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HomeMy WebLinkAbout05/02/09 Min Fdn COMMUNITY FOUNDATION MINUTES OF THE FEBRUARY 9, 2005, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was held on Wednesday, February 9, 2005, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:10 p.m. by Chair Mize. Present were: Board Members: Arreguin, Buquet, Carlson, Cohen, H. Gibson, J. Gibson, Knox, Nelson, Parker, Wysocki and Mize. Absent: Dutton and Vilardo. Staff: Kevin McArdle, Community Services Director; Francie Palmer, Community Services Marketing Manager; Paula Pachon, Management Analyst III; Recreation Supervisor Nielsen; Cultural Arts Coordinator Sluka and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS 1. Mayor Alexander administered Oaths of Office for newly appointed Board Members H. Gibson, J. Gibson, Knox and Nelson. Self-introductions of the Board Members and staff followed the oaths. C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community Foundation Meeting held October 13, 2005. 2. To receive and file Treasurer's Report for the months of October, November and December 2004 and PAL Cash Report for October 2004. 3. Approval of a modification to the PAL Campaign budget for the design and distribution of a quarterly PAL Campaign Donor Newsletter. Analyst Pachon reported that$2.4 million has been pledged to date, including a recent $5,000 donation by Dr. Brock that Vice Chair Cohen had secured. She noted that the bank would be reversing credit card service charges to the Foundation account. Chair Mize reported the PAL Cabinet's action to direct monies to be transferred into the Local Agency Investment Fund (LAIF) fund. MOTION: Moved by Secretary Carlson, seconded by Vice Chair Cohen, to approve Consent Calendar Items D.2 and D.3. Motion carried: 11-0-2 (Absent: Dutton and Vilardo). Consent Calendar Item D.1. Motion carried: 7-0-4-2. (Abstain: H. Gibson, J. Gibson, Knox and Nelson; Absent: Dutton and Vilardo). 7777ruary Y, MOTION: Moved by Vice Chair Cohen, seconded by Member Harry Gibson, to approve that each Boardmember purchase a PAL donor brick to be placed together with bricks purchased by the Library Foundation Boardmembers. Motion carried: 7-0-5 (Absent: Carlson, Dutton, Knox, Vilardo and Wysocki). 4. Update on events for the Promoting Arts and Literacy (PAL Campaign) — none. 5. Chair Mize called on Director McArdle concerning discussion of the future Gala Program. He informed the Board of discussion held at the PAL Cabinet meeting combining the Gala and the Library Telethon in October, 2006. He asked for the Board's input. The Board expressed their concurrence of combining the events and their action followed: MOTION: Moved by Vice Chair Cohen, and seconded by Chair Mize, to approve, in concept, conducting the Gala jointly with the Library Telethon in approximately mid- October 2006, as recommended by staff. Motion carried: 7-0-5 (Absent: Carlson, Dutton, Knox, Vilardo and Wysocki). 6. Director McArdle was called on for his update on additional Lewis Playhouse Initiatives. He outlined the proposed "Official Partners" of the Playhouse which may include areas such as Airline, Beverage, Caterer, Florist, Hotel, Photographer, Printer and Travel Agency. Superintendent Nielsen also distributed a draft "Individual Membership Program" for the Board's information that included a variety of memberships including Youth, Basic, Star, Director, Producer, Two and Three Star. The report was received and filed and no other action as taken. 7. Review and approval of the Foundation's Fiscal Year 2005-2006 Annual Operating Budget was opened. Prior to calling on Analyst Pachon for her report, Director McArdle noted that the PAL account looks healthy, but the Foundation's is a little weak. Analyst Pachon then summarized the proposed budget, as contained in staffs report dated July 19th. Prior to adoption, clarification was requested regarding the designated funds and suggestion made to look at holding back Gala monies. The Board's action followed: MOTION: Moved by Vice Chair Cohen, seconded by Member Parker, to adopt the Community Foundation's Operating Budget for Fiscal Year 2005-2006. Motion carried: 7-0-5 (Absent: Carlson, Dutton, Knox, Vilardo and Wysocki). 8. Election of Community Foundation Officers for Fiscal Year 2005-2006 was opened. Chair Mize noted the two-year limitation on chairmanship terms and Director McArdle explained the options available. Action took place as follows: MOTION: Moved by Member Buquet, seconded by Member Parker, to nominate Harvey Cohen, as Chair; Tony Mize as Vice Chair and Patricia Carlson as Secretary/ Treasurer of the Community Foundation. Motion carried: 7-0-5 (Absent: Carlson, Dutton, Knox, Vilardo and Wysocki). July r E. FOUNDATION BUSINESS 1. Update on the Victoria Gardens Cultural Center Project was presented by Director McArdle. He reported that the Project Manager has done a great job with keeping the project on-budget and the Center is tentatively scheduled for to open in April 2006. A question was raised concerning change orders. Director McArdle responded that due to value engineering problems with change order issues is not anticipated. He also informed the Board of a"topping-out"event that would probably occur in July that could include participation by the large donors in signing the last beam to be installed. Marketing Manager Palmer reported on and displayed updated marketing materials including the launching of an e-newsletter and teacher direct marketing campaign. In addition, she noted the upcoming fashion show by JADE salon of which some of the proceeds would be given to the PAL campaign. The on-going efforts to partner with retailers at the Victoria Gardens Mall for possible donations to the PAL Campaign was also indicated. Following staffs updates, the report was received and filed. 