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HomeMy WebLinkAbout09/03/10 COMMUNITY FOUNDATION MINUTES OF THE MARCH 10, 2009, SPECIAL MEETING A. CALL TO ORDER A special meeting of the Rancho Cucamonga Community Foundation was held on Tuesday, March 10, 2009, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:05 p.m. by Chair Mize. Present were: Board Members: Bryan, Buquet (who arrived at 6:10 p.m.), Cohen, Firle, Galindo, Gibson, and Mize. Absent: Jaramillo and Nelson. 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 January 14, 2009. 2. To receive and file the Treasurer's Report for the month of January 2009 and PAL Cash Reports for the months of May 2008 through January 2009. MOTION: Moved by Treasurer Cohen, seconded by Member Gibson, to approve the Consent Calendar, as submitted. Motion carried: 5-0-3 (Absent: Buquet, Jaramillo and Nelson). , i Member Buquet arrived at this time. E. FOUNDATION BUSINESS 1. Community Services Staff were called upon regarding an update on the upcoming Playhouse Season Announcement Event to be held April 20th. Superintendent Nielsen briefed the Board on event details. These include charging $100.00 per ticket of which Flemings Restaurant will donate 100% back to the Foundation; limiting the seating capacity to 60 (to date 29 RSVPs have been received) and presenting the Playhouse 2009/10 season announcement. Director McArdle reviewed the invite list and encouraged the Boardmembers to also consider inviting potential donors to the event. In addition, he asked the Board to confirm their attendance. No other action was taken or discussion held. Community Foundation I - March 11, 2009 2. The update on the 2009 Gala for the Arts scheduled for May 16, 2009, at the Victoria r' Gardens Cultural Center was opened by Director McArdle. He informed the Board that, due to personal reason, Event Chair Nelson would not be able to continue in her role as Chair. He thanked Members Firle and Bryan for offering to assist and called upon them to report. Member Firle informed the Board that the event planning was running smoothly and will have a casual California, tropical theme rather than more formal as in the past. He reported that food will be catered by Impressions, tickets will be $100.00 which will include heavy hors d'oeuvres; wine, beer and soft drinks as well as a ticket to see Second City Comics. He described the raffle drawing to be held and Member Bryan asked that all members pick up their stack of raffle tickets to sell. She continued that Patron of the Arts volunteers will assist in selling the tickets and a reception thanking them for their assistance will be held sometime after the event. She also spoke of the need for the Members to assist in selling tickets before and during the event. Discussion by the Board ensued and included questions concerning when the invites would be sent out, the raffle prizes to be awarded and whether Members Firle and Bryan should be designated as co-chairs of the event. Staff responded that invites should be sent within the next few weeks and raffle prizes are to include a $2,000; $1,000 and $500 shopping spree at Victoria Gardens, as well as other special prizes. Members Firle and Bryan were thanked for their willingness to assist in Member Nelson's absence. The update was received and filed. 3. Director McArdle gave a brief update on the Community Foundation's 2009 Golf Tournament to be held on November 16, 2009, at Red Hill Country Club. He informed the Committee that last year's major sponsor, Burrtec Waste, had recently been recognized at a City Council meeting for their support and had confirmed their sponsorship for this year's event. He called on Event Chair Buquet for any additional updates. Chair Buquet reported that he had been in recent contact with Consultant Wagner and did not have any additional updates at this time. Board discussion ensued. Concern was expressed that potential sponsors might be solicited multiple times due to the Tournament and Gala. It was noted that the events were half a year apart and that many of the donors for Tournament were not the same as the donors for the Gala. No further discussion was held or action taken. 4. Director McArdle presented the update on a proposed Special Benefit Performance at the Lewis Playhouse during the 2009-2010 season. He addressed the Board concerning the generous offer by local weatherman Fritz Coleman to donate proceeds from his performance to the Foundation. His show entitled "Tonight at 11" would be held on February 6, 2010, at 7:30 p.m. Tickets for the performance would be $25.00 and the show would include part comedic act and part questions and answers. The Board thanked Analyst Pachon for coordinating the event and reached a consensus in support of the benefit performance. No additional discussion was held. Community Foundation - 2 - March 11, 2009 5. Chair Mize called on staff to facilitate discussion regarding the Community Foundation's support for the 2009/2010 Fiscal Year. Director McArdle suggested the Board brainstorm other areas they wish to assist with in addition to the $56,000 approved for the 2009/10 Lewis Family Playhouse Season. He asked the Board to consider Member Nelson's suggestion to support of visual arts programming. One proposed area could be co-sponsoring the annual Associated Artists Art Show which is generally held in September. Director McArdle added that the show has been held at Central Park in recent years, but could be moved to the Cultural Center with a Friday night reception. Other components of the event could entail inviting middle and high school students to participate, Board members judging and awarding prizes to the winners, bringing in live sculptures and sidewalk chalk artists. It was estimated that the event would cost $7,500 and would not be Board or staff intensive as the Association would coordinate the weekend festivities. Following staffs report, the Board expressed their support of the suggestions made. The following action was taken: MOTION: Moved by Member Buquet, seconded by Member Firle, to support co- sponsoring the annual Associated Artists Art Show. Motion carried: 7-0-2 (Absent: Jaramillo and Nelson) The matter was requested to be placed on the June agenda for further discussion. 