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Home My WebLink About2015-09-23 - Agenda Packet - Community & Arts FoundationRANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS RANCHO CUCAMONGA COMMUNITY &RTS FOUNDATION AGENDA September 23, 2015 REGULAR MEETING 5:00 p.m. Civic Center 10500 Civic Center Drive Rancho Cucamonga, CA 91730 *** Board Members Bryan Snyder, Chair Paula Pachon, Vice Chair Tina Chen, Secretary/Treasurer Al Arguello, Member Nick Baker, Member Taro Barag, Member Rosemarie Brown, Member Linda Bryan, Member Thomas Galindo, Member Scott Haddon, Member Jim Harrington, Member Rod LeMond, Member Mark Rivera, Member Kimberly Shiner, Member *** City Offices: (909)477-2760 'IA.N C iO C AMONGA COMMUNITY &ARTS FOUNDATION RANCHO CUCAMO NGA COMMU NITY & ARTS FOUNDATION BOARD OF DIRECTORS September 23, 2015 L-_-_ ~ ------------. -1 --------._ .. ._ .• -.1 1. Pledge of Allegiance Al Arguello -Scott Haddon -2. Nick Baker -Jim Hanington -Taro Barag -Rod LeMond -Rosemarie Brown Paula Pachon --Linda Bryan -Mark Rivera -Tina Chen -Kimberly Shiner -Thomas Galindo -Bryan Snyder - ------------------I ·---------------------I None i ---- I ______ --I _J 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. 1------- __ J The following Consent Calendar items are expected to be routine and non-controversial. They will be acted upon by the Board at one time wHhout discussion. Any Hem may be removed by a Board Member or member of the audience for discussion: 1. 2. L Approval of the Minutes of the Regular Community & Arts Foundation Meeting held June 24, 2015. Receive and file Treasurer's Reconciliation Summary Reports for the LAIF and PAL Accounts through August 2015. The following Items are not publlc hearing Items, although the Chair may open the meeting for public Input: 2 Agenda pages 1-5 6-26 1. 2. 3. 4. 4. 5. 6. ltAN CttO CUCAM O NG A COMMUNITY 8(\RTS FOUNDATION RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS September 23, 2015 Review of Brown Act Regulations Pertaining to Committees. Update on Staffing for the Foundation. Update on Financial Review Process. Adoption of Mission, Vision and Values Statements. Discussion of Major Gift "Road Map." Update on 2014/15 Tax Filing and 990 Questionnaire. Discussion and selection of Donor Recognition Awards and Appropriation of Funds for Event Expense 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 -(Committee Chair: Rivera) 2. Spring Events/Party Train -(Committee Chair: Bryan) 3. Executive -(Committee Chair: Snyder) 4. Arts Giving -(Committee Chair: Snyder) 5. Major Gift -(Committee Chair. Harrington) 6. Marketing and Outreach -(Committee Chair. Pachon) 7. Governance/Finance/Investment Committee - (Committee Chair: LeMond) -----_---~~J 1 ! __ _ The following Items are not publlc hearing Items, although the Chair may open the meeting for publlc Input: 1. Update on Foundation Sponsored Activities . 2. Review of Committee and Board Meeting Schedules. 3 27-28 29 30 31 32-33 RAh CtlO CUC4MO "'GA COMMUNITY Bf\RTS FOUNDATION RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS September 23, 201 5 r------. _------~I I -----------~ This is the time for the Board to identify the Items they wish to discuss at the next meeting. These Items wlll not be discussed at this meeting, only identified for a future meeting: 1-------------------·: -~ ~------------------ I, Melissa Morales, Community & Arts Foundation Secretary, hereby certify a true, accurate copy of the foregoing Community Foundation agenda was posted on September 18, 2015, seventy-two (72) hours prior to the meeting per AB. 2674 at 10500 Civic Center Drive, Rancho Cucamonga, California. 4 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION MINUTES OF THE JUNE 24, 2015, REGULAR MEETING A. CALL TO ORDER The annual meeting of the Rancho Cucamonga Community & Arts Foundation was held on Wednesday, June 24, 2015, 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 5:12 p.m. by Chair Snyder. The Pledge of Allegiance followed. Present were: Board Members: Arguello, Baker, Barag, Bryan, Chen, Harrington, LeMond, Pachon, Rivera and Snyder. Absent: Alexander, Brown, Galindo and Haddon. Staff: Nettie Nielsen, Community Services Director; Susan Sluka-Kelly, Cultural Arts Manager; Melissa Morales, Senior Administrative Secretary and Jennifer Palacios, Administrative Intern. B. ANNOUNCEMENTS/PRESENTATIONS 1. On behalf of the Community & Arts Foundation, Chair Snyder presented a Student Scholarship Award check to Christina Perez. Miss Perez expressed her appreciation to the Board. 2. Manager Sluka-Kelly was called upon to provide a presentation of the Lewis Family Playhouse's 1 Oth Season. She distributed the season brochure to Members and indicated the season video was not yet available. The brochure was reviewed including the various Foundation sponsored shows. She was asked what the trend has been for purchasing of tickets, and she indicated that it really depends on the show, but purchasing tickets approximately one month ahead of the event seems to be popular. She noted that the 2014/15 season at the Playhouse is officially over, and that the summer programs are underway including the upcoming production of "Peter Pan -The Musical." She was asked if the summer events are included in the season brochure and she indicated they were not to avoid confusion that has occurred in the past. She concluded her presentation and promised to send the Members a copy of the video once it's ready. C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. Chair Snyder recessed the meeting at 5:30 p.m. for a light dinner prior to preceding with the remainder of the meeting. The Meeting reconvened at 5:45 p.m. with all Members present except Alexander, Brown, Galindo and Haddon. Rancho Cucamonga Community & Arts Foundation -1 -June 24, 2615 ' D. CONSENT CALENDAR 1. To approve the Minutes of the Regular and Special Community & Arts Foundation Meetings held April 22, 2015. 