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Home My WebLink About2015-01-28 - Agenda Packet - Community & Arts Foundation• RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS AGENDA January 28, 2015 REGULAR MEETING 5:00 p.m. Civic Center 10500 Civic Center Drive Rancho Cucamonga, CA 91730 ... Board Members Bryan Snyder, Chair Linda Bryan, Vice Chair Paula Pachon, Secretary/Treasurer Kimberly Alexander, Member Al Arguello, Member Nick Baker, Member Taro Barag, Member Rosemarie Brown, Member Tina Chen, Member Thomas Galindo, Member Scott Haddon, Member Jim Harrington, Member Rod LeMond, Member Mark Rivera, Member *** City Offices: (909)4n-2760 LASERFIC HE COPY ~ANCHO C:l ,tA~Or.&GA COMMUNITY &\RTSFOUNOATION RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS JANUARY 28, 2015 1. Pledge of Allegiance 2. Al Arguello Taro Barag Rosemarie Brown Linda Bryan Tina Chen Thomas Galindo Jim Harrington Rod LeMond Paula Pachon Mark Rivera Bryan Snyder 1. Administration of Oaths of Office to newly appointed Board Member Scott Haddon and re-appointed Board Member Taro Barag. 2. Welcome to newly appointed Board Members Kimberly Alexander, Nick Baker and Scott Haddon (briet reception/recess to follow). 3. Presentation of Annual Calendar by Teresa Akahoshi, Vice President, Rancho Cucamonga Library Foundation. 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,.--:::::-;-:----;,-~--~-4-.. 2 ,,-.;:-----r -•. ~ . .:.,;;-(Po-:.. r --;---.-•• -.~·• ~~v.---:;;,.... --;I '~ · ~ · 1 · . ·-'t t · r ( -' l , r ., ... -, · · I · ' ~ \A., I~ >I 11{'~ .~~ .. 1 > • • .. ,,,,. ·'-,_.,·l,··1 -·~ ... ~ ·---~-'·t···--·'I("• •4.. • • ' •••• ·' ------------------------------- 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. 2. Approval of the Minutes of the Regular Community & Arts Foundation Meeting held September 24, 2014. Receive and file Treasurer's Reconciliation Summary Reports for the LAIF and PAL Accounts through December 2014. 2 Agenda pages 1-6 7-13 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS JANUARY 28, 2015 The following items are not public hearing items, although the Chair may open the meeting for public Input: 1. Consideration and discussion regarding the 2015 Golf Tournament Proposal and Budget. 2. 3. 4. 5. Consideration and discussion regarding the request for approval of an Amended Investment Policy and the 2015 Investment Strategy. Discussion of Executive and Finance Committee Membership and appointments to the other Standing Committees. Discussion of special topics and/or training for the Extended Board Meeting scheduled for April 22, 2015. Consideration of Marketing & Outreach Committee's recommendation of Vision Statements to accompany the Foundation's Mission Statement. 6. Update on the Foundation 's taxes. 7. Discussion of development of required policies. 8. Update on the status of Foundation Affiliates. 9. 10. 11. Distribution of Foundation's By-Laws. Update on Community Services Staff's Support for Foundation Committees. Consideration of recommendation by the Foundation 's Giving Committee for Foundation support for Playhouse Programs for the 2015/16 Season. This Is the time for the Board Members to present oral reports on the Board Committees. No action will be taken or discussion held. 3 14-23 24-26 27 28 29 30-37 38 39 llf ANCHO t 'tA"6C..PilGA COMMUNITY &\RTSFOUNDATION RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS JANUARY 28, 2015 1. Golf -{Chair -Rivera) 2 . Spring Events/Party Train -(Chair -Bryan) 3. Monte Carlo Night Fundraiser -(Co-Chairs Chen/Barag) 4. Executive/Finance • {Chair -Snyder) 5 . Board Development • (Chair -tbd) 6 . Arts Giving • {Chair -Snyder) 7. Major Gift • (Chair -Harrington) 8. Marketing and Outreach • (Chair -Pachon) The following Items are not publlc hearing Items, although the Chair may open the meeting for public Input: 1. Update on Foundation Sponsored Programs. 2. Review of Committee and Board Meeting Schedules. 1 ,-~~~ -~--:--:-~>-;-~ -~-:-. ---~; ,--~-: ---~-~ ~ --;--~~-~ -; .-,, ~-; ~-. ~ --~ I !•_ 1(·~-1,:..~!''.•.':.:<. ~:) ~'! ; ...... ,, .. j l_:_,, 1_1 .. l'.!'.,l·:'~'-:' 11 • _ .~ •I _. _ ~ _ r. J: ..... .,,, .. 1. --..-t .. • ----------------·----- 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: •;-----------:----~ -----. ----_ . -..... ---. .--_-i l" .l I r-;,>,,:1~.1··-.-;-; ·I -~ -~-----:___ ---' __ ·--~' _ .. --~-'-~~--··~-:__ ~~"-_._ -----_ ____:__ ~ -=--=------._:) I, Melissa Morales, Community & Arts Foundation Secretary, hereby certify a true, accurate copy of the foregoing Community Foundation agenda was posted on January 22, 2015, seventy-two (72) hours prior to the meeting per A.B. 2674 at 10500 Civic Center Drive, Rancho Cucamonga, California. 4 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION MINUTES OF THE SEPTEMBER 24, 2014, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community & Arts Foundation was held on Wednesday, September24, 2014, at Celebration Hall, atthe Victoria Gardens Cultural Center, located at 12505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:10 p.m. by Chair Snyder followed by the Pledge of Allegiance. Present were: Board Members: Arguello, Barag, Brown, Bryan, Chen (arrived at 5:16 p.m.}, Galindo, Pachon, Rivera and Snyder. Absent: Harrington and LeMond. Staff: Nettle Nielsen, Community Services Director; Francie Palmer, Community Services Marketing Manager; Sandra Ramirez, Management Analyst Ill; Daniel Schneider, Community Services ·superintendent; Susan Sluka-Kelly, Cultural Arts Manager; Karen Silhanek, Management Analyst I and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS There were no Announcements/Presentations. C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. D. CONSENTCALENDAR 1. To approve the Minutes of the Regular Community & Arts Foundation Meeting held June 25, 2014. 2. To receive and file Treasurer's Reconciliation Summary Reports for the LAIF and PAL Accounts through August 2014. Item D.2. was pulled for discussion and the following motion was made: MOTION: Moved by Secretary/Treasurer Pachon, seconded by Member Rivera, to approve Item D.1., as submitted. Motion carried: 8-0-3 (Absent: Chen, Harrington and LeMond). Member Chen arrived at this time. Rancho Cucamonga CommunitY & Arls Foundation -1 -September 24, 2614 Discussion regarding the Treasurer's Reports followed. Staff was asked if the $300 expenditure for office supplies in August was normal. which Analyst Silhanek confirmed that the expense was not excessive, especially in light of the golf tournament. Staff was also informed of a correction to be made on Page 11 where "Bank of America Sponsor" and "Bank of America Granr were reversed on the report. It was also noted the Reconciliation Summary (1010)-should indicate "Foundation Checking Accounr ratherthan "PAL Checking Account." A motion was then presented as follows: MOTION: Moved by Secretary/Treasurer Pachon, seconded by Member Arguello, to approve Item D.2., as amended. Motion carried: 9-0-2 (Absent: Harrington and LeMond). Chair Snyder recessed the meeting at 5:17 p.m. for a light dinner and reconvened the meeting at 5:28 p.m. with all Members present except Members Harrington and LeMond. E. FOUNDATION BUSINESS 1. The update on recent amendments to the City's Investment Polley and proposed changes to the Foundation's Polley was opened by Director Nielsen who began by explaining to the Board that their policy mirrors the City's policy which recently went through some minor changes. Analyst Ramirez was then called upon to further report on the matter. Analyst Ramirez listed the three main areas of revisions which related to delegation of authority, internal controls and performance. In the area of performance, she explained that annually the City's portfolio will be reviewed and compared with the appropriate benchmarks. She listed the priority of safety, liquidity and then yield and also indicated that staff c9uld research local bank CD's for investment considerations. Director Nielsen added that Finance ls recommending to have a broader definition of the investments rather than be so specific which could become restrictive. Analyst Ramirez concurred. · Board discussion ensued. Analyst Ramirez was asked if she had reviewed the Foundation's Investment Policy and If they can be even more aggressive with their investments. Analyst Ramirez confirmed that she did review the policy. She commented that if the Foundation's policy mirrors the City's exactly than aggressive investing would not be allowed. She was also asked if a list of permitted Government Code 53601 investments could be provided, which she said she ~ould forward to Director Nielsen. She expressed her intent to continue to work with the Foundation. Lastly a question was asked if the City is holding the Foundation's monies and Secretary/Treasurer Pachon clarified that the Foundation has their own account separate from the City's. No other discussion was held or action taken. Analyst Ramirez was thanked for her support. Rancho Cucamonga Community & Arts Foundabon -2 -September 24, 2614 2. Update on the Foundation's Golf Tournament held September 8, 2014, was presented by Event Chair Rivera. He referenced the report contained in the agenda packet estimating the net profit for the event at approximately $37 ,000. He reviewed the revenues and expenses for the Tournament and then spoke of the need for additional assistance if a tournament is held in 2015. He noted that Specialist Gautschi had resigned and Superintendent Schneider had been promoted and would no longer be part of the event team. Chair Rivera went on to explain that he would like to further explore the idea of hiring a consultant and to present his findings and recommendation at the next Board meeting. He added that he had received some unfavorable comments concerning hosting the tournament in September and Director Nielsen reminded the Board some of the reasons for the time of year the event is held Including other staff obligations in late October/early November and Red Hill Country Club's policy to only allow hosting tournaments on Mondays. Brief discussion by the Board ensued. A question was asked whether Specialist Gautsch! and Superintendent Schneider would be replaced, reasons for this year's success compared to recent years and additional clarification on a potential consultant. Director Nielsen responded that the discussion of hiring a new Specialist would be held later and that, due to the re-organizing in the Community Services Department, former Supervisor Schneider's position had been re-aligned and would no longer be assisting the Foundation. Chair Rivera credited the assistance of staff, . rather than payJng a consultant, In · helping reduce event expenses and also acknowledged the Board's efforts. A comment was also made that a focus should be given with Event Sponsor, Burrtec Waste, in an effort to Increase their sponsorship level. Following their discussion, the Foundation took the following action: MOTION: Moved by Member Galindo, seconded by Member Chen, to approve allowing Member Rivera to research potential dates to host the 2015 tournament as well as researching consultant services for the event. Motion carried: 9-0-2 (Absent: Harrington and LeMond.) 