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Home My WebLink About2018-06-13- MinutesJUNE 13, 2018 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS MEETING MINUTES April 25, 2018 | Community and Arts Foundation Regular Meeting | City of Rancho Cucamonga Page 1 of 4 A. 5:47 P.M. – CALL TO ORDER The regular meeting of the Rancho Cucamonga Community & Arts Foundation was held on Wednesday, June 13, 2018 in the Tri-Communities Room at City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:47 p.m. by Chair Pachon. The Pledge of Allegiance was led by Secretary/Treasurer Rivera. Present were Board Members: Chair Paula Pachon, Vice Chair Tina Chen (arrived at 5:52 p.m.), Secretary/Treasurer Mark Rivera, Al Arguello, Nick Baker, Rosemarie Brown, Jim Harrington, and Bryan Snyder. Absent: Linda Bryan, Fatima Corbett and Jim Harrington Also present were: Jennifer Hunt Gracia, Community Services Director; Susan Sluka-Kelly, Cultural Arts Manager; Christen Mitchell, Management Analyst III, Catherine Allen, Account Technician; Valerie Smith, Administrative Secretary. ANNOUNCEMENTS/PRESENTATIONS Nine scholarships ranging from $500 - $1,000 were awarded to exceptional Rancho Cucamonga high school residents. A total of $5,000 was awarded to students excelling in music, visual, and theater arts. A very special scholarship was presented to Ms. Leyna Camacho thanks to a donation made by the Watson family to the Foundation in memory of Kailee Rose Watson. Kailee had participated in several shows in Community Theater and passed away in April. The Foundation presented a scholarship to Leyna Camacho on the Watson family’s behalf. The family will continue to donate and the Foundation will continue to present a scholarship in Kailee’s memory for the next ten years. Chair Pachon presented Cultural Arts Manager Sluka-Kelly with a gift in recognition of her service to the Foundation as Cultural Arts Manager and welcomed her as the Foundation’s Executive Director. No further discussion was held. COMMUNICATIONS FROM THE PUBLIC None. CONSENT CALENDAR D1. Approval of the Minutes of the Regular Community & Arts Foundation Meeting held April 25, 2018. JUNE 13, 2018 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS MEETING MINUTES April 25, 2018 | 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 April and May 2018. MOTION: Moved by Member Arguello, seconded by Member Brown, to approve the Consent Calendar as submitted. Motion carried: 7-0-3 (Absent: Bryan, Corbett, and Harrington). STAFF REPORTS E1. Financial Update. Management Analyst Mitchell provided an update on the Foundation’s financials. She also went over the insurance that the Foundation has and stated that the City’s General Liability Insurance covers the Foundation. She indicated that Special Event insurance is needed to protect the City in the event of a claim. The Board requested an additional quote for D&O and Special Event Insurance. Analyst Mitchell stated she would research the City’s minimum qualifications and forward the information to the suggested vendor. No further discussion was held. FOUNDATION BUSINESS F1. Election of Officers for the Rancho Cucamonga Community & Arts Foundation Board of Directors – Chair, Vice-Chair, and Secretary/Treasurer 2018/19. Member Rivera nominated himself for Vice-Chair and Member Chen for Chair. Member Chen accepted the nomination. Chair Pachon called for approval of the nominations. Motion carried: 7-0-3 (Absent: Bryan, Corbett, and Harrington). Member Harrington was nominated for Secretary/Treasurer. Member Snyder accepted the nomination if Member Harrington did not accept. Member Harrington later confirmed his acceptance of the nomination via text message. No further discussion was held. MOTION: Moved by Member Rivera, seconded by Member Chen, to approve the nominations. Motion carried: 7-0-3 (Absent: Bryan, Corbett, and Harrington). F2. Discussion regarding holding the Donor Recognition event and Benefit Performance by Fritz Coleman on the same date. The members discussed the item and agreed to hold the Donor Recognition event and the Benefit Performance on the same night. No further discussion was held. F3. Review of additional payroll quotes. JUNE 13, 2018 