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HomeMy WebLinkAbout11/10/12 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION MINUTES OF THE OCTOBER 12, 2011, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community&Arts Foundation was held on Wednesday, October 12, 2011, 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 5:15 p.m. by Chair Galindo. The Pledge of Allegiance was then held. Present were: Board Members: Barag, Cohen, Firle, Harrington, Kahn, Madsen, Snyder and Galindo. Staff: Kevin McArdle, Community Services Director; Nettie Nielsen, Community Services Superintendent; Francie Palmer, Community Services Marketing Manager; Paula Pachon, Management Analyst III; Daniel Schneider, Community Supervisor; Susan Sluka-Kelly, Community Services Supervisor and Melissa Morales, Senior Administrative Secretary. Also in attendance were John Gillison, City Manager and Jan Reynolds, City Clerk. B. ANNOUNCEMENTS/PRESENTATIONS 1. The Administration of Oaths of Office for newly re-appointed Community & Arts Foundation Board Members Taro Barag, Thomas Galindo and Jeremy Kahn was conducted by City Clerk Reynolds. Following the oaths, each of the Board Members introduced themselves to newly appointed City Manager Gillison. Following their introductions, the Board recessed briefly for dinner. Recess was held from 5:20 p.m. to 5:30 p.m. Chair Galindo reconvened the meeting with all Members present except Arguello, Brown, Bryan, Gesiriech and Mize. C. COMMUNICATIONS FROM THE PUBLIC 1. Director McArdle announced his upcoming retirement and indicated what a pleasure it has been to serve the Board over the past 13 years. He offered his assistance in the future if needed. 2. Superintendent Nielsen introduced Community Services Supervisors Daniel Schneider and Susan Sluka-Kelly. She noted that Supervisor Schneider oversees Special Events, Volunteers, Epicenter Rentals and Cultural Center Box Office Operations and Marketing. Areas of responsibility for Supervisor Sluka-Kelly include overseeing operations of the Cultural Center including all performances, rentals and special events. Community &Arts Foundation - 1 - October 12, 2011 D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community & Arts Foundation Meeting held June 8, 2011. 2. To receive and file Treasurer's Reports for the months June and July 2011. MOTION: Moved by Member Barag, seconded by Member Snyder, to approve the Consent Calendar, as submitted. Motion carried: 7-0-5 (Absent; Arguello, Brown, Bryan, Gesiriech and Mize). E. COMMITTEE REPORTS 1. Golf Tournament Committee—Consultant Stephen Wagnerwas called upon to report. He distributed a sales "report card"which included the current status of Board Member, staff and his efforts in securing cash sponsor commitments. He asked that each Board Member sell one more sponsorship for the event to be held November 14"'. Additionally, Consultant Wagner reminded the Board that a silent auction will not be held this year, and that each Member is requested to provide one item worth at least $100.00 for the raffle. Various members gave brief updates on the status of their pending asks. Chair Galindo added that potential sponsors need to be "touched"three times and encouraged the Board to do their best to close the deal. Analyst Pachon also encouraged those Members who hosted party train events this year to consider contacting those participants for a potential donation. 2. Spring Event Committee— Superintendent Nielsen opened the report. She noted that there are now two separate fundraising efforts - the Party Train events and the Wine and the Chocolate and Wine Festival. She noted that Treasurer Bryan has secured the following party events so far for 2012: Tea Party& Social (Brown); All American Shoot (Cohen); Total Wine& More Dinner(Bryan)and "Cinco de Bunco"and Healthy Cooking Dinner (Barag). She noted that the timeline for the events will mainly take place in March and April with the exception of the bunco fundraiser in May. Superintendent Nielsen then addressed the Board concerning the Wine and Chocolate Festival to be held April 28th. She reminded that Consultant Wagner has been contracted to assist with coordination of the event and the Gavel Group will provide auction services. She noted that the Board will be asked to help secure items that could be used for the raffle, silent auction and "buy it now"opportunities. Members will also be asked to sell tickets for the event. Consultant Wagner commented that the Gavel Group is great at providing their auctioning services and he's already met with Impressions, the official caterer for the Cultural Center, where the event will be held. A copy of the event plans and logistics was distributed to the Board and they were asked whether they supported the draft logo displayed on the report. Members expressed their concurrence, but did asked that the Foundation's name also be included. Community &Arts Foundation - 2 - October 12, 2011 3. Executive/Finance Committee — Chair Galindo referenced action agendas from the Committee's August and September meetings including granting affiliate status forthe Rancho Cucamonga High School Girl's Tennis Program, approval of the purchase of donor recognition software and approval of the Wine and Chocolate Event. Analyst Pachon also requested each Board Member complete the Board Member Goal Sheet and turn them in to staff that evening. 4. Board Development Committee — Vice Chair Cohen commented that the Committee has not met recently but noted the emphasis is to recruitment new members in the marketing, grant writing and law professions. 5. Performing Arts Giving Committee — Superintendent Nielsen reported that Member Harrington had been selected to replace former Member Firle as Chair of the Committee. She added that items discussed at the meeting held today included the new sponsorship/scholarship programs and preliminary discussions of potential giving recommendations for the 2012/13 fiscal year. 6. Special Campaign Committee — Committee Chair Snyder distributed an information sheet on the "Hearts for Arts' Campaign. He indicated the goal for the annual fundraising effort to be held October through November is $10,000. He asked for the Board's support and noted that tools to assist in their soliciting efforts will be made available. Marketing Manager Palmer added that a critical part of the campaign is for each Board Member to send emails to their contacts soliciting their support. She reiterated that Members will be provided with proposed wording to use in their asks and that $500 has been raised to date. Both Director McArdle and City Manager Gillison then committed to