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HomeMy WebLinkAbout14/09/24 RANCHO CUCAMONGA COMMUNITY Et ARTS FOUNDATION BOARD OF DIRECTORS RANCHO CUCAMONGA COMMUNITY AGENDA RTS FOUNDATION LASERFYCHE COPY September 24, 2014 REGULAR MEETING 5:00 p.m. Victoria Gardens Cultural Center 12505 Cultural Center Drive Rancho Cucamonga, CA 91739 Board Members Bryan Snyder, Chair Linda Bryan, Vice Chair Paula Pachon, Secretary/Treasurer Al Arguello, Member Taro Barag, Member Rosemarie Brown, Member Tina Chen, Member Thomas Galindo, Member Jim Harrington, Member Rod LeMond, Member Mark Rivera, Member City Offices: (909)477-2760 RANCHO CUCAMONGA OMMUNITY° COMMUNITY ti ARTS FOUNDATION CNI &RTSF0UNDATION BOARD OF DIRECTORS September 24, 2014 2 1. Pledge of Allegiance 2. Al Arguello _ Jim Harrington Taro Barag _ Rod LeMond _ Rosemarie Brown _ Paula Pachon _ Linda Bryan _ Mark Rivera Tina Chen _ Bryan Snyder Thomas Galindo None 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. 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 Board Member or member of the audience for discussion: 1. Approval of the Minutes of the Regular Community & Arts Agenda pages Foundation Meeting held June 25, 2014. 1 -6 2. Receive and file Treasurer's Reconciliation Summary Reports 7- 13 for the LAIF and PAL Accounts through August 2013. The following items are not public hearing items,although the Chair may open the meeting for public input: RANCHO CUCAMONGA OMMUUNITNIT Y COMMUNITY 8 ARTS FOUNDATION C &4RTSFOUNDATION BOARD OF DIRECTORS September 24, 2014 3 1. Update on recent amendments to the City's Investment Policy --- and proposed changes to the Foundation's Policy. 2. Update on the Foundation's Golf Tournament held September 8, 14- 16 2014. 3. Update on staffing for the Foundation. 17 4. Update on the Board's Membership and consideration of 18- 19 appointments to the Foundation's subcommittees. 5. Discussion on the Foundation's Student Scholarship 20 Program. This is the time for the Board Members to present oral reports on the Board Committees. No action will be taken or discussion held. 1. Golf - (Chair- Rivera) 2. Spring Events/Party Train - (Chair- Bryan) 3. Executive/Finance - (Chair— Snyder) 4. Board Development - (Chair— tbd) 5. Arts Giving - (Chair- Snyder) 6. Major Gift - (Chair— Harrington) 7. Marketing and Outreach - (Chair—Pachon) The following items are not public hearing items,although the Chair may open the meeting for public input: 1. Update on Foundation Sponsored Activities. - - - 2. - -2. Review of the Foundation's Committee and Board Meeting - - - Schedules. - - Schedules. RANCHO CUCAMONGA COMMUNITY £t ARTS FOUNDATION COMMUNITY &RTSFOUNDATION BOARD OF DIRECTORS September 24, 2014 4 eII � � . .0 O e O - e 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: en I, Melissa Morales, Community & Arts Foundation Secretary, hereby certify a true, accurate copy of the foregoing Community Foundation agenda was posted on September 18, 2014, seventy-two (72) hours prior to the meeting per A.B. 2674 at 10500 Civic Center Drive, Rancho Cucamonga, California. RANCHO CUCAMONGA COMMUNITY &ARTS FOUNDATION MINUTES OF THE JUNE 25, 2014, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community & Arts Foundation was held on Wednesday, June 25, 2014, in the Tri-Communities Room, at the Rancho Cucamonga Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:00 p.m. by Vice Chair Bryan followed by the Pledge of Allegiance. Present were: Board Members: Barag, Bryan, Chen, Kahn, LeMond (arrived at 5:20 p.m.), Pachon, Rivera and Snyder. Absent: Arguello, Brown, Galindo and Harrington (who conference called into the meeting). Staff: Nettie Nielsen, Community Services Director; Francie Palmer, Community Services Marketing Manager; Susan Sluka-Kelly, Cultural Arts Manager; Daniel Schneider, Community Services Supervisor; Karen Silhanek, Management Analyst I; Heidi Gautschi, Office Specialist I and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS 1. On behalf of the Foundation, Treasurer Snyder presented student scholarship awards to Megan Hill (Rancho Cucamonga High School) and Erin Joy Moore (Los Osos High School). 