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Home My WebLink About2015-04-22 - Agenda Packet - Community & Arts Foundation"t..1tO CVCAMOHGA MMUNITY ~FOUNDATION RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS April 22, 2015 REGULAR MEETING ' --------------------------------l I I l_ -----------------------------. 1. 2. Pledge of Allegiance Kimberly Alexander 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 -------------------------------------1 I -------~------------------------~ j None r-------------------------------J I I L _________________________________ I This is the time and place for the general public to address the Community & Arts Foundation. State law prohibits the Board from addressing any issue not previously included on the Agenda. The Board may receive testimony and set the matter for a subsequent meeting. Comments are to be limited to five minutes per Individual. The following Consent Calendar Items are expected to be routine and non-controversial. They will be acted upon by the Board at one time without discussion. Any item may be removed by a Board Member or member of the audience for discussion: 1. 2. Approval of the Minutes of the Regular Community & Arts Foundation Meeting held January 21, 2015. Receive and file Treasurer's Reconciliation Summary Reports for the LAIF and PAL Accounts through March 2015. ! ------------------------------l l ___ -----------------------------J The following Items are not public hearing Items, although the Chair may open the meeting for public Input: 3 Agenda pages 1-7 8-38 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION MINUTES OF THE JANUARY 28, 2015, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community & Arts Foundation was held on Wednesday, January 28, 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 5:07 p.m. by Chair Snyder followed by the Pledge of Allegiance. Present were: Board Members: Alexander, Baker, Barag, Chen, Galindo, Haddon, LeMond, Pachon, Rivera and Snyder. Absent: Arguello, Brown, Bryan and Harrington. Staff: Nettie Nielsen, Community Services Director; Marie Macias, Interim City Clerk; Susan Sluka-Kelly, Cultural Arts Manager; Karen Silhanek, Management Analyst I and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS 1. Oaths of Office were administered by Interim City Clerk Macias to newly appointed Board Member Scott Haddon and re.appointed Board Member Taro Barag. B3.Presentation of the Library Services 2015 Calendar and Annual Report was provided by Rancho Cucamonga Library Foundation Vice President Teresa Akahoshi and Board Member: Rebecca Davies. They reviewed the calendar and report providing statistics in areas such as participant levels, grants received, items checked out, etc. Highlights were also given in areas including special events and programs scheduled to take place in 2015. They were thanked by the Board for their presentation. 2. Newly appointed Board Members Kimberly Alexander, Nick Baker and Scott Haddon were welcomed to the Foundation. The meeting was recessed to allow an opportunity to meet the new Members and enjoy a light dinner. The meeting recessed at 5:20 p.m. and reconvened at 5:40 p.m. with all Members present except Arguello, Brown, Bryan and Harrington. 3. Presentation of the Library's Annual Calendar was held prior to the recess. C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. Rancho Cucamonga Community & Arts Foundation -1 -January 28, 2615 D' D. CONSENTCALENDAR 1. To approve the Minutes of the Regular Community & Arts Foundation Meeting held September 24, 2014. 2. To receive and file Treasurer's Reconciliation Summary Reports for the LAIF and PAL Accounts through December 2014. MOTION: Moved by Member Galindo, seconded by Member teMond, to approve the Consent Calendar, as submitted. Motion carried: 10-0-4 (Absent Arguello, Brown, Bryan and Harrington) The Treasurer's Reports (Item D.2.) were referenced and staff was asked to clarify the "CFPA11 and "BloodHound Deputies" affiliates. Staff responded regarding the status of the "Cucamonga Foothill Preservation Alliance11 which has had minimal activity and "BloodHound Deputies" which has a current balance of $4,000. Treasurer/Secretary Pechon left the meeting at 5:45 p.m. and returned at 5:52 p.m. E. FOUNDATION BUSINESS 1. Consideration and discussion regard.ing the 2015 Golf Tournament Proposal and Budget was opened. Committee Chair Rivera provided the Board with the evenf s proposed budget with expenses to include the hiring of an event planner -Michelle Adams. He stated that the goal would be for the event to realize an additional $7,500 in revenue this year to offset the costs for her services. Based on the estimated revenues and expenses, Chair Rivera estimated a net profit of nearly $40,000 for this year's tournament. He went into more detail concerning Planner Adams' scope of services which involves some of the responsibilities handled last year by former Specialist Gautschi and Supervisor Schneider. He offered to email the scope of services to the Board if they were interested. Committee Member Pachon noted that Mrs. Adams is a former City employee and is currently employed elsewhere. She indicated that some concern had been expressed with her being allowed to work on Foundation business during her work week and that an addendum is being added to her contract giving her employer's approval. Additional discussion concerning the proposal followed and Chair Rivera expressed his confidence that Mrs. Adams would carry out her roles and responsibilities appropriately. It was noted that her fee was half of what the former consultant was paid. The Board was also reminded that regardless of Mrs. Adams' services, the entire Board is expected to assist in making the event a success. Director Nielsen confirmed the tournamenfs date of October 26th and clarified that the item was placed on the agenda due to the need to expend monies in the current fiscal year. The Board then took action as follows: Rancho Cucamonga Community & Arts Foundation -2 -January 28, 2015 o· . . MOTION: Moved by Member Galindo, seconded by Treasurer Pachon, to approve the proposed budget submitted for the 2015 Community & Arts Foundation Golf Tournament including entering into an agreement with Michelle Adams for Event Planner seNices. Motion carried: 10-0-4 (Absent: Arguello, Brown, Bryan and Harrington}. 2. Investment Committee Chair LeMond was called upon to initiate the Board's discussion and consideration regarding the request for approval of an Amended Investment Policy and the 2015 Investment Strategy. He referenced the proposed amended policy, contained In the agenda packet with proposed changes in red. He brought their attention to Page 7 of the policy and the section concerning an Independent Review and asked if annual reviews have been conducted. He was told that this had not been the case and he stressed the importance of the audit/reviews. Chair LeMond also commended Member Harrington for all of his hard work on the policy. Director Nielsen distributed a document entitled "Total Available to lnvesr. Chair LeMond then commented on the need for specific Board action to invest beyond five years and that it becomes cumbersome if certain investment decisions are brought only to full Board meetings. He asked that an alternate approval process be consldered by the Board and recommended that the Board this evening adqpt the amended policy and give authority for a certain group to execute the transactions. The Board discussion included their questions regarding whether the Executive/Finance Committee could be given investment approval authority. Director · Nielsen indicated that once it is determined who can make the investment decisions, the City's finance staff could be contacted to research what investments are available to the Foundation. A question was asked if the "liquid" funds (two years' worth} would remain in LAIF and Director Nielsen affirmed that they would be. She also explained what amendments the City made to their recently amended Investment Policy.· In addition, it was noted that the proposed policy was in need of correction in a few instances where the City was referred to rather than the Foundation. In conclusion, additional changes to the amended policy included Page 7 from "Independent RevieW' to "Investment Performance Review to include a recommendation from the Investment Committee to the Execu.tive/Finance Committee"; Page 8 from "Reporting' to "Report and Performance Review' deleting the sixth bullet point regarding the statement of ability to meet pooled expenditure requirements and adding a bullet point regarding performance review and Page 9 from "Finance Subcommittee" to "Executive/Finance Subcommittee to be responsible for reviewing and modifying the investment guidelines." Following their discussion, the Board took action as follows: MOTION: Moved by Member Chen, seconded by Member Galindo, to approve the amended Investment Policy and 2015 Investment Strategy as presented and with the revisions indicated and to include approving the Investment Committee's authority to make recommendations to the Executive/Finance Committee. Motion carried: 10-0-4 Absent: Af uello Brown B an and Harrin ton. 3. Chair Snyder opened discussion of Executive and Finance Committee Membership and appointments to the other Standing Committees. The chart of appointments was reviewed and additions/changes to the appointments were as follows: Golf Tournament-Baker, Galindo and Haddon added; Monte Carlo Night-Baker and Snyder added; Major Gift -Alexander added, Pachon deleted; Giving -Alexander added, Member Chen to serve as Chair and Marketing/Outreach -Haddon added. Discussion ensued concerning the Board Development Committee which currently has no chair and has been inactive. Director Nielsen commented that the recruitment of new members is being done "organically" rather than by Committee and she suggested that it could be folded into the Executive/Finance Committee with the Vice Chair possibly serving as the lead. Member LeMond left the meeting at 7:00 p.m. and did not return. Brief discussion was also held concerning the separation of the Monte Carlo Night Fundraising Event from the Party/Train Event Committee and the consensus was for each to have th~lr own committees. Following their discussion, their action followed: . MOTION: Moved by Member Galindo, seconded by Member Rivera, to approve the various Committee appointments as indicated above. Motion carried: 9-0-5 {Absent: Arguello, Brown, Bryan, Harrington and LeMond) 4. Director Nielsen led the dlscussio.n of proposed special topics and training for the Extended Board Meeting scheduled for April 22, 2015. The January 28th staff report was referenced listing the potential items the Board could discuss which included in- depth training/discussion with a major .gift committee foc~s. guest speaker and potential new policies and by-law review. She recommended the special meeting take place from 2-5:00 p.m. with the regularly scheduled Board meeting to follow. A suggestion was also given to consider providing the Members with training on writing grant proposals. Members expressed concurrence with staffs suggestions concerning major gift focus and guest speaker and the Foundation then took the following action: MOTION: Moved by Member Rivera, seconded by Member Alexander, to approve the tentative calendar for the April 22nd Special and Regular Board Meeting. Motion carried: 9-0-5 {Absent: Arguello, Brown, Bryan, Harrington and LeMond). 