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HomeMy WebLinkAbout13/05/29 (min) Special RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION MINUTES OF THE MAY 29, 2013, SPECIAL MEETING A. CALL TO ORDER The special meeting of the Rancho Cucamonga Community & Arts Foundation was held on Wednesday, May 29, 2013, at the Victoria Gardens Cultural Center—Celebration Hall, 12505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order at by Chair Harrington at 9:10 a.m. followed by the Pledge of Allegiance. Present were: Board Members: Barag, Brown, Bryan, Chen (arrived at 12:45 a.m.), Galindo, Kahn (arrived at 10:30 a.m.), Madsen, Pachon, Snyder (arrived at 12:00 p.m.) and Harrington. Staff: Nettie Nielsen, Community Services Director; Francie Palmer, Community Services Marketing Manager; Daniel Schneider, Community Services Supervisor; Susan Sluka-Kelly, Community Services Supervisor; Michelle Baldwin, Community Services Coordinator and Melissa Morales, Senior Administrative Secretary. B. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. C. BUSINESS 1. The Annual Goal Setting Workshop of the Rancho Cucamonga Community & Arts Foundation Board of Directors was opened. Director Nielsen was called upon to facilitate the workshop and she began staff's presentation by reviewing the proposed schedule for the day. She indicated that morning discussions would focus on a two- year review of the Foundation's fundraising events, programming and operational budgets followed by establishment of a fundraising plan on fiscal year 2013/14 in the area of events. A special presentation would be provided by Dr. Jonathan Yorba, Executive Director of The Community Foundation of Riverside and San Bernardino Counties, followed by lunch and then more Board fundraising planning and establishment of a communications and outreach plan for 2013/14. The last portion of the meeting would be an overview of Board operations, reminders and a presentation of student scholarships. Director Nielsen provided a PowerPoint presentation of the last two years of the Board's fundraising events which included the major fundraisers- Chocolate and Wine Festivals and Annual Golf Tournament and small events - Party Train and Fritz Coleman Benefit performance. She also highlighted areas of giving by the Board including sponsorship of programs, World Music Series and Donor Recognition Event. Rancho Cucamonga May 29, 2077 Community & Arts Foundation Based on her report which indicated expenditures were exceeding revenues, Director Nielsen was asked approximately how long this has been the case. She responded by indicating that for at least the past four years, this has been the trend. Director Nielsen also informed the Board that she would be bringing forth a recommendation at their June meeting that quarterly reports would be provided to allow for an increased awareness of their financial standing. Suggestions were made that more strategic planning needs to be done in raising funds or adjustments made in the area of giving. Staff was also asked to consider charging an administrative fee to the various affiliate organizations to help offset the costs for staff to administer their accounts which consumes a significant amount of staff time. The matter of whether to charge the affiliates will be placed on a future agenda for further discussion. The next item on the agenda was Part I of the establishment of a Board Fundraising Plan with a focus on reviewing the current fundraising events, set criteria for evaluating success, set fundraising goals and establish the subcommittees and their membership. Director Nielsen distributed a form entitled "Criteria for Evaluating Success" for the Chocolate and Wine Festival, Golf Tournament and Fritz Coleman Fundraisers. Each of the forms included quantitative measures in areas including net dollars raised, sponsorships, attendance, etc. with the budget goal and "deemed successful" line to be determined by the Board. Committee Chair Bryan gave a brief update on the status of the upcoming Festival. Director Nielsen indicated that post- event, it needs to be evaluated in areas including the time scheduled and location held and fixed expenses. Brief discussion ensued concerning the efforts of the consultant, incentives and goals. A suggestion was also made to determine whether this is the right event for the Board to host. The Fritz Coleman Benefit Performance was addressed next and its goal to raise $8,000. Director Nielsen recommended the formation of an ad hoc committee to assist in coordinating the event logistics. Finally the Golf Tournament was discussed and its current goal to raise $35,000. Comments were made of the need to continue to have an auction at the event if the right items are secured. A comment was also made to consider contracting with another consultant in future years. Member Galindo left the meeting at 10:45 and Chair Harrington recessed the meeting at 10:50 