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HomeMy WebLinkAbout08/12/10 COMMUNITY FOUNDATION i~ MINUTES OF THE SPECIAL MEETING HELD DECEMBER 10, 2008 A. CALL TO ORDER The special meeting of the Rancho Cucamonga Community Foundation was held on Wednesday, December 10, 2008, at the Victoria Gardens Cultural Center— Celebration Hall, 12505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:25 p.m. by Vice Chair Mize. Present were: Board Members: Bryan, Buquet, Cohen, Firle, Galindo, Gibson, Nelson and Mize. Absent: Jaramillo. 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 1. Director McArdle introduced newly appointed Board Members Linda Bryan and Brad Firle. He was joined by the Board in welcoming them. C. COMMUNICATIONS FROM THE PUBLIC None D. CONSENT CALENDAR 1. To approve the Minutes of the Special Community Foundation Meeting held October 22, 2008. MOTION: Moved by Member Cohen, seconded by Treasurer Galindo, to approve the Consent Calendar, as submitted. Motion carried: 8-0-1 (Absent: Jaramillo). E. FOUNDATION BUSINESS E.1. Election of Chair for the Rancho Cucamonga Community Foundation's Board of Directors for Fiscal Year 2008/2009 was opened by Chair Mize. He noted that due to the recent resignation of Chair Parker, nomination for Chair was in order. Motions were as follows: MOTION: Moved by Treasurer Galindo, seconded by Member Cohen,to elect Vice Chair Mize, to serve as Chair of the Community Foundation, to complete the term for Fiscal Year 2008/09. Motion carried: 8-0-1 (Absent: Jaramillo). MOTION: Moved by Chair Mize, seconded by Member Nelson, to elect Treasurer Galindo to serve as Vice Chair of the Community Foundation, to complete the term for Fiscal Year 2008/09. Motion carried: 8-0-1 (Absent: Jaramillo). December MOTION: Moved by Vice Chair Galindo, seconded by Member Bryan, to elect Member Cohen, to serve as Secretary/Treasurer of the Community Foundation, to complete the term for Fiscal Year 2008/09. Motion carried: 8-0-1 (Absent: Jaramillo). E.4. Chair Mize moved forward the update on the Patron of the Arts Program . Director McArdle was called upon for his report. He gave a brief history of the program which was approved to be established at the October 22nd meeting. He noted that since approval, fifteen volunteers have indicated their interest in participating in fundraising efforts. Analyst Pachon distributed a flyer on a proposed Brick Sponsorship drive to involve the efforts of Patron of the Arts and Playhouse volunteers. Marketing Manager Palmer added that the Volgistics volunteer on-line program has added a component to capture Patron of the Arts volunteers. Board discussion was held. Member Bryan indicated she knew of some individuals that were interested in serving, but in areas such as the Golf Tournament. She also asked for clarification on how they are notified through Volgistics. Manager Palmer responded that e-mails updates are sent or letters mailed for those not regularly accessing their computers. Analyst Pachon was requested to provide the Boardmembers with brick order forms. The update was received and filed and no other action taken. E.S. Director McArdle addressed the Board regarding the update and discussion regarding a proposed program to announce the 2009/2010 Lewis Family Playhouse Season which was moved forward on the agenda. For the benefit of the newer Members, Director McArdle described past program announcement events. Marketing Manager Palmer informed the Board that another opportunity has arisen with Flemings Restaurant for a fundraising dinner to be held April 20, 2009. Tickets would be $100.00 with only 50 guests to be allowed. It was suggested the PAL Diamond Donors and influential leaders be included on the invite list. Manager Palmer also indicated that Flemings requested their donation be recognized as a PAL Spotlight Donor. Director McArdle added that Flemings is donating all the food and that the Foundation would receive 100% of the profits. He recommended approval. Brief discussion was held by the Board. A question was raised on how the general public is made aware of the new season, and Manager Palmer responded that the Playhouse Brochure is sent to a targeted list of approximately 75,000. A comment was also made that the previous Flemings fundraiser was not sold out and Members should actively work on selling out this year's event. A motion was then made as follows: ecem er MOTION: Moved by Chair Mize, seconded by Treasurer Cohen, to approve the proposed program to announce the 2009/2010 season for the Lewis Family Playhouse which includes a fundraising dinner at Flemings Restaurant. Motion carried: 8-0-1 (Absent: Jaramillo). Following the motion, Director McArdle clarified the ticket priority process and responded that ticket sales would not occur at the season announcement but ticket order forms would be available that evening. E.6. Brainstorming regarding potential future support of Visual Arts Programs by the Community Foundation was moved forward. Member Nelson was called on to introduce the item as she had originally requested the matter to be placed on the agenda. She expressed her support of the Foundation sponsoring visual art programming along with the other programs supported by the Foundation such as an art show. A suggestion was made for possibly a youth art show and Member Nelson concurred and added that the local high schools could be involved. Additional Board discussion took place including a question of staff concerning the current programs that the City's Community Services Department (CSD) provides as well as suggestion to place the winning art contest winners in the Playhouse Lobby. Director McArdle responded that current CSD programming includes an annual art show at the Senior Center and various classes throughout the year. He asked that the Board consider whether they envision funding some type of programming or hosting as a fundraising event. He indicated staff would provide information at the Board's February meeting and suggested that sponsorships may need to be considered. No other discussion was held or action