � COMMUNITY Et ARTS FOUNDATION BOARD OF DIRECTORS t8ARTS RANCHO CUCAMONGA COMMUNITY FOUNDATION AGENDA CITY OF RANCHO CUCAMONGA SPECIAL MEETING September 18, 2012 t 5:00 p.m. Civic Center 10500 Civic Center Drive Rancho Cucamonga, CA 91730 Board Members Jim Harrington, Chair Linda Bryan, Vice Chair Bryan Snyder, Secretary/Treasurer Alfred Arguello, Member Taro Barag, Member Rosemarie Brown, Member Thomas Galindo, Chair Jeremy Kahn,.Member Richard Madsen, Member City Offices: (909) 477-2760 i i i / RA C O CI CPMpNGn �+ COMMUNITY ARTSFOUNDATION COMMUNITY a ARTS FOUNDATION BOARD OF DIRECTORS i September 18, 2012 2 _ A C1, to: .rder 1. Pledge of Allegiance 2. Roll Call: Alfred Arguello _ Jim Harrington Taro Barag _ Jeremy Kahn _ Rosemarie Brown _ Richard Madsen Linda Bryan _ Bryan Snyder Thomas Galindo Bti Annou,=.eme��s/Pr-esentations None C- Comm„x,catinns from theP4r This is the time and place for the general public to address the Community & 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. A Const Calen&r The following Consent Calendar items are expected to be routine and RECOMMENDATION: non-controversial. It will be acted upon by the Board at one time Approve Consent Calendar, without discussion. Any item may be removed by a Boardmember or as submitted member of the audience for discussion: 1. Approval of the Minutes of the Regular Community & Arts AGENDA PAGES Foundation Meeting held June 13, 2012. 1 -8 2. Approval of Financial Reports for the months of January 9 - 18 through March 2012. N C CCUGnLtpnGu COMMUNITY &.RTSFOUNDATION COMMUNITY ft ARTS FOUNDATION BOARD OF DIRECTORS September 18, 2012 3 This is the time for the Board members to present oral reports on the RECOMMENDATION: Board Committees. No action will be taken or discussion held. Receive Committee updates 1. Golf Committee (Chair- Madsen) 2. Spring Event/Party Train/Chocolate & Wine Festival Committee (Chair- Bryan) 3. Executive/Finance Committee (Chair—Harrington) 4. Board Development Committee (Committee Chair— TBD) 5. Arts Giving Committee (Committee Chair- Galindo) 6. Annual Campaign Committee (Committee Chair— Snyder) The following items are not public hearing items, although the Chair RECOMMENDATIONS: may open the meeting for public input: 1. Consideration of hosting a Chocolate & Wine Festival in Discuss and take action on 2013. feasibility of 2013 C& W event 2. Review and discussion of Donor Recognition Event held Discuss 2012 event and make September 15, 2012. recommendations for 2013 3. Update on Branding and Awareness Efforts. Oral report—update only 4. Discussion of Primary Fundraising Strategy for 2012/13. Discuss fundraising options for 2012/13 5. Discussion of Board Development Strategy and Board Review and discuss options for Capacity Building. Board development 6. Status report of Foundation Supported Programs and Oral report—update only Activities. 7. Review of Updated Foundation Meeting Schedule and Review schedule and approve Committee Assignments for Fiscal Year 2012-2013. Committee assignments for FY 2012113 O C11CI.MONGA COMMUNITY &RTSFOUNDATION - COMMUNITY Ft ARTS FOUNDATION BOARD OF DIRECTORS September 18, 2012 4 G, Irlenfifica-66nof-hems,for Yuturelleeftgs 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: „• Affil 0utinW1 01 s I, Melissa Morales, Community&Arts Foundation Secretary, hereby certify a true, accurate copy of the foregoing Community Foundation agenda was posted on September 13, 2012, seventy-two(72)hours prior to the meeting per A.B. 2674 at 10500 Civic Center Drive, j Rancho Cucamonga, California. i i i Unof lalal until app► d RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION MINUTES OF THE JUNE 13, 2012, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community&Arts Foundation was held on Wednesday, June 13, 2012, 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 5:09 p.m., by Chair Galindo followed by the Pledge of Allegiance. Present were: Board Members: Arguello, Barag, Bryan, Galindo, Harrington, Kahn and Snyder. Absent: Brown and Madsen Staff: John Gillison, City Manager; Nettie Nielsen, Community Services Director; Francie Palmer, Community Services Marketing Manager; Paula Pachon, Management Analyst III; Susan Sluka-Kelly, Community Services Supervisor; and Elisa Delgadillo, Office Specialist ll. B. ANNOUNCEMENTS/PRESENTATIONS 1. Assistant City Clerk Debra McNay administered the Oath of Office to Vice Chair Linda Bryan. C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the public. D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community & Arts Foundation Meeting held April 11, 2012. 2. To approve the Minutes of the Special Community & Arts Foundation Workshop Meeting held May 9, 2012. MOTION: Moved by Member Barag, seconded by Member Bryan, to approve the Consent Calendar, as submitted. Motion carried: 7-0-2(Absent: Brown and Madsen). E. BOARD REPORTS 1. Golf Committee — Consultant Stephen Wagner updated the Board concerning the Rancho Cucamonga $1,000,000 Community & Arts Foundation Tournament. He ' stated that Burrtec has recommitted as the presenting sponsor for the tournament. In addition, he explained that the tournament will be held on October 29, 2012,two weeks earlier than usual due to planned Veteran's Day activities as well as Election Day being near. After reviewing revenue totals from previous tournaments the subcommittee felt that a target goal of $50,000 can be achieved for 2012. Community &Arts Foundation 1 June 13, 2012 P1 i I Analyst Pachon distributed the prospect list which includes contact assignments for all members. A list of the top ten contributors at the Wine and Chocolate Festival was also requested. Manager Palmer added that a small number of brochures will be printed and asked if Members preferred a tri-fold brochure or a post card style. Members agreed to a tri-fold brochure. Consultant Wagner indicated that brochures would be sent out electronically the week of June 18th 2. Party Train Board/Chocolate & Wine Festival — Consultant Wagner distributed a Finance and Post Event Report for the Festival. He expressed his disappointment with the final outcome and added that he recognizes Members feel the same. He did note that the event received accolades from the participating restaurants and most expressed an interest in participating if held again. He said that if the Board decides to host the fundraiser next year there are items to address include proposed location and whether to consider holding it out of the City limits if a large attendance is projected. He supported that a thorough analysis be conducted of what worked and what didn't at this year's event. It was noted that the event sponsor Vavrinek, Trine, & Day Co. LLP was pleased with the event and Member Snyder mentioned that they would be willing to sponsor the event again. Lastly Consultant Wagner stated that the consensus of the Event Committee is to not enter into a contract again with The Gavel Group for auction j services should the fundraiser be held in 2013. He asked that the Foundation make a decision on whether they want to host an event next year within the next 30 days so a Committee can be formed and venues researched. Board discussion ensued. Members concurred that contracting with The Gavel Group was not cost effective and their services will not be needed if a future Festival is held. Concerns were expressed on finding a location to adequately host an increased number of attendees and comments were also made that if there are no changes to the event structure the outcome will remain the same. Analyst Pachon briefly mentioned that the Spring Party Train Events held this year consisted of two events: A Taste of Italy(hosted by Vice Chair Bryan) and A Night at the Quakes (hosted by Member Harrington). Between the two events approximately $2,600.00 was raised and because they were Board Member hosted there were no costs associated therefore all was profit. No further discussion was held. 3. Executive/Finance Committee — No update given. 4. Board Development Board — Vice Chair Bryan emphasized that recruiting additional Members to join the Board should be a priority. Chair Galindo asked the Board to reach out to their contacts and email at least three potential candidates to him and Director Nielsen within three weeks. 5. Performing Arts Giving Board— No update given. Community &Arts Foundation 2 June 13, 2012 P2 � l f F. FOUNDATION BUSINESS l 1. Selection of a Chair, Vice Chair and Secretary/Treasurer to serve a one year term was opened by Director Nielsen. The following motions were then presented: , I MOTION: Moved by Chair Galindo,,seconded by Member Bryan, to nominate Jim Harrington as Chair of the Community & Arts Foundation for a one year term. Motion I carried: 7-0-2 (Absent: Brown and Madsen). MOTION: Moved by Member Barag, seconded by Member Kahn, to nominate Linda Bryan as Vice Chair of the Community & Arts Foundation for a one year term. Motion 1 carried: 7-0-2 (Absent: Brown and Madsen). MOTION: Moved by Member Barag, seconded by Member Arguello, to nominate Bryan Snyder as Secretary/Treasurer of the Community & Arts Foundation for a one year term. Motion carried: 7-0-2 (Absent: Brown and Madsen). 