a.m. The meeting was reconvened at 11:10 a.m. with all Members present except Members Arguello, Chen, Rivera and Kahn who returned at 11:45 a.m. Following the break, Dr. Johnathan Yorba, Executive Director of The Community Foundation of Riverside and San Bernardino Counties was introduced. He began his presentation by first providing a brief history of his Foundation. He then went on to stress the importance of Members being passionate both as individuals and as part of the Board. He continued by explaining the differences in staffs role vs. the Board's. Each of the Board Members expressed their areas of interest some of which were arts related and others more community-wide. He suggested that potential candidates need to have a clear understanding that fundraising will be a requirement to serve on Rancho Cucamonga - 2 - May 29, 2013 Community &Arts Foundation the Board and that every Member needs to be involved. He added that funders today want to help build on organizations that are strong rather than to "save" them. Dr. Yorba continued his presentation by stressing the need to cultivate and know your donors and importance of keeping donor relationships current. He continued by pointing out the necessity to build greater awareness in the community and to carry the Foundation's brand. He concluded by stated that sustainability should be the first priority and to focus on what gets the most"bang for your buck" and intelligence equity vs. sweat equity. Dr. Yorba was presented with a small token of appreciation for taking the time to address the Board and thanked by all for his input. Chair Harrington recessed the Meeting at 12:15 p.m. for the lunch break. The meeting reconvened at 1:10 p.m. with all Members present except Arguello and Rivera. Board fundraising plan Part 2 was started by introduction of Community Services Coordinator Baldwin. Coordinator Baldwin referenced the "Fund Development Tracking Worksheet" provided to the Board which listed the funding organization, area of interest grant submittal deadlines, staff assigned, requested funding and status. Director Nielsen explained where Board Members assistance is needed and it was noted that Bank of America has a Board Capacity Grant which awards three hours of consulting time. Director Nielsen indicated this would be addressed in June. A suggestion was also made to train a small number of the Board Members who could then in turn assist in training their fellow Members. The need to prioritize the funding being applied for was also suggested and Director Nielsen replied that the first priority is to cover the operating and giving expenses. The Board concurred with forming a committee to be trained for asks. Chair Harrington and Member Pachon offered to be part of the Committee. Member Madsen left the meeting at 2:00 p.m. and returned at 2:05 p.m. Manager Palmer distributed the 2008/10 Foundation Program Report and recommended formation of an ad hoc committee to assist with the 2011/13 Report. Members Barag and Pachon offered to sit on the committee and discussion was also held concerning the Foundation having an information table at performance and events they sponsor. Board exercises took place concerning the top three current outreach tools and new ideas for outreach. Manager Palmer underscored the importance for a web presence and Member Kahn offered his assistance on any web or Facebook pages. A suggestion was given to appoint someone from the high school drama department to be on the Board and have those schools whose students receive scholarships to make announcements of Foundation sponsored events. The last portion of the meeting, prior to the awarding of scholarships, was an overview of Board operations including the role of staff and officers of the Board. A comment was made that the Board should have access to the tax returns and that in other Board's the organization's CPA provides an annual report to the Members. Rancho Cucamonga - 3 - May 29, 2013 Community & Arts Foundation The Board recessed at 2:45 p.m. and reconvened at 3:05 p.m. with all Members present except Arguello, Madsen and Rivera. Director Nielsen concluded by emphasizing that more monies have been committed to being spent than to being fundraised. The need to close this gap is critical to the Board's success. Party train events were highlighted and Director Nielsen closed the workshop by thanking the Board for all of their hard work and efforts. She reminded that their next meeting is scheduled for June 12th and would include adoption of the fiscal year budget and subcommittee appointments. She added that Rod LeMond is a new potential candidate that she will be meeting with on Friday concerning his interest in serving on the Board. D. ADJOURNMENT The Special Rancho Cucamonga Community &Arts Foundation Meeting was officially adjourned at 3:30 p.m. 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 - 4 - May 29, 2013 Community &Arts Foundation