2. Manager Sluka-Kelly provided a presentation of the 2014/15 Lewis Family Playhouse Season video. Manager Sluka-Kelly was asked where the video is shown and she responded that the City Council and Park and Recreation Commission are also provided with video presentations. In addition, the video is streaming at the Cultural Center. Suggestions included showing the video at Kiwanis and Chamber of Commerce meetings and to add snippets of C&AF information on the Cultural Center's web-site. Member LeMond arrived during this time. The meeting recessed at 5:30 p.m. and reconvened at 5:45 p.m. with all Members present except Arguello, Brown, Galindo and Harrington. C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. D. CONSENT CALENDAR 1. To approve the Minutes of the Special and Regular Community & Arts Foundation Meetings held April 23, 2014 (as amended). Rancho Cucamonga Community&Arts Foundation - 1 - June 25, 20M7 P1 2. To receive and file Treasurer's Reconciliation Summary Reports for the LAW and PAL Accounts through May 2014. Director Nielsen distributed proposed changes to the minutes and recommended their approval. Amendment to the April 24th Special Meeting minutes was on Page 2, Paragraph 4, from "Director Nielsen asked if Member Pachon could" to "Director Nielsen was asked to". Also Page 4 of the Regular Minutes, Paragraph 1, concerning Monte Carlo Night Fundraiser adding "She estimated the event will raise approximately $7,000" and concerning the Cinco de Bunco fundraiser from "it is anticipated to raise $7,000"to "it is anticipated to raise $1,600." MOTION: Moved by Member LeMond, seconded by Member Kahn, to approve the Consent Calendar, as amended. Motion carried: 8-0-4 (Absent: Arguello, Brown, Galindo and Harrington). E. FOUNDATION BUSINESS 1. Election of Chair, Vice Chair and Secretary/Treasurer for the Community & Arts Foundation was introduced by Director Nielsen who indicated that the annual election of the three seats was now due. The floor was opened for nominations for the seat of Chair. Vice Chair Bryan nominated Treasurer Snyder which was seconded by Member Barag. Being no other nominations, the nominations were closed and a vote called for. The motion went as follows: MOTION: Moved by Member Barag, seconded by Member Chen, to elect Bryan Snyder as Chair of the Community&Arts Foundation for Fiscal Year 2014/15. Motion carried: 8-0-4 (Absent: Arguello, Brown, Galindo and Harrington). Nominations were then opened for the seat of Vice Chair. Member Kahn nominated Member Pachon and Member Pachon nominated current Vice Chair Bryan. Being no further nominations, nominations were closed. The following motion was then made: MOTION: Moved by Member Pachon, seconded by Member Rivera, to elect Linda Bryan as Vice Chair of the Community & Arts Foundation for Fiscal Year 2014/15. Motion carried: 7-1-0-4 (No: Kahn;Absent: Arguello, Brown, Galindo and Harrington). Nominations were then opened for the seat of Secretary/Treasurer. Vice Chair Bryan nominated Member Pachon which was seconded by Chair Snyder. Member Barag nominated Member Chen. Being no further nominations, nominations were closed. The following motion was then made: MOTION: Moved by Member Rivera, seconded by Vice Chair Bryan, to elect Paula Pachon as Secretary/Treasurer of the Community & Arts Foundation for Fiscal Year 2014/15. Motion carried: 7-1-0-4 (No: Barag; Absent: Arguello, Brown, Galindo and Harrington). Rancho Cucamonga Community&Arts Foundation m2- June 25, 2014' P2 2. Director Nielsen was called upon to open the discussion concerning appointments of Foundation Members to the various Foundation Committees and review of Committee and Board Meeting Schedules. She distributed the chart of the committees and their membership and asked the Board to discuss any changes to be made. Member Chen asked to be removed from next year's Golf Tournament Committee. The Board then discussed whether to expire the Ad Hoc Investment Committee and the consensus was to change to a regular standing committee. Member LeMond expressed his interest in staying on the Committee and agreed to be the chair. A motion followed: MOTION: Moved by Vice Chair Bryan, seconded by Secretary/Treasurer Pachon, to approve the creation of a regular standing Investment Committee. Motion carried: 8-04 (Absent: Arguello, Brown, Galindo and Harrington). 