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HomeMy WebLinkAbout12/04/11 (min) RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION MINUTES OF THE APRIL 11, 2012, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community & Arts Foundation was held on Wednesday, April 11, 2012, 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 5:00 p.m., by Vice Chair Bryan followed by the Pledge of Allegiance. Present were: Board Members: Arguello, Barag, Bryan, Harrington, Kahn, Madsen and Snyder. Absent: Brown and Galindo Staff: Nettie Nielsen, Community Services Director; Francie Palmer, Community Services Marketing Manager; Paula Pachon, Management Analyst III; Daniel Schneider, Community Services Supervisor; Susan Sluka-Kelly, Community Services Supervisor; Mireya Hepner, Community Services Coordinator and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS 1. Analyst Pachon announced the recent resignation of Board Member Tony Mize. 2. Community Services Coordinator Hepner, Producer of the MainStreet Theatre Company, provided a brief presentation regarding the opening night production of A Wrinkle In Time. She thanked the Foundation for their continued support of the Cultural Center and invited Members to attend a May 5t' silent auction and fundraiser immediately following the 4:00 p.m. performance. Informational flyers were then distributed. C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the public. Director Nielsen was congratulated on her recent promotion to Director of the Community Services Department. D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community & Arts Foundation Meeting held January 12, 2012. 2. To receive and file Treasurer's Reports for the month of December 2011 and January 2012. MOTION: Moved by Member Madsen, seconded by Member Barag, to approve the Consent Calendar, as submitted. Motion carried: 7-0-2 (Absent: Brown and Galindo). i Community &Arts Foundation 1 - April ]], 2012 i I (f I E. BOARD REPORTS 1. Golf Committee—Consultant Stephen Wagner addressed the Board concerning proposed I plans for the Rancho Cucamonga $1,000,000 Community&Arts Foundation Tournament tentatively scheduled for October 29, 2012. He submitted his proposal.to once again j coordinate this year's fundraiser. He highlighted points of the contract including a f( suggested base salary of $15,000, responsibilities to include conducting silent and live i auctions and a 15% commission on all cash sponsorships received from new entities. f Analyst Pachon also informed the Board that current Committee Chair Galindo will not be chairing this year's event, so a new chair will need to be appointed. The contract with Mr. Wagner will be discussed later in the meeting under Item F.2. 2. Party Train Board/Chocolate & Wine Festival—Committee Chair Bryan opened her update on the Party Train events by suggesting that, in light of the two major fundraisers i conducted by the Board (Golf Tournament and Wine and Chocolate), that the Party Train events should be spread out throughout the year rather than just in the Spring. She also recommended that each Board Member host at least one event per year. She encouraged Members to attend her fundraiser on April 14"' at Total Wine and More. In her report on the Chocolate&Wine Festival, Chair Bryan expressed her disappointment with the lack of tickets either bought or sold by the Board. She underscored the need for Members' support of this inaugural fundraiser. Consultant Wagner then distributed an update on the event which detailed the status of the restaurants and wineries secured, review of the auction and raffle items and event advertising and promotional efforts. A question was l raised on how Members could help market the festival. Members were urged to email the flyer to friends and associates and also to personally call their contacts. i 3. Executive/Finance Committee—In the absence of Chair Galindo,Analyst Pachon reviewed the discussions held at the Committee's February meeting including review of the fiscal year 2010/11 financial activity report and discussions of the upcoming Board workshop, Chocolate & Wine Festival and donor recognition event. 4. Annual Giving Campaign Committee- Committee Chair Snyder indicated that the Giving Committee would meet again after May. 5. Board Development Board — Analyst Pachon updated the Board on behalf of Chair Galindo. She reported that potential candidates Kyle McGuire and Tina Chen are still interested in possibly serving on the Board. A suggestion was given that tickets to the upcoming Chocolate & Wine Festival be provided free of charge to these and and other potential candidates and strong supporters of the Foundation's efforts. 6. Performing Arts Giving Board— Committee Chair Harrington announced that Crystal Bai was the winner of a $500 scholarship. He noted that the Committee will discuss offering scholarships at varying levels in the future. Community &Arts Foundation - 2 - April 11, 2012 F. FOUNDATION BUSINESS j1. Selection of a Vice Chair to serve for the timeframe of April — June 2012 was opened by Director Nielsen. She recommended appointment of the position to fill the vacancy left by former Member Cohen. The appointment complete the remainder of the fiscal year. The following motion was then presented: MOTION: Moved by Member Barag, seconded by Member Kahn, to approve the selection of Linda Bryan as Vice President of the Community&Arts Foundation to fill the unexpired term through June 2012. Motion carried: 7-0-2 (Absent: Brown and Galindo). 