HomeMy WebLinkAbout13/01/23 Special COMMUNITY Et ARTS FOUNDATION
BOARD OF . D I RECTORS
RANCHO CUCAMONGA
COMMUNITY
�. &4RTSFOUNDATION
AGENDALASERFICHE
CITY OF RANCHO CUCAMONGA
SPECIAL MEETING
January 23, 2013
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
Tina Chen, Member
Thomas Galindo, Chair
Jeremy Kahn, Member
Richard Madsen, Member
City Offices: (909)477-2760
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COMMUNITY
&ARTSFOUNDATION
COMMUNITY ft ARTS FOUNDATION
BOARD OF DIRECTORS
January 23, 2013 2
A.: 'Call,to :Order 4
1. Pledge of Allegiance
2. Roll Call:
Alfred Arguello _ Thomas Galindo _
Taro Barag _ Jim Harrington _
Rosemarie Brown _ Jeremy Kahn
Linda Bryan _ Richard Madsen
'Tina Chen _ Bryan Snyder
B: Annann>cemenUTresentations t
1. Administration of Oath of Office for newly appointed Member
Tina Chen.
C; .0 la imui cations from-the Nb:he
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.
D. -C.
The following Consent Calendar items are expected to be routine and
non-controversial. They will be acted upon by the Board at one time
without discussion. Any item may be removed by a Boardmember or
member of the audience for discussion:
1. Approval of the Minutes of the Regular Community & Arts Agenda pages
Foundation Meeting held November 14, 2012. 1 —6
2. Receive and file Treasurer's Report for the months of 7 - 10
October through November, 2012.
E. Committee Reports .
This is the time for the Board members to present oral reports on the
Board Subcommittees. No action will be taken or discussion held.
COMMUNITY
RTS FOUNDATION
COMMUNITY tt ARTS FOUNDATION
BOARD OF DIRECTORS
January 23, 2013 3
1. Golf Subcommittee (Chair- Madsen) - - -
2.
- -2. Spring Event/Party Train/Chocolate & Wine Festival -- -
Subcommittee (Chair-Bryan)
3. Executive/Finance Subcommittee (Chair— Harrington) - --
4. Board Development Subcommittee (Committee Chair— - - -
Kahn)
5. Arts Giving Subcommittee (Committee Chair- Galindo) - - -
6.
- -6. Annual Campaign Subcommittee (Committee Chair —
Snyder)
R Eonn&fionBuAmess.
The following items are not public hearing items, although the Chair
may open the meeting for public input:
1. Update on Landscape Maintenance District 2. - - -
2.
- -2. Review and approval of a contract with Stephen Wagner to - - -
produce
- -
produce the 2013 Golf Tournament.
3. Review and approval of the Foundation's newly established . . .
web-site.
4. Selection of a date and discussion regarding the Annual - - -
Board Workshop.
5. Discussion regarding amending the Foundation's Mission - --
and Values Statement.
6. Consideration of the Performing Arts Giving Subcommittee's - --
recommendations
--
recommendations regarding sponsorships for the 2013/14
Season.
7. Update on hosting a fundraiser featuring Fritz Coleman. - - -
8.
- -8. Consideration of appointments to the various Foundation - - -
Subcommittees. - -
Subcommittees.
9. Status report of Foundation supported programs. - - -
P= R.1H<NO SVCAn70ry Gc
. ".' COMMUNITY
,i &ARTSFOUNDATION
COMMUNITY Ft ARTS FOUNDATION
BOARD OF DIRECTORS
January 23, 2013 4
10. Review of January through March Foundation Board and ---
Subcommittee meeting schedules.
FA
eiiitiicaIn�afit�s,far
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:
,tjx9.1 t)7I1CII{l]leillf `t 3
� Fxi
I, Melissa Morales, Community&Arts Foundation Secretary, hereby
certify a true, accurate copy of the foregoing Community Foundation
agenda was posted on January 17, 2013, seventy-two (72) hours
prior to the meeting per A.B. 2674 at 10500 Civic Center Drive,
Rancho Cucamonga, California.
iU m��PW'or+d
RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION
MINUTES OF THE NOVEMBER 14, 2012, REGULAR MEETING
A. CALL TO ORDER
The regular meeting of the Rancho Cucamonga Community&Arts Foundation was held on
Wednesday, November 14, 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 5:08 p.m. by Chair Harrington followed by
the Pledge of Allegiance.
Present were: Board Members: Arguello, Barag, Brown (arrived at 5:10 p.m.), Bryan,
Madsen and Harrington. Absent: Galindo, Kahn and Snyder. Staff: Nettie Nielsen,
Community Services Director; Francie Palmer, Community Services Marketing Manager;
Susan Sluka-Kelly, Community Services Supervisor and Melissa Morales, Senior
Administrative Secretary.
B. ANNOUNCEMENTS/PRESENTATIONS
1. Director Nielsen acknowledged the attendance of Mayor Michael, Mayor Pro Tem
Spagnolo, Council Member Buquet, Council Member Alexander and Council Member-
Elect Steinorth who were present to spend just a few minutes meeting the Members,
The Board gave self-introductions which was then followed by the Council expressing
their appreciation to the Board for their efforts. Director Nielsen also thanked the City
Council for their support.
The meeting was recessed at 5:15 p.m. and reconvened at 5:33 p.m. with all Members
present except for Galindo, Kahn and Snyder.
C. COMMUNICATIONS FROM THE PUBLIC
There were no communications from the Public.
D. CONSENT CALENDAR
1. To approve Minutes of the Regular Community&Arts Foundation Meeting held 2012.
2. To receive and file financial reports.
Prior to the motion, it was noted that Page 2 of the minutes should be amended to
reflect that the proposed date for the Golf Tournament is "October 28, 2013", rather
than "October 28, 2012." Manager Palmer distributed financial reports from March to
October 2012 and indicated that reconciliation statements will also be provided at the
January meeting. A question was raised whether a grant was received for the Golf
Tournament and Manager Palmer confirmed that a grant was received. Following their
review of the reports, the following motion was presented:
Community &Arts Foundation 1 - November 14, 2012
P1
MOTION: Moved by Member Barag, seconded by Member Bryan, to approve the
Consent Calendar, including amendment of the minutes as indicated above. Motion
carried:. 6-0-3. (Absent: Galindo, Kahn and Snyder).
E. BOARD REPORTS
1. Golf Tournament Committee— Member Madsen opened the report by commenting on
what a top notch event the tournament was. He noted one issue was the mix of
attendees at the dinner who were mostly non-bidders. Consultant Wagner distributed
his report which provided a general overview of the event, comparisons to previous
year's tournaments and recommended changes and improvements for 2013's event.
He reviewed the budget and noted that revenues were just slightly less than last year.
Consultant Wagner also provided a list of recommended sponsors who should be
secured again, as well as potential sponsors for 2013. He supported the concept of
"bundling" donor packages, for example to have them be a part both the Tournament
as well as Chocolate and Wine Festival. He offered to make sales calls and meet with
any potential donors and suggested that a board member also attend any meetings
with the potential donors. He supported contacting people now to remind them of next
year's tournament. Lastly, Consultant Wagner indicated that the Arnold Palmer throws
left over from those that were provided as part of the gift package to the golfers will be
used for the Chocolate and Wine Festival. A brief discussion was held on the need to
secure the right people to attend the dinner which would be those who will bid on the
silent auction and live gifts. In conclusion, Consultant Wagner and Member Madsen
were commended and thanked for their efforts.