5. Consideration of Marketing & Outreach Committee's recommendation of Vision Statements to accompany the Foundation's Mission Statement was opened. Committee Chair Pachon distributed a handout of eight proposed vision statements and noted concerns expressed by Member Brown during review of the taxes regarding the current mission statement of "Enriching Lives Through Support of the Arts at the Victoria Gardens Cultural Center' which is a different mission then that filed with the Articles of Incorporation. Director Nielsen noted that the original statement referenced a community-wide mission. Brief discussion ensued and the Board concurred with brin in the matter back to include inco oratin a broader mission statement. 6. Analyst Silhanek was called upon to provide an update on the Foundation's taxes. She informed the Board that a filing extension had already been submitted and that the taxes were due now on February 15th. She spoke of the November 1 Blh Executive/ Finance Committee meeting which included a thorough review of the taxes and suggested revisions by Member Brown. She was asked if any of the suggested changes had been made and Analyst Silhanek responded that after consulting with the Board's CPA, no amendments had been incorporated in the 2014 taxes. A suggestion was given to submit another extension until May 15th to allow time for further review and possible refinement and the Board then took the following action: MOTION: Moved by Member Galindo, seconded by Member Chen, to approve filing an extension for the 2014 taxes until May 15th. Motion carried: 9-0-5 (Absent: Arguello, Brown, Bryan, Harrington and LeMond. 7. Discussion of development of required policies was presented to the Board by Chair Snyder. He referenced staffs report which explained that at the last Executive Committee meeting, when the taxes were thoroughly reviewed, Member Brown had made some recommendations on the policies the Foundation should adopt as a non- profit organization. These policies include conflict of interest, whistleblower and records retention/destruction related matters. He indicated that policies are to be drafted and will be reviewed and approved by the Board at a future meeting. No other discussion was held or action taken. 8. Chair Snyder called upon staff regarding an update on the status of Foundation affiliates. Analyst Silhanek provided staffs report and reviewed the seven affiliates currently associated with the Foundation. She indicated the Animal Center is continuing to pursue filing for their own 501 (c)3 non-profit status and that the Friends of the Pacific Trail affiliation should be ending soon as they are now their own· non- profit entity. In terms of the newest affiliates -Cucamonga Foothills Preservation Alliance (CFPA) and Bloodhound Deputies, she indicated that CFPA has not been very active and still needs to have their affiliation agreement finalized and the Bloodhound Deputies has had a very modest start. Director Nielsen also clarified that the benchmark for affiliates is that their scope would need to be of benefit to either the City or community-at-large. Staff was asked regarding checks and balances and for clarification on the use of the funds. Director Nielsen clarified that the funds are restricted for use by the affiliates only and aren't available for general Foundation use. Staff was also asked to supply a copy of the affiliate agreements. No other action was taken or discussion held. 9. The Foundation's By-Laws were distributed and Treasurer Pachon suggested they be reviewed instead at a future Executive/Finance Committee meeting with final approval of any amended by-laws by the full Board. No other discussion took place. Rancho Cucamonga Community & Arts Foundation -5 -January 28, 2015 DI 10. Director Nielsen was called upon regarding an update on Community Services Staff's Support for Foundation Committees. She reminded the Board of recent changes of Community Services Department staff including the promotions of Manager Palmer to Communications Manager and Supervisor Schneider to Superintendent. She commented that as the Committee's grow, so do the demands of staff. The January 28th staff report was referenced which listed the committees, staff assignments and changes to the staffing support. In addition, Analyst Silhanek updated the Committee on the recruitment for the part-time administrative staff person and informed them that interviews are scheduled for February 4th. It has been decided that Manager Sluka- Kelly will sit on the interview panel and the Board Members were asked if any were interested in being an interviewer as well. Treasurer Pachon and Members Barag and Rivera expressed their interest Staff indicated they would get in contact with the Members regarding interview details. 11. Consideration of recommendation by the Foundation's Giving Committee's recommendation for Foundation support for Playhouse Programs for the 2015/16 Season was presented by Manager Sluka-Kelly. She distributed and reviewed the "Arts GMng History and 2015116 Recommendationsn sheet Noted changes on the chart were Presenting Sponsor-Mid Season Headllnerfrom $8;000 to $16,000 and RCCAF Scholarship Program from $2,500 to $3,500. Committee Chair Snyder added that the Committee met today and were in support of the staffs proposed financial support. No other discussion was held and the Board took action as follows: MOTION: Moved by Chair Snyder, seconded by Member Barag, to approve the Community & Arts Foundation's support of the Victoria Gardens Cultural Center and Community Arts Programming for Fiscal Year 2015/16. Motion carried: 9-0-5 (Absent Arguello, Brown, Bryan, Harrington and LeMond) F. COMMITTEE UPDATES 1. Golf Tournament-Update given earlier 2. Spring Events/Party Train -No update given 3. Monte Carlo Night Fundraiser -Committee Co-Chair Chen informed the Board that the event had been moved to May 2nd and will be held at the Cultural Center. She indicated an email will be sent out regarding raffle items and sponsorships and she estimated the ticket price will be approximately $80 each. The Board congratulated her and Member Barag on last year's successful event. 4. Executive/Finance -No update given 5. Board Development -No update given Rancho Cucamonga Community & Arts Foundation -6 -January 28, 2015 6. Arts Giving -Brief discussion was held regarding the student scholarships which are currently open for high seniors to apply. Manager Sluka-Kelly indicated that staff would post the scholarship information on the Board's web-site. 7. Major Gift -No update given 8. Marketing and Outreach -Manager Sluka-Kelly informed the Board that the Foundation was featured in the Spring 2015 issue of "The Grapevine." G. FOUNDATION BUSINESS 1. Manager Sluka-Kelly was called upon for Staffs Update on Foundation Sponsored Programs. She informed Members that the January 31st Travis Tritt show was selling well and that the MainStreet Theatre Company's production of Marie Twain's "The Prince and the Pauper' scheduled to run from February 28th through March 15th will include Foundation Family Flex Packs and Foundation Family Saturday on February 28th. Lastly she informed them that the Rancho Cucamonga Community Theatre will present "The Taming of the Shrew" which will take place at the Lewis Family Playhouse on April 18th through April 26th. 2. A brief review of the Board's Subcommittee and Board Meeting Schedules was led by Director Nielsen. She referenced the schedule contained in the agenda packet. No changes were made. H. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS There were no new items identified for the future meeting. Newly appointed Members Alexander, Baker and Haddon then provided brief backgrounds of themselves and why they decided to join the Board. A comment was also made that the Board meetings should be kept to two hours in length. I. ADJOURNMENT The Regular Rancho Cucamonga Community & Arts Foundation Meeting was officially adjourned at 8:12 p.m. with all Members present except Arguello, Brown, Bryan, LeMond and Harrington. Meeting adjourned at 8:12 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Rancho Cucamonga Community & Arts Foundation -7 -January 28, 2015 Revenue Rancho Cucamonga Community & Arts Foundation Operating Budget -July 1, 2014 through June 30, 2015 14/15 14/15 Description Projected Actuals July 1-31 Aug 1-U Sept 1-30 Oct 1-31 Nov 1-30 Pee 1-31 -----· -------· -· . . -Jl~d_l!t ---·-----------···--·--·~·--·-·-1---·-···---------·----··· - Fundralslng Activities & Events $128,650 ~j-~8,860 $ 15,200 I $ 4,360 $ 46,626 1 $ 8,440 I $ 1,928 $ 9,187 _ ,,__ _____ To_:;-11"'·-~:f!!iJ~~·i~~·h--20:0001 ~ :!~:~~ $ __ -3!~~ L~=----.' .. ~-... ~!!!.~?.~ I==+~=--~ i ____ G'!lf Toum_'!_ment {Sep!:~ber 2014) . $ 68,950 l $ 49,228 $ 12,500_Jj _~}_CJE_J_. 25,078 l $ 6,050 I $ 1,838 $ 662 Monte Carlo Night {2015) 1 $ 20,000 $ • I 1 · 1 Party Train Events (2014/15) $ 3,000 _"$ 780 $ 780 i 1 Annual Campaign $ 1,500 $ · l i PAL Campaign/Spotlight Donors l $ 2,700 . ~ 3,340 $ 20 $ 20-$ 20 $ 10 $ 30 1 $ 2,670 , .--------M-~~o_rG~'/ft...._ca_m~p_m.~gn-1-$--~~oo-·o-i--$ ___ ·-+----~----i-------+-----r----~·---J I RC Quakes Strike Outs $ 5,000 $ 5,855 I $ 5,855 l .:.__;___-i-----~---+-----+-----!-----1-''---'---' ~ Brlcks/Pmques $ 500 J.~_81_4-+-$ __ 15_0-+-----1·~$ ___ 57'_~ _____________ --1 '.rot.1 Revenue ___________ _!!!!!~r I ~iu~i: ! .:;: ~ 1s.::0~{--4;:ci-{)-.w:£ii · t-:;:::--~ · i~9-fi-~f--·9,i87:i n• Revenue Description Rancho Cucamonga Community & Arts Foundation Operating Budget -July 1, 2014 through June 30, 2015 Jan 1-31 · Feb 1·28 Mar 1-31 Apr _ l-30 May 1-31 Jun 1-30 2 of2 14/15 Actuals f.~n-... ~-.!!J-lst-ng_A_ct1Vlt1es-&·E-ve-n~--~,--$-·-i80!1 $---··19 ti $ · 920 I $~--11·---v--= I $_8_6,~o._ Bill Medley (July 2014) j i --·---. -------·---i=~=--·----~---___ i_ ________ lj_j~,65~ Golf Tournament (September 201~1.l_ __ · _ _L. ______ ! I ----··~1 ___________ l·-·-·-··-l ~ 49,228 MontecartoNlght{2015J j · I . I I _ 1 --rJ - Party Train Events {2014/15) I • 1 . [ _$_ 78~_ Annual Campaign ! I I $ - PAL Campaign/Spotlight Donors $ 30 $ 10 $ 530 I $ 3,340 1--------'--=-:.......:...