taken. E.2. Update and evaluation of the Community Foundation's$100,000 Golf Tournament held November 17, 2008, at the Red Hill Country Club was introduced by Director McArdle. He congratulated the team on the event's success and also commended Event Chair Buquet for his leadership. Member Buquet estimated that$78,417 net proceeds should be realized for this year's event. He supported hosting another tournament next November and retaining Stephen Wagner to assist with the event management. He noted positive comments received from participants and that the GAS Company had indicated their interest in sponsoring over five year period and that Burrtec Waste Management had offered to again serve as Presenting Sponsor. He stressed the need for additional assistance from the Board and commented that the prize amount could be increased from $100,000 to$150,000 in future years. He asked Stephen Wagner to conclude the report. Mr. Wagner reported that the event came within 99% of budget and reiterated the need to start planning for next year's event immediately to include increased Board involvement. He commented that should his contract be renewed, he would start planning for next year's tournament tomorrow. He also stated that he would not solicit sponsorships for other tournaments concurrently. Handouts were distributed which included a summary report of the raffle and auctions; 2009 vs 2008 Sponsorship Inventory Comparison; event overview, suggestions for 2009 and budgets. December ju, I Board discussion ensued. Members spoke of the events success and thanked all involved. The November 16, 2009 proposed date was also supported. Member Buquet added his suggestion to consider offering "non-golfing" sponsorship perks. The following motion was made: MOTION: Moved by Treasurer Cohen, seconded by Member Gibson, to approve hosting the next golf tournament on November 16, 2009, and to approve the contract with Stephen Wagner to include increasing the management fee to $15,000 plus 50% of any net profit over $100,000.00. Motion carried: 8-0-1 (Absent: Jaramillo). E.3. Discussion regarding the 2009 Gala for the Arts was opened by Director McArdle. He indicated that discussion by the Board should include how they wish to proceed in terms of planning next year's event. He gave a history of prior galas and their successes in terms of garnering PAL Campaign donations and Playhouse awareness. He noted that the Board's goal has been to provide a high quality event, while thanking the donors. He added that monies raised at the Gala have not been substantial, and time spent by staff and those involved has been intensive. He referenced the 2008 Gala Budget and described those additional costs absorbed by the City through its budget including the costs incurred for Tony Orlando. Director McArdle gave his recommendation that the Board consider changing the event planned for May 2009 based on the following: 1) the success of the recent Golf Tournament; 2) donors being solicited multiple times during the year and the reduction of donations due to the current economic climate and 3) reduced ticket sales at the theater and reduction of shows for the coming year. The Committee was informed that the City has imposed an employee hiring freeze, so less staff would be available to assist with the event. He referenced staffs report and suggested the Board consider moving the Gala to the first performance of the 09/10 season on September 12, 2009, which would allow the City to fund the entertainer through the Playhouse budget. Costs and labor for a silent/live auction would be eliminated. A handout was distributed regarding a proposal for a "Grand Raffle" fundraiser that could be conducted between July and September with an estimated $20,000 profit. Foundation discussion was held. Members asked questions of staff and each expressed their comments and concerns with holding the event as currently planned or moving to September as recommended by staff. Director McArdle clarified the costs for a headline entertainer and cautioned that an entertainer in the $3,000.00 range would be in the Foundation's budget. Concern was expressed that moving the event to September may impact sponsorships due to the Golf Tournament in November. The need for full Board participation to coordinate and host the event was discussed. Director McArdle also asked if the Flemings Fundraiser would still be held. The consensus of the Board was to keep the fundraiser as planned. Following additional discussion regarding costs for entertainment, proposed costs for table sponsorships, the Board took the following action: December MOTION: Moved by Chair Mize, seconded by Member Buquet, to host the Gala for the Arts on May 16, 2009, to scale the event down by half to include reception food and drink and affordable small entertainment and a small raffle. Motion carried: 8- 0-1 (Absent; Jaramillo) Following the motion it was noted that Member Nelson would again chair the event. Chair Mize, Vice Chair Galindo and Member Bryan volunteered to assist. Member Nelson was requested to prepare a budget based on the discussions held that evening to be addressed at a special meeting in January. EA. Chair Mize moved forward update on the Patron of the Arts Program following Item. E.1. E.5. Update and discussion regarding a proposed program to announce the 2009/2010 Lewis Family Playhouse Season was moved following Item EA. E.6. Brainstorming regarding potential future support of Visual Arts Programs by the Community Foundation was moved following Item E.S. F. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Itwas noted that a special meeting would be called for Wednesday, January 14"', at 5:00 p.m. Member Gibson noted that she would be unable to attend due to a family commitment. G. ADJOURNMENT Chair Mize adjourned the Special Community Foundation Meeting. Motion carried: 8-0-1 (Absent: Jaramillo). Meeting adjourned at 7:30 p.m. Respectfully submitted, K--�k 4ft�� Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: January 14, 2009 Motion carried: 6-0-3 (Absent: Cohen, Gibson and Jaramillo). ecem er