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HomeMy WebLinkAbout12/05/09 (min) Special RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION r MINUTES OF THE MAY 9, 2012, SPECIAL MEETING A. CALL TO ORDER The special meeting of the Rancho Cucamonga Community & Arts Foundation was held on Wednesday, May 9, 2012, at the Victoria Gardens Cultural Center—Celebration Hall, located at 12505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order at 9:10 a.m. by Chair Galindo who also led the Pledge of Allegiance. Present were: Board Members: Arguello, Barag, Harrington, Kahn, Madsen (who arrived at 9:50 a.m.), Snyder and Galindo. Absent: Brown and Bryan. Staff: Nettie Nielsen, Community Services Director; Paula Pachon, Management Analyst III and Melissa Morales, Senior Administrative Secretary. B. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. C. FOUNDATION BUSINESS 1. Consideration of placing on the agenda the Request for Approval of the Creation of a Support Fund to Receive Contributions for Distribution to Designated Injured Military Members to Assist in their Recuperation as an urgent item which arose subsequent to posting of the agenda was opened and the following motion was presented: MOTION: Moved by Chair Galindo, seconded by Member Kahn, to approve adding as an urgent item which arose subsequent to posting of the agenda the request for approval of the creation of a support fund to receive contributions for distribution to designated injured military members to assist in their recuperation. Motion carried: 6-0-3 (Absent: Brown, Bryan and Madsen). Director Nielsen distributed staff's report recommending the Board's approval of the creation of a fund to serve as a depository for community contributions to aid wounded or injured members of the military in their recuperation. She indicated the new fund would be established and that contributors could donate to a designated recipient. A question was raised concerning who would disperse the monies received. Director Nielsen clarified that staff would coordinate the disbursement based on the requests received. No other discussion was held and the following action taken: MOTION: Moved by Member Kahn, seconded by Member Barag, to approve staffs recommendation for the creation of a support fund to receive contributions for distribution to designated injured military members to assist in their recuperation. Motion carried: 6-0- 3 (Absent: Brown, Bryan and Madsen). Community &Arts Foundation - 1 - May 9, 2012 i { i 2. 2012 Board Vision Alignment Workshop was lead by Director Nielsen. She reviewed the proposed agenda for the day which would include presentations from David DeLeon, Cal South Soccer Foundation, regarding Building an Effective Foundation and Keith Church, Pacific Homes Foundation, regarding Fund Development During Difficult Economic Times. In addition, Members would address creating a succession plan for continued board leadership; conduct strategic plan discussions including review of the mission statement; update on the Wine and Chocolate fundraiser; focus on fundraising strategies; establishment of priorities for the Board; Strategic Plan streamlining development of an action plan for the top three priorities; review of items for the June 13 Board meeting and presentation of a performing arts scholarship. Director Nielsen gave the Board a brief update on the current state of the City including recent layoffs and retirements including i Analyst Pachon who is scheduled to retire at the end of June. She also informed the Board that Cultural Center Rental Coordinator Nick Robinson has recently resigned. Following j her update, David DeLeon was joined by John Weinerth, CEO of Cal South Soccer, in I addressing the Board concerning his building an of effective foundation based on his experience with the Cal South Soccer Foundation. He underscored the importance of finding Boardmembers with a passion, understanding their vision and using their strengths. The importance of the Board having a presence in the community through photo opportunities, media outlets, special events was also encouraged. Each Board Member was encouraged to conduct a self-evaluation and ask themselves how they are contributing. Following the presentation Mr. DeLeon and Mr. Weinerth were thanked for taking the time to address the Board. The Board recessed at 10:40 a.m. and returned at 10:55 a.m. Chair Galindo began discussion regarding creation of a succession plan for continued Board leadership. He reminded the Board that his term as Chair would expire in June and noted that Member Harrington had expressed an interest in serving. Chair Galindo was asked what staff could do to support the Chair and he responded that being updated, having issues explained, providing friendly reminders of meetings, events and deadlines would be helpful. Analyst Pachon added that a Chair is also needed for the Golf Tournament. Director Nielsen then requested that Analyst Pachon excuse herself from the meeting. Brief discussion ensued regarding the possibility of contracting with Analyst Pachon following her retirement to assist with the Golf Tournament, Chocolate and Wine Festival, Board development and other relationship types of matters. Dialogue by the Board included clarification on duties of the currently vacated Office Specialist I position and proposed length of the contract. Director Nielsen responded and also noted that a proposal received from Kevin McArdle for consulting services has been received and