3. Discussion and approval of a new Foundation Investment Policy was presented by Investment Committee Chair Harrington. He referenced staffs report dated June 25th that contained a proposed Statement of Investment Policy, which is in line with the City's Policy, and various investment scenarios to consider. He spoke of the numerous meetings held by the Committee and process undertaken in determining the best course of action. He did clarify that the affiliate and operating funds will remain liquid. He recommended, on behalf of the Committee, approval of the Policy and Investment Scenario "C." Questions were asked concerning the amount to be left in the operating budget and affiliate accounts after the investments, who would make the decision on how to invest, what the deficit is and whether there would be monies available if the fundraisers aren't as successful this year as projected. Members of the Committee as well as Director Nielsen responded to the questions asked. An estimated $125,000 to $130,000 would remain in the operating budget with $205,000 in affiliate funds after the monies were invested which would not be done at one time. Deficits were estimated at $35,000. It was also noted that the proposed scenarios (on Page 30 of the staff report) dictated the types and amount of investments. Concern was expressed that more may need to be saved for liquidity, but it was noted the reserves could be tapped into if necessary. The future possibility of the Animal Center's Affiliate status was also pointed out as they are considering forming their own non-profit organization and would take any monies in their fund with them. Lastly it was noted that the Investment Committee would continue to update the Board regularly on the investment performance and the need to wordsmith the document was also suggested. The Board took the following action: MOTION: Moved by Vice Chair Bryan, seconded by Member Rivera, to accept the recommendation of the Investment Committee to approve the Statement of Investment Policy and Investment Scenario "C", as contained in staffs report. Motion carried: Arguello, Brown, Galindo and Harrington). Rancho Cucamonga Community&Arts Foundation - 3- June 25, =4 P3 4. Review of the Foundation's Proposed 2014/15 Fiscal Year Budget was led by Analyst Silhanek. The draft budget and Party Train Profit and Loss Sheet were distributed. Revenues and expenditures line items were then reviewed. A question was asked whether the recent sponsorship of the Art Association included their acknowledge- ment of the Foundation as the title sponsor. Director Nielsen confirmed that staff had spoken to the Association who agreed that the Foundation could have presenting sponsor recognition. She added that the Association's full budget has been requested. Discussion also took place concerning the student scholarship amounts. Support was expressed by a number of members to increase the amount and Director Nielsen suggested that based on the results of the Golf Tournament, the item could be re-visited. A suggestion was given that staff provide a quarterly budget report where the Board could review and possibly amend the budget that time. A comment was also made that the budget is presented in a "cash-in" "cash-out" basis which can be confusing. Staff was asked to consider a mid-year review to "right size it" and better reflect the current status of the revenues and expenditures. A question was asked regarding how long the Quakes would continue to support the Foundation through the "strikeouts' fundraiser to which Supervisor Schneider replied that their support is part of a ten-year contract between the City and the Quakes. He added that a check for this year's donation will be presented to the Foundation possibly at Member Harrington's Quakes fundraiser. The Golf Tournament projected expenditures were changed from $40,000 to $28,560 and revenues estimated at $68,950. Actuals were also provided for Monte Carlo Fundraiser at$16,505. Director Nielsen explained that, based on discussion that evening, changes, additions and corrections would be incorporated and the Executive Committee should review the budget again at their August Committee meeting with an up-to-date budget to be provided to the Board at their September meeting. A motion was made as follows: MOTION: Moved by Member LeMond, seconded by Member Chen, to adopt the Fiscal Year 2014/15 Budget, as presented by staff and discussed and amended by the Board of Directors. Motion carried: 7-0-5 (Absent: Arguello, Brown, Galindo, Harrington and Kahn). Chair Snyder left the meeting at 6:40 p.m. returning at 6:45 p.m. Treasurer Pachon left at 6:45 p.m. returning at 6:50 p.m. Member Kahn left at 7:07 p.m. did not return. 