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HomeMy WebLinkAbout2015-04-22 - Minutes - Community & Arts Foundation RANCHO CUCAMONGA COMMUNITY &ARTS FOUNDATION MINUTES OF THE APRIL 22, 2015, SPECIAL WORKSHOP A. CALL TO ORDER The special workshop of the Rancho Cucamonga Community&Arts Foundation was held on Wednesday, April 22, 2015, at the Victoria Gardens Cultural Center, 12505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order by Chair Snyder at 2:10 p.m. (a quorum was reached at 3:43 p.m. upon the arrival of Member LeMond). The Pledge of Allegiance was held. Present were: Board Members: Arguello, Barag, Galindo, Harrington, Haddon, LeMond (arrived at 3:43 p.m.), Pachon and Snyder. Absent: Alexander, Baker, Brown, Bryan, Chen and Rivera. Staff: Nettie Nielsen, Community Services Director; Susan Sluka-Kelly, Cultural Arts Manager; Karen Silhanek, Management Analyst I; Patrick Hediger, Community Services Coordinator; Mireya Hepner, Community Services Coordinator; Jennifer Palacios, Administrative Intern and Melissa Morales, Senior Administrative Secretary. B. COMMUNICATIONS FROM THE PUBLIC None C. WORKSHOP BUSINESS 1. The matter of discussing and adopting the 2015/16 Fundraising Goals and Development of Major Gift Plan was led by Major Gift Committee Chair Harrington. The discussion started with review of a chart of proposed fundraising efforts and the Board agreed on the goals in each of these areas. The fundraising goals were identified as follows: Golf Toumament minimal discussion held all concurred with the proposed $46,000 goal. Major Gift Committee: Chair Harrington expressed his commitment to get the Committee moving forward again and proposed a $5,000 goal. Cinco de Bunco: Event Chair Pachon supported a goal of$1,600 and noted that this year's event is being held on May 5th at the Cultural Center. Monte Carlo Night: Event Co-Chair Barag welcomed donations of auction items and listed items already secured and elements of the event to be held May 2nd also at the Cultural Center. Goal was set at $9,000. Quakes Night: Event Chair Harrington indicated that he had been in contact with the Quakes and estimated this year's event to be held probably in August. Goal set at $1,200. Tour de Fork: Director Nielsen informed the Board that at the Executive Committee's November meeting they had approved serving as a $2,000 sponsor again this year for the event to be held on June 11th in partnership with Victoria Gardens and the Library Foundation. She continued that Members will be expected to sell approximately 10 tickets each at $40 or $43 (PayPai) and others will be sold at the Box Office. In response to a question on why tickets could not be sold Rancho Cucamonga Community&Arts Foundation - 1 - April 22, 2015 Special Workshop the day of the event, she explained that the restaurants need a head count at least a few days ahead of the event. A volunteer from the Board was requested to serve as a liaison and no response was given. The fundraising goal was set at$6,000. Quakes Strikeout Promotion—the estimated goal was set at$5,000. Give BIG San Bernardino — Director Nielsen indicated that she has not received any information on whether this campaign will happen this year. No goal was set. End of YearBrick Sales: It was suggested that a lead be established and Marketing Committee Chair Pachon offered that the Committee could discuss taking the lead. The goals was set at $1,000. The total fundraising goal for FY 2015/16 is $74,800. Discussion then centered on the Foundation's donors. The "diamond" donor list was reviewed and ideas given on how to re-engage some of the former donors and motivate the continued giving of the current donors including hosting a networking event to include food/beverages and some type of performance, possibly in the fall. Other suggestions included identifying who is still an active donor and finding out how they can continue to support the Foundation and what their needs are. In conclusion, staff will assist in determining some of the donor needs and it was agreed the Major Gift Committee would revitalized and begin tackling this area with a possible report back in June. A report entitled "Establishing a Planned Giving Program" was also distributed which another area of responsibility for the Major Gift Committee. No other discussion was held or action taken. 2. Chair Snyder called on Director Nielsen concerning the Budget Review and Pre- Budget Discussion. She briefly summarized the draft budget contained in the agenda packet and indicated that, based on the discussion that evening, the draft would be updated including adding a projected $6,000 revenue for Tour de Fork. She commented that staff would work with the various committees on their needs for the coming fiscal year and would incorporate in the proposed budget which will be reviewed by the Executive/Finance Committee prior to presentation to the Board at their June meeting for final adoption. Member LeMond arrived during this time. 3. The discussion regarding the Foundation's Mission/Vision/values was introduced by Secretary/Treasurer Pachon. She referenced Page 9 of the agenda packet which contained the proposed updated mission