3. Chair Snyder called upon Director Nielsen for an update on staffing for the Foundation. She informed Members that today is Specialist Gautschi's last day of employment and that a recruitment should be started soon. She spoke of the need to get a better handle of the day-to-day duties of the position and also noted re-organizational changes taking place in the Community Services Department. For the Board's information, Director Nielsen also listed various major projects that will be impacting City staffs time including the implementation of the City's first Park Ranger program and building or finding a replacement for the family sports center. She did inform the Board that the staff at the Cultural Center will be providing additional assistance to them but that operations need to be reviewed and streamlined where possible. Manager Palmer also announced her recent promotion to Communications Manager for the City. Rancho Cucamonga Community & Arts Foundation -3 -September 24, 2614 Discussion by the Board ensued. Staff was asked whether Manager Palmer's position would be re-filled, if the Board could be part of the interview process for the specialist position, clarification on who the specialist "reports" to, who will be handling the specialist's responsibilities until the position is filled and when the specialist position is anticipated to be filled. Director Nielsen responded that the marketing manager position would be filled, though it would not have the same responsibilities as Manager Palmer had. She also clarified that the specialist's position Is supervised by Analyst Silhanek who will be taking on the responsibilities until the position is filled in the new year. She emphasized that the first priority for the specialist is to support the Board's fiduciary and accounting responsibilities. A suggestion was also given to provide the Board with the qualifications being sought and Director Nielsen reminded that the position classification needs to be consistent with th~ City's standards. 4. The update on the Board's Membership and consideration of appointments to the Foundation's subcommittees was presented by Director Nielsen who referenced the September 24th staff report listing the five Board Members whose terms were set to expire In December. She noted that Members Arguello, Barag and Brown had expressed an interest in seeking re-appointments, Member Kahn had resigned and that staff was waiting for Member Gallndo's confirmation concerning his Interest in returning to the Board. A question was asked regarding the re-appointment process, and Director Nielsen clarified that letters from the Board Members are submitted to the City Council Community Services Subcommittee who then recommend approval . to the full ·City Council. Discussion continued concerning potential new appointees Nick Baker and Kimberly Alexander. Vice Chair Bryan offered to attend a lunch with the new candidates and Member Barag added that Jason Gould may still be interested in serving In the future. Clarification on the Board Member's term dates was requested. Director Nielsen explained that the term dates had be realigned from June to December to be consistent with the City's other commission and board term expiration dates. 5. Discussion on the Foundation's Student Scholarship Program was Introduced by Manager Sluka-Kelly. The September 241tt staff report was referred to which listed the scholarships awarded over the past three years for a total of $4,000 awarded. Vice Chair Bryan, who had requested the agenda item, asked if different marketing of the scholarships to this school's was done this year. Manager Sluka-Kelly responded that due to changes in staff support, there wasn't the same amount of time given to getting the word out as In past years. She was also asked to explain the tlmeframe for the application period which she noted was January to March. Additional Board discussion took place as to whether they should award only one scholarship with the full amount of funding if only one application is received. Director Nielsen clarified that the Giving Committee recommends the scholarship amounts and a goal should be increased Board effort to ensure more applications are submitted. Vice Chair Bryan· offered to assist in contacting local high school teachers. Rancho Cucamonga Community & Arts Foundation -4 -September 24, 2014 F. COMMITTEE REPORTS 1. Golf Tournament -Committee Chair Rivera commented that he had a number of thank you plaques from the 2014 Tournament that needed to be hand delivered and ask for the Member's assistance. A question was raised whether letters thanking the sponsors are to be sent out and Chair Rivera responded that he is working on those and suggested that any Members who were personally responsible for securing a sponsor deliver their letter personally. Suggestlons were also made to consider providing sponsors with tickets to a Playhouse perfonnance and to send "save the date cards" as part of the thank you correspondence. Lastly, a recommendation was made that the letters Include the appropriate wording reflecting the tax-deductible donation. 2. Spring Events/Party Train -Member Chen announced that the 2015 Monte Carlo Night fundraiser is scheduled for April 25th and Secretary/Treasurer Pachon committed to hosting another bunco fundralser In the coming year. 3. Executive/Finance -no update given 4. Board Development-no update given 5. Arts Giving -Chair Snyder reported that scholarship packets had been sent to the local high school's band, choir, drama and dance departments and are due back by November 28th. 6. Major Gift -no update given 7. Marketing and Outreach -Committee Chair Pachon spoke of the well-attended Arts Show supported by the Foundation and suggested that the timing of the judging be re-considered in the Mure as some pieces were missed being judged this year. G. FOUNDATION UPDATES 1. Manager Sluka-Kelly provided the update on Foundation Sponsored Activities. She encouraged the Members to attend an upcoming school perfonnance of the production of the Three Little Pigs. She noted that the Foundation's support will be acknowledged at the "Broadway at the Gardens" perfonnances of Cabaret to be held November 15th through November 23rd. Members were also encouraged to bring a potential sponsor to the A Very Electric Christmas to be held on December 13th. Manager Sluka-Kelly was asked for final update on the Bill Medley fund raising concert. She responded that approximately 400 tickets were sold with a net profit of $5,000. . 2. Review of the Foundation's Committee and Board Meeting Schedules was provided by Director Nielsen who distributed a calendar of upcoming meetings. No discussion was held on the matter. Rancho Cucamonga Community & Arts Foundation -5 -September 24, 2o14 H. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Member Brown reiterated the need for the Board to be kept apprised of the taxes. The item will be placed on the January agenda. 2. Member Barag requested an update on staffing at the next Board meeting. I. ADJOURNMENT The Regular Rancho Cucamonga cOmmunity & Arts Foundation Meeting was officially adjourned at 7:18 p.m. with all Members present except Harrington and LeMond. Respectfully submitted, Melissa Morales Senior Administrative Secretary Rancho Cucamonga CommunhY & Alts Foundation -6 -September 24, 2014 9:56AM 01/15/15 Rancho Cucamonga Community & Arts Foundation Reconciliation Summary· 1030 • LAIF Account, Period Ending 12/31/2014 Beginning Balance Cleared Balance Register Balance as of 12131/2014 Ending Balance Dec 31, 14 2,na,a21.13 2,nS,827.13 2, 778,827 .13 2,na,821.13 Page1 01/15115 Rancho Cucamonga Community & Arts Foundation Reconciliation Summary 1010 • RCCAAF Checking Account, Period Ending 12131/2014 Beginning Balance Cleared Transactions Checks and Paynients -10 Items Deposits and Credits -4 Items Total Cleared Transactions Cleared Balance Uncleared Transactions Checks and Payments -11 Items Deposits and Credits -6 Items Total Uncleared Transactions Register Balance as of 12/31/2014 New Transactions Checks and Payments -6 Items Deposits and Credits -2 Items Total New Transactions Ending Balance Dec31, 14 165,311.n -5,925.64 15,087.00 9,161.36 174,473.13 -3,171.50 1,670.00 -1,501.50 172,971.63 -6,812.10 34,256.85 27,444.75 200,416.38 I Revenue Rancho Cucamonga Community & Arts Foundation Operating Budget -July 1, 2014 through Jun~ 30, 2015 Description 14/15 Projected Budget 14/15 Actuals July 1""31 Aug 1-31 Sept 1·90 Oct 1-31 Nov 1-30 Dec 1-31 Fundralslng Activities & Events $128,650 $ 85,740 $ 15,200 $ 4,360 $ 46,626 $ 8,440 $ 1,928 $ 9,187 Tour de Fork (June 2014) $ 2,0~0 $ 2,030 Biii Medley (July 2014) $ 20,000 $ 20,654 $ 20,654 Golf Tournament (September 2014} $ 68,950 $ 49,228 $ 12,500 $ 3,100 $ 25,078 $ 6,050 $ 1,838 $ 662 Monte Carla Night (2Ql5) $ 20,000 $ - Party Train Events {2014/15) $ 3,000 $ 780 $ 780 Annual Campaign $ l,500 $ - PAL Campaign/Spotlight Donors $ 2,700 $ ~.110 $ 20 $ 20 $ 20 $ 10 $ 30 $ 2,670 Major Gift Campaign $ 5,000 $ - RC Quakes Strike Outs $ 5,000 $ 5,855 $ 5,855 Bricks/Plaques $ 500 $ 724 $ 150 $ 574 Other $ 2,000 $ 3,700 $ 500 $ 460 $ 300 $ 2,380 $ 60 Total Revenue $128,650 $ 85,740 $ 15,200 $ 4,360 $ 46,626 $ 8,440 $ 1,928 $ 9,187 Expenditures Rancho Cucamonga Community & Arts Foundation · Operating