is pending further consideration and discussion. The contract with Analyst Pachon will be placed on the June 13`h agenda. Analyst Pachon re-joined the meeting at this time. Member Barag left the meeting at 11:20 a.m. Community&Arts Foundation - 2 - May 9, 2012 I A copy of the current the 2015 Strategic Plan was distributed as a prelude to review and discussion of the mission statement. Members provided their input on important keywords and other wording suggestions. In conclusion, staff will present approval of the amended mission statement at the June Board meeting. The next topic of discussion was the Wine and Chocolate Festival held April 28". Analyst Pachon informed the Board that staff is finalizing the event's revenues and expenditures but estimated a loss of $12,000. She gave a brief breakdown of costs vs revenues and noted that multiple add-ons occurred. Brief remarks by the Board were made in support of the event in terms of the public's perception though it was noted that some had received comments concerning the event's length, challenges with hearing the speakers and lack of adequate seating for all attendees. The event will be fully discussed at the June Board meeting. The Board recessed for lunch at 12:17 p.m. and reconvened at 1:00 p.m. Continued discussion of the Strategic Plan was lead by Director Nielsen. She reminded the Board of the dual strategies of their fundraising efforts —to increase the endowment and support operations and the Giving Committee's goals. The Board was asked if the $3 million currently in the endowment was satisfactory. Discussion ensued whether to continue to strive to increase the endowment's amount and whether 100% of the monies need to be liquid. Analyst Pachon reminded that additional naming opportunities will be available as the economy improves. Suggestions were given to consider earmarking funds i into the endowment if grant monies are received to help with programs and the Golf Tournament. Planned giving was suggested and Analyst Pachon reminded that two families have currently committed to planned giving. Another suggestion given was to encourage house donations, also purchasing and then selling property. An idea was expressed to have Victoria Gardens businesses receive donations which they would forward to the Foundation and then they could promote themselves as a "proud sponsor of the Victoria Gardens Cultural Center." Support was given to activate the Board's Grant Committee. The Committee could then consider hiring a grant writer and creating a policy for the endowment. Discussion then ensued concerning the monies donated annually by the Foundation to support the Cultural Center. Supervisor Sluka-Kelly explained how the monies are used. Fundraising for operational costs and giving were discussed. Growing the endowment, applying for grants, awareness and branding, big asks and fundraising events were prioritized. Lastly a discussion was held regarding impacts to attendance by school children at the Playhouse performances due to lack of buses not being paid for by the schools. Staff was asked to research which schools pay for buses and which would allow for parents to pay for the buses. Community&Arts Foundation - 3 - May 9, 2012 f ^' Director Nielsen then opened discussion of establishing Board priorities, streamlining the Strategic Plan, development of an action plan for the top three priorities, review of the standing committees and structure to meet the priorities. The Board selected the following as their top three priorities: a) Playhouse support and giving through grants and sponsorships including considering "adopting schools"to assist in sending the students to Playhouse performances; b) awareness and branding and c) Board Development. Chair Galindo left the meeting at 3:00 p.m. resulting in a lack of a quorum. Director Nielsen then called on Keith Church, representing Pacific Homes Foundation, who gave a presentation on fund development during difficult economic times. He addressed areas including who gives, what they are giving to, the importance of staff partnerships, and reaching individual donors. He suggested reaching individual donors should include finding a project and program that appeals to them, offering various giving choices in the direct mail campaigns and to start small and work your way up. He provided tips for successful personal solicitation tips and going from a "no" to a "yes." Mr. Church provided additional pointers including the need to assess the donor's potential, determine what motivates them and to ask the donor to achieve their full potential through the appropriate gift. He suggested the solicitors conquer their fear of hearing "no" and to shift their focus from the money to the common goal and that every visit doesn't have to be an ask. He emphasized above all to stop talking and start listening. Director Nielsen and the Board Members thanked Mr. Church for his time and expertise. The final item for the workshop was the presentation of the Foundation's first Performing Arts scholarship in the amount of $500 to Crystal Bai. No other discussion was held or action taken. D. ADJOURNMENT The Special Community&Arts Foundation Meeting adjourned at 3:00 p.m. with all Members present except Arguello, Barag, Brown, Bryan and Galindo Respectfully submitted, A7 Melissa Morales Senior Administrative Secretary Approved by Community & Arts Foundation: June 13, 2012 Motion carried: 7-0-2 (Absent: Brown and Madsen) Community &Arts Foundation - 4 - May 9, 2012