2. Spring Event/Party Train/Chocolate & Wine Festival Committee — Vice Chair Bryan
noted that a "bundled" donor package is being designed for Vavrinek, Trine, Day& Co.
3. Executive/Finance Committee— No update was given as the Committee had not held
any recent meetings.
4. Board Development Committee — It was noted that no meetings have been held
recently, however Member Brown has a potential candidate from Western Municipal
Water District.
5. Arts Giving Committee—Supervisor Sluka-Kelly informed the Board that the Committee
did not meet this month. She added that the high school scholarships are now due and
the Los Osos High School Band, Alta Loma High School Choir and Etiwanda High
School Dance have all submitted applications.
6. Annual Giving Campaign Committee— No report was given as there have not been any
recent meetings called.
Community &Arts Foundation 2 - November 14, 2012
P2
F. FOUNDATION BUSINESS
1. Chair Harrington opened the discussion regarding stewardship of the Golf Tournament
Donors. He called on Director Nielsen for staffs report. Director Nielsen informed the
Board that the item didn't require any specific action but rather for the Board to discuss
assigning stewardship of any of the participants. She added that staff will send thank
you letters to the attendees and Manager Palmer said that a video clip with pictures
from the tournament could also be included. The Board was then encouraged to
brainstorm ideas on how to keep next year's event on the attendees' radar and how to
keep them involved.
Comments from the Board included support of treating various donors to Playhouse
performances. It was suggested that W LC Architects be one of the firm's targeted and
a request was made to be provided with a list of first-time tournament attendees.
Consultant Wagner provided a listing and stressed the importance of relationship
building. He was then asked to provide an electronic copy of the list and Director
Nielsen concluded by indicating that staff will put together hospitality policies and funds
to be allocated to host various donors and potential donors. No other discussion was
held or action taken.
2. Discussion regarding a proposed benefit performance by Fritz Coleman was opened by
Director Nielsen. She reminded the Board of the generosity of Mr. Coleman a few
years back who performed free of charge at a concert benefitting the Cultural Center.
Consultant Paula Pachon noted that the summer months work best in Mr. Coleman's
schedule to which Supervisor Sluka-Kelly responded that only the date of July 6t'was
available. A suggestion was made to consider hosting the event after the season was
opened and staff indicated there are various days that could be accommodated. The
following action was then taken:
MOTION: Moved by Vice Chair Bryan, seconded by Member Madsen, to accept the
offer from Fritz Coleman to host a benefit concert and direct staff to research the
appropriate to host the event. Motion carried: 6-0-3 (Absent: Galindo, Kahn and
Snyder.)
3. Director Nielsen initiated the discussion regarding selection of a Specific Program
Beneficiary for the Chocolate and Wine Festival and Spring Party Train fundraising
events. She addressed the Board regarding the need to have a "cause" for these
fundraisers and Manager Palmer added that this helps in sharing the Board's mission
as well. Questions from the Board ensued including whether it is required that the
monies always be used for the purpose fundraised for and the cost for transporting
children to the theater and other theater related costs. A suggestion was also made to
incorporate pictures of the kids attending the performances as part of the promotion of
their mission. Staff responded concerning costs and confirmed that if a specific
purpose is given for a fundraising effort, the monies need to be utilized for that purpose.
Following their discussion, the Board took action on the matter as follows:
Community &Arts Foundation - 3 - November 14, 2012
P3
MOTION: Moved by Vice Chair Bryan, seconded by Member Madsen, to adopt
"Mainstreet Theatre Company" as the Beneficiary for the Chocolate and Wine Festival.
Motion carried: 6-0-3 (Absent: Galindo, Kahn and Snyder.)
4. Selection of a date and discussion of locations for an Annual Board Workshop was
opened for discussion. A number of potential dates in May were suggested by Director
Nielsen and based on the Board's calendar May 29t,h was tentatively agreed upon.
5. Staffs update on Board Capacity Building was provided by Director Nielsen who
distributed the training calendar from the Center for Nonprofit Management. Trainings
include seeking grants, fundraising, branding and cause marketing. Member Brown
suggested attendance at the March 6`h training entitled "The Form 990: What the Public
Sees." She added that she has expertise in this area and is willing to also present
information on the matter. Director Nielsen was thanked for providing the information
and no other action was taken.
6. Consideration of applications for possible appointment to the Board of Directors was
opened. Director Nielsen distributed a copy of the application received from Tina Chen
who had been encouraged to apply by Member Barag. She expressed support in
appointing Ms. Chen who is an attorney and has a passion and interest in the arts. She
explained the appointment process and indicated that if the Board supports the
appointment, their recommendation will be submitted to the City Council's Community
Services Subcommittee for their recommendation to the full City Council at their
December 5th meeting. Director Nielsen also encouraged the Board to submit names of
any other potential candidates. The names of Rick Platner and Rod Lamar were.
suggested. In addition, Director Nielsen informed the Board that she would send them
the updated Member application. The following motion was then made:
MOTION: Moved by Vice Chair Bryan, seconded by Member Arguello, to recommend
to the City Council that Tina Chen be appointed to the Foundation's Board of Directors.
Motion carried:. 6-0-3. Absent: Galindo, Kahn and Snyder.
7. Chair Harrington opened the update on the Community Services Department's
Community-wide Recreation Needs Assessment. Manager Palmer was called upon to
provide staffs report. She briefed the Commission on the Needs Assessment project
and noted that the City Council had identified the project as one of their goals. She
spoke of interviewing three consulting companies who had responded to the Request
for Proposals to conduct the assessment. Approval to award the contract will be
considered by the City Council in December. Manager Palmer added that the Board
would be contacted and asked to be participants as"stakeholders"and that community
and group forums would take place in the coming year with completion of the Project by
July 1st. The update was received and filed.
Community &Arts Foundation - 4 - November 14, 1012
P4
8. Approval of an affiliate for the "Adopt-A-_" Program was requested to be pulled off
the agenda by Manager Palmer. She indicated that the City Manager's Office was
researching the matter and also awaiting clarification from the City Attorney. The item
will be placed on the January Board agenda.
9. Director Nielsen was called upon regarding discussion of soliciting community members
to assist with the 2013 Chocolate and Wine Fundraising event. She asked the Board to
submit any potential members to staff including friends, family and those in the
community who could assist with the event with duties such as assisting with the
auction. Brief discussion ensued which included suggestions to contact Dee Morris,
Suzanne Buquet and Karen Cohen. A question was also raised as to when the event is
proposed to be held. June 8`h was the date given by Director Nielsen. No other
discussion was held or action taken.
Member Madsen left the meeting at 7:06 p.m. and did not return.
10.Manager Palmer gave staff s report regarding consideration and discussion of revisions
to the Foundation's Mission and Values Statement. She noted that the item is not
urgent in nature and recommended the Board place the item on the annual workshop
agenda to allow for a boarder discussion. A suggestion was made that the Board be
given a "head start" with the item so they could come prepared to discuss the item at
the workshop. No other discussion was held or action taken.