2. Analyst Pachon was called upon for review and approval of a consulting agreement forthe production of the Foundation's 2012 Golf Tournament to be held Monday, October 29, 2012, at Red Hill Country Club. She distributed a proposed "event agreement" between the Foundation and Stephen Wagner and noted that changes to the agreement include conducting both live and silent auctions at this year's event. She noted that last year Consultant Wagner brought in $35,000 worth of sponsorships for the tournament. Following brief comments in support, the following motion was made: MOTION: Moved by Member Madsen, seconded by Member Arguello, to approve the proposed consulting agreement with Stephen Wagner for the production of the Foundation's 2012 Rancho Cucamonga Community & Arts Foundation $1,000,000 Golf Tournament to be held Monday, October 29, 2012, at Red Hill Country Club. Motion carried: 7-0-2 (Absent: Brown and Galindo). 3. Discussion regarding the Foundation's Annual Strategic Alignment Workshop scheduled for Wednesday, May 9, 2012, at the Victoria Gardens Cultural Center was opened by Director Nielsen. The proposed agenda schedule was provided to the Members for their consideration. The schedule for the day included speakers David DeLeon and Keith Church, strategic planning and creation of a succession plan for continued Board leadership. She asked if Members would like to add any items to the meeting to help make it as productive as possible. Suggestions included addressing how to be a more effective board, fundraising, endowment goals and hiring a grant writer. A suggestion was also given to take the discussion of selecting donors to be given special recognition at this year's program off the agenda. Director Nielsen asked that Members email her or Analyst Pachon with any additional suggestions or ideas for the special workshop. Member Madsen left the meeting at 6:50 p.m. and returned at 6:52 p.m. Vice Chair Bryan left the meeting at 6:55 p.m. and returned at 6:57 p.m. and Member Snyder left at 6:56 p.m. and returned at 6:59 p.m. i Community &Arts Foundation - 3 - April 11, 2012 4. Vice Chair Bryan opened consideration of potential donors to be honored at the 2012 donor recognition event. Analyst Pachon was asked to present staffs report. She ` informed the Members that the proposed recognition event is scheduled for September 15th and will again consist of entertainment provided by Artist Gregory Adamson. She suggested Members consider Vavrinek, Trine Day&Co, LLP;Target and former Members Mize and Cohen as corporate and individual donors to be spotlighted at this year's events. Board discussion ensued and suggestions were made to consider the value of the event, allowing the public to also purchase tickets to the event and inviting last year's honored donors to present this year's awards. The Board concurred with Director Nielsen's suggestion to select the special donor's at the June Board meeting. 5. Marketing Manager Palmer updated the Foundation on marketing and outreach efforts. 1 She presented a Chocolate & Wine Festival promotional piece which consisted of a I Hershey Chocolate Bar wrapped with information on the festival, as well as promoting the RC2GO app. She also spoke of the launch of the Foundation's Facebook page. Manager Palmer requested the assistance of a few Members to help with their web and facebook pages. Member Kahn offered his assistance. In addition, Manager Palmer added that a table display is scheduled during the A Wrinkle in Time production and asked for Members to sign up to help cover the hours the booth will be in place. 6. Review and discussion of the Foundation's upcoming meeting calendarfor 2012 consisted of Analyst Pachon distributing the calendar of Board and Committee meetings from April through June 2012. No other discussion was held or action taken. 7. The status report on Foundation supported programs was presented by Supervisor Sluka- Kelly who informed the Board that they are supporting the upcoming MainStreet Theatre production of A Wrinkle in Time. She encouraged all the Members to attend and also distributed information on the 2012 summer programming including a production of The Wizard of Oz and the World Music Series held every Tuesday evening in July at 6:00 p.m. Staff was thanked by the Foundation for their efforts. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None H. ADJOURNMENT MOTION: Moved by Member Arguello, seconded by Member Kahn,to adjourn the Regular Rancho Cucamonga Community & Arts Foundation Meeting. Motion carried: 7-0-2 (Absent: Brown & Galindo). Meeting adjourned at 7:30 p.m. Respectfully su mitted, Melissa Morales Senior Administrative Secretary Community &Arts Foundation - 4 - April ]], 2012 I I r-i Approved by Community & Arts Foundation: June 13,2012 Motion carried: 7-0-2 (Absent: Brown and Madsen) i I I Community &Arts Foundation - 5- April ]], 2012