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HomeMy WebLinkAbout12/09/18 (min) Special {E f I I[(I 1 _ RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION MINUTES OF THE SEPTEMBER 18, 2012, SPECIAL MEETING i t A. CALL TO ORDER A special meeting of the Rancho Cucamonga Community&Arts Foundation was held on { Tuesday, September 18, 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 5:00 p.m. by Chair Harrington followed by the Pledge of Allegiance. Present were: Board Members: Arguello, Brown, Bryan, Kahn, Madsen, Snyder and Harrington. Absent: Barag and Galindo. Staff: Nettie Nielsen, Community Services Director; Francie Palmer, Community Services Marketing Manager; Susan Sluka-Kelly, ! Community Services Coordinator and Melissa Morales, Senior Administrative Secretary. B. ANNOUNCEMENTS/PRESENTATIONS j There were no announcements C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. D. CONSENT CALENDAR 1. To approve the Minutes of the Regular Community & Arts Foundation Meeting held June 13, 2012. 2. To receive and file Treasurer's Report for the months of January through March 2012. MOTION: Moved by Vice Chair Bryan, seconded by Member Kahn, to approve the Consent Calendar, as submitted. Motion carried: 7-0-2 (Absent: Barag and Galindo) E. BOARD REPORTS 1. Golf Board—Committee Chair Madsen reported that the tournament is six weeks away and slightly ahead in sponsorships and golfers then this time last year. He called on Consultant Stephen Wagner who informed the Board that Red Hill Country Club has requested a letter of commitment within the next few weeks if the tournament will again be requested to be held at their facility in 2013. He recommended approval of the request and Chair Madsen concurred. The following motion was then made: MOTION: Moved by Member Madsen, seconded by Vice Chair Bryan, to add to the agenda consideration of hosting a Golf Tournament at Red Hill Country Club on October 28, 2013. Motion carried: 7-0-2 (Absent: Barag and Galindo). . Community &Arts Foundation - I - September 18, 2012 MOTION: Moved by Member Madsen, seconded by Vice Chair Bryan, to approve hosting a Golf Tournament at Red Hill Country Club on October 28, 2013. Motion carried: 7-0-2 (Absent: Barag and Galindo). 2. Party Train Board/Chocolate & Wine Festival— Committee Chair Bryan reported that $1,720 was raised from the two Member-hosted party train events held in the spring. She indicated her intent to contact the other Members to encourage them to also host their own events. 3. Executive/Finance Committee — Director Nielsen briefed the Board on matters addressed at the August Committee meeting. These included consideration of a proposal to host a Chocolate & Wine Festival in 2013 and plans for the Donor Recognition Event/Playhouse Season Opening Party. 4. Board Development Committee—Member Brown spoke of the Committee's discussion at their last meeting which focused on identifying individuals to be pursued regarding their interest in serving on the Board and areas of expertise needed on the Board. 5. Arts Giving Committee—Supervisor Sluka-Kelly updated Members on the Committee's recent actions including award of scholarships for art programs at local schools. She added that in January scholarships will be awarded to qualifying students. Vice Chair Bryan noted that the Foundation recently awarded the Art Association Show winnerwith a.check in the amount of $150. 6. Annual Campaign Committee - No meeting held. F. FOUNDATION BUSINESS 1. Consideration of hosting a Chocolate & Wine Festival in 2013 was opened. Director Nielsen noted that direction was given by the Event Committee to present a proposal with less emphasis on making a profit but also one with less risk to the Foundation. Consultant Wagner then addressed the Board with his proposal. He distributed a packet of information which contained event specifics including the proposed date and time(June 8, 2013, 6:00 to 9:00 p.m.) and recommended major revisions to next year's event based on suggestions and evaluations received following this year's event. Event parameters were described including hosting the festival at the Ontario Convention and with a focus on making the event more regional in nature. The number of wineries participating will be expanded to ten and ticket prices reduced for VIP and General Admission. He then highlighted key points and incentives for his services which include an emphasis on providing a "turn key" event, thus substantially reducing City staff time spent prior to and at the event; an increased fee for his services to$15,000 and a 50/50 split with the Foundation on any net profits over $10,000. In conclusion he told the Board he would pay for web-site design expenses and stressed the need to market the event as a fundraiser that will positively impact the youth. Director Nielsen closed by commenting that she felt comfortable with the fundraising goals set. Community &Arts Foundation - 2 - September 18, 2012 r Discussion by the Foundation Members then took place. Questions were raised j concerning where the Media event will be held; challenges with locating Consultant Wagner the day of the event; concerns with hosting the event outside of the City's limits; overall risk to the Foundation and whether contact information was collected from this year's event attendees. Consultant Wagner responded that the Media Day event could be held either at the event venue (Ontario Convention Center) or the Cultural Center. He also indicated that he would schedule additional support staff for next year's event and that due to the anticipated attendance and regional nature of next year's event it needs to be held outside of the City to allow for adequate seating for all of the attendees. Additional comments by the Board were in appreciation of staff and the Committee's efforts coordinating