2. Chair Galindo called upon Analyst Pachon for discussion on the approval of the Foundation's Fiscal Year 2012/2013 budget. Analyst Pachon explained the budget worksheets to the Board and indicated that the proposed budget did not include the Chocolate & Wine Festival as the decision to host an event in 2013 is pending. She also explained that the Golf Tournament budget was based on a sold out event and that revenues from the PAL Pledge payments have decreased due to that fact that many of the pledges have been paid off. It was suggested that the Foundation retain a balance of $200,000 in the Operating and Program Fund. Members began discussing the Board's support of school transportation funding to assist with transporting students to Lewis Family Playhouse performances. A suggested increase to the current funding was addressed and question raised regarding whether it is possible to request additional funding later if the budgeted amount is not increased now. Staff suggested referring any additional requests to the Giving Committee. The Committee can then bring their recommendation to the entire Board, and if approved, the funds would be made available immediately. No further discussion was held. Following brief comments, the following motion was made: MOTION: Moved by Member Barag, seconded by Member Snyder, to adopt the Community & Arts Foundation Fiscal Year 2012-2013 Operating and Endowment Budgets, as presented by staff. Motion carried: 7-0-2 (Absent: Brown and Madsen). Analyst Pachon recused herself from the meeting at this time. 3. Director Nielsen opened for discussion the contract for professional services for the time frame of July 2012 — January 2013 and recommended approval to direct staff to finalize and execute the agreement. She noted that discussions were held concerning the contracts timeframe and that negotiations resulted in a suggested six-month time period. During this time it is proposed that Analyst Pachon, who will retire at the end of Community&Arts Foundation 3 June 13, 2012 P3 I June, will work an average of ten hours per week. Duties will include training the Foundation's new Office Specialist I and working with Consultant Wagner on the Annual Golf Tournament. Director Nielsen also informed the Board of sensitivities when hiring retirees as contract employees. Members commenced discussing the proposed agreement. Concerns with contracting for only a six month period were expressed as some felt that the transition may not be complete after only six months. Director Nielsen reiterated that the Board can choose to extend the contract after the initial six months has concluded and that no scope of work had been developed past six months. A question was also raised if there are restrictions when there is an active recruitment for the vacant position. City Manager Gillison answered that the contract should only be temporary while trying to fill the position. He added that the City is scheduled to be audited by the IRS audit who have been looking closely at retirees who return on a contract basis. For this and other reason, he expressed support of the proposed shorter six-month timeframe with the option to extend the contract, if needed. Director Nielsen clarified that Analyst Pachon's separation from the City must occur first before signing a contract and at this time staff is asking only for the approval to finalize the contract to begin in July 2012. A motion was called for. MOTION: Moved by Member Barag, seconded by Chair Galindo, to authorize staff to finalize and execute the agreement with Paula Pachon for professional services for the timeframe of July 2012 — January 2013. Motion carried: 7-0-2 (Absent: Brown and Madsen). Analyst Pachon returned at this time. 4. Director Nielsen began discussion on consideration of hosting a Chocolate & Wine Festival in 2013. She stated that staff recommendation is if the Board decides not to host an event then no further action will be needed; however if the decision is made to host the event in 2013 then the Board should direct Consultant Wagner provide the Board with options, proposal and budget. She commented that Consultant Wagner already spoke about the main issues which are location, budget, and promises that were made and not kept under Item E.1. Members reiterated the concern with the budget not being maintained and questioned how the Foundation would be able to control expenditures at future events. Other comments were that capacity issues should have been foreseen, that too many complimentary tickets were issued, and that Consultant Wagner was not accessible during the event. Vice Chair Bryan, Event Chair, clarified that Consultant Wagner owns the Chocolate & Wine Festival and the event cannot be held without him as the organizer. She expressed disappointment that an email blast marketing the event was promised but never happened and the first form of marketing was distributed on April 12"' although the event was scheduled on April 28"'. Members spoke of concerns that the negative outcome of this event could have a bad reflection on the Annual Golf Tournament; if supporters see the Chocolate &Wine Festival as a failure they may also think that the Golf Tournament will be unsuccessful as well. Analyst Pachon clarified Community &Arts Foundation 4 June 13, 2012 P4 that Consultant Wagner was allowed to work within the budget but not an itemized budget. In addition, when extra funds were spent ticket sales were expected to make up the difference. She added that additional challenges on the day of event were confusion on check-in procedures and attendees who were upset that tables were not provided to all who purchased tickets. The following motion was then made: MOTION: Moved by Member Barag, seconded by Member Kahn,to request a proposal from Consultant Steven Wagner to host a 2013 Chocolate & Wine Festival. Motion carried: 7-0-2 (Absent: Brown and Madsen). 5. Consideration of a funding request for the Freedom Courtyard project was opened by Director Nielsen. She stated that the Freedom Courtyard Fundraising Committee, an affiliate of the Foundation, recommends that the Board consider a contribution at the Silver Donor Level of $2,500.00 to help acquire five stainless steel plaques with an emblem of each branch of the military. These plaques would be placed on the granite slabs of the center monument in Freedom Courtyard. She explained that although $150,000 successfully raised, recent bids for construction exceeded estimates. The Foundation's support will bring the project one step closer to a ground breaking, which is anticipated to be late June or early July, with completion of the project in the Fall. Member comments included that, although this is not a donation to help fund the cultural or performing arts, Freedom Courtyard is still of great importance to the City and to those residents who have served in the military. Following comments in support the Board took the following action: MOTION: Moved by Vice Chair Bryan, seconded by Member Kahn, to approve the funding request for the Freedom Courtyard project in the amount of$2,500.00. Motion carried: 7-0-2 (Absent: Brown and Madsen). 6. Analyst Pachon opened discussion on consideration of modifying the Foundation's Mission Statement. She reminded that Members had addressed this item at their May workshop and suggested various ideas, and although a mission statement was not chosen, most Board Members supported the following: The mission of the Rancho Cucamonga Community & Arts Foundation is to support, encourage and promote the arts, education and Community services thereby enhancing the economics, health and quality of life of Rancho Cucamonga and surrounding communities. After a brief discussion, a consensus was reached that Members Arguello and Barag will coordinate with Manager Palmer on finalizing a mission statement to bring back to the Board. Supervisor Sluka-Kelly mentioned that the original mission statement included that the Foundation support the arts at the Victoria Gardens Cultural Center. She added that without placing an emphasis on the Cultural Center it changes the perspective and many outside organizations will submit grant requests to the Foundation. Members responded that they are not opposed to receiving requests from other organizations. Staff offered that a policy can be written that states that the Foundation will not accept unsolicited proposals, and possibly a time of year when the Foundation will accept solicited proposals. Additionally, broadening the Foundation's mission will allow Community &Arts Foundation 5 June 13, 2012 P5 i i , I opportunities to award grants to other organizations, and a mission statement that does not place an emphasis on an organization will be helpful when writing a grant proposal to receive funding fordifferent programming such as Senior Transportation and Healthy RC. No further discussion was held. Member Barag left the meeting at 7:05p.m. and did not return. 7. Director Nielsen opened discussion on the review, discussion and approval of the Vision Alignment Workshop Report by thanking the Board for their attendance and participation at the workshop held May 9t'. She also commended the motivational guest speakers and noted there were great discussions on the different topics but no action taken on most items due to some members being absent. She addressed one of the topics discussed which was to identify priorities for the Board to focus on. At the workshop four priorities were identified but not ranked in order of importance. These priorities are: pursuing grant funding; increasing awareness and branding of the Board; increasing Playhouse support/giving and board development. Director Nielsen asked what the Board felt the most successful avenues are going to be for fundraising this year - the Annual Golf Tournament, large individual donor asks or grants. Members agreed that these would be grants and the Golf Tournament. Staff also clarified that grants are submitted through the Foundation for program pass- throughs for the affiliates on a regular basis, and that the grants the Board would seek would aid in i operational support and building the endowment fund. Members commented that big asks are sometimes hard to conduct and staff encouraged that even small contributions add up. Analyst Pachon added that through the PAL campaign, 90% of big asks were from individuals and reminded the Board of the Planned Giving to the Foundation from the Gibson and Buquet Families. She noted that each fundraising campaign seeks funding through different spectrums of the community, for example, the Golf Tournament targets corporate donors, the Spring Event targets community leaders and the Annual Campaign targets individuals. Discussion ensued on whether the Foundation is able to receive a percentage of the grant monies awarded when written on behalf of the affiliate organizations. Staff responded that since City/Foundation staff have administrative responsibilities such as paying the affiliates' bills, depositing their funds and providing monthly reports for them that it may be possible for the Foundation to receive a percentage of the awarded 1 grant; however, in most cases the percentage that the Foundation would receive might be minimal and may not be worth writing including in the grant proposal. Discussion returned to the priorities identified by the Board which were listed as follows in order of importance: Board Development, Awareness and Branding, Seeking Grant i Money, and Increasing Playhouse support/giving. Director Nielsen closed discussion by stating that staff will come back to the Board with action items for a mission statement and strategic plan. She asked if there were any other matters the Board wished to discuss from the Vision Alignment Workshop. No further discussion held. Community &Arts Foundation 6 June 13, 2012 P6 ri � i i It i r 8. Selection of award recipients to be recognized at the Foundation's Donor Recognition Event was presented by Analyst Pachon. She explained that the purpose of these awards is to recognize a business and individual for their support to the Foundation. She reminded the Board that in 2011 the recipients of this award were Burrtec and Pete Pitassi. Staff recommendations for business of the year for 2012 include Bank of America, Target and Vavrinek, Trine, & Day Co. LLP. Individual of the year I recommendations for 2012 include Harvey Cohen for his service as a former board member, Tony Mize for his service as a former/founding board member and Doug Morris for supporting the Theatre for Young Audience program Honus & Me. Various members expressed their support of the suggested recipients and the following action i was taken: � I MOTION: Moved by Vice Chair Bryan, seconded by Member Kahn,to select Tony Mize for the Individual of the Year Award. Motion carried: 7-0-2 (Absent: Brown and ; Madsen. MOTION: Moved by Member Kahn, seconded by Member Harrington,to select Bank of America for the Business of the Year Award. Motion carried: 7-0-2(Absent: Brown and Madsen). 