5. Discussion of the Foundation's Mission Statement began by Marketing Committee Chair Pachon distributing a copy of an email on behalf of the Committee which contained their recommendation for an amended statement and listing the key concepts to support it and acknowledging the assistance of Consultant Ron Wolff. The proposed new statement is "Enriching Lives Through Support of the Arts at the Victoria Gardens Cultural Center." She noted that an alternate statement was also discussed and asked for the Board's consensus and support on the proposed statement being recommended by the Committee. Rancho Cucamonga Community &Arts Foundation - 4 - June 25, 2014 P4 Brief discussion ensued. A question was asked whether the proposed statement aligns with the Foundation's purpose. Member Barag, who is also on the Marketing Committee, responded that the vision statement could have other areas added as the City applies for grants. Director Nielsen noted that the City uses the Foundation's 501(3)c for many of its grant applications and funding requests and that the matter will need to be brought back should a problem occur for affiliates including the Freedom Courtyard Project. A motion followed their discussion as follows: MOTION: Moved by Member Barag, seconded by Member LeMond, to approve amending the Foundation's Mission Statement to "Enriching Lives Through Support of the Arts at the Victoria Gardens Cultural Center." Motion carried: 7-0-5 (Absent: Arguello, Brown, Galindo, Kahn and Harrington). Chair Snyder left the meeting at 7:30 p.m. and did not return. F. COMMITTEE UPDATES 1. Golf Tournament—Committee Chair Rivera distributed an up-to-date budget and said that sponsorships are going well with just six sponsors away from meeting the projected budget. He stressed the importance of every member of the Board securing one sponsorship and he commended those on his Committee who have done an excellent job of obtaining sponsorships and raffle items of which a list was also provided. Vice Chair Bryan added that there is a need to secure local restaurant donations and/or gift cards to make a "909" package. A brief discussion was held on the event's expenses, including the cost for the dinner. The Committee, under the leadership of Chair Rivera, were commended for their efforts. 2. Spring Events/Party Train — Vice Chair Bryan praised Members Barag and Chen on their successful Monte Carlo Night. A short video of the event was then played. 3. Executive/Finance— No update given. 4. Board Development— No update given. 5. Arts Giving— No update given. 6. Major Gift— No update given. 7. Marketing and Outreach—Already discussed in Item E.S. G. FOUNDATION BUSINESS 1. Manager Sluka-Kelly addressed the Board regarding an update on the Foundation Awards and Donor Recognition Event and Bill Medley Concert "An Intimate Evening with Righteous Brothers' Bill Medley" scheduled for July 26th. She reported that the tickets for the concert are selling well and if the event sells out more than $7,000 will Rancho Cucamonga Community &Arts Foundation - 5- June 25, 2014 P5 be raised after expenses. She explained that invites for the recognition event are in the process of being sent out and there will be no charge to attend the reception which will include light appetizers and drinks. She encouraged the Board to assist with the event if they are interested. A question was asked concerning this years donors to be recognized and Manager Sluka-Kelly responded that RC Quakes, Fritz Coleman and Four Points by Sheraton were being recognized as the Outstanding Business, Individual and Lewis Family Playhouse Distinguished Benefactor, respectively. She added that Nick Baker, who has been the contact for Mr. Medley, has expressed an interest in possibly joining the Board and is expected to make a donation and attend the event. No other discussion was held. 2. The update on Foundation Sponsored Activities was provided by Manager Sluka-Kelly who informed the Board that a Foundation table will be set up at the World Music Concert series and Bill Medley shows to allow for an opportunity to increase public awareness and to help promote the upcoming Willy Wonka production in July. H. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Discussion regarding the funding level for student scholarships was requested by Vice Chair Bryan. 