statement, based on the discussion held by the Board at their January 28th meeting, and direction at that time to broaden the statement. The proposed statement is as follows: "Enriching lives through support of the arts at the Victoria Gardens Cultural Center and supporting citywide efforts that benefit the community." Discussion ensued regarding the amended statement being proposed and whether reference to the City should be deleted as there are times when it might be assumed the City is affluent which could affect possible grant opportunities. Treasurer Pachon also briefly touched on the purpose of a values statement which should reflect what is fundamentally important to the organization. A comment was made that the values statement generally proceed the vision statements. No further comments were made. The following motion was made by the Board: Rancho Cucamonga Community &Arts Foundation - 2- Apn73Y, 015 Special Workshop MOTION: Moved by Secretary/Treasurer Pachon to approve the amended Mission Statement, as presented but with the deletion of "city-wide", and approve the vision statements as submitted. Motion carried: 9-0-5 (Absent: Alexander, Baker, Brown, Bryan, Chen and Rivera). I. ADJOURNMENT The special workshop of the Rancho Cucamonga Community & Arts Foundation adjourned at 4:06 p.m. with all Members present except Alexander, Baker, Brown, Bryan, Chen and Rivera. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Rancho Cucamonga Community 11 Arts Foundation: June 24, 2015 Motion carried: 10-0-4 (Absent: Alexander, Brown, Galindo and Haddon) Rancho Cucamonga Community &Arts Foundation -3- ApH122, 2015 Special Workshop RANCHO CUCAMONGA COMMUNITY &ARTS FOUNDATION MINUTES OF THE APRIL 22, 2015, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community & Arts Foundation was held on Wednesday, April 22, 2015, at the Victoria Gardens Cultural Center, 12505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order at 4:25 p.m. by Chair Snyder. Present were: Board Members: Arguello, Barag, Brown (arrived at 4:50 p.m.), Galindo, Harrington, Haddon, LeMond, Pachon and Snyder. Absent: Alexander, Baker, Bryan, Chen and Rivera. Staff: Nettie Nielsen, Community Services Director; Susan Sluka-Kelly, Cultural Arts Manager; Karen Silhanek, Management Analyst I; Patrick Hediger, Community Services Coordinator; Mireya Hepner, Community Services Coordinator; Jennifer Palacios, Administrative Intern and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS None C. COMMUNICATIONS FROM THE PUBLIC None D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community & Arts Foundation Meeting held January 21, 2015. 2. To receive and file Treasurer's Reconciliation Summary Reports for the LAIF and PAL Accounts through March 2015. MOTION: Moved by Member Harrington, seconded by Member LeMond, to approve the Consent Calendar, as submitted. Motion carried: 8-0-6(Absent:Alexander, Baker, Brown, Bryan, Chen and Rivera.) E. FOUNDATION BUSINESS 1. The update on the Development of Required Policies was provided by Director Nielsen. She referenced staffs report listing the various policies reviewed and discussed at the Board's January 28th Meeting. The three draft policies cover the areas of conflict of interest, whistleblower and records retention. The Board was informed that the Foundation currently falls under the City's guidelines for its retention Rancho Cucamonga Community&Arts Foundation - 1 - April 22, 5 and destruction of records. Member Brown added her comments and stressed the importance of showing the governance present in a non-profit organization including the existence of policies which provide some assurance that matters will not be mishandled. She went on to explain the purpose of the Conflict of Interest Policy including the need to circulate a questionnaire to the Members aimed at having them firmly state their personal transactions are not in conflict with the Foundation. Member Brown was asked when the best time of year to turn in this document is and if there is a standardized form. She responded that at the end of the fiscal year is recommended and the IRS has a form. She offered to help with the questionnaire, if reminded. Member Barag also offered to supply the form used by her foundation. Member Brown suggested that a gift acceptance policy should also be drafted and Chair Bryan offered to provide one. Other discussion included the idea to contact the Claremont Foundation regarding their policies. In response to Director Nielsen's informing the Board of a recent records request for one of their affiliates, a suggestion was made that the Board reconsider it's approved "affiliates" and possibly terminate some the affiliations which Member Brown concurred with. It was also suggested to consider using a name other than "affiliates" for those groups that will remain under the Foundation's umbrella. In conclusion, Director Nielsen indicated the draft documents would be presented to the Executive Committee at their next meeting for further refinement before bringing back to the full Board. 