--::;o-._. ____ -"-----;...;..----..-'-----+-----+----+------l•'-'-......... --1 1-------M_a~~-r_G~~-Ci_am~p~&n $ - RC Quakes Strike Outs $ 5,85~- Brtclcs/Plaques $ 150 $ 874 Other $ 9 $ 390 1 $ 4,099 ,.~-al Rev~en·u-.-----------·-1--180 ·, r-11 $··--92c; ,-----_ T --_· 9---·--:-1 $ 86,860 Expenditures Rancho Cucamonga Community & Arts Foundation Operating Budget -July 1, 2014 through June 30, 2015 14/15 14/15 Description Projected Actuals ___ _ -----· _ Bud~t July 1·31 Aus 1·31 Sept 1-ao Oct 1·31 Nov 1·30 Dec 1·31 ~~ml~lstra!I~----~-/ $ 24,s6o __ _j_3179 .J..~----.::_~t-~-~J ____ 160~_.! _____ ~_$ -~-~-~.!--~~--=~ _ Personne/1 $ 1B,060 j $ __ _:_ _______ J__ __ i____ _ I Office Supplies 1 $ BOO $ 403 I $ · 3001 $ 33 $ 70 I j /------------Fl-na_n_cJ,~a/'-Ci-om-p"""'"11_,__an-c;f. $ 2,000 I $ 115 \ $ 30 I ! ,-------·-------·-;~-;~;~~;ii $ 2,000 Lt 1,967 i I I Travel & Meetings $ 1,200 -~ 419 I $ 35 $ 97 $ 9 I Credit Card Fees $ -$ • l I Foundation Brochure $ 1,200 $ - Website Hosting/Maintenance $ 300 -'-$---.-1-------1----1----+-----....----1------,-, D11 Ex p enditures Description · Rancho Cucamonga Community & Arts Foundation Operating Budget -July 1, 2014 through June 30, 2015 Jan 1·!11 Feb 1·31 Mar1·31 Apr 1·30 May 1·31 Jun 1-~o 2 of 2 14/15 Actuals ~~~-----:::p~=:z;~p=ni r $uo :s --:-fL=~ -_ _::I~ 3~ b-· -------·---·---~fll_ce Suppl/es ' I __ _! I i i $~ 403· Financial Compl/ance I I $ BS j I I ~--1~5~ i __ ~:_-----····--·-·--_.!!'_~u;_~; $ __ 1.;67_.._ l--·-1 -·-· i j $ 1,967 Travel & Meetings I $ 114 $ 129 j $ 35 l j j $ 419- Credlt Card Fees i I • -$---- ~~~~;=--f-~=c-~ ~$ --iiii'T":*.=--=:--$-··-:-1 !-::: 2014/2015 Foundation Report ·r -~- Foundation Brochure j ·-i~ _____ Wi_eb_s_1te_H_ost1,_n~g.~'/M_a_m_re_n_a_nc_e_-+----+----+----+-----+----1-----4 ·'·~--·~ I Foundation Constant Contact $ - Miscellaneous Marketing Exp $ 130 . l .$ 130 1---------·~~"_!!!'~ ------:r . -*==r---==i= _ --± . ~~ . ~ r l ____ ~!~~~~!. !_ra~~-~ ::.$ ==-. _t _____ _:J 1~-:~_! __ ;.:+t ____ . ~1 __ : I _1a1 ---~~Er Development & Retention $ -$ -! $ 22 i $ -l $ • ! $ -$_1,956 Donor Development (consultant) $ 200 Donor Recognition Event I I -$ _ r,----------~~~!_;;;;;;: t--~1 ___ j _$ __ ~1--~---l-. -----~----~:-:_ k undralslng Actlvl~les & Events $ • 1' $ -I $ • \ $ -$ -! $ -$ 481 233 I TourdeFork(2014} I I . . l $ 2;soo r--Biii Medley (July 2oi4} I ! I _ _j_ ! $ 16, 164 I Golf Tournament 2014 I \ I I $ 25,260 r ------M-o._n_re.....:'--C-ari-lo ~ihtiiois)----=i=--,------i --. --r--· I -$ - \-·----------------PAL Campaign I [ I . ! I Tl_$ ~ : Other ! ·I l ! I i $ 4,310 __ ··---r---.--. --·r----,------1·--- / City Programs I $ -I $ -I $ 6,217 I $ -l $ -I $ -1 $ 11,899 r ------·"Rcco:::~:="£~:::::1~~-=--=--=t=-·--·---h-·--3~-----:---I : 30~ f -··----woi1iM;/~-5;;:,es r3sho;;~} r-· I -·----r····-·--· -···r-·----,-------·-1 -·-·-----s - ! nclcersfe,u;;ii~-;;;;d-st;;i;;;rs/j;;,;1/i;;-1 -----l l $ 5,911 l I ··-1 $ 5,911 , ··----··------~-------··---j--·· --~ ! Expense for Underserved LFP I I I . 1 I I $ - ~~jitl~~::~:::~d~::~~~!~ft==-···-:--·-·--·--·--·;·····---··---·····-~~:-~--=~-~~-1 -~==:~~==~F~-----·--·1 t-~ '---· · · I ==:=I I. ·----. :r::=-.:=::.=-__ r_~ ----1--·---t------i L Co!!'munJ_ty ~~~gra_'!'~.·-· -·--·-·····-·-·-·-· _J .t __ !-?57 I j ·-2,0~JJ_. ____ -_I _! __ ·---_:::J t .... _ ....... :Jl ... _____ ... :J_ $ 5,626 I Courtyard Program (Community Groups) I I I · I ' I I $ -r--·--·HSPeeformlng Arts Progra,.;; Support r--.T$-2,ooaT ·---··-r·----··--,--·-----·-·-r--·--·-----T $ 2,000 c :~=~;.~~~~~~~=--=~~:F=f-----:~~~~~::r-~--~~l--==-~;-::: , T~tal ~P...ttndf!~res · · I $ 4,021 $ 2~.!J_L 6,489 [$ · I$ . -1 $. •· _t1~!!~ P1 · Rancho Cucamonga Community & Arts Foundation Profit & Loss De t ai l Type Income 3010 ·Donations 3010.11 • Brick Donation Sales Receipt Total 3010.11 • Brick Donation 3010.15 • Spotilght Donor Donation Sales Receipt Sales Receipt Sales Receipt Total 3010.15 • SpoUJght Donor Donation Total 3010 • Donations Total Income Expense 5018 ·Giving Activities I Sponsorship 5018.4 • Art Shows Check Total 5018.4 ·Art Shows Total 5018 · Giving Activities I Sponsorship 5040 • Board Travel & Meetings 5040.1 • Board Hospitality Credit Card Charge Credit Card Charge Credit Card Charge Total 5040.1 · Board Hospitality 5040.2 • Board Meeting/Cont -Offslte Credit Card Charge Credit Card Charge Total 5040.2 · Board Meetlng/Conf -Offslte Total 5040 · Board Travel & Meetings 5130 • RCCAAF Insurance 5130.1 • RCCAAF Liability Insurance Check Total 5130.1 · RCCAAF Liability Insurance Total 5130 · RCCAAF Insurance Operating Budget January 1 -31, 2015 Date Name Memo Martin, Alex & 01/07/2015 Raquel Brick Purchase Daniels, Jim & 01/0712015 Unda PAI. SpoUlght Donor Payment Daniels, Jim & 01/28/2015 Linda PAI. SpoUJght Donor Payment Daniels, Jim & 01128/2015 Linda PAI. Spotlight Donor Payment Associated Artists of the 01/07/2015 Inland Empire 01/07/2015 Ralphs Store 01/07/2015 Ralphs Store 01/28/2015 Target Store Islands 01/07/2015 Restraunt Islands 01/20/2015 Restraunt 01107/2015 Altru, LLC Reimbursement for art show 2014 Food for Board Meeting on 11120/14 Water for Board Meeting on 11/20/14 Target Items for Board Meeting Exec Board Planning mtg (Nettle Nielsen, Bryan Snyder) Islands Restaurant CC Charge x7019 on 1/20/15 lnvolce#22808-83362 Policy Period 1/9/15·1 /9116 Paid Amount 150.00 150.00 10.00 10.00 10.00 30.00 180.00 180.00 1,757.12 1,757.12 1,757.12 13.29 5.39 30.40 49.08 34.61 30.13 64.74 113.82 1,967.00 1,967.00 1.967 00 P1 '. Rancho Cucamonga Community & Arts Foundation Profit & Loss Detail Type 5080 • RCCAAF PrlnUng & Design Check Total 5080 • RCCMF Printing & Design Total Expense Net Income Operating Budget January 1 -31, 2015 Date Name Minuteman Press of Rancho 01/2812015 Cucamonga Memo Business Cards: Kimberly Alexander, Nick Baker Paid Amount 183.12 183,12 4,021.06 -3,841.08 P1 : Rancho Cucamonga Community & Arts Foundation Profit & Loss Detail Operating Budget February 1 -28, 2015 Type Date Name Income 3010 • Donations 3010.15 ·Spotlight Donor Donation Sales Receipt 02111/2015 Daniels, Jim & Linda Total 3010.15 · Spotlight Donor Donation 3010.30 • Misc. Donation Sales Receipt 02117/2015 Amazon Smile Total 3010.30 · Misc. Donation Total 3010 ·Donations Total Income Expense 5018 ·Giving Activities I Sponsorship 5018.3 • High School Support Check Check Check Check Check Total 5018 .3 · High School Support 02111/2015 Etlwanda High School Rancho Cucamonga High 02111/2015 School Rancho Cucamonga High 02111/2015 School 02111/2015 Alta Loma High School 0211112015 Atta Loma High School Total 5018 ·Giving Activities I Sponsorship 5040 • Board Travel & Meetings 5040.2 • Board Meeting/Cont -Offslte Check 02111/2015 City of Rancho Cucamonga. Total 5040.2 · Board Meetlng/Conf -Offslte Total 5040 ·Board Travel & Meetings 5080 • RCCAAF Printing & Design Minuteman Press of Rancho Check 02111/2015 Cucamonga Total 5080 · RCCAAF Printing & Design Total Expense Net Income Memo PAL Spotlight Donor Pledge Payment February 2015 Amazon Smile donation Etlwanda High School/ 14115 Scholarship/ Costumes Rancho Cucamonga High School/ 14/15 Scholarship/ Choral Music Rancho Cucamonga High School/ 14/15 Scholarship/ Symphonic & Jazz Band Sheet Music Atta Loma High School/ 14/15 Sponsorship Award/ Jazz Academy Class Atta Loma High School/ 14115 Scholarship/ Choral Music & Headworm Microphone Dinner at Dickey's BBQ for Foundation Board Meeting on 1128/15 Business Cards: Scott Haddon (Job 137363) Paid Amount 10.00 10.00 9.47 9.47 19.47 19.47 250.00 250.00 500.00 500.00 500.00 2,000.00 2,000.00 129.49 129.49 129.49 91.56 91.56 2,221.05 -2,201.58 P1 Rancho Cucamonga Community & Arts Foundation Profit & Loss Det ail Type Income 3010 • DonaUons 3010.15 • SpoUlght Donor Donation Sales Receipt Sales Receipt Sales Receipt Sales Receipt Total 3010.15 · SpoUlght Donor Donation 3010.30 • Misc. DonaUon Sales Receipt Sales Receipt Total 3010.30 ·Misc. Donation Tatel 3010 ·Donations Total Income Expense 5018 • Giving Activities / Sponsorship 5018.1 • FoundaUon Sponsored Ticketa Check Total 5018.1 · FoundaUon Sponsored Tickets 5018.6 ·Misc Sponsorships Check Total 5018.6 · Misc Sponsorships Total 5018 ·Giving ActlvlUes I Sponsorship 501 O • Donor Expenses 5010.11 • Bricks Check Total 5010.11 ·Bricks Total 5010 · Donor Expenses 5040 • Board Travel & Meetings 5040.2 • Board Meeting/Cont • Offalte Credit Card Charge Total 5040 2 · Board Meeting/Cont -Offslte Total 5040 · Board Travel & Meetings Operating Budget March 1· 31, 2015 Date Name Daniels, Jim & 03/10/2015 Linda Daniels, Jim & 03/1012015 Linda Morris, Doug & 03110/2015 Dee Daniels, Jim & 03/3112015 Linda Edison 03/10/2015 lntematlonal Edison 03/10/2015 lntemaUonal City of Rancho 03/1812015 Cucamonga Memo PAL Spotlight Donor Pledge Payment I PPE 2119/2015 PAL SpoUlght Donor Pledge Payment I PPE 3/5/2015 Morgan Stanley payroll / Oct-Dec 2014 PAL SpoUlght Donor Pledge Payment I PPE 3/19/2015 Edison lntematlonal I Douglas Dedea Edison Sponsorship/ Community Theater I KrlsUna Falkner LFP -The Prince and The Pauper I Underserved Tickets City of Rancho Edison Sponsorship/ Community 03/25/2015 Cucamonga Theater I Kristina Falkner City of Rancho Foundation Brick Order I Gonzalo 03/1012015 Cucamonga. Parat Foundation Board agenda planning -Nettle Nielsen & Bryan 03/1712015 Islands Restraunt Snyder Paid Amount 10.00 10.00 500.00 10.00 530.00 90.00 300.00 390.00 920.00 920.00 5,917.00 5,917.00 300.00 300.00 6,217.00 22.08 22.08 22.08 34.98 34.98 34.98 P1 Rancho Cucamonga Community & Arts Foundation Profit & Loss Detail 5120 • RCCAAF Marketing Check Total 5120 · RCCAAF Marketing 5140·Taxes Type 5140.2 • RCCAAF Federal and State Filing Check Check Total 5140.2 · RCCAAF Federal and State Fnlng Total 5140 • Taxes Total Expense Net Income Operating Budget March 1-31, 2015 Date Name Memo Graphics Factory Invoice No. 32268 / Foundation 03/1012015 Printing, Inc. One Sheet Attorney Gen. Reglstry/Charltabl 03/1012015 e Trusts Franchise Tax 03/1012015 Board Registration Renewal Fee Report I period 07/01/13 thru 06/30/14 Tax Yeai: 2013 /FEIN# 33- 0255599 Paid Amount 129.60 129.60 75.00 10.00 86.00 86.00 6,488.66 -5,588.88 P11 Revenue Description Rancho Cucamonga Community & Arts Foundation Operating Budget -Grants July 1, 2014 -June 30, 2015 14/15 July 1·31 Aus 1·31 Sept 1·90 Od 1 .. 31 Nov 1·30 Dec 1·33 ProJeded 14115 Actuals BudP.t ~G~nt-suppart---------------·-rs--··11,000 -$7 1,99 7$-soo T s 10,500 1 s 1.SoOJs --W.000 ·s-isAQOrs· s,soi Bank of America Sponsor (Bank} $ 10,000 $ 10,000 1 I 1 $ 10,000 I I !-=-=.=4-----+-----l1----1i-:---.:.....;...