2. Director Nielsen informed the Board of the need for a volunteer to assist with check- in at the Tour de Fork fundraiser. Member Chen offered to help. 3. Director Nielsen reminded Members that if they are sending requests to Specialist Gautschi they need to also copy the appropriate staff liaison as well. For instance, if it is an inquiry concerning the financials, then Analyst Silhanek should be copied or a golf tournament related request should include Supervisor Schneider. I. ADJOURNMENT MOTION: The Regular Community&Arts Foundation Meeting adjourned at 7:55 p.m. with all Members present except Arguello, Brown, Galindo, Harrington, Kahn and Snyder. Respectfully submitted, Melissa Morales Senior Administrative Secretary Rancho Cucamonga Community &Arts Foundation - 6- June 25, 2014 P6 Rancho Cucamonga Community & Arts Foundation Reconciliation Summary 1030 • LAIF Account, Period Ending 08/31/2014 Jul 31,14 Beginning Balance 2,777,134.99 Cleared Balance 2,777,134.99 Register Balance as of 0713112014 2,777.134.99 Ending Balance 2,777,134.98 P7 Rancho Cucamonga Community & Arts Foundation Reconciliation Summary 1010 • PAL Checking Account, Period Ending 0812912014 Aug 29,14 Beginning Balance 82,294.52 Cleared Transactions Checks and Payments-16 Items -10,088.67 Deposits and Credits-11 items 20,606.00 Total Cleared Transactions 10,517.33 Cleared Balance 92,811.85 Uncleared Transactions Checks and Payments-13 Items -6,173.87 Deposits and Credits-4 items 20,198.82 Total Uncleared Transactions 14,024.95 Register Balance as of 08/2912014 106,836.80 New Transactions Checks and Payments-5 Items -2,888.45 Deposits and Credits-6 items 41,405.82 Total New Transactions 38,517.37 Ending Balance 145,354.17 P8 Rancho Cucamonga Community & Arts Foundation Operating Budget-July 1, 2014 through June 30, 2015 MOM L . - - 14/15 .14/15 .. .: Description. - Projected.; July Aug1-31 5ept1-30 Oct1-31 Nov 1.30 Dec 131 Actuals Fundraising Activities&Events $128,650 $--20,340; $ 15,980 $ 4,360 $ - $ Tour de Fork(June 2014) 2,330-. $ 2,310 Bill Medley(luly 1014) $ 20,000 Golf Tournament(September 1014) $ 68,950 $d_15,600: $ 12,500 $ 3,100 Monte Carlo Night(20I ) $ 20,000 Parry Train Events(2014/15) $ 3,000 $' 780 $ 780 Annual Campaign $ 1,500 $r• . `'.- PAL Campaign $ 2,700 $:=` 40! $ 20 $ 20 Major Gift Campaign $ 5,000 -$::.°' •"` BC Quakes Strike Outs $ 5,000 $'`S Bricks/Plaques $ 500 150 $ 150 Other $ 2,000 $. 'd,4601 $ 1,000 $ 460 Total.Revenue• $128,60_',I-$ 20,340,1 4,360, $- P9 Rancho Cucamonga Community & Arts Foundation Operating Budget-July 1, 2014 through June 30, 2015 _ t 14/15 14/15 :_ _ Projected July 1-31 Aug331 Sept 1-30 Oct 1-31 Nov -130-"Dec 131-� Description Actuals . r c Budget . ,.. Administration .. . - $ 24,860 $'--304:-$- - - $ 300 $ $ _ -- _ - Personnel $ 18,060 Office Supplies $ 800 I $.- -.300' $ 300 Financial Compliance $ 2,000 $, Insurance $ 2,000 $ Travel&Meetings $ 1,200 $ ' Credit Card Fees $ - $' Printing&Distribution $ 800 $ Marketing&Community Outreach $ 3,800 $- - $ - $ $ $ $ $ 2014/2035 Foundation Report Foundation Brochure $ 1,200 Website Hosting/Maintenance $ 300 $` Foundation Constant Contact $ 300 $� Miscellaneous Marketing Exp $ 1,000 $`�'•Video Profile $ 1,000 $;:' -: - Board Development&Training $ 1,500 $., - S $ $ $ Donor Development&Retention $ 2,300 $ 131510; S 895 $ 265 $ Donor Development(consultant) $ 1,000 $` 71 Donor Recognition Event $ 400 $`.. .-. Donor Awards $ 800 895H $ 895 Donor Plaques/Bricks $ 100 $'ti'. 265 $ 265 Fundraising -Activities&Events 54,930 $ 30,945_ S 2,500 $ 8.445 $ $ S $ - $ Tour de Fork(2014) $+ 21500' $ 21500 Bill Medley(July 1014) $ 15,370 $:.- 2;403` $ 2,403 Golf Tournament 2014 $ 18,560 $- .6,042: $ 6,042 Monte Carlo Night(2015) $ 11,000 $�- . '�"• ':, PAL Campaign $ - Other $ - S - - City Programs $ 55,500 $� - " - '; $ - $ $ Lewis Family Playhouse $ 10,000 $: RC Community Theo TG $ 15,000 $''+ . .- World Music Series(3 shows) $ 8,000 Tickets for Underserved Students/Families $ Foundation Family Wknds/Flex Pack MSTC $ - MainStreetTheatreCompany I $ 5,000 $ - Community Programs $ 9,500 $ - $ S $ - $ $ Courtyard Program(Community Groups) $ - $ H S Performing Arts Program Support $ 2,000 $ Student Scholarship Program $ 1,500 $ - September Art Association ArtShow $ 5,000 $ $ _ Total Ex enditurw 1 $152 39u,l 12,405 $ 3,395 $ 9,010 P10 1 Rancho Cucamonga Community & Arts foundation Operating Budget-Grants July 1,2014-June 30,2015 ' 14/151. . 1--3 . Descrlptlon' Projected A tuaIs $July 1-31 Aug 1.31 Sept 1-30' Oct 1-31 Nov 30 Dec 131}, Budget. - $ _. Grant Support $ 77,000 $: 11 OW $ 500 .