9. Analyst Pachon distributed a chart of the current Foundation Committees and member assignments. Changes to committees were made as follows: Spring Party Train — Brown - removed; Executive & Finance - Snyder added as Giving/Annual Campaign; Board Development—Bryan and Kahn added; Arts Giving—Bryan and Kahn removed, Galindo Chair; Donor Recognition — Bryan and Kahn added; Donor Prospect Identification —Kahn added and Grants— Kahn removed. 10.The status report on Foundation supported programs was presented by Supervisor Sluka-Kelly who informed the Board that the Summer sponsored programs include The Wizard of Oz, Rabbit Hole and the World Music Series. In addition the following programs for the new season are supported by the Foundation—Pinkalicious, To Kill a Mockingbird, Big Bad Voodoo Daddy's,Aladdin's Luck, The Fantasticks, The Phantom Tollbooth and Claddagh. Supervisor Sluka-Kelly closed by saying the 2012-2013 season video is now available on the Victoria Gardens Cultural Center website. 11.The Meeting Schedule for 2012-2013 was distributed. Analyst Pachon said that all committee meetings have been scheduled except for the Annual Campaign meeting dates due to Committee Members availability. Members requested that the meetings be scheduled through Outlook. Analyst Pachon responded that she would update the calendar with the new Committee Members and send out meeting requests through Outlook, as requested. No further discussion was held G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None Community&Arts Foundation 7 June 13, 2012 P7 ' I i H. ADJOURNMENT The Community & Arts Foundation Meeting adjourned at 7:55 p.m. with all Members present except Barag, Brown, and Madsen. i Respectfully submitted, i Elisa Delgadillo Office Specialist II i I I I Community &Arts Foundation 8 June 13, 2012 PS Rancho Cucamonga Community Foundation CASH REPORT- Through January 31, 2012 Beginning MTD Revenue Ending Cash Balance (Expenses) Cash Balance 100 Operating/Program Fund $209,906.22 ($45,520.48) $164,385.74 200 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 $225,731.78 ($6,621.70) $219,110.08 402 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 $34,573.88 $0.00 $34,573.88 405 Affiliate Freedom Courtyard $72,402.23 $9,275.00 $81,677.23 406 RCHS Tennis $2.097.00 ($2,097.00) $0.00 $3,255,365.09 ($44,964.18) $3,210,400.91 Reconciliation Summary PAL Checking-Statement Balance $303,691.36 Deposits in Transit $ (39,039.81) Less: Outstanding Checks $ (10,245.63) PAL Register Balance $ 254,405.92 LAIF Account-Statement Balance $2,953,161.16 Deposits in Transit $ 2,833.83 LAIF Account- Register Balance $2,955,994.99 BALANCE $ 3,210,400.91 P9 Rancho Cucamonga Community&Arts Foundation Income & Expense Detail j December 31,2011 through January 31,2012 I � INCOME 100 Operating/Program Fund ? 3010.11 Books Donation Martinez Trunking•Inc. Cultural Center Brick 150.00 j 3010.15 Spotlight Donors Donation City of Rancho Cucamonga PAL Spotlight Donor Pledge Payment-Daniels 10.00 3010.15 Spotlight Donors Donation City of Rancho Cucamonga PAL Spotlight Donor Pledge Payment-Daniels 10.00 3010.15-Spotlight Donors Donation City of Rancho Cucamonga PAL Spotlight Donor Pledge Payment-Palmer 40.00 3010.15 Spotlight Donors Donation City of Rancho Cucamonga PAL Spotlight Donor Pledge Payment-Palmer 40.00 Donation of unused funds from Jack Lam's 3010.30 Misc.Donation City of Rancho Cucamonga retirement parry 527.95 3150.2-Interest Income Interest 2.833.83 3860.10 Kohl's Cares Kohl's Donation 500.00 $4,111.78 i 100 Operating/Program Fund:Fundmising Activities:2011 Golf Tournament 3020.11-Event Sponsorship State Farm 2011 Golf Sponsorship 2.000.00 j 3020.13 Event Donation Wu,Lisa P.and Chanes 2011 Golf Donation 250.00 82,250.00 j 100 Operating/Program Fund:Fundrelsing Activities:2012 Chocolate 8 Wine Festival 3020.12 Event Ticket Sale Chanes Joseph Associates 2012 Chocolate and Wine Festival Tickets $150.00 I f f i 407 AHIIIata RC Animal Shelter f 3015.14 Animal Center Donation Animal Center Donor Melkcn*n,Mary 10.00 1 3015.14-Animal Center Donation Animal Center Donor Donation-Kathleen L.and William A.Vandiver 10.00 i -AhimefCenter Donor Reed,Daboreh B. 20.00 3015.14 Animal Center Donation Animal Center Donor Donation-B.G.and Camle M.Ou selamu sh 20.00 i 3015.14 Animal Center Donatlon Animal Center Donor Broom,SA. 25.00 3015.14 Animal Center Donation Animal Cerner Donor Breumvalder.Bonnie M. 25.00 3015.14-Animal Center Donation Animal Center Donor Elias,Loretta M, 25.00 3015.14 Animal Center Donation Animal Center Donor Ginther,Joseph Edviaid and Rosemary 25.00 3015.14 Animal Center Donation Animal Center Donor Contempo Design Concept,Inc. 25.00 3015.14 Animal Center Donation Animal Center Donor Krebs.Lana J.and Lavvrence D. 25.00 3015.14-Animal Center Donation Animal Center Donor Cook,Joe R.and Joanna R. 25.00 3015.14 Animal Center Donation Animal Center Donor Buffo,John and Hemandez-Buffa,Judith E. 25.00 3015.14 Animal Center Donation Animal Center Donor Ford.April K. 25.00 3015.14 Animal Center Donation Animal Center Donor Cardiff,Amy 25.00 , 3015.14 Animal Center Donation Animal Center Donor Guhrnrez,Kristine 25.00 3015.14 Memel Center Donation Animal Center Donor Donatlon-Christopher A.and Melany J.Arrays 25.00 3015.14 Animal Center Donation Animal Center Donor Knepper,Daniel L.and Merrill,Denise M. 30.00 j 3015.14 Animal Center Donation Animal Center Donor Dur igen,Jackie R.and Theodore R. 30.00 3015.14 Animal Center Donation Animal Center Donor Seaver,Vicki L. 30.OD 3015.14 Animal Center Donation Animal Center Donor De Land,Marble A. 40.00 3015.14 Animal Center Donatlon Animal Center Donor Rodriguez,Soleded 40.00 3015.14 Animal Center Donation Animal Center Donor Bnndell,Kathleen and Decker.William 4D.W 3015.14 Animal Center Donation Animal Center Donor Donation-William and Sherry A.Rennie 40.OD Donation-Sanford S.and Cassandra C.Weeks 3015.14 Animal Center Donation Animal Center Donor 40.00 3015.14 Animal Center Donation Animal Center Donor Stimpson,Lisa and Michael G. 50.00 3015.14 Animal Center Donation Animal Center Donor Antill.Glenne A.and Mawhoner.Melissa D. 50.00 3015.14 Animal Center Donation Animal Center Donor Greenv ell.Loren F.and Diane D. 50.0 3015.14 Animal Center Donation Animal Center Donor Ouellette,Russell M.and Tracy J. 50.00 3015.14 Animal Center Donation Animal Center Donor Buus,Jacqueline F. 50.00 3015.14-Animal Center Donatlon Animal Center Donor Medina.Madlou P. 50.00 3015.14-Animal Center Donation Animal Center Donor Donation-Randy L.and Angola Ricnardson 50.00 Donation-William 0.and Wendy K.Rodgers.Jr. 3015.14 Animal Center Donation Animal Center Donor 50.00 Donation-Richard Rodriguez and Joanne IsoldF 3015.14 Animal Center Donatlon Animal Center Donor Rodriguez 50.00 3015.14 Animal Center Donation Animal Center Donor Donation-William and Anne Therese Millheem 111 50.00 3015.14 Animal Cerner Donation Animal Center Donor Donation-Wayne A.and Nancy C.Morrison 50.00 3015.14-Animal Center Donation Animal Center Donor Donation-James A.Williams 50.00 3015.14 Animal Center Donation Animal Center Donor Donation-Linda Kleinecke Real Estate Service 50.00 Page 1 of 3 P10 Rancho Cucamonga Community&Arts Foundation Income & Expense Detail December 31,2011 through January 31,2012 i i I 3015.14 Animal Center Donation Animal Center Donor Donation-Peter A.and Loma E.Slau 50.00 3015.14-Animal Center Donation Animal Center Donor Bob's Grinding Service,Inc. 75,00 3015.14-Animal Center Donation Animal Center Donor Rapiserdi,Eugene J.and Nedra A. 100.00 3015.14-Animal Center Donation Animal Center Donor Glickman,Stuart and Riviany 100.00 3015.14 Animal Center Donation Animal Center Donor Gagnel.Shelley and Patton Gagnet,Joseph 100.00 3015.14 Animal Center Donation Animal Center Donor Donation-John D.and Jo Ann Cuntn 100.00 3015.14 Animal Center Donation Animal Center Donor Cash Donation 129,00 t 3015.14 Animal Center Donation Animal Center Donor Cash Donation 131.00 3015.14 Animal Center Donation Animal Center Donor Hoff,Steven W.and Clark Haff,Karnel 150.00 3015.14 Animal Center Donation Animal Center Donor James,Allen 200.00 3015.14 Animal Center Donation Animal Center Donor Mendoza,Mark and Nancy-Living Trust 200.00 3015.14 Animal Center Donation Animal Center Donor Wood,Desiree antl Jeffrey 200.00 3015.14 Animal Center Donation Animal Center Donor Donation-Colleen B.Athens Trust 200.00 3015.14-Animal Center Donation Animal Center Donor - Kroger 263.40 3015.14 Animal Center Donation Animal Center Donor Track,,Joseph III 750.00 $4,048.40 401 Affiliate RC Animal Shelter:4017 Medical Journal Entry-Direction Animal Center Staff ; 3015.14 Animal Center Donation 1/25/12 $10,000.00 405 Affiliate Freedom Courtyard 3010.11 Bricks Donation Smith,Michael E.and Joyce A. Freedom Courtyard Donation-4x8 Brick 150.00 3010.11 Bricks Donation Guerra,Fred Freedom Courtyard-One 4x8 Brick&Replica 200.00 3010.11 Bricks Donation McKendrick,Thomas D.and Leslie A. Freedom Courtyard Donation-8x8 Brick 275.00 I 3010.11 Bricks Donation Grace,Rose Marie Freedom Courtyard Donation-2 4xB Bricks 300.00 j 3010.11 Bricks Donation Bryan,Linda&Peter Freedom Courtyard Bricks-Four 4xB bricks 600.00 Freedom Courtyard Donaton-Pledge Payment#6 3015.76�Freedom Courtyard!Donation Lee,Dianna 50.00 3015.16 Freedom Courtyard Donation Saucer,Paul and Maureen(O'Nelli) Donation- Freedom Courtyard 200.00 Bronze Level Donor(Donor previously donated $500.00 to Freedom Courtyard to achieve this 3015.16 Freedom Courtyard Donation Michael,Lloyd&Marian donor... 