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HomeMy WebLinkAbout11/01/12 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION MINUTES OF THE JANUARY 12, 2011, REGULAR MEETING i A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community&Arts Foundation was held on Wednesday, January 12, 2011, in the Tri-Communities Room, at the Rancho Cucamonga Civic Center, located at 10500 Civic Center Dr., Rancho Cucamonga, California. The meeting was called to order at 5:02 p.m. Present were: Board Members: Barag, Cohen (who arrived at 5:20 p.m.), Fide, Gesiriech, Harrington, Kahn, Madsen, Mize, Snyder and Galindo. Absent: Bryan. Staff: Kevin McArdle, Community Services Director; Nettie Nielsen, Community Services Superintendent; Francie Palmer, Community Services Marketing Manager; Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS 1. The presentation to Councilman Charles Buquet for his years of dedicated service as a Member of the Rancho Cucamonga Community Foundation Board of Directors was deferred to a future meeting. 2. Presentation to the Community & Arts Foundation from the Library Foundation on their outreach efforts was presented by Library Foundation President Teresa Akahoshi. She distributed the Library's 2011 calendar which contained information regarding year-long library events, as well as their annual report. She spoke of the City's three libraries which includes a virtual library and of the summer reading program. President Akahoshi closed by announcing the upcoming Library Telethon to be held March 19th and 20tH The meeting was recessed at 5:16 p.m. and reconvened at 5:30 p.m. with all Members present except Bryan. C. COMMUNICATIONS FROM THE PUBLIC None D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held October 13, 2010. 2. To receive and file Treasurers Report for the months of September- December 2010. MOTION: Moved by Member Firle, seconded by Member Mize, to approve the Consent Calendar, as submitted. Motion carried: 9-0-2 (Absent: Bryan and Cohen) Community &Arts Foundation - 1 - January 12, 2011 E. COMMITTEE REPORTS 1. Golf Tournament Committee—Chair Thomas called upon Consultant Stephen Wagner for an update on the Golf Tournament fundraiser held in November 2011. Consultant Wagner presented a summary of the tournament's success including the distribution of a detailed report of the tournaments revenues and expenditures. Analyst Pachon also handed out information concerning individual Board successes with event sponsor, donor and silent auction prospecting. Consultant Wagner listed items that did not sell at the live auction and noted that they could still be purchased. He concluded by presenting a proposed contract to conduct the 2012 tournament. The Board gave their consensus to proceed with this years major fundraising event. In closing, Analyst Pachon reminded Members that they need to cultivate and "own' their prospects and encouraged that they invite them to visit the Playhouse. 2. Spring Event Committee — Superintendent Nielsen reported that a determination had been made that smaller, more private parities hosted by Boardmembers would be held for the "party train' themed fundraising event. These include a "Night at the Quakes' (Harrington); "Total Wine and More Tasting Event" (Firle); "Cinco de Bunco" (Barag); "Heart Healthy Cooking" (Barag); "Game Night" (Galindo); "Pool Tournament" (Bryan/Gesiriech) and "Rock Climbing" (Kahn). 3. Executive/Finance Committee — No meeting was held. 4. Board Development Committee — The Committee did not meet; however, Chair Galindo reported that he is cultivating three prospective members. 5. Performing Arts Giving Committee — Committee Chair Firle indicated that the Committee had met today and a report on proposed giving forthe next fiscal yearwould be provided during discussion of Item F.6. 6. Special Campaign Committee - Committee Chair Mize reported on the success of the email giving campaign held at the end of last year which realized a $5,000 profit. Member Barag added that she is awaiting receipt of checks from the profits of Mimi's Cafe and EI Torito fundraisers held late last year. Manager Palmer also informed the Board that thank you cards and a copy of the annual report will be sent to all donors who participated in the special e-mail campaign. Community &Arts Foundation - 2 - January 12, 2011 f- F. FOUNDATION BUSINESS 1. Analyst Pachon was called upon to provide an update on the Board's recommendation to change the organization's name from the Rancho Cucamonga Community Foundation to the Rancho Cucamonga Community and Arts Foundation. She referenced staffs report which included a list of procedures and fees involved with legally changing the name of the non-profit organization. She informed the Board that a public awareness campaign would occur after the legal processes have been completed which is anticipated in the spring. No discussion was held except a comment thanking the Board for taking the action to change the name. The report was then received and filed. 