2. To receive and file Treasurer's Reconciliation Summary Reports for the LAIF and PAL Accounts through May 2015. MOTION: Moved by Member Chen, seconded by Member Barag, to approve the Consent Calendar, as submitted. Motion carried: 10-0-4. (Absent: Alexander, Brown, Galindo and Haddon). E. FOUNDATION BUSINESS 1. Review of proposed Foundation policies was opened for discussion. Chair Snyder referenced the three policies contained in the agenda packet for the Board's consideration -Whistleblower Protection, Conflict of Interest and Gift Policy Disclosure. Members were asked if they had any questions or concerns. An inquiry was made whether staff need to also sign a Conflict of Interest form and clarification on the meaning of "services provided". Director Nielsen replied that she would check into the requirements for staff to sign the forms. Member Chen explained the intention of "services provided" and she was thanked for assisting in review of the documents. Member LeMond mentioned that the policies had been reviewed and discussed by the Executive Committee who were recommending approval. Members were also requested to sign and submit their forms tonight. The following motion was made: MOTION: Moved by Member LeMond, seconded by Member Chen, to approve the following policies for the Foundation -Whistleblower Protection, Conflict of Interest and Gift Disclosures. Motion carried: 10-0-4 (Absent: Alexander, Brown, Galindo and Haddon) 2. Manager Sluka-Kelly was called upon for staff's report on Foundation and Grant Sponsored Programs and Events held in 2014/15. She provided Members with a comprehensive report entitled "Report on A/location of Arts Giving and Grant Funds for 201412015 Season." The report detailed the benefits of how monies raised have positively impacted the community. Programs and events affected include the MainStreet Theatre Company productions; R.C. Community Theatre; Broadway at the Gardens Series; Guest Artists Series; World Music Series and Play Partners Program. The report included statistics on individuals impacted and funds contributed by the Foundation and through grants received. The comment was made that over 30,000 lives have been affected and Director Nielsen stressed that this is the type of message the Foundation should be including in their annual reports and to the donors. Rancho Cucamonga Community & Arts Foundation -2 -June 24, 2615 ' ----·------------------------------------------ Brief discussion ensued by the Board . Staff was asked how schools apply for subsidies for their students to attend the school shows and Manager Sluka -Kelly explained that applications packets are sent to the schools who need to be "Title 1" school or 50% of the students on the lunch program. The Board expressed their sincere appreciation and thanks to staff for all of their efforts. 3. The Election of Officers for the Rancho Cucamonga Community & Arts Foundation Board of Directors -Chair, Vice Chair and Secretary/Treasurer for Fiscal Year 2015/16 was opened. For the seat of Chair, Vice Chair Bryan nominated Chair Bryan to serve another year, seconded by Member Barag. For Vice Chair, Vice Chair Bryan nominated Treasurer Pachon, seconded by Member Barag. For Treasurer/Secretary, Member Chen was nominated by Member Barag, which was seconded by Treasurer Pachon. Being no further nominations, nominations were closed and the following action was taken: MOTION: Moved by Vice Chair Bryan, seconded by Member Chen, to appoint Bryan Snyder, as Chair of the Community & Arts Foundation Board of Directors. Motion carried: 10-0-4 (Absent: Alexander, Brown, Galindo and Haddon) MOTION: Moved by Vice Chair Bryan, seconded by Member Barag, to appoint Paula Pachon, as Vice Chair of the Community & Arts Foundation Board of Directors. Motion carried: 10-0-4 (Absent: Alexander, Brown, Galindo and Haddon) MOTION: Moved by Vice Chair Bryan, seconded by Member LeMond, to appoint Tina Chen, as Treasurer/Secretary of the Community & Arts Foundation Board of Directors. Motion carried: 10-0-4 (Absent: Alexander, Br()wn, Galindo and Haddon) 4. Chair Snyder called upon Director Nielsen concerning review and the recommendation for approval of the Foundation's 2015/16 Fiscal Year Budget. She spoke of the efforts of Analyst Silhanek, Intern Palacios and Chair Snyder in working on the proposed budget. The operating budget proposal contained in the agenda packet was referenced. Staff was asked if the budget had been updated based on the discussion held at the last Executive Committee and they confirmed that it had been. Analyst Silhanek commented that the 2014/15 Year to Date information was current as of May 31st. Vice Chair Bryan left the meeting at 6:20 p.m. and returned at 6:25 p.m. As a reminder to the Board of their fundraising goals for the coming fiscal year, Director Nielsen distributed a finalized chart of these goals set-out and approved at the Board's April 22nd meeting. Total fundraising goal is $74,800 including events such as the golf tournament, party train events, Tour de Fork, Major Gift Campaign and other events. The Board's discussion regarding the matter included suggestions and comments. Suggested changes to the budget in the area of revenues included chan in the Golf Tournament to 65 000 Monte Carlo bud et to 28 000 and Rancho Cucamonga Community & Arts Foundation -- D separating the Party Train events. Another suggestion was to consolidate the various fundraising events to show their expenses and revenues on one page. Director Nielsen thanked the Investment Committee for their hard work which may net approximately $34,000 the first year of investing. In the area of expenditures Tour de Fork was changed to $2,000 and Monte Carlo Night to $12,500. She also informed that staff is in the process of getting quotes for a firm to perform the financial audit She asked for the Governance Committee's assistance in working with Finance and staff on the audit process. A request was also made to present an update on the Foundation's financial procedures at a future Board meeting. In the area of grants a question was asked regarding who is applying for the grants and Manager Sluka-Kelly indicated her staff research potential grants to apply for. A suggestion was also made to show what programs the grants support and to change the Ralph Lewis Properties grant support to $40,000. Following the comments, questions and discussion, the Board took the following action: MOTION: Moved by Member LeMond, seconded by Member Chen, to approve the Foundation's 2015/16 Fiscal Year Budget, as amended. Motion carried: 10-0-4 (Absent: Alexander, Brown, Galindo and Haddon) 5. Review of the Foundation's Board Meeting Schedule for Fiscal Year 2015/16 began by Director Nielsen distributing a proposed meeting schedule for the coming year. She noted challenges with getting 100% Board attendance at the annual extended meeting. A suggestion was made to make the workshop more meaningful and less traditional. Then Members concurred with keeping the extended meeting on