the inaugural event. Members also discussed whether hosting the Festival was the best use of the Foundation's resources and if money should be earmarked in other areas instead such as hiring of a grant writer. Support was given by some Members to host the event another year to assist in show- casing the Foundation to a different set of constituents but that promotion of the event needs to be increased and a booth highlighting the Playhouse should be included and an action plan created to address how the names collected at the event will be used in the future. Consultant Wagner also described and recommended the Board consider purchasing special software that is used for silent and live auction functions. Member Arguello left the meeting at 6:42 p.m. and returned at 6:45 p.m. MOTION: Moved by Member Kahn, seconded by Member Arguello, to approve proceeding with hosting a Chocolate & Wine Festival fundraising event in June 2013, as proposed by Consultant Wagner. Motion carried: 5-2-2 (Noes: Brown and Harrington; Absent: Barag and Galindo.) 2. Chair Harrington opened review and discussion of the Donor Recognition Event held September 15, 2012. Director Nielsen commented positively on the event which Manager Palmer indicated had approximately 100 attendees. She added that invitations were sent to attendees of Lewis Family Playhouse productions and the Chocolate & Wine Festival. Also this year's honorees will be highlighted in the local newspapers. Discussion addressed whether the time of year was the most advantageous, to which Supervisor Sluka-Kelly reminded that the recognition event has in years past coincided with the Playhouse season opening which occurs in September. Artist Greg Adamson was commended for providing yet another amazing fundraising performance with proceeds benefitting the Foundation. No other discussion was held or action taken on the update. Member Snyder left the meeting at 6:53 p.m. and returned at 6:58 p.m. j Community &Arts Foundation - 3 - September 18, 2012 f i 3. Marketing Manager Palmer was called upon for the update on Branding and Awareness j Efforts. She informed the Board that new stationary and business cards are being produced to replace the outdated materials. She provided handouts that included snapshots of the proposed web-site design but noted that additional time is needed in working with The Spoon Factory who is donating their time. It was also noted that Members Barag and Arguello have offered to assist Manager Palmer with finalizing a recommendation to the full Board on an amended Mission and Vision Statement based on discussions held at the May retreat. A formal recommendation will be presented at a future Board meeting. No other discussion was held. 4. Discussion of Primary Fundraising Strategy for 2012/13 was opened by Chair Harrington. To open the discussion, Chair Harrington gave Members an information sheet listing primary fundraising strategies for the current fiscal year. He referenced the sheet and suggested that two options be considered. The first is to focus on events as the sole fundraising strategy. The other is to balance fundraising by hosting only one major event while increasing individual giving solicitation efforts: Director Nielsen added that the Board needs to define what the fundraisers will support for example transporting students to Playhouse performances. Board discussion ensued. Comments included the need for some Members to have an opportunity to be taught how to be comfortable with "the ask". Marketing Manager Palmer noted that staff is always willing to accompany and assist Members on any solicitation efforts. The Board concurred with directing staff to bring back additional information on training in conjunction with the goals of the Board Development Committee. No other action was taken or discussion held. 5. Chair Harrington called on Director Nielsen concerning discussion of Board Development Strategy and Board Capacity Building. She distributed information from the Centerfor Non-Profit Management regarding services they provide which includes Board and Staff Development components. The Board was also asked if there were any individuals they will be recommending to be considered for appointment to the Board. Names included Tina Chen (recommended by Vice Chair Bryan); Rick Platnor (per Member Madsen possibly a candidate for next year)and Dee Morris(wife of Doug Morris). In conclusion, Members concurred with the goal of adding two new members by the new year. 6. The status report of Programs and Activities supported by the Foundation was provided by Supervisor Sluka-Kelly. She addressed the Board and listed programs which took place over the summer including The Wizard of Oz, World Music Concert Series and Black Box Production of Rabbit Hole. Members were also reminded of the upcoming Big Bad Voodoo Daddy Show which the Foundation is the presenting sponsor for. Member Madsen left the meeting at 7:28 p.m. and did not return. f Community &Arts Foundation - 4 - September 18, 2012 F , 7. Director Nielsen reviewed the updated Foundation Meeting Schedule and Committee Assignments for Fiscal Year 2012-2013. The only amendment to the assignments was the appointment of Member Kahn as Chair of the Board Development Committee. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Consideration of the suggestion to obtain.Event Software. 2. Discuss in more detail proposed training of Board Members. H. ADJOURNMENT The Special Rancho Cucamonga Community&Arts Foundation Meeting adjourned at 7:35 p.m. with all Members present except Barag, Galindo and Madsen. Respectfully submitted, A I Melissa Morales Senior Administrative Secretary i Approved by Community & Arts Foundation: November 14, 2012 Motion carried: 5-0-3 (Absent: Galindo, Kahn and Snyder) i Community &Arts Foundation - 5 - September 18, 2012