$ 10,500 $ - $ - $ Bank of America Sponsor(Foundation) $ 10,000 $ _� Bank of America Grant(Bank) $ 10,000 $" 10,000± $ 10,000 BBVA Compass Bank $ 2,000 $'.��'' ,i3. Kohl's Cares AIA $ 5,000 $, 1',0004 $ 500 $ 500 Mary's District Grant $ 5,000 Ralph Lewis Properties $ 20,000 US Bancorp Foundation $ 25,000 Total Revenue,: .. - $ 77,000 $ 11,000. S',::' 500. $,10;500 1 • Projected a 14/15 July 1-31Aug l 31 Sept 1 30 Oct 1=31 Nov 1-30, Dec 1.3V Description Actuals :! Budget l•, .. Grant Supported Giving $ 77 000 $ i,2;500• $ 2,500 $ 2,410 $ - $ $ Bank of America Foundation $ 10,000 Bank of America Grant $ 10,000 - BBVACompass Bank $ 2,000 Kohl's Cares AIA $ 5,000 $ 2;500-- $ 2,500 Macy's District Grant $ 5,000 Ralph Lewis Properties 5 20,000 Target $ 2,410 US Bancorp Foundation $ 25,000 Total Expenditures:-- $ 77,000; $ . 2,500. $- 2,506 $ 2,410, $ ° S Pit Rancho Cucamonga Community & Arts Foundation Cash Basis Profit & Loss by Class Affiliates - History As of August 31, 2014 Armed Forces Pac Elec Senior Freedom Animal Center Banner Trail Center Courtyard Com= TOTAL tea_• Income 3010• Donations 0.00 38.82 0.00 10,100.00 56,084.64 0.00 68,923.46 3015•Affiliate Donations 301,576.61 4,038.23 28,000.00 35,956.20 134,151.33 746.40 504,468.77 3020 • Event Income 5,657.22 0.00 0.00 25,045.00 0.00 0.00 30,702.22 3990 Fund Transfer Income 122,062.27 190.00 25,035.00 19,561.33 0.00 0.00 166,848.60 Total Income 429,296.10 4,267.05 53,035.00 90,662.53 190,235.97 746.40 770,943.05 Expense 5010- Donor Expenses 0.00 0.00 0.00 1,112.29 25,544.42 0.00 26,656.71 5015•Affiliate Disbursements 243,364.93 3,899.65 45,050.00 43,453.19 163,409.40 696.40 502,573.57 5020• Event Expense 0.00 0.00 0.00 6,415.57 0.00 0.00 6,415.57 5150• Bank Charges 120.00 0.00 0.00 10.00 0.00 0.00 130.00 5999- Misc Expense 2.59 15.15 0.00 0.00 22.30 0.00 40.04 243,487.52 3,914.80 45,050.00 50,991.05 188,976.12 696.40 535,815.89 Total Expense Net Income 185,808.58 352.25 7,985.00 39,671.48 1,259.85 50.00 235,127.18 P12 Rancho Cucamonga Community & Arts Foundation Cash Basis Profit & Loss by Class Restricted Funds All Transactions J McNay Curatalo R.Lewis Memorial Memorial Memorial TOTAL Income 3990•Fund Transfer Income 1,463.16 6,351.84 660.51 8,771.91 Total Income 1,463.16 6,351.84 660.51 8,771.91 Expense 5015-Affiliate Disbursements 0.00 0.00 0.00 171.40 5018•Giving Activities/Sponsorship 0.00 5,953.00 0.00 5,953.00 5999•Misc Expense 0.00 0.00 0.00 125.00 Total Expense 0.00 5,953.00 0.00 6,249.40 Net Income 1,463.16 398.84 660.51 2,522.51 P13 STAFF REPORT COMMUNITY SERVICES DEPARTSIENT J J RANCHO Date: September 24, 2014- C,UCAMoNCA To: Rancho Cucamonga Community & Arts Foundation From: Nettie Nielsen, Community Services Director. Subject: DISCUSSION REGARDING THE RCCAAF GOLF TOURNAMENT FUNDRAISER ON SEPTEMBER 8, 2014 RECOMMENDATION It is recommended that the Board discuss the outcome of the RCCAAF Golf Tournament held on September 8, 2014. BACKGROUND The RCCAAF Golf Tournament fundraiser was conducted and presented successfully. Chairman Mark Rivera was outstanding in leading this year's event. This fundraiser brought in 72 golfers, was filled with plenty of sunshine and a few scattered showers. An exciting 50/50 putting scramble contest was enjoyed by all and provided the Foundation with $200 in revenue. The golf pro was also a huge success, once again bringing in an additional $285 in revenue. Chuck Buquet directed the live auction which provided $3000 in revenue. Each golfer was treated to lunch by Paul Martins, beverages provided by Hanger 24 Brewery and received a $40 voucher that could be used at the Red Hill Pro Shop. Overall, the net profit of the 2014 RCCAAF Golf Tournament was $37,485. The Golf Committee will provide additional feedback at the board meeting and welcomes comments/suggestions from the full board. Respectfully submitted, Nettie Nielsen Community Services Director Attachment: 2014 Goff Tournament budget P14 Rancho Cucaomonga Community&Arts Foundation Golf Budget 2014 Exhibit A EXPENSES tt Desc71 tion Actual 13' Bud et 13' Actual 14' Budget 14' Comments Notes - 1 Site Fee $ 9,350AD S 15.840.00 S 8,360.00 S 9,350.00 Proposed 72 Golfers RHCC 0$110.00 CBS)Golfers In 2013 2 Amateur Gift Pak/Ladies Gift Cards $ 3,329.98 f 8,250.00 S 4,505.06 S 5.760.00 $40 gift ahirtf25.80.00 Avenge f55.008udget in2012&2013 3 Official Program&Auction Guide $ 45.96 