11.Consideration of a proposal from the Lewis Family Playhouse staff to coordinate the
"Hearts for Arts" Campaign in 2013 was opened. Supervisor Sluka-Kelly provided
staffs report and recommendation. She informed the Board of the desire of the Cultural
Center Staff to organize this year's campaign to be held from approximately February
2nd through March 3rd. She described areas where donations could be accepted
including through ticket sales at the Box Office and that staff would make
announcements of the fundraising at the beginning of the various productions. Director
Nielsen clarified that staffs efforts would be in lieu of the Board taken on the
fundraising effort and monies raised would benefit the Cultural Center.. Consultant
Pachon suggested the Foundation have a table at the performances as well and
Manager Palmer offered to provide a sign-up sheet for the various opportunities. A
suggestion was also made to try to involve Victoria Gardens merchants in the
endeavor. The following motion was then made:
MOTION: Moved by Chair Harrington, seconded by Member Barag, to approve the
request from the Cultural Center staff to coordinate a "Hearts for Arts' campaign, as
proposed. Motion carried:. 5-0-4. (Absent: Galindo, Kahn, Madsen and Snyder.)
12.Status report of Foundation supported programs was presented by Supervisor Sluka-
Kelly. She reported on the success of recent productions of Pinkalicious, To Kill a
Mockingbird and Big Bad Voodoo Daddy Concert. The update was received and filed.
Community &Arts Foundation -5 - November 14, 1012
P5
13.Review of the Foundation's Board and Committee meetings scheduled for November
2012 through January 2013 was opened. Director Nielsen distributed an up-to-date
calendar of Board and Committee meetings. No discussion was held or action taken.
G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS
1. Consideration of entering into a contract with Stephen Wagner for services relating to
the Annual Golf Tournament. Consultant Pachon also noted that her pending contract
expiration.
2. Consideration of "Adopt-A _" Program Affiliation.
3. Committee appointments (should a new Member be appointed).
H. ADJOURNMENT
Chair Harrington adjourned the Regular Rancho Cucamonga Community & Arts
Foundation Meeting. The Meeting adjourned at 7:22 p.m. with all Members present
except Galindo, Kahn, Madsen and Snyder.
Respectfully submitted,
Melissa Morales
Senior Administrative Secretary .
Community &Arts Foundation - 6- November 14, 2012
1136
Rancho Cucamonga Community Foundation
CASH REPORT- Through October 31, 2012
Beginning MTD Revenue Ending
Cash Balance (Expenses) Cash Balance
100 Operating/Program Fund
09-10 Administration ($10,260.73) $0.00 ($10,260.73)
10-11 Administration ($35,579.50) ($96.98) ($35,676.48)
Fundraising Activities
2008 Golf Tournament $155.97 $0.00 $155.97
2009 Gala $3,273.72 $0.00 $3,273.72
2009 Golf Tournament $45,991.35 $0.00 $45,991.35
2010 Golf Tournament $42,804.09 $0.00 $42,804.09
2011 Golf Tournament $35,185.69 $0.00 $35,185.69
2011 Spring Event $9,110.00 $0.00 $9,110.00
2012 Chocolate&Wine Festival ($16,377.04) $0.00 ($16,377.04)
2012 Golf Tournament $10,252.69 ($9,223.83) $1,028.86
2012 Party Train $1,720.00 $0.00 $1,720.00
2013 Chocolate&Wine Festival $0.00 ($7,500.00) ($7,500.00)
Special Campaign
2010 Flemings Event $4,250.00 $0.00 $4,250.00
2010 Hearts for Arts $8,345.01 $0.00 $8,345.01
Special Campaign -Other $8,095.75 $0.00 $8,095.75
Total Special Campaign $20,690.76 $0.00 $20,690.76
Fundraising Activities-Other ($5,667.25) ($1,823.25) ($7,490.50)
Total Fundraising Activities $147,139.98 ($18,547.08) $128,592.90
100 Operating/Program Fund-Other $16,446.27 $42,263.27 $58,709.54
100 Operating/Program Fund $117,746.02 $23,619.21 $141,365.23
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 $880.51 $0.00 $660.51
401 Affiliate RC Animal Shelter
4010 Care & Enrichment $10,000.00 $0.00 $10,000.00
4011 RC Animal - Foster Cat $7,606.02 ($118.95) $7,487.07
4012 RC Animal Pit Bull Grant $4,183.92 ($115.71) $4,068.21
4013 Pit Bull Misc. $923.78 $0.00 $923.78
4014 DonorsNolunteers $8,377.93 $0.00 $8,377.93
4015 Events/Fundraising
4015a FF Flea Market $2,395.39 $0.00 $2,395.39
4015b FF Festival $13,119.12 $12,997.95 $26,117.07
4015c Putt 4 Paws $5,558.45 $0.00 $5,558.45
4015 Events/Fundraising -Other $2,696.01 $0.00 $2,696.01
Total 4015 Events/Fundraising $23,768.97 $12,997.95 $36,766.92
4016 Fostering $10,000.00 $0.00 $10,000.00
4017 Medical $5,155.88 ($1,521.05) $3,634.83
4018 Staffing $35,000.00 $0.00 $35,000.00
4019 Renovation $79,163.16 ($1,735.00) $77,428.16
401 Affiliate RC Animal Shelter-Other $49,848.98 $217.50 $50,066.48
401 Affiliate RC Animal Shelter $234,028.64 $9,724.74 $243,753.38
402 Affiliate ArrnedForcesBanner $190.00 $0.00 $190.00
403 Affiliate Pac Elec Trail $35,035.00 $0.00 $35,035.00
P7
404 Affiliate Senior Center
2011 Senior Gala $2,196.06 ($300.00) $1,896.06
2012 B&W Gala $4,130.00 $0.00 $4,130.00
404 Affiliate Senior Center-Other $33,037.40 $243.02 $33,280.42
404 Affiliate Senior Center $39,363.46 ($56.98) $39,306.48
405 Affiliate Freedom Courtyard $131,880.49 $1,842.74 $133,723.23
406 RCHS Tennis $60.00 $0.00 $60.00
407 Wounded Military $265.00 $0.00 $265.00
$3,233,997.59 $35,129.71 $3,269,127.30
Reconciliation Summary
PAL Checking -Statement Balance $ 273,142.35
Deposits in Transit $ 42,717.84
Less: Outstanding Checks $ (10,778.52)
PAL Register Balance $ 305,081.67
LAIF Account- Statement Balance $ 2,961,401.65
Deposits in Transit $ 2,643.98
LAIF Account- Register Balance $ 2,964,045.63
BALANCE $ 3,269,127.30
P8
Rancho Cucamonga Community Foundation
CASH REPORT- Through November 30, 2012
Beginning MTD Revenue Ending
Cash Balance (Expenses) Cash Balance
100 Operating/Program Fund
09-10 Administration ($10,260.73) $0.00 ($10,260.73)
10-11 Administration ($35,676.48) ($345.00) ($36,021.48)
Fundraising Activities
2008 Golf Tournament $155.97 $0.00 $155.97