-1-----+-~-- j I Bank of America Grant (Foundation} $ 10,000 , $ 10,000 $ 10,000 Kohl's Cares AIA $ 2,000 I $ 2,500 -+----f------+~~-+--~--+~~~-!-~~- 3, 000 $ 500 $ 500 $ .1.soo , I $ 50( BBVA Compass Bank $ 5,000 1 $ I $ 1-~----M-acyl~~-Dl-'strlrtGmnt $ j-Ralph Lewis Properties $ 20,000 1 $ 20,000 5,000 i $ 5,000 5,00( US Bancorp Foundation $ 25,t?_~.J_!_ 25,000 $ 25,000 L _~ Forest ~'!Y Development $ .:..!J 2.491 ·----r----' $ -_ -·---·-.'!'~~~Rev!'!~~--____ ·--·--_ !.!?~-~~.t.z!,9!!_ _l 500 $ ~t~!l.l!IT __ ~~!~~ .J~~.001!_ l -~~~~U $ __ ~~o(l Expenditures 14/15 14/15 .Description Projected Actuals July 1-31 Au1 1·91 Sept 1·30 Od 1·31 Nov 1·30 Dec 1·31 _______ --~-----Bud1_,,.1c;;._1et'-------~-------------------...- l"Grant Supported Giving ___ $ 77,000 $ 45,902 $ 2,500 I $ 2,410 1 $ -p--soo ! $ 10,334 j $ ___ _ L_l · Bank of America Fou'!~0!!!!..'!.. .. 1_._~f!~po $ 4,885 _ -T--·---_--------t--__ -~l ----------~ Bank of America Gr'!!'!_ __ !_:!!!!.~$ ---+----_ -· _ ;----=~-~::Z.:~[1:1~ 2·~ $--,~~=~t~-~~~---L---·1---~~: I Ralph Lewis Properties I $ 20,000 $ -l ____ J ____ _:__ ! ______ I ___ ._J_ _____ -· l Target _~ ___ -__ $ 3,015 /_L_2L~--. ! $ -~ooJJ.._. ___ ~ps !----·--··-·-- !'______ . . us Bancorp Foundatl_o!!.l§. ___ ?S,ooo I $ 33,006 -· ___ l l __ -·-·-·-·· ___ fl _____ -----J.----··----~?--~~~~--i'.-··--·--------·- Forest City Development $ -$ 2,497 ' · , .!'!tat exe-_e-nd-1-tUres -·--------·--1 $ 11!..o0~J $ ~!~lli ._~;soo Ir 21410 [$ ___ -:=:-1 ~----5oo LfiO,~~I~-~~-~~~-= P1' Revenue Description Rancho Cucamonga Community & Arts Foundation Operating Budget -Grants July 1, 2014 -June 30, 2015 Jan 1·31 Feb 1·28 Mar 1·31 Apr 1·30 May 1·31 Jun 1·30 2 of 2 14/15 Actuals 'G"..a-;,t support ----··--·-------rr 22,sao -s-2,491 s--·---_·-·s-~·--~--$------·:--s----·-·-=-rr ·:n~997 1---__........._ ______ ~---'--'---"---+-=-__;--i--.:.--__,!-'-----+-;...._--+-----I--':-....--<.~ Bank of America Sponsor (Foundation} I $ 10,000 · I 1···--·-- Bank of America Grant (Bank} I $ 10,000 BBVA Compass Bank $ · 2,500 j $ 2,SoO Kohl's cares AIA 1 'fs:ooo I I ·- Macy's District Grant . I $ 5,000 ~ Ralph Lewis Properties $ 20,000 I I : $ 20.IJl!!l_ t US Bancorp Foundation , I $ 25,000 __ . ________ Fo_rest __ c_ny."-De_~._el'!pment .s _2,497 _L ___ ~ f ·----~-------j··r 2,~97 LTo~tReve!!_~.!._: ____________ L_._ 22,500_.J..3149_!11__. -~-_:JJ ___ . J ___ . ~-~---=·:-'-t_]J,9~?- Expenditures Description Jan 1-31 Feb 1·28 M ar 1-31 Apr 1·30 May 1·31 Jun 1·30 14/15 Actuals I Grant Supported Giving $ 3,039 $ 3,231 : $ 23,889 I $ -1 $ -I $ _ -; $ 45,902 I Bank of America Foundation I $ 1,714 $ 3,171 ! I I : $ 4,885 ; i I I 11 1 ·,, t!!. r Bank of America Grant ·-· ~ - ----·· BBVACompassB~-----· I __ l I I .------~J - f Kohl's Cares AIA I l I l l I $ 2,500 !---------------. -------+ -j --··------··-··-----~~cy·~y1~~-~~~:l---· .... ______ L. ____________ .... L ... ________ J . ·--__ ····---1---·---·--·-L-.. ···--·---l.~ --i--·-·-·--··----2!~~~~!~;,:*·--·----·-·-t--·-·-----t-·-----··· -~-------+-:·---t---·---·1 ~ 3,01~ ~----------F~:::~~:::i::::r t_ _ _;_:!~~+L--·-·0 1 ~ ,~:: L=--=-1=-+--1 r~:~~~ LiojilExP8r\dltUres---·-----·--~---rs-·--3~o3f[$"3,2ii"lDJ~1i-. -~---=11 ·---:--·:Tr -:--·· .-I $ -~~~~~ P1! Rancho Cucamonga Community & Arts Foundation Profit & Loss Detail Operating Budget -Grants January 1 -31, 2015 Type Income 3800 • Grant Income 3818. BBVA Compass Bank Date Name Memo LFP-14/15 Season TVA School performances & Field Sales Receipt Total 3818 · BBVA Compass Bank 01/07/2015 BBVA Compass Bank trips 3800 • Grant Income -Other Lewis FamDy Playhouse 2014/15 Presented Season Sales Receipt 01/28/2015 Gitan Enterprises Inc. Sponsorship Total 3800 • Grant Income -Other Total 3800 • Grant Income Total Income Expense 5800 • Grant Disbursements 5812 • BofA Sponsorship (Foundation) 5812.1 • BofA Spons. -CC (Foundation) City of Rancho Check 01/07/2015 Cucamonga. Total 5812.1 · BofA Spans. -CC (Foundation) Total 5812 · BofA Sponsorship (Foundation) 5815 • US Bank Spons. 5815.2 • Speclalty Serles Check Total 5815.2 ·Specialty Series Total 5815 · US Bank Spons. Total 5800 · Grant Disbursements Total Expense Net Income City of Rancho 01/07/2015 Cucamonga. LFP/Sponsored Tlckets- Speclaity Serles-Various Dec shows/Bank of America Sponsored Tickets-Specialty Series (Llghtwlre Theatre) Paid Amount 2,500.00 2,500.00 20,000.00 20,000.00 22,500.00 22,500.00 1,714.00 1,714.00 1,714.00 1,325.00 1,325.00 1,325.00 3,039.00 3,039 .00 19,481.00 Rancho Cucamonga Community & Arts Foundation Profit & L oss Detail Operating Budget • Grants February 1 • 28, 2015 Type Data Name Income 3800 • Grant Income 3822 • Forest City Development Forest City Sales Receipt 02/1212015 Development Total 3822 · Forest City Development Total 3800 • Grant Income Total Income Expense 6800 • Grant Disbursements 6812 • BofA Sponsorship (Foundation) 6812.1 • BofA Spons. • CC (Foundation) Check Check City of Rancho 0211112015 Cucamonga. City of Rancho 02/1112015 Cucamonga. Total 5812.1 · BofA Spons. -CC (Foundation) Total 5812 · BofA Sponsorship (Foundation) 6815 • US Bank Spons. 5816.3 • RCCT ·Community Theatre Check City of Rancho 02/1112015 Cucamonga. Total 5815.3 · RCCT -Community Theatre Total 5815 ·US Bank Spans. Total 5800 · Grant Disbursements Total Expense Net Income Memo Spring 2015 Movies in Town Center Bank of America/ Sponsored Tickets/ Broadway series 14115- Sondhelm Bank of America/ Sponsored Tickets/ Specialty Serles 14115 - Choo Choo Soul US Bank/ Sponsored Tickets/ 14/15 Sondheim Paid Amount 2,496.50 2,496.50 2,496.50 2,496.50 894.00 2,2n.oo 3,171.00 3,171.00 60.00 60.00 60.00 3,231.00 3,231.00 -734.50 D') Rancho Cucamonga Community & Arts Foundation Profit & Loss Detail Operating Budget -Grants March 1 -31, 2015 Type Date Num Name Memo ---------------------------------------------Income Expense 5800 • Grant Disbursements 5813 • BofA Grants (Bank) Total 5813 · BofA Grants (Bank) Check 5812 • BofA Sponsorship (Foundation) 5812.1 • BofA Spons. -CC (Foundation) Check City of Rancho 03/10/2015 11022 Cucamonga. City of Rancho 03/10/2015 11021 Cucamonga. Total 5812.1 • BofA Spons. -CC (Foundation) Total 5812 · BofA Sponsorship (Foundation) 5822 • Forest City Development Total 5822 · Forest City Development 5815 • US Bank Spons. 5815.1 • Malnstraet Total 5815.1 • Malnstreet 5815 ·us Bank Spons. -Other Check Check Check Check Total 5815 ·US Bank Spona. -Other Total 5815 ·US Bank Spona. Total 5800 · Grant Disbursements Total Expense Net Income City of Rancho 03/25/2015 11033 Cucamonga City of Rancho 03118/2015 11025 Cucamonga City of Rancho 03/1812015 11026 Cucamonga City of Rancho 03/10/2015 11023 Cucamonga. VOIDED-LFP -Sponsored Tickets -Underserved I Specialty Serles I BofA VOIDED-LFP -Sponsored Tickets -Broadway at Gardens/ BofA Forest City Enter. 2015 Spring Movie Sponsorship Disbursement LFP -MainStreefs The Prince and The Pauper /Sponsored Tickets LFP -MalnStreefs The Prince and The Pauper /Sponsored Tickets VOIDED-LFP -Sponsored Tickets -Broadway at Gardens /US Bank Paid Amount 0.00 0.00 0.00 0.00 0.00 2,496.50 2,496.50 13,582.60 7,810.00 21,392.50 0.00 0.00 21,392.50 23,889.00 23,889.00 -23,889.00 p) 'ti v Income 3010 ·Donations 3015 ·Affiliate Donations 3020 • Event Income 3990 · Fund Transfer Income Total Income Expense 5010 · Donor Expenses 5015 ·Affiliate Disbursements 5020 • Event Expense 5150 · Bank Charges 5999 • Misc Expense Total Expense Net Income Rancho Cucamonga Community & Aris Foundation Profit & Loss by Class Affiliates -History as of Marc h 31, 2015 Anned Forces Fraedom Animal Center Banner Pac Elec Trail Senior Center Courtyard 0.00 o.oo 0.00 10,600.00 66,284.64 364,585.19 4,472.05 28,000.00 35,956.20 134,151.33 5,654.63 0.00 0.00 25,045.00 0.00 122,062.27 190.00 25,035.00 19,661.33 0.00 492,302.09 4,662.05 53,035.00 91,162.53 190,435.97 0.00 0.00 0.00 1,178.75 25,753.06 270,210.16 3,899.65 45,050.00 47,551.19 163,438.40 0.00 0.00 0.00 6,415.57 0.00 120.00 0.00 0.00 10.00 0.00 0.00 13.97 0.00 0.00 22.30 270,330.16 3,913.62 45,050.00 55,155.51 189,213.76 221,971.93 748.43 7,985.00 36,007.02 1,222.21 CFPA Sheriff K9 Unit TOTAL 0.00 0.00 69,584 .64 746.40 4,000.00 571,911.17 o.oo 0.00 30,699.63 0.00 0.00 166,848.60 746.40 4,000.00 839,044.04 0.00 0.00 26,931.81 696.40 0.00 533,545.80 0.00 0.00 6,415.57 0.00 0.00 130.00 0.00 0.00 36.27 696.40 0.00 567,05945 50.00 4,000.00 271,984.59 Rancho Cucamonga Community & Arts Foundation Pr ofit & Loss by Class Income 3990 • Fund Transfer Income Total Income Expense 5018 ·Giving Activities I Sponsorship 5018.2 ·Student Scholarships Total 5018 ·Giving Activities I Sponsorship Total Expense Net Income Restricted Fun d s All Transactions J McNay Memorial Curatalo Memorial R. Lewis Memorial TOTAL 1,463.16 1,463.16 0.00 1,483.18 6,351.84 660.51 8,475.51 ----------------6,351 .84 660.51 8,475.51 5,953.00 0.00 ------5,953.00 0.00 ------ 0.00 5,953.00 5,953.00 5,953.00. 398.84 =====86==0==.5==1 ====2,=522==.5=1 P') Rancho Cucamonga Community & Arts Foundation Profit & Loss by Class Fundraising Events Income 3020 • Event Income Total Income Expense 5018 ·Giving Activities/ Sponsorship 5020 • Event Expense 5080 • RCCAAF Printing & Design Total Expense Net Income FY 2014/2015 2014 Bill Medley Concert July 28, 2014 2014 Golf Tourney September 81 2014 2014 Quakes Night August 18, 2014 20,574.00 40,208.01 220.00 --------------------------~ 20,574.00 40,208.01 220.00 0.00 0.00 0.00 14,769.95 25,259.65 0.00 252.45 0.00 0.00 15,022.40 25,259.65 0.00 5,561.80 14,948.38 220.00 Rancho Cucamonga Community & Arts Foundation Reconciliation Summary 1010 ·PAL Checking Account, Period Ending 01/30/2015 Beginning Balance Cleared Transactlone Checa and Paymenta • 8 ltema Deposlta and Credlta • 3 Item• Total Cleared Transactions Cleared Balance Ym:!euwd ltlOllCtlQDI Checks and Paymenta • 12 Hema Deposlte and Crad1ta • I Items Total UnclNrad Transaction• Reglatar Balance as of 01130/2011 New TranAGtloM Chaclce and Paymanta • 12 ltams Depoalte and Credlta • 2 Item• Total Naw T,.,...ctlona Ending Balance Jan 30, 18 -8,842.23 54,678.85 174,473.13 47,834.62 -3,354.62 1,670.00 -8,200.05 1,487.71 222.307.78 220,823.13 -8,712.34 213,910.711 P') Rancho Cucamonga Community & Arts Foundation Reconciliation Detail 1010 ·PAL Checking Account, Period Ending 01/30/2015 Type Date Num Name Cir Amount Balance Beginning Balance 174,473.13 Claantd TranucUon• Chacka and Payments • 8 ltema Check 01/0712015 10999 Altru, LLC x -1,987.00 -1,987.00 Check 01/0712015 10997 Associated Artlata o •.