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS MEETING MINUTES April 25, 2018 | Community and Arts Foundation Regular Meeting | City of Rancho Cucamonga Page 3 of 4 Secretary/Treasurer Rivera provided information on the various quotes that were received from payroll companies and shared that the Executive/Finance Committee selected PayChex even though it will cost an additional $103 per year. He shared that the experience his firm has had with PayChex has been positive and that his firm will be able to assist in inputting into the system and running reports. The total cost per year will be $825.75. The Board also reviewed the final letter that will be presented to the new Executive Director. The Board revised the letter to read “part-time” instead of “temporary”. No further discussion was held. F4. Recommendation to approve the proposal submitted by The Associated Artists of the Inland Empire. The Board moved to approve the requested sponsorship in the amount of $4,000 submitted by The Associated Artists of the Inland Empire. No further discussion was held. MOTION: Moved by Member Baker, seconded by Member Arguello, to approve the proposal. Motion carried: 7-0-3 (Absent: Bryan, Corbett, and Harrington). F5. Review and requested approval of the Foundation’s 2018/19 Fiscal Year Budget. Manager Sluka-Kelly presented the budget for the 2018/19 fiscal year. Chair Pachon stated that the budget would need to be amended to include Special Event insurance. Manager Sluka-Kelly indicated that a new caterer would be coming in to provide services at the Playhouse and that they will be donating a portion of the alcohol beverage sales to the Foundation. She also shared that Randall Lewis will be donating towards Foundation Sponsored City Programs of bussing underserved students. Member Brown inquired about the attorney consultation. Chair Pachon and Secretary/Treasurer Rivera advised that the attorney will assist in reviewing the Foundation’s by-laws. Member Brown also inquired about the New Program Grant. Manager Sluka-Kelly indicated it is a way for the Foundation to expand the opportunities provided so there are more art experiences in the community. The Foundation would receive proposals for the Foundation to determine if they would like to assist with funding. No further discussion was held. MOTION: Moved by Member Snyder, seconded by Member Baker, to approve the budget for fiscal year 2018/19. Motion carried: 7-0-3 (Absent: Bryan, Corbett, and Harrington). F6. Review of the board meeting schedule. Chair Pachon provided an overview of the schedule. She also shared that the Executive Finance Committee recommended that the former Chair continue to serve on the committee. No further discussion was held. MOTION: Moved by Vice Chair Chen, seconded by Secretary/Treasurer Rivera, to approve adding a position to the Executive Finance Committee. Motion carried: 7-0-3 (Absent: Bryan, Corbett, and Harrington). F7. Presentation of 2018/19 Lewis Family Playhouse Season. JUNE 13, 2018 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS MEETING MINUTES April 25, 2018 | Community and Arts Foundation Regular Meeting | City of Rancho Cucamonga Page 4 of 4 Manager Sluka-Kelly highlighted the presentations that are sponsored by the Foundation. No further discussion was held. F8. Verbal Update of 2017/18 Foundation Sponsored Programs. Manager Sluka-Kelly provided an update on the Foundation Sponsored Programs. No further discussion was held. G1. Executive Finance Committee Chair Pachon shared that the committee has focused on the offer letter for the Executive Director as well as the payroll company and taxes. No further discussion was held. G2. Fundraising Committees. Secretary/Treasurer Rivera provided an update on the Golf Tournament. He indicated that the tournament will be held on October 22nd. Chair Pachon clarified that Quince de Bunco will be held on May 3rd. She also reminded the board to get tickets to Quakes Night. No further discussion was held. None. The meeting adjourned at 7:38 p.m. Respectfully submitted, COMMITTEE REPORTS IDENTIFICATION OF ITEMS FOR NEXT MEETING ADJOURNMENT /s/ Valerie Smith Valerie Smith Administrative Secretary City of Rancho Cucamonga