2009 Gala $3,273.72 $0.00 $3,273.72
2009 Golf Tournament $45,991.35 $0.00 $45,991.35
2010 Golf Tournament $42,804.09 $0.00 $42,804.09
2011 Golf Tournament $35,185.69 $0.00 $35,185.69
2011 Spring Event $9,110.00 $0.00 $9,110.00
2012 Chocolate &Wine Festival ($16,377.04) $0.00 ($16,377.04)
2012 Golf Tournament $1,028.86 $18,607.80 $19,636.66
2012 Party Train $1,720.00 $0.00 $1,720.00
2013 Chocolate &Wine Festival ($7,500.00) $1,250.00 ($6,250.00)
Special Campaign
2010 Flemings Event $4,250.00 $0.00 $4,250.00
2010 Hearts for Arts $8,345.01 $0.00 $8,345.01
Special Campaign -Other $8,095.75 $0.00 $8,095.75
Total Special Campaign $20,690.76 $0.00 $20,690.76
Fundraising Activities-Other ($7,490.50) $0.00 ($7,490.50)
Total Fundraising Activities $128,592.90 $19,857.80 $148,450.70
100 Operating/Program Fund -Other $58,709.54 ($18,392.24) $40,317.30
100 Operating/Program Fund $141,365.23 $1,120.56 $142,485.79
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
4010 Care& Enrichment $10,000.00 $0.00 $10,000.00
4011 RC Animal- Foster Cat $7,487.07 ($50.00) $7,437.07
4012 RC Animal Pit Bull Grant $4,068.21 ($260.87) $3,807.34
4013 Pit Bull Misc. $923.78 ($703.78) $220.00
4014 DonorsNolunteers $8,377.93 $0.00 $8,377.93
4015 Events/Fundraising
4015a FF Flea Market $2,395.39 $0.00 $2,395.39
4015b FF Festival $26,117.07 $328.40 $26,445.47
4015c Putt 4 Paws $5,558.45 $0.00 $5,558.45
4015 Events/Fundraising -Other $2,696.01 $0.00 $2,696.01
Total 4015 Events/Fundraising $36,766.92 $328.40 $37,095.32
4016 Fostering $10,000.00 $0.00 $10,000.00
4017 Medical $3,634.83 ($375.00) $3,259.83
4018 Staffing $35,000.00 $0.00 $35,000.00
4019 Renovation $77,428.16 $0.00 $77,428.16
401 Affiliate RC Animal Shelter-Other $50,066.48 $1,852.52 $51,919.00
401 Affiliate RC Animal Shelter $243,753.38 $791.27 $244,544.65
402 Affiliate ArmedForcesBanner $190.00 $0.00 $190.00
403 Affiliate Pac Elec Trail $35,035.00 $0.00 $35,035.00
P9
404 Affiliate Senior Center
2011 Senior Gala $1,896.06 $0.00 $1,896.06
2012 B&W Gala $4,130.00 $0.00 $4,130.00
404 Affiliate Senior Center-Other $33,280.42 $0.00 $33,280.42
404 Affiliate Senior Center $39,306.48 $0.00 $39,306.48
405 Affiliate Freedom Courtyard $133,723.23 ($24,747.69) $108,975.54
406 RCHS Tennis $60.00 $0.00 $60.00
407 Wounded Military $265.00 $0.00 $265.00
$3,269,127.30 ($22,835.86) $3,246,291.44
Reconciliation Summary
PAL Checking -Statement Balance $ 315,860.19
Deposits in Transit $ (21,513.97)
Less: Outstanding Checks $ (12,100.41)
PAL Register Balance $ 282,245.81
LAIF Account-Statement Balance $ 2,964,045.63
Deposits in Transit $
LAIF Account- Register Balance $ 2,964,045.63
BALANCE $ 3,246,291.44
P10
RANCHO CUCAMONGA COMMUNITY AND ARTS FOUNDATION
Arts Giving History and 2013/14 Recommendations
2008/0912_009/10 2010/11 2011/12 2011/12 2PP2/13 _2013/14 Comments _
actual actual actual approved Rev 11/12 a_ roved recommend
Playhouse Performances
Presenting Sponsor - Mid Season Headliner $10,0001 $0* $10,000 $10,000 $10,000 $10,000 $10,0001
Presenting Sponsor - RC Community Theatre Series $20,000 $15,000 $15,000 $15,000 $15,000 $15,000 2 productions/1_Event
r; Supporter - MainStreet Theatre Program $5,000 $5,000 $5,000 $5,000 $5,00013 productions
Studio Theatre Performances
Presenting Sponsor - Black Box Productions Series $3,000 $3,000 $3,500 $2,000 $2,000 $2,000 1 production
Arts Education/Accessibility Programs
Presenting Sponsor - World Music Series (3) $10,00 $14,000 $10,500 $11,000 $8,500 $10,500 $10,50014 concerts
MainStreet Theatre's Artist in Residency/Outreach $5,000 $7,500 $7,500 $7,500 $6,500 $0 $01 Seek other funding
<: Tickets for Underserved Students and Families _$1,500 $1,500 $5,000 $5,000 $5,000 $5,000 $5,000
Courtyard Program (Community Groups) $3,500 $2,000 $1,500 _ .$1,000 $1,000 Reduce funding
RCCF "Family Weekends' for MainStreet Productions $20,000 $15,000 $20,000 $20,000 Not to exceed
Cultural Center 5th Anniversary Celebration $5,000 $0 $0 $01 No event
Community "Mini" Grant Program -
High School Performing Arts Program Support 1 $2,000 $2,000 $2,000 $2,000
RCCAF Scholarship Program 1 $2,500 $2,500 $500** $2,500
Sponsorship Art Association Art Show $5,000 $7,500 $7,500 $7,500 $7,500 $6,000 $6,000 Reduce funding
$51,500 $53,500 $67,OOJOI $96,000 $80,500 $77,000 $79,000
* $10,000 approved for January 2010 Headliner not expended due to cancellation of performance
** $2,500 approved for 2011/12 Student Scholarships, only one applicant was awarded reducing expense to $500
Decisions on items in green can be deferred until April if needed
I:\COMMSERV\Council&Boards\CommunityFoundation\BoardGoals\Goals\StrategicPlanProcess\SubcommitteesCurrent\Performing Arts Giving\2013\Arts Giving History 1.13.xis
Frequently Asked Questions About
Rancho Cucamonga's Landscape Maintenance District 2
RANCHO
Q: What is Landscape Maintenance District 2? CUCAMONGA
A: Landscape Maintenance District 2 funds landscape services in our area to maintain the
safety and character of our neighborhoods, schools, and parks. Landscape Maintenance
District 2 maintains almost 8 million square feet of landscaped areas located throughout
our neighborhood's streets, parks, community trails, paseos, and medians. Funds also
maintain lighting along paseos and in our area's six parks, including park restrooms, for
safety and evening use.
Q: What services are provided?
A: Care for landscaping includes weekly mowing and edging of grass areas, weed
abatement and trash and debris pick-up. Trees and shrubs are pruned and fertilized for
health and safety. Grass areas are fertilized and aerated and irrigation systems are
maintained. Dead and dying plants are replaced when necessary to improve the
appearance and health of neighborhood landscaped areas. Six parks are maintained
through Landscape Maintenance District 2, including caring for landscaping and sports
fields, and upkeep of park restrooms and picnic areas. Safety lighting is also maintained
along all paseos and in parks.
