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HomeMy WebLinkAbout13/09/25 (min) RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION MINUTES OF THE SEPTEMBER 25, 2013, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community & Arts Foundation was held on Wednesday, September 25, 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 5:00 p.m. by Chair Harrington who then led the Pledge of Allegiance. Present were: Board Members: Barag, Brown, Bryan, Chen, Kahn, LeMond, Madsen, - Pachon, Rivera, Snyder and Harrington. Absent: Arguello and Galindo. Chair Harrington announced Member Galindo's intent to remain on the Board, but to decrease his active participation at this time. Staff: Nettie Nielsen, Community Services Director; Francie Palmer, Community Services Marketing Manager; Susan Sluka-Kelly, Community Services Supervisor; Daniel Schneider, Community Services Supervisor; Karen Silhanek, Management Analyst I; Heidi Gautschi, Office Specialist I and Melissa Morales, Senior Administrative Secretary. Guests: Bill Pallotto, Park and Recreation Commission Vice Chair and Janet Ryerson, Park and Recreation Commissioner. B. ANNOUNCEMENTS/PRESENTATIONS 1. Newly appointed Member Rod LeMond was introduced to the Board by Member Brown who had encouraged him to join the Foundation. He gave a brief self- introduction that was followed by a Board recess from 5:15 p.m. to 5:32 p.m. in order to give Members and opportunity to welcome him and enjoy a light dinner. The meeting reconvened with all Members present except Arguello and Galindo. Members who were unable to attend the recent Commission and Board Recognition Dinner were presented with plaques from Director Nielsen on behalf of the City in honor of their volunteer service to the community. 2. Presentation regarding the results of the Community-Wide Recreation Needs Assessment was moved following the Consent Calendar. C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. Rancho Cucamonga Community &Arts Foundation - 1 - September 25, 2013 D. CONSENT CALENDAR 1. To approve the Minutes of the Special Community & Arts Foundation Meeting held April 24, 2013; Special Community &Arts Foundation Meeting held May 29, 2013 and Regular Community & Arts Foundation Meeting held June 12, 2013. 2. To receive and file Treasurer's Reports for the months of July and August 2013 and Fiscal Year End Report for 2012/13. MOTION: Moved by Vice Chair Bryan, seconded by Member Kahn, to approve the Consent Calendar, as submitted. Motion carried: 10-0-1-2 (Abstain: LeMond; Absent: Arguello and Galindo) B.2.Manager Palmer was joined by Park and Recreation Commissioners Bill Pallotto and Janet Ryerson for the presentation regarding the results of the Community-Wide Recreation Needs Assessment. The Board was shown an abbreviated slideshow on the Assessment's findings and analysis and were provided handouts of the presentation which included information on the Assessment's purpose, project timeline, process undertaken for gathering the information and highlights of the survey results. Areas highlighted included responses to the survey concerning the ranking of importance of current programs and facilities, how well the respondent's needs are being met and ranking of the most important programs, activities and events to be added to or expanded in the next five years. Following the presentation, Board Members were asked if they had any questions or comments. Questions were raised concerning how respondents knew to rank a proposed library discovery center, status of Southwest Park, age range of those identified as "Baby Boomers" and if there is a correlation across key demographics. Staff and Commission responses clarified that the survey included the library's proposed discovery center question based on the suggestion provided at the initial focus group discussions, the status of the proposed Southwest Park is still pending a decision by the State concerning the property, the recognized "Baby Boomer" birthdates are from 1946 to 1964 and that there is a correlation across key demographics. Manager Palmer was applauded for her efforts as the Project Manager. E. BOARD REPORTS 1. Golf Tournament Committee — Committee Chair Madsen distributed a tournament brochure and reminded that the major fundraiser is only a month away. He asked Members to provide him with a status of any potential sponsorships or donations that they are working on. He reviewed the sponsors that have been secured to date and expressed some concern that the event was a little behind then in years past. He requested assistance by the Board in any way they could. Member Madsen was asked when the deadline was to secure sponsorships and he responded that all should be secured within the next three weeks. A suggestion was also made to consider contacting the Chamber of Commerce regarding their participation and support at which time Vice Chair Bryan offered to look into. Rancho Cucamonga Community &Arts Foundation - 2 - September 25, 2013 Member Kahn left the meeting at 6:20 p.m. and returned at 6:25 p.m. 2. Spring Events/Party Train Committee — Committee Chair Bryan reviewed the events held in 2013 and expressed disappointment with the lack of some members' participation. She distributed a list of party train event ideas, encouraged each Member to host an event and announced that she is having a fundraiser at her house on October 191h, at 6:00 p.m., and all were welcome to attend. Member Rivera left the meeting at 6:30 p.m. and did not return. Member Snyder left the meeting at 6:31 p.m. and did not return. A question was asked whether all of the unsold silent auction items that were the property of the Foundation had been returned from the Chocolate and Wine Festival. Discussion ensued that included concern expressed regarding the progress of Consultant Wagner in tying up any loose ends with the event held in June. A suggestion was made to call a special meeting with the consultant and Director Nielsen indicated she would schedule a meeting with him next week. It was agreed that Chair Harrington would also attend on behalf of the Foundation. 