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HomeMy WebLinkAbout12/11/14 (min) i E RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION r MINUTES OF THE NOVEMBER 14, 2012, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community&Arts Foundation was held on Wednesday, November 14, 2012, 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 5:08 p.m. by Chair Harrington followed by the Pledge of Allegiance. Present were: Board Members: Arguello, Barag, Brown (arrived at 5:10 p.m.), Bryan, Madsen and Harrington. Absent: Galindo, Kahn and Snyder. Staff: Nettie Nielsen, I Community Services Director; Francie Palmer, Community Services Marketing Manager; Susan Sluka-Kelly, Community Services Supervisor and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS 1. Director Nielsen acknowledged the attendance of Mayor Michael, Mayor Pro Tem Spagnolo, Council Member Buquet, Council Member Alexander and Council Member- Elect Steinorth who were present to spend just a few minutes meeting the Members, The Board gave self-introductions which was then followed by the Council expressing their appreciation to the Board for their efforts. Director Nielsen also thanked the City Council for their support. The meeting was recessed at 5:15 p.m. and reconvened at 5:33 p.m. with all Members present except for Galindo, Kahn and Snyder. C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. D. CONSENT CALENDAR 1. To approve Minutes of the Regular Community &Arts Foundation Meeting held 2012. 2. To receive and file financial reports. Prior to the motion, it was noted that Page 2 of the minutes should be amended to reflect that the proposed date for the Golf Tournament is "October 28, 2013", rather than "October 28, 2012." Manager Palmer distributed financial reports from March to October 2012 and indicated that reconciliation statements will also be provided at the January meeting. A question was raised whether a grant was received for the Golf Tournament and Manager Palmer confirmed that a grant was received. Following their review of the reports, the following motion was presented: Community &Arts Foundation 1 - November 14, 2012 I i i (i MOTION: Moved by Member Barag, seconded by Member Bryan, to approve the I Consent Calendar, including amendment of the minutes as indicated above. Motion E i carried:. 6-0-3. (Absent: Galindo, Kahn and Snyder). E. BOARD REPORTS 1. Golf Tournament Committee— Member Madsen opened the report by commenting on what a top notch event the tournament was. He noted one issue was the mix of I attendees at the dinner who were mostly non-bidders. Consultant Wagner distributed his report which provided a general overview of the event, comparisons to previous year's tournaments and recommended changes and improvements for 2013's event. He reviewed the budget and noted that revenues were just slightly less than last year. Consultant Wagner also provided a list of recommended sponsors who should be secured again, as well as potential sponsors for 2013. He supported the concept of "bundling" donor packages, for example to have them be a part both the Tournament as well as Chocolate and Wine Festival. He offered to make sales calls and meet with t any potential donors and suggested that a board member also attend any meetings with the potential donors. He supported contacting people now to remind them of next year's tournament. Lastly, Consultant Wagner indicated that the Arnold Palmer throws left over from those that were provided as part of the gift package to the golfers will be used for the Chocolate and Wine Festival. A brief discussion was held on the need to secure the right people to attend the dinner which would be those who will bid on the silent auction and live gifts. In conclusion, Consultant Wagner and Member Madsen were commended and thanked for their efforts. 2. Spring Event/Party Train/Chocolate & Wine Festival Committee — Vice Chair Bryan noted that a "bundled" donor package is being designed for Vavrinek, Trine, Day&_Co. 3. Executive/Finance Committee— No update was given as the Committee had not held any recent meetings. 4. Board Development Committee — It was noted that no meetings have been held recently, however Member Brown has a potential candidate from Western Municipal Water District. i 5. Arts Giving Committee—Supervisor Sluka-Kelly informed the Board that the Committee did not meet this month. She added that the high school scholarships are now due and the Los Osos High School Band, Alta Loma High School Choir and Etiwanda Nigh School Dance have all submitted applications. 