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HomeMy WebLinkAbout13/06/12 (min) RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION MINUTES OF THE JUNE 12, 2013, REGULAR MEETING A. CALL TO ORDER The regular meeting of the Rancho Cucamonga Community & Arts Foundation was held on Wednesday, June 12, 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 5:10 by Chair Harrington followed by the Pledge of Allegiance. Present were: Board Members: Arguello, Brown (arrival 5:45 p.m.), Chen, Galindo, Kahn, Pachon, Rivera, Snyder and Harrington. Absent: Barag, Bryan and Madsen. Staff: Nettie Nielsen, Community Services Director; Francie Palmer, Community Services Marketing Manager; Daniel Schneider, Community Services Supervisor; Susan Sluka- Kelly, Community Services Supervisor; Karen Silhanek, Management Analyst I; Heidi Gautschi, Office Specialist I and Melissa Morales, Senior Administrative Secretary. S. ANNOUNCEMENTS/PRESENTATIONS 1. An update on pending City Council action regarding recommendation of appointments to the Community & Arts Foundation Board of Directors was provided by Director Nielsen. She informed the Board that the City Council's June 19th agenda included an item for consideration to re-appoint Chair Harrington and to appoint Rod LeMond to the Board. Chair Harrington recessed the meeting at 5:13 p.m. for a brief dinner. The meeting reconvened at 5:25 p.m. with all Members present except Barag, Brown, Bryan and Madsen. C. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. D. CONSENT CALENDAR 1. Request to approve the Minutes of the Special Community & Arts Foundation Meetings held April 24 and May 29, 2013. 2. Request to receive and file Treasurer's Report for the months of April and May 2013. Rancho Cucamonga June 12, Community&Arts Foundation Director Nielsen requested that Item F.1. be pulled and indicated the Minutes would be provided to their Board at their next regular meeting. A few questions were raised concerning Treasurer's Report's new format, donations received for the banner program and charges to First Bankcard. Manager Palmer responded concerning the military banner donations and noted the on-going efforts of the Creed Family and other Gold Star Families to raise monies for the banner program an affiliate of the Foundation. Specialist Gautschi responded concerning the new format which is through Quickbooks reporting and clarified the charges to First Bankcard. MOTION: Moved by Secretary/Treasurer Snyder, seconded by Member Galindo, to approve Item D.2. of the Consent Calendar, as submitted, and to continue Item D.1. as requested. Motion carried: 6-0-4 (Absent: Barag, Brown, Bryan and Madsen) E. BOARD REPORTS 1. Golf Tournament Committee — Director Nielsen informed Members that the Committee would be meeting on June 17th, 3:30 p.m., at City Hall. Consultant Wagner added that Burrtec will be a sponsor again this year and that efforts will be made to increase the sponsorship amount. 2. Party Train Board/Chocolate & Wine Festival Committee— Director Nielsen reminded Members of the June 22nd Fundraising Tea Party being hosted by Member Brown. Chair Harrington also reminded Members that he will again be hosting a Quakes game fundraiser in August and that tickets are $40. 3. Executive/Finance Committee — No meeting held. 4. Board Development Committee — Committee Chair Kahn reiterated the pending appointment of Rod LeMond. Board Chair Harrington added that Rick Platner has expressed in interested in possibly joining the Board. 5. Arts Giving Committee — Committee Chair Galindo spoke of his attendance, along with Member Kahn's, at a recent high school function where they presented scholarship awards to students on behalf of the Foundation. F. FOUNDATION BUSINESS 1. The Election of Officers for the positions of Chair, Vice Chair and Secretary/Treasurer was opened. Election of Chair was considered first. Member Galindo nominated Member Harrington. Being no further nominations, the nominations were closed. A motion was then made as follows: MOTION: Moved by Member Galindo, seconded by Member Pachon, to appoint Jim Harrington to serve a one-year term as Chair of the Community & Arts Foundation. Motion carried: 6-0-4 (Absent: Barag, Brown, Bryan and Madsen) Rancho Cucamonga - 2 - June 12, 2013 Community & Arts Foundation The seat of Vice Chair was opened next for nominations. Chair Harrington nominated Member Bryan. Being no other nominations, the nominations were closed. The following motion was presented: MOTION: Moved by Member Galindo, seconded by Member Kahn, to appoint Linda Bryan, to serve a one-year term as Vice Chair of the Community & Arts Foundation. Motion carried: 6-0-4 (Absent: Barag, Brown, Bryan and Madsen) The seat of Secretary/Treasurer was opened next for nominations. Member Galindo nominated Member Snyder. Being no other nominations, the nominations were closed. The following motion was presented: MOTION: Moved by Member Galindo, seconded by Member Pachon, to