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HomeMy WebLinkAbout09/06/10 COMMUNITY FOUNDATION MINUTES OF THE JUNE 10, 2009, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was held on Wednesday, June 10, 2009, in Celebration Hall, Victoria Gardens Cultural Center, located at 12505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order at 3:01 p.m. by Chair Mize. Present were: Board Members: Bryan, Buquet, Cohen, Galindo, Gibson, and Mize. Absent: Firle 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 Casey Costa, Office Specialist II. B. ANNOUNCEMENTS/PRESENTATIONS 1. Director McArdle announced that Member Nelson will not seek reappointment when her term expires on June 30, 2009. C. COMMUNICATIONS FROM THE PUBLIC None D. CONSENT CALENDAR 1. To approve the Minutes of the Special Community Foundation Meeting held March 10, 2009. 2. To receive and file the Treasurer's Reportforthe month of Februarythrough May2009. MOTION: Moved by Treasurer Cohen, seconded by Member Gibson, to approve the Consent Calendar as submitted. Motion carried: 6-0-2 (Absent: Firle and Nelson). i Community Foundation 1 - June 1Q 1009 E. FOUNDATION BUSINESS 1. Director McArdle opened the discussion of the proposed Community Foundation Strategic Plan 2015, a result of Board discussion, brainstorming and survey work. The Strategic Plan outlines the Board structure, meeting schedules and action plans that are proposed to be in place in the year 2015. Director McArdle reviewed the Strategic Plan's Foundation Values: Arts Create Community, Strong Volunteer Involvement, a Positive Foundation Image, Community Partnerships, Arts Require Community Support, an Involved and Supportive Board, and Partnership with the City. He reviewed the Foundation's vision for 2015, useful for grant applications and public awareness purposes, and the Mission Statement which addresses how the Vision is fulfilled and why the Community Foundation exists. The Mission will be accomplished by three major strategies: successful fundraising, effective management and generous community giving. Director McArdle explained the strategy of fundraising $100,000 per year; $75,000 to support the arts and the remainder to be added to the endowment fund until the fund reaches the goal of $4 million. Fundraising goals include raising $70,000 during the annual Fall Golf Tournament, $20,000 during the spring event, which may be a Gala event, $10,000 through an annual special campaign as well as the pursuit of grant funding and the establishment of ongoing relationships and recognition of donors. Goals supporting effective management include strong Community Foundation leadership, the establishment of a $4 million endowment fund, a solid finance policy for Foundation funds, generation of public awareness, an affiliate partners program, development of a Patrons of the Arts volunteer support group and effective utilization of Foundation committees. Generous community giving will be attained by funding performing arts activities at the Lewis Family Playhouse, support to Rancho Cucamonga schools, annual funding for visual arts events and arts scholarship funds to deserving groups and individuals. The structure of the Foundation will consist of 12-20 members, an honorary Board of Directors and seven subcommittees focusing on fundraising, business and giving. Discussion by the Board ensued and comments were made supporting the use of members of the community in committees, which may serve to familiarize them with the Foundation and future Board membership opportunities. The importance of prioritizing committee formation was noted, as well as the need for an increased number of Board Members. Phased implementation of Board committees was suggested as Board membership increases. The Community Foundation 2009-10 meeting schedule was reviewed. It was commented that some meetings overlap each other. Director McArdle noted that the 2009-10 meeting schedule will be included as a future agenda item. Community Foundation - 2 - June 10, 2009 Phrasing of the Strategic Plan's Vision was discussed and the issue of whether Inland Valley should be referred to as Inland Empire. It was questioned whether guidelines existed for the residency of Board Members, to which staff answered that there were no residency restrictions. Board consensus was that the wording of the Strategic Plan's Vision should remain unchanged. Phrasing of the Strategic Plan's Mission was discussed. It was questioned whether the language"Rancho Cucamonga community' should be used or if the phrase should be changed to "Inland Valley". Director McArdle clarified that the language of the Mission was developed to convey that arts programming would primarily be focused on the Rancho Cucamonga community, but not restricted to the city limits. Discussion ensued and a motion was called for. MOTION: Moved by Member Bryan, seconded by Member Cohen, to amend the Community Foundation 2015 Strategic Plan Mission Statement to: "To generously support Arts programming at the Victoria Gardens Cultural Center and throughout and beyond the Rancho Cucamonga community by annually raising substantial funding and effectively managing our resources." Motion carried: 6-0-2(Absent: Firle and Nelson). Committee structure and phased implementation of Board committees was discussed and a motion was called for. MOTION: Moved by Member Cohen, seconded by Member Galindo, to approve committee structures, with Special Campaign and Special Art Committees phased in within the next five years. Motion carried: 6-0-2 (Absent: Firle and Nelson). 2. Consideration of appointment of Board Member Linda Bryan to the Board Development Committee and as Board Liaison to the Patrons of the Arts was opened for discussion and a motion was called for. MOTION: Moved by Member Buquet, seconded by Member Cohen, to appoint Member Bryan to the Board Development Committee and as Board Liaison to the Patrons of the Arts. Motion carried: 6-0-2 (Absent: Firle and Nelson). 3. The appointment of Board Members to Community Foundation Committees for 2009-10 was opened for discussion. Chair Mize recommended that agenda item number E9, the Election of Officers, be addressed prior to discussion of this agenda item. 9. Director McArdle was called upon to introduce the Election of Officers for the Rancho Cucamonga Community Foundation Board of Directors — Chair, Vice Chair and Secretary/Treasurer for Fiscal Year 2009-2010. He reviewed the existing Board structure and noted the City's policy to elect a different Chair every two years. Following his comments the Board took the following action: MOTION: Moved by Chair Mize, seconded by Member Bryan,to appoint the Officers of the Community Foundation as follows: Thomas Galindo—Chair; Harvey Cohen—Vice Chair and Judy Gibson-Secretary/Treasurer. Motion carried: 6-0-2(Absent: Firle and Nelson). J Community Foundation - 3 - June 10, 2009 3. The consideration of appointments to Community Foundation Committees for Fiscal Year 2009-2010 was opened for discussion. Director McArdle referenced staffs report listing the seven (7) subcommittees identified in the Strategic Plan: Golf Tournament, Spring Event, Special Campaign, Executive & Finance, Board Development, Performing Arts and Visual Arts. Committee discussion ensued and Members suggested the following assignments: Golf Tournament Committee — Charles Buquet, Chair; Thomas Galindo and Judy Gibson. Spring Event Committee — Linda Bryan, Chair; Judy Gibson and Brad Firle. Board Development Committee — Harvey Cohen, Chair; Linda Bryan and Thomas Galindo. Performing Arts Committee- Brad Firle, Chair; Harvey Cohen and Tony Mize. Executive and Finance Committee — Thomas Galindo, as Board Chairman; Harvey Cohen, as Board Vice Chair and Judy Gibson, as Board Secretary/Treasurer. Director McArdle suggested the placement of Harry Gibson to the Executive and Finance Committee pending his appointment to the Foundation. The Fundraising Chair and Giving Chair positions of the Executive and Finance Committee will be assigned upon an adequate increase in Community Foundation Board Members. Formation of the Special Campaign and Visual Arts Committees are postponed, scheduled to be phased in within the next five years. The Board reached a consensus to assign members as discussed pending the consent of Member Firle to his suggested assignments. 4. Marketing Manager Palmer opened the discussion of the consideration of development of a Community Foundation Annual Report for Fiscal Year 2008/09. She requested the Board consider an allocation of $3,500 for the design and production of a four-page Annual Report booklet, featuring an attention-getting cover, colorful photographs and report of the year in review, profiling the Community Foundation's giving actions. Member comments included whether the booklet should be called an annual report and if so it should contain financial information. Marketing Manager Palmer affirmed that financial information as well as the number of people served by the Community Foundation's efforts will be included in the report. MOTION: Moved by Member Buquet, seconded by Member Bryan, to allocate$3,500 for the development of a Community Foundation Annual Report for Fiscal Year 2008/09. Motion carried: 6-0-2 (Absent: Firle and Nelson). 