S 175.00 $ - $ Inhouse Materials Only-Donated by Canon 4 Breakfast S 2,472.20 $ 3,000.00 S 1,304.54 S 1,080.00 $15 per person grab and go(72) Actva1$18.72(103)in2013 5 ji,laques $ 745.20 $ 1,450.00 S 637.20 S 500.00 $25.00x20 $30.00X23 6 jAdmin Costs-Office Supplies $ B9.60 S 500.00 S - Paper,Auction,Postage,Ink Pens,Refikts,est. All Leftover Supplies Used 7 JA,vards Banquet $ 4,849.97 $ 8.000.00 $ 3,899.98 $ 3,600.00 $50 per person dinner x(72) In 2013-$3850 X 97(Include,Gratuity&Sales Tu) B lWinnersAmrds,(3 Place s) $ 608.00 $ 1,218.00 S 607.00 $ 600.00 - - Ib3. & plate: Gift Cards-Vittoria Gardens$100 let&3502nd place 9 1 Putting Contest $ - S 2,880.00 ($ Y.2041.00, $ - 50/50/buy in Olmimted-in 2013 10 Audio-Visual S 368.00 S 425.00 S 50.00 $ 50.00 n/a Mic&Podium 24'Black Pipe&Drape-Awards Banquet 11 Staff&Volunteer Shirts $ 780.45 S 500.00 S 668.80 S 625.00 25x$25 29X S23 w/(3)Logo's in 2013 12 Raffle Guarantee-Cash ($1,000) $ - S 1,000.00 $ 500.00 S 1,000.00 n/a Eliminated in 2013 13 Hole-in-One Insurance S 1,075.00 $ 2,700.00 $ - $ - n/a (3)Holes in 2013(based on 72 golfers) 14 Printing Costs $ 543.00 S 200.00 S 1,304.92 S 788.92 Brochure&Program Design&Printing Brochure Fold reduced in 2013 15 lAuctio.Processing $ - $ 250.00 $ - $ n/a Unknown 16 [Closest mthe Pin&Longest Drive f 500.00 S 650.00 S 607.00 f 600.00 Gift nrm mlgSMlly(3100(4)d.Pln(2)mnsen Onve(M&W) 17 lRaffle Items f 2,816.94 S 5,000.00 S 878.17 $ 878.17 2Big Items Raffle Items Only,No Auction Item Includes Cormignment Items 18 113fter,Soft Drinks.Water,Ice,Snacks S 1,049.66 S 1,400.00 S 1,393.18 $ 1,169.07 Beer/Soda (4)Stadorm Red Hill$125.00 per station 19 Photographer $ - $ 775.00 S $ - n/a Eliminated in 2013 20 Management Fee S 15,000.00 $ 15,000.00 S - S - n/a Consultant In 2013/Elimimmd in 2014 21 Signs.Banners,Etc. $ 853.75 $ 1,000.00 $ 173.00 S 500.00 replacement New Sponsors/Logos=New Signs 22 Miscellaneous S 123.50 $ 150.00 $ - $ - n/a Rental Truck Insurance.office supplies etc. 23 Petty Cash OUT $ 150.00 S 150.00 S 500.00 S 150.00 Start up Petty Cash Start Up Petry Cash 24 Bar S 1,179.36 S 1,575.00 $ - $ ?R?!!7?71 Nosted Bar.(wlne.Soft Drinks,Beer Only)Cost.. 25 Million Dollar HolrmOne Contest S 970.00 $ 950.00 $ 534.00 S V Players in'13$200 per pereon(policy) (5)Players In 2013 S$190.00 per person(Polk,) 26 Consignment Magic Castle $ 600.00 S - $ - $ - n/a Eliminated in 2014 TTL $ 47,500.57 $ 73,038.00 S 26,122.85 $ 26,651.16 P15 REVENUES A Description Actual 13' Bud et13' Actual 14' Bud et 14' Comments Notes A Non-Golfiong Sponsorships $ 4,000.00 $ 30,000.00 $ 9,750.00 S 5,000.00 Budget in 2D13 wm$30,000(144 golfers) B Golf Sponsorships $ 50,875.00 S 102,500.00 S 45,750.00 $ 55,000.00 Budget in 2013 was$102,500.00 C Raffle/Mulligans(Poss Long Drive) $ 4,853.00 $ 6,750.00 $ 3,073.01, $ 5,000.00 (Avg E44-12')Syr Avg-$4580 PP D Award Banquet Dinners $ 400.00 $ 400.00 $ - $ 400.00 (B)Additional Dinners in 2013 E Donations S 2,500.00 S 3,000.00 S 935.00 $ 500.00 Gift Cand 6nm Peter Union Bank F Petty Cash IN $ 150.00 S 150.00 $ 500.00 S 150.00 Petty Cash remrned(See item#23 in Expense) G Live Auction S 3,275.00 $ 10,000.00 $ 3,200.00 S 3,000.00 Was 3875.00-600.00 rehmded(M.Ride) N Putting Contest $ - S 750.00 $ 400.00 $ 400.00 est 40 people@ 20.00 ball 50/50 Eliminated in 2013 1 Refund S S 1 TTL $ 66,053.00 S 153,550.00 $ 63,608.01 S 69,450.00 K IlRevenues $ 66,053.00 $ 153,550.00 $ 63,608.01 S 69,450.00 L IlExpenses $ 47,500.57 S 73,038.00 S 26,122.85 $ 26,651.16 M 111irrifit S 18,552.43 S 80,512.00 f 37,485.16 S 42,798.84 P16 STAFF REPORT _ COMMUNITY SERV icE$DEPARTNIEN'r ' Date: September 24, 2014 To: Rancho Cucamonga Community & Arts Foundation RANCHO _-_ - CUCAMONGA From: Nettie Nielsen; Community Services Diror Subject: Update on Staffing for the Foundation RECOMMENDATION No action is required, this report is for update purposes only. BACKGROUND Effective September 24, 2014 Heidi Gautschi, the Office Specialist I that performs bookkeeping functions for the Foundation, has resigned her position to accept a full time job at another agency. The City will work as quickly as possible to fill this position. In the meantime, the priority will be on the fiscal duties of the position and not the other peripheral support that Heidi was providing to the board. As with any vacancy, we will review the job duties before recruitment. Additionally, there are staff changes happening in the Community