500.00 Freedom Courtyard-Bronze Level Donor-Day 3015.16 Freedom Courti Donation Lycn,Alicia Creek Intermediate School 1,000.00 3015.16 Freedom Courtyartl Donation Cucamonga Valley Water District Bronze Level Donor-Freedom Courtyard 1,000.00 3015.16 Freedom Courtyard Donation Eurasia Waste Industries,Inc. Gold Level Donation-Freedom Courtyard 5.000.00 $9,275.00 i 406 RCHS Tennis - 3010.30 Misc.Donation Brown,Rosemarie&Howard RCHS Tennis Donation 100.00 3010.30 Misc.Donation McClure,Robert F.and Sheila Kelly RCHS Tennis-Donation 100.00 3010.30 Misc.Donation Galindo,Thomas and Mary RCHS Tennis Donation 303.00 $503.00 3150.1 Merchant Service Fee Credit 3150.1,Merchant Service Fee Credit Urian Bank MSF Credit-Jan.2012 997,71 4 TOTAL INCOME $30,435.89 EXPENSE 100 Operating/Program Fund j Sponsorship:Choral Music Dept.Transportation& 5018,11 Performing Arts Rancho Cucamonga High School Festival 500.00 Sponsorship Award:Student Produced One Acts 5016.11 Performing Arts Egwanda High School 500.00 Sponsorship Award:Dance Dept.Costumes& 5018.11 Performing Arts Los Opus High School Bond Unkomns 500.00 Sponsorship Award:Choir Dept,Wireless PA 5018.11 Performing Arts Also Loma High School System 500.00 5070 Office Supplies First Bankcarl Office Supplies-Bubble Wrap 8.69 5070 Office Supplies First Sankcand Office Supplies-Jumbo Postcards 60.72 Page 2 of 3 P11 Rancho Cucamonga Community&Arts Foundation Income & Expense Detail December 31,2011 through January 31,2012 i i Office Supplies-Jumbo Postcards,Envelopes, 5070 Office Supplies First Bankcard Template 181.85 5801 Grant/Sponsorship Disbursement-Other City of Rancho Cucamonga 20112012 Season Support 45,000.00 5850.10 US,Bank City of Rancho Cucamonga Disbursement-Top Kids' 1,734.00 5850.10 US Bank City of Rancho Cucamonga Disbursement-Christmas Carol 2,046.00 i $51,012.26 100 Opeating/Prognim Fund:Fundaising Aclivl0es:2011 Golf Tournament 5020.30-Miac Event Expenses Wagner,Stephen&Renee Return overpayment -$1.500.00 100 Operating/Program Fund:Fundaismg Activllies:2012 Chocolate&Wine Festival Partial Pyml-Consultant Fee-Choc&Wine 5020.19 Consultant Fee Wagner,Stephen Festival $2,500.00 s 1 401 Affiliate RC Animal Shelter Journal Entry-Direction Animal Center Stall 5015.14 Animal Center Disbursements 1/25/12 10,000.00 NSF Check-B.G.or Carole M.Quackenbush(401 5999-Misc Expense Bad Debt Expense Animal Shelter) 20.00 NSF Check-Peter A.&Lome E.Star(401 Animal 5999 Misc Expense Bad Debt Expense Shelter) 50.00 $10,070.00 401 Affiliate RC Animal Shelter:4012 RC Animal Pit Bull Gant Special Spay&Neuter Program for Pit Bulls I 5015.14 Animal Cemer Disbursements Upland Animal Hospital (Invoices 42108,42781,43360,43959) $3,145.00 401 Affiliate RC Animal 5helter:4014 DonomNoluntoom Catering Sms.Volunteer Recognition Event 5015.14 Animal Center Disbursements Pleavngly Tasteful (121112) $1,023.63 401 Affiliate RC Animal Shelter.4017 Medical Animal Chu-Medical Expenses Reimb.Reissued- 5015.14-Animal Center Disbursements Muraria,Sarah check 910294 not recd 807.18 Temporary Staling-Medical®Animal Center 5015.14-Animal Center Disbursements Agape Employment (Invoice#1751) 1.033.20 Animal Center-Medical(Invoices:1742,1744, 1 5015.14 Animal Center Disburaemenls .Agape Employment 1747&1749) 4.591.09 $6,431.47 i 406 RCHS Tennis 5015.17 RCHS Tennis Hao,Kimbedie RCHS Tennis Affiliate Disbursement 1,000.00 5015.17 RCHS Tennis Galindo,Rebecca Mane RCHS Tennis Affiliate Disbursement 1,600.00 $2,600.00 5150.1-Merchant Service Fee 5150.1 Merchant Service Fee Union Bank MSF-Jan.2012 $97.71 f TOTAL EXPENSE $75,400.07 TOTAL INCOME(EXPENSE) -$44,964.18 Page S of P12 Rancho Cucamonga Community Foundation CASH REPORT- Through February 29, 2012 Beginning MTD Revenue Ending Cash Balance (Expenses) Cash Balance 100 Operating/Program Fund $164,385.74 ($22,229.83) $142,155.91 200 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 $219,110.08 ($1,856.60) $217,253.48 402 Affiliate ArmedForcesBanner $190.00 $0.00 $190.00 403 Affiliate Pae Elec Trail $35,035.00 $0.00 $35,035.00 404 Affiliate Senior Center $34,573.88 $100.00 $34,673.88 405 Affiliate Freedom Courtyard $81,677.23 $7,685.00 $89,362.23 406 RCHS Tennis $0.00 $100.00 $100.00 $3,210,400.91 ($16,201.43) $3,194,199.48 Reconciliation Summary PAL Checking-Statement Balance $264,651.55 Deposits in Transit $ 1,619.27 Less: Outstanding Checks $ (28,066.33) PAL Register Balance $ 238,204.49 LAIF Account- Statement Balance $2,955,994:99 Deposits in Transit $ _ LAIF Account- Register Balance $2,955,994.99 BALANCE $ 3,194,199.48 I P13 Rancho Cucamonga Community&Arts Foundation Income & Expense Detail February 2012 i � INCOME !f t • 100 Operating/Program Fund I j 3010.15 SpoOighl Downs Donation City of Rancho Cucamonga PAL Spotlight Donor Pledge Payment-Linda Daniels 10.00 1 3010.15 Spotlight Donors Donation City of Rancho Cucamonga PAL Spotlight Donor Pledge Payment-L.Daniels 1e00 i 3010.15 Spotlight Donor,Donation City of Rancho Cucamonga PAL Spotlight Donor Pledge Payment-L.Daniels 10A0 3010.15 SpoWght Donors Donation City of Rancho Cucamonga PAL Spotlight Donor Pledge Payment-Marie Palmer 40.00 3010.15 Spotlight Donors Donation City of Rancho Cucamonga PAL Spotlight Donor Pledge Payment-M.Palmer 40.00 j 3010.15 Spotlight Donors Donation City of Rancho Cucamonga PAL Spotlight Donor Pledge Payment-M.Palmer 40.00 3860.10 Kohrs Cares Kohl's Kohrs Cares Sponsorship 500.00 $650.00 100 Operating/Program Fund:Fundmaing Activlties:2011 Golf Tournament 3020.11 Event Sponsorship Rancho Baseball LLC(Quakes) 2011 Goff Toumamenl Sponsorship $2,500.00 401 Affiliate RC Animal Shelter 3015.14 Animal Center Donation Animal Center Donor Demyter.Donna L. 10.00 3015.14 Animal Center Donation Animal Center Donor Den Marsh Insurance 10.00 3015.14 Animal Center Donation Animal Center Donor Eiseman,Matter K. 15.00 3015.14 Animal Center Donation Animal Center Donor DeMegen,Mirella 20.00 Joan Hoffman Custodial,Kathy K.Bankston,Joan 3015.14 Animal Center Donation Animal Center Donor Hoffman 20.00 1 j 3015.14 Animal Center Donation Animal Center Donor Team Lighting Inc. 20.00 3015.14 Animal Center Donation Animal Center Donor Kabege,H.J. 25.00 3015.14 Animal Center Donation Animal Center Donor R.A.Johnson Co.,Inc. 25.00 j 3015.14 Animal Center Donation Animal Center Donor Deldegan,Wells 50.00 3015.14-Animal Center Donation Animal Center Donor McCaffery Reserve Consulting LLC 50.00 3015.14 Animal Center Donation Animal Center Donor Artistic Maintenance.Inc. 50.00 E-N-E Construction and Fabrication-Enrique Contreras 3015.14 Animal Center Donation Animal Center Donor 70.00 3015.14 Animal Canter Donation Animal Center Donor John R.Sinner Ins.Agency,Inc. 75.00 3015.14 Animal Center Donation Animal Center Donor General Donation-Cash 81.50 3015.14-Animal Center Donation Animal Center Donor Timpedo,Ronald J. 100.00 3015.14 Animal Center Donation Animal Center Donor Bums,Michael&Dianne 100.00 3015.14 Animal Center Donation Animal Center Donor Haven Management LLC 120.00 3015.14 Animal Center Donation Animal Center Donor Bay Hann 150.00 3015.14 Animat Center Donation Animal Center Donor AMS Paving 200.00 3015.14 Animal Center Donation Animal Center Donor Pacific Landscaping Group Inc. 250.00 3015.14 Animal Center Donation Animal Center Donor Petsmart 450.00 ' $1,891.50 404 Affiliate Senior Center 3010.14 Legacy Tree Donation Legacy Tree Donor Legacy Tree Donation-Malang Club-Small Leal $100.00 j l i, 406 Affiliate Freedom Courtyard Bx8 Brick+Replica-Partial Payment,remainder paid 3010.11 Bricks Donation Pellares,Brenda with check#3031 Richard&Lucy Pellares 175.00 Bx8 Brick+Replica-Partial Payment,remainder paid 3010.11 Bricks Donation Pellares,Richard&Lucy with Visa by Brenda Pellares 175.00 3010.11 -Bricks Donation Clark,Steven Freedom Courtyard 4x8 Brickwlth Replica 200.00 3010.11-Stake Donation Schobel.Gary&Lynne M. Bx8 Brick-Freedom Courtyard 275.00 3010.11 Bricks Donation Creed,Rick and Kim 8x8 Brick plus replica-flick and Kim Creed 350.00 3015.16 Freedom Courtyard Donation Schobel.Gary&Lynne M. 4th of July Military Tribute Slldeshow,DVD 10.00 3015.16+Freetlom Courtyard Donation Lee,Dianna Freedom Courtyard!Pledge Payment-Lee 50.01 + 3015.16 Freedom Courtyard Donation Freedom Courtyard Donor Robertson,Robert&Gloria-4x0 Back&replica 200.00 Freedom Courtyard Donation in honor of Rancho 3015.16 Freedom Courtyard Donation Manufactured Housing Educational Trust Cucamonga Mayor Pro Tem Sam Stainable 250.00 3015.16 Freedom Courtyard Donation Rancho Baseball LLC(Quakes) Freedom Courtyard Donation-Bronze Level Donor 1.000.00 3015.16 Freetlom Courtyartl Donation Wells Fargo Bank Freedom Courtyard Donation-Gold Level Donor 5.000.00 $7,685.00 ' Page 1 of 2 P14 Rancho Cucamonga Community&Arts Foundation ` Income & Expense Detail February 2012 I i ! 406 RCHS Tennis I , 3010.30•Misc.Donation Samples,Jamas RCHS Tennis Donation $100.00 ii i ' 3150.1-Merchant Service Fee Cratlll j 3150.1 Merchant Service Fee Credit Union Bank MSF Credit-February 2012 $113.67 I t TOTAL INCOME $13,040.07 EXPENSE t 100 Operating/Program Fund 5010.15 Donor Well MD Designs Donor Plaques 346.37 1 5040 Board Hospitality First Bankcard January Board Meeting 177.54 1 5070 Office Supplies Independent Stationers Office Supplies 23.54 5810.10 Target-Playhouse Season Atlelento School District Transportation-Honus&Me(Target Sponsorship) 288.00 5810.10 Target-Playhouse Season Fontana Unified School District Transportation-Honus&Me(Target Sponsorship) 1.895.00 f j Play Partner Tickets-Sleeping Beauty(Target Grant) 5810.10 Target-Playhouse Season City of Rancho Cucamonga 7,523.50 Play Partner Tickets-Sleeping Beauty(Bank of 5830.10-Bank of Amence-Cultural Cntr City of Rancho Cucamonga America Grant) 4,455.50 5850.10-US Bank City of Rancho Cucamonga Dionne Wervil-US Bank 1,070.00 i 5880.10 RCCAF Sponsorship Disbursem RCHS Chamber Singers Holiday Concert 200.00 5880.10 RCCAF Sponsorship Disbursem Las Osos High School Band Holiday Concert 200.00 5880.10 RCCAF Sponsorship Disbursem City of Rancho Cucamonga RCCF Sponsorship-Poundabon Family Saturdays 6,215.50 5900-Misc Sponortimp Disbursements City of Rancho Cucamonga Claremont Manor Playbill Ad 1,000.00 it $23,394.95 i j'. 