Loading...
HomeMy WebLinkAbout08/06/11 COMMUNITY FOUNDATION MINUTES OF THE JUNE 11, 2008, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community Foundation was held on Wednesday, June 11, 2008, in the Tri-Communities Room, Civic Center, located at 10500 Civic Center Dr., Rancho Cucamonga, California. The meeting was called to order at 5:10 p.m. by Vice Chair Mize. Present were: Board Members: Buquet, Cohen, Gibson, Jaramillo (who arrived at 5:45 p.m.), Nelson and Mize. Absent: Galindo and Parker. Staff: Kevin McArdle, Community Services Director; Francie Palmer, Community Services Marketing Manager; Nettie Nielsen, Community Services Superintendent; Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS 1. Councilwoman Williams administered the Oath of Office to Judy Gibson, newly re- appointed Member to the Community Foundation Board of Directors. The Board welcomed back Member Gibson to the Board. 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 February 13, 2008. 2. To receive and file Treasurer's Report for the months of February through May 2008 and PAL Cash Reports for February through April 2008. MOTION: Moved by Member Cohen, seconded by Member Buquet, to approve the Consent Calendar, as submitted. Motion carried: 5-0-3 (Absent: Galindo, Jaramillo and Parker). E. FOUNDATION BUSINESS 1. Vice Chair Mize called on Director McArdle regarding the recommendation for approval of the division of the Promoting Arts and Literacy(PAL) Campaign responsibilities and ending the formal collaboration between the City of Rancho Cucamonga's Community and Library Foundations. Director McArdle reminded the Board that the item had been deferred from their February meeting and was to finalize recommendations made by the PAL Cabinet. He outlined the handouts contained in the agenda packet which consisted of a proposed Foundation Responsibilities Chart for various campaign appeals, programs and special events and the procedures each Board should follow in these areas. A question was raised on whether the PAL logo could continue to be une 11, 20 used. Director McArdle responded that it could be used as a marketing tool including the Gala for the Arts which could be marketed as a PAL fundraising event. Vice Chair Mize, member of the PAL Cabinet, concurred with staffs recommendation and it was noted that the proposed Golf Tournament, if approved, could also refer to PAL in its materials. Following their discussion, action by the Board was as follows: MOTION: Moved by Member Cohen, seconded by Member Buquet, to approve division of the PAL Campaign and ending the formal collaboration between the City of Rancho Cucamonga's Community and Library Foundations. Motion carried: 5-0-3 (Absent: Galindo, Jaramillo and Parker). 2. Director McArdle was joined by Member Nelson in presenting review of the 2008 Gala for the Arts. Director McArdle commended Member Nelson, who served as Chair for the event, the entire committee and its volunteers for all of their hard work. He encouraged the Board to discuss whether to continue with future gala fundraisers, and if so, consider the following: moving the day of the week the event is held to possibly Saturday's to accommodate the amount of time needed; whether to keep the silent auction component and headline performer. Director McArdle indicated that Saturday, May 16, 2009, was available on the Playhouse's calendar and is not immediately adjacent to either the Season Announcement or Telethon events. Member Nelson distributed a breakdown of costs and commented that interest has already been expressed by volunteers to help with next year's event. She noted that a number of new PAL donors had been gained as a result of the event and suggested that the economic climate be one consideration in planning of next year's event. Questions were raised on original gross estimates for the event, possible impacts to moving the event further in the year and whether booking a quality performer should be part of any future Galas. Member Nelson responded that $70,000 was the original gross estimate; and that she felt moving the event would not be detrimental and that Saturday evening is preferred. She also felt that a performer with name recognition should be part of the event. Members expressed their support of the efforts of all those involved. The Committee and staff were congratulated on how sophisticated and professional the event was presented. Additional Board discussion ensued. Disappointment was expressed in the level of monies raised through the silent auction. Suggestions were given to reconsider the logistics of where and how the event is run and items to be auctioned which include less sports memorabilia and more trips and weekend packages. Also, consideration should be given in minimizing the table decorations to help patrons better view the items being auctioned. The Board concurred in support of including a silent auction component; having the event be a sit down dinner; including a performance by an entertainer with name recognition but who is also high quality to help fill seats and to consider the event both a "friendraiser' and "fundraiser."' Following their discussion, the update was received and filed. June IT, ZM Member Jaramillo arrived during this time. 3. Consideration of the proposed Community Foundation 2008-2009 Work Plan was presented by Analyst Pachon. She gave an overview of staffs report dated June 11th and highlighted some of the following work plan items: Meetings - Board, Executive and Subcommittee; Fund Development; Fundraising Campaigns; Finance; Board Development and Administration. In the area of meetings the Foundation Board meetings will remain the same and be held in February, June and October. The Committees will begin to meet more frequently with dates to be determined. Work plan items include development of personalized fundraising prospect lists; potential donor brainstorming sessions; "hands on" fundraising training; establishment of fundraising goals; developing a Planned Giving Program; aggressive promotion of the PAL Phase I remaining fundraising efforts with an emphasis on theatre seats; development of a Patron of the Arts volunteer group; expansion of the Board with new, committed Members and development of a mission statement, Community Foundation brochure and strategy for increasing awareness of the Foundation. Following staffs report, the matter was acted upon as follows: MOTION: Moved by Member Nelson, seconded by Member Jaramillo, to accept the 2008-2009 Community Foundation Work Plan, as set out in staffs report dated June 11, 2008. Motion carried: 6-0-2. (Absent: Galindo and Parker). 