Services Department which will impact support to some Foundation activities. These will be discussed in more detail at the Board meeting. Overall, staff support has increased substantially in the last year and a more careful analysis of this area is required. Respectfully�su(bmitted, 1(i 1 ( 1 M S4A_ Nettie Nielsen Community Services Director P17 STAFF REPORT COMMUNITY SERVICES DEPARTMENT Date: September 24, 2014 To: Rancho Cucamonga Community & Arts Foundation RANCHO CUCAMONGA- From: Nettie Nielsen, Community Services Director_ Subject: Update on the Board's Membership and consideration of appointments to the Foundation's subcommittees RECOMMENDATION Staff recommends that the Foundation Board review the committee appointments and appoint a new chair for the Board Development Committee. BACKGROUND Attached is a listing of the current board members and their terms. Five board members have terms set to expire in December: • Jeremy Kahn — Jeremy has accepted a job out of the area and has resigned his position on the board • Rosemarie Brown — has indicated that she wishes to renew her term • Taro Barag — has indicated that she wishes to renew her term • Al Arguello — has indicated that he wishes to renew his term • Thomas Galindo — staff is following up with Thomas Jeremy was the chair of the Board Development Committee. The Board should review the committee assignments, appoint a new chair for the Board Development Committee and make any other necessary adjustments. The current quorum with 11 members is 6, meaning no committee can have more than 5 members. All board members wishing to renew must submit a short letter to Nettie, addressed to the City, stating their desire to be reappointed by October 1, 2014. Respectfully submitted, \k-#+cl gIaj----� Nettie Nielsen Community Services Director P18 RnNCHO CUC.N.ONGa MW COMMUNITY Ntt 1RTSFOUNDATION CURRENT COMMUNITY & ARTS FOUNDATION MEMBERS r(9ppointm¢nt --�orm¢r TQrm Vat¢ expirations expirations Arguello, Alfred 03/02/11 06/30/15 12/30/14 Barag, Taro 01/06/10 06/30/15 12/30/14 06/15/11 -reappointed Brown, Rosemarie 03/02/11 06/30/15 12/30/14 Bryan, Linda 11/19/08 06/30/16 12/30/15 06/06/12 - re-appointed Chen, Tina 12/19/12 06/30/16 12/30/15 Galindo, Thomas 05/16/07 06/30/15 12/30/14 6/15/11 Harrington, Jim 10/07/09 06/30/17 12/30/16 06/09/13 - reappointed Kahn, Jeremy 01/06/10 06/30/15 12/30/14 06/15/11 - reappointed LeMond, Rod 06/19/13 06/30/17 12/30/16 Pachon, Paula 04/03/13 06/30/17 12/30/16 Rivera, Mark 04/03/13 06/30/17 12/30/16 Snyder, Bryan 01/06/10 12/30/17 11/20/13 - reappointed \\RC V 001 16\Departments\C OM M S ER V\Cou ncil&Boards\Commun iqf oundat ion\Com missioners\Terms NewA pproved.docx P19 STAFF REPORT COJINIUNITY SERVICES DEPARTMENT Date: September 24, 2014 To: Rancho Cucamonga Community & Arts Foundation RArtCxo_ From: Susan Sluka-Kelly, Cultural Arts Manager CUCAMONGA Subject: Background and Discussion on RCCAAF Student Scholarship Program RECOMMENDATION Staff recommends to review the current Student Scholarship Program for further discussion, as requested by Board Vice Chair Linda Bryan. BACKGROUND In Fiscal year 2011/12 the Giving Committee recommended and approved to allocate funds to support Student Scholarships for graduating high school seniors from the four Rancho Cucamonga high schools who would be pursuing education in the arts. The amount of $2,500 was approved for this purpose. Staff prepared the application packet which was reviewed and approved by the Committee and sent the packets to the local high school's Arts Instructors and Guidance Counselors to post at the school sites and encourage student applications. Staff collected the student applications and distributed the information to the Committee members for their review, scoring (when needed) and final selection. Over the past three years, the program has awarded a total of $4,000 to students who were selected by the Giving Committee members to receive the cash awards, as follows: • 2011/12 — Received 1 Application; Awarded 1 $500 Scholarship - $500 Total • 2012/13 — Received 14 Applications; Awarded 5 $500 Scholarships - $2,500 Total • 2013/14 — Received 2 Applications; Awarded 2 $500 Scholarships - $1,000 Total The Giving Committee has once again allocated $2,500 from the current fiscal year budget to continue awarding Student Scholarships in spring 2015. Respectfully submitted, Nettie Nielsen Community Services Director P20