the schedule with a 2:00 p.m. starting time. Director Nielsen then asked Members their thoughts about continuing to conduct four Board meetings per year. Again, a consensus was reached that the meeting schedule remain the same. A brief discussion took place concerning Brown Act regulations and potential concerns by the City Clerk. Director Nielsen responded that she was hopeful City Clerk Troyan would attend a future Board meeting for a quick Brown Act primer and to address the matter of "Standing Committees." She distributed the "Rancho Cucamonga Community & Arts Foundation Committee Assignments for 2015-16' and asked Members to let Secretary Morales know if there were any changes to the assignments that need to be made. No other discussion or action was taken on the matter. F. COMMITTEE UPDATES 1. Golf Tournament -Committee Chair Rivera handed out a "sponsorship assignment" report and golf tournament "sponsorship opportunities" piece. He reminded the Board that the event was only four months away and, although not a lot has changed from last year's event, the Committee continues to work out the details with Red Hill Country Club. He reported that one change is elimination of the live auction and reinstatement of a silent auction component. He requested the assistance of the entire Board in securing silent auction items and in any other areas they wish to help with. He asked for them to review the materials distributed and call him if they have any questions. Rancho Cucamonga Community & Arts Foundation -4 -June 24, 2615 2. Spring Events/Party Train -Committee Chair Bryan spoke of the most recent fundraising successes -Cinco de Bunce and Monte Carlo Night. She expressed her intention to host a fundraiser potluck and encouraged those Members that haven't already done so to consider hosting a party train event. Member Harrington reminded the Board of the upcoming Quakes night fundraiser. 3. Executive/Finance -Already discussed. 4. Arts Giving-No meeting held recently. The next meeting will include revamping of the scholarship program. 5. Major Gift-Committee Chair Harrington said that the Committee is ready to get jump started and he acknowledged the great expertise that Member Alexander will bring to the Committee. He indicated a Major Gift "Road Map" should be presented to the full Board at their next meeting. 6. Marketing and Outreach -Committee Chair Pachon informed the Board that their next meeting is scheduled for July to include discussion of Board values which will then be brought to them at their September meeting. 7. Investment Committee -Committee Chair LeMond commented that the Committee should be meeting soon. G. FOUNDATION BUSINESS 1. Update on Foundation Sponsored Activities was held during Item E.2. H. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Discussion of donor recognition, Brown Act regulations, Major Gift Committee "Road Map" and Board values. I. ADJOURNMENT The Annual Rancho Cucamonga Community & Arts Foundation Meeting was adjourned at 7:40 p.m. Motion carried: 9-0-5 (Absent: Arguello, Alexander, Brown, Galindo and Haddon.) Meeting adjourned at 7:40 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Rancho Cucamonga Community & Arts Foundation -5 -June 24, 2015 Revenue Description Ran cho Cucamonga Commu n ity & Arts Foundat ion Operating Budget -15/16 Budget l 5/l& 15/16 YTD Approved Actuals July 1-31 Aug 1-31 Se~t 1-30 Oct 1-31 Nov 1-30 Dec 1-31 Budget Fu_n __ ._d_,-a--ls--~~-g/--ln_v_e_st_m-~-~t-s -=-=--=--=-~~-$-4-9~,2~0-0.~$--63_1_$ ___ z_so-I $----3--81. '1 $----:-rs--+=. $ · I $ · -- _____ P._!A_L_G_am_p_a_lg_n/;_s_pa_t_llg_h_t D_o_n_ors __ $ __ 2,_10_0~$ ___ 40--+-$ ___ 1_0_,, 1 1_$ __ -=_3_0_-.__i --------+·-------C----== Major Gift Campaign $ 5,000 $ · F~=-~~----RCQu~=~~~;~~f ~~--· 1 -~--1s-~-+-------s~-=---1s:-~-.---~-=4--·----+------+1---- E Tourf0rk2015 1-----/lr.:,AmiilZIJn=::"r5m11e,='..._,l ---\.----l----- -----Investment Income $$ 34,000 $$ · 1a1e payment. ., ITOll' Fork 2015 l.------1----+---- 0~er 4000 _._44_1 -+-s __ 24_0-+-$~'--2_0_1 ___ 1_:Konil_~_Donaaon---1,__' __ -+-________ :d Activities & Events $107,000 $ 7,530 $ 6,1.60 $ 1,370 $ -$ -$ -$ Tour de Fork (June 2016} $ 10,000 $ • I 1-----G_o_lf_~_ou_m_a_m_e_nt_(O_a_o_b_er_2_0_1s_)-r-$_6_~_00_0-r-$.,--_7~14_10--+_$ __ ~_16_0-+-$ __ 1_,2_so-+----+----+----+---I Monte Carlo Night {2016) $ 28,000 $ -1 I 1------P_a_rty_Th_a_m_E_ve_n_u_~_o_1s_v._16_)-r-$ __ ~_00_0-r-$~ __ 1_2_0 -r------1-$ __ 1_20-+----+----+-----+---·~ Phantom Event $ 1,000 $ · ~ jTotal Revenue $156,200 $ 8,161 $ 6,410 $ 1,751 $ -$ -$ -$ -I c Expenditures Rancho Cucamonga Community & Arts Foundation Operating Budget -15/16 Budget Description 15116 15/16 YTD Approved Actuals July 1-31 Aug 1-31 Sept 1-30 Oct 1-31 Nov 1-30 Dec 1-31 Budget Administration $ 27,390 $ 9,0&2 $ 9,02s I $ 36 $ -$ -$ -$ - I Personnel $ 20,590 $ 8,834 $ -~,834" ---E~H -----~ ~ Of/la SUppU.• $ 800 $ 1re1mbursl!ment ID ~ $ $ Clly ry 14/15 ----- Financial Compliance 2,000 - Insurance $ 2,000 $ -I '----·--I Travel & Meetings $ 1,200 $ 227 $ 191 $ 36 Printing & Distribution $ 800 $ -I --------------1 I Marketing & Community Outreach $ 3,500 $ 68 $ 68 $ -$ -$ -$ -$ 2015/2016 Foundation Report $ 1,200 $ -I I Foundation Brochure $ 700 $ -I Website Hosting/Maintenance $ 300 $ 'Constant J Foundation Constant Contact $ 300 $ lcantact I Miscellaneous Marketing Exp $ 1,000 $ 68 $ 68 I Board Development & Training $ 1,500 $ -I ==i r Donor Development & Retention $ 2,300 $ -$ -$ -$ -$ -$ -$ -I Donor Development (consultant) $ 1,000 $ -1 Donor Recognition Event $ 400 $ -1 Donor Awards $ 800 $ ----~ -· Donor Plaques/Bricks $ 100 $ - r ,~dralslng Activities & Events $ 43,060 $ 279 $ 219 $ -$ -$ -$ -$ :J Tour de Fork (2015) I $ 2,000 $ -I Golf Tournament {2015} $ 28,560 $ -I --1 ~ $ Monte Carlo Night {2016} $ 12,500 -!Monte Cilr1o March I I PAL Campaign $ $ 2015 expense -~ --l.oL" Other $ -$ 279 $ 279 I ---· -j City Programs $ 54,000 $ -$ -$ -$ -$ -$ -$ Lewis Family Playhouse $ 10,000 $ ---c RC Community Theatre/BATG $ 15,000 $ ·. - ___ World Music Series (3 Shows) $ 9,500 $· -I --~kets for Underserved Students/Families $ 2,000 $ .. - undatlon Family Wknds/Flex Pack MSTC $ 12,500 $· - [__ MalnStreet Theatre Company $ 5,000 $ -J I. ~munlty Programs $ 9,000 $ -$ -$ -I$ -1 $ T -$ ---I I HS Performing Arts Program Support $ 2,000 $ --- Student Scholarship Program $ 3,500 $ -I -· September Art Assodatlon Art Show $ 3,500 $ - Total Expenditures .i$140,750 $ 9,408 $ 9,372 $ 36 $ -$ -$ -$ ---~ Budgeted Net Total $ 15,450 D Rancho Cucamonga Community & Arts Foundation Profit & Loss Deta il Operating Budget Ju ly 1 -3 1 , 20 15 Type Date Name Memo Paid Amount Ordinary Income/Expense Income 3010 • Donations 3010.16 ·Spotlight Donor Donation Sales Receipt 0712112015 Daniels, Jim & Linda Total 3010.15 · SpoUlght Donor Donation Total 3010 ·Donations 3020 • Event Income 3020.11 ·Event Sponsorship Invoice Invoice Invoice EMCOR Services/Mesa 07/06/2015 Energy Cucamonga Valley Water 07/2112015 District Bryan, Linda, Board 07/2112015 Member Total 3020.11 · Event Sponsorship 3020.12 • Event Ticket Sale Invoice 07123/2015 Member Total 3020.12 · Event Ticket Sale PAL Spotlight Donor Pledge Payment I PPE 070915 I Promoting Arts & Literacy 2015 GolfToumament Sponsorship 2015 Golf Tournament Sponsorship 2015 Golf Tournament -Closest to the Pin Sponsorship 2015 Tour de Fork (6) tickets 3020.13 • Event Donation Sales Receipt Sales Receipt 07/2212015 Baker, Nick Board Member dinner 0712212015 Baker, Nick Board Member donation Total 3020.13 · Event Donation Total 3020 · Event Income Total Income Gross Profit 10.00 10.00 10.00 2,500.00 2,500.00 1,000.00 6,000.00 240.00 240.00 60.00 100.00 160.00 6,400.00 6,410.00 6,410.00 p Rancho Cucamonga Community & Arts Foundation Profit & Loss Detail Operating Budget Ju ly1 -31,2015 Type Date Name Memo Paid Amount Expense 5020 • Event Expense 5020.15 • Live Auction Prizes Check Barag, Taro, Board 0711512015 Member Total 5020.15 · Live Auction Prizes 5020.30 • Misc Event Expenses Check 07/15/2015 Cole, Michelle Total 5020.30 · Misc Event Expenses Total 5020 · Event Expense 5040 • Board Travel & Meetings 5040.1 • Board Hospitality Credit Card Char 07/02/2015 El Pollo Loco Total 5040.1 · Board Hospitality Total 5040 · Board Travel & Meetings 5060 • Personnel Check Total 5060 ·Personnel 5120 • RCCAAF Marketing City of Rancho 07/0112015 Cucamonga Credit Card Char· 07/0212015 Constant Contact Credit Card Char· 07/28/2015 Constant Contact Total 5120 · RCCAAF Marketing Total Expense Net Ordinary Income Net Income Casino Night 2015-Philips Norelco Multigroom 7500 Trimmer with Access ... Refund for three Monte Carlo Casino Night tickets expense 14/15 FY Part-time Payroll Reimbursement to City Marketing tool Marketing Tool 53.98 53.98 225.00 225.00 278.98 191.14 191.14 191.14 8,834.39 8,834.39 27.50 40.00 67.50 9,372.01 -2,962.01 -2,962.01 p Rancho Cucamonga Community & Arts Foundation Profit & Loss Deta il O perating B udget A ug ust 1 -3 1 , 20 15 Type Date Name Memo Ordinary Income/Expense Income 3010 • Donations 3010.11 ·Brick Donation Sales Receipt Total 3010.11 ·Brick Donation 08/10/2015 Cheryl Clark 3010.15 ·Spotlight Donor Donation Sales Receipt 08/10/2015 Daniels, Jim & Linda Sales Receipt 08/1012015 Daniels, Jim & Linda Sales Receipt 0812612015 Daniels, Jim & Linda Total 3010.15 ·Spotlight Donor Donation 3010.30 · Misc. Donation Sales Receipt 08/1412015 Amazon Smile Sales Receipt 08/2612015 Chip Enterprise LLC Total 3010.30 ·Misc. Donation Total 3010 ·Donations 3020 • Event Income 3020.11 ·Event Sponsorship Invoice 08/26/2015 GYL Decauwer, LLP Total 3020.11 · Event Sponsorship 3020.12 • Event Ticket Sale VG Cultural Center Brick purchase PAL Spotlight Donor Pledge Payment PPE 7123/15 PAL Spotlight Donor Pledge Payment PPE 816/15 PAL Spotlight Donor Pledge Payment PPE 8/20/15 Amazon Smile Auto Donation Kona Ice Summer 2015 Donation from Movies In the Park 2015 Golf Tournament Sponsorship (112) Invoice 08/27/2015 Pachon, Paula, Vice Chair 2015 Tour de Fork (1) ticket Sales Receipt Total 3020 .12 · Event Ticket Sale Total 3020 · Event Income Total Income Gross Profit Chen, Tina, 08/3112015 Secretary/Treasurer 3 tickets-Quakes Night Sept. 5, 2015 Paid Amount 150.00 150.00 10.00 10.00 10.00 30.00 10.78 150.00 160.78 340.78 1,250.00 1,250.00 40.00 120.00 160.00 1,410 .00 1,750.78 1,750.78 P1 Rancho Cucamonga Community & Arts Foundation Profit & Loss Detail Operating Budget August 1 -3 1 , 2015 Type Data Name Memo Expense 5040 • Board Travel & Meetings 5040.2 • Board Meeting/Cont -Offslta Credit Card Charge 08/1112015 Islands Restraunt Total 5040.2 · Board Meeting/Cont -Offsite Total 5040 · Board Travel & Meetings Total Expense Net Ordinary Income Net Income Board Meeting Prep -Nettie/Bryan Paid Amount 36.14 36.14 36.14 36.14 1,714.64 1,714.64 P1 Revenue Rancho Cucamonga Community & Arts Foundation Operating Budget GRANTS -15/16 Budget Description lS/l6 15/16 VTD Approved Actuals July 1-31 Aug 1-31 Sept 1-30 Oct 1-31 Nov 1-30 Dec 1-31 Budget Grant Support $ 97,000 $ 10,500 $ 500 $ 10,000 $ -$ -$ -$ - Bank of America Sponsor (Bank) $ 10,000 $ -l I Bank of America Grant (Foundation) $ 10,000 $ 10,000 $ 10,000 J i BBVA Compass Bank $ 2,000 $ -I j Kohl's Cares AIA $ 5,000 $ 500 $ SOD I Macy's District Grant $ 5,000 $ -., Ralph Lewis Properties $ 40,000 $ - US Bancorp Foundation $ 25,000 $ - lrotal Revenue $ 97,000 $ 10,500 $ 500 $ 10,000 $ -$ -$ -$ - Expenditures Description 15/16 15/16 VTD Approved Actuals July 1-31 Aug 1-31 Sept 1-30 Oct 1-31 Nov 1-30 Dec 1 -31 Budget tGrant Supported Giving $ 97,000 $ 500 $ 500 $ -$ -$ -$ -$ --~i Bank of America Foundation $ l0,000 $ - I Bank of America Grant $ 10,000 $ -------1 I BBVA Compass Bank $ 2,000 $ -~----+-~-J_ l l. Kohl's Cares AIA I $ 5,000 $ 500 $ I Macy's District Grant $ 5,000 $ I I - I---- I Rolph Lewis Properties $ 40,000 $ - I I ·---- US Bancorp Foundation $ 25,000 $ - !Total Expenditures ---- $ 97,000 $ 500 $ 500 $ -$ -$ -$ -$ - P1 Rancho Cucamonga Community & Arts Foundation Profit & Loss Detail Ordinary Income/Expense Income 3800 • Grant Income 3816 ·Kohl's Cares Type Operating Budget -Grants July 1 -31, 2015 Date Num Name Memo Sales Receipt 07/21/2015 01241 -113 Kohl's Total 3816 · Kohrs Cares Kohl's Cares Youth Summer Sports Soccer Clinic Total 3800 · Grant Income Total Income Gross Profit Expense 5800 • Grant Disbursements 5816 ·Kohl's Cares Spans. 