Q: What community activities are impacted?
A: Hundreds of children and families play in our parks and participate in local sports
programs. Funds from Landscape Maintenance District 2 ensure our parks remain safe
and well lit at night, and that our children play on safe playground equipment and well-
maintained sports fields to reduce risk of injury.
Additionally 5.5 miles of paseos run through Landscape Maintenance District 2,
providing residents with beautiful, well lit recreation and transportation paths away from
speeding cars. Our kids utilize these as safe paths to school and local parks, while seniors
use them for recreation and exercise. Landscape Maintenance District 2 ensures that
paseo lighting is maintained, which is particularly important to keeping our
neighborhoods safe.
Q: What are current lighting and landscape needs in Landscape Maintenance District 2?
A: Without additional funds we can no longer adequately maintain landscaping alone our
streets, paseos and in parks throughout Landscape Maintenance District 2 We will no
longer be able to water 1.5 million square feet of grassy areas along streets and paseos,
and grass will die. Eventually, mostly dirt will remain, severely impacting the character
of our community. Eliminating these grassy areas is only the first step needed to cut
costs. Overall maintenance throughout the District will also be reduced to a basic level,
including eliminating all fertilizing; reducing trash pickup to every two weeks and weed
removal to four times per year; and trimming vines and shrubs just once or twice a year.
Event Agreement
This Agreement is made and entered into on January 14, 2013 by and between Stephen Wagner,
individual(Wagner)and the Rancho Cucamonga Community& Arts Foundation(RCCAF),
collectively known as the parties.
NOW,THEREFORE, in consideration and mutual promises and covenants herein contained and
for the other good and valuable consideration,RCCAF and Wagner hereby acknowledge the
receipt and sufficiency of which.
I. SERVICES
Wagner shall perform duties as described in EXHIBIT D, to insure the successful
outcome of the"Event'known as the"Rancho Cucamonga Community& Arts
Foundation $1,000,000 Tournament"scheduled for Monday, October 28, 2013 to be
held at Red Hill Country Club, Rancho Cucamonga, California.
H. RESTRICTIONS
Restrictions are duly noted in EXHIBIT E, "RCCAF Responsibilities"and are taken
herein by Wagner. Wagner shall be reimbursed for all event purchased items i.e.,
postage, etc. as noted in EXHIBIT A with receipt verification.
RCCAF is responsible for all expenses that are pre-approved by the RCCAF
Tournament Chairman and are shown in EXHIBIT A. All approved charges will be
invoiced and/or billed to RCCAF.
III. COMPENSATION
In consideration of Wagner providing the services, compensation shall be Fifteen
Thousand Dollars($15,000)Management Fee,plus a commission based on"new
sales"as specified in EXHIBIT B. Seven Thousand Five Hundred Dollars($7,500)
is due to Wagner at the time of the signing of this Agreement and the remaining three
(3)payments are; Twenty-Five Hundred Dollars($2,500)on/or before July 1, 2013,
the second payment of Twenty-Five Hundred Dollars ($2,500)on/or before
September 1, 2013 and the third and final payment of Twenty-Five Hundred Dollars
($2,500) will be due on/or before November 1, 2013. Sales commissions will be paid
on November 15, 2013.
Payment to be sent to: Stephen Wagner
8330 Highridge Place
Rancho Cucamonga,CA 91730
IN WITNESS WHEREOF,the parties have executed this Agreement effective as of January 14,
2013.
Nettie Nielsen Stephen Wagner
Community Services Director Event Management
City of Rancho Cucamonga 8330 Highridge Place
10500 Civic Center Drive Rancho Cucamonga, CA 91730
Rancho Cucamonga, CA 91730
Frequently Asked Questions About
Rancho Cucamonga's Landscape Maintenance District 2
RANCHO
Q: What is Landscape Maintenance District 2?
CUCAMONGA
A: Landscape Maintenance District 2 funds landscape services in our area to maintain the
safety and character of our neighborhoods, schools, and parks. Landscape Maintenance
District 2 maintains almost 8 million square feet of landscaped areas located throughout
our neighborhood's streets, parks, community trails, paseos, and medians. Funds also
maintain lighting along paseos and in our area's six parks, including park restrooms, for
safety and evening use.
Q: What services are provided?
A: Care for landscaping includes weekly mowing and edging of grass areas, weed
abatement and trash and debris pick-up. Trees and shrubs are pruned and fertilized for
health and safety. Grass areas are fertilized and aerated and irrigation systems are
maintained. Dead and dying plants are replaced when necessary to improve the
appearance and health of neighborhood landscaped areas. Six parks are maintained
through Landscape Maintenance District 2, including caring for landscaping and sports
fields, and upkeep of park restrooms and picnic areas. Safety lighting is also maintained
along all paseos and in parks.
Q: What community activities are impacted?
A: Hundreds of children and families play in our parks and participate in local sports
programs. Funds from Landscape Maintenance District 2 ensure our parks remain safe
and well lit at night, and that our children play on safe playground equipment and well-
maintained sports fields to reduce risk of injury.
Additionally 5.5 miles of paseos run through Landscape Maintenance District 2,
providing residents with beautiful, well lit recreation and transportation paths away from
speeding cars. Our kids utilize these as safe paths to school and local parks, while seniors
use them for recreation and exercise. Landscape Maintenance District 2 ensures that
paseo lighting is maintained, which is particularly important to keeping our
neighborhoods safe.
Q: What are current lighting and landscape needs in Landscape Maintenance District 2?
A: Without additional funds, we can no longer adequately maintain landscaping alone our
streets, paseos and in parks throughout Landscape Maintenance District 2 We will no
longer be able to water 1.5 million square feet of grassy areas along streets and paseos,
and grass will die. Eventually, mostly dirt will remain, severely impacting the character
of our community. Eliminating these grassy areas is only the first step needed to cut
costs. Overall maintenance throughout the District will also be reduced to a basic level,
including eliminating all fertilizing; reducing trash pickup to every two weeks and weed
removal to four times per year; and trimming vines and shrubs just once or twice a year.
Q: Why do we need to act now?
A: Keeping our neighborhoods clean, attractive and safe helps protect our property values
and helps ensure Rancho Cucamonga remains a desirable place to live and do business.
In today's economy, it is more important than ever to uphold local property values and
attract and retain businesses in our community.
The City has done everything it can to maintain and increase the efficiency of our
landscape and lighting services. Nevertheless, over the past 20 years the costs of energy,
water, materials and labor needed to preserve our neighborhood landscaping have
continued to rise. Costs for water have increased by 146%, electricity by 15%, fuel by
367%, and contract maintenance costs by 41%. At the same time, the assessment rates
have stayed the same since 1993. The Landscape Maintenance District simply does not
have the funds to keep up with increasing costs without eliminating or reducing
landscaping along our streets and paseos and reducing maintenance in our parks.
Q: What can be done?
A: We want to get more input from homeowners and local businesses on their priorities for
neighborhood landscaping. Over the past year and a half the City has explored all
potential funding and cost saving options, including cuts to services, and at this time, no
reliable sources of revenue exist to maintain or improve current service levels. We are
committed to educating residents on the fiscal needs and providing them with
information on upcoming cuts to landscape maintenance services. The City Council
looks forward to getting feedback on next steps, including whether to reconsider a
potential revenue measure for local landscaping needs or proceed with the service
reductions noted above.
