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HomeMy WebLinkAbout13/04/24 (min) Special RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION MINUTES OF THE APRIL 24, 2013, SPECIAL MEETING A. CALL TO ORDER A special meeting of the Rancho Cucamonga Community & Arts Foundation was held on Wednesday, April 24, 2013, 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 5:07 p.m. by Chair Harrington followed by the Pledge of Allegiance. Present were: Board Members: Arguello, Barag, Brown, Bryan, Chen (arrived at 5:10 p.m.), Kahn, Madsen, Pachon, Rivera (arrived at 5:11 p.m.) and Harrington. Absent: Galindo and Snyder. Staff: Janice Reynolds, City Clerk; Lori Sassoon, Deputy City Manager; Nettie Nielsen, Community Services Director; Daniel Schneider, Community Services Supervisor; Susan Sluka-Kelly, Community Services Supervisor; Karen Silhanek, Management Analyst I; Heidi Gautschi, Office Specialist I and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS 1. City Clerk Reynolds administered the Oaths of Office to newly appointed Board Members Paula Pachon and Mark Rivera 2. Analyst Silhanek introduced new Foundation Office Specialist I, Heidi Gautschi and Director Nielsen introduced Analyst Silhanek to the Board and explained her new role in overseeing the Foundation's financials. Chair Harrington recessed the meeting at 5:15 p.m. and reconvened at 5:25 p.m. in order to allow for a brief dinner and opportunity to welcome the new Members. The meeting reconvened with all Members present except Galindo and Snyder. C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. D. CONSENT CALENDAR 1. To approve the Minutes of the Special Community & Arts Foundation Meeting held January 23, 2013. 2. To receive and file Treasurer's Report for the months of January through March, 2013. Rancho Cucamonga April 24, 2013 Community & Arts Foundation MOTION: Moved by Vice Chair Bryan, seconded by Member Kahn, to approve the Consent Calendar, as submitted. Motion carried: 10-0-2 (Absent: Galindo and Snyder) F1.Chair Harrington moved forward the update on Victoria Neighborhood Parks and Landscaping Maintenance District (LMD2). He called on Director Nielsen who introduced Deputy City Manager Sassoon for her report. Manager Sassoon presented to the Board a slideshow presentation on the District, its purpose, services currently being provided by City staff and the budgetary issues facing the District which does not have the funds to continue to maintain the current level of services without eliminating or reducing landscaping along some of the parks, streets and paseos in the area. A fact sheet, as well as Community Feedback Survey, were distributed and the Members were requested to complete and return the survey, and to please get the word out to as many of those residing in the District as possible. Following Manager Sassoon's report, questions arose from the Members. These included whether the ballots are weighted; if the Oversight Committee is being formed only for LMD2; if all the Districts use the same contractors; why only LMD2 is being targeted; if the assessment will appear on the tax bill and if the anticipated increase, if approved by voters, will be the last one for a while. Manager Sassoon responded to their inquiries and confirmed that the ballots are weighted; the Oversight Committee is strictly for review of LMD2 operations; the District's utilizes both contract and City staff to maintain the areas and that at this point LMD2 is the first being targeted as it has been over 17 years since the last increase was implemented. She confirmed that the increase, estimated at approximately $40 per year, if approved through a ballot initiative would be the last one for a while. In conclusion, Manager Sassoon encouraged Members to communicate this information to affected residents they might know in the District. Members commended.staff and noted that unlike the previous ballot measure, communication efforts concerning this proposed assessment increase has been a definite improvement. The update was then received and filed. E. BOARD REPORTS 1. Golf Tournament Committee— Committee Chair Madsen indicated the first meeting of the Committee would be in May. Consultant Wagner added that the format used for the tournaments over the last five years has been a good one. 2. Party Train Board/Chocolate and Wine Festival Committee — Committee Chair Bryan explained the Party Train Events and all Members were encouraged to host an event. Member Brown's upcoming Tea Party at Barbara's Tea House was announced. Member Kahn offered to have an outdoor fundraiser. Chair Harrington will again host a fundraiser at a