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HomeMy WebLinkAbout10/10/13 COMMUNITY FOUNDATION MINUTES OF THE OCTOBER 13, 2010, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was held on Wednesday, October 13, 2010, 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 5:10 p.m. by Chair Galindo. Present were: Board Members: Barag, Cohen, Firle, Kahn, Madsen, Mize and Galindo. Absent: Bryan, Buquet(arrived at 5:25 p.m.), Harrington (arrived at 5:20 p.m.)and Snyder (arrived at 5:27 p.m.) 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. Analyst Pachon distributed a card for Members to sign wishing Treasurer Bryan well. 2. Member Kahn spoke positively of the improv class he is taking at the Cultural Center. C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held June 9, 2010. 2. To receive and file Treasurer's Report for the months of July and August, 2010. Director McArdle referenced Item D.2. and informed the Board that staff is now utilizing Quickbooks to manage their financials. Analyst Pachon added that currently two checking accounts are maintained with electronic transfers into the LAIF account. Also, the checking account transfer of $200,000 into LAIF was not detailed in the report. MOTION: Moved by Member Mize, seconded by Vice Chair Cohen, to approve the Consent Calendar, as submitted. Motion carried: 8-0-4 (Absent: Bryan, Buquet, Harrington and Kahn). Community Foundation 1 - October 12, 2010 E. COMMITTEE REPORTS 1. Golf Tournament Committee — Committee Chair Buquet gave a brief status report on the tournament. He reported that 119 golfers were committed, hole sponsors were sold out and that that non-golfing sponsorships need to be pushed. Member Mize was thanked for securing the live auction sponsor. He concluded by informing the Board that, based upon the results of the upcoming election, his assistance with future golf tournaments, even though he might not still be on the Board was confirmed by the City Attorney to be okay. Consultant Stephen Wagner distributed information including sponsorships sold to date, donation sales report, budget, sponsorships available and list of silent auction items. Analyst Pachon added that should the Board wish to attend the dinner only, the cost would be$50. Director McArdle closed the report by thanking the Board for their assistance and noted that help was needed with the silent auction. 2. Spring Event Committee—Superintendent Nielsen addressed the Board and noted that Treasurer Bryan had stepped down as Chair of the Committee. She expressed concern with the status of the "party train" event and distributed a table of proposed events. Director McArdle added that it is desirable that each Boardmember have an event and recommended that unless 10 commitments are received tonight the events should be cancelled. The proposed events listed were reviewed and each of the Members confirmed their commitment in hosting an event. Following their discussion, the consensus of the Board was to proceed with the fundraiser as planned. 3. Special Campaign Committee — Manager Palmer distributed information concerning the upcoming email giving campaign and the Committee's goal to raise $15,000. Member Mize noted that only a minimal expense will be incurred for this program. Director McArdle asked that each Member promote the campaign and Member Kahn spoke of the various emails that will be sent to solicit donations. Manager Palmer also discussed the Macy's fundraiser and the need for help with manning the booth. Member Barag reported that $260 was raised from the Mimi's Fundraiser. She distributed a flyer for the EI Torito Fundraiser which will be held on two separate days. 4. Executive/Finance Committee—Committee Chair Galindo referenced the Committee's action agenda for their September 8t' meeting which included items discussed and action taken by the Committee. Member Harrington arrived at 5:20 p.m. 5. Board Development Committee — Committee Chair Cohen commented that a Committee meeting was not held in September. He asked the Board whether they were interested in a supplemental fundraising training which might be helpful for the newer Boardmembers. Brief discussion ensued which included questions of whether this training could be held at the upcoming retreat or held separately, and if so, what date would be appropriate. Director McArdle recommended that the training, which might take 2 to 3 hours, be held on a different date than the retreat. The Board Community Foundation - 2 - October 12, 2010 concurred unanimously to hold the training at the January 2011 meeting. Chair Cohen continued his report by noting that the Committee's goal was to increase to 15 members by June 2011. A few potential candidates were mentioned, and will be followed up by staff. Member Buquet arrived at 5:25 p.m. 6. Performing Arts Committee — Committee Chair Firle reported that a meeting was not held today as originally planned and there were no updates. Member Snyder arrived at 5:27 p.m. F. FOUNDATION BUSINESS 1. Discussion regarding change of name for the Community Foundation was opened by Chair Galindo. He reminded the Board of their action taken at the June 9"' meeting to approve changing the Foundation's name. He noted that "RC Community and Arts Foundation'was one of the names suggested at that time. Brief discussion ensued by the Board of additional names to be considered. These included "RC Foundation for the Arts", "RC Community Foundation for the Arts", "RC Performing Arts Foundation" and RC Lewis Family Playhouse Foundation." Director McArdle reminded the Board that many of their affiliates are not related to the arts and he added that a potential affiliate may be applying for a grant and it might not be beneficial if only "arts" was in the name. Following their discussion, the Board took action as follows: MOTION: Moved by Member Mize, seconded by Member Madsen, to recommend to the City Council changing the name of the Rancho Cucamonga Community Foundation to the Rancho Cucamonga Community and Arts Foundation. Motion carried: 11-0-1 (Absent: Bryan). 