• X· -1,757.12 -3,724.12 Check 01/07/2015 11001 City of Rancho Cuc. •. x -1,714.00 -5,438.12 Check 01/0712015 11000 City of Rancho Cuc. .. x -1,325.00 -8,763.12 Check 01/0712015 10998 Gabel & Schubert, I ... x -48.98 -8,812.10 Check 0112912015 011015 US Bank x -30.13 -8,842.23 Total Checks and Payments -8,842.23 -8,842.23 Dapoalta and Credlta • 3 Item• Depoalt 01/0712016 x 1,544.38 1,844.38 Deposit 01/0712015 x 32,712.49 34,258.86 Depotlt 01/28l2015 x 20,420.00 54,878.85 Total Depo11ta and Credltl 54,878.85 54,878.86 Total Cleared Tranaactlona 47,834.62 47,834.62 Cleared Balance 47,834.62 222,307.76 Unclearad Transac:tlona Checka and Paymanta • 12 lteme Check 07/0212013 010713 Ultlmata Pastimes ... -120.00 ·120.00 Check 01121/2014 010810 Uncoln Elementiuy -221.00 -341.00 BIU Pmt-Check 03110/2014 010834 Uncoln Elementiuy -0.20 -341.20 Check OBl04/2014 010919 Uncoln Elementary ·198.30 -538.60 Check 09110/2014 10948 Attorney Gen. Ragl.. -75.00 -811.50 Check 09110/2014 10949 Franchise Tax Board -10.00 -821.60 Check 10/01/2014 10967 RC Pop Warner -210.00 -831.60 Check 10/01/2014 10973 Vineyard Little Leag ... -210.00 -1,041.50 Check 10/01/2014 10969 JAAP Saints -210.00 -1,251.50 Check 1D/0912014 10981 Pomona Unified Sc. .. -250.00 -1,601.60 General Journal 12/0112014 DEPR Pallmart Charltlea -1,870.00 -3,171.50 Check 0112812015 11002 Mlnutaman Pl'818 of ... -183.12 -3,354.62 Total Chedcl and Payments -3,354.62 -3,354.62 Deposits and Cl'lldltl ·I ltama Check OBI04/2014 010922 Cucamonga School ... 0.00 0.00 ·Check 09/10/2014 010943 Brooks, Taun 0.00 0.00 Deposit 0911612014 0.00 0.00 Check 09/23l2014 10963 County of San Bern ... 0.00 0.00 General Joumal 1112812014 DEP Pellmart Charltlea 1,870.00 1,870.00 Total Depoalta and Credltl 1,870.00·· 1,870.00 Total Uncleared Transactions -1,684.62 -1,684.62 Ragllter Balance as of 01/30/2015 46,150.00 220,623.13 New Transactions Chacka and Paymenta • 12 ltarm Check 02/0912015 11003 Mlchella Adams -2,500.00 -2,500.00 Check 0211112015 . 11012 City of Rancho Cuc. .. -2,277.00 -4.m.oo Check 0211112015 11011 City of Rancho Cuc. .. -894.00 -5,871.00 Check 0211112015 11007 Alta Loma High Sch ... -500.00 -8,171.00 Check 0211112015 11006 Rancho Cucamong •.. -500.00 -8,871.00 Check 0211112015 11008 Alta Loma High Sch ... -500.00 -7,171.00 Check 0211112015 11004 Etlwanda High School -280.00 -7,421.00 Check 0211112015 11005 Rancho Cucamong ... -250.00 -7,671.00 Check 0211112015 11010 Inland Valley Emer ... -248.00 -7,919.00 Check 0211112015 11014 City of Rancho Cuc. .. -129.49 -8,048.49 Check 0211112015 11009 Minuteman Prass of ... -91.58 -8,140.05 Check 02/1112015 11013 City of Rancho Cuc. .. -80.00 -8,200.05 Total Chackl and Payments -8,200.05 -8,200.05 Depoalll and Credlta • 2 Item• Deposit 02111/2015 188.00 188.00 Deposit 0211112015 1,299.71 1,487.71 Type Rancho Cucamonga Community & Arts Foundation Reconciliation Detail 1010 ·PAL Checking Account, Period Ending 01/30/2015 Date Num Name Cir Amount Total Deposits and Credits Total New Tranaactlona 1,487.71 -8,712.34 Ending Balance 39,437.11 Balance 1,487.71 -8,712.34 213,910.79 P')' Rancho Cucamonga Community & Arts Foundation Reconciliation Summary 1010 ·PAL Checking Account, Period Ending 0212712015 Beginning Balance Cleared Transaction• Checa and Paymenta • 9 Items Depaelba and Credit.a • 4 Item• Total Cleared Tranuctlone Cleared Balance Uncleared Tran•1ctlon• Chaclcs and Paymanta -1& Ham• Deposits and Credits· 5 ltama Total Uncleared Tranactlona Register Balance as af 02121i201I Ending Balance I Feb 27, 15 -5,189.00 3,993.68 222,307.75 -1,195.32 "8,365.67 1,670.0D 221,112.43 -4,695.67 218,418.78 218,418.78 D") Rancho Cucamonga Community & Arts Foundation Reconciliation Deta il 1010 • PAL Checking Account, Period Ending 02127/2015 Type Date Num Name Cir Amount Beginning Balance Cleared Transaction• Checka and Payments· 9 ltema Check 10/01/2014 10973 Vineyard Little Leag ••. x -210.00 Check 10/09/2014 10981 Pomona Unified Sc. •• x -250.00 Check 02/11/2015 11012 City of Rancho Cuc. •• x -2,277.00 Check 02/1112015 11011 City of Rancho Cuc. .. x -894.00 Check 02/1112015 11007 Alta Loma High Sch ••• x -500.00 Check 02/1112015 11008 Alta Loma High Sch ••• x -500.00 Cheek 02111/2015 11004 EtlW8naa High Scnool x -250.00 Check 02/11/2015 11010 Inland Valley Erner ••• x -248.00 Check 02/11/2015 11013 City of Rancho Cuc. .. x -80.00 Total Checks and Payments -5,189.00 Deposits and Crac:iits • 4 Items Deposit 02/11/2015 x 188.00 Deposit 02/1112015 x 1,299.71 Deposit 02/1212015 x 2,498.50 Deposit 02/17/2015 x 9.47 Total Deposits and cr.dlla 3,993.68 Total Cleared Transactions -1,196.32 Cleared Balance -1,195.32 Unclearad Transactions Checa and Payments· 111 ltema Check 07/0212013 010713 Ultimate Pastime S ... ·120.00 Check 01/21/2014 010810 Uncaln Elementary -221.00 8111 Pmt-Check 03110/2014 010834 Uncaln Elementary -0.20 Check 08/04/2014 010919 Uncaln Elementary -195.30 Check 09110/2014 10948 Attomey Gen. Regl ... ·75.00 Check 09110/2014 10949 Franchise Tax Board -10.00 Check 10/01/2014 10967 RC Pop Warner ·210.00 Check . 10/01/2014 10989 JAAFSalnts -210.00 General Joumal 12/01/2014 DEPR Petsmalt Charitl• -1,670.00 Check 01128/2015 11002 Minuteman Pren of ••• -183.12 Check 02/09/2015 11003 Michelle Adams -2,500.00 Check 02/11/2015 11008 Rancho Cucamong ... -500.00 Check 02/1112015 11005 Rancho Cucamong ... -250.00 Check 02/11/2015 11014 City of Rancho Cuc. •• -129.49 Check 02111/2016 11009 Minuteman Presa of ... -91.56 Total Checks and Payments -6,365.67 Deposlla and Cradltll • 5 Items Check 08/04/2014 010922 Cucamonga School ••• 0.00 Check 09/10/2014 010943 Brooks, Taun o.oo Deposit 09116/2014 o.oo Check 09/2312014 10963 County of San Bem ... 0.00 General Journal 11128/2014 Dl;P Petsmart Charities 1,670 .00 Total Deposits and Credits 1,670.00 Total Uncleared Transactions -4,695.67 Register Balance as of 0212712015 -5,890.99 Ending Balance -5,890.99 Balance 222,307.75 -210.00 -460.00 -2,737.00 -3,631.00 -4,131.00 -4,831.00 =4,881.00 -5,129.00 -5,189.00 -5,189.00 188.00 1,487.71 3,984.21 3,993.68 3,993.68 -1,198.32 221,112.43 -120.00 -341.00 -341.20 -538.50 -611.50 -621.50 -831.50 -1,041.50 -2,711.50 -2,894.62 -5,394.62 -5,894.62 -6,144.62 -6,274.11 -6,365.67 -6,365.67 0.00 0.00 0.00 0.00 1,670.00 1,670.00 -4,695.67 216,416.76 216,418.78 PJ Rancho Cucamonga Community & Arts Foundation Reconciliation Summary 1010 ·PAL Checking Account, Period Ending 03131/2015 Beginning Balance Clearad Tranuctlona Checa and Payments -11 ltam• Deposits and Credits -17 ltams Total Cleared TransaatloM Cleared Balance Unclurad Tranuctlonm Chaclla and Paym•nts • 17 Items Deposits and Credits • I Items Total Uncleared TranuctloM Register Balance aa of 03131/2011 New Transactions ·chaalm and Paymenta ·I Item• Deposita and Credlta ·I llama Total N.w Tninuctlons Ending Balance Mar 31, 11 -30,178.38 10,543.50 221, 112.43 -19,834.88 201,477.57 -15,544.32 . 4,255.00 -11,289.32 190,181.21 -4,984.75 8,035.00 3,080.25 193,238.H Rancho Cucamonga Community & Arts Foundation Reconciliation Det ail 1010 ·PAL Checking Account, Pertod Ending 03/31/2015 Type Da w Num Nam e Cir Amount General Journal 03110/2015 35R Franchise Tax Board 10.00 General Journal 03110/2015 34R Attorney Gan. Regl ... 75.00 General Journal 03110/2015 33R Mlchalle Adam• 2,500.00 Total Deposits and Credits 4,255.00 Total Uncleared Transactions -11,289.32 Register Balance as of 0313112015 -30,924.18 New TranncUon• Checa and Payments. I Item• Check 04/0112015 . 11035 City of Rancho Cuc. .. -3,517.40 Check 04/0112015 11038 City of Rancho Cuc. .. -914.60 Check 04/01'2015 11034 Ofllce Depot -64.97 Check 04/09/2015 11037 Fontana Unified Sc. •• -300.00 Check 04/09/2015 11038 Oftlce Depot ·187.78 Total Chackl and Payments -4,984.75 Dep09ll9 and Credltl ·I Items Deposit 04l02J2015 210.00 Deposit 0410212015 500.00 Deposit 04/0712015 515.00 Deposit 0410712015 910.00 Deposit 04/0812015 5,900.00 Total Depo11ts and Credits 8,035.00 Total New Transacllona 3,050.25 Ending Balance -21,873.13 Balance 1,680.00 1,755.00 4,255.00 4,255.00 -11,289.32 190,188.25 -3,517.40 -4,432.00 - -4,498.97 -4,798.97 -4,984.75 -4,984.75 210.DO 710.DO 1,225.00 2,135.DO 8,031.00 8,035.00 3,050.21 193,238.50 Rancho Cucamonga Community & Arts Foundation Reconciliation Detail 1010 ·PAL Checking Account, Period Ending 03/31/2015 Type Data Num Name Cir Amount Balance Beginning Balance 221,112.43 Cleared Tranuctlona Checks and Paymenm • 15 Item• Check 10/0112014 10987 RCPopWamar x -210.00 -210.00 Check 10/0112014 10989 JAAF Saints x -210.00 -420.00 Check 01128/2015 11002 Minuteman Presa of ... x -183.12 -803.12 Check 02111/2015 11008 Rancho Cucamong ... x -500.00 -1,103.12 Check 0211112015 11005 Rancho Cucamong ... x -250.00 -1,353.12 Check 02111/2015 11014 City of Rancho Cuc. .. x -129.49 -1,482.81 Check 0211112015 11009 Minuteman Presa of ... x -91.58 -1,574.17 Check 03110/2015 11019 Victor Medical Com ... x -925.71 -2,499.88 Check 03110/2015 11017 City of Rancho Cuc. .. x -22.08 -2,521.98 Check 03118/2015 11025 City of Rancho Cuc. .. x -13,582.50 -16,104.48 Check 03118/2015 11028 City of Rancho Cuc. .. x -7,810.00--23,914.48 Check 03118/2015 11024 City of Rancho Cuc. •• x -5,917.00 -29,831.48 Check 0311812015 11027 Eye Carw for Anlmall x -131.25 -29,982.71 Check 03/2!l2015 11030 Victor M9dlcal Com ••• x -150.27 -30,112.98 Check 03131/2015 US Bank x -65.38 -30,178.38 Tolal Checkl and Payments -30,178.38 -30,178.38 Deposits and Credlta • 17 ltama Check OSl04l2014 010922 Cucamonga School. .. x 0.00 0.00 Check 09/10/2014 10948 Atlamey Gen. Regt". x 0.00 0.00 Check 09110/2014 010943 Brooks, Taun x 0.00 0.00 Check 09110/2014 10949 Franchise Tax Board x 0.00 0.00 Check . 0912312014 10983 County of San Bern ... x o.oo 0.00 Check 02/09/2015 11003 Mlchellll Adam• x o.oo o.oo Deposit 02128/2015 x 1,505.00 1,505.00 Check 03/10/2015 11023 City of Rancho Cuc. •• x 0.00 1,!505.00 Cha 03110/2015 11021 City of Rancho Cuc. •• x 0.00 1,505.00 Check 03110/2015 11022 City of Rancho Cuc. .. x 0.00 1,505.00 Depoalt 03110/2015 x 910.00 2,415.00 Deposit 03111/2015 x 200.00 2,815.00 Deposit 0311112015 x 245.00 2,880.00 Depollt 0311112015 x 979.00 . 3,839.00 Depoal 03118/2015 x 858.00 4,895.00 Deposit 0311812015 x 5,438.50 10,133.50 Deposit 0313112015 x 410.00 10,843.50 Total Depmlla and Cradfta 10,543.80 10,843.50 Total Cleared Transactions ·19,834.88 -19,834.88 Cleared Balance -19,834.88 201,4n.57 Uncl.....a TranHCtloM Checks and Payments· 17 ltama Check 07/02/2013 010713 Ultimate Pastime S ... -120.00 ·120.00 Check 0112112014 010810 Uncoln Bamentary -221.00 -341.00 Bii Pmt -Check 03110/2014 010834 Lincoln Elementary -0.20 -341.20 Check 0810412014 010919 Uncoln Bamentary -195.30 -838.60 General Journal 0911°'2014 34 Altom., Gan. Regl ... -75.00 -811.50 General Joumat 09110/2014 35 Franchise Tax Board -10.00 -821.50 General Joumal 12/0112014 DEPR Patsmart Charities -1,670.00 -2,291.50 Generml Joumal 0210912015 33 Michelle Adams -2,500.00 -4,791.50 Check 03110/2015 11020 Engrave 'N Embroider -1,143.72 -5,935.22 Check 03110/2015 11018 Graphics Factory Pr ... -129.60 -8,084 .82 Ch8ck 03110/2015 11015 Attorney Gan. Ragl ... -75 .00 -8,139.82 Check 0311012015 11018 Franchise Tax Board -10.00 -8,149.82 Check 03125/2015 11032 E. Friedman Alaaci ... -4,098.00 -10,247.82 Check 03125/2015 11033 City of Rancho Cuc. .. -2,49t5.50 -12,744.32 Check 03125/2015 11029 Inland Valley Erner ... ·2,000.00 -14,744.32 Check 03125/2015 11028 City of Rancho Cuc. .. -500.00 -15,244.32 Check 0312512015 . 