Any funds generated by Landscape Maintenance District 2 are deposited into a separate
fund that, by law, can only be spent on maintaining or improving our local neighborhood
and park landscaping and annual independent audits are published for public review.
Q: How would additional funds support our landscape and lighting needs?
A: Additional funds would maintain and improve local landscaping and lighting, including:
• Prevent the elimination of grassy areas along local streets and paseos, keeping the
character of our neighborhood and helping to maintain property values
• Maintain and repair lighting along paseos and in parks for neighborhood safety
• Improve maintenance services to maintain appearance and health of landscaped areas
located throughout our neighborhood's streets parks, community
trails, paseos, and
medians.
• Explore more drought tolerant landscaping for the area
Q: How can I find out more information?
A: Please contact Dean Rodia, Parks & Landscape Maintenance Superintendent at (909)
477-2730 with any additional questions. Go to www.cityofrc.us/LMD2 to complete a short survey
of landscaping priorities.
12/1212012
Rancho Cucamonga Community & Arts Foundation Golf Event Budget 2013 Exhibit A
EXPENSES 2013 Based on 144-Actual 113 in 12'
r42Description Actual 12' Budget 13' Comments Notes
Site Fee $12,430.00 $ 15,840.00 RHCC @$110.00(112 in 11',113 in 12') Based on 144
Amateur Gift Pak/Ladies Gift Cards $8,668.30 $ 8,250.00 $55.00 Budget X 150,Same Budget as 2010&2011 Inventory Remaining
Official Pro ram &Auction Guide $55.33 $ 175.00 Materials Only Donated by Wagner&Canon
Breakfast $2,993.79 $ 3,000.00 Actual in 2011,$3,082.35 Actual$24.00-2012(124)
Pla ues $937.43 $ 1,450.00 $30.00x34
Administrative Costs Office Supplies) $427.11 $ 500.00 Paper,Auction,Postage,Ink,Pens,Raffle Tickets,etc.
7 jAwards Banquet $7,468.15 $ 8,000.00 $50 X 125(includes 20%Gratuity&8.75%Sales Tax) Actual$50.00 in 2013(150)
8 Winners Awards 3 Places $1,010.00 $ 1,218.00 $150 First,$100 Second,$50 Third(4 Each) Gift Cards-Victoria Gardens
' Puttinq Contest $2,880.00 $ 2,880.00 Putt for$50,000($20.00)per person Based on 112 Participants
10 Audio-Visual $318.38 $ 425.00 24'Black Pipe&Drape-Awards Banquet Add to Budget
11 Staff&Volunteer Shirts $430.00 $ 500.00 20 X$25,+logoed(replacement or new only in 2011) Had 37 Volunteers+1 Logo/Add
12 Raffle Guarantee-Cash Prize $1,000 $1,000.00 $ 1,000.00 cash Same as 2010
13 Hole-in-One Insurance $2,633.00 $ 2,700.00 4 Holes in 10' Budget based on 144 Golfers in 2012
14 Printing Costs $1,209.25 $ 200.00 Save the Date($138.18)Logo($50)Brochure($1,092.69) Reduce in 2013
15 Auction Processing $259.91 $ 250.00 Estimated
16 Closest to the Pin & Longest Drive $606.00 $ 650.00 $100.00 per,4 Closest Pin,2 Longest Drive(Men/Women) Gift Cards-Victoria Gardens
17 Raffle Items $4,087.91 $ 5,000.00 (Raffle Items Only,No Auction Items) Includes Consignment Items
18 Beer,Soft Drinks,Water,Ice,Snacks $1,411.74 $ 1,400.00 Budget 9 Stations+Snacks&Beverages(6 in 10')(6 in 11') Red Hill$125 per station
19 Photo fa her $775.00 $ 775.00 For Marketing&Promtional Future Use-Team Photo Sherrie Moore Photography
20 Management Fee $15,000.00 $ 15,000.00 Wagner
21 Signs, Banners, Etc. $786.62 $ 1,000.00 New Sponsors/Logos=New Signs
22 IMiscellaneous $340.38 $ 250.00 Rental Truck,Insurance,etc.
23 PettyCash OUT $270.00 $ 270.00 Start-Up Dollars(wash) Start($150)&Hole#1 ($60 ea.)
24 Bar $1,339.64 $ 1,575.00 Hosted Bar,(Wine,Soft Drinks,Beer Only) Cost++
25 Million Dollar Hole-in-One Contest $970.00 $ 1,000.00 $190 per person(5 players)Policy(5 in 2011) 5 in 2012
27 Mania ement Commission $225.00
TTL $68,532.94 $ 73,308.00
REVENUES
# Description Actual 12' Bud et 13' Comments Notes
A Non-Golfing Sponsorships $6,750.00 $ 30,000.00 See Sponsorship Spreadsheet Based on Sell-Out(144 Golfers)
B Golf Sponsorships $72,000.00 $ 102,500.00 See Sponsorship Spreadsheet Based on Sell-Out(144 Golfers)
C Raffle & Mulli anS $4,923.00 $ 6,750.00 (Avg$53-08')(Avg$32-09')(Avg$46-10')(Avg$54-11') (Avg$44-12')5 yr.Avg-$45.80 PP
D Award Banquet Dinners $550.00 $ 350.00 11 additional Dinners in 2012
E Donations $2,500.00 $ 3,000.00 Union Bank
F Pettv Cash IN $270.00 $ 150.00 Start($150)&Hole#1 ($90)
G Live & Silent Auctions $11,595.00 $ 10,000.00 $18,550 in 2008,(2010 Live$7.950+Silent$3,800) Live($8,795) Silent($3,805)09'
H Long Drive & Hole#1 Wheel $900.00 $ 750.00 Long Drive($600)Spin Wheel($420)less start-up$120
1 Refund $901.00 International Hole-In-One
J TTL $100,389.00 $ 153,500.00
P&L
K lRevenues $100,389.00 $ 153,500.00
L ltxpenses $68,532.94 $ 73,308.00
N Profit $ 31,856.06 $ 80,192.00 PROPOSED 1-14-2013
RCCAAF Golf Tournament Expenses Details By Category 2012
'Vendor# Category •..