1000para8ng/Propram Funtl:10.11 Administration I 5140.2-Federal and State Filing Franchise Tax Board Filing-2010 CA Exempt Ong Annual Into Return 10.00 5140.2 Federal and State Filing Attn General Registry Chantable Trusts CA RegisuationfRenewal Fee Report 75.00 $85.00 100 Operating/Program Fund:Fundmising Activl0es:2012 Chocolate&Wine Festtvel i 5020.12 Event Food/Beverage Impressions Gourmet Catering Chocolate&Wine Media Luncheon 1,499.BB t 5020.17 Marketing Mike Moss Chocolate&Wine Festival Logo 400.00 $1,899.88 V 401 Affiliate RC Animal Shelter:4014 Donors/Voluntsers t 5015.14 Animal Canter Disbursements Bolton,Heather Reimbursement-DonorsiVolunteers 70.46 Travel Mug for Volunteer Appreciation Event-Invoice i 5015.14 Animal Center Disbursements Engrave'N Embroider . #14098 527.98 $598.44 1 401 Affiliate RC Animal Shelter.4017 Medical 5015.14 Animal Center Disbursements Agape Employment Temporary Staffing: Invoices#1755,1756&1752 $3,149.66 1 5150.1•Marchant Service Fee i 5150.1-Merchant Service Fee Union Bank MSF-February 2012 $113.57 I 1 5999-Misc Expanse 5999-Misc Expense VOID VOIDED CHECK $0.00 1, TOTAL EXPENSE $29,241.50 TOTAL INCOME(EXPENSE) -$16,201.43 Page 2 of 2 P15 Rancho Cucamonga Community Foundation CASH REPORT- Through March 30, 2012 I Beginning MTD Revenue Ending Cash Balance (Expenses) Cash Balance 100 Operating/Program Fund $142,155.91 ($6,640.02) $135,515.89 200 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 Ti 305 Restrctd R. Lewis Memorial $660.51 $0.00 $660.51 401 Affiliate RC Animal Shelter $217,253.48 ($512.40) $216,741.08 402 Affiliate Armed ForcesBanner $190.00 $0.00 $190.00 - 403 Affiliate Pac Elec Trail $35,035.00 $0.00 $35,035.00 404 Affiliate Senior Center $34,673.88 $5,350.00 $40,023.88 405 Affiliate Freedom Courtyard $89,362.23 $7,500.00 $96,862.23 406 RCHS Tennis $100.00 $0.00 $100.00 $3,194,199.48 $5,697.58 $3,199,897.06 j i Reconciliation Summary t PAL Checking -Statement Balance $266,270.82 Deposits in Transit $ (13,271.34) Less: Outstanding Checks $ (9,097.41) PAL Register Balance $ 243,902.07 LAIF Account- Statement Balance $2,955,994.99 Deposits in Transit $ - LAIF Account- Register Balance $2,955,994.99 BALANCE $ 3,199,897.06 I i i i i i P16 Rancho Cucamonga Community&'Arts Foundation Income & Expense Detail March 1 -30,2012 1 I INCOME 100 OpemlinglPmgmm Fund Credit Card Machine Test-from 2012 Bridal Expo 3999 Mac Income Euper,Sam on 226/12(HJ VGCC 1.00 Concessions Sales From Cultural Center 2012 Bridal 3999•Misc Income 2012 Bridal Shaw Customers Expo on 2/26112 (reimbursable io City) 286.00 I $287.00 100 OpemtinglProgmm Fund:Fundmising AcUvlUBs:2Bll Golf Tournament 3020.11-Event Sponsorship Mountain View Emergency Physicians Sponsorship 2500.00 3020.13-Event Donation RC Chamber of Commerce 2011 Golf Tournament Donation 625.00 $3,125.00 100 OpomtingfPmgmm Fund:Fundralsing ActivlUe5:2012 Chocolate&Wine Festival 3020.13-Event Donation Mohr,Steven ','Laker Tickets $1,500.00 , t ' 404 Affiliate Senior Cental 3010.14 Legacy Tree Donation Legacy Tree Donor Lim,Catalina-Small Leaf $100.00 404 Affiliate Senior Conter.2012 B&W Gala 3020.11•Event Sponsorship Senior Dinner/Auction Hardy,Ladd&Deanna 250.00 3020.11 Event Sponsorship Senior Dinner/Auction Rancho Mesa Care Center Sponsorship 5,000.00 $5,250.00 405 Affiliate Freedom Courtyard 3010.11-.Bncks Donation Freedom Courtyard Donor Pearson,Joe&Dana 4x8 Brick 150.00 3010.11-Bricks Donation Freedom Courtyard Donor Steeve,Elmer&Wilma-4xB Brick 150.00 3010.11-Bricks Donation Freedom Courtyard Donor Pella-Hartley,Linda-4x8 Brick 150.00 3010.11-Bricks Donation Freedom Courtyard Donor Onopa,John&Laurs-4x8 Brick 150,00 3010.11-Bricks Donation Freedom Courtyard Donor Peradec,Alfred-4x8 Brick 150.00 Braunwalder,Emie&Juanita(Emest Brauavalder 3010.11-Bricks Donation Freedom.Courtyard Donor - Insurance Agency)-4xB Brick 150.00 3010,11-Bricks Donation Freedom Courtyard Donor ';Hawker,Robert&Hong Rose-4x8 Brick 150.00 3010.11-Bricks Donation Freedom Courtyard Donor (Lance,Brett-4x8 Brick 150.00 3010.11-Bricks Donation Freedom Courtyard Donor Elhier,Brian-4x8+Replica 200.00 3010.11-Bricks Donation Freedom Courtyard Donor Hill,Kathleen-4xB Brick+Replica 200.00 3010.11-Bricks Donation Freedom Courtyard Donor Hirschler,William-8x8 Brick 275.00 3010.11-Bricks Donation Freedom Courtyard Donor Cuzynskl.Chns&Susan-8x8 Brick 275.00 3010.11-Bricks Donation Freedom-Counyard Donor Madden,Mark-US Brick 275,00 3010.11-Bricks Donation Freedom Courtyard Donor Gentner,Barbara-8x8 Brick+Replies 350.00 3010.11-Bricks Donation Freedom Courtyard Donor Vasquez,Salvador-80 Brick+Replica 350.00 3010.11-Bricks Donation Freedom Courtyard Donor Hernandez.X&E-Two BxB Bncks 550.00 3015.16-Freedom Courtyard Donation Lee,Dianne Lee,Dianna-Final Payment on 5500 Pledge 50.00 3015.16-Freedom Courtyard Donation Freedom Courtyard Donor .Hawker,Hong Rose-48 Bnck 150.00 Lemesh,Charles&April(Comm-Pre-Tech)-Bx8 3015.16-Freedom Courtyard Donation Freedom Courtyard Donor Brick 275.00 3015.16•Freedom Courtyard Donation Freedom Courtyard Donor Pickham,MW&JE-Brick Bx8+Replica 350.00 3015.16-Freedom Courtyard Donation Freedom Courtyard Donor Lam,Jack&Linda-Bronze Sponsorship 1.000.00 3015.16-Freedom Courtyard Donation Freedom Courtyard Donor Smart&Final-Bronze Sponsorship 1.000.00 Buquet,Chuck&Suzanne(Chanes Joseph 3015.16•Freedom Courtyard Donation Freedom Courtyard Donor Associates)-Bronze Sponsorship 1.000.00 ' $7,500.00 TOTAL INCOME $17,762.00 Page 1 of 2 P17 Rancho Cucamonga Community&Arts Foundation Income & Expense Detail March 1 -30,2012 i EXPENSE 100 Operating/Program Fund IIS, 5070.Office Supplies First Bankcerd Office Supplies-Printer Cart. 98.04 Reimbursement Transportation-Sleeping Beauty 5810.10"Target-Playhouse Season Sacred Heart Catholic School (2/1112) 276.70 Re-issued check-Transportation Discovery 6810.10"Target-Playhouse Season Victor Elementary School District Elementary-Homs 477.67 Reimbursement Transportation-Sleeping Beauty- 5810.10"Target-Playhouse Season Chino Valley Unified School District EJ Marshall Elem School 566,51 5850.10"US Bank City of Rancho Cucamonga Ticket Sponsorship-Ladysmith Black Mambazo 3,836.00 5860.10-Kohl's Cares Disbursements City of Rancho Cucamonga TRAC Thanksgiving Baskets-1112011 500.00 5860.10"Kohl's Ceres Disbursements City of Rancho Cucamonga Sleeping Beauty-2,7/12 500.00 5860.10"Kohl's Cares Disbursements City of Rancho Cucamonga Sleeping Beauty-1131/12 .500.00 5860.10-Kohl's Cares Disbursements City of Rancho Cucamonga Sleeping Beauty-212/12 500.00 5860.10•Kohl's Cares Disbursements City of Rancho Cucamonga Nutcracker-12114/11 8 12/15111 1,000.00 Reimbursement-Test Charge from Bridal Show @ 6900-Fund Transfer Expense Euper,Sam VGCC 2/26112 1.00 Reimbursement-Concessions From 2/26112-Bridal 5900"Fund Transfer Expense City of Rancho Cucamonga Show @ VGCC 286.00 $8,544.02 100 Opereting/Program Fund:10-11 Administration 5020.17-Marketing City of Rancho Cucamonga Chocolate 8 Wine Festival-Cantly 8 Wrappers $246.75 100 OperatingfProgram Fund:Fundralsing Activl0es:2011 Golf Tournament 5020.11-Event Decoration Alliant Event Services 2011 Golf Tournament/Invoice 042709 $263.00 100 Operating/Program Fund:Fundmising Activities:2012 Chocolate&Wine Festival 5020.19"Consultant Fee The Gavel Group 25%Fee for Chocolate&Wine Festival $2,499.25 401 Affiliate RC Animal Shelter:4017 Medical 5015.14 Animal Center Disbursements Agape Employment Medical Staffing-Invoice#1758 $512.40 TOTAL EXPENSE $12,064.42 TOTAL INCOME(EXPENSE) $5,697.58 Page 2 of 2 pis I Rancho Cucamonga Community & Arts Foundation Primary Fundraising Strategies 2012/13 Background At the Annual Workshop in May the board identified Fundraising Strategies for 2012 and beyond, which included large grants, naming rights/large contributions and bequests. Action items included a finalization of the goals and priorities, a determination of "best practices" in fundraising, and building up the board and the capacity of the board members. Also, there was discussion about having a subcommittee address raising the endowment, or augment giving through increased efforts in individual contributions. i Primary fundraiser Golf Tournament -Budgeted Net Proceeds: $79,812 Minor Fundraisers Annual Campaign - Budgeted Net Proceeds $2,000 Party Train Events - Budgeted Net Proceeds $2,000 OPTIONS 1. Focus on Events as sole fundraising strategy • Maximize revenues from Golf Tournament • Continue Chocolate and Wine Festival as a Fundraiser • Does not allow for diversity in fundraising strategy • Events tax board members and staff in selling sponsorships, tickets • Events traditionally not most effective fundraisers, but provide visibility 2. Balance fundraising with one event and increased individual giving • Maximize revenues from Golf Tournament Obtain board training and support for individual giving campaign Staff continues to apply for program grants • Staff and Board Members seek grants for operational support and board development that may free up resources for giving Potential Actions • Explore board training and customized services through the Center for Non-Profit Management in Los Angeles, the Foundation Center in San Francisco, or other organizations supporting non-profits • Develop a very focused individual for business/corporate) giving campaign that is led by a board subcommittee (to replace the Annual campaign committee for example) • Have a specific "cause" related to the arts each year that's advertised for giving that creates "buzz." • Increase board size and diversity • Balance Foundation giving with actual results of fundraisers WEBSITE DESIGN - AUGUST 2012 !�n Rancho Cucamonga Community&Arts Foundation I �L�fl/l�tlVt� * �hnn:N¢<aaf.oey/xroNPressl C (}D cr:ooraGu f MieriR RANCHO CUCA.MONGA COMMUNITY �RTSFOUNDATION Schedules.Agendas& Minutes Cab'odai CcntaCOS ABOUT US WAYS TO CONTRIBUTE DONORS COMMUN1TY.ARTS & EDUCATION You can make a difference! 0. Board or DIICCtors s The continued organization Is due to the enerous contributions of many volunteers, aleaders, residents and people like you! asr s • ny ( ! �:: cnox nate a mnmomo s Y VY }t il" ,4a' d1 y OUR MISSION- Secondary CTA Boxes here The mission of the Rancho Cucamonga and Arts Community Foundation is to generously support arts programming at the Victoria Gardens Cultural Center and throughout and beyond the Rancho Cucamonga community by annually raising substantial funding and effectively managing our resources. Learn more: no nrcca�ory.K=mm�snr. c y<-vont _ .., mPT" COMMUNITY &1RTSFOUNDATION so,.e�rrs.aa�aM axm,nn armor• coaucx u. m + OUR MISSION- The missum of the Rancho Cucamooga and Arts - - -- -- -- Community Foundation is to gerremusy support arts programming at the Actoria Gardens Cutturat Center c.: and throughout and beyond the Rancho Cucamonga GOM MUNITY communis dRTS FOUNDATION aNMannually raising substantial funding .I and ively managing our resources EDITING VIEW .