2. Analyst Pachon was called upon regarding a possible Board retreat. She distributed a list of key items of discussion. These were: the need for 100% attendance by the Board; suggested times of the year to hold the meeting, possible locations, timeframe and social component. Discussion by the Board ensued regarding these items. Staff was asked to pursue the Mission Inn and Red Hill Country Club as potential locations. Members concurred with holding the meeting on a Wednesday in either March orApril. In addition, they agreed with having a no-host dinner with spouses to be included. No other action was taken. 3. Chair Galindo called on Director McArdle regarding approval of affiliate status for the Veterans' Reflection Area at Central Park. Director McArdle referenced staff's report which indicated staffs recommendation for approval of the request. Following his report, a question was asked regarding the project's scope and Director McArdle briefly reviewed the proposed project and the community fundraising efforts that are being planned. Action was taken as follows: Community Foundation - 3 - October 121 2010 MOTION: Moved by Member Buquet, seconded by Member Kahn, to approve the affiliate status for the Veterans Reflection Area Fundraising Campaign. Motion carried: 11-0-1 (Absent: Bryan). 4. Approval of 2010-2011 updated Community Foundation Action Plan was presented by Director McArdle. He distributed a revised Plan based on the accomplishments over the past year and staffs recommended work plan for the Foundation's coming year. A question was raised on any specific areas the Board is deficient in and Director McArdle responded that only the public awareness plan. The Board then took the following action: MOTION: Moved by Member Firle, seconded by Member Buquet, to approve the updated 2010-2011 Community Foundation Action Plan. Motion carried: 11-0-1 (Absent: Bryan) 5. Member Kahn gave the update on status of the Foundation web-site design. He spoke of the progress he's made and estimated an annual cost of$152. An overview of the proposed site was distributed and a web-domain recommended. He encouraged going "live" by November 15`h and that graphics might be donated. Manager Palmer added that Ignite Design was being solicited. Following the update, no other discussion was held or action taken. 6. Chair Galindo called on Director McArdle to open the review of the Donor Recognition Event scheduled for July 14, 2010. He reviewed details of the event which was held at the Bank of America Courtyard and asked for the Board to consider the best method to thank donors. Comments and suggestions by the Board included considering an event a Flemings, to have a more formal event and consider carefully which donors will be invited. It was also suggested that the item be discussed further at the retreat. Following their discussion, the Board concurred with bringing the item back to the January 2011 meeting and to also address at the retreat. 7. Review of the Community Foundation's participation in the Grape Harvest Festival held August 27, 2010, and the Associated Artists of the Inland Empire's Fine Art Show and Festival held September 11, 2010, was opened for discussion. Director McArdle asked for the Board's input on whether they thought their participation was a good public awareness builder. Members spoke in favor of continuing to support the events and suggestions were given that future events should include more marketing materials and the need to create speaking points for the Foundation. The temporary tattoos that were given out at the Festival were acknowledged as well for their effectiveness. No other discussion was held and the consensus was reached to continue their support. 8. Director McArdle lead the Board's review of their Fiscal Year 2010/11 budget. A copy of the approved budget was distributed and the Board was also informed of the recruitment underway for a part-time Administrative Intern that will provide support to Community Foundation - 4 - October 12, 2010 Analyst Pachon with the Foundation's fundraising efforts. Member Buquet offered to sit on the interview panel. No other comments were made or action taken. 9. Superintendent Nielsen gave the status report of Foundation supported programs. She recapped the Foundation funded programs over the past year including Peter Pan, Into the Woods, Lilly's Purple Plastic Purse, two Black Box productions, the World Music Concert Series, Associated Artists event and Artist in Residency program, She also listed recent grants received including Bank of America, U.S. Bank and Haynes Foundation. She asked Members to let Performing Arts Giving Committee Chair Firle know of any ideas for programs to support in the next fiscal year. Following her report, the item was received and filed. 10.Review of October 2010 — January 2011 Foundation meeting schedule was opened and presented by Analyst Pachon. She distributed a schedule of Board and subcommittee meetings from October 2010 to January 2011. Director McArdle reminded the Board of the importance of attending the meetings. Member Buquet asked whether he should attempt to secure Red Hill Country Club for a possible fundraising tournament in 2011 and Members concurred with having him contact the facility. No other discussion was held or action taken. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Continued discussion regarding the upcoming workshop 2. Discussion regarding donor recognition 3. Future fundraising training H. ADJOURNMENT The Regular Community Foundation Meeting was officially adjourned at 7:15 p.m.with all Members present except Bryan and Mize. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: January 12, 2011 Motion carried: 9-0-2 (Absent: Bryan and Cohen) Community Foundation - 5 - October 12, 2010