2. Management Analyst Pachon was called upon regarding an update on the Board's Subcommittees. She referenced staffs report listing the three subcommittees currently established and recommended the newly appointed members consider joining a subcommittee. Following a brief discussion, Members Harry and Judy Gibson were appointed to sit on the Finance Committee; Member Nelson on the Fund Development Committee and Member Knox on the Membership/Nominating Committee. No other action was taken. 3. Discussion of 2005 Fundraising Concept was introduced by Director McArdle. He referenced staffs February 9"' staff report which included staff suggestions of key components the Board Members should consider to help ensure a successful fundraising year. Discussion ensued regarding the various components. Suggestions were made to provide Members with a brief introduction letter to give to potential sponsors and to create a system for tracking of solicitors on the marketing brochures that each Member distributes to help identify when donations are received which they have solicited. The effectiveness of team solicitation efforts; time constraints for Members and the need for assistance with follow-up to asks was also addressed. Vice Chair Cohen left the meeting at 5:50 p.m. and returned at 5:53 p.m. Member Wysocki left the meeting at 5:55 p.m. Discussion ensued concerning staffs recommendation on the need to establish groups to focus in on particular potential donors including community organizations; mall merchants; corporations; elected officials and individual appeals. Director McArdle suggested approximately three months be spent creating lists of the potential donors within the identified groups and noted that the Library Foundation Members have also expressed an interest in teaming with the Community Foundation on important asks. e ruary 7 The five following focus teams and their members were suggested to be established for the first quarter of the year: Community Organizations — Buquet, Knox and Wysocki; Mall Merchants — Carlson and Parker; Individual Appeals (theater seats) — Cohen, Harry and Judy Gibson; Corporations — Arreguin, Mize and Vilardo and Elected Officials — Dutton and Nelson. Member Buquet left the meeting at 6:00 p.m. Secretary Carlson left the meeting at 6:01 p.m. and returned at 6:04 p.m. Following their discussion, the Board took action as follows: MOTION: Moved by Vice Chair Cohen, seconded by MemberArreguin, to support the 2005 Fundraising Concept for the Promoting Arts and Literacy Campaign, as presented by staff. Motion carried: 8-0-5(Absent: Buquet, Carlson, Dutton, Vilardo and Wysocki). 4. Consideration of conducting a Joint Special Meeting with the Library Foundation regarding the PAL Campaign was introduced by Director McArdle. He informed the Board of the Library Foundation's support to meet and discuss fundraising as well as future programming. He gave their preference to meet on March 14th and asked the Board's input. The following motion resulted: MOTION: Moved by Vice Chair Cohen, seconded by Member Parker, to approve calling a joint meeting with the Library Foundation on March 14"',from 4:00 p.m.to 7:00 p.m. Motion carried: 9-0-4 (Absent: Buquet, Dutton, Vilardo and Wysocki). The meeting was recessed at 6:10 p.m. and reconvened at 6:25 p.m. with all Members present except Buquet, Dutton, Vilardo and Wysocki. 5. Coordinator Sluka introduced Greg Hinrichsen, Director of Performing Arts at the Haugh Performing Arts Center at Citrus College, for a special presentation. Mr. Hinrichsen briefed the Board on his background and then addressed the Foundation on some commonly asked questions regarding Performing Arts Centers. These included: why 'a Performing Arts Center is an essential element in a vibrant community; definitions of"community", "vibrant" and "art" and "Performing Arts Center"; economic, social and artistic advantages to having a PAC in the community; challenges/misconceptions with operating a PAC. Mr. Hinrichsen also gave his suggestions concerning preparing for the challenges ahead and fundraising. Following the presentation, brief questions were asked of Mr. Hinrichsen. These included defining Performing Arts for children; educating the public on "children's theatre" and suggestions on how to price the adult vs. children admission prices. Following his responses, Mr. Hinrichsen was thanked by the entire Board for sharing his time and expertise. No other action was taken on the matter. e ruary 9, F. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None G. ADJOURNMENT Chairman Mize adjourned the Regular Community Foundation meeting at 6:55 p.m. with all Members present except Buquet, Dutton, Vilardo and Wysocki. Respectfully submitted, I Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: July 19, 2005 7-0-5 (Absent: Carlson, Dutton, Knox, Vilardo and Wysocki) 7777ruary Y, 273