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HomeMy WebLinkAbout11/04/13 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION MINUTES OF THE APRIL 13, 2011, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community&Arts Foundation was held on Wednesday, April 13, 2011, in the Tri-Communities Room, at the Rancho Cucamonga Civic Center, located at 10500 Civic Center Dr., Rancho Cucamonga, California. The meeting was called to order at 5:05 p.m. by Chair Galindo. Presentwere: Board Members: Arguello, Barag, Brown, Firle, Harrington, Kahn, Madsen, Mize and Galindo. Absent: Bryan, Cohen, Gesiriech and Snyder. Staff: Kevin McArdle, Community Services Director; Nettie Nielsen, Community Services Superintendent; Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS 1. On behalf of the Foundation, Chair Galindo presented Councilman Chuck Buquet with a plaque in recognition and appreciation of his many years of service as a Member of the Community Foundation. Councilman Buquet thanked the Board and staff for their efforts. The meeting recessed at 5:10 p.m. and reconvened at 5:20 p.m.with all Members present except Bryan, Cohen, Gesiriech and Snyder. C. COMMUNICATIONS FROM THE PUBLIC None D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community & Arts Foundation Meeting held January 12, 2011, and Special Community& Arts Foundation meeting held March 30, 2011. 2. To receive and file Treasurer's Report for the months of February and March, 2011. MOTION: Moved by Member Firle, seconded by Member Barag, to approve the Consent Calendar, as submitted. Motion carried: 9-0-4 (Absent: Bryan, Cohen, Gesiriech and Snyder). E. COMMITTEE REPORTS 1. Golf Tournament Committee — Committee Chair Galindo updated the Board on the Committee's progress on this year's tournament. He commented that efforts are already underway to make this year's event a success but noted that help is needed on the Committee Director McArdle reviewed the goals for the fundraising event and Community &Arts Foundation - 1 - April 13, 2011 distributed a donor prospect list to each of the Members. He noted that collateral materials would be provided to the Members within the next three weeks. Lastly, Director McArdle informed the Board of changes from last year's event which include elimination of the silent auction portion of the event, making non-golfing packages available and reducing the size of the live auction which will be planned and administered by Consultant Wagner. 2. Spring Event Committee— Superintendent Nielsen distributed a flyer listing the "Party Train 2011" events which have been confirmed to date. They are: Cinco de Bunko - May 5th; Tour De France — May 15th, A Night at the Quakes— May 20th; All-American Shoot Out — May 11 m and Healthy Cooking with Chef Henry — May 25th. Analyst Pachon added that a form has been created to allow for credit card payments to be accepted for any of the events. 3. Executive/Finance Committee— did not meet 4. Board Development Committee — did not meet 5. Performing Arts Giving Committee — Committee Chair Firle briefed the Board on the Committee's latest discussions regarding the proposed arts scholarship and support for arts programs. He indicated that the Committee would like to discuss the programs in their entirety at a future meeting. He added that the monies to be earmarked for an "anniversary party'for the Cultural Center will not be utilized and the art association co- sponsorship has been approved for this year's art show. 6. Special Campaign Committee — did not meet F. FOUNDATION BUSINESS 1. Discussion regarding the Board's Special Workshop held March 30, 2011,was opened and Director McArdle was called upon for staffs report. He distributed a "Vision Alignment Report" that contained an overview of the workshop; an analysis of their S.W.O.T. (Strengths, Weaknesses, Opportunities and Threats)exercise conducted at the Retreat, results from the Board Member self assessments and proposed vision alignment actions as a result of the discussions held. Actions were in the following areas: endowment fund; annual fundraising goal, grants, public awareness, giving and scholarships. In closing future directions for the Board included focusing on large grants; developing a volunteer program; expanding the Board of Directors strategically; expanding and diversifying fundraising donors and revenues; increasing the Foundation's public awareness; confirming individual Board Member annual fundraising goals; increasing the Board's understanding and utilizing of technology and social media for fundraising and position of the Board for maximum effectiveness using reduced City staff time. Community &Arts Foundation - 2 - April 13, 2011 Comments by the Foundation included their consensus to change the endowment fund goal from $3 million to $3.5 million; the need to hire a grants person and also recruit for a Board Member versed in grants and adding "interest in the arts to the Volgistics volunteer program. Members then offered to assist in the following areas: Member Firle- Friends of the Playhouse programs and recruitment of a part-time staff member; Members Barag and Arguello - public awareness efforts; Members Kahn and Brown - technology efforts; Chair Galindo - Board member fundraising goals; Member Harrington - expansion and diversification of fundraising donors and revenues (it was suggested that Member Gesiriech also be asked if he is interested) and Members Kahn, Madsen, Galindo and Brown - grant efforts. A question was raised regarding the status of proposed logos and hiring of a part-time staff person. Director McArdle responded that staff is continuing to work with the donor on potential logos and that the recruitment process for the part-time employee is being revamped and will be discussed at a future board meeting. Another comment was made that an over abundance of paperwork is being provided to the Board. The Board concurred with not receiving their agendas via hard copy, but to receive electronically instead. In conclusion, Director McArdle informed the Board that based on discussions held, a revised Strategic Plan will be presented at their June Board meeting. Member Mize left the meeting at 6:24 p.m. and did not return. 