Quakes game using the Skybox. Rancho Cucamonga - 2- April 24, 20 Community & Arts Foundation The upcoming Chocolate and Wine Festival was addressed next. Committee Chair Bryan distributed a packet a tickets to each of the Members and indicated they should be sold for $55 per ticket. Questions were raised concerning who to give the ticket monies to and Chair Bryan said that Director Nielsen, Analyst Silhanek or Manager Palmer could be given the money for processing. A question was raised regarding whether tickets could be purchased via credit card and Consultant Wagner responded that he should be contacted if this is the case. Chair Bryan continued that an information table will be set-up at the event and asked that Board Members sign up for '% hour shifts. She indicated that silent auction items are going well and asked that Members secure one or two items each. Consultant Wagner commended the efforts of Chair Bryan and that of the Committee and added that more progress has been made than at this same time last year. Questions from the Board arose concerning the event including sponsorship perks; food to be served; entertainment planned; if noise issues experienced last year have been addressed and if promotion materials are being created and will be distributed to the Board. Consultant Wagner clarified all of the questions asked. He explained that sponsorship benefits include VIP seating at the event and sign recognition; food to be served will be heavy appetizers and food samples from the restaurants competing in the best dessert and wine challenge; live entertainment will not be secured due to the request to shorten the event's length; the sound issue has been addressed and that marketing materials are being distributed to Members that evening. Chair Harrington stressed the need for auction items and Consultant Wagner added how important sale of tickets would be to the event's success as well. No other discussion was held. Member Arguello left the meeting at 6:35 p.m. and returned at 6:40 p.m. 3. Executive/Finance Committee — No meeting was held. 4. Board Development Committee — Committee Chair Kahn introduced the most recent additions to the Board (Chen, Pachon and Rivera) and each Member in turn gave self- introductions. Following their comments, Chair Kahn encouraged the Board to continue their efforts to seek out and recruit potential candidates. 5. Arts Giving Committee — Chair Harrington spoke of the Committee meeting held earlier and that 14 scholarship applications had been received. He indicated that five $500 scholarships will be awarded and that it is planned that the students will receive their scholarships at the special Board workshop in May. He added that the Foundation is also supporting the Art Association's annual show. 6. Annual Giving Campaign Committee - No meeting held. Rancho Cucamonga - 3 - April Community &Arts Foundation F. FOUNDATION BUSINESS 1. Update on Victoria Neighborhood Parks and Landscaping Maintenance District (LMD2) was held following the Consent Calendar. 2. Review of the proposed agenda for the Board's Workshop scheduled to be held May 29, 2013, was provided by Director Nielsen. She distributed and reviewed the proposed draft agenda to the Board. The schedule included review of financial goals, establishment of a fundraising plan; guest speaker Dr. Jonathan Yorba, Executive Director of The Community Foundation of Riverside and San Bernardino Counties; and establishing a programs and operations plan for the coming fiscal year. No additional input or changes were noted. 3. Update on the Community-wide Recreation Needs Assessment Project was provided by Supervisor Schneider. He explained the process undertaken for the project which is being led by Manager Palmer. He informed the Commission of various stakeholder and focus group meetings held with key staff, Members of the City Council, and various City Committees and Commissions and two community meetings where the general public were invited. He explained the next steps in the process to send out surveys to approximately 1,000 households and conduct phone surveys. In addition, he announced the launch of an on-line forum www.RCCommunityldeas.com, where public input is encouraged and includes a rewards incentive component. The project's schedule was reviewed which culminates in July with a joint meeting of the City Council, Park and Recreation Commission and public to hear the results of the Survey's findings. Informational materials were distributed and the Members were asked to please spread the word about the project. Chair Harrington noted that completion of the survey was quick and Members were encouraged to be a part of the process. The update was received and filed. 