-, k;x ilithb Cuydmonga Community&Art3 F{yntg3id-:'NordPress :40 Cal v! �i-ir"h ro l/,¢aaf.orglmrdP ess/wp-admin/edit.Php7post_tyne=page&trashed=1&Ids=2 G T( DutkoockGo '1 Pages,Ranchd Cucn,n@vga Cam — Mail Dashboard r Screen Dollars. - Help r_T ��g83 Add New - Posts '• 71 f-vents nam moved to the Trash.Undo Media -- All '->I Published i���l Tmsh l^ Nage; _„:r,Links BUdtActions Apply ShoW all dates Filler 11 z'' All Pages C Title Author Date i Pda N., 1 About Us amnC, 2012,0720 j Published Comments i Slides n Board of Directors edn' 2012,0720 Published Appearance Community,Arts 8 Education ads- 201210720 Piugins — Published 1 't%Users „ Contact Us 2012)0BM2 -' Published {Tools Donorsec'. 2012)0720 LIT,Settings Donors n Footer Text ad, 2012)0720 -' Published I Mission&Values ars. 2012,0720 Published 1 Our Mission 201210720 {` Published Schedules,Agendas&Minutes 2012,08102 Published n Strategic Plan 2012107/10 Published } 1 4 201210720 Edit Paye rRantFjd,t' [nw}pA CORiuniry&Ar�g;FRundaNdn•^WadPles@ ., _ U f {l latai/mceaf.Org/werdpress/wp-adminlpo.st,php7post=e&action=edit C ( CurkDuckGo Edit Pager Rancho Cucamonga C.. 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Add New 'The missbn of dx Rancho Cucamonga and Arts Community Foundation Is to generously support Pubhehed on:JUI 20,201 2 14 12 80 EdSi arts programming at die Victoria Gardens Cultural Center and throughout and beyond tlw Rancho i Comments Cu<amonsa con,jaunity by annually raKing substantial fvndmg and cifccbvcly managing our Move to Trash resources," Slides Appearance Page Attributes F`d Piug(ns Parent i tf1 Users (ne casing Tools Order d4 SeSinge 0 - — Need help?Use are Help lab in the upper right lar olyourachuarr - PaNaable+tbody.tr+Poadiv+p • Featured Image Word count:0 Last edited by admin on Jury 20,2012 at 7:32 or, •' Sea manrretl lmaoe 1' ... rr'P W01d PlBeS. p;13 nl ,3";" i Sm}��. { 'n,4 P1. �� v • ! e .,; _ : s:� . : ,'X^!„” _,-.__.. Center for NonprofitManagement - Core PracticeAreas rage i ort i ' I � • N P KOTI Membership Support About CNM Contact Core Practice Areas Consulting 8 Coaching Services-Building Healthy Organizations and Leaders Recognizing that nonprofits are better able to deliver great programs and services when their staff and board have the organizational resources and systems they need to do their work well,the Center for Nonprofit Management consultants offer management assistance to nonprofit organizations to help them realize their full potential. CNM consulting services are designed to build capacity through a personalized approach to addressing organizational issues and exploring new ways of doing business. ,search... " Go ----------- Organizations look to the CNM consulting team when they need a partner and informed,understanding perspective in designing solutions,taking the next step in their evolution or accomplishing a specific project or i goal. CNM consulting services are delivered through carefully designed customized engagements to accomplish organizational and program-oriented objectives including strategic planning,program design and evaluation, meeting facilitation,organizational assessment,board development,fund development planning. We also provide customized coaching for executives,senior staff and boards,as well as assistance with succession preparation and planning. t i Strategic Planning CNM's approach involves a collaborative process of internal and external review and strategic thinking and design that generates a realistic guide for board and staff in achieving operational and organizational goals, Organizational AssessmentlOrganizational Development Using a methodical and comprehensive diagnostic review,CNM assesses an organization's conditions and operations in order to clarify strengths and areas of vulnerability and develop a concise guide for board and staff in planning for organizational improvements and change. Program Development and Evaluation CNM develops customized evaluation processes that complement an organization's operations and illustrate the value and impact of their efforts,for the purposes ofinforming program design and future development as well as to share information about their work more effectively with boards,funders,and others closely connected to the organization. Board and Staff Development , Working with board and staff,CNM maximizes the talents,strengths and efforts of an organization's most valuable resource-the people who govem,lead,and support programs to produce effective,meaningful,and measurable impact, i i Fund Development Planning Through review and assessment of current fund development programs and systems,CNM works with organizations to design,strategize and implement a realistic fund development plan to seek and leverage an appropriate mix of resources to meet their mission. Meeting and Retreat Design and Facilitation CNM's experienced facilitators work with organizations to develop and implement meetings, ' retreats,and other forums for specific planning,problem solving,strategizing,or decision- making purposes. Coaching Services CNM coaches work one-on-one with executives,managers,and other organizational leaders as they pursue maximizing their potential,to support professional development and resolve short and long-term issues in specific areas such as fund development,leadership,board govemance,and management. http://wa w.cnrnsocal.org/consulting-and-coaching/consulting/core-practice-areas.htm] 9/18/2012 Center for Nonprofit Management - Our Approach Page2 of2 educational programs focusing an building the effectiveness,capacity and sustainability,of nonprofit j organizations,and strengthening management and leadership skills of executives and board members. She has been coaching and consulling for nonprofit organizations for more than 13 years and has worked with over 100 organizations of all types and sizes. Heather Tunis,Senior Consultant i Heather brings more than 30 years of expenence in nonprofit management and philanthropy throughout the US to her role as Senior Consultant at CNM,as an executive director,Director of Development,grants program director,capacity building program officer and peer reviewer for state,regional and national funding agencies t and consultant to a range of nonprofit organizations. With a recognition that the programs offered by the sector require healthy,appropriate internal resources,she is committed to supporting organizational effectiveness, through strategic planning and customized counsel in organizational development,including organizational assessment,fund development,financial planning,board development and other related aspects of nonprofit operations and planning. Other consulting team members are'. Julie No Truong,Education Manager Jennifer Thibault,Project Associate Jessica Vallejo,Project Associate Continue to Request More information 1 ©1012 Center for Nonprofit Management 1000 N.ALAMEDA ST.,SUITE 250,LOS ANGELES,CA 90012 I P 213.687.9511 I F 213.687.7159 i I i i i i http://ww,Ar.cmnsocal.org/consulting-and-coaching/consulting/our-approach.html 9/18/2012 I � ; �. .4� a,�,- -r � +Tr ',�yi '�-"` a o tem'-' y •c- L? `�y. ,_ FEBRuAw oontirnioa 99 19 cnm Technology:Advanced Excel Social Media Conference a^-^^^^�^^-^^�-••^•^^ 21 Facebook 101 for Nonprofits Rall up your sleeves and work with an Excel The last event was standing room only!Hear New to Facebook?Have an account but unsure exuert,who will walk you through time-saving from the experts on how social media can be how to make the most of it?Join us for a step- tools using Excel,including the use of Formulas, used to educate,mobilize,and organize to build by-step on developing and improving your AutoFill,Absolute Cell References,and awareness and community action around your nonprofit Facebook Page by leveraging the Functions to name a few.Laptop providedorganization's cause. many components of a Facebook page. 9:30am-12:30pm 10:00am-2:00pm--$75 9:00am-4:00pni 25 f MARCH Facebook Optimization for Nonprofits 6 Coaching is Hot! Facebook has 800 million users! Learn to The Form 990:What the Public Sees ! target your audience and build meaningful Executive coaching is becoming a core tool for relations with supporters and donors using your nonprofit's Facebook Page,Facebook Ads,and Does your 990 reflect your organization in the developing and sustaining effective leaders and Facebook Data Analysis Tools. best possible light?The Form 990 is a public building more robust organizations.Learn how 12:30am-3:30pm document most commonly reviewed by donors to put coaching to work for you and experience and staff.Executives,managers,financial and a free individual session. $85 each or$125 for hoth board members learn what you should look for - 8:00am-10:30am--FR E__' as you review your organization's next 990. °7`� 9:30am-12:30pm--$85 Recommended for Executives and Senior _._. Directors Fundraising for the 1-Person Development 8 �T 7 Office Grantseeking Fundamentals G / Learn about the grantseeking landscape, Writing Fundable Proposals Finding the time to fundraise may seem research resources,and fundamentals for grant impossible. Learn fundraising technics and writing success. Learn key effective grant writing techniques, build an annual plan to make the most of your including making a strong case for your goals, time,assets,and help keep you on track 9:30am-12:30pm objectives,methods,evaluation,budget and 9:30am-12:30pirlfuture plans.Program planning and funding 13 research sources will also be shared. Raising Funds?Create and Implement a Plan 23 for Success 9:30am-12:30pm--$85 Strategic Organizational Planning O 2-Part Series Focus your fundraising efforts to yield the ]O Continued from 2/16 strongest results.This session will review key Evaluation 2-Part Series What does an effective planning process look components of the fundraising planning process like for your organization?Together we will and builds in time for you to start drafting your Explore the advantages and limitations of determine steps,identify participants,and own fundraising plan. evaluating program effectiveness. Learn how equip you with tools and strategies to leverage 9:30am-12:30pm--$125 to plan for an evaluation,identify evaluation planning to achieve your goals. objectives and use practical evaluation methods. 