2. Discussion regarding the Board of Directors Workshop scheduled to take place in Temecula, California, on March 23, 2011, was opened. It was noted that Members Thomas and Madsen attendance would be affected due to spring break commitments. Director McArdle stressed the need for 100% attendance by the Board and discussion then ensued regarding other possible dates. Following their discussion, a consensus was reached to hold the workshop on March 30th instead. Director McArdle then updated the Board on a proposed schedule for the vision alignment workshop and informed them that Consultant Ray Patchett would help facilitate the day's activities. The Board was provided with a "SWOT" survey to be completed concerning their input on what they envision are the organization's strengths, weaknesses, opportunities and threats. Staff was requested to provide the survey electronically as well. In conclusion, the Boardmembers concurred with staffs proposed schedule and agreed to return completed surveys to staff within a week. 3. Discussion regarding the status of the Community & Arts Foundation's Donor Recognition Program was presented by Superintendent Nielsen. She reviewed the program held last year and Members added their suggestions for this year's event. These included a more formal event, possibly at Flemings Steakhouse; inviting donors to a Foundation sponsored event at the Playhouse, a "cocktail"type of event with a show or to possibly have a number of shows that the donors could attend. Director McArdle also noted that the Cultural Center will be celebrating its 5"' Anniversary and the events could possibly be coordinated. In conclusion, Chair Galindo commented that the matter would be addressed by the Executive Committee at a future meeting and would be brought back to the Board with their recommendation. 4. Chair Galindo called on staff regarding discussion of the Patron of the Arts and Volunteer Program. Analyst Pachon noted that in light of the absence of Secretary/Treasurer Bryan who serves as the Patron of the Arts Program Liaison, that the matter had been requested to be deferred until she was in attendance. The Board concurred. Community &Arts Foundation - 3 - January 12, 2011 r- Member Snyder left the meeting at 6:55 p.m. and did not return. I 5. Chair Galindo opened discussion regarding ideas for enhanced communication between the Board of Directors and City staff. He called upon Analyst Pachon for staffs report. Analyst Pachon commented on the numerous electronic communications that Boardmembers are receiving from staff and asked for their input regarding staffs recommendation to consolidate this information into one weekly email. She also requested the Board's input on whether they wish to have her continue to schedule and remind them of their meetings through Outlook. Members expressed their support of the weekly updates, and for staff to highlight those items that require their action or immediate attention, and to also continue utilizing Outlook. No other action was taken or discussion held. 6. Consideration of financial support by the Community & Arts Foundation of the 2011/12 Season at the Lewis Family Playhouse was opened. Superintendent Nielsen lead the presentation and distributed reports on the Foundation's art giving history; current Foundation supported programs and consideration of new funding initiatives. Giving Committee Chair Firle spoke of the Committee's desire to continue to support the Playhouse performances. He reviewed the proposed initiatives which were: Community&Arts Foundation Family Weekend; Celebration of the Cultural Center's 5t'Anniversary; a High School Performing Arts Sponsorship Program and a Foundation Scholarship program for students in the community pursuing the field of performing arts. Brief discussion was held regarding the proposed initiatives. A question was raised on whether adequate monies were available to fund the proposed programs and staff confirmed that there were. A suggestion was also given to consider booking artist Greg Adamson as a possible fundraiser at the Cultural Center. In addition,the need to form an additional committee to review the scholarship applications was noted. Members Kahn and Madsen offered to sit on the Committee. Following their discussion, action by the Board was taken as follows: MOTION: Moved by Member Mize, seconded by Vice Chair Cohen, to approve the proposed Foundation support for the 2011/12 season of the Lewis Family Playhouse. Motion carried: 9-0-2 (Absent: Bryan) 7. The Board was given a status report of Community & Arts Foundation supported programs by Supervisor Nielsen. She announced that upcoming events at the Lewis Family Playhouse include the Bobby Caldwell and Diane Schuur in Sing N Swing show on January 15th; and Theatre for Young Audiences production of The Gingerbread Man on February 5th through 13"'and Rancho Cucamonga Community Theatre production of The Man Who Came to Dinner on March 5 through 13th Following the update, no other discussion was held or action taken. Community &Arts Foundation - 4 - January 12, 2011 8. Analyst Pachon opened review of the Community&Arts Foundation's Action Plan. She referenced the plan and asked that Members contact her with any changes to the Plan that need to be made. No discussion was held or action taken. 9. Review of January through March 2011 Community & Arts Foundation meeting schedules was opened by Analyst Pachon who reviewed the calendar contained in the agenda packet listing the various Board and committee meetings for the upcoming months. Following her update, the Board reiterated their support of receiving Outlook reminders for their meetings. No other discussion was held or action taken. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None H. ADJOURNMENT The Regular Rancho Cucamonga Community&Arts Foundation Meeting was officially adjourned. Motion carried: 9-0-2 (Absent: Bryan and Snyder). Meeting adjourned at 7:20 p.m. R((��e��s��p��ectfully submitted, Melissa Morales Senior Administrative Secretary Approved by Community & Arts Foundation: April 13, 2011 Motion carried: 9-0-4 (Absent: Bryan, Cohen, Gesiriech and Snyder) Community &Arts Foundation - 5 - January 12, 2011