4. Chair Harrington called upon Director Nielsen concerning the discussion of hosting a 2013 Donor Recognition and Awards event. Director Nielsen referenced staff's April 24th report which included a brief history of past recognition events and challenges in getting a substantial turnout of donors to attend the event and costs incurred. She encouraged the Board to consider what individual and business they want to recognize this year; when they wish to host the event and ways in which to recognize their donors. She suggested the Board consider combining the event with the upcoming Fritz Coleman Benefit Performance. Members were asked to provide their comments and suggestions. Discussion ensued by Board. Some Members expressed support of the suggestion to host the event on the same evening as the Fritz Coleman fundraiser but concern was also expressed that the benefit concert might dilute the benefit performance if combined with another event. A consensus was reached that only awards should be presented and that monies normally spent for the event should be earmarked for Rancho Cucamonga - 4 - April 4, 2013 Community & Arts Foundation student scholarships instead. Director Nielsen added that that the proposed donors to be recognized would be considered by the Board at their June meeting. The following action was taken: MOTION: Moved by Member Kahn, seconded by Vice Chair Bryan, to cancel hosting a Donor Recognition and Awards Event for 2013. Motion carried: 10-0-2 (Absent: Galindo and Snyder). MOTION: Moved by Vice Chair Bryan, seconded by Member Kahn, to approve conducting the annual donor awards ceremony for 2013 in conjunction with the Fritz Coleman Benefit Performance. Motion carried: 10-0-2 (Absent: Galindo and Snyder) 5. Director Nielsen led the discussion regarding consideration of appointments to the various Board Subcommittees by distributing a chart of the current committees, meeting schedule and membership on the committees. Members than provided input and expressed their preference as to which committees they wish to participate in. Member Rivera was added to the Golf Tournament Committee and Member Pachon was added to the Spring Event and Board Development Committees. Member Chen as added to the Arts Giving Committee. No other discussion was held. 6. Discussion regarding the Foundation's scheduled fundraiser with Fritz Coleman on October 5, 2013, was brief. Director Nielsen informed Members that the fundraising event has been included in the 2013/14 Season Brochure and as the event gets closer, more details will be provided. 7. The status report on Foundation supported programs and activities was presented by Supervisor Sluka-Kelly. She spoke of recent support provided by the Foundation to the MainStreet Theatre production of Phantom Tollbooth and also offered two complimentary tickets to each of the Members to the upcoming Celtic Fire performance which was replacing the scheduled performance by Claddagh. Lastly, Supervisor Sluka-Kelly said plans for the Summer World Music Series were underway due to the Foundation's generous support. The update was received and filed. Member Chen left the meeting at 7:43 p.m. and returned at 7:46 p.m. 8. Director Nielsen addressed the Board concerning an update on plans for the Foundation's Progress Report for 2011-2013. She distributed and referenced the 2008-2010 report and indicated that decisions needed to be made on the types of statistics to be contained in the new report and whether format changes need to be made such as condensing the document which is used for a variety of purposes including grant applications and to potential donors and sponsors. She suggested creation of an ad hoc committee to work with Marketing Manager Palmer and asked Members to contact her if interested in participating. Chair Harrington and Member Rivera both offered to assist. No other discussion was held or action taken. Rancho Cucamonga - 5 - April Community&Arts Foundation 9. The April through June Foundation Board and Subcommittee meeting schedule was referenced. No discussion was held or changes made to the schedule. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None K ADJOURNMENT MOTION: The Special Rancho Cucamonga Community & Arts Foundation Meeting was officially adjourned at 8:05 p.m. with all Members present except Members Galindo and Snyder. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community & Arts Foundation: September 25, 2013 Motion carried: 10-0-1-2 (Abstain: LeMond, Absent: Arguello and Galindo) Rancho Cucamonga - 6- April 24, Community & Arts Foundation