11031 City of Rancho Cuc. .. -300.00 -15,544.32 Total Checks and Payments ·15,544.32 -15,544.32 Depoeltll and Credlta • 5 ltllme Deposit 09/1612014 0.00 0.00 General Journal 11/2812014 OEP Petsmart Charities 1,670 .00 1,670.00 Rancho Cucamonga Community & Arts Foundation Reconciliation Summary 1030 • LAIF Account, Period Ending 02105/2015 Beginning Balance Clearad TranaacUon1 Depoalts and Cradlts -2 Items Total Clearad Transactions Clearad Balance Register Balance as of 0210512015 Ending Balance Feb 5, 15 2.7n.o3e .s1 3,568.18 3,568.16 2,780,607.67 2,780,607.67 2,780,607.87 Rancho Cucamonga Community & Arts Foundation Reconciliation Detail 1030 • LAIF Account, Period Ending 02105/2015 Type Date Beginning Balance Cleared TransacUona Num Deposits and Credits -2 Items Deposit 01/15/2014 Deposit 01/15/2015 Total Deposits and Credits Total Cleared Transactions Cleared Balance Register Balance as of 02105/2015 Ending Balance Name Cir Amount x 1,787.62 x 1,780.54 3,568.16 3,568.16 3,568.18 3,588.18 3,688.18 Balance 2.m,039.51 1,787.62 3,568.18 3,568.16 3,568.18 2,780,807.67 2,780,807.67 2,780,807.87 Rancho Cucamonga Community & Arts Foundation Reconciliation Summary 1030 • LAIF Account, Period Ending 03/02/2015 Beginning Balance Cleared Balance Register Balance as of 03/021201 & Ending Balance Mar 2, 1& 2,780,607.67 2,780,607.67 2,780,607.67 2,780,607.67 P3 Type Beginning Balance Cleared Balance Rancho Cucamonga Community & Arts Foundation Reconciliation Detail 1030 • LAIF Account, Period Ending 03/0212015 Data Num Name Cir Amount Register Balance as of 0310212015 Ending Balance · Balance 2,780,607.67 2,780,607.67 2,780,607.67 2,780,607.67 P3 Rancho Cucamonga Community & Arts Foundation Reconciliation Summary 1030 • LAIF Account, Period Ending 04107/2015 Beginning Balance Cleared Balance Register Balance as of 04107/2015 Ending Balance Apr7,15 2,780,607 .67 2,780,607.67 2,780,607.67 2,780,607.67 p: Type Beginning Balance Cleared Balance Rancho Cucamonga Community & Arts Foundation Reconciliation Detail 1030 • LAIF Account, Period Ending 04/07/2015 Date Num Name Cir Amount Register Balance as of 04/0712015 Ending Balance Balance 2, 780,607 .67 2, 780,607 .67 2,780,607.67 2,780,807 .87 STAFF REPORT Cow.ruNIIT SER\'ICES DEP.\RTI.IENT Date: April 22, 2015 To: Rancho Cucamonga Community & Arts Foundation From: Nettie Nielsen, Community Services Director Subject: UPDATE ON THE DEVELOPMENT OF REQUIRED POLICIES RECOMMENDATION Staff recommends that the Foundation Board review for future discussion the sample policies on Conflict of Interest. BACKGROUND At the January 28, 2015 Board meeting the Board agreed to move forward to draft and ultimately adopt the following policies: o Conflict of Interest Policy -a sample policy from another non-profit is attached o Whistleblower Policy --a sample policy from another non-profit is attached o Document Retention and Destruction Policy -the Foundation fall~ under the guidelines of the City regarding Record Retention and Destruction. If a policy were necessary it would state that we follow City policies. The Board gave the authority to the Executive/Finance Committee to draft and review the policy and bring back. to the full board. The Executive/Finance Committee will make comments on these drafts, research other options and discuss at their May meeting. Recommendations will be brought to the full board at the June Board meeting. Respectfully submitted, Neth C. Ni c.{ s~ ' Nettie Nielsen Community Services Director Attachments: IRS Form 1023 Purpose of Conflict of Interest Policy National Council of Nonprofits Conflict of Interest Guide Public Library of Science Conflict of Interest Policy (attached as example) California Amateur Hockey Association (attached as example) National Council of Nonprofits Sample Whistleblower Policy · Form 1023: Purpose of Contlict oflnterest Policy fj IRS Form 1023: Purpose of Conflict of Interest Policy What Is the purpose of the canfllct of lntantst pallcy? Charitable Oftl8nlZallona are frequently subj act to l~nsa publlc acrutlny, aspacially where they appear to have lnappropllately benefited their alllcars, dlniatons or trualen. The IRS allo hall an avenllght role with respect to charltable organlzallanL An Important part of this oversight la providing organizations with atrateglaa that will help avoid the appearance or actuality of private benefit to indlvlduala who ara In a poaltlon or substantial authority. The racommandad conflict of lntaieat policy II a atralllgy we ancowage organlzatlana to adopt aa a means to aatabllah procadurea that will offer pratectlan against chargaa of lmprapllety Involving alllcans, dlrac:lora or trulleaa. A canlllct of lntareat ooouns whenl lndlvkluU' obllgallon to further the arganJzatlon'a chlllltable purpaaes la at adds with their own flnmiclal lntareata. Far amnple, a conflict of lntareal would occur where an olllcar, drector or truatea vataa on a contract batwean the organlzallan and a bualnasa that la awned by the alllcar, director or trustee. Canftlcls of lntaraat frequently arise when setting campansallan or banellts far alllcara, dlreclars or trulteea. A canll1ct of lntel'll8t policy la Intended to help ensure that when actual or potenllal canllk:ts of lntereat arise, the argaolzallan hall a pnxl811 ln place under which the atfacted Individual wlll advlaa the governing body about all the relevant facts cancemlng the lituatlon. A canlllat of lnJalllllt policy Is alaa Intended to eatabllah pracadurea under whlah lndvlduala who have a oonlllct al Interest wlll be excuaed fn:lm Wiiing on auah matlenL Apart from any appearance of Impropriety, C119anlzatlona will loaa their tax-exempt statua uni-they operate In a manner coflllllent with their charitable purpoaaa. SeMng private lntel'll8ta more than lnaubetanllelly ls lncanllll8nt with aocampllahlng ch8lllable purpoaaa. Far example. paying an lndlvklual who II In a pCllltlon of aubatantlal authority --iv. compensation ll8Mll a private Interest. Providing fac:lntlaa, gooda or nNlcaa to an Individual who ls In a poaltlon of aubatantllll authority also ll8Mll a private Interest uni-the benllfita are part of a reasonable campanaation arrangement or they are available to the public on equal terms and condlllons. Page Last Reviewed or Updated: 09-Apr-2015 Page 1of1 · Conflict of Interest Page 1 of3 NATIONAL COUNCIL OF IT National voice. State focus. Local Impact Published on National Council of Nonprofits (https://wv. w.councilofoonprotits.org) Home > Conflict of Interest Confli ct of Interest A policy governing conflicts of interests is perhaps the most important policy a nonprofit board can adopt. To have the most impact, the policy should be in writing, and the board and staff should review the policy regularly. W hat should a co nflict of interest policy include? A conflict of interest policy should (a) require those with a conflict (or who think they may have a conflict) to disclose the conflict/potential conflict, and (b) prohibit interested board members from voting on any matter in which there is a conflict. • Beyond including those two basic directives, each nonprofit needs to determine how the board will manage the conflict. • Keep in mind that the IRS Form 990 {l] asks not only about whether the nonprofit has a written conflict of interest policy, but also about the process that the nonprofit uses to manage conflicts, as well as how the nonprofit determines whether board members have a conflict of interest. • Some state laws governing nonprofit corporations include provisions describing what must be included in a nonpro:fit's conflict of interest policy, or how conflicts are to be managed. For example, New York law requires nonprofits to have a conflict of interest policy and the state law also provides guidance for drafting the policy, which must state that directors, officers and key employees are to act in the "best interest of the nonprofit." New York law also requires nonprofit boards to adopt a process so that board members can annually disclose potential conflicts. See New York Nonprofit Revitalization Act of2013 [2]. WARNING Conflicts that are not managed can result in significant penalties, called "intermediate sanctions [3]," assessed against the person who benefits as well as against the organization. (See IRS information on inurement/private benefit [4], also referred to as "excess benefit transactions.") P rac tice Pointers Often people are unaware that their activities or personal interests are in conflict with the best interests of the nonprofit so a goal for many organizations is to simply raise awareness, encourage disclosure and discussion of anything that MAY be a conflict, and constantly encourage a "culture of candor." Conflict of Interest Policy ·.~·PLOS • • Introduction Polley We are committed to integrity in all our dealings and maintaining the trust of our clients. The Public Library of Science ("PLOS") and its leadership and staff are subject to legal requirements relating to conflicts of interest. For example: • The California Nonprofit Public Benefit Corporation Law (the "Nonprofit Law") limits transactions between PLOS and Its directors, and provides that a majority of the board of directors must meet a specified Independence standard. • California corporation law principles provide that directors owe PLOS a duty of loyalty, which requires a director to act In the interest of the organization rather than In the personal Interest of the director. • Federal tax law and PLOS's Articles of Incorporation provide that no part of the net earnings or assets of PLOS may Inure to (benefit) Its directors, officers, and other private persons. • Federal tax law requires public disclosure regarding, among other things, relationships between PLOS and Its leaders, the Independence of PLOS's board, and the compensation of PLOS's leadership. PLOS adopted this Conflict of Interest Polley (this "Polley") to facilitate compliance with these laws and provide procedures for addressing situations that Involve, or may appear to Involve, confficts of Interest. Core principles It ls the policy of PLOS that directors, officers and employees ("associates") promptly and fully disclose any actual, apparent or potential conflicts of Interest (as defined below), that no associate participate In any decision by PLOS In any matters In which he or she has a conflict of Interest, that PLOS follow a disciplined, documented process In making