6. Annual Giving Campaign Committee—No report was given as there have not been any recent meetings called. Community &Arts Foundation - 2 - November 14, 2012 F. FOUNDATION BUSINESS 1. Chair Harrington opened the discussion regarding stewardship of the Golf Tournament Donors. He called on Director Nielsen for staffs report. Director Nielsen informed the Board that the item didn't require any specific action but rather for the Board to discuss assigning stewardship of any of the participants. She added that staff will send thank you letters to the attendees and Manager Palmer said that a video clip with pictures from the tournament could also be included. The Board was then encouraged to brainstorm ideas on how to keep next year's event on the attendees' radar and how to keep them involved. Comments from the Board included support of treating various donors to Playhouse performances. It was suggested that W LC Architects be one of the firm's targeted and a request was made to be provided with a list of first-time tournament attendees. Consultant Wagner provided a listing and stressed the importance of relationship building. He was then asked to provide an electronic copy of the list and Director Nielsen concluded by indicating that staff will put together hospitality policies and funds to be allocated to host various donors and potential donors. No other discussion was held or action taken. 2. Discussion regarding a proposed benefit performance by Fritz Coleman was opened by Director Nielsen. She reminded the Board of the generosity of Mr. Coleman a few years back who performed free of charge at a concert benefitting the Cultural Center. Consultant Paula Pachon noted that the summer months work best in Mr. Coleman's schedule to which Supervisor Sluka-Kelly responded that only the date of July 6th was available. A suggestion was made to consider hosting the event after the season was opened and staff indicated there are various days that could be accommodated. The following action was then taken: MOTION: Moved by Vice Chair Bryan, seconded by Member Madsen, to accept the offer from Fritz Coleman to host a benefit concert and direct staff to research the appropriate to host the event. Motion carried: 6-0-3 (Absent: Galindo, Kahn and Snyder.) 3. Director Nielsen initiated the discussion regarding selection of a Specific Program Beneficiary for the Chocolate and Wine Festival and Spring Party Train fundraising events. She addressed the Board regarding the need to have a "cause" for these fundraisers and Manager Palmer added that this helps in sharing the Board's mission as well. Questions from the Board ensued including whether it is requited that the monies always be used for the purpose fundraised for and the cost for transporting children to the theater and other theater related costs. A suggestion was also made to incorporate pictures of the kids attending the performances as part of the promotion of their mission. Staff responded concerning costs and confirmed that if a specific purpose is given for a fundraising effort, the monies need to be utilized for that purpose. Following their discussion, the Board took action on the matter as follows: Community &Arts Foundation - 3 - November 14, 2012 I E� l MOTION: Moved by Vice Chair Bryan, seconded by Member Madsen, to adopt "Mainstreet Theatre Company" as the Beneficiary for the Chocolate and Wine Festival. Motion carried: 6-0-3 (Absent: Galindo, Kahn and Snyder.) 4. Selection of a date and discussion of locations for an Annual Board Workshop was f opened for discussion. A number of potential dates in May were suggested by Director Nielsen and based on the Board's calendar May 29th was tentatively agreed upon. 5. Staff's update on Board Capacity Building was provided by Director Nielsen who distributed the training calendar from the Center for Nonprofit Management. Trainings include seeking grants, fundraising, branding and cause marketing. Member Brown suggested attendance at the March 6th training entitled "The Form 990: What the Public Sees." She added that she has expertise in this area and is willing to also present i information on the matter. Director Nielsen was thanked for providing the information and no other action was taken. 6. Consideration of applications for possible appointment to the Board of Directors was opened. Director Nielsen distributed a copy of the application received from Tina Chen who had been encouraged to apply by Member Barag. She expressed support in appointing Ms. Chen who is an attorney and has a passion and interest in the arts. She explained the appointment process and indicated that if the Board supports the appointment, their recommendation will be submitted to the City Council's Community Services Subcommittee for their recommendation to the full City Council at their December 5th meeting. Director Nielsen also encouraged the Board to submit names of I any other potential candidates. The names of Rick Platner and Rod Lamar were + suggested. In addition, Director Nielsen informed the Board that she would send them the updated Member application. The following motion was then made: MOTION: Moved by Vice Chair Bryan, seconded by Member Arguello, to recommend to the City Council that Tina Chen be appointed to the Foundation's Board of Directors. Motion carried:. 