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HomeMy WebLinkAbout09/01/14 COMMUNITY FOUNDATION MINUTES OF THE JANUARY 14, 2009, SPECIAL MEETING A. CALL TO ORDER A special meeting of the Rancho Cucamonga Community Foundation was held on Wednesday, January 14, 2009, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Dr., Rancho Cucamonga, California. The meeting was called to order at 5:03 p.m. by Chair Mize. Present were: Board Members: Bryan, Buquet, Firle, Galindo, Nelson and Mize. Absent: Cohen, Gibson (due to a personal matter)and 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 None C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. D: CONSENT CALENDAR 1. To approve the Minutes of the Special Community Foundation Meeting held December 10, 2008. 2. To receive and file Treasurer's Report for the months of October, November and December 2008. MOTION: Moved by Chair Mize, seconded by Member Buquet, to approve the Consent Calendar, as submitted. Motion carried: 6-0-3(Absent: Cohen, Gibson and Jaramillo). E. FOUNDATION BUSINESS 1. The review and request for approval of a budget, proposed sponsorships and added value items for the Community Foundation's 2009 Golf Tournament was opened by Director McArdle. He asked that Members consider fee and branding adjustments from last year's successful tournament and deferred to Committee Chair Buquet and Consultant Stephen Wagner. Chair Buquet called on Consultant Wagner to present his recommended opportunities to meet the adjusted fundraiser goal for this year's tournament. Consultant Wagner addressed the Board on proposed upgrades to the tournament including a name change from "$100,000"to "$150,000 Golf Tournament"; adding an additional $5,000 of raffle prizes (which could be lowered if Members anuary 14, 2UUY successful solicit for donations); an increased gift pack for the golfers; additional beverage stations and doubling the "Hole-In-One" prize. He reviewed the 2009 vs 2008 sponsorship inventory comparison and recommended confirming the major sponsorship by Burrtec for possible announcement at the upcoming City Council meeting. In addition, Consultant Wagner discussed the addition of non-golfing sponsorships and estimated a profit to exceed $101,000.00. He requested the Board's approval of the recommendations and to authorize him to proceed. Committee Chair Buquet added that this year the efficiency in processing the credit cards will be a addressed and reminded the Board that he needs everyone's help in finding auction items. Brief discussion was held on the suggestion to replace monetary awards with trophies,which Consultant Wagner did not recommend. Director McArdle asked the Board not to forget to utilize the Playhouse volunteers and to be cautious based on the current state of the economy. MOTION: Moved by Member Firle, seconded by Vice Chair Galindo, to approve the proposal of changes for the Community Foundation's 2009 Golf Tournament, as recommended by Committee Chair Buquet and Consultant Wagner. Motion carried: 6-0-3 (Absent: Cohen, Gibson and Jaramillo). 2. Discussion regarding the 2009 Gala for the Arts was presented by Committee Chair Nelson who distributed a spreadsheet which included 2008's budget and estimates for this year's budget. She reviewed proposed expenditures estimated between $38,000 and $56,000 based on the type of entertainment and projected revenues of $82,828 which includes monies raised from a raffle and also a decrease in the price of individual tickets to $100 each to help increase ticket sales. Director McArdle helped clarify how the raffle could be administered including sending the tickets with the invites and asking anyone interested in purchasing to return the check and ticket stub. He also explained that the City could waive the exclusivity clause for the Cultural Center's caterer and would cover the costs for postage for invites. A question was raised on the prize for the raffle, and Chair Nelson responded that a $2,000 shopping spree was one possibility and that she would allocate volunteers to concentrate solely on the raffle. A suggestion was also made that the photographer's quote be analyzed to possibly reduce costs and Manager Palmer added that she is not sure if she will have a trade agreement with the local newspaper which might affect ad costs. Discussion ensued regarding the entertainment component. Committee Chair Nelson distributed a budget proposal with various options for the Gala performance that included hosting a Broadway Trio, Large Concert, "Recognizable" comedian or "No Name" comedian in either the Playhouse or Celebration Hall. Comments from Members include support in keeping the event elegant, keeping costs down, as well as concern with booking only one comedian if they are not successful. The need to have a recognizable name in order to sell tickets was also mentioned. January 14, 2UMI Following their input, staff was requested to explore booking a Broadway Trio or Comedian within the budget of$25,000 to $30,000 total cost. Staff was also requested to research the feasibility of booking Rockapella or Collin Raye. Due to a prior engagement, Member Buquet left the meeting at 5:55 p.m. and did not return. MOTION: Moved by Member Bryan, seconded by Vice Chair Galindo, to approve the budget for the 2009 Gala for the Arts as presented by Chair Nelson. Motion carried: 5-0-4 (Absent: Buquet, Cohen, Gibson and Jaramillo). 3. Consideration of Community Foundation support of the Fiscal Year 2009/10 Playhouse Season was presented by Superintendent Nielsen. She referenced staffs report which included information on programming supported by the Foundation for the 2008/09 season and potential 2009/10 programming that could be sponsored including: Playhouse performances; Studio Theatre performances (Black Box) and an Arts Accessibility Program. She responded to questions from Members regarding Black Box performances, tours by the students and the Artist in Residency program. She clarified that"Black Box" performances are smaller performances held in the studio theatre;that due to the number of students that attend the school shows, backstage tours are usually not possible and noted that first Artist in Residency program with David Wood was a great success. A question was also raised on the number of school districts that have sent students to attend Theater for Young Audiences (TYA) performances. Manager Palmer was requested to provide the information via e-mail and to also include the number of schools that have participated. Superintendent Nielsen also confirmed the proposed $56,000 sponsorship consideration was an increase from last year's support. Following their discussion, the following motion was presented: MOTION: Moved by Vice Chair Galindo, seconded by Member Nelson, to approve the Community Foundation's support of programming for the 2009/10 Lewis Family Playhouse Season in the amount of$56,000.00, as presented by staff: Motion carried: 5-0-4 (Absent: Buquet, Cohen, Gibson and Jaramillo.) 4. Consideration of appointments to various Community Foundation committees was introduced by Director McArdle. He briefly reviewed the current memberships on the Membership/Nominating, Fund Development, Finance, Gala for the Arts and Golf Tournament committees and encouraged the new Members to join Committees of interest. Following each Members comments the Committee Memberships were approved as follows: Membership/Nominating Committee—Cohen(Chair), Bryan, Fide and Galindo; Fund Development — Mize (Chair), Galindo, Jaramillo and Nelson; Finance— Buquet(Chair) Cohen, Firle and Galindo; Gala for the Arts—Nelson, Bryan, Firle and Gibson and Golf Tournament— Buquet, Galindo, Gibson and Jaramillo. No other action was taken. January 14, ZUUY F. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Director McArdle informed the Board that the Artist in Residency program would be highlighted at the City Council's February 4"' meeting starting at 7:00 p.m. He encouraged those interested to attend. He added that presentation of major sponsors of the recent Golf Tournament would be held on February 18th at 6:00 p.m. G. ADJOURNMENT Chair Mize adjourned the Special Community Foundation Meeting. The meeting adjourned at 6:35 p.m. with all Members present except Buquet, Cohen, Gibson and Jaramillo. I Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: March 10, 2009 Motion carried: 6-0-3 (Absent: Buquet, Jaramillo and Nelson) anuary 74, 2VVY