appoint Bryan Snyder, to serve a one-year term as Secretary/Treasurer of the Community & Arts Foundation. Motion carried: 6-0-4 (Absent: Barag, Brown, Bryan and Madsen) 2. Preliminary financial reports of the Chocolate and Wine Festival held June 8, 2013, was opened by Chair Harrington. He informed the Board that the Festival Committee would be meeting on June 25th for a de-brief and recap of the event. He indicated that discussion this evening would be limited in light of pending information yet to be received and in the absence of Vice Chair Bryan who served as Committee Chair. Consultant Wagner distributed a profit and loss chart and spoke of logistical problems experienced which he said were behind the scenes and went unnoticed by the event's guests. He added that he had received positive comments from some of the attendees. Board discussion ensued. Questions were asked concerning the statistics for the event held in 2012 and comparisons with this year's event. Comments were made concerning issues experienced with the silent auction, which was the responsibility of the consultant, and that both sponsorships and auction items failed to meet goals set. A question was raised whether the left over auctions items would be used for the upcoming golf tournament and if an itemized list will be provided of the items. Consultant Wagner confirmed that they would be available and clarified that there were some separate consignment items at the silent auction and those items would be returned without any charge to the Foundation. He also attributed losses to the raffle sales which did not meet goals set. Director Nielsen reiterated that a reconciliation and audit will take place that would be discussed at the June 25th Committee meeting and then passed on to the full Board. 3. Chair Harrington called on Director Nielsen for a recap of key points from the 2013 Annual Goal Setting Workshop held May 29, 2013. She referenced staff's report dated June 12th, which entailed a summary of the discussions and actions which took place at the special meeting. Actions included acceptance of a proposed schedule Rancho Cucamonga - 3 - June Community & Arts Foundation for issuing quarterly financial reports in October, January, April and July. In addition fundraising goals were established which involved the golf tournament, party train and Fritz Coleman benefit performance. She continued that the workshop also included a review by Coordinator Baldwin of grants pursued and other fund development efforts. She added that outreach and communication efforts discussions were facilitated by Manager Palmer and that a newly created Marketing and Outreach Committee is being formed. Director Nielsen noted that the meeting concluded with the awarding of various scholarships to students many who were present to accept their awards. In conclusion, she emphasized that the Board began the important first steps in the process of addressing the fact that based on the Board's spending and giving, that fundraising is not keeping pace and changes need to be made. She noted that Dr. Jonathan Yorba, Executive Director of The Community Foundation of Riverside and San Bernardino Counties' presentation to the Board was important as it underscored the need for the Board to focus on fundraising strategies and higher level functions. The Board's comments and input were then called for. Chair Harrington began the discussion by commending staff for coordinating the workshop and he expressed support of the workshop's purpose and usefulness. He thanked Members for their presence and participation at the special meeting. He also stressed the need to double anticipated money to be raised at the Golf Tournament in light of the losses from the Chocolate and Wine event. Director Nielsen noted how hard the Committee, especially Committee Chair Bryan, worked to make the event a successful endeavor. A question was asked concerning what Dr. Yorba thought of the Foundation's mission and Director Nielsen responded that he felt it was adequate. A comment was also made to continue to improve the use of visual aids to better communicate the Foundation's efforts and beneficiaries. The update was then received and filed. 4. Director Nielsen was called on regarding consideration of the request for approval of the Foundation's Fiscal Year 2013/14 Budgets. She referenced the proposed budgets provided to the Members that evening and went line item by line item through all projected revenues and expenditures for the coming fiscal year. Manager Palmer went into further detail concerning the Marketing and Outreach section of the budget and explained her proposed $1,000 expenditure for a video profile which could have multiple uses including giving the Board an opportunity to communicate their mission and efforts. Discussion by the Board ensued. Concern was expressed by a number of Members in approving a budget that has a shortfall. Other comments were made that a renewed focus needs to be