Budget -July 1, 2014 through June 30, 2015 i4/15 Description 0 14/15 Projected Actuals July 1·31 Aug 1-31 Sept 1-30 Oct 1-31 Nov 1-30 Dec 1-31 Budget Administration $ 24,860 $ 574 $ -$ 335 $ 160 $ 70 $ 9 $ - Personnel $ 18,060 $ . Office Supplies $ BOO $ 403 $ 300 $ 33 $ 70 Financial Compliance $ 2,000 s 30 $ 30 Insurance $ 2,000 $ - Travel & Meetings $ l,200 $ 140 $ 35 $ 97 $ 9 Credit Card Fees $ -$ - Printing & Distribution $ BOO $ . Marketing & Community Outreach $ 3,800 $ -$ -$ -$ -$ -$ -$ - 2014/2015 Faundatfan Report $ -$ . Faundatlan Brochure $ 1,200 $ - Website Hosting/Maintenance $ 300 $ . Foundation Constant Contact $ 300 $ - Miscellaneous Marketing ENp $ l,000 $ - Video Pro/lie $ J,000 $ - Board Development & Training $ 1,500 s 131 $ -$ -$ -$ -$ 131 $ - _ Donor Development & Retention $ 2,300 $ 1,934 $ 895 $ 838 $ -$ -$ 200 $ - Donor Development (consultant} $ 1,000 $ 200 $ 200 Donar Recognition Event $ 400 $ - Donor Awards $ 800 $ 895 $ 895 Donor Plaques/Bricks $ 100 $ 838 $ 838 Fundralslng Activities & Events $ 54,930 $ 48,233 $ 15,000 $ 8,445 $ 20,740 $ 2,348 $ -$ 1,700 Tour de Forlc (2014} $ 2,500 $ 2,500 Bill Medley (July 2014) $ 1.5,370 $ 16,164 $ 12,500 $ 2,403 $ l,222 $ 38 Golf Tournament 2014 $ 28,560 $ 25,26Q $ 6,042 $ 19,218 Monte Carlo Night (2015} $ ll,000 s - PAL Campaign $ -$ - Other $ -s 4,310 $ 300 $ 2,310 $ l,700 City Programs $ 55,500 $ 5 ,~82 $ -$ -$ -$ -$ 5,682 $ - Lewis Family Playhouse $ 10,000 $ - RC Community Theatre/BA TG $ 1.5,000 $ - World Music Serles (3 Shows} $ 8,000 $ . Tickets far Underserved Students/Families $ 5,000 $ - Foundation Family Wknds/FleN Pack MSTC $ 12,500 s S,682 $ 5,682 MalnStreet Theatre Company $ 5,000 $ - Community Programs s 9,500 s 1,868 $ . $ . $ 150 $ 1,410 $ 308 $ . Courtyard Program (Community Groups) $ -$ - HS Performing Arts Program Support $ 2,000 $ . Student Scholarship Program $ 2,500 $ . September Art Association Art Show $ 5,000 $ 1,868 $ 150 $ l,410 $ 308 Total Exp enditures $152,390 $ 58,422 $ 15,895 $ 9,619 $ 21,050 $ 3.828 $ 6,330 $ 1.700 Rancho Cucamonga Community & Arts Foundation Operating Budget -Grants Revenue Description Grant Support Bank of America Sponsor (Bank) Bank of America Grant (Foundation) BBVA Compass Bank Kohl's Cares AIA Macy's District Grant Ralph Lewis Properties US Bancorp Foundation TQta l J\e'fenue Expenditures Description Grant Supported Giving Bank of America Foundation Bank of America Grant BBVA Compass Bank Kohl's Cares AIA Macy's District Grant Ralph Lewis Properties Target US Bancorp Foundation Total Expenditures 14/15 Projected Budset $ 77,000 $ 10,000 $ 10,000 $ 2,000 $ 5,000 $ 5,000 $ 20,000 $ 25,000 $ 77,000 14/15 Projected Budset $ 77,000 $ 10,000 $ 10,000 $ 2,000 $ 5,000 $ 5,000 $ 20,000 $ 25,000 $ 77,0()Q July 1, 2014 -June 30, 2015 14/15 Actuals $ 53,000 $ 10,000 $ 10,000 $ - $ 3,000 $ 5,000 $ - $ 2S,OOQ $ 53,000 14/15 Actuals $ 15,743 $ - $ - $ - $ 2,500 $ - $ - $ 3,015 $ 10,229 $ 15,743 July 1-31 Aus 1·31 Sept 1-30 Oct 1·31 Nov 1-30 Dec 1-3i $ 500 $ 10,500 $ 1,500 $ 10,000 $ 25,000 $ 5,50( $ 10,000 $ 10,000 -- $ 500 $ 500 $ 1,500 $ soi $ 5,DOl $ 25,000 $ 500 $ 10,500 $ 1,500 $ 10,000 $ 25,000 $ 5,SOC July 1·31 Aus 1·31 Sept 1-30 Oct 1-31 Nov 1-30 Dec 1-3i $ 2,500 $ 2,410 $ -$ 500 $ 10,334 $ $ 2,500 $ 2,410 $ 500 $ 105 $ 10,229 $ 2,500 $ 2,410 $ . $ 500 $ 10,334 $ Cash Basis Income 3010. Donatlone 30115 · Afflllata Donations 3020 • Event Income 3990 • Fund Transfer lnc;om Total Income Expense &010•DonorExpen9119 8011 • Afllllata Dlsburaemet 8020 • Event Expense 15150 •Bank Charges 15999 • Misc Expense Total Expense Net Income Rancho Cucamonga Community & Arts Foundation -Profit & Loss by Class Affiliates -History as of December 31, 20 14 Anned Animal Forces Pac Elec Senior Freedom Center Banner Trail Center Courtyard CFPA 0.00 0 .00 0.00 10,200.00 56,284.64 0 .00 307,287.15 4,077.05 28,000.00 35,956.20 134, 151.33 746.40 20,652.20 0.00 0.00 25,045.00 0.00 0.00 122,082.27 190.00 25,035.00 19,581.33 0 .00 0.00 450,001.62 4,267.05 53,035.00 90,762.53 190,435.97 746.40 0.00 0.00 0 .00 1,129.77 25,753.06 o.oo 265,611.21 3,899.65 45,050.00 43,453.19 163,438.40 696.40 0.00 0.00 0.00 8,415.57 0.00 0.00 120.00 0.00 0.00 10.00 0.00 o_oo 2.59 13.97 0.00 0.00 22.30 0.00 265,733.80 3,913.62 45,050.00 51,008.53 189,213.76 696.40 184,287.82 353.43 7,985.00 39,754.00 1,222.21 50.00 Bloodhoun d Deputies TOTAL 0.00 69,184.64 4,000.00 514,218.13 0.00 45,697.20 0.00 166,848.60 4,000.00 795,948.57 0.00 26,882.83 0.00 524,848.85 0.00 6,415.57 0.00 130.00 0.00 38.86 0.00 558,316.11 4,000,00 237,632.48 .... -· Cash Basis Rancho Cucamonga Community & Arts Foundation Profit & Loss by Class Restricted Funds All Transactions J McNay Curatalo R. Lewis Memorial Memorial Memorial Income 3990 • Fund Transfer Income 1,463.16 6,351 .84 660.51 Total Income 1,463.16 6,351.84 660.51 Expense 5018 ·Giving ActlvlUes I Sponsorship 5018.2 • Student Scholarships 0.00 5,953 .00 0 .00 Total 5018 ·Giving ActlvlUes I Sponsorship 0.00 5,953.00 0.00 Total Expense 0.00 5,953.00 0.00 Net Income 1,463.16 398.84 66b.51 TOTAL 8,475 .51 8,475.51 5,953 .00 5,953 .00 6,963.00 2,622.151 STAFF REPORT COMMUNITY SRRYICES DEPARTMHNT Data: To: From: Subject: . January 28, 2015 · Rancho Cucamonga Community & Arts Foundation RANCHO Nettie Nielsen, Community SeNicea Director CucAMONGA Dlacunlon and Approval or Amended lnv•bnent Polley and 2016 lnvesbnent Stratagy RECOMMENQADON Staff recommends the Board of Directors discuss and approve the amended Investment Polley and 2015 Investment Strategy. BACKQROUND In June 2014 the Board of Directors approved an Investment Policy that closely mirrored the City's policy. The policy waa developed through dlscuaalona of the lnveetment Committee, full Board and staff. In September 2014 the City made changes to their policy reflecting current Industry guidelines . These revlalona were added Into our policy and taken for dlscu88lon at the November Executive Finance Committee meeting. Thia new, revlaed policy la attached and submitted for approval of the full board. Changes In the language are In red . The Foundation should also dlscu88 Investment parameters and authorize of the ftret aet of lnveetmenta or Investment strategies, to be presented at the Board meeting . Respectfully submitted, Nettle Nielsen Community SeNicea Director Attachment : Revised Investment Polley Draft P14 RANCHO CUCAMON G A POLICY COMMUNITY &ARTS FOUNDATION STATEMENT OF INVESTMENTS 1 ::01~5 ---·--.. INTRODUCDQN The Investment policy and practices of the Rancho Cucamonga Community & Arts Foundation (RCCAAF) are based upon City of Rancho Cucamonga'& Investment Polley that follows state law, prudent money management and the "prudent person" standards. The investment policy is based on the principles of prudent money management and conforms to all federal, state, and local laws governing the investment of public funds. This statement la intended to provide guidelines for the prudent Investment of the RCCAAF'a temporary Idle cash, and outline the pollclea for maximizing the efficiency of the RCCAAF's cash management system. The primary goal of this policy la to enhance the economic status of the RCCAAF by protecting its pooled cash and to Invest public funds to: 1. Meet the dally cash flow needs of the RCCAAF . 2. Follow guldellnea used In City of Rancho Cucamonga'• Investment Polley Including compliance with all laws of the State of Callfomla regarding Investment of the organizations funds . 3. Achieve a reasonable rate of return for RCCAAF reserves while minimizing the potential for capital 108888 arising from market changes or lsauer default. SCOPE The investment policy applies to all lnveetment activities of the RCCAAF . Thia Includes amounts for Operating Budget and Long~ Tenn lnveetment horizons . PRUDENCEIEVAl.UATION OF RCCMF BOARD OF DlftECJOR'S AC TI ONS The City Treasurer, the delegated investment officers, and/or his appointed designee operates the RCCAAF's pooled cash investment program . The actions of the RCCAAF Executive Finance Sub-Committee of Board of Directors shall be evaluated using the following "prudent person" standard applied In the context of managing the overall portfolio: Investments shall be made with judgment and cal8, under c/roumatanoes then p18vslllng, which pe1Bons of pmdence, dlsa19t/on, and Intelligence exetclae In the PfO(esalonal management of their bualneu affa/18, not for speculation, but for ln11881ment, considering the probable safety of their capital as well as the probable Income to be derived. The City Treasurer, the delegated investment officers, and/or his appointed designee and RCC AA F Executive Finance Subcommittee of the Board of Directors acting In accordance with the Investment policy and the "prudent Investor" standard and exercising due diligence shall be relieved of personal responsibility for an individual aecurtty'a credit risk or market price changes, provided deviations from expectations are reported In a timely manner and appropriate action ie taken to control adverse developments whenever posalble. P15 POLICY: STATEMENT OF INVESTMENTS-APPROVED JANUARY 28, 2015 2 Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion, and intelligence exercise in the professional management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived. OBJECTIVE The RCCAAF operates ita temporary pooled idle cash investment under the "Prudent Investor" standard . This affords the RCCAAF a broad spectrum of investment opportunities as long as the Investment 18 deemed prudent and within the guldellnes of City of RC policy and 18 allowable under current leglalatlon of the State of Callfomla (Govemment Code Section 63800, et. aeq.). The objective of the Investment portfolio la to meet the short and long tenn cash flow demands of the RCCAAF. To achieve thta objective, the portfolio wtH be structured to provide 8afaty of Prlnclpal and Liquidity, whlle then providing a reasonable retum on Investments. The RCCAAF shall rely on the City of Rancho Cucamonga'• Finance Department to execute the investment wishes of the RCCAAF. INVESJMEN'[ OBJECDyE8 Security purchases and holdings will be maintained within statutory limits imposed by Government Code. City/RCCAAF policy has been to limit investments more stringently than required under state law. lnv•bnent Gula: In order to facllltate the management of the Investment program, the RCCAAF's portfolio la divided into two aub-portfolloa : The Liquidity Portfolio, which la comprised of funds needed for current operating expenaea and capital requirements, and The Reserve Portfolio, comprised of funds reserved for longer-term needs. The Investment goals of the Liquidity Portfolio shall be: 1. To provide liquidity for operating expenaea and capital requirements, 2. To preserve capital, and 3. To eam a total rate of retum commensurate with the first two goals. The Investment goats of the Reserve Portfolio shall be: 1. To preserve real capital and 2. To provide growth over the long tann by eamlng the rate of retum that 18 available from the longer-term Investments pennltted under the Callfomla Govemment Code . P16 POLICY: STATEMENT OF INVESTMENTS-APPROVED JANUARY 28, 2015 Investment Perfonn•nce Objectives: 3 1. The Investment performance objectives for the Liquidity Portfolio shall be to earn a return over a market cycle, which equals or exceeds the return on 90-day Treasury Biiis. The investment performance objective for the Reserve Portfolio shall be to eam a rate of retum over a market cycle, which exceeds the retum on the Merrill Lynch One-to-Ten Year Government Index, or an equivalent index determined by the RCCAAF. 