1 I Site Fee 113 Red Hill CC $ 12,430.00 1 $ 12,430.00
2 jAmateur Gift Pak&Womens' Gift Cards Antigua Shirts $ 2,927.00
Liberty Logos Throw $ 4,541.00
Photographer Throw $ 100.00 $ 100.00
Uline Gift Bas $ 73.27 $ 73.24
Costco Golf Balls $ 517.03 $ 517.03
Victoria Gardens Womens Gift $ 408.00 $ 408.00
Victoria Gardens (Womens Gift $ 102.00 $ 102.00
$ 8,668.30 1 $ 8,668.30
3 1 Official Pro ram &Auction Guide Kelly Paper-Canon (Paper) $ 55.33 $ 55.33
$ 55.33 $ 55.33
4 IBreakfast Red Hill CC 1 $ 2,953.11
Vons (Bagels & Capers) $ 40.68 1 $ 40.68
$ 2,993.79 $ 2,993.79
5 IPlaques I Champion Awards $ 937-431 $ 937.43
6 Administrative Costs-Office Supplies Staples (Envelopes,Pa er,Velcro $ 76.24 $ 76.24
Staples $ 68.94 $ 68.94
Wagner(Lamination-Badges) $ 34.00 $ 34.00
Staples $ 66.77 $ 66.77
FedEx (Shipping & Postage) $ 73.41 $ 73.41
USPS Hole-in-One International $ 18.95 $ 18.95
USPS Tickets & Certificates $ 25.77 $ 25.77
Sta les 1 $ 63.03 $ 63.03
$ 427.11 $ 427.11
7 jAwards Banquet Red Hill CC 1 $ 7,468.15 $ 7,468.15
8 Winners Awards IVictoria Gardens Gift Cards $ 1.010.001 $ 1,010.00 1 $ 1,010.00
9 IPufting Contest 120 Hole-In-One International 1 $ 2,880.001 $ 2,880.00
Vendor •..
10 [Audio-Visual lAlliant Event(Pipe& Urape) $ 263.00
Red Hill 1 $ 55.38
$ 318.38 1 $ 318.38
11 1 Staff&Volunteer Shirts lAntigua $ 430.00 $ 430.00
12 lRaffle Guarantee $1,000 ICash $ 1,000.00 1 $ 11000.00 1 $ 1,000.00
13 Hale-in-One Insurance Hole-in-One International 1 $ 2,633.00 $ 2,633.00
14 lPrinting Costs Little Bear Productions (Design) $ 250.00
Foamboard $ 147.33
Paper Direct Save the Date $ 211.94
AlphaGraphics Brochure Print $ 599.98
$ 1,209.25 $ 1,209.25
15 Auction Processing Credit Card Fees -City Account $ 259.91 $ 259.91
16 Closest to the Pin & Longest Drive lVictoria Gardens Gift Cards $ 606.00 $ 606.00 $ 606.00
17 Raffle &Auction Items Ultimate Pastime Sports (Consign) $ 860.00
Staples (Sony Headphones) $ 69.50 $ 69.50
Grou on Gurkha Cigars) $ 49.00 $ 49.00
Coach Purse &Wallet $ 202.14 $ 202.14
Coach Tan & Black Purses $ 284.96 $ 264.96
Universal Advertising Fast La $ 110.00 $ 110.00
Costco LG DVD, TV& Nikon $ 522.14 $ 522.14
Target(Lamp, Keuriq &Wine $ 437.85 $ 437.65
Costco Vizio & Nin'a Blender $ 569.20 $ 569.20
Z Gallerie Coral, Plate, Hurricane $ 75.80 $ 75.80
Staples Kindle Fire $ 184.85 $ 184.85
Flemings $100 Gift Card $ 100.00 $ 100.00
Ra Pour $100 Gift Card $ 100.00 $ 100.00
Famous Dave's $100 Gift Card $ 100.00 $ 100.00
Tob Keiths $50 Gift Card $ 50.00 $ 50.00
Hobb Lobb Si nature Pens $ 7.48 $ 7.48
Vendor
Sports Authority Putter $ 32.29 1 $ 32.29
SESports Memorabilia Helmets $ 262.16 $ 262.16
Sports Authority Women 7 Metal $ 43.09 $ 43.09
Golf Smith Child's Golf Ba $ 27.45 $ 27.45
$ 4,087.91 $ 4,087.91
18 lBeer, Soft Drinks, Water, Ice, Snacks Red Hill (Set-Up, Tents& Ice $ 544.89
Costco Snacks & Drinks $ 458.81 $ 458.81
Trader Joe's Snacks $ 29.56 $ 29.56
Walmart Tea $ 38.55 $ 38.55
Costco Snacks & Drinks $ 21.67 $ 21.67
Total Wine& More Beer $ 122.09 $ 122.09
Ral hs Beer $ 91.28 $ 91.28
Ral hs Beer $ 104.89 $ 104.89
$ 1,411.74 $ 1,411.74
19 113hotography IMoore Photography $ 775.00 $ 775.00
20 IManagement Fee Wagner 4-12 $ 5,000.00
Wagner 6-1 $ 2.50000
Wagner 9-1 $ 2,500.00
Wagner 11-1 $ 5.000.001
$ 15,000.00 $ 15,000.00
21 ISigns, Banners, Etc. The Sign Shop (Signs & Banners $ 515.05
Graphics Facto (Signs) $ 237.00
Lowe's Hardware $ 7.63 $ 7.63
Michael's Frame $ 26.94
$ 786.62 $ 786.62
• Vendor• • s Pool
22 Miscellaneous U-Haul Truck Rental $ 73.17 $ 73.17
Armstrong's Flowers $ 43.48 $ 43.48
Throw#1 (U-Haul Rental & Fuel $ 66.30 $ 66.30
Throw#2 (U-Haul Rental & Fuel $ 61.43 $ 61.43
Arco Fuel $ 45.00 $ 45.00
Victoria Gardens Kendra Gift Cd $ 51.00 $ 51.00
$ 340.38 $ 340.38
23 jPetty Cash OUT ICash Mulli ans & Raffle $ 150.001 $ 150.00
CashHole#1 -Wheel Chance $ 60.00 $ 60.00
Cash Hole#14- Long Drive $ 60.001 $ 60.00
$ 270.00 1 $ 270.00
24 jBar Beer&Wine Only) Red Hill CC 1 $ 1,339.64 $ 1,339.64
25 IMillion Dollar Hole-in-One Premium Hole-in-One International $ 970.00 $ 970.00
26 119th Hole Budget, Add On
27 Management Commission b. $ 225.00
$ 9,079.10
invoiced
Cash or Advance Pool
Receipt
11/82012-FINAL
• EXHIBIT B
PARAMETERS OF THE SALES COMMISSIONS INCENTIVES
It is understood and agreed by both parties that new Sponsorships must be generated to grow the
RCCAF Golf Tournament in future years. Therefore, an incentive commission will be offered to
entice Wagner to cultivate,promote and bring to fruition"new"sponsors,companies, individuals
and/or organizations to the event. Therefore, the following terms and conditions apply for the
proposed Sales Commission Incentives.
1. Wagner will receive a commission on any new sponsorships and/or donations and
guarantees are as follows;
a. A fifteens percent(15%)commission is guaranteed to Wagner from the sales of
new sponsorships for the year of 2013.
b. Total commissions will be paid on November 15, 2013 to Wagner.
c. All new sponsors and/or donations must be paid in full in order for Wagner to
receive his commission.
2. Definition of a"New"sponsor is as follows;
a. A new sponsor is any sponsor, company, individual and/or organization that"has
not"given any financial support in the way of sponsorships and/or donations to
the RCCAF Golf Tournament in the years 2008,2009,2010, 2011 and/or 2012.
b. Commissions will not be paid on new sponsors"in-kind"donations of products
and/or services.