decisions about such matters, and that PLOS comply with all applicable legal requirements relating to such matters. Definitions A conflict of Interest exists if a key employee ls (i) in a position to make or influence PLOS's decisions about a transaction or relationship with a vendor, supplier, lender, lessor, consultant, grantee or other person and (Ii) has an afflllatlon with the other party to the transaction. A key employee is any PLOS employee who receives more than $150,000 in annual compensation and has management responsibility over a substantial segment (10%+) of PLOS's assets, Income, expenses or budget, or is otherwise considered a key employee under PLOS's compensation review policy. An associate is considered to have an affillatlon if (I) the associate is the other party; (ii) the other party is a family member; (iii) the other party is an entity in which the associate or family member of an associate is also an associate; or (iv) the other party is an entity in which the associate or a family member of an associate has a substantial financial interest as an owner or investor in the entity. Family member means brother, sister, ancestor, descendant, spouse, brother-in- law, sister-in-law, son-in-law, daughter-In-law, mother-in-law, or father-in-law of any such person. P4 Rel~ted matters Relationship to other laws Annual board review decision or transaction . The minutes should note : a description of the decision or transaction and the date the action was, taken ; Board members who were present during the meeting and those members who voted ; data obtained and relied upon and how the data were obtained . Self-dealing transactions PLOS will not engage in any self-dealing transaction as defined in Section 5233 of the Nonprofit Law without taking the actions set out in the bullet points above and such other actions as may be appropriate under Section 5233. A self-dealing transaction is a transaction in which PLOS Is a party and in which one or more of Its directors has a material financial Interest. Board composition At all times, not more than 49% of the directors of PLOS may be ainterested persons.• An interested person means either: (i} any person currently being compensated by PLOS for services rendered to It within the previous twelve months, whether as a full-time or part-time employee, independent contractor, or otherwise, excluding any reasonable compensation paid to a director In his or her capacity as director; or (Ii} any family memb~r (as defined above) of any such person. Compensation This Polley does not cover review of senior management compensation. Compensation matters are covered In the Compensation Review Polley. Loans to directors and officers Except as pennltted by Section 5236 of the Nonprofit Law, PLOS will not make any loan or other advance of money or property to, or guarantee the obligation of, any director or officer. Personal use; gifts Associates may not use or authorize the use of the name, logo, or other property of PLOS for the benefit of the employee or any other person or entity, except as approved by PLOS. Associates may not accept or give any payments, gifts, loans, or other favors from or to anyone who Is doing, or wishes to do, business with PLOS, except for Items of nominal value (e.g., pads, pens) or as approved by PLOS. · Corporate opportunities Associates may not take personal advantage of opportunities that are discovered through the use of corporate property, infonnation, or one's position, except as approved by PLOS. This Policy Is intended to supplement and not supersede any applicable federal or state laws Including laws prohibiting or otherwise relating to self-dealing, private inurement, private benefit or transactions with interested persons. Nothing in this policy authorizes PLOS to engage in any act of self-dealing, lnurement or other any prohibited by law. The Board will perfonn an annual review of Jtiis Policy and amend it as appropriate, as contemplated by Section 3.1 O of the Bylaws. In addition, the Board will perfonn an annual review of questionnaires received under this Policy and consider appropriate actions to promote compliance. Pd CALIFORNIA AMATEUR HOCKEY ASSOCIATION Conflict of Interest Policy It Is In the best Interest of the Callfornla Amateur Hockey Association to be aware of and properly manage all conflicts of Interest This Conflict of Interest Polley is designed to help board members, staff · and volunteers of the California Amateur Hockey Association Identify situations that present possible conflicts of Interest and to provide the California Amateur Hockey Association with a procedure whereby such potential conflicts may be reviewed by an appropriate party when necessary. This policy ls Intended to supplement but not replace any applicable state and federal laws governing conflict of Interest applicable to nonprofit and charitable organlzatlon!I. 1. Conflicts of Interest Defined. In this Policy, a person with a conflict of Interest Is referred to as an "Interested Person." For purposes of this Policy, the following circumstances shall be deemed to create a Conflict of Interest: a. A director, officer, staff or volunteer, Including a board member (or family member of any of the foregoing) Is a party to a contract, or Involved In a transaction with the California Amateur Hockey Association for goods or services. b. A director, officer, staff or volunteer, (or a family member of any of the foregoing) has a material financial Interest In a transaction between the California Amateur Hockey Association and an entity in which the director, officer, staff or volunteer, or a family member of the foregoing, Is a director, officer, agent, partner, associate, employee, trustee, personal representative, receiver, guardian, custodian, or other legal representative. c. A director, officer, employee or volunteer, (or a family member of the foregoing) Is engaged in some capacity or has a material financial Interest in a business or enterprise that competes with the Callfomia Amateur Hockey Association. Other situations may create the appearance of a conflict, or present a duality of interests in connection with a person who has Influence over the activities or finances of the CaHfornia Amateur Hockey Associetlpn. All such circumstances should be disclosed to the board or staff, as appropriate, and a decision made as to what course of action the organization or Individuals should take so that the best interests of the California Amateur Hockey Association are not compromised by the personal Interests of stakeholders in the organization. Gifts. Gratuities and Entertainment Accepting gifts, entertainment or other favors from Individuals or entities can also result in a conflict or duality of Interest when the party providing the gift/entertainment/favor does so under circumstances where it might be inferred that such action was intended to influence or possibly would influence the Interested person in the performance of his or her duties. This does not preclude the acceptance of items of nominal or Insignificant value or entertainment of nominal or insignificant value which are not related to any particular transaction or activity of the California Amateur Hockey Association. 2. Definitions. a. A "Conflict of Interest" is any circumstance described in Part 1 of this Policy. b. An "Interested Person" is any person serving as an officer, member of the Board of Directors, staff or volunteer of the California Amateur Hockey Association or a major donor to the California Amateur Hockey Association or 1 DA. 5 . Administration of Policv. Each board member, staff and volunteer shall be provided with and asked to review a copy of this Policy and to acknowledge in writing that he or she has done so . a. Annually each director, officer, employee and volunteer shall complete a disclosure form Identifying any relationships, positions or circumstances In which he or she is involved that he or she believes could contribute to a Conflict of Interest. b. This policy shall be reviewed annually by each member of the Board of Directors. Any changes to the policy shall be communicated to all staff and volunteers. 3 Dll NATIONAL COUNCIL OF National voice. State focus. Local impact. Sample W histleblower Protection Polley {Organization's name} requires directors, officers and employees to observe high standards of business and personal ethics In the conduct of their duties and responsibilities. As employees and representatives of the {Organization's name}, we must practice honesty and integrity In fulfilling our responslbllltles and comply with all applicable laws and regulations. Reporting Responsibility This Whlstleblower Policy Is intended to encourage and enable employees and others to raise serious concerns Internally so that {Organization's name} can address and correct inappropriate conduct and actions. It is the responsibility of all board members, officers, employees and volunteers to report concerns about violations of {Organization's name}'s code of ethics or suspected violations of law or regulations that govern {Organization's name}'s operations. No Retaliation It Is contrary to the values of {Organization's name} for anyone to retaliate against any board member, officer, employee or volunteer who In good faith reports an ethics violation, or a suspected violation of law, such as a complaint of dlscrlmlnatlon, or suspected fraud, or suspected violation of any regulation governing the operations of {Organization's name}. An employee who retaliates against someone who has reported a violation In good faith Is subject to discipline up to and Including termination of employment. Reporting Procedure {Organization's name} has an open door policy and suggests that employees share their questions, concerns, suggestions or complaints with their supervisor. If you are not comfortable speaking with your supervisor or you are not satisfied with your supervisor's response, you are encouraged to speak with [insert here another title, such as Executive Director, or a board member, If the organization ls very small and Involving the board would be appropriate]. Supervisors and managers are required to report complaints or concerns about suspected ethical and legal violations In writing to the {Organization's name}'s [Compliance Officer] [or designated employee or board member], who has the responslblllty to Investigate all reported complaints. Employees with concerns or complaints may also submit their concerns In writing directly to their supervisor or the Executive Director or the organization's Compliance Officer [or other designated person]. Compliance Officer [or other title that Is appropriate for your organization] The {Organization's name}'s [Compliance Officer] Is responsible for ensuring