3. Executive/Finance Committee — Committee Chair Harrington reported that the Committee's August meeting included updates on the activities of the various subcommittees, investment policy discussion and identification of agenda items for the Board meeting. 4. Board Development Committee — Committee Chair Kahn commented that recently interest has been expressed by an employee of Citizen's Business Bank. Member Barag added that Jason Gould has indicated he would like to join the Board at the beginning of the year. 5. Arts Giving Committee— Manager Kelly informed Members that a Committee meeting held earlier today resulted in no action by the Committee but that they would meet again in January to further discuss their recommendation for proposed Foundation giving for fiscal year 2014/15. Manager Kelly also informed that the application deadline was approaching for the high school scholarship program and that Members Brown and Chen had joined the Committee. 6. Major Gift Committee— to be discussed on Item F.1. 7. Marketing and Communication Committee — Committee Chair Pachon spoke of the initial Committee meeting held with the next one scheduled for October. She indicated that a focus will be given on the Foundation's Annual Report. Access for Member Kahn was requested in order to update the Board's web-site and Manager Palmer announced that press releases are in process for the Fritz Coleman fundraiser. Vice Chair Bryan added that she had submitted a letter to the editor of the Daily Bulletin regarding the benefit of arts in the community and highlighting the Cultural Center. Rancho Cucamonga Community &Arts Foundation - 3- September�17 F. FOUNDATION BUSINESS 1. Review and acceptance of the Major Gift Committee 2013/14 Plan of Action was opened by Committee Chair Harrington. He spoke of meetings held so far one of which included Consultant Ron Wolff as provided for by a grant received from the Community Foundation of Riverside County. Staffs report was summarized which contained the Committee's Plan of Action, current funding breakdown chart, project timeline through April 2014 and newly created Donor Survey. An allocation of $1,000 to assist with various expenses was recommended. Following his comments, brief discussion by the Board took place. Comments were made that the Board needs to make sure they have a good idea of how donors view the Foundation and importance of contacting past donors regarding their willingness to facilitate other connections in the community. Member Pachon also explained the Foundation "affiliates" which Manager Palmer added now includes the military banner program. A question was asked regarding who applies for the various grants and Manager Palmer confirmed that both Community Services and Library staff have applied for and received grants benefitting the Cultural Center. Member Kahn left the meeting at 7:05 p.m. and did not return. MOTION: Moved by Vice Chair Bryan, seconded by Member Brown, to accept the Plan of Action for the Major Gift Committee and approve the allocation of $1,000 as requested. Motion carried: 8-0-5 (Absent: Arguello, Galindo, Kahn, Rivera and Snyder) 2. Information on the City's Investment Policy was presented by Chair Harrington. He made reference to the information provided in the agenda packet which included the City's Statement of Investment Policy and noted that currently the Foundation has no official policy in place. An inquiry was made whether the Foundation could implement a separate policy from the City's. Director Nielsen responded that the Board could approve their own policy but that it should closely follow that of the City's. Suggestions were made to consider looking at more long term investments, possibly form a subcommittee to work on the policy, to research whether administrative support will still be provided if the Board varies from the City's policy and to consult with City Treasurer Frost. Director Nielsen indicated she had spoken with City finance staff and they would be willing to assist in working with the Foundation on establishing its policy. In conclusion, Chair Harrington commented that the effort is just getting underway and will continue to be addressed by the Executive/Finance Committee who will draft a policy that the entire Board should be comfortable with. No other action was taken or discussion held. Member Chen left the meeting at 7:21 p.m. and returned at 7:25 p.m. Rancho Cucamonga Community &Arts Foundation - 4 - September 25, 2013 3. Analyst Silhanek provided staff's update and recommendation regarding Restricted Funds of the Community & Arts Foundation. She informed Members of her and Specialist Gautschi's efforts to review each of the Funds and determine a plan of action for their expenditures and closure. She referenced staff's report which detailed the five funds and recommended expenditures. The five funds are: Youth Achievement; Off Leash Dog Park and the James Curatalo, Ralph Lewis and Betty McNay Memorial Funds. A question was asked whether the families of the memorial funds had been contacted and clarification requested on planned uses for the McNay Fund. Analyst Silhanek responded that the Curatalo Family had been contacted and were not interested re-activating the fund and that few contacts for the other funds were found. Director Nielsen clarified that the proposed use for the McNay Fund could be for use of technology such Pop-Up RC or possibly credit card swipers. She noted that there were not enough monies in the Fund that would greatly