9:30-am-3:00pm--$125(up to 4 for the , price of 1) Supervising for Success Course Continues 3/29 24 Spend a day to sharpen your supervisory 9:30am-12:30pm--S125 tool kit,from managing staff performance,to 79 Board Chair Academy communication skills,and motivating people to (5-Session Course) achieve organizational goals. . Technology Deals and Strategies for Nonprofits WEBINAR Board members and executive directors.this 9:30am-4:00pm--S725 interactive academy for up to 4 from your -f Learn how to make strategic technology organization will have you working as a team to i 6 decisions and where to access effective money create a legacy of leadership and sustainable Professional Coaching Training saving resources. board governance. 8-Session Course 10:30am-12:00p m--$40 8:30am-12:00pm See page 7 for full details Become a member and,you and your staff can attend unlimited half-day courses 1 For Mores M�nb�rship information visit cnmsocal.oroimembership 7 PRESENTED BY Vavrinek, Trine, Day & Co., LLP Certified Public Accountants June 8,, 2013 Ontario Convention Center Ontario, California RANCHO CUCAMONGA COMMUNITY C- )CPARTSFOUNDATION 0 fA No OCOL oe ,. oe oe I" P R E S E N T E D B V 0 0 Vavrinek,Trine, Day & Co., LLP Certified Public Accountants 0e 00 Chocolate & Wine Festival 00 The goal of the 2"d Annual Chocolate & Wine Festival is to award to the restaurant and chef the 00 "Best Chocolate Dessert" in the Inland Empire for 2013. 00 The Chocolate & Wine Festival is an annual culinary competition event. The Chocolate and Wine Festival will benefit the Rancho Cucamonga Community & Arts Foundation. The net proceeds of 00 this event will provide opportunities for elementary and middle school aged children in the 015 surrounding area to experience live theater at the Cultural Center, Victoria Gardens, Rancho 00 Cucamonga. 00 00 The Chocolate &Wine Festival competition will feature ten (10) of the best restaurants and ten (10) wineries from California. Restaurants nominated in 2013 will be selected and expanded to the 00 cities of Rancho Cucamonga, Ontario, Upland, Riverside, Redlands and Claremont. 00 00 040 WHO: Chocolate &Wine Festival i00 WHERE: Ontario Convention Center, Ontario, California 00 WHAT: Annual Competition to crown the `Best Chocolate Dessert" 00 in the Inland Empire 00 00 WHEN: Saturday,June 8, 2013 from 6:00 to 9:00 PM 00 00 RANCHO CUCAMONGA 00 COMMUNITY 00 QARTSFOUNDATION J J J w Major Revisions based on Suggestions & Evaluations ' Chocolate & Wine Festival 2012 Based on the comments made by the Board of Directors, Event Committee, Sponsors, Staff and Attendees the following areas will be changed, altered, revised, added or eliminated. There are five major changes to the presentation of the event for 2013. 1. All activities in one space or room ori Due to the physical make-up of the Cultural Center and the parameters thereof, the event shall be moved to a larger facility. There is not currently a venue suitable in the City of Rancho Cucamonga. �i As your event consultant, I suggest that the event be moved to the Ontario Convention Center, or Mayoral Ballroom (20,000 sq. ft.). This is the nicest and largest venue in the local area to hold and expand the event. 2. Reduction in the price of a ticket Ord Feedback from the BOD indicated that the price of admission should be reduced. The proposed cost 01r) of a General Admission (Advance)will be $55 and (Day of)will be $65. VIP Reserved Tables of ten "ri have been reduced to $1,000. 3. Increase in a Marketing&Advertising Campaign Olt A preliminary 2013 Marketing and Advertising Campaign with regards to the promotion and marketing of the event is attached as part of this proposal. The use of radio, internet, newspaper, billboard and magazines is proposed to be used. Cable television spots are not included, due to the expense in 00 producing/creating a 30 second commercial. It should be noted that all of the proposed contracted 6115 entities have pledged additional PSA spots to the Foundation. 00 4. Shorten the duration of the event 00 00 The event for 2013 will be shortened to three (3) hours starting at 6:00 PM and ending at 9:00 PM. However, doors will open at 5:30 PM for the Registration and opening of Silent Auction, Wine 00 Samplings, Tastings and expanded "hors d oeuvres" beginning @ 6:00 PM. Introduction of Chefs 00 and Restaurants will begin at 7:00 PM. Final awards to be completed around 9:00 PM. 00 5. Seating and Access 00 00 The Mayoral Ballroom has capacity for 600 seated guests, structured for tables of ten. People that purchase tickets will have access to "sit-down" seating. Sponsors and VIP Reserved Seating will be 00 given "up-close" and priority seating. The proposal and budget that is suggested is for 430 00 attendees. 00 00 00 010 so J ,® Event Parameters for 2013 (Revised) • Event to be moved to the Ontario Convention Center and presented in the "Main Ballroom" t with a total of 20,000 square feet. o Participants: 1. Restaurants(10) 2. Wineries(30) 00 3. Sweet Shoppes (4) (Maybe presented as one continuous presentation) 4. RCCAAF Booth or Display with possible children participation Ob Ob • Festival shortened to three(3) hours in duration: 1. Doors open and Registration starts at 5:30 PM 2. Silent Auction starts at 6:00 PM with Hors d Oeuvres'&Wine Sampling '► 3. Silent Auction ends at 7:59 PM / 4. First Chef&Restaurant introduced at 7:00 PM S. Ten (10)chefs concurrently presented every 10 minutes 6. Break after five (5) chefs,followed with four(4) Live Auction Items 7. Chocolate Raffle of four(4)items, drawn at 8:40 PM 8. Final four(4) Live Auction Items at 8:50 PM 9. Winners announced at approximately 9:00 PM Expand the scope of the Restaurant and Chef's competition including the solicitation of entries from: 1. Rancho Cucamonga (3) 2. Ontario(2) 3. Upland (2) 4. Claremont(1) S. Riverside (1) 6. Redlands (1) r� a Three(3) Professional Chef's will be used as Judges(Same as utilized in 2011). A random drawing for "Presentation Order" and "Booth Position Assignment" will be conducted at the Chef's-Media Day Luncheon to be held approximately 60 days in advance at 10 the Ontario Convention Center. 00 • All Restaurants, Wineries and Sweet Shoppes will be housed in the "Mayoral Ballroom" at the so Convention Center. Silent Auction to be held in the hallway outside the Ballroom. 0 00 • Target of 430 attendees(Ballroom will accommodate up to 600). 00 • All tickets purchased will guarantee seating. of J J .0 49 00 s! A Event Parameters for 2013 00 (Revised) Continued • Sponsorships proposed: PIC 1. Presenting Sponsor-$10,000 OC 2. Silent, Live, Raffle& Media-Chefs Luncheon Sponsorships-$3,000 each 015 3. Registration, Ballot& Program Sponsorships-$2,000 each ori 4. VIP Reserved Tables-$1,000(Table of 10),Reduced price in 2013 TJ • Reduction in VIP and General Admission Tickets 1. VIP Individual Reserved Seat-$100 each,Reduced price in 2013 2. General Admission (Advance)-$55,Reduced Price in 1013 �j 3. General Admission (Day-Of) -$65, Reduced price in 1013 ti • It has been suggested that a "couples ticket' be offered for $100. As your consultant, I tJ recommend that we do not adopt this offering. Tickets have already been discounted 35% R05 from 2012 and this price reduction will provide further erosion of our revenues. 0'ej C Multi-faceted "Advertising & Marketing Campaign" starting 45 days before the event, including Restaurant Promotions, Newspapers, Billboards, Radio, Magazine, Internet and tj possibly Cable TV. t) Of, Event Realities Ole) • The Rancho Cucamonga Board of Directors and the Chocolate & Wine Committee "MUST" 015 assist in the following areas for the event to be successful (Specific examples and expectations 00 will be outlined and agreed to between the two parties,Wagner and the RCCAAF); 1. Sponsorships 2. Selling of Tickets (per Board Member) 3. Solicitation of Live&Silent Auction Items(per Board Member) Ole 4. Establishment of a strong event committee, including outside people (not on the Board 00 of Directors) 009 5. Securing Volunteers Ole • Wagner will conduct, manage and organize the Raffle, Silent& Live Auctions. 00 0 Realistic expectations with regards to budget, auctions, expenses, revenues and profits can 00 "ONLY" be realized if the Board of Directors fully supports the event in all facets. of • See proposed 2013 Chocolate&Wine Festival Budget(Attached). 0 00 00 00 00 00 00 Changes, Revisions and/or Emphasis from the "Original' Proposal 015 • Date to be changed to June 8. • Tag line change from, "Best Chocolate Dessert in the Cucamonga Valley" to "Best Chocolate Dessert OM in the Inland Empire". 011p • Seating changed to 370 paid attendees to accommodate ten (10 additional seats for the "Presenting l Sponsor", based on the Presenting Sponsorship fee of$10,000 (5 VIP Tables of 10). Forty (40) seats 01911, to be used by Restaurants&Wineries,as well as twenty(20)seats for Media. I � o Increase Wineries from 9 to 10 participants. 00P • Media-Chefs Luncheon to be conducted "only if" a Sponsorship is secured for the listed sponsorship 000, cost of $3,000. Expenses and revenues remain in the budget for the purpose of this proposal. Sponsorship must be secured before January 31, 2013 for the Media-Chefs Luncheon" event to be I held. 0010 • Procurement of Auction Software and utilization of electronic equipment for processing credit cards and ancillary functions, as well as selling of tickets on-line with electronic delivery. 0!!09 • Turnkey Operation by Wagner; 1. Logo will be updated and the costs to be paid by Wagner. i! 2. Chocolate & Wine Festival Web-Site to be designed and implemented for the event, including (available) reciprocal links to RCCAAF web-site, Restaurants, Wineries and 0010, Media Partners. Wagner to burden all costs associated with the web-site, including design,set-up maintenance,e-mail, hosting and other related costs. 0011, 3. Complete staffing supplied by Wagner (five personnel and one supervisor) for I Registration and Auction Processing/Check-Out on the day of the event. 0 Or 4. Complete staffing for the set-up and dismantling of Silent & Live Auction items and Raffle displays. 001!1� S. Production of the "Official" Program and Live Auction Guide. Opt 6. Negotiating of all Media Contracts within the parameters of the assigned total approved 04t budget. 7. Negotiation of the Vendor and Site agreements. I� 8. Solicitation and securing of Silent, Raffle& Live Auction Items.* 9. Processing of all Credit Card sales with direct deposit to RCCAAF designated accounts. Ie Includes tickets and auction item sales. 