5818.2 • Cares ActlvltlBS Check Total 5816.2 · Cares Activities Total 5816 ·Kohl's Cares Spons. Total 5800 · Grant Disbursements Total Expense Net Ordinary Income Net Income City of Rancho Kohrs Cares -Youth Summer 07/21/2015 11094 Cucamonga -V Soccer Clinic Paid Amount 500.00 500.00 500.00 500.00 500.00 500.00 500.00 500.00 500.00 500.00 0.00 0.00 P1 --------------·-------------- Rancho Cucamonga Community & Arts Foundation Profit & Loss Detail Operating Budget -Grants August 1 -31, 2015 Type Date Num Name Memo Ordinary Income/Expense Income 3800 • Grant Income 3812 • Bank of America 3812.1 • BofA Spons. CC (FoundaUon) Rancho Cucamonga Community & Arts Invoice 08127/2015 BofA2015-1 Bank of America Foundation 2015116 Season Sponsorship Total 3812.1 · BofA Spons -CC (Foundation) Total 3812 ·Bank of America Total 3800 · Grant Income Total Income Gross Profit Net Ordinary Income Net Income Paid Amount 10,000.00 10,000.00 10,000.00 10,000.00 10,000.00 10,000.00 10,000.00 10,000.00 P1 Ordinary Income/Expense Income 3010 · Donations 3015 ·Affiliate Donations 3020 • Event Income 3990 • Fund Transfer Income Total Income Gross Profit Expense 501 O • Donor Expenses 5015 · Affiliate Disbursements 5020 · Event Expense 5150 ·Bank Charges 5999 • Misc Expense Total Expense Net Ordinary Income Net Income 'C .. Rancho Cucamonga Community & Arts Foundation Profit & Loss by Class Affiliates -History as of August 31, 2015 Anned Forces Freedom Animal Center Banner Pac Elec Trail Senior Center Courtyard CFPA 0.00 0.00 0.00 10,700.00 57,834.64 0.00 381,935.28 4,894.55 28,000.00 52,218.80 134,301.33 746.40 5,654.63 50.00 0.00 25,045.00 0.00 0.00 122,062.27 190.00 ·25,035.00 19,561.33 0.00 0.00 509,652.18 5,134.55 53,035.00 107,525.13 192,135.97 746.40 509,652.18 5,134.55 53,035.00 107,525.13 192,135.97 746.40 0.00 0.00 0.00 1,224.15 26,702.18 0.00 278,150.80 3,919.78 45,050.00 59,193.11 163,726.64 696.40 0.00 0.00 0.00 6,415.57 0.00 0.00 120.00 0.00 0.00 10.00 0.00 0.00 0.00 13.97 0.00 0.00 22.30 0.00 278,270.80 3,933.75 45,050.00 66,842.83 190,451.12 696.40 231,381.38 1,200.80 7,985.00 40,682.30 1,684.85 50.00 231,381.38 1,200.80 7,985.00 40,882.30 1,684.85 50.00 Sheriff K9 Unit TOTAL 0.00 71,234.64 4,000.00 606,096.36 0.00 30,749.63 0.00 166 ,848.60 4,000.00 874,929.23 4 ,000.00 874,929.23 0.00 27 ,926.33 1,208.59 554,645.32 0.00 6 ,415.57 0.00 130.00 0.00 36.27 1,208.59 589,153.49 2,791.41 285 ,n5.74 2,791.41 285,775.74 Rancho Cucamonga Community & Arts Foundation Profit & Loss by Class Restricted Funds All Transactions as of August 31, 2015 J McNay Curatalo R. Lewis Memorial Memorial Memorial TOTAL Ordinary Income/Expense Income 3990 • Fund Transfer Income 1,463.16 6,351.84 660.51 8,475.51 Total Income 1,463.16 6,351.84 660.51 8,475.51 Gross Profit 1,463.16 6,351.84 660.51 8,475.51 Expense 5018 ·Giving Activities I Sponsorship 5018.2 ·Student Scholarships 0.00 5,953.00 0.00 5,953.00 Total 5018 • Giving Activities I Sponsorship 0.00 5,953.00 0.00 5,953.00 Total Expense 0.00 5,953.00 0.00 5,953.00 Net Ordinary Income 1,463.16 398.84 660.51 2,522.51 Net Income 1,463.16 398.84 660.51 2,522.51 'C .... Ordinary lncomeJExpense Income 3020 • Event Income Total Income Gross Profit Net Ordinary Income Net Income Rancho Cucamonga Community & Arts Foundation Profit & Loss by Class Fundraising Events FY 2015/2016 Transactions through August 31, 2015 2015 Golf Tourney October 26, 2015 3,660.00 3,660.00 3,660.00 3,660.00 3,660.00 Quakes Night September 5, 2015 120.00 120.00 120.00 120.00 120.00 Total Fundralslng Activities 3,780.00 3,780.00 3,780.00 3,780.00 3,780.00 P1 6:12 PM 09/08/15 Rancho Cucamonga Community & Arts Foundation Reconciliation Summary 1010 ·PAL Checking Account, Period Ending 07/31/2015 Beginning Balance Cleared Transactions Checks and Payments -8 Items Deposits and Credits -8 Items Total Cleared Transactions Cleared Balance Uncleared Transactions Checks and Payments -3 Items Deposits and Credits -1 Item Total Uncleared Transactions Register Balance as of 07/31/2015 New Transactions Checks and Payments -8 Items Deposits and Credits -7 Items Total New Transactions Ending Balance Jul 31, 15 -12,119.49 9,738.68 144,174.95 -2,380.81 -n8.98 40.00 141,794.14 -738.98 -3,804.57 37,695.33 141,055.18 33,890.76 174,945.92 P1 8:12 PM Rancho Cucamonga Community & Arts Foundation 09108115 Recon c iliation Deta il 1010 · PAL Checking Account, Period Ending 07/31/2015 Type Date Num Name Cir Amount Balance Beginning Balance 144,174.95 Cleared Transactions Checks and Payments -6 Items Check 0612212015 11088 Perez, Christina x -500.00 -500.00 Check 0612312015 11089 Chen, Tina, Secreta ... x -2,291.65 -2,791 .85 Check 07/0112015 11090 City of Rancho Cuc. .. x -8,834.39 -11,828.04 Check 07/1512015 11093 lmpett, Victoria x -269.68 -11,895.72 Check 0712112015 11095 City of Rancho Cuc. •. x -5.13 -11,900.85 Check 0712712015 Union Bank x -218.64 -12, 119.49 Total Checks and Payments -12,119.49 -12, 119.49 Deposits and Credits -8 Items Deposit 06130/2015 x 510.00 510.00 Deposit 07/0812015 x 2,500.00 3,010.00 Deposit 07121/2015 x 386.00 3,396.00 Deposit 07/21/2015 x 1,000.00 4,396.00 Deposit 0712112015 x 4,074.78 8,470.78 Deposit 07/22/2015 x 52.00 8,522.78 Deposit 0712212015 x 975.90 9,498.68 Deposit 07123/2015 x 240.00 9,738.68 Total Deposits and Credits 9,738.88 9,738.68 Total Cleared Transactions -2,380.81 -2,380.81 Cleared Balance -2,380.81 141,794.14 Uncleared Transactions Checks and Payments -3 Items Check 07/1512015 11091 Cole, Michelle -225.00 -225.00 Check 07/1512015 11092 Barag, Taro, Board ... -53.98 -278.98 Check 07121/2015 11094 City of Rancho Cuc. .. -500.00 -n8.9& Total Checks and Payments -n8.98 -n8.98 Deposits and Credits -1 Item Deposit 0513112015 40.00 40.00 Total Deposits and Credits 40.00 40.00 Total Uncleared Transactions -738.98 -738.98 Register Balance as of 07/3112015 -3,119.79 141,055.18 New Transactions Checks and Payment9 -8 Items Check 08110/2015 11096 Chavona Kirkwood -534.87 -534.87 Check 08/3112015 11097 Permeco -285.00 -819.87 Check 08/3112015 11099 Gabel & Schubert, I ... -19.70 -839.57 Check 08/3112015 11098 City of Rancho Cuc ... -15.00 -854.57 Check 09/0312015 11101 City of Rancho Cuc ... -1,000.00 -1 ,854.57 Check 09/0312015 11100 Lance, Soll & Lung ... -950.00 -2,804.57 Check 09/0312015 11102 City of Rancho Cuc ... -500.00 -3,304.57 Check 09/0312015 11103 City of Rancho Cuc ... -500.00 -3 ,804.57 Total Checks and Payments -3,804.57 -3,804.57 Deposits and Credits -7 Items Deposit 08110/2015 150.00 150.00 Deposit 08110/2015 645.00 795.00 Deposit 0811012015 664.00 1,459.00 Deposit 08/3112015 27,832.80 29,291.80 Deposit 09/0112015 280.00 29,571.80 Deposit 09/0312015 162.00 29,733.60 Deposit 09/03/2015 7,961 .73 37,695.33 Total Deposits and Credits 37,695.33 37,695.33 Total New Transactions 33,890.76 33,890.76 Ending Balance 30,770.97 174,945.92 p• 6:21 P M 09/08/15 Rancho Cucamonga Community & Arts Foundation Reconciliat ion Detail 1010 ·PAL Checking Account, Period Ending 08/31/2015 Type Date Num Beginning Balance Cleantd Transactions Check Check Check Check