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Home My WebLink About2017-11-29 - MinutesNOVEMBER 29, 2017 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS MEETING MINUTES November 29, 2017 | Community and Arts Foundation Regular Meeting | City of Rancho Cucamonga Page 1 of 4 A. 5:15 P.M. – CALL TO ORDER The regular meeting of the Rancho Cucamonga Community & Arts Foundation was held on Wednesday, November 29, 2017, in the Tri-Communities Room at City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:15 p.m. by Chair Pachon. The Pledge of Allegiance was led by Member Pachon. Present were Board Members: Chair Paula Pachon, Vice Chair Tina Chen (arrived at 5:24 p.m.), Secretary/Treasurer Mark Rivera, Al Arguello (arrived at 5:37 p.m.), Fatima Corbett (arrived at 5:20 p.m.), Jim Harrington, and Bryan Snyder (arrived at 5:19 p.m.). Absent: Linda Bryan, Nick Baker, and Rosemarie Brown. Also present were: Jennifer Hunt Gracia, Community Services Director; Christen Mitchell, Management Analyst II; Susan Sluka-Kelly, Cultural Arts Manager; Catherine Allen, Account Technician; Valerie Smith, Administrative Secretary. ANNOUNCEMENTS/PRESENTATIONS B1. Second Story Presentation. Library Foundation member Tina Gilfry and Library Director Julie Sowles presented PowerPoint slides with information on Biane Library Second Story. Member Snyder arrived at 5:19 p.m. Member Corbett arrived at 5:20 p.m. Member Chen arrived at 5:24 p.m. Member Arguello arrived at 5:37 p.m. COMMUNICATIONS FROM THE PUBLIC None. CONSENT CALENDAR D1. Approval of the Minutes of the Regular Community & Arts Foundation Meeting held September 27, 2017. NOVEMBER 29, 2017 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS MEETING MINUTES November 29, 2017 | Community and Arts Foundation Regular Meeting | City of Rancho Cucamonga Page 2 of 4 D2. Treasurer’s Reconciliation Summary Reports for the LAIF and PAL Accounts for Fiscal Year- End 17/18 and August - September 2017. MOTION: Moved by Member Rivera, seconded by Member Chen, to approve the Consent Calendar, as presented. Motion carried: 7-0-3 (Absent: Baker, Brown and Bryan). FOUNDATION BUSINESS E1. E2. Review and approval of 2017 Donor Awards and reception details and assignments. Manager Sluka-Kelly updated the members on the details that require discussion. The Board discussed the guest list which will include City leadership, previous winners, and staff will run the ticket list to identify who will be attending the show that night that have previously donated. The members agreed to recognize both Peter and Linda Bryan for their many contributions to the community. It was suggested that the Firefighters Association be invited to attend. All those involved in National Core have been invited to the event. Members Corbett and Chen will decide the food and awards. No further discussion was held. Establish RCCAAF’s 2018 fundraising events and calendar. Manager Sluka-Kelly inquired if the Board would like to maintain the same fundraisers and whether the committee members for the events will remain. Discussion was held on a new date for Cinco de Bunco. It was suggested that March 16th or 17th be reserved for Cinco de Bunco. Vice Chair Chen stated Monte Carlo will be held on April 28th. The other events will continue. Secretary/Treasurer Rivera expressed the need for changes to the golf tournament in order to continue to host a successful event. Chair Pachon invited all members to host a fundraiser. No further discussion was held. STAFF REPORTS F1. Financial Update: Cash vs. accrual accounting method and 2016/17 tax update. Management Analyst II Mitchell presented the staff report on cash vs. accrual with a recap of the taxes for fiscal year 2016/17. The Board discussed the advantages of cash vs. accrual. However, the Board determined that an explanation by Member Brown would help to decide on whether to make the change. The Board also suggested that a quote be requested from LSL with staff doing the front-end work so that inputting information for the taxes will be easier for LSL. Member Harrington inquired if the change would affect investments and provided an update on the Foundation’s investments. He stated that the Investment Committee will strive to provide an update every six months. The continued operation under accrual basis would mean not having to file Form 3115. Secretary/Treasurer Rivera stated he would discuss with Member Brown. Chair Pachon indicated that the taxes would be reviewed by the Executive/Finance Committee then be presented to the full board. The taxes would be filed in May. Member Snyder suggested that streamlining the process would offer a decrease in NOVEMBER 29, 2017 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS MEETING MINUTES November 29, 2017 | Community and Arts Foundation Regular Meeting | City of Rancho Cucamonga Page 3 of 4 cost. He stated that he would follow up with LSL regarding the quote. Staff will operate under the accrual basis. No further discussion was held. F2. Review and Discussion of Board Member Terms. Manager Sluka-Kelly presented a report on the board terms. Member Snyder stated that having “terms” be plural in the by-laws allows for additional terms. No further discussion was held. F3. Verbal update of 2017/18 Foundation Sponsored Programs. Manager Sluka-Kelly offered a report on the performances sponsored by the Foundation. She stated that The Witches had much success. She highlighted programs that the Foundation has sponsored in the playbill. No further discussion was held. G1. Executive Finance Committee Chair Pachon shared the administrative concerns that were discussed during the meeting. She also stated that a non-profit attorney would be hired to assist the Foundation. She noted that the budget was increased to cover the cost of the attorney to ensure the Foundation continues to be in compliance. She indicated that the Animal Foundation will be removing their funds. She also shared that the committee discussed recent changes on how donors are being recognized. It was highlighted that donors are not removed from the donor wall only the playbill based on the donor policy. No further discussion was held. G2. Golf Tournament Committee Secretary/Treasurer provided an update on the golf tournament. He stated that approximately $42,000 was raised. He shared that it is a challenge finding sponsors every year. It was recommended to lower the target amount to alleviate the stress. The members thanked the Golf Committee for all of their hard work. No further discussion was held. G3. High School Program/Scholarship Committee Vice Chair Chen provided an update. She indicated that applications for sponsorship will be due towards the end of January. She also highlighted the changes that were made to include any high school in Rancho Cucamonga and the inclusion of fine arts on the application. Manager Sluka-Kelly stated that the information on the website will be updated. No further discussion was held. G4. Donor Recognition Committee Discussed earlier in the meeting. COMMITTEE REPORTS NOVEMBER 29, 2017 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS MEETING MINUTES November 29, 2017 | Community and Arts Foundation Regular Meeting | City of Rancho Cucamonga Page 4 of 4 G5. Foundation Program Report Chair Pachon stated that a meeting will be held after the first of the year. G6. Art in Public Places Committee The committee has not held a meeting. The following items were identified for the next regular meeting: Discussion on sponsor packaging; updates on fundraising events; recap of Donor Recognition; update on taxes and attorney; discussion on a campaign to recruit board members. The meeting adjourned at 7:20 p.m. MOTION: Moved by Board Member Arguello, seconded by Board Member Snyder, to adjourn. Motion carried: 7-0-3 (Absent: Baker, Brown and Bryan). Approved on: January 24, 2018 Respectfully submitted, IDENTIFICATION OF ITEMS FOR NEXT MEETING ADJOURNMENT /s/ Valerie Smith Valerie Smith Community & Arts Foundation Secretary City of Rancho Cucamonga