2. Investment In Securities With Maturttlea In Excaea Of Five Years 3. Since the Reserve Portfolio has the specific purpose of providing for long-term growth, and because cash flow requirement& of RCCAAF are met through other Investment&, the Board of Director& hereby grant& authority for the purchase of securities with maturities In exceaa of five years in the Reserve Portfolio only. The maximum stated final maturity of Individual Investments In the Reaerve Portfolio &hall be ten years. Criteria for selecting Investments and the order of priority are: 1. Safety -The safety and risk aesoclated with an Investment refers to the potential lou of principal, Interest, or combination thereof. The RCCAAF only operates In those lnveatrnenta that are considered safe. Investments shall be undertaken In a manner that seeks to ensure that capital loa88a resulting from lnatltutlon default. broker/dealer default, or the erosion of market value are avoided. The RCCAAF ahall aeek to preserve principal by mitigating the two types of risk: credit risk and market riak. • Credit risk, defined aa the risk of 1088 due to failure of the luuer of a security, shall be mitigated by Investing In only high quality aecurltlea and by diversifying the lnveatment portfolio ao that the failure of any one lasuer would not unduly harm City cash flow. • Market rlak, defined as the risk of market value fluctuation& due to overall changes In the general level of Interest rate&, shall be mitigated by structuring the portfolio. It la expllcltly recognized, however, that In a dlverstllad portfolio, occasional measured losses may occur, and muat be considered within the context of overall Investment return. 2. Liquidity-Thia refers to the ability to sell these securttlea and terminate the agreement In order to receive cash at any moment In time with minimal chance of losing some portion of principal or Interest. Liquidity la an Important Investment quality eapeclally when the need for unexpected funds occasionally occurs. The RCCAAF'a Investment portfolio will remain aufftclently liquid to enable the RCCMF to meet operating requirements that might be reaaonably anticipated. lnvaated bond proceeds wlU be atructured so as to meet anticipated drawdown requirements. 3. Yield -The RCCAAF's investment portfolio shall be deslgrted with the objective of attaining a reasonable market rate of return throughout economic cycles, as long as It does not diminish the objectives of Safety and Liquidity. P17 POLICY: STATEMENT OF INVESTMENTS-APPROVED JANUARY 28, 2016 ETl:.tlcs AND CONFUCD Of INTEREST 4 The Treasurer/Deputy Treasurer, employees and RCCAAF Executive Finance Subcommittee and other RCCAAF Board Members Involved in the Investment proceaa shall refrain from personal buslneaa activity that could conflict with proper execution of the Investment program, or which could Impair their ability to make Impartial Investment decisions. Employees and investment officers shall disclose any material financial interest in financial institutions that conduct business within this jurisdiction, and they shall further disclose any large personal financial/investment positions that could be related to the performance of the City's portfolio, particularly with regard to the time of purchases and sales. The Treasurer/Deputy Treasurer or investment employees are required to file annual disclosure statements as required by the Fair Political Practices Commission (FPPC). AUTHOBBED BROl(EBIDEALEIBI The RCCAAF wlH not deal dlrectty with securities broker/dealers, but will work with City Finance resources to execut& their Investment wishes on the Board's behalf which Includes only approved investment eecurtttea broker/dealers that are approved as an authorized broker/dealer In compliance with the City of RC selection process. T he City will transact business only with approved investment securities broker/dealers that are approved as an authorized broker/dealer in compliance with the City selection process. The Treasurer shall request all broker/dealers that wish to do business with the City to provide proof of capitalization to meet the City's needs, and agree to abide by the conditions set forth in this investment policy. All broker/dealers who want to become qualified bidders for investment transactions must have offices in the State of California and provide a current audited financial statement and complete the appropriate City Broker/Dealer Questionnaire and Certification. The Treasurer will maintain a list of approved security broker/dealers selected by credit worthiness who are authorized to provide investment services to the City. The City shall at least annually send a copy of the current investment policy to authorized broker/dealers approved to do business with the City. Confirmation of receipt of this policy shall be considered evidence that the broker/dealer has read and understands the City's investment policy and will recommend and execute only transactions suitable for and in compliance with the City's investment policy. AUTHOBIZED INYE81JEND The City Is authorized by California Government Code Section 53800, et. seq. to Invest in specific types of securities and the RCCAAF will follow these same guidelines . The City haa further llmlted the types of eecuritles In which It may Invest. Any security not Hated la not a valid Investment for the City or the RCCAAF. The conclee Hat of approved securities la aa follow&: P18 POLICY: STATEMENT OF INVESTMENTS-APPROVED JANUARY 28. 2015 MAXIMUM INVESTMENTS/DEPOSITS PERCENTAGES MATURITY* (See Government Code Section 53801) Securltiea of the U.S. Government, or Its agencies Unlimited 5 years The TlflAUrer may Invest In bondll, debentutes. notes. discount notas, and aettaln callable and Dp- up notu .. laaued by the fol/owing United Statu Government Agena/ea: FedelBI Home Loan Bank (FHLBJ. Federel National Mortgage Assoc/at/on (FNMA), FedelBI Home Loan Mortgage Cotpotatlon (FHLMC), Fedeffll Farm Credit Banlcs (FFCS). Munlclpala (Warrants, Notes & Bonda) 30% 5 years Taxable or tax-exempt fJonda. nof98. W811111118, or other evldenc8a of lndeblednflsa of the State or any km/ agency within the State of Clllfomla with a minimum~ 1Btlng of either •A1• by Moody's ln11881ota Senllce, or •A+• by Standelfl & Poot'a, the minimum ahotMenn IBtlng of either •MIG 1· by ~ lnvestolB Service, or ·sp..1• by Standard & Poon, (the minimum rating 8hall apply ID any agenoy, ,,,.,,,,.,,,.,, at any Ct8dlt enhanaemant), lnaludlng bands, notea, wananta, or olhel eMdencea of lndebt8dneaa payable solely out of the reWtnues from a 1'8W1nue-pmdualng ptopetty owned, aonttDlled, or ope181ed by either the State or local agency, a depattrnent boanl, agenoy, or authottty of the Slate or looal 8f1811CY, or of any loaal agency within th/a atate. Certificates of Deposit (or Time Deposits) UnHmlted Plaaed wntt aommetOlal benl<a atdtJr sarilgs and loan companlea. Negotiable Certificates of Deposit FDIC -Insured Certlficatea of Deposit Banker's Acceptances 30% 30% 40% 5years 5years 5 years 180days Commercial Paper 25% 270 days Investments In Commetclal Paper muat be only with OOfJJOIBt/ons having eaaets In MC888 of $500,000,000. Must be of "ptlme• quality of the hlgh8811'8tlng or of the highest letter and numerlcal rating aa provided for by Moody's Investor's S8IV#ce Inc. or Standalfl & Pool's Colp01Btlon. ShOlf term rating of at /east ~'or ~ 1/P1' and a long-tenn rating of 'A' la requ/18d. Pun:h888B of aommerolal paper are llmlled ID no men than 10% of the outstanding aommerulal paper of any alnfl/e /asuer. Local Agency Investment Fund (State Pool) Demand Depoaita 50 M,,-. Dally Liquidity Joint Powers Authority (JPA) lnveetment Pool (Short-Term) 10% Deposit of Funds (See Government Code Section 53630 -Ref. C) Dally Liquidity n/a Repurchase Agreements (Repoa) 20% 1 year The ma"'8t value of the seourltles that underlay the tflPUrohaae agl'88ment must be valued at 102" or gtealer of the fUnds borrowed against th• seourltles and the value must be adjusted no leas than quarletty. An executed Masfar Repumhase AQ1'88ment must be on file . P19 POLICY: STATEMENT OF INVESTMENTS-APPROVED JANUARY 28, 2015 8 MAX/MU1W INVESTMENTS/DEPOSITS PERCENTAGES MATURITY* Medium Term Corporate Notaa 30% 5 years lnWNdmenta In Mad/um Term Colpotate Notes must be laaued by OOfPOl'8tlonS Olfl8nlzed and operating within the United states. Securltles eligible for Investment must be l'Bfed •AA• or better by Moody's or standem 1' Pooni rating aetv/aes. Investment Agreements"** 5% 397 days lnveatment eglBementa. gual'Bnteed Investment aonttaata, fUndlng eg188111fH1ta, or any other fonn of aotpOl8f8 note whlah tflPl888nte the unoondltlonal obligation Of one or mote bank.a. lnsulBnoe companies or other tlnenclal ln8tJlutlons, 01 &18 guaranteed by a ttnana/al lnstlhlllon, which hlla an unseoul8d rating, or which llgl881118nt Is lt8elf 181ed, as Of the date of execution thetflOI, In one of the two hlgheal l'Btlno aat&gottas by two or motr1 rating agenalea; or. whlah 818 oollaterallzed at least 100% with U.S. Government 118t:U""8a. • ltlaxlmum tenn ,.._ upreuly aulhotlnd by GOWlmlno Body and wllhln the ptNCt#bed time frame for 88/d apptoval . .. Step-up nofu -A st8p-ilfJ note la a financial lnldnlmatrl wflo8e value "depends on• or la "delMtd 1tum• the value al an undedylng &1181, 18""8nce ,.,., Of'htu °"8n known geneliaally u a flp• of detlllalNe . lnVNllnllnt8 In thl8 f1pe al inatrum911ta e1B llmllrtd to debt 88CU1lllea that haw perlodlo lmna18B, or atep.up lntrH8Bt tal8 ...,,,_.,. that PtOvlde upwald moblllly In yield l8lum. lnwtalmellfB In debt...,,,,,.., wltlah contain 8 C8labllt.,.,,. 