Checks and Payments -4 Items 07/1512015 11091 07/1512015 11092 07/21/2015 11094 08110/2015 11098 Total Checks and Payments Deposits and Cntdlts -4 Items Deposit 08/10/2015 Deposit 08/1012015 Deposit 08/10/2015 Deposit 09/0812015 Total Deposits and Credits Total Cleared Transactions Cleared Balance Uncleantd Transactions Check Check Check Checks and Payments -3 Items 0813112015 11097 0813112015 11099 08/3112015 11098 Total Checks and Payments Deposltll and Credits -2 Items Deposit 05/3112015 Deposit 08131/2015 Total Deposits and Credits Total Uncleared Transactions Register Balance as of 08131/2015 New Transactlone Check Check Check Check Deposit Deposit Deposit Checks and Payments -4 Items 09/03/2015 11101 09/03/2015 11100 09/03/2015 11103 09/03/2015 11102 Total Checks and Payments Deposits and Credits -3 Items 09/01/2015 09/03/2015 09/03/2015 Total Deposits and Credits Total New Transactions Ending Balance Name Cir Cole, Michelle X Barag, Taro, Board ... X City of Rancho Cuc... X Chavona Kirkwood X Penneco Gabel & Schubert, I ... City of Rancho Cuc. .. City of Rancho Cuc .. . Lance , Soll & Lung .. . City of Rancho Cuc. .. City of Rancho Cuc ... x x x x Amount -225.00 -53.98 -500.00 -534.87 -1,313.85 150.00 645.00 664.00 10.78 1,469.78 155.93 155.93 -285.00 -19.70 -15.00 -319.70 40.00 27,832.80 27,872.80 27,552.90 27,708.83 -1,000.00 -950.00 -500.00 -500.00 -2,950.00 280.00 162.00 7,961 .73 8,403.73 5,453.73 33,182.58 Balance 141,794 .14 -225.00 -278.98 -n8.98 -1,313.85 -1,313.85 150.00 795.00 1,459.00 1,469.78 1,469.78 155.93 141,950.07 -285.00 -304.70 -319.70 -319.70 40.00 27,872.60 27,872.60 27,552.90 169,502.97 -1,000.00 -1,950.00 -2.450.00 -2,950.00 -2,950.00 280.00 442.00 8,403.73 8,403.73 5,453 .73 174,958.70 o · 6:21 PM 09/08/15 Rancho Cucamonga Community & Arts Foundation Reconciliation Summary 1010 · PAL Checking Account, Period Ending 08/31/2015 Beginning Balance Cleared Transactions Checks and Payments • 4 Items Deposits and Credits -4 Items Total Cleared Transactions Cleared Balance Uncleared Transactions Checks and Payments • 3 Items Deposits and Credits • 2 Items Total Uncleared Transactions Register Balance aa of 08/31/2015 New Transactions Checks and Payments • 4 Items Deposits and Credits • 3 Items Total New Transactions Ending Balance Aug 31, 15 -1,313 .85 1,469.78 ---- 141,794 .14 155.93 -319.70 27,872.60 141,950.07 27,552.90 -2,950.00 8,403.73 189,502.97 5,453.73 174,958.70 p") 3:08 P M 08118/15 Rancho Cucamonga Community & Arts Foundation Reconciliation Detail 1030 · LAIF Account, Period Ending 08/01/2015 Type Date Beginning Balance Cleared Transactions Deposits and Credits • 1 Item Deposit 0711412015 Total Deposits and Credits Total Cleared Transactions Cleared Balance Register Balance as of 08/01 /2015 Ending Balance Num Name Cir Amount x 1, 122.76 1,122.76 1,122.76 1,122.76 1,122.76 1,122.78 Balance 432,390 .90 1, 122.76 1,122.76 1,122.76 433,513 .66 433,513.66 433,513.88 01 3:06 PM 08118115 Rancho Cucamonga Community & Arts Foundation Reconciliation Summary 1030 • LAIF Account, Period Ending 08/01/2015 Beginning Balance Cleared Transactions Deposits and Credits • 1 Item Total Cleared Transactions Cleared Balance Register Balance as of 08/01/2015 Ending Balance Aug 1, 15 432,390.90 1,122.76 1,122.76 433,513.88 433,513.66 433,513.66 6:05PM 09/08115 Type Beginning Balance Cleared Balance Rancho Cucamonga Community & Arts Foundation Reconciliation Detail 1030 • LAIF Account, Period Ending 09/0112015 Date Num Name Cir Amount Balance 433,513 66 433,513.66 ·-------- Register Balance as of 09/0112015 Ending Balance 433,513.66 433,513.66 6:05 PM 09108115 Rancho Cucamonga Community & Arts Foundation Reconciliation Summary 1030 • LAIF Account, Period Ending 09/01/2015 Beginning Balance Cleared Balance Register Balance as of 09/01/2015 Ending Balance Sap 1, 15 433,513 .66 433,513 .66 433,513.66 433,513.66 P'.l RCCA F In vest men t Su mmary Repo rt May, 2015 June, 2015 July, 2015 August, 2015 Balance Beginning 0 2,352,117.50 2,345,422.00 2,346,525.50 Additions: Purchases 2,348,425.00 Change in Fair Value 3,692.50 1,103.50 812.00 Accrued Interest Income 2,352,117.50 2,352,117.50 2,346,525.50 2,347,337.50 . Deletions: Change in Fair Value -6695.5 Ending Balance 2,352,117 .so 2,345,422.00 2,346,525.50 2,347,337.50 Notes: 1) This summary report is extracted from the monthly investment services report received from UnionBanc. 2) This report summarizes the Foundations monthly investment activity for investments held with UnionBanc (Acct# WBB-022293) 3 ) This report should be read/reviewed in conjunction with the monthly statements from UnionBanc. "'O .... -------. ----------------·-------·---------.. - ST AFF REPORT Co:'\E\IU N ITY S E RV I CES D E P.\RTMEl\'T Date : September 23, 2015 To: From: Rancho Cucamonga Community & Arts Foundation Board Nettie Nielsen, Community Services Director Subject: Review of Brown Act Regulations Pertaining to Committees RECOMMENDATION }lANCHO CucAMONGA Staff and the Executive Committee recommend the Board review suggested changes to various committees to comply with the Brown Act and adopt a new committee structure. BACKGROUND In June staff brought forward clarifying language on the Brown Act pertaining to the Board and further recommendations from the City Attorney's office were presented to the Executive Committee in August. The Brown Act addresses these types of committees: o Standing Committees o Temporary Committees (also known as Ad Hoc} Standing Committees, irrespective of their composition, are those which have either a continuing subject matter jurisdiction or a meeting schedule fixed by ordinance, resolution or action of the body. For our purposes the continuing subject matter jurisdiction renders several of our current committees as "standing. n Standing committees are subject to the same Brown Act regulations as our full board meetings. This means posting notifications, full agendas, minutes, open to the public etc. Temporary Committees, composed solely of less than a quorum of the full body serves a limited or single purpose, that is not perpetual, and that it will be dissolved once its specific task is completed. These committees are not subject to the Brown Act. The Executive Committee recommends the following committee structure to comply with the Brown Act: STANDING COMMITTEE(S): Executive and Finance Committee -the only standing committee of the Board, powers should be broadened to include some of the financial oversight of the Governance