2. Chair Snyder called on staff regarding discussion of a Donor Recognition Awards Event in 2015. Manager Sluka-Kelly referred to the April 22"d staff report which included a brief history of past awards events. She added that the Playhouse's season opener is scheduled for September 19th and no event has yet been attached to this date. She opened the discussion of hosting an event again this year. Brief discussion was held on potential businesses and individuals to be recognized and Spaggi's, Impressions and former Board Members Harry and Judy Gibson were suggestion. At the conclusion of the discussion, the Board concurred with bringing the matter back at a later date. F. COMMITTEE UPDATES 1. Golf Toumament— In Chair Rivera's absence, Manager Sluka-Kelly briefed the Board on the status of the tournament scheduled to be held October 26th. She reported that this year's event includes the elimination of the live auction component, inclusion of a silent auction and, in an effort to attract more golfers, a $1,250 sponsorship for a foursome is being offered. 2. Spring Events/Party Train— Update given earlier. 3. Executive/Finance—Chair Snyder deferred to Director Nielsen who indicated many of the items discussed at the last Committee meeting have already been addressed tonight including the Tour de Fork sponsorship and review of sample policies. Rancho Cucamonga Community&Arts Foundation -2- April 22, 2M 5 4. Arts Giving — Chair Snyder reported that only one application was received for the student scholarship from a student at Alta Loma High School. He suggested that ideas be discussed in the future on how to broaden the application base to encourage more participants in the program. 5. Major Gift— Update given earlier. 6. Marketing and Outreach— Update given earlier. 7. Investment—Committee Chair LeMond informed the Board that it is anticipated funds will be begin to be invested starting May 1st. Analyst Silhanek added that Finance Analyst Ramirez asked that the Board be reminded that rates change daily. G. FOUNDATION BUSINESS 1. Chair Snyder called on staff regarding the regular update on Foundation Sponsored Activities. Coordinator Hepner addressed the Commission concerning the recent successful MainStreet Theatre Company's production of Mark Twain's The Prince and the Pauper. She explained how the popular Foundation Family Flex Packs are subsidized by the Foundation and the number of middle and elementary school students that attended the performances. Manager Sluka-Kelly extended an invitation to all of the Board Members to attend any of the "meet and greets", dress rehearsals and school shows. Coordinator Hediger spoke of the Rancho Cucamonga Community Theatre production of William Shakespeare's The Taming of the Shrew currently running through April 26th and their summer production of Peter Pan — The Musical which has a July 18th through 26th run date. The return of the World Music Concert Series, presented by the Foundation was also announced with the groups Trio Elias, Taiko Center of Los Angeles and The Goin' South Band scheduled to perform. Manager Sluka-Kelly noted that staff will be researching the feasibility of adding some type of shade element in the courtyard since the concerts that take place in July starting at 5:30 p.m. Other than the request for staff to provide the Commission with a sampling of the letters received from students attending the theater, no other discussion was held or action taken. 2. Review of Committee and Board Meeting Schedules and Assignments for the remainder of the fiscal year was opened for discussion. Brief discussion ensued regarding the possibility of having "conference call" committee meetings to help solve some of the scheduling challenges with Members and staff indicated they would look into the matter though the Brown Act may determine the feasibility. Discussion ensued concerning the various Committees and the possible consolidation of committees to help in being able to have a quorum present at the meetings. The concept of morphing the Investment Committee into a new "Governance Committee" was addressed. The new Committee would responsibilities in the area of investments, policies, budget and financial matters. Following their discussion, the Board took the following action: t ........... Rancho Cucamonga Community&Arts Foundation -3- April 22, 2015 MOTION: Moved by Member LeMond, seconded by Member Arguello, to approve the formation of a "Governance/Finance/Investment Committee" to have oversight in matters including governance, policies, investments, finances and budget. Motion carried: 9-0-5 (Absent: Alexander, Baker, Bryan, Chen and Rivera). H. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Discussion regarding affiliates and Donor Recognition Event. I. ADJOURNMENT MOTION: Moved by Member Arguello, seconded by Member Galindo, to adjourn the Regular Rancho Cucamonga Community&Arts Foundation Meeting. Motion carried: 9-0-5 (Absent: Alexander, Baker, Bryan, Chen and Rivera). Meeting adjourned at 6:10 p.m. Respectfully submitted, fiw,�' Melissa Morales Senior Administrative Secretary Approved by the Rancho Cucamonga Community &Arts Foundation: June 24, 2015 Motion carried: 10-0-4 (Absent: Alexander, Brown, Galindo and Haddon) Rancho Cucamonga Community&Arts Foundation -4 - April 22, 2Q 5