2. Discussion of a recommendation for the Board's annual recognition of donors was opened. Analyst Pachon lead the discussion and referenced staffs report which included a suggestion by Chair Galindo on an artist the Board may wish to considerfor this year's event. A video of one of Gregory Adamson's "Facing the Music" art demonstration fundraising performances was played for the Board. It was noted that other elements of the event could include tying in the recognition event with the season opening performance, auctioning off the art pieces and hosting a donor pre-show. The Board expressed their support of Chair Galindo's recommendation. Director McArdle noted that the event will not include tickets to the Season Opening Act and that a budget will be presented in June. Following their discussion, action took place as follows: MOTION: Moved by Member Harrington, seconded by Member Kahn, to proceed with the 2011 Foundation Donor Recognition Event, as proposed. Motion carried: 8-0-5 (Absent: Bryan, Cohen, Gesiriech, Mize and Snyder) 3. Chair Galindo called on Director McArdle regarding discussion and approval of a proposed Spring 2012 Fundraiser. He referenced staffs report which included the preliminary event budget, proposed payment terms for Event Consultant Stephen Wagner, a list of other wine competitions held within the state and expectations of the Board if they are to reach their fundraising goals. Community&Arts Foundation - 3 - April 13, 2011 Brief comments and questions by the Board followed including whether the Board has the authority to mass advertise in addition to the Consultant's contractual advertising efforts and concern that the donor list needs to be "protected." Director McArdle responded that he would need to verify the advertising question and confirmed that the donor list is concerned the Board's and will not be sold or shared. The Commission then took the following action: MOTION: Moved by Member Firle, seconded by Member Madsen, to approve the proposed Spring 2012 Fundraising Wine and Food Event. Motion carried: 8-0-5 (Absent: Bryan, Cohen, Gesiriech, Mize and Snyder) 4. Superintendent Nielsen lead consideration and discussion of the Performing Arts Giving Committee's recommendation regarding a concept for the Foundation Scholarship Program and High School Sponsorship Program. She distributed a handout describing both proposed programs and noted that, if approved, the programs will be included in the next fiscal year's budget. Discussion bythe Board ensued. Comments included concerns whether the proposed funding amounts would be adequate and suggestions were made which included not making the application process too cumbersome; the need to touch as many students as possible and the need some students might have to only be allowed to accept smaller scholarships for financial aid purposes. Director McArdle added that the teacher's can even help promote the programs. Following their discussion, the action by the Board occurred as follows: MOTION: Moved by Member Barag, seconded by Member Kahn, to approve the concept for a new Foundation Scholarship Program and High School Sponsorship Program. Motion carried: 8-0-5(Absent: Bryan, Cohen, Gesiriech, Mize and Snyder). 5. The status report of Foundation supported programs and activities was provided by Superintendent Nielsen. She distributed flyers for an upcoming fundraiserto be held at Barnes and Noble on April 14'h and a MainStreet Theatre benefit concert to be held May 21St at the Lewis Family Playhouse. Superintendent Nielsen also reminded Members of the upcoming production of "Anne of Green Gables." 6. In the absence of Marketing Manager Palmer, the update and approval of the Community and Arts Foundation new logo image was deferred until the next regular Board meeting. 7. Chair Galindo called on staff regarding consideration of appointment of Foundation Board Members to Foundation Committees. Analyst Pachon reported that due to the recent appointments of Members Brown and Arguello, appointments to the Committees would be appropriate. She indicated the following committees were in need of additional members: Golf, Board Development and Spring Event. Community &Arts Foundation - 4 - April 13, 2011 Board discussion ensued. Member Brown expressed her interest in serving on the Spring Event Committee. Member Arguello commented that he would be interested in the Golf Committee, but unfortunately the 1:00 p.m. meeting time would be in conflict with other work obligations. Following input from the current Golf Committee Members, the meeting time was moved to 4:00 p.m. Members Kahn and Arguello then agreed to serve on the Golf Committee based on the meeting time change. The Board concurred with the three appointments and no other action was taken. 8. Director McArdle was called on regarding review of the May through June 2011 Foundation meeting schedule. He reminded members that the next regular Board meeting is scheduled for June 8t', at 5:00 p.m. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None H. ADJOURNMENT The Regular Rancho Cucamonga Community&Arts Foundation Meeting was officially adjourned with all Members present except Bryan, Cohen, Gesiriech, Mize and Snyder. Meeting adjourned at 7:20 p.m. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by Community & Arts Foundation: June 8, 2011 Motion carried: 10-0-3 (Absent: Gesiriech, Harrington and Mize) Community &Arts Foundation -5 - April 13, 2011