6. The request for approval of affiliate status forthe City's Armed Forces Banner Program was opened. Director McArdle was called upon for staffs report. For the benefit of the newer Members he gave a brief overview of the affiliate status process which allows donors of various programs to make their checks payable to the Foundation thereby providing,a tax benefit. A fund for the specific program would be set up and monies earmarked for that particular fund. Analyst Pachon recommended approval of the Redevelopment Agency's request for the Banner Program to become an affiliate. Discussion by the Board was brief and consisted of a request to further clarify the process. Following Director McArdle's response, the Board took the following action in support of staffs recommendation: MOTION: Moved by Member Bryan, seconded by Vice Chair Galindo, to approve the request for affiliate status for the City of Rancho Cucamonga's Armed Forces Banner Program. Motion carried: 7-0-2 (Absent: Jaramillo and Nelson) 7. Analyst Pachon was called upon by Director McArdle for her update regarding the status of recent grant submittals. She summarized staffs report dated March 10 and described the two grants recently submitted which are a $10,000 Community Foundation Serving Riverside and San Bernardino Counties grant and a multi-year federal funding grant through the Department of Education for a Carol M. White Physical Education for Progress (PEP) grant. She added that a Letter of Intent has been sent to the Annenberg Foundation for the establishment of an Annenberg Foundation endowment to support for Theater for Young audiences at the Cultural Center and lastly a Target funding concept submittal for their continued support of the Theater for Young Audiences and Family Entertainment Series at the Playhouse. Community Foundation - 3 - March 11, 2009 i A question was raised concerning whether the PEP grant could be earmarked for arts programming, and Analyst Pachon confirmed that it could not. No other comments were made and the update was received and filed. 8. Chair Mize called for discussion regarding the Community Foundation's By-Laws Governing Members' attendance. Director McArdle reminded the Board that the matter had been requested to be discussed by the Board at their previous meeting in light of a Member's numerous absences. He suggested they consider a few possibilities to either have a Boardmember talk to the affected Member regarding the attendance matter; have the Executive Committee address the matter or referthe matter to the City Council for their consideration and possibly removal of the Member. The Board each expressed their thoughts. Comments included concern with removing members that have still raised monies even though they have missed meetings; clarification on whether one Member in particular is aware that there is a concern regarding their attendance; support of retaining members as long as they are securing donations and also concern with quorum issues if meeting attendance isn't stressed. Members also spoke of the purpose of the Board and the need for participation, but also to consider that other opportunities might be available other than Board positions for those Members that want to remain involved. Following their input, the consensus of the Members was that no amendment to the by-laws was needed at this time or new policy created; however, if in the future quorum issues arise, the need for an attendance policy could be addressed. No further discussion was held. 9. A review of the Community Foundation's Schedule of meetings for the period of March through June 2009 was provided by Analyst Pachon. She asked the Board to review the proposed meeting schedule for the Board and Committees and for any input the Members might have. There were no additional recommendations for changes to those presented by staff. The report was received and filed. 10.Discussion was open on the items to be addressed at the Community Foundation's Annual Board Meeting to be held on June 10, 2009. Chair Mize called on Director McArdle for staffs presentation. Director McArdle noted the annual business to be included on the agenda such as the budget approval but also suggested the Board spend significant time addressing a five year strategic plan. He briefly explained proposed aspects of the plan and asked if the Board would be supportive in participating in taking a series of brief surveys prior to the annual meeting in order to assist staff in their analysis and recommendations and to facilitate discussion at the meeting. Director McArdle also suggested that the meeting be called for at 3:00 p.m. Discussion by the Board ensued. The Members concurred with Director McArdle's recommendations and supported hosting a Patron of the Arts reception immediately following the meeting. Following their comments, Director McArdle distributed a sample of the Lewis Family Playhouse Strategic Plan to familiarize the Members with the format and the most recent Foundation Strategic Thinking Process Worksheet. No other action was taken or discussion held. Community Foundation - 4 - March 11, 2009 F. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None G. ADJOURNMENT MOTION: Moved by Treasurer Cohen, seconded by Member Gibson, to adjourn the Special Community Foundation Meeting. Motion carried: 7-0-2 (Absent: Jaramillo and Nelson). Meeting adjourned at 7:30 p.m. Respectfully submitted, W4;a" W6&s Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: June 10, 2009 Motion carried: 6-0-2 (Absent: Firle and Nelson) Community Foundation - 5 - March 11, 2009