10. Phone support by taking all phones calls in reference to tickets, sponsorships and ice--' general information about the event. ale 11. Selling of Sponsorships. * I� 12. Selling of Tickets and VIP Tables. 13. Production and set design/plan of the site. 00 14. Design of all graphics, signs and related amenities. Supervision of all printed and !00 marketing materials. S 15. Processing and mailing of tickets (If necessary). Special note: It is the plan for software to be implemented with internet capability of processing ticket sales on the web-site and the electronic copy can be printed and presented at registration. 16. Production of all reports, including reconciliation of credit card and accounting. w Changes, Revisions and/or Emphasis from the "Original' Proposal 'R Continued 17. Web-Site support with dedicated e-mail address for the event, along with the A registration of the domain name. Selected and available domain name will be registered and secured, i.e.,Chocolateandwinefestivalie.com,costs paid by Wagner. ow, *Help is requested by the Board of Directors or Committees NIP O' Rancho Cucamonga Community & Arts Foundation Assistance 00 O • Provide three (3) individuals for the purpose of selling "Raffle Tickets"for the duration of the event and approved by Wagner. M • Provide a RCCAAF booth or display at the site (location, size and design, including all costs, displays, /P equipment, hardware, software, audio-visual, set-design, tables, linens, graphics, POS, electric, 00 lighting, staging, construction, tables, chairs, linens, printed materials, give-a-ways, marketing materials and all other related items, including products and/or services, labor, personnel, artists, MW actors, etc.,)will be burdened by RCCAAF as a separate line item and will not become an expense to the event. The RCCAAF is responsible for the set-up and tear down, as well as transportation of all 0�w items in relationship to their booth or display. /0 • Provide assistance in the sales of tickets and sponsorships. r • Provide assistance in the securing of raffle, silent and live auction items. Ow • Provide Volunteers for general help on the day of the event, i.e., placement of floral and center pieces, assistance with graphics, signs, assistance with chefs, restaurants, runners for live auction processing,etc. Number to be determined. I I • Procurement of Event&Auction Software, part of budget item for a one-time cost. Olt Direction by Staff ot 0C and on feedback from staff, it was indicated that the RCCAAF wanted the event to be a vehicle to present and tell the story of the RCCAAF and its related activities,events, objectives and goals. In that same delivery Olt it was expressed that minimum profit was targeted to be realized, however, all means must be addressed r1A that the event does not lose money in 2013. A number of$5,000 of profit was mentioned. 045 In the same directive, it was mentioned that Wagner should not expect any additional help than what was $j realized in 2012 in regards to sales of tickets and sponsorships, along with the solicitation of auction items so by the Board or Committee. 00 We venture together with the same goal,to produce a first-class event that the community can be proud of, 00 with the narrative of the RCCAAF and what it strives to accomplish! In addition, it was emphasized that the RCCAAF wanted a "turnkey" solution to the event. A turnkey event as supplied by Wagner, takes more so time,effort, organization, labor and money to bring this realization to fruition. 00 00 00 i Incentive for Wagner j Based on the parameters outlined by staff and the Board of Directors, Wagner requests that after profits realized over$10,000,that the profits be split 50/50, between RCCAAF and Wagner. �j soKEY POINTS — SUMMARY IF e Expand the competition to Redlands and Riverside, along with Rancho Cucamonga, Claremont, Upland and Ontario. e Change the "tag Line"to the "Best Chocolate Dessert in the Inland Empire". !� ! Emphasize"TURN-KEY",Wagner to burden the responsibility of: o Web-Site Development, Design & Processing of Ticket Sales(Cost$2,000) • Domain Name Registration: chocolateandwineie.com (Cost$400) Ole • 1-800 phone number for the event(Cost$250) 1 • Head all sales of Sponsorships • Design and implement the Media &Advertising Campaign • Provide five(5) staff to work and supervise the event, including Silent & Live Auctions, credit card processing, logistics and reports Coordinate all aspects of working with vendors,suppliers and the Ontario Convention Center o and SAVOR Catering. 00 • Re-sign VTD as presenting sponsor. 00 • Main thrust of Ticket sales through Advertising and solicitation/partnership with Media Partners (Procured&PSA) including: • Billboards-Lamar& City RC Billboards& MCAC-ONTCC Billboard • Radio-KOLA, KCAL, KROG, KTIE"Let's Dine Out"&AM 1510 • Magazines-Inland Empire Magazine, Grapevine • Newspapers-Daily Bulletin, Redlands Daily Facts, Press-Enterprise • Internet- Daily Bulletin On-Line Banner, E-mail Blast from RCCAAF • Restaurants&Wineries- Improve On-Site Promotions and utilization of Social Networks • Television - 1 will attempt to utilize Charter Communications for PSA spots and KVCR "IE Explorer" connection. ` • IE Visitors Bureau - Promote with Discover IE • Business Plan based on 370 tickets SOLD and 60 complimentary tickets for restaurants, wineries & ' media. Total of 430 in attendance with a capacity of 600. Olt • Display or booth at the Ontario Convention Center of activities about the RCCAAF and specific oe Children's Programs at the Cultural Center, Victoria Gardens. so 1 0 Wagner Fee of$15,000, plus 50/50 split over net profits of$10,000. 00 Potential Enhancements 00 so • Invite Fritz Coleman to MC or help Wagner to conduct Live Auctions so • Propose to KVCR and/or Channel 3, Live or Tape Telecast of the event 00 go a Targeted Restaurants 2013* ASK TO RETURN Set Nell Fleming's Rancho Cucamonga ` Ra Pour Rancho Cucamonga Spaggi's Upland ow The Heights Upland 010, Tutti Mangi Claremont O�O SAVOR Ontario 0?w Porter's Prime Steakhouse Ontario Ow i NEW INVITEES (wish list in order of preference) 0,00 0�w Marios Place Riverside i Joe Greensleeves Redlands i Magic Lamp Rancho Cucamonga i OP' ALTERNATE LIST 00w Duane's Riverside i Ciao Bella Riverside i Bella Trattoria Italian Bistro Riverside 00' Sycamore Inn Rancho Cucamonga i Antonino's Rancho Cucamonga i Cheesecake Factory Rancho Cucamonga Ow Walter's Claremont 010The Black Abbey Claremont Euro Cafe Claremont Rosa's Ontario ot of NY Grill Ontario oe Market Broiler Ontario 00 La Basil Redlands ,C Citrone Redlands .0 Isabella's Redlands 00 Le Bistro Upland ria 'Subject to change,do not contact or advise any of the establishments about the event or listing... 00 00 P4 R9 SSS STAGE R8 R7 W1 W10 0000000000 R6 W2 W9 000000000 R5 W3 W8 0000000000 R4 W4 W7 0000000000 H R3 FW5 W6 0000000000 R2 000000000 58 Tables of 10 R1 R10 SSS RCCAAF DISPLAY BAR BAR BAR BAR SILENT AUCTION TABLES ++ REGISTRATION Ontario Convention Center-Mayoral Ballroom A,B,C DRAFT Chocolate & Wine Festival 2013 EXPENSES Based on 300 F&B Based on 400 F&B # Description Actual 12' Budget 13' Comments-2011 Notes-2013 1 Rental Site Fee $ 4,500.00 ONT Convention Center 2 Food Judge Expenses $ 1,050.00 $ 1,050.00 Same as 2012 -Same Judges 3 Stage Construction $ 2,693.75 $ 2,700.00 Same as 2012 4 Chef's- Restaurants-Winery Awards $ 1,209.22 $ 1,300.00 Same as 2012 5 1 Labor- Set-up,Tear Down, $ 1,830.00 $ 812.63 M-In,T- Dwn, Sec, CC, EMT, Box 6 Official Program &Auction Guide $ 524.58 $ 750.00 Materials Only-Canon to Donate 7 Hors d Oeuves' -Catering $ 5,338.80 $ 10,516.00 Impressions @ $21.36 each OCC @ $26.29 each 8 Chef's- Media Luncheon $ 2,439.73 $ 2,500.00 8-12 Weeks Prior OCC to match price 9 Administrative Costs $ 248.96 $ 250.00 Office Supplies during the Year 10 Postage & Shipping $ 20.86 $ 100.00 11 Staging & Lighting(Electric for stage&Light) $ 6,372.58 $ 3,986.20 Bid from Ont Convention Center 12 1 Pipe & Drape (Does not include Tables/Linens) $ 1,737.00 $ 1,955.00 9 in 2012 @ $193.00 23 in 2012 @ $85.00 13 Printing Costs $ 2,464.27 $ 2,500.00 14 Photographer Wagner Staff- Included 15 Electrical $ 900.00 General Use est. by OCC 16 Marketing Materials $ 1,103.86 $ 1,200.00 17 Management Fee $ 10,000.00 $ 15,000.00 Additional Clause for Auctions Incentives- Profits 18 Signs, Banners, Etc. $ 1,226.67 $ 1,250.00 19 ILogo Design $ 400.00 $ 100.00 Revision 20 Table Set and Decorations $ 1,000.00 $ 1,000.00 Same as 2011, expanded#tables 21 VIP Tables, Including Silent Auct $ 840.00 $ 900.00 $45 X 20 (Booths T/L) 22 Tables & Drapes for Silent Auction $ 591.28 $ 640.00 33 Tables 20 Tables X$33 (Tables & Linens) 23 Corkage Fees $ 500.00 $500 Fee Event Negoiated No Fee w/ONTCC 24 Wine Glasses/Support/Crackers $ 827.87 $ 1,050.00 25 Raffle Items $ 1,526.07 $ 1,600.00 26 Plate Rental or Paper Plate Purchase $ 298.79 $ 400.00 27 Cocktail Tables, Linens $ 1,222.52 N/A @ OCC 28 Gavel Group Auction Fee $ 26,379.60 Eliminated in 2013 29 Tent for Silent Auction Area $ 693.90 N/A @ OCC 30 Sales Tax-Auctions $ 205.78 31 Advertising, Promotions & Marketing $ 8,500.00 Plus PSA 32 Silent Auction - Live Auction Items $ 2,500.00 Can increase by consignment 33 Bartenders (Wine Pouring) $ 950.00 $95 per Wine Booth -ABC Rules 34 Cleaning Pre-Post $ 850.00 Required by ONT CC 35 Miscellaneous $ 1,445.88 $ 2,000.00 Includes Software/Auction Hard 36 TOTAL $ 74,191.97 $ 71,759.83 Chocolate & Wine Festival 2013 REVENUES # Description Actual 11' Budget 13' Comments Admissions A Presenting Sponsor $ 7,500.00 $ 10,000.00 Includes Tables of 10 50 B VIP Tables- Platinum Sponsor* $ 3,750.00 $ 5,000.00 Tables @ $1,000 (10 Available) 50 C VIP Individual $ 250.00 $ 2,000.00 Individual @ $100 each 20 D General Admission (Includes Seating) $ 8,010.00 $ 11,000.00 Individual @ $55 each, $65 at door 200 E IMedia Day, Silent, Raffle, Live Auction** $ 6,000.00 $3,000 each (includes table of 10) 20 F Registration, Ballot, Prog. Sponsors*** $ 6,000.00 1 $2,000 each (includes table of 10) 30 G Raffle Tickets $ 2,280.00 $ 4,000.00 H Silent Auction $ 21,431.00 $ 20,000.00 I Live Auction $ 12,625.00 $ 12,000.00 J Restaurants &Winery Seating 2 per Restaurant&Winery 40 K Media Seating 10 Outlets, 2 each in Exhange-PSA 1 20 L IlDonations $ 1,890.76 $ 1,450.00 TOTAL $ 57,736.76 $ 77,450.00 430 Revenues $ 57,736.76 1 $ 77,450.00 Expenses $ (74,191.97) $ (71,759.83) Profit $ (16,455.21)1 $ 5,690.17 1 Revised 9-14-2012 'Only selling five(5)Tables '*Only selling two(2)Sponsorships in this category "'*Only selling three(3)Sponsorships in this category