5. Director McArdle opened the discussion of the adoption of Fiscal Year 2009/10 Community Foundation budget. He distributed an updated Community Foundation 2009-10 budget, noting the revised financial reporting form with four different fund groups: Operating and Program Fund, Endowment Fund, Restricted Funds and Associate Funds. Following his comments the Board took the following action: MOTION: Moved by Member Bryan, seconded by Member Galindo to adopt the Operating Budget for Fiscal Year 2009/10. Motion carried: 6-0-2 (Absent: Firle and Nelson). I Community Foundation - 4 - June 10, 2009 6. Board Member discussion was opened regarding delinquent pledge payments by PAL donors. Chair Mize stated there has been a lack of progress made in the follow-up of 1 delinquent payments and noted that, in the past, the delinquent PAL donors have been unresponsive to payment inquiries. Board discussion ensued and consensus was reached that Chair Mize will notify delinquent PAL donors of a June 30, 2009, deadline to receive payment in full. In the event that payment is not received by the deadline, all recognition and privileges obtained from PAL donations will be removed and revoked. 7. Superintendent Nielson was called upon to review the 2009 Gala for the Arts Event. She noted that the Committee did an outstanding job with the planning and execution of the event and that volunteers were very helpful and enthusiastic. She distributed the final event accounting, which indicated a $1,000 profit. She noted that attendance was lower than anticipated, with the impact of the current economic climate a likely factor. Board discussion ensued and it was commented that many sponsors did not make use of event and performance tickets, resulting in a noticeable number of empty theater seats. It was also noted that many attendees were not present and it was suggested that more aggressive theater seat filling should have been done. Members' questions included whether the purpose of the Gala is to be a "friend-raiser' or a fundraiser. Chair Mize commented that the Gala has a dual purpose and that while fundraising is an objective, he noted that six months separate the Gala and the Golf Tournament fundraiser. In addition, the spring event is to preserve Community Foundation visibility. He added that it is yet undecided whether the spring event will be a Gala event or another type of fundraising event. It was suggested that the Spring Event Committee develop proposals for a $20,000 spring fundraising event, keeping in mind motivations for businesses and families to donate, Community Foundation resources, events and competitions to avoid and the use of "new economy' thinking. The Board took the following action: MOTION: Moved by Chair Mize, seconded by Member Cohen, to assign development of proposals of a $20,000 spring fundraising event to the Spring Event'Committee in accordance with the Strategic Plan. Motion carried: 6-0-2 (Absent: Firle and Nelson). 8. Member Buquet was called upon to present an update on the planning of the 2009 Golf Tournament to be held on November 16, 2009, at Red Hill Country Club. He presented a sponsorship book and distributed meeting minutes of the June 1, 2009, Golf Committee meeting. He urged all Members to be present at the event and appealed for assistance in obtaining sponsorship commitments. He noted that additional sponsorship opportunities were added this year, based upon interest expressed by last years sponsors in many of the opportunities that were sold out. He also noted that many live auction items have already been donated. Marketing Manager Palmer presented a display board revealing the advertisement for the golf tournament. No further discussion was held. No further action was taken. Community Foundation - 5 - June 10, 2009 .J 9. Director McArdle announced that the reception honoring the Patrons of the Arts will commence immediately upon adjournment of the meeting. F. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Discussion of the 2009-10 Board and Committee meeting schedules. G. ADJOURNMENT MOTION: Moved by Member Buquet, seconded by Member Galindo, to adjourn the Community Foundation Committee Meeting. Motion carried: 6-0-2 (Absent: Firle and Nelson). Meeting adjourned at 5:15pm. Respectfully submitted, Casey Costa u Office Specialist II Approved by the Community Foundation: October 14, 2009 Motion carried: 7-0 I Community Foundation - 6- June 10, 2009