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HomeMy WebLinkAbout07/12/12 Min. Fdn. COMMUNITY FOUNDATION MINUTES OF THE DECEMBER 12, 2008, SPECIAL MEETING A. CALL TO ORDER The special meeting of the Rancho Cucamonga Community Foundation was held on Wednesday, December 12, 2008, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Dr., Rancho Cucamonga, California. The meeting was called to order at 5:45 p.m. by Chair Parker. Present were: Board Members: Cohen, Galindo (who arrived at 5:50 p.m.), Mize, Nelson and Parker. Staff: Kevin McArdle, Community Services Director; Francie Palmer, Community Services Marketing Manager; Nettie Nielsen, Community Services Superintendent; Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS None C. COMMUNICATIONS FROM THE PUBLIC None D. CONSENT CALENDAR 1. To approve the Minutes of the Special Community Foundation Meeting held November 27, 2007. 2. To approve the renewal of the Directors' and Officers' Liability Insurance for 2008. MOTION: Moved by Member Cohen, seconded by Member Nelson, to approve the Consent Calendar, as submitted. Motion carried: 4-0-2 (Absent: Buquet and Galindo). E. FOUNDATION BUSINESS 1. Update from the Community Foundation's Promoting Arts and Literacy(PAL) Campaign Cabinet representatives regarding discussion with the Library Foundation pertaining to the status of the PAL Campaign. Vice Chair Mize updated the Board on discussions held at the meeting that was conducted prior to this Board meeting. Actions and discussions included the severing of the economic relationship between the two Boards; concurrence by the cabinet members to split current Endowment Fund monies equally between the two Foundations and also the $150,000 seed money from the 2006 PAL House Raffle to be split evenly for each of the Foundations and the ecem er 77 Mul anticipated $150,000 net for the 2007 PAL House Raffle to be split equally between the two Foundations. Vice Chair Mize also informed the Board that comments had been made at the Cabinet meeting in favor of keeping the "PAL" brand and that library related items sold would be designated forthe Library and the same forthe Community Foundation. For those items that could be designated for either Foundation, the donor will be asked how they wish their designation earmarked. Any sponsorship received for Celebration Hall will be divided evenly among the Boards. Director McArdle added that the Cabinet will continue to meet quarterly. Board discussion ensued and clarification was requested on designation of monies raised by the Community Foundation. Director McArdle clarified that the Gala revenues will be now be earmarked entirely for the Community Foundation and the Board needs to market in that regard. He did update the Board on additional PAL Cabinet discussion held concerning the PAL marketing efforts currently underway and the Cabinet's approval to proceed with some of the marketing campaigns including a General PAL Pamphlet and brick campaign materials Chair Parker noted that the Library Foundation also has the responsibility to fund raise for the Archibald Library which is currently not identified as a recipient of PAL monies The need to establish policies for designation of donations and sponsorships was noted. Following the update, no other action was taken. 2. Analyst Pachon introduced development of an updated Donor Prospect List for solicitation for the Promoting Arts and Literacy (PAL) Campaign. She referenced the Fund Development Prospect List submitted with staffs report and asked forthe Board's input. Chair Parker indicated he would try to contact Coca-Cola again regarding a possible sponsorship. Member Galindo commented that grants opportunities must be available and discussion ensued on the need to possibly hire a grant writer to assist in this effort. Director McArdle supported that in 2008 the Board needed a "game plan"for the asks. He also asked Member Nelson whether a prospect list had been established for the Gala. She affirmed that a list of potential sponsors had been created and encouraged Boardmembers to forward her names of any potential sponsors. Member Nelson also informed the Board that a letter was being sent to the sponsors followed by an invite. Staff was requested to e-mail the Board the Gala sponsorship opportunities and deadlines. No other action was taken. 3. Development of a Board Member Prospect List for the Community Foundation's Board of Directors was opened by Director McArdle. He encouraged the Board to make recruitment of new members a priority in the coming months. A question was raised on whether the potential donor list was also being used to consider for potential board members. Director McArdle responded that the Membership/Nominating Subcommittee has included the donor list in their search for additional members. Vice Chair Mize suggested taking off consideration of a PFF representative at this time until the company's sponsorship is increased. The Board was also asked the value of December JZ, 2UU1 running an advertisement to solicit new members and they concurred that perhaps a letter writing campaign targeting certain individuals will be more effective. It was also suggested that the letter perhaps encourage the recipient to become a Boardmember or "Friend" and to send to the spotlight newsletter mailing list. It was indicated that staff would send a list of spotlight donors and staff would draft a solicitation letter as well. Director McArdle supported a four-month membership appeal to include inviting those to be a part of the excitement of being on the Board or becoming a friend. No other discussion was held or action taken. 4. Chair Parker opened the update and discussion on the status of the 2007 PAL House Raffle and called on Vice Chair Mize for his report. Vice Chair Mize informed the Board that 8,720 tickets were sold this year, a decrease of approximately 1,100 from last year's raffle. He estimated a $150,000 net, after returning the seed money to both Foundations. Vice Chair Mize described the annual fundraiser as very worthwhile and encouraged his fellow Boardmembers to attend the raffle drawing to be held this Saturday. Following the update, no other action was taken. 5. Director McArdle presented a status review of the Rancho Cucamonga Community Foundation Work Plan. He referenced the 2007-2008 Work Plan as contained in staffs report dated December 12th. Items reviewed included the upcoming Board and subcommittee meeting dates and individual work plan items such as brainstorming for potential donors. Director McArdle noted that the joint work plan items with the Library would also need to be updated in light of the recent actions concerning the PAL Campaign. Member Nelson was asked if she felt a special meeting needed to be held prior to the April Gala. She responded that she would let staff know as planning of the event progressed if she felt a special meeting was necessary. Following staffs update, the report was received and filed. F. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None G. ADJOURNMENT MOTION: Moved by Member Cohen, seconded by Vice Chair Mize, to adjourn the Special Community Foundation Meeting. Motion carried: 5-0-1 (Absent Buquet). Meeting adjourned at 7:56 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: February 13, 2008 Motion carried: 5-0-2 (Absent: Buquet and Cohen) ecem er