donate $150 each to the campaign. F. FOUNDATION BUSINESS 1. Superintendent Nielsen lead the review and request for approval of the revised Strategic Plan 2015. She referenced the handouts provided to the Board which included the Plan diagram and Action Items Chart listing the various 2011/12 goals, action steps and areas of responsibility. She noted areas of revision were based on discussions held at the Board's vision alignment workshop held in the spring. Actions included the following areas: to increase the goal of the Endowment Fund to $3.6 million and craft a strategy to meet that goal; to generate a substantial level of public awareness of the Foundations activities and to provide strong Foundation leadership and fundraising success through an active, supportive and cohesive Board. No additional discussion was held and the Board took the following action: MOTION: Moved by Vice Chair Cohen, seconded by Member Kahn, to approve the Revised Community & Arts Foundation Strategic Plan 2015. Motion carried: 7-0-5 (Absent; Arguello, Brown, Bryan, Gesiriech and Mize). Community&Arts Foundation - 3 - October 12, 2011 2. Discussion regarding recruitment of new Board Members was lead by Analyst Pachon. She reminded the Board of previous discussions held that areas of focus for this newest recruitment should include professionals in the area of marketing, grants and law. She opened the brainstorming and encouraged Members comments. Potential candidates names were suggested including Tina Chen; Keith Church; Chris Wheeler; Tom Nightingale and Kyle McGuire. It was suggested that a lunch be coordinated with the potential candidates and some of the Executive/Finance Board Members. No other action was taken or discussion held. 3. Review and discussion regarding the 2011 Donor Recognition Event held on September 17, 2011, at the Victoria Gardens Cultural Center was opened by Chair Galindo. He commented on the event's success this year and expressed support of hosting a similar event in 2012. He suggested consideration might also be given to sell tickets to the event to help off-set costs. Superintendent Nielsen added that the special donor award recognition, presented this year to the Lewis Family and Pete Pitassi Architects, seemed to correspond well with the event. No other discussion was held. 4. Chair Galindo called on staff for the status update on Foundation new branding materials and opportunities. Marketing Manager Palmer distributed business cards and marketing materials to Members with the newly designed logo. She also indicated that electronic stationery and tablecloth for the information booth have also been revised to include the updated logo. She encouraged Members to sign up for outreach opportunities. No discussion was held and the update was received and filed. 5. Analyst Pachon was called upon regarding review and consideration of a request from the RC Firefighters Association for the support of the 2011 Spark of Love's"Metrolink" Holiday Toy Express. She referenced a letter from Joshua Stapleton, Liaison for the Inland Empire Spark of Love Fundraiser, requesting monetary support of the event which now has a fee to participate of $2,000. Discussion ensued by the Board which included their questions concerning the event's purpose; date to be held; benefits to donating and donation amount being requested. Analyst Pachon responded to their inquiries and indicated the annual, free community event, hosted by Metrolink, provides an opportunity for attendees to donate toys that will be distributed to needy children, while providing free entertainment and festivities for the community. The event is generally held in November and December and an information booth could probably be arranged to help bring awareness of the Foundation and its efforts. Members also discussed whether the request was in-line with their goals. Director McArdle suggested that a donation of $500 could be considered. Following staffs input, the following motion was held: MOTION: Moved by Vice Chair Cohen, seconded by Member Kahn, to support the request by Rancho Cucamonga Fire to support the Spark of Love Toy Program with a $500 donation. Motion carried: 7-0-5 (Absent; Arguello, Brown, Bryan, Gesiriech and Mize). Community &Arts Foundation - 4- October 12, 2011 6. Status report of Foundation supported programs was presented by Superintendent Nielsen and Supervisor Sluka-Kelly. Superintendent Nielsen listed various programs and performances the Foundation had assisted in funding which include the upcoming "Rumors" production; Black Box productions and Foundation sponsored family weekend. Supervisor Sluka-Kelly added that funding for the Black Box productions had been in excess and next fiscal year's request will be a lesser amount. Following the update, no other update was given. 7. Consideration of an appointment to the Giving Committee was opened for discussion. Superintendent Nielsen noted that following the resignation of Member Firle five Members currently remain on the Committee. She indicated that amount is sufficient and no Board action is required at this time. The Board concurred and no further discussion or action was taken. 8. Appointment of the newly announced Chair of the Giving Committee to the Foundation's Executive/Finance Committee was introduced by Analyst Pachon. She recommended the Board consider the appointment of Member Harrington in light of his recent appointment as Chair of Giving Committee. Following staffs comments, the following action was taken: MOTION: Moved by Member Barag, seconded by Member Kahn, to appoint Member Harrington to serve on the Board's Executive/Finance Committee. Motion carried: 7-0-5 (Absent; Arguello, Brown, Bryan, Gesiriech and Mize). 9. A brief review of the November 2011 through January 2012 Foundation meeting schedule was held. The Board was informed that January 11, 2012,would be the next regular Board Member and that an updated schedule would be provided which will include both Board and Committee meetings. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1 . Discussion to determine the date for the 2012 Donor Recognition Event. 2. Discussion regarding the 2012 Board Annual Workshop. Community &Arts Foundation - 5 - October 12, 2011 H. ADJOURNMENT MOTION: The Community&Arts Foundation Regular Meeting was adjourned in honor of Community Services Director Kevin McArdle in recognition of his years of dedicated service. The meeting adjourned at 7:12 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by Community & Arts Foundation: January 11, 2012 Motion carried: 9-0-2 (Absent: Cohen and Mize) Community &Arts Foundation - 6- October 12, 2011