4. The request for approval of a recommendation from the Community Foundation's Executive Committee to host a $100,000 Golf Tournament on November 17, 2008, at the Red Hill Country Club was presented by Director McArdle and Member Buquet. Director McArdle opened the presentation by reviewing with the Board discussions held by the Executive Committee concerning the proposed fundraiser. Stephen Wagner, who has had recent fundraising success with the Mark Christopher Charity Golf Tournaments, was recommended to be contracted as the event coordinator. Director McArdle submitted a proposed budget which estimated a net profit of $73,000. He added that the Board might also want to consider adding a raffle component to the event in addition to a silent auction. Tickets for the raffle would be sold by Boardmembers and at the Box Office and prizes might include a Victoria Gardens Shopping Spree and artist meet and greet. Member Buquet expressed his support of hosting the one-day fundraising event. He explained how the prizes would be awarded and noted that on the day of the tournament the facility would be reserved exclusively for the event. He thanked staff for their help, stressed the need for his fellow Boardmembers assistance both before and during the event and indicated Mr. Wagner would be requested to attend a future Board meeting for a briefing on the event's status. A motion by the Board was made as follows: MOTION: Moved by Member Nelson, seconded by Member Cohen,to approve hosting a $100,000 Golf Tournament on November 17, 2008, at Red Hill Country Club, as presented and appoint Member Buquet as the event chair. Motion carried: 6-0-2 (Absent: Galindo and Parker). une r—� 5. Director McArdle was called upon by Vice Chair Karraa for an update on Board Member Recruitment. He distributed a list of potential candidates for the Board to consider- Dee Matreyek; Jim Fisher, Christine Pham and Brad Firle. Analyst Pachon suggested a luncheon with the candidates and it was supported that Member Cohen, Chair of the Membership/Nominating Committee;Vice Chair Mize and Member Nelson, who are familiar with some of the candidates, attend the lunch. July 16th or 23rd were suggested as potential dates. No other action was taken or discussion held. 6. Update on Prospective Donor Solicitations was opened for discussion. Director McArdle informed Members that he is continuing to work with Treasurer Galindo on securing a Bank of America sponsorship. Analyst Pachon reported submittal of the $50,000 grant which would be earmarked for a major presenting sponsorship of the Sweeney Todd production and possibly salary for an Intern which would include purchasing of workers compensation insurance. Member Buquet asked staff to contact him if there are any issues with the insurance. No other updates were given or action taken. 7. Adoption of the Fiscal Year 2008-2009 Rancho Cucamonga Community Foundation budget was presented by Analyst Pachon. She gave an overview of the proposed budget and also informed the Board that, based on the opinion of the City Attorney, those designated funds that have not been used for a long period of time are not permissible to be closed and remaining funds returned. Following staffs report, the following action was taken by the Board: MOTION: Moved by Member Cohen, seconded by Member Nelson, to adopt the Community Foundation Budget for Fiscal Year 2008-2009, as recommended by staff. Motion carried: 6-0-2. (Absent: Galindo and Parker). 8. Director McArdle was called upon to introduce the Election of Officers for the Rancho Cucamonga Community Foundation Board of Directors — Chair, Vice Chair and Secretary/Treasurer for Fiscal Year 2008-2009. He noted that the annual appointments were now due and indicated that Chair Parker had recently been reassigned by his employer and now works out of the City. His status on the Board may possibly change in the future. Following his comments, the Board took the following action: MOTION: Moved by Member Cohen, seconded by Member Jaramillo,to re-appoint the Officers of the Community Foundation as follows: David Parker— Chair; Tony Mize— Vice Chair and Thomas Galindo-Secretary/Treasurer. Motion carried: 6-0-2. (Absent: Galindo and Parker). June 11, 2UM 9. Vice Chair Mize opened consideration of appointments to various Rancho Cucamonga Community Foundation Subcommittees. Director McArdle referenced staffs report listing the various subcommittees which are: Finance; Fund Development Membership/Nominating and Gala for the Arts and newly formed Golf Tournament. He asked Members for their input on Committees they wish to be added to or discharged from. Members Gibson, Nelson and Jaramillo offered to assist with the Golf Tournament and Member Gibson also expressed her interest in joining the Gala Subcommittee. The consensus by the remainder of the Board was to leave their appointments as is. Director McArdle stressed the need for as much assistance as possible with the golf tournament and raffle. Following the discussion, the following action was taken: MOTION: Moved by Member Nelson, seconded by Member Buquet, to approve the changes to the Community Foundation subcommittees by adding Members Gibson, Jaramillo and Nelson to the Golf Tournament Subcommittee and Member Gibson to the Gala for the Arts Committee. Motion carried: 6-0-2 (Absent: Galindo and Parker). F. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Member Buquet asked for an update on the status of pledges and sponsorships. He commented that ad space should not be given to donors that are delinquent on their payments. Director McArdle responded that at the next Board meeting Analyst Pachon would present an update on the status of payments and outstanding issues. The Board was briefed on the four major outstanding issues and Member Buquet offered his assistance in speaking with all parties involved in an effort to resolve the issues. No further discussion was held or action taken. G. ADJOURNMENT MOTION: Moved by Member Nelson, seconded by Member Cohen, to adjourn the Regular Community Foundation Meeting. Motion carried: 6-0-2 (Absent: Galindo and Parker). Meeting adjourned at 6:45 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community Foundation: October 22, 2008 Motion carried: 5-0-2 (Absent: Jaramillo and Mize). une