818 Mo alowable . ... Limit 881 by Local Agenay lnll8alment Fund (LAIFJ Govemlng Boeld, not GoWNnnl8llt Code. ~Rue llmllB for llMlatment AglMm8l1l8 818 not lnl8nded lo apply lo llond Ania held by the City or by Fl8asl Agents or TnMfMs. In wlJloh lnwletmant ol BUOlt Andi la ,,,..,. the Cly's oanlrol "'dlndon. INVEIIMEHI POOLS The Local Agency Investment Fund (LAIF) la a voluntary Investment altamatlve for Callfomla'a local govemments and special dlatrlct8 authorized by the Callfomla Government Code . LAIF la managed by the State Treasurer's Office with oversight by the Local Agency Investment Advisory Board . The City's participation In LAIF was approved by City Council with other authorized lnveatmenta on July 1987. It la a permitted Investment with the knowledge that the fund may lnveat In aome vehicles allowed by atatute but not otherwise authorized under the City's authorized Investment&. All securltlea In LAIF are purchaaed under the authority of Govemment Code Sectlona 16430 and 18480. All lnveatmenta are purchaaed at market, and market valuation la conducted monthly. · The City may also Invest In shares of beneficial Interest lsaued by a joint powers authority (" JPA1 organized pursuant to Section 8609 .7 of the Callfomla Government Code that Invests In the securities and obllgatlons specified In the code and which shall have retained an lnveatment advisor that .meets the following criteria: 1. Be registered or exempt from registration with the Securttiee and Exchange Commlaalon . 2. Have not leaa than five (5) years of experience Investing In the eecuritlea and obligations authorized herein, and 3. Have aaaeta under management In exceaa of five hundred mllllon dollars. P20 POLICY: STATEMENT OF INVESTMENTS -APPROVED JANUARY 28, 2015 7 IAFEl(E§PING OF SECURfQE8 To protect against potential losses by the collapse of individual securities dealers, all trades will be transacted on a Delivery Versus Payment (DVP) basis. This means that the securities shall be delivered to the City's designated custodian upon receipt of the payment by the City. The securities shall be held in safekeeping by a third party custodian, acting as agent for the City under the terms of a custody agreement executed by the bank and City. The only exception to the foregoing shall be depository accounts and security purchases made with investment pools and certificates of deposit since the purchased securities are not deliverable. Evidence of these investments will be held in the City's vault The RCCAAF wlll depend on the City Finance Department to ensure that securitlee purchased from broker/dealera shall be held by third party bank or other designated third party trust department acting as agent for the City under the terms of a custody agreement executed by the bank and City. Certlftcata of Deposit securities are held In the City's vault. No outside broker/dealer or advisor may have acceas to City funds, accounts or Investments, and any transfer of funds to or through an outside broker/dealer must be approved by the City Treasurer/Deputy Treasurer. The RCCAAF wlll ensure that there are adequate funds In LAIF or Checking Accounts to meet the needs of the Operating Budget . QIVERllFICATION AND MAXIMUM MATURITIES It is the policy of the City/RCCAAF to diversify its investment portfolio. Assets shall be diversified to eliminate the risk of loss resulting from over-concentration of assets in a specific issuer, security type, and maturities . Diversification strategies shall be determined and revised periodically. The RCCAAF wlll diversify Its Investments by security type, laauera, and maturities . The purpose of diversifying la to reduce overall portfolio risks whlle attaining an average market rate of retum; therefore, it needs to be conceptualized in tenna of maturity, Instrument types and iaauer. INQEPENDENJ RE'/IEW The RCCAAF will add a review process to their annual CPA review to ensure that a 3nt party review& lnveatment policy and Investment choices for adherence to this policy. Maybe a review by the executive committee or a designated group of Board Membera who are not on the Executive/Finance Subcommittee. 7 P21 .. POLICY: STATEMENT OF INVESTMENTS-APPROVED JANUARY 28, 2015 INTERNAL CONTROL 8 The City Treasurer and/or his appointed designee shall establish an annual process of independent review by an external auditor. This review will provide internal control by assuring compliance with policies and procedures. PERFORMANCE The investment performance of the City's operating portfolio shall be evaluated and compared to an appropriate benchmark in order to assess the success of the investment program relative to the City's Safety, Liquidity, and Yield objectives. This review will be conducted annually with the City Treasurer, Deputy City Manager/Administrative Services, and Finance Director and, if necessary, consider making adjustments to future investment strategies as market conditions permit. INVESTMENT PORJFOUO REVIEW AND POLICY AQOPTION Outside, Independent auditors are required to perform an annual review of the City's Investment Polley, pl'OC888, and lntamal controls. The review process la performed as part of the City's annual external audit. The Investment policy shall be reviewed annually by the City Council and any modifications made thereto must be approved by the City Councll . REPQRUNG The RCCAAF Finance Sub--Commlttee shall report twice per year, during schedule Boald of Director's meeting . The report shall Include the following: • The type of investments and amounts that are designated for Operational and Longer Term Investment horizons . • The weighted average maturity of the investments • The current market value and aource of the valuation. • Any funds, Investments, or programs Including loans that are under the management of contracted parties. • A description of the compliance with the Statement of Investment Policy . • A statement of the City's ability to meet its pooled expenditure requirements for the next six months or provide an explanation as to why sufficient money shall, or may not be available. • The investment portfolio report shall include current market value information for all investments. A monthly market value will be obtained for each security owned by the City. For purposes of reporting, the market value of each security may be obtained from the City's custodian bank or other pricing source(s) utilized by the City's approved brokers. 8 P22 POLICY: STATEMENT OF INVESTMENTS-APPROVED JANUARY 28, 2015 8 The RCCAAF Finance Subcommittee ehall be reeponeible for reviewing and modifying investment guideltnee aa conditions warrant, Including review of any significant changes adopted by revisions to City of Rancho Cucamonga Investment Polley. The basic premise underlying the RCCAAF's investment philosophy is, and wlll continue to be, to ensure that money Is always safe and available when needed along with non- operational funds eamlng a reasonable return for the building of an endowment. Date of Policy Adoption By Board of Directors: ------ RCCAAF Board Chair Bryan Snyder Date RCCAAF Board Investment Chair Rod LeMond Date P23 STAFF REPORT COMMUNITY SERVICES DEPARTMENT Date: To: From: January 28, 2015 Rancho Cucamonga Community & Arts Foundation Nettie Nielsen, Community Services Director Subject: Discussion of Executive and Finance Committee Membership and Other Standing Committees RECOMMENDATION Staff recommends the Board of Directors discuss the membership of the Executive and Finance Committee and other standing committees and consider an amendment to the current bylaws governing committees. EXECUTIVE/FINANCE COMMITTEE The Executive and Finance Committee is a subcommittee of the full board. The Committee meets in between full board meetings to handle routine board business, provide continuity of operations and direction to other standing committees. Major board decisions, such as budget, goal setting, etc. are handled through full board actions at regularly scheduled quarterly meetings. Routine and minor action items can be handled at the Executive Finance Committee level. The By Laws allow the board to determine the membership of all committees as follows (Section 2): ARTICLE VIII -COMMITTEES Section 1. The Board of Directors, may, by action approved by a majority of the directors then in office, d!asignate one or more committees, to serve at the pleasure of the Board. Such Committees shall consist of a minimum of two members of the Board of Directors and shall act in an advisory capacity to the full Board. Section 2. At the discretion of the Board of Directors, an Executive Committee may be established. If so established, it shall be chaired by Chairperson of the Board, and shall consist of the Chairperson, Vice-Chairperson and Committee Chairs of any Board established Committees. Duties of the Executive Committee shall be approved by the Board of Directors in accordance with the purposes set forth in their By-Laws. Many years ago the "Finance" was added into ~he role of the Executive Committee. To streamline board business and the number of standing committees the Executive Finance Committee discussed absorbing Board Development responsibilities, including overseeing the recruitment and orientation of new board members and on-going capacity building. All board members are responsible to assist with board recruitments and where needed, solicit viable candidates for appointment. DISCUSSION OF EXECUTIVE .\i'ID FINANCE COM1\llTDm MEl\iIBERSI 1111 .