impact any specific programs. A comment was made that the funds should be earmarked for Foundation purposes only and Director Nielsen confirmed that the intent of the funds is to serve the community. A question was also asked as to the status of the Learn Not to Burn Fund and Analyst Silhanek indicated she would research the matter and report back. Following their questions and comments, the Board took the following action: MOTION: Moved by Member LeMond, seconded by Member Madsen, to accept staffs recommendation on the expenditure and closure of the Youth Achievement Fund, Off Leash Dog Park Fund, Curatalo Memorial Fund; Ralph Lewis Memorial Fund and McNay Memorial Fund. Motion carried: 8-0-5 (Absent: Arguello, Galindo, Kahn, Rivera and Snyder) 4. Chair Harrington called upon staff for the update on the Fritz Coleman Benefit Performance scheduled for October 5, 2013, and presentation of Foundation Awards at the Performance. Manager Kelly reported that the show is selling well and that Mr. Coleman has been very easy to work with. Committee Member Pachon encouraged the Board to buy tickets and attend and estimated that $9,000 could be grossed if the event sells out. She asked the Board's consensus if tickets could be sold to City staff closer to the event date at a 2-for11 special to help fill the house. The Board expressed their concurrence. Manager Palmer confirmed with the Board that former Member Chuck Buquet, U.S. Bank and Vavrinek, Trine and Day will receive their donor recognition awards immediately after the intermission. She gave the proposed timeline which includes a welcome reception at 6:30 p.m. In addition, an opportunity for those in attendance to give a voluntary donation will be provided. A suggestion was made that all of the Board Members present should be on stage to present the awards and have a presence at the information table. Rancho Cucamonga Community &Arts Foundation - 5- September 25, 2013 5. Director Nielsen was called upon regarding review of Committee assignments, appointment of Board Members to various Committees and schedule of upcoming Foundation Board and Committee meetings. She reviewed with the Board their organizational chart, list of Committee assignments and meeting schedule. Following the review, no other discussion was held or action taken. 6. The update and status on the Rancho Cucamonga Community & Arts Foundation Name Change was provided by Manager Palmer who informed the Board that the Letter of Determination from the Internal Revenue Service is still pending receipt by staff and should arrive in the very near future. No other discussion was held or action taken. Vice Chair Bryan left the meeting at 7:55 p.m. and returned at 8:00 p.m. 7. Chair Harrington called upon Director Nielsen to discuss the possible re-alignment of terms of appointment to the Community & Arts Foundation Board. She referenced staff's report which included a chart of the current terms, as well as proposed new term dates which would bring the Board's appointments in line with the City's Commissions which are required by the Municipal Code to end in December rather than June as is currently the practice. She indicated that, from staff's perspective, appointments based on the calendar year will be easier than the current fiscal year terms. It was also noted that Members Madsen and Snyder's terms would be the first affected by this change. Brief discussion ensued. Board questions included whether the Foundation operates on a fiscal or calendar year basis and possible impacts to the appointments in December when the City is closed for business over the holidays. Director Nielsen responded that the Foundation operates on a fiscal year basis and the end of the year closure would not be impactful. Some support was expressed for keeping the appointment terms as is, and other support given to concur with staff's recommendation to change the effective dates. The Board then took the following action: MOTION: Moved by Vice Chair Bryan, seconded by Member Madsen, to approve that regular term appointments for the Board of Directors of the Community & Arts Foundation be set to expire in December and commence in January. Motion carried: 10-0-1-2 (Abstain: LeMond, Absent: Arguello and Galindo) 8. Manager Kelly provided the update and status of Foundation Supported Programs. She reviewed upcoming performances at the Playhouse as well as invited Members to attend the October 151 Director's meeting of the Aesop in Rancho Cucamonga production. She also informed the Board that complimentary tickets were available for the October 121h•Bellydance Superstars Danzara show. Brief discussion by the Board ensued and a statement made that Members need to attend and support the Playhouse productions. Manager Kelly clarified that tickets for certain shows can be comped for Members if they are stewarding a new attendee or potential donor to the theater. The update was then received and filed. Rancho Cucamonga Community &Arts Foundation - 6- September 25, 2013 G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Board Member Pachon commented on the number of Board Members who had left the meeting early and suggested that lengthy presentations such as Item C.2. not be placed at the beginning of the meeting to allow for Foundation business to be conducted prior to Members needing to leave. H. ADJOURNMENT MOTION: Moved by Member LeMond, seconded by Member Chen, to adjourn the Regular Rancho Cucamonga Community &Arts Foundation Meeting. Motion carried: 8-0-5 (Absent: Arguello, Galindo, Kahn, Rivera and Snyder). Meeting adjourned at 8:10 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community & Arts Foundation: January 22, 2014 Motion carried: 9-0-3 (Absent: Arguello, Barag and Galindo) Rancho Cucamonga Community &Arts Foundation - 7- September 25, 2013