Wagner to provide:
EXHIBIT D
MANAGEMENT OF Rancho Cucamonga Community& Arts Foundation Golf Tournament
(RCCAAF)
Event: Rancho Cucamonga Community&Arts Foundation$1,000,000 Golf Tournament
Host: Rancho Cucamonga Community&Arts Foundation
Contact: Nettie Nielsen,Community Services Director
Site: Red Hill Country Club,Rancho Cucamonga
Date: October 28,2013
Time: 9:30 AM(Shotgun Start),Check-In 8:00 AM
Format: Scramble,(Teams of 4) 144 Amateurs
SPECIFIC DUTIES PERFORMED BY WAGNER
I. Professional supervision and management of the 2013 (RCCAAF)golf event to provide the following:
A. Site Selection, Selling of Sponsorships & Golf Playing Spots
1. Final negotiation of Site Agreement and renewal and all parameters thereof
2. Negotiation of Sponsorships&Playing Spots(See Exhibit D)
3. Mailing of Marketing Materials and Entry Forms
4. Coordination and Activation of all Golf Sponsorships and Contacts
5. Meeting/phone contact with follow-up assistance in contacting City of Rancho Cucamonga vendors&
suppliers and following-up
6. Manage Raffle,Silent and Live Auctions.
B. Event Responsibilities & Start-up
1. Supervise all Volunteers
2. Develop Player Applications for Participation
3. Develop Event Flyer
4. Develop Sponsorship Kit(descriptions&inventory)
5. Sponsorship Agreement(draft to be provided by Wagner,subject to approval of City and/or RC
Community Foundation)(legal counsel)
6. Standard Operational Budget(Exhibit A)
7. Bi-weekly(updated)Foursome Assignment Spreadsheets(beginning May 1 -TBD)
8. Weekly pairings beginning August 15(format will be provided)
9. Check-in(including any raffles,putting contests,mulligans, games,etc.)
10. Pairings Sheets
11. Cart&Hole Assignments
12. Scorecards& Scoring
13. Scramble Rules Sheet&Pin Sheets
14. Special Games&Contests Rules Sheet
15. Player Registration&Registration Set-Up
16. Site visit and Course liaison(includes one site visit approximately 180 days in advance)
17. Auction Materials(Bid Sheets,Descriptions,Registration,etc.)
18. Board of Directors"Report Card"
C. Distribution and/or Course Preparation
1. Water,Ice,Snacks and Beverages(if allowed by venue)
2. Gift Distribution
3. Placement of Hole Sponsor Signs
4. Special requests for Pin Flags and/or Tee Box Markers(RCCAAF Option)
5. Longest Drive(Men&Women)
6. Closest to the Pin(all Par 3's)
7. Hole-In-One Contests
EXHIBIT A Page 2
8. Any Special Contest, i.e.,Long Drive Contracted or Donation Personnel
9. $50,000 Putting Contest
10. Snack distribution during round
11. Million Dollar Hole-in-One Contest
12. Lunch Vendor and/or Sponsor
D. Banquet and/or Post Tournament
1. Awards Banquet Supervision
2. Awards&Prizes(including Hole-In-One contests)
3. Silent and/or Live Auctions
E. Arrangements for the following products, contacts,vendors,suppliers and/or services as
needed
1. Apparel
2. Golf Equipment&Representatives
3. Professional Photographer
4. Awards Photo-Plaques or Plaques
5. Specialty and/or Custom Awards&Prizes
6. Hole-In-One&Putting Game Insurance
7. Credentials
8. Banners,Graphics&Signage
9. Tee Box and Pin Flags Custom Development
10. Publications(Program of Sponsor Ads,etc.)
11. Food&Beverages(Cash&In-Kind)
12. Raffle Items
F. Procurement&Management of the following
1. Production of all Events&Related Activities
2. Auction Memorabilia'
G. Wagner will sign"Confidentiality Agreement"in regards to City contacts (vendors and
suppliers)if requested.
Rancho Cucamonga Community& Arts Foundation to provide:
EXHIBIT E
Rancho Cucamonga Community & Arts Foundation RESPONSIBILITIES
I. ITEMS,INFORMATION, PROCUREMENT& ASSISTANCE TO BE PROVIDED BY
RCCAAF
A. Provide Personnel,Volunteers and/or Main Contacts
I. Nettie Nielsen as Liaison
2. Back-up Contact(Francie Palmer)
3. Event Chairman,(Richard Madsen)
4. Volunteers during the event(same as 2012)
5. Auction Chairperson or Committee to help in the solicitation of items(Expand in 2013).
B. Documents and Other Information:
1. Event,City and Organization Logo(s),Trademarks, Service Marks, Sales Marks,Copyrights,photos,
etc.
2. All Information in regards to other Sales Leads and/or Potential Sponsors
3. All(Golf and F&B Agreements)Site and/or Venue information including contracts
4. All Press Release information(if applicable)
5. All promotional,marketing and sales materials that RCCAAF specifically wants utilized:
a. Publications
b. Letterhead Envelopes and or Stationary
c. Direct Mail Pieces
d. Brochures&Newsletters
e. Sponsorship Contacts(electronic format)
f Photo's(approval for use)
C. Procurement of all items that are needed and approved for the successful operation of the
event. Items may be purchased or made with arangements by Wagner and billed to City
and/or RCCAAF or billed to Wagner with prior written approval of RCCAAF,that will be
paid by RCCAAF(Wagner will not make final purchase without the prior written approval
by City or RCCAAF)
I. Gift&Awards Items
2. Golf Course Expenses(Green Fees,Carts,Use of Practice Facilities,F&B,other related)
3. Management Fees
4. Food&Beverages
5. Signs, Banners&Graphics
6. Audio-Visual
7. Hole-in-One and Putting Contest Insurance
8. Postage, Shipping and Handling Charges
9. Program,Copies and/or Publications
10. Raffle Items(If need to be purchased)
11. Live& Silent Auction Items(if need to be purchased)
12. Rental Equipment, i.e.,Moving Vans,etc.
13. Other Related Costs&Expenses
D. Financial obligations as agreed by both parties.
1. All checks will be made out to Rancho Cucamonga Community Foundation.
2. Payment of all vendor invoices and/or other bills will be made in a timely manner by the City or
RCCAAF
3. City or RCCAAF is responsible for collecting all revenues(sponsorships,donations,foursomes,
advertising and other related income)and reporting to Wagner on a bi-weekly basis(TBD)(Wagner to
provide reporting form).
EXHIBIT E.Page 1
4. Wagner and City/RCCAAF mutually agree to make arrangements for collection of all ancillary
revenues during Auctions(Live& Silent),Raffle,Mulligan Sales and/or other related activities that
will generate revenues prior,during and post events. If City/RCCAAF has equipment for the
electronic processing of credit and debt cards,this method will be used. All revenues collected will go
into City and/or RCCAAF designated accounts.
EXHIBIT F
CHANGE OF NAME OR LEGAL DESCRIPTION
It is understood and agreed by both parties that Stephen Wagner may change the legal description
and name of the contracted party from an individual/sole independent contractor to a corporation,
LLC or other legal entity during the term of this Agreement. This change can be made without
any material default and all terms and conditions of this Agreement will be transferred without
any penalties or language changes except the name change and/or legal description and all rights
thereof.
It is mutually agreed that this transformation will be submitted in written form to the Rancho
Cucamonga Community&Arts Foundation upon completion of said actions.
Agreed by both parties as initialed below.
MSW NN