6-0-3. Absent: Galindo, Kahn and Snyder. 7. Chair Harrington opened the update on the Community Services Department's Community-wide Recreation Needs Assessment. Manager Palmer was called upon to provide staffs report. She briefed the Commission on the Needs Assessment project and noted that the City Council had identified the project as one of their goals. She spoke of interviewing three consulting companies who had responded to the Request for Proposals to conduct the assessment. Approval to award the contract will be considered by the City Council in December. Manager Palmer added that the Board would be contacted and asked to be participants as "stakeholders" and that community and group forums would take place in the coming year with completion of the Project by July 1st. The update was received and filed. Community &Arts Foundation - 4 - November 14, 2012 8. Approval of an affiliate for the "Adopt-A- " Program was requested to be pulled off j the agenda by Manager Palmer. She indicated that the City Manager's Office was researching the matter and also awaiting clarification from the City Attorney. The item will be placed on the January Board agenda. 9. Director Nielsen was called upon regarding discussion of soliciting community members to assist with the 2013 Chocolate and Wine Fundraising event. She asked the Board to submit any potential members to staff including friends, family and those in the community who could assist with the event with duties such as assisting with the auction. Brief discussion ensued which included suggestions to contact Dee Morris, Suzanne Buquet and Karen Cohen. A question was also raised as to when the event is proposed to be held. June 8t' was the date given by Director Nielsen. No other discussion was held or action taken. Member Madsen left the meeting at 7:06 p.m. and did not return. 10.Manager Palmer gave staffs report regarding consideration and discussion of revisions to the Foundation's Mission and Values Statement. She noted that the item is not urgent in nature and recommended the Board place the item on the annual workshop agenda to allow for a boarder discussion. A suggestion was made that the Board be given a "head start" with the item so they could come prepared to discuss the item at the workshop. No other discussion was held or action taken. 11.Consideration of a proposal from the Lewis Family Playhouse staff to coordinate the "Hearts for Arts" Campaign in 2013 was opened. Supervisor Sluka-Kelly provided staffs report and recommendation. She informed the Board of the desire of the Cultural Center Staff to organize this year's campaign to be held from approximately February 2nd through March 3`d. She described areas where donations could be accepted including through ticket sales at the Box Office and that staff would make announcements of the fundraising at the beginning of the various productions. Director Nielsen clarified that staffs efforts would be in lieu of the Board taken on the fundraising effort and monies raised would benefit the Cultural Center.. Consultant Pachon suggested the Foundation have a table at the performances as well and Manager Palmer offered to provide a sign-up sheet for the various opportunities. A suggestion was also made to try to involve Victoria Gardens merchants in the endeavor. The following motion was then made: MOTION: Moved by Chair Harrington, seconded by Member Barag, to approve the request from the Cultural Center staff to coordinate a "Hearts for Arts" campaign, as proposed. Motion carried:. 5-0-4. (Absent: Galindo, Kahn, Madsen and Snyder.) 12.Status report of Foundation supported programs was presented by Supervisor Sluka- Kelly. She reported on the success of recent productions of Pinkalicious, To Kill a Mockingbird and Big Bad Voodoo Daddy Concert. The update was received and filed. Community &Arts Foundation - 5 - November 14, 2012 i 13.Review of the Foundation's Board and Committee meetings scheduled for November 2012 through January 2013 was opened. Director Nielsen distributed an up-to-date calendar of Board and Committee meetings. No discussion was held or action taken. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Consideration of entering into a contract with Stephen Wagner for services relating to the Annual Golf Tournament. Consultant Pachon also noted that her pending contract expiration. 2. Consideration of "Adopt-A " Program Affiliation. 3. Committee appointments (should a new Member be appointed). H. ADJOURNMENT Chair Harrington adjourned the Regular Rancho Cucamonga Community & Arts Foundation Meeting. The Meeting adjourned at 7:22 p.m. with all Members present except Galindo, Kahn, Madsen and Snyder. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by Community & Arts Foundation: January 23, 2013 Motion carried: 9-0-1 (Absent: Brown) j Community&Arts Foundation - 6- November 14, 2012