on increasing revenues to offset the expenditures and build the endowment. The need for a successful Golf Tournament was also stressed and the Board discussed the benefits and detriments of having multiple large fundraisers. Secretary/Treasurer Snyder left the meeting at 6:55 p.m. and retuned at 6:57 p.m. Rancho Cucamonga - 4 - June Community &Arts Foundation As the Board reviewed each of the line items suggestions were given on proposed cuts and additions. Reductions included cutting the administration costs for insurance and travel and meetings at $500 each and a $2,000 reduction in the Board Development and Training line item. Increases were proposed in the areas of tickets for underserved students and families to $5,000 and courtyard programs to $1,000. In addition, Member Galindo stated for the record that the Foundation cannot continue to have a deficit. Following their discussion and proposed modifications, the following motion was presented: MOTION: Moved by Member Kahn, seconded by Member Brown, to adopt the proposed Foundation Budget for Fiscal Year, 2013/14, as amended. Motion carried: 7-0-3 (Absent: Barag, Bryan and Madsen) 5. Director Nielsen was called on to provide staff's report concerning selection of award recipients to be recognized at the Foundation's Annual Recognition Event to be held October 5, 2013, in conjunction with the Fritz Coleman Benefit Performance. She reviewed previous award recipients and asked for Members to provide their suggestions for this year's awards. Suggestions were given to nominate either former Member Buquet and Cohen for the individual award and U.S. Bank or Vavrinek, Trine & Day Co. LLP for the outstanding business of the year. Following their discussion the following action was taken: MOTION: Moved by Member Kahn, seconded by Member Galindo, to approve that the 2013 Foundation Donor Award Recipient for Business of the Year be awarded to Vavrinek, Trine & Day Co, LLP. Motion carried: 7-0-3 (Absent: Barag, Bryan and Madsen. MOTION: Moved by Member Kahn, seconded by Member Galindo, to approve that the 2013 Foundation Donor Award Recipient for Individual of the Year be awarded to Chuck Buquet. Motion carried: 7-0-3 (Absent: Barag, Bryan and Madsen. Member Galindo left the meeting at 7:15 p.m. and returned at 7:18 p.m. 6. The status report of Foundation supported programs and activities was given by Supervisor Sluka-Kelly. She spoke of the upcoming Foundation sponsored summer productions including Seussical the Musical and the World Music Series held in the Bank of America Courtyard. She encouraged Members to sign up to work the information table. A request was made to email Members the sign-up sheet to give them an opportunity to first check their schedules. No other discussion was held and the update was received and filed. Rancho Cucamonga - 5- June Community &Arts Foundation 7. Consideration of appointments of Foundation Members to the various Foundation Committees and Review of the Foundation's Board and Committee meeting schedule for Fiscal Year 2013/14 was opened for discussion. Director Nielsen referenced an organizational chart provided to the Foundation which listed the various fundraising and operations subcommittees, staff liaisons and their areas of responsibility. A revised meeting schedule was also provided for the Board's review. Revisions to the schedule included moving the Board's regular meetings to September, December, March and June and the Executive Board to August, November February and May with quarterly financial reports in mid-October, January, April and July. Discussion was held concerning the proposed new dates, and Members provided their input concerning the challenges with having meetings in March due to work obligations. Discussion was also held concerning hosting an annual workshop of the Board and the best time of year to do so. A consensus was reached that a workshop should be conducted prior to adoption of the budget but after April 15th. Staff was asked to finalize the meeting calendar and provide to the Board when complete. Members also expressed which Committees they wish to serve on and staff will also provide an updated listing of committees as well. Member Kahn left the meeting at 7:40 p.m. and returned at 7:45 p.m. Member Arguello left the meeting at 7:45 p.m. and did not return. 8. Review of the Foundation's Board and Committee meeting schedule for Fiscal Year 2013/14 was held with Item F.7. G. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS None H. ADJOURNMENT The Regular Rancho Cucamonga Community & Arts Foundation Meeting was officially adjourned. The Meeting adjourned at 7:48 p.m. with all Members present except Arguello, Barag, Bryan and Madsen. Respectfully submitted, Melissa Morales Senior Administrative Secretary Approved by the Community & Arts Foundation: September 25, 2013 Motion carried: 10-0-1-2 (Abstain: LeMond, Absent: Arguello and Galindo) Rancho Cucamonga - 6 - June 12, 2013 Community & Arts Foundation