Committee. This would include Tax Preparation, Investment Oversight, on-going financial oversight and review. In addition, the Executive Committee functions recruit, screen and build capacity of the Board (Board Development) and to preserve continuity of operations between regular board meetings. Currently the Executive Committee consists of the Chair, Vice Chair, SecretaryfTreasurer and Governance Committee Chair. The Committee suggests adding at least one more member to the Executive Committee, possibly a Member At Large type of post, or a designated Committee Chair. Committee Chairs, such as the Golf Tournament, who have periodic business are invited to the Executive Committee meetings on as needed basis. The goal is to keep the committee relatively small by comparison to the full board. Recommendation: Adopt new structure, appoint at least one additional member, and amend the by-laws accordingly. ----------------------------------- Rl ~\1 11 ·:\VO I ' Bil< l\VN !\CT R EC U L :\'1'11 l NS Pl ·:lff.\l\ll N C TO Cl 1;'\tMI T l 'E l ·:S S1·:1'Tl ·:,\IBEll 23, 2015 TEMPORARY COMMITIEE(S): P :\GI-: 2 2015/16 Governance Committee -limited purpose is oversight of the Financial Review Process and updating of the By-Laws and Policies . Committee disbands when work is complete or no later than June 2016 . 2015/16 Annual Report Committee -limited purpose is compilation, completion and distribution of the annual report. Committee disbands when work is complete or no later than June 2016. 2015/16 Sponsorship and Scholarship Committee -limited purpose is oversight of the 2015 School Sponsorship Program and 2016 Student Scholarship Program. 2015/16 Major Gift Committee -limited purpose is preparing recommendations for Donor Awards, Donor Recognition, and solicitation of significant contributions during the 2015/16 year. 2015 Golf Tournament Committee -limited purpose is oversight of the 2015 Golf Tournament. Committee disbands after tournament evaluation is complete. 2015 End of Year Giving Campaign -limited purpose is oversight of the 2015 End of Year Giving, focusing on Brick and Seat sales. Committee disbands in January 2016. 2016 Monte Carlo Night Committee-limited purpose is oversight of the 2016 Monte Carol Night event. Committee disbands after event evaluation is complete. 2016/17 Giving Recommendations-this can be a committee that meets once per year and brings forward the Giving Recommendations in January 2016, or it can become a function of the Executive Finance Committee. Not committees but handled by individual Board Members or staff: • Cinco de Bunce • Quakes Night • Tour de Fork Recommendation: Adopt new Temporary Committee structure and designate committee appointments and amend by-laws if appropriate. Respectfully submitted, 1'( 0tt-'LU K\Ul~~l - Nettie Nielsen Community Services Director p ; STAFF REPORT CO;\l;\IU N ITY S E RVIC ES D E P.\RT;\IE'.'IT Date: September 23, 2015 To: Rancho Cucamonga Community & Arts Foundation From: Nettie Nielsen, Community Services Director Subject: Update on Staffing for the Foundation RECOM MENDATION No action is required, this report is for update purposes only. BACKGROUND Effective July 23, 2015 Jennifer Palacios, the Admin Intern that performed bookkeeping functions for the Foundation, resigned her position in order to accept a full time position with the City (Planning Department). On August 27, 2015 the Executive Committee approved a title and salary change to fill the vacant part-time position that supports the Foundation. Because of the difficulty in recruiting and retaining applicants with the required QuickBooks and accounting skills, the Community Services and Finance Departments met to discuss the appropriate classification that would yield qualified candidates and hopefully assist with retention. Finance Director Tamara Layne recommended a part time Account Technician with an hourly rate range of $20.88 to $26.79 which was approved by the Executive Committee. Tamara also offered the support of one of the City's Accountants to provide guidance and review of basic reports to ensure the Foundation is following GAP (General Accounting Principles). Since the restructuring last year, various job duties pertaining to the Foundation are now performed by the staff at the Cultural Center, allowing us to reduce the hours of this position to 16 hours a week for a maximum of 960 hours for the fiscal year. This allows more focus on fiduciary responsibilities, including day-to-day operations, reporting, investment monitoring and assistance with tax preparation and other business functions. Based on beginning salary range, 960 hours annually and 2% benefit coverage, the annual cost of this position will be $20,446, which will be within the current budgeted amount of $20,590. With salary savings this year, the cost will be reduced. Future costs may rise incrementally with annual merit salary increases if the goal of longer term retention is met. The City is working as quickly as possible to fill this position. In the meantime, the fiscal duties of the position are being supported by our Management Analyst II, Karen Silhanek. We will notify the Board when the recruitment is open and invite a Board Member to be on the interview panel. Respectfully submitted, "'(etrr6 K 1 e,lS (}\.___ Nettie Nielsen Community Services Director p ; STAFF REPORT CU.\l.\I UN ITY SER\'IC ES D E P.\RT.\IE:-.:T Date : September 23, 2015 To: Rancho Cucamonga Community & Arts Foundation Board From: Nettie Nielsen, Community Services Director Subject: Update on Financial Review Process RECOMMENDATION Staff recommends filling the vacant part time financial services position and work with the Finance Department on procedures prior to soliciting outside review services. PROPOSAL FOR FINANCIAL SERVICES FROM LSL The Executive Committee in August approved an update on filling the part time position vacancy as an Account Technician. This is a city classification recommended by the Finance Director. The Director also would like time to do an internal process review once the position is hired. Staff had obtained a quote for financial services from LSL Certified Public Accountants, the Foundation's current accounting firm . The Committee considered both the Financial Process Review and a Compilation Report as part of the quote. The Committee recommended completing the Financial Review this calendar year, and completing a Compilation next fiscal year. A process review is a one-time expenditure to