\ND OTlmR STANDING ' COMMITfEES JANUARY 28, 2015 PAGE2 Since the last by-law revision in 2011 several new committees have been added including the Marketing Committee, the Major Gift Committee, the Monte Carlo Night, Investment Committee, etc. And new committees may be added in the future. Therefore having all committee chairs be members of and attend Executive Committee meetings is impractical or creates a board quorum : Some board members serve in multiple roles which also complicates the Executive Board make up. This item was discussed at the Executive Finance Committee meeting in November 2014. Discussion included streamlining this committee to include Board Committee Chairs not as standing members of the Executive Finance Committee, but non-voting members to attend when items pertaining to their committee are on the agenda. (Golf, Monte Carlo Night, Party Train, Major Gifts, Giving, Marketing & Outreach, Investment). At no time can a full quorum of the Board be present at an Executive Finance Committee. Based on the Foundation's business and activity calendar we can determine which Chairs would need to attend which meetings without requiring them to attend all meetings. It is important to emphasize that the Executive Finance Committee provides continuity of operations for the Foundation and all major decisions are still brought before the full board. The Executive Finance Committee has placed this item on the agenda for full board discussion. If a By-Laws amendment is required the board may take action on that at the Board meeting . OTHER STANDING COMMITTEES The Board should discuss and confirm chair and committee appointments to current standing committees and make any necessary adjustments. Fundraising Committees • Annual Golf Tournament • Annual Monte Carlo Night • Party Train Events • Major Gift Committee Administrative Committees • Foundation Giving • Marketing & Outreach • Investment • Board Development (possibly streamline responsibility into Executive Finance) Respectfully submitted, °l{fil.Lv ~\c.,l~~ Nettie Nielsen Community Services Director Rancho Cucamonga Community & Arts Foundation Committee Assignments 2014-15 UPDATED: l/2015 Meeting Schedule Membership Goal Board Members ~ Kimberly Alexande Al Arguello Nick Baker Taro Barag Rosemarie Brown Linda Bryan Tina Chen Thomas Galindo Scott Haddon Jim Harrington Rod LeMond Paula Pachon Mark Rivera Bryan Snyder I Full Board Meetings 4th Wmnerd•yr. S:OOpm .January, April. .June and St1ptember Entire Board x x x x x Vice Chair x x x x x Sec/Treas x Chair FUNDRAISING COMMITTEES Golf Tournament Spring Events/ Monte Carlo Gary Ablard Party Train Night Staff l.Jalson NettleN. Kristle Nicols Staff Liaison Staff Liaison I I 1st Mondays. TBO TBD 4:00pm from April to November 5 Board Members 2 Community Memb en x x Co-Chair Chair x Co-Chair x x Chair x Cc:tndUw ~ommun~SIC~~AllflnnwnttlYUIS.11fi ~ 0) ADMINISTRA TIVE/GlVING COMMITTEES Major Gift Executive & Board Giving Francie P Finance Developmen t Susan S. Staff Liaison NettieN. Nettie N. Staff Liaison Staff Liaison Staff Liaison Ill I II 2nd Wednesdays, 3rd Wednesdays, TllO 2nd Wednesdays. 10:30a.m. 4:00p.m. 4:00p.m. August. November January. April and Mardi and May September 6 Board Member< Board Chair 5 Board Members 6 Board Members Board Vice Chair Board Treasurer 1 Fundraising Chair I Giving Chair x x x VC/Partv Train x x x Co-Chair x x Invert Chair Co-Chair SecTr/Mrktnl! Chair x x Golf Chair Chair/Glv Ch Chair Marketing and Investment Outreach Committee Susan S. NettleN . Staff Liaison Staff Liaison 2nd Tuesdays, As needed 4:30p.m. at VC Cultural Ctr 4 Board Members 5 Board Members x x x x x x x x Chair Chair x . STAFF REPORT COMivIUNITY SERVICES DEPARTMENT Date: January 28, 2015 To: From: Rancho Cucamonga Community & Arts Foundation Nettie Nielsen, Community Services Director Subject: DISCUSSION OF SPECIAL TOPICS OR TRAINING FOR THE EXTENDED BOARD MEETING ON APRIL 22, 2015 RECOMMENDATION Staff recommends that the Foundation Board discuss which special topics or training they would like included on the April 22, 2015 meeting agenda. BACKGROUND In lieu of an all-day workshop the Board has opted for an "extended" meeting to be held on Wednesday April 22, 2015. The meeting will be structured as follows: • 2 -5 p.m. Special Topics aimed at long term visioning and planning OR Training • 5 -7 p.m. Regular Board meeting We will schedule breaks as needed and have our usual dinner meal. The Board should discuss if they would rather the extra 2 hours be spent on training or in- depth discussions. In order to make sure enough time is allotted it is preferable to choose one or the other. If training is preferred the board should discuss a topic and/or potential trainer/speaker. If in-depth discussion is preferred topics for consideration should be discussed. A couple of options can include: o Major Gift Committee Focus -committee make up, development of donors, etc. o New policies, by-laws review -Conflict of interest or other policies Respectfully submitted, 1'(6~h~ ~\6~~ Nettie Nielsen Community Services Director STAFF REPORT COMMUNITY SERVICES DEPARTMEN1' Date: January 28, 2015 To: Rancho Cucamonga Community & Arts Foundation From: Nettie Nielsen, Community Services Director By: Susan Sluka-Kelly, Cultural Arts Manager Subject: CONSIDERATION OF MARKETING & OUTREACH COMMITTEE'S RECOMMENDATION OF VISION STATEMENTS TO ACCOMPANY THE FOUNDATION'S MISSION STATEMENT RECOMMENDATION RANCHO CucAMONGA The Foundation's Marketing & Outreach Committee has prepared Vision Statements to accompany the recently adopted Mission Statement for the Foundation's review and approval. BACKGROUND Last year the Marketing Committee worked with Consultant Ron Wolfe to develop a new mission statement for the Foundation. The approved mission statement reads: Enriching lives through support of the arts at the Victoria Gardens Cultural Center. The Foundation approved the statement. Staff requested that the Marketing Committee develop Vision Statements to support the varied programs supported, which would include high school program support and scholarships, City programs and the approved Affiliates. The Committee once again worked with Ron Wolfe to has prepared Vision Statements to be presented to the board for approval. Respectfully submitted, Nettie Nielsen Community Services Director . STAFF REPORT COMMUNITY SERVICES DEPARTMENT Date: January 28, 2015 To: Rancho Cucamonga Community & Arts Foundation From: Nettie Nielsen, Community Services Director Subject: DISCUSSION OF THE DEVELOPMENT OF REQUIRED POLICIES RECOMMENDATION Staff recommends that the Foundation Board discuss the development of policies required of 501c3 organizations and potentially appoint board members to serve on an ad hoc committee to develop the policies. BACKGROUND At the November 2014 Executive Finance meeting the committee, aided by board member Rosemarie Brown, did an extensive review of the Foundation's taxes. It was brought to our attention that we needed to develop several policies or documents. These include: o Conflict of Interest Policy o Whistleblower Policy o Document Retention and Destruction Policy The board should discuss the process and method for developing these policies and if an ad hoc committee is required to assist staff. Draft policies can be brought to the April 2015 meeting for review and adoption. · Respectfully submitted, ,-{ tfu'u ~\tlSVl''"-- Nettie Nielsen Community Services Director .. .. .... STAFF REPORT COMl\fUNITY SERVICES DEPARTMENT Date: To: From: January 28, 2015 Rancho Cucamonga Community & Arts Foundation Nettie Nielsen, Community Services Director Subject: DISTRIBUTED COPIES OF THE BOARD BY-LAWS RECOMMENDATION No action is required, the By-Laws are provided for information purposes. BACKGROUND At the November 2014 Executive Finance meeting the committee asked that the most current By-Laws be distributed at the January Board meeting. The By-Laws are not on the agenda for discussion, however if the Board wishes to open up a review of the By-Laws they can appoint an ad hoc committee to review them and bring recommendations back to the board at a future meeting. We have also included the Articles of Incorporation for your reference. Respectfully submitted, Nettie Nielsen Community Services Director Attachment: Foundation By-Laws and Articles of Incorporation p BY-LAWS OF THE RANCHO CUCAMONGA.COMMUNITY & ARTS FOUNDATION ARTICLE 1-NAME AND ADDRESS Section 1. The name of this corporation shall be the Rancho Cucamonga Community & Arts Foundation, hereinafter referred to as the "Foundation". Section 2. The address of the principal executive office of the Foundation shall be located at Rancho Cucamonga City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California, or at such place as the Board of Directors hereafter may designate. ARTICLE II -PURPOSE AND LIMITATION Section 1. The purpose of the Foundation is to generously support Arts programming at the Victoria Gardens Cultural Center and throughout and beyond the Rancho Cucamonga community by annually raising substantial funds and effectively managing resources. Sectiqn 2. The primary responsibility of the Board of Directors will be fundralsing for arts, cultural and recreational services. Section 3. The Foundation Is organized, and at all times shall be operated, exclusively for the benefit of, to perform the function of, and to carry out the purposes of the City, within the meaning of Section 509 (a) (3) (A) of the Internal Revenue Code of 1954, as amended, the Regulation there under, and the corresponding provision of any applicable future United States Internal Revenue Law and Regulations hereinafter collectively referred to as the "Code". Section 4. In carrying out such purpose, the Foundation shall not, in any manner, be utilized to discharge the obligation of the City. The support, promotion and advancement of arts, cultural and recreational services afforded by this Foundation is in addition to, and supplementary to any budgeting program sponsored by the City, and the use of this Foundation In routine operations shall be a violation of the purposes herein expressed. If the Board of Directors is of the opinion that the City causes the terms of the Foundation to be violated by causing income of the Foundation to be used for routine operation, then the Board of Directors may direct that the income be used for the benefit of arts, cultural and recreational service organizations that are not under the jurisdiction of the City. These organizations must be charitable organizations under Section 501(c) (3) of the Code and must be consistent with the purpose of the Foundation. ARTICLE Ill -MEETING Section 1. All meetings, regular and special shall be notified, posted and conducted in every way consistent with the requirements set for in the Brown Act. Section 2. The Board of Directors of the Foundation shall hold an annual meeting in the month of June at su~h time and place as designated by the board. Section 3. Adoption of a budget for the upcoming fiscal year shall occur at the annual meeting. Section 4. Special meetings may be called at any time by a majority of the Board. Written notice, stating the time and place of any such meeting and its purpose shall be given to each member of the Board at least four days before such meeting. Section 5. A majority of the Board constitutes a quorum. ARTICLE IV -MEMBERSHIP AND SHARES Section 1. The corporation shall have no membership. Section 2. The corporation shall not have or Issue shares of stock and shall declare no dividends. Section 3. No part of the Foundation shall inure to the benefit of any private individual, and no part of the direct or indirect activities of this Foundation shall consist of carrying on propaganda, or otherwise attempting to Influence legislation, or of participating In, or Intervening In (Including the publication or distribution of statements), any political campaign on behalf of any candidate for public office. Notwithstanding any other provision hereof, this Foundation shall not conduct or carry on any activities not permitted to be conducted or carried on by an organization exempt under Section 501(c) (3) of the Code or by an organization, contributions to which are deductible under Section 170 (c) (2) of such Code. ARTICLE V -BOARD OF DIRECTORS Section 1. The total number constituting the Board of Directors shall be a maximum of thirty (30). Section 2. The members of the Board of Directors shall be filled by persons interested in raising funds for the arts. Section 3. All appointments to the Foundation and shall be made by the City Council. Section 4. The terms shall be four ( 4) years. Directors may be appointed for aA additional four-year terms. All vacancies occurring because of the expiration of terms or for other reasons will be filled by the appointing body. Section 5. Terms of office for the members of the Board appointed shall be staggered so as to maintain a mix of experienced and new Directors. Section 6. Board member(s) filling vacancies shall serve the remainder of the original term and will then be eligible for appointment to a subsequent full term. Section 7. Any Director of the Foundation may be removed at any time by a majority vote of the City Council. Section 8. All terms as prescribed in this Article shall commence with the date the member is appointed and shall expire at the date of the annual meeting In June. Section 9. Any change in the number and qualifications of members of the Board of Directors shall be made only by amendment to these By-Laws. 2 ARTICL E V I -OFFICERS Section 1. The Board shall elect a Chairperson, Vice Chairperson, and Secretary/Treasurer at the annual meeting. Their terms of office are one ( 1) year. Members' terms as Chairperson may not exceed two consecutive years, unless otherwise authorized by the Board of Directors. Section 2. Officers may be removed from office for cause by a majority of the Foundation Board at any meeting. Section 3. The Chairperson shall preside at all meetings of the Board and have responsibility for general supervision of its activities. Section 4. The Chairperson, with assistance from the Community Services Director of the City of Rancho Cucamonga and the Investment Trustee, shall present a budget for approval of the Board at the annual meeting. Section 5. Disbursement of money in excess of $500, unless specifically budgeted at the annual meeting, requires the signature of either the Chairperson or the Secretary/Treasurer. Section 6. The Vice Chairperson shall preside at meetings In the absence of the Chairperson . Section 7. The Secretary/Treasurer shall give notice to all members and shall maintain a permanent set of minutes to all meetings. ARTICLE VII -POWERS Section 1. The decisions and acts of a majority of the members of the Board of Directors qualified and serving shall constitute and exercise of the Foundation powers and discretions conferred upon the Board of Directors and the decisions an acts of such majority of the Board of Directors shall constitute and be taken as the decisions and acts of the entire Board of Directors. Section 2. The Board of Directors may adopt rules, which shall not be Inconsistent with the terms of this Foundation. Section 3. A simple majority of the Board may amend the By-Laws at any meeting. However, no such amendment or modification shall alter the intention of the Donors that this Foundation be operated exclusively for charitable, arts, cultural and/or recreational service purposes, and in a manner which shall make this Foundation tax exempt and the donations to it deductible from taxable income to the extent allowed by the provisions of the Code and other applicable legislation and regulations as they now exist or as they may hereafter be amended. Every amendment or modification of these By-Laws shall be in writing, shall be signed by a majority of the Board of Directors then serving and shall be delivered to each of the members of the Board then in office and to the Investment Trustee then in office. 3 D: ' •' ARTICLE VIII -COMMITTEES Section 1. The Board of Directors, may, by action approved by a majority of the directors then in office, designate one or .more committees, to serve at the pleasure of the Board. Such Committees shall consist of a minimum of two members of the Board of Directors and shall act in an advisory capacity to the full Board. Section 2. At the discretion of the Board of Directors, an Executive Committee may be established. If so established, it shall be chaired by Chairperson of the Board, and shall consist of the Chairperson, Vice-Chairperson and Committee Chairs of any Board established Committees. Duties of the Executive Committee shall be approved by the Board of Directors in accordance with the purposes set forth in their By-Laws. ARTICLE IX· COMPENSATION AND EXPRESS Section 1. The Board of Directors shall serve without compensation. ARTICLE X -INVESTMENT TRUSTEE Section 1. The Finance Officer of the City of Rancho Cucamonga shall serve as the Investment Trustee for the Foundation. He/She shall have the powers and authority set out in Section 2. Section 2. The powers of the Investment Trustee shall be limited to Investment of the Foundation property and shall have the following discretionary powers: (a) To hold the principal and all money or property given to the Trustee to Invest and reinvest, unless the deed or legacy of a particular gift or gifts specifically authorizes or requires its retention and/or use for a specific project. (b) To invest and reinvest the principal and undistributed income of the Foundation funds on deposit with the Trustee in such property, real, personal or mixed and in such a manner as it shall deem proper for the growth of capital and the production of Income, and from time to time to change investments as he/she shall deem advisable; to invest In or retain any stocks, shares, bonds, notes, obligations, or personal or real property bonds, notes, obligations, or personal or real property (including without limitation any Interest in or obligations of any corporation, association, business trust, Investment trust, common trust fund or investment company) although some or all of the property so acquired or retained is of a kind or size which but for this express authority would not be considered proper and although all of the Foundation funds are invested in the securities of one company. No principal or income, however, shall be loaned, directly or indirectly, to the Investment Trustee or any member of the Board or to anyone else, corporate or otherwise, who has at any time made a contribution to this Foundation, nor to anyone except on the basis of an adequate interest charge and with adequate security. (c) To sell, lease or exchange any personal, mixed, or real property, at public auction or by private contact, for such consideration and on such terms as to credit or otherwise, and to make such contracts and enter into such undertaking relating to the Foundation property, as it considers advisable, whether or not such leases or contracts may extend beyond the duration of the Foundation. 4 p; (d) To borrow money for such periods, at such rates of interest, and upon such terms as it considers advisable, and as security for such loans to mortgage or pledge any real or personal property with or without power of sale; to acquire or hold any real or personal property, subject to any mortgage or hold any real or personal property subject to any mortgage or pledge on or of property acquired or held by this Foundation. (e) To execute and deliver deeds, assignments, transfers, mortgages, pledge1?, leases, covenants, contracts, promissory notes, releases, and other instruments, sealed, or unsealed, incident to any transaction in which it engages. (f) To vote, to give proxies, to participate in the reorganization, merger or consolidation of any concern or in the reorganization, merger or consolidation of any concern or In the sale, lease, disposition, or distribution of its asses; to join with other security holders in acting through a committee, depository, voting trustees, or otherwise and In this connection to delegate authority to such committee, depository, trustees and to deposit securities with them or transfer securities to them; to pay assessments levied on securities or to exercise subscription rights in respect of securities. (g) To hold Foundation property without indication of fiduciary capacity but only in the name of a registered nominee, provided the Foundation property Is at all times identified as such on the books of the Foundation fund; to keep any and all of the Foundation property or funds in any place or places in the United States of America. ARTICLE X I • ACCOUNTING Section 1. The Investment Trustee shall render an accounting of the investment transactions concerning the Foundation to the Board of Directors at least annually. No person or entity other than the Board of Directors may require an accounting or bring any action against the Investment Trustee with respect to the Foundation. The Investment Trustee may at any time initiate legal action or proceedings for the settlement of it accounts and; except as otherwise required by law, the only necessary party defendant to such action or proceedings shall be the Board of Directors. Section 2. The fiscal year of the Foundation shall be from July 1 through June 30. Section 3. The Board of Directors shall make a report annually of its uses of the Foundation and shall distribute copies thereof to all members at the regular annual meeting held in June. 5 ,. r • ... ARTICLE XII -LIABILITY OF TRUSTEES/DIRECTORS Section 1. No Investment Trustee or member of the Board of Directors shall be answerable for loss In Investment made in good faith. No Investment Trustee or member of the Board of Directors shall be liable for the act or omissions of any other member of the Board, or of any accountant, agent, council or custodian selected with reasonable care. Each Investment Trustee or member of the Board shall be fully protected in acting upon any instrument, certificate or paper, believed by him/her to be genuine and to be signed or presented by the proper person or persons and no Investment Trustee or member of the Board shall be under any duty to make any investigation or inquiry as to any statement contained in any such writing but may accept the same as conclusive evidence of the truth and accuracy of the statement therein contained. ARTICLE XIII -FOUNDATION Section 1. The Board of Directors may receive donations from Donors or from any other source in cash or in other property acceptable to them. All donations so received shall be deposited by the responsible staff of the Board of Directors and thereafter held, managed, administered and disposed of by the responsible staff and the Board of Directors pursuant to the terms of the Agreement. The Board of Directors may accept donations, which restrict their uses, and purposes, provided such restrictions are within the uses and purposes set forth In Article II, and which limit the time, manner, amount, or other terms of distribution; but, unless otherwise specifically required, the Board of Directors may mingle such restrictions donations with other assets of the Foundation. ARTICLE XIV -USE OF THE FOUNDATION Section 1. The Board of Directors shall have the power to apply the Foundation for the purposes set forth In Article II. In furtherance thereof, the Board of Directors shall have the power and authority and Is directed to distribute the distributable income of the Foundation as they may determine, to the uses and purposes set forth in Article II. Section 2. Unless the restricted donation provides otherwise, as used in Section 1, "distributable income" means the total holdings of the Foundation, principal and interest, less $2,500, which will serve as the minimum holding of the Foundation. ARTICLE XV -TERM OF FOUNDATION Section 1. The Foundation shall continue in perpetuity; it may however, at any time be wound up and the assets distributed with the assent of two-thirds of the Board of Directors and the City Council. Upon any such winding up, the assets of this Foundation shall be distributed exclusively for such purpose or purposes, as are consistent with the purpose of the Foundation. Amended by the Rancho Cucamonga Community Foundation: January 21, 2003 Amended by the Rancho Cucamonga Community Foundation: July 28, 2004 6 ..... cu ... Amended by the Rancho Cucamonga Community & Arts Foundation: June 8, 2011 Thomas Galindo, Chairman Harvey D. Cohen, Vice-Chairman Linda S. Bryan, Secretaryffreasurer . Al Arguello, Member Taro Barag, Member Rosemarie Brown, Member Brad Firle, Member Paul Gesiriech, Member Jim Harrington, Member Jeremy Kahn, Member Richard Madsen, Member Tony Mize, Member Bryan Snyder, Member l:\COMMSERV\Councll&Boards\CommunltyFoundatlon\Sy-Laws\ApplOvedCopy 6.R 11.doc 7 F .,.. .... . STAFF REPORT COl\.IMUNITY SERVICES DEPARTMENT Date: January 28, 2015 To: Rancho Cucamonga Community & Arts Foundation From: Nettie Nielsen, Community Services Director Subject: Update on Community Services Staff Support for Foundation Committees RECOMMENDATION Staff recommends the board receive this report for file. BACKGROUND Staff updated the Executive Finance Committee in November on the significant staff changes in the Department. Our goal is to provide staff liaisons to Board Committees where possible. As the number of these committees have grown, staff support has increased. This is in addition to the day to day operation of the Foundation's business. Recent changes in Community Services requires us to review these assignments and make the following changes: rco.mmitte&/otilerDutiea-·-··-rsta-if Assf ne-d -Tritle---·-·----··-Not&s7Chan ·a~ Full Board Nettle CSD Director No Change Executive Finance . PartyTrain ___ _ _ -·-----~· ___ _ ______ 1 ~ndation · · Karen + part time Analyst Increased I =~:ounting/Taxes/Compliance Admin financial/compliance -~:~~===~:cati:...~-----r~ei1Ss8 -------rsa .c1iiiin "secietii iY r N'ii~ti~:~ij!~-- -~ ··--· -···----·· ·-·--·-··· -··. ·-· ·-····· -·-··· -----·-· -··-------·---·-.. ---·-·--· ---··-· ·-- Investment · . l Nettie/Karen/Sandra Director/Man Analyst l Add Karen & Sandy (Finance) New committee, Golf Committee . . , ~~7ted ·--Ablard I COordioiOlor ----, w~~~D~~ig tiy Major Gifts/Donor Recognition-· ilnassi~ned ____ --, ·---··------· ·--------·---,-FormerlYFrancie ---1 Annual Awards -------+---------;.--------~--------1 Marketi.ng/Outreach/On Line I Susan/Annette Manager/Coordinator I Originally Francie Campa1g _n _.____ ___ -·--· --'-------·. ___ ·-·----_____ . _ ... ___ . ·--·---····---.. i Monte Carl'? ~ig~_t -·-.. -·-····_l-~~~!le -··-I ~enta_I C09!~i !}.~tor __ J_No change ._J [ Giving ] Susan _ Manager I No chan g ..... ~ ___ __,J The Major Gifts committee is unassigned we further see the status of that committee. Staff also support many other activities of the Foundation outside direct committee work. Overall the amount of staff time devoted to the Foundation must be strategically used for maximum benefit. Respectfully submitted, N6ttt (:_, ~\G\Sf,~"---- Nettie Nielsen rnmm11nit\I ~cn1ircC! nircrtnr p~ STAFF REPORT COMMUNITY SERVICES DEPARTMENT Date: January 28, 2015 To: Rancho Cucamonga Community & Arts Foundation From: Nettie Nielsen, Community Services Director By: Susan Sluka-Kelly, Cultural Arts Manager RANCHO CucAMONGA Subject: GIVING COMMITTEE RECOMMENDATIONS TO SUPPORT CULTURAL CENTER AND COMMUNITY ARTS PROGRAMMING FOR FISCAL YEAR 2015/16 RECOMMENDATION The Giving Committee will provide the Board with their recommendation for Giving {Funding) Allocations to support arts programming at the Victoria Gardens Cultural Center, as well as local scnool and community arts efforts. BACKGROUND Each year the Giving Committee considers and recommends funding allocations to support performing arts programming at the Lewis Family Playhouse & Victoria Gardens Cultural Center for the upcoming fiscal year. Over the past several years, this funding has provided financial support to the Cultural Center's MainStreet Theatre Company (theatre for young audiences), Rancho Cucamonga Community Theatre, Headline Artist Series, World Music Concert Series, Blackbox Productions, and ticket subsidy for family audiences (Foundation Family Saturdays and Foundation Family Flex Packs). Additionally, the Committee has recommended to provide financial support for the annual visual art show by the Associated Artists of the Inland Empire as well as mini grants to high school arts programs and small scholarships for graduating senior arts students. Since the inception of the Giving Committee, annual funding support by the RCCAAF to arts programming at the Cultural Center and other local arts entities have ranged from $51,000 to $80,500. For the fiscal year 2014/15 the giving allocation is $65,000. Staff is aware that the fundraising efforts by the Foundation has not fully met expectations as intended over the past couple of years, therefore will propose a slight reduction in financial support to Cultural Center programming until revenues are stronger and can support the Foundation's operating expenses and sponsorship allocations. The Committee will provide a list of the arts programs and recommendation for financial support for 2015/16 fiscal year. Respectfully submitted, 1-{ lH-t .(_) }( lG\$8'- Nettie Nielsen Community Services Director F coMMutJlrv 2014/15 MEETING SCHEDULE &\RTS FOUNDATION FULL BOARD Regular Meetings: September, January, April, June (4th Wednesdays) • September 24, 2014 at 5 p.m. • January 28, 201 Sat S p.m. • April 22, 2015 2 p.m. (Goal Setting), AND 5 p.m. {Regular meeting) • June 24, 2015 at 5 p.m. (Budget Adoption and Annual Meeting) EXECUTIVE/FINANCE BOARD 3rd Wednesday of the month • August, November, March, May Additional meetings can be scheduled on an as needed basis. • l\ugust 20, 2014 at 4 p.m . • ~~ovembor 19, 2014 at 4 p.m. • March 18, 2015 at 4 p.m. • May 20, 2015 at 4 p.m. Quarterly Financial Reports: mid-month October, January, April, July SUBCOMMITIEES • FUNDRAISING Golf Tqucngment -Chair: Mark Rl yeca Monthly April -November -2nd Monday s a t 4 p.m . -City Hall Malor Giff -Chgir: Jim Harrington 2 nd Wednesday of the month at 10:30 a.m. City Hall Monte Cgclo Niqhl Fundraiser -C o -Chairs; Tqro Barag and Tina Chen As needed Partv Trgin/Sprlng Events -Chair: Linda Bevan As needed SUBCOMMITIEES -ADMINISTRATIVE/GIVING Arts Giving -Chair: Brvgn Snyder Same as full board meetings -meeting at 4 p.m. (except April) -City Hall Board pevelopment -Chair: TBD As needed Marketina and Outreach -Chair; Paula Pachon 2nd Tuesday of the month at 4:30 p.m. at the Cu ltural Cen ter Investment -Chair: Rod LeMond As needed AD HOC COMMITIEES C:\Users\haytey.bums\AppData\Local\Mlcrosoft\Wlndows\Temporary Internet Flles\Content.Outlook\1EAU51WG\MeeUng Schedule 2014 15.doc Updated: 0112015 P39