that all complaints about unethical or Illegal conduct are Investigated and resolved. The Compliance Officer will advise the [Executive Director and/or the Board of Directors] of all complaints and their resolution and will report at least annually to the [Treasurer/Chair of the Finance Committee/Audit Committee] on compliance activity relating to accounting or alleged financial improprieties. Accounting and Auditing Matters The {Organization's name}s [Compliance Officer] shall Immediately notify the Audit Committee/Finance Committee of any concerns or complaint regarding corporate accounting practices, internal controls or auditing and work with the committee until the matter is resolved. Copyright ®2010 National Council of Nonprofits This information is for educational and Informational purposes only and should not be considered legal or other professional advice for specific matters. Prior to adopting this sample document for their own use, nonprofits should seek the advice of their own professional advisors. PLI. :a Department Retention Schedules . (Cilek on your Department and It wUI take you to the first page of the Retention Schedule) Administrative Services/Treasury Animal Care and Adoption Center Business Licensing City Council Coda Enforcement Emergency Preparedness Engineering Traffic/Design Finance Fire Finance G.l.S. M.l.S. Planning Division R.C. Community Foundation Redevelopment Agency Risk Management Administrative Servlcas/Admin. Bulldlng and Safety City Clerk City Manager Community Services Engin~rlng/Admin. Facilities MalntenanceNard Fire Department Fire Safety Division Ubrary Personnel Purchasing R.C.C.F. Finance Redevelopment Finance Special Districts 't1 i::i. Record Retention Schedule Codes Code TYDe_ ___ Desitmation Media Event Code Destruction Method Electronic p Tape Vtdeo Active/Current Audit Current Year Dally Dept Ref Exp/Campi/Tenn H1stoncal Monthly p Recordatlon Separation Supersede · Term Upon Approval Vaned Archive Delete p Recycle Definition Computenzed format only I no bard copy avatlable Paper Magnebc tape, Mtcro cassette, Digital media Videotape While record IS acnve and/or current Upon completion of audit Unnl the end of the current calendar year Until the end of the current business day Department reference papers, destroy when no longer needed or useful Upon expmmon, completion or termmation Htstoncal record-transfer to City arcluves at end of Active retention Until the end of the current month Permanent-Do Not Destroy Onginal Upon recordation Upon separation from City seMce Until superseded Unttl the end of the term Retention begms when the recor~ 1s approved Records within t1ns senes may have diffenng event codes, handle mchVIdually Transfer to City archtves Delete from computer system (local hard dnve and.ror network) · Scan & retam ongmal permanently · Recycle reoords (non-confidential) 'tJ J1 - Record Retention Schedule Codes (conbnued) Code 'fiDe _ ___ _ _ _ _ __ Desienation Destruction Method (contmued) Vital Record Archive Original or Copy Reuse Scan Scan/Recycle Shred Trf Vaned N y N y c 0 Definition Reuse or wnte over media Scan mto electromc archives, then shred paper Scan mto electromc .arcluves, then recycle paper Shred records (contains confidential data} Transfer to specified Dept/Dtv for further processmg Records within t1us senes may have dtffenng destruction methods, handle mdtvtdually Not subject to Vital Records procedures Subject to Vital Records procedures Not for permanent retention To be archived, either on CD m electromc miagmg system or m hard copy (City arcluves) Non-ongmal, another Department or Divts1on is the "Office of Record" Ongmal record, mdtcatmg this Department or D1V1S1on is the ''Office of Record'' NOTE: All numbers m the Aetiye, Record Center and Total columns represent the number of months the records are to be retamed For example Active Record Center Total 24 24 48 mdtcates that the records are to be retamed m the Department for 24 months (once the "Event" has occurred}, then transferred to the Records Center for an additional 24 months, for a Total of 48 months, before final dlspos1t1on occurs .. ~--~-"Y. .i<}J~ /•· ·..r" J , "'O .,.. ... ~ .. Company City of Rancho Cucamonga (RC) DIVISIOn Records Management DIVl&IDn ('IMP) Deparbnent RC COMM FOUNDATION (5030) Retention Schedule Report Sort.cl By Record Title Name Record Title 7012 9 Retention {months} -----·> Permanent Recxmf7 No H1stoncal Record7 No Record Title Name Audio Tapes Ac:bve 24 Event COde Current Year Media Code Tape Vital Record7 No Record Center 0 04/08/2010 08 0311 Total Retention 24 Destruction Code Reuse Def1n1t1on Audio tapes of meetings of the Rancho Cucamonga Community Foundation, used only for purposes of transc:r1b1ng the offac1al written minutes Citation GC34090 7 Seta forth authorazabon for destruetlon of duplicate reconlll nus 1nclucles recordings If the City keeps . another record, such as wnttan manutes, of the event which was recorded Record T1Ue 1020 1 Retenbon (months) ----·> Permanent Record7 No H1stoncal Record, No Record Title Name Dept'I Gen'I Correspondence Acbve 24 Event Code Current Year Media Code P V1ml Record"> No Onginal or COpy of Record Ongmal Record Center 0 Total Retention 24 Destruction Code Shred Defln1bon Jncom1119 and outgoing general correspondence and 1nter-offac:,1 memos, not speaflc: llO a partlcular pro,Ject or process Citation GC34090 Seta forth authorezatlon for City Counal •nd City Attorney to approve destructton of city ncorda other than those lasted as exceptions (Refer llO text of GC 34010 for exceptions ) Record Tltle 4020 5 Retention (months} ------> Permanent Record? No H1stoncal Record7 No Record Title Name Grants Acbve 24 Event Code Ac:bve/Current Media Code P Vital Record? No ongmal or copy of Record Ongmal Record Center 36 Def1n1bo11 Ong1nal grant records for gram. admmastered by the Rancho CUcamanga Community Faundateon C1taban 24CFR85 42 sets the retention penod at 3 years from one af the followang occurrences 1 Camplet1Dn of acbon and resolution of issues aras1n1 from any lltlgabon. daam, negotiation or audd: 2 Submd:tal to the awarding agency af the last expenditure report 3 Far real proparty -from the date of the d19PD81bon or replacement or transfer at the cbrectaan of the awanhng agancy (Sae 85 42 (c)(3) and (c)(4) far requirements when income continua to be generated after the penod of grant support and when nul11'8Ct cost rate praposal&, cost aUocabons plans, ate are involved ) Citation A/D No legal statute applicable, OR staff opts to retain records longer than the m1n1mum establl&lled by statute (Length of retention based on adm1nl8tl'abve value of the records ) Record Title 1020 3 Retention (months} -----> Permanent Record7 No H1stoncal Record' No Record T1Ue Name Programs/ProJects/Events Acbve 60 Event Code Acbve/Current Media COde P Vital Record' No Onginal or Copy of Record Ongmal Record Center 0 Total Retention 60 Destruction Code Reeyde Total Retenbon 60 Destrucbon Code Reeyde Paa a 1 " Company Caty of Rancho Cucamonga (RC) D1v1&1on Records Management D1v1S1on (TMP) Department R C COMM FOUNDAUON (SD30) Retention Schedule Report Sorted By Record Title Name 04/08/2010 08 0311 Def1n1bon lnclUdes contracts/agreements, co......,......ence and related baclcground materials far .U programs. proJects and events coordinated ar adm1n1stered by the a.ncho Cucamonga Commumty Foundllban (NOTE "Contrac:t8/agreements" within these flies wall be retained unbl 4 year& after the complabOn/uparabon or ternunabon of the contnlct/agreement) otaban Citation Cataban CCP 337 et seq Sets forth the statute of lamltabans at 4 years for moat c:ontracts and 10 years for f1bn9 legal action relatlVe to contracts where the contractor "perfonu or fum1&hes the design, s)MIClflcabons, surveying, planmng, 8Up8fVl&IGn, testing, Or observabon of canstrucbon or construcbon of 8ft Improvement to real property N GC34090 Sets forth authorizabon for City Counctl and City AttDmey to approve destruc:bon of city records other than those llsted as excepbons (Refer to text Of GC 34090 for excepbOns ) A/D No legal statute applicable, OR staff opts to retaan records longer than tile m1n1mum established by statute (Length af retenban based on adm1nudrabve value of the records ) Record Title 7012 4 Retenbon (months) -----> Pennanent Record? No H1stonc:al Record' Yes Record Title Name RCCF Agendas Active 24 Event Code current Year Media Code P Vital Record? No Onginal or Copy of Record Ong1nal Record Center 36 Definition The on91nal agenda packets for meebnga af the Rancho Cucamonga community Foundation Citation GC34010 Sets forth authonzabon for City Counal and City Attomey to approve destruc:bon of aty records other tl'lan those ltsted as excepttons (118fer to text of GC 34090 for mcceptlOna ) Catabon A/D No legal statute applicable, OR mff opt& to retain records longer than the 1111n1mum establlllhed bV atatute (Length of retenbon based on a~manastrabve value of the ncards ) Record Title 7012 5 Retenbon (months) ------> Permanent Record' Yes H1stoncaJ Record' Yes Record Title Name RCCF Minutes Acbve 12 Event Code Current Year Media Code P Vital Record' No Onganal or Copy of Record Onginal Record Center O Total Retenbon 60 Destrucbon Code Scan/Recyc Total Retenbon PERM Destructton Code P Defantbon The onganal minutes of meebnp af the Randla Cucamanga Community Foundabon, which.,.. scanned mto the ~nae docwaent 11nag1ng system, then returned to the department for permanent retention Page 2 STAFF REPORT CO~IMUNITY SER\'ICES DEP.\RThlENT Date: To: From: April 22, 2015 Rancho Cucamonga Community & Arts Foundation Nettie Nielsen, Community Services Director Subject: DISCUSSION ON 2015 DONOR RECOGNITION EVENT AND RECIPIENTS RECOMMENDATION Staff recommends that the Foundation Board discuss opportunities for the 2015 Donor Recognition & Awards Event as well as potential award recipients to be recognized. BACKGROUND Since 2011, each year, the Foundation has honored Individuals and businesses who have supported the Foundation efforts and mission to enhance performing arts offerings at the Victoria Gardens Cultural Center. In 2014 the Event was held prior to the RCCMF's benefit concert with Bill Medley at the Lewis Family Playhouse. Since no summer concert or event will be held in 2015, the Board needs to discuss the potential date opportunities to host the event during the remaining months of 2015. Past Recipients: Outstanding Business Outstanding Individual Distinguished 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 Staff recommends the Board consider possible candidates for the 2015 Awards. The Lewis Family Playhouse will identify the recipient for the 2015 Distinguished Benefactor Award. Respectfully submitted, Nettie Nielsen Community Services Director P!