examine the handling of financial transactions and financial business matters. LSL Certified Public Accountants quoted $5,408 to perform the review. The Committee directed staff to seek at least one other proposal (Rancho Cucamonga firm preferred) or work with the current accountant on a possible price reduction. However, because the Finance Department would like more time to work with us to hire a qualified employee and do an internal review, staff recommends waiting to solicit or approve funds for outside services until this is complete. Respectfully submitted, JZC#h0 )1tGLS(---- Nettie Nielsen Community Services Director STAFF REPORT Co .M~IUNITY SER\' ICES DEPART~IENT Date: September 23, 2015 To: Rancho Cucamonga Community & Arts Foundation Board From: Nettie Nielsen, Community Services Director By: Susan Sluka-Kelly, Cultural Arts Manager Subject: Adoption of Mission, Vision and Values Statements RECO MMENDATION The Foundation's Marketing & Outreach Committee has prepared Values Statements to accompany the recently adopted Mission and Vision Statements for Board review and approval. BACKGROUND Last year the Marketing Committee worked with Consultant Ron Wolfe to develop a new mission and vision statements for the Foundation. Once both mission and vision statements were approved at the November 2014 board meeting, it was requested of the Marketing Committee to develop the final component, the Values Statements to support the mission and vision. The Marketing and Outreach Committee, chaired by Paula Pachon, met on Tuesday, August 11, 2015 and developed the following Values Statements: Our Values (what we believe): • Sparking the imagination of children. • Fostering community pride by supporting the arts. • Giving back to the community. • Creating cultural opportunities. • Providing the underserved access to the arts. The above statements were reviewed and approved by the Executive Committee on August 27th with the recommendation to seek final approval from the Board. Respectfully submitted, J~~_, tfid~ Nettie Nielsen Community Services Director P. STAFF REPORT CO~l~IU N ITY S E.R\'ICES DEP,\RTMENT Date : September 23, 2015 To: From: By: Rancho Cucamonga Community & Arts Foundation Board Nettie Nielsen, Community Services Director Susan Sluka-Kelly, Cultural Arts Manager RANCHO CUCAMONGA Subject: Discussion and Selection of Donor Recognition Awards and Appropriation of Funds for Event Expense RECOMMENDATION To assist with the selection process for future donor award recipients, the Executive Committee discussed the criteria for determining potential candidates for the annual donor awards and alternatives for donor recognition. This item was previously discussed at a Foundation Board meeting and no viable awards recipients were identified for recognition for this year at that time. The Executive Committee recommended that to be considered as an award recipient that any individual, family or business nominated for consideration should have provided a significant financial contribution, long term support or advocacy for the Foundation, or contributed a sizable in- kind product or service which provided substantial benefits or savings to the Foundation. Should the Board chose to approve to move forward with a Donor Awards Ceremony, additional funds will need to be appropriated to cover anticipated expenses. BACKGROUND Since 2011, the Foundation has given special recognition to donors annually who have supported the Foundation efforts and mission to enhance performing arts offerings at the Victoria Gardens Cultural Center. The Foundation presents two awards: one to a business or organization and one to a private individual or couple. The Playhouse Staff selects the Distinguished Benefactor Award recipient. Previous award recipients are as follows: Outstanding Outstanding Distinguished Business Individual Benefactor 2011 Burrtec Pete Pitassi Lewis Family 2012 Bank of America Tony Mize Doug & Dee Morris 2013 Vavrinek, Trine & Day Chuck Buquet U.S. Bank 2014 Rancho Cucamonga Fritz Coleman Four Points by Quakes Sheraton Contributions to qualify for this honor are more significant gifts or sustained giving, as mentioned above. As past donor recognition events have not been well attended, and the majority of PAL Spotlight Donors have not made additional contributions since their initial gift during the 2005-2006 PAL Capital Campaign, the Executive Committee discussed if an awards ceremony for 2015 is warranted . After some discussion, the Executive Committee identified several potential candidates to propose to the full board for consideration, as follows: Outstanding Business: Outstanding Individual: Distinguished Benefactor: Victoria Gardens Kevin McArdle Harry & Judy Gibson In addition to the names above, Board Members are welcome to nominate other candidates for consideration and discussion. p S l l' l l..\l Hl.ll 23, 20 l 5 P .\G E 2 Should the board approve to host a Donor Awards Ceremony, it was discussed that an invited reception prior to the performance of Peter Cetera in Concerl at the Lewis Family Playhouse on January 8, 2016 would be a good option for the event. The Celebration Hall at the Cultural Center has been held for the Foundation pending a decision by the Board, however other dates or locations may also be considered. Depending on the anticipated guest count for the reception and if the Board wishes to incorporate the event with the Peter Cetera concert the estimated cost for the event would be: $300 -4 Tickets to Peter Cetera -(The Playhouse will provide tickets to the Benefactor at no charge to the Foundation} $1000 -Food and Beverage -This amount could decrease if beverages, wine or champagne could be donated. $100-Invitations $200-Decor (linens, centerpieces, etc.} $800 -Awards (this is currently in the Foundation Budget} Currently $400 is budgeted for this event (excluding the awards}. The increase to the budget for this event is approx. $1,200 which could adjust (up or down} depending on final guest count. It will be important in the months and years ahead for the Foundation to build a growing and active donor base. The Major Gifts Committee will develop a plan reach out to previous donors to re- engage them in the Foundation's efforts and seek their continued support, as well as secure new donors, to ensure solid and consistent funding to sustain the Foundation's mission in the years to come. Respectfully submitted, Je.tn;._, "l'/.o.~ Nettie Nielsen Community Services Director p-: