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HomeMy WebLinkAbout13/01/23 (min) Special RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION MINUTES OF THE JANUARY 23, 2013, SPECIAL MEETING A. CALL TO ORDER A special meeting of the Rancho Cucamonga Community & Arts Foundation was held on Wednesday, January 23, 2013, 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 5:07 p.m. by Chair Harrington followed by the Pledge of Allegiance. Present were: Board Members: Arguello, Barag, Bryan, Chen, Galindo, Kahn, Madsen Snyder (who arrived 5:20 p.m.) and Harrington. Absent: Brown. Staff: City Clerk Janice Reynolds; Deputy City Manager Lori Sassoon; Nettie Nielsen, 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. The Oath of Office was administered by City Clerk Reynolds to newly appointed Member Tina Chen. She was welcomed by the Board. 2. Member Galindo was presented with a five-year anniversary pin for his years of service on the Board. The Board recessed briefly at 5:10 p.m. to welcome Member Chen and reconvened at 5:20 p.m. with all Members present except Member Brown. 3. Manager Palmer announced that the Community-wide Recreation Needs Assessment Project is underway and that the Board will be updated as the process evolves. 4. Director Nielsen introduced new Office Specialist II in the Administration Division Hayley Burns and also informed the Board that the Foundation's Office Specialist I Nikki Cantoria welcomed a new baby boy recently. 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 November 14, 2012. 2. To receive and file Treasurer's Re orts for the months of October throu h November, Rancho Cucamonga Community &Arts Foundation - 1 - January 2J, 20 2012. MOTION: Moved by Member Barag, seconded by Vice Chair Bryan, to approve the Consent Calendar, as submitted. Motion carried: 9-0-1 (Absent: Brown) E. BOARD REPORTS 1. Golf Tournament Committee — Committee Chair Madsen indicated that no new meetings have been conducted. 2. Party Train Board/Chocolate & Wine Festival Committee — Committee Chair Bryan reported on the recent additions to the Committee including Member Chen. She reminded that this year's Festival is scheduled for June 8'" at the Ontario Convention Center with tickets priced at $55 per person or $1,000 per table. She spoke of there being an increased presence on the web and Facebook this year including the ability to purchase tickets on-line. Vice Chair Bryan also explained that the restaurants this year will not only be those located in the City but cities such as Redlands and Riverside as well. Questions were raised concerning restaurants that have confirmed their participation and silent auction Items. Chair Bryan responded by providing a list of the secured restaurants thus far and emphasized the need for each Board member's assistance in securing items as the auction group used last year will not be used at this year's event. In addition Consultant Wagner would also be obtaining items. In regard to Party Train events, Committee Chair Bryan indicated she wasn't sure if any of the Members had intentions to host a fundraising party this year. In addition, former Member Cohen may host another fundraiser with the same theme as in previous years. Member Galindo left the Meeting at 5:25 p.m. and returned at 5:30 p.m. 3. Executive/Finance Committee — Committee Chair Harrington commented that no recent Committee meetings have been held. 4. Board Development Committee— Committee Chair Kahn spoke of his efforts to persuade a business associate to join the Board and Vice Chair Bryan suggested that former staff member Paula Pachon be contacted regarding her interest in serving. Chair Kahn indicated he would follow-up. Vice Chair Bryan left the Meeting at 5:27 p.m. and returned at 5:35 p.m. EA. Chair Harrington moved forward an update on Landscape Maintenance District 2. He called on Director Nielsen who in turned introduced Deputy City Manager Sassoon to present the update. Manager Sassoon provided the Powerpoint presentation on the District, its purpose, maintenance services provided by City staff and the budgetary issues it faces. Due the financial constraints it has been determined that Rancho Cucamonga Community &Arts Foundation - 2- January 23, 2013 the current level of services will be affected which could include eliminating or reducing landscaping along some of the parks, streets and paseos in the area and as well as the possibility of an overall reduction of maintenance throughout the entire District. She distributed a fact sheet, as well as Community Feedback Survey and asked for Members assistance in getting the word out to affected residents concerning the dire situation the District is in. Manager Sassoon was asked questions by the Board concerning if the Haven Street Project was part of the District; the approximate increase in fees should the matter be re-voted; what information would be included on any ballot measures; the District's boundaries and deadline for a vote to take place prior to the services being further reduced. She responded by informing the Board members that the Haven Project is not included in the District; the increases would be at approximately 50 to 75% should the matter go to a vote and in light of the fact that fees have not been increased for years. She explained ways to get the information out to the public and clarified that the matter would not go back out to a vote unless the affected residents give an indication that they wish to revisit the matter. She described the boundaries of the District and also went into detail concerning how the ballots are weighted. Manager Sassoon was thanked for her report and no further action was taken on the matter. 5. Arts Giving Committee— Chair Galindo spoke of the Subcommittee's meeting held today which addressed awarding five $400.00 scholarships to Rancho Cucamonga, Alta Loma, Los Osos and Etiwanda High Schools. Uses for the scholarship money includes funding for new instruments, costumes and costs to perform. 6. Annual Giving Campaign Committee — Committee Chair Snyder indicated he had no updates to report. Director Nielsen and Supervisor Sluka-Kelly reminded the Board of the upcoming "Hearts for Arts" campaign which kicks off this week at the Playhouse. Based on their donation levels during this campaign, donors could receive engraved nameplates for two seats in the Playhouse, priority buying for next season's tickets and membership for the remainder of the season. A question was asked concerning location of seats that would have the nameplates and staff confirmed that the donor could select the seats that the nameplates would be installed on. F. FOUNDATION BUSINESS 1. Update on Landscape Maintenance District 2 was moved following Item EA. 2. Director Nielsen was called upon by Chair Harrington to provide staff's report and consideration of approval of the proposed contract with Stephen Wagner to produce the 2013 Golf Tournament fundraiser. The proposed agreement with Consultant Wagner was distributed to Members. Director Nielsen highlighted various points of the document including the recommended compensation and duties to be performed by him and his support staff. Duties include providing professional supervision and Rancho Cucamonga Community &Arts Foundation - 3- January 23, 2013 management of the fundraiser including selling of sponsorships and golf playing spots, event/set-up responsibilities, coordination with vendors, supplies, etc., and procurement of auction items. In addition a detailed report of expenses and revenues from last year's event was provided and a proposed budget for this year's budget to be held on October 281h with an estimated profit of $80,000.00 was included in the packet. Director Nielsen concluded by noting that the Golf Tournament Subcommittee would begin meeting again in the spring. Staff responded to brief questions from the Board concerning the compensation package and incentives and differences between the proposed contract and the previous year's agreement. A motion was made as follows: MOTION: Moved by Member Galindo, seconded by Member Madsen, to approve the contract between the Community &Arts Foundation and Stephen Wagner for services to be provided in conjunction with the 2013 Community & Arts Foundation Golf Tournament. Motion carried: 9-0-1 (Absent: Brown) 3. Manager Palmer lead the review and request for approval of the Foundation's newly established web-site. She provided a glimpse of the site which will include highlighting fundraising events and an "About Us" page; their mission statement; listing of donors and ways to contribute. She estimated full launch of the site in approximately 40 days and commended the Spoon Factory for donating their services. Commission discussion ensued. Questions included whether the site would link to other City sites including the City's, RCpark and Cultural Center. Also the question of who would provide the editing of the site was raised. Manager Palmer responded that links to the City's sites would be included and that volunteers to help administer the site were needed. It was suggested that Member Kahn talents be utilized. The Board then concurred with Member Kahn's assisting staff where needed. 4. Selection of a date and discussion regarding the Annual Board Workshop was opened by Chair Harrington. He called on Director Nielsen to report. Director Nielsen informed the Members that May 29th was the date that appeared to be available for all to attend. She suggested the workshop be held again at the Cultural Center or at Central Park. Also suggested was finalization of the day's topics of discussion at the April Board meeting and to consider whether or not secure a trainer for the workshop. Director Nielsen did note that Coordinator Michelle Baldwin had contacted the Center for Non-Profit Management concerning training opportunities. Discussion by the Board then ensued. Suggested areas for training included grant applications, awareness of branding and the "big ask." Member Brown, who works with many non-profit organizations, offered to provide a training in the future and Member Arguello added that his bank offers webinars for staff and boards members of non-profit organizations. He promised to add the Foundation to the mailing/interest list. Director Nielsen concluded by commenting that staff and the Executive Board will further refine the workshop's agenda and will strive to make the most effective use of the workshop which will last most of the day. Rancho Cucamonga Community"&Arts Foundation - 4 - January 23,= 5. Staff's presentation regarding amending the Foundation's Mission and Values Statement was given by Manager Palmer. She began staff's report by providing a brief history of the Foundation establishment, its non-profit status and relationship to the City. She reminded that the Board has a current, approved Statement and that staffs busy schedule has prohibited their efforts to propose new verbiage. She added that if this is identified as a priority by the Board, energies will be re-directed to work on the project. If not, the current statement will continue to be utilized when applying for grants, on marketing info, etc. Members questioned whether the Statement needs revision and if it fits the needs of the Board when applying for grants or whether modification would largely benefit the affiliate organizations. Director Nielsen joined Manager Palmer in responding to their questions and concerns and noted that at this time, the Statement suits the purposes of the Board and is adequate in applying for funding. Support was given to not consider altering the Statement at this time and no further action was taken or discussion held. Member Arguello left the meeting at 6:37 p.m. and returned at 6:39 p.m. 6. Consideration of the Performing Arts Giving Subcommittee's recommendations regarding sponsorships for the 2013/14 Season was presented by Supervisor Sluka- Kelly who began her report by distributing a chart of staff recommended performances and programs that could be supported by the Foundation in the coming fiscal year. Committee Chair Galindo reviewed areas of proposed support which includes the following: Presenting Sponsors of a Mid-Season Headliner, RC Community Theatre Series; Black Box Production Series and World Music Series; Supporter in areas including the MainStreet Theatre and Artist in Residency/Outreach Programs; tickets for underserved students and family; courtyard programming and the community grant program for high school's and students in the community. He noted that a change from last year's scholarship requirement was moving the GPA minimum to 2.5. Director Nielsen added that approval by the Board that evening would allow an opportunity for their program support to be included in next season's season brochure. A question was raised regarding the number of Black Box Productions to be held next fiscal year and Supervisor Sluka-Kelly responded that one is confirmed although staff is researching the feasibility of adding a second production. Following their discussion, the following motion was made: MOTION: Moved by Member Galindo, seconded by Vice Chair Bryan, to approve the Community & Arts Foundation's Performing Arts Subcommittee's recommendations presented that evening concerning the Foundation's sponsorship for the 2013/14 season. Motion carried: 9-0-1 (Absent: Brown). 7. Chair Harrin ton called on Director Nielsen concerning an update on hosting a Rancho Cucamonga Community &Arts Foundation - 5- JanuaryZ3, 2073 fundraiser featuring Fritz Coleman. Director Nielsen explained to the Board that efforts are being made to secure a date for the fundraiser and hopefully it will be confirmed in time to include in the season brochure. Supervisor Sluka-Kelly explained the challenges with selection of a date and noted that the proposed dates have been narrowed down to September 215' 281h or October 5th. A couple of questions were raised by the Board including former staff member Paula Pachon's involvement and ticket prices. Director Nielsen responded that Ms. Pachon is willing to assist as the point of contact with Mr. Coleman and that the ticket price is still being determined with the goal in mind to raise funds, yet at the same time encourage a good turnout. No other discussion was held or action taken. 8. Consideration of appointments to the various Foundation Subcommittees was opened by Director Nielsen. She reviewed the current Subcommittee appointments and asked the Members if there were any changes. No changes were made at this time. 9. Supervisor Sluka-Kelly provided a status report of Foundation support programs. She reported that the Foundation presented Big Bad Voodoo Daddy show held on November 24th was a sell out. She added that the season is going well and has had other sold-out performances as well. She reported that the next Foundation Family Saturday is this Saturday for the performance of "Aladdin's Luck." She invited the Board to the dress rehearsal scheduled for tomorrow and she concluded by thanking the Foundation for their invaluable support. 10.Director Nielsen briefly reviewed the meeting schedule for the next few months for the Board and Subcommittee. She added that the Executive/Finance Committee needs to hold a meeting in the near future and that any recommendations for appointment of new Board Members should occur no later than March to ensure they are on board prior to the May workshop. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Manager Palmer spoke of the Freedom Courtyard dedication and sculpture and Vice Chair Bryan added her thanks to staff and the volunteers for all of their hard work. H. ADJOURNMENT MOTION: Moved by Member Kahn, seconded by Vice Chair Bryan, to adjourn the Special Rancho Cucamonga Community & Arts Foundation Meeting. Motion carried: 9-0-1 (Absent: Brown). Meeting adjourned at 7:00 p.m. Respectfully submitted, rltPi<,�fx �t41�zs Melissa Morales Senior Administrative Secretary Rancho Cucamonga Community &Arts Foundation - 6- January 23, 201 Approved by Community & Arts Foundation: April 24, 2013 Motion carried: 10-0-2 (Absent: Galindo and Snyder) Rancho Cucamonga Community &Arts Foundation - 7- January 23, 2013