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HomeMy WebLinkAbout2016-12-07 Rancho Cucamonga - 1 - December 7, 2016 Community & Arts Foundation Executive/Finance Committee RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION EXECUTIVE/FINANCE COMMITTEE MINUTES OF THE ADJOURNED DECEMBER 07, 2016, MEETING A. CALL TO ORDER The December 7, 2016, Adjourned Meeting of the Rancho Cucamonga Community & Arts Foundation Executive/Finance Committee was held on Wednesday, December 7, 2016, at the Rancho Cucamonga Civic Center, located at 10500 Civic Center Dr., Rancho Cucamonga, California. The meeting was called to order at 4:10 p.m. by Chair Pachon. Present were: Committee Members: Chen, Harrington, Pachon and Snyder. Staff: Michelle Keith, Community Services Director; Susan Sluka-Kelly, Cultural Arts Manager; Karen Silhanek, Management Analyst I and Jasmin Oriel, Office Specialist II. Guest: Ray Patchett, Principal at Patchett & Associates. B. COMMUNICATIONS FROM THE PUBLIC There were no communications from the Public. C. CONSENT CALENDAR 1. To approve the Minutes of the Community & Arts Foundation Executive/Finance Committee meeting held on August 25, 2016. 2. To receive and file Treasurer’s Reports for the months of September - November 2016. MOTION: Moved by Member Snyder, seconded by Member Harrington, to approve the Consent Calendar, as submitted. Motion carried: 4-0-0. D. ITEM(S) FOR DISCUSSION 1. Analyst Silhanek opened the review of accounting firms for audit/financial review. She distributed three (3) different quotes from different accounting firms for the Committee to review. Chair Pachon asked who referred the accounting firms that submitted quotes. Analyst Silhanek replied that Board Member Rivera referred Candace Hilk, Board Member Brown referred Kenneth Pun and Finance Director Layne from the City of Rancho Cucamonga referred LSL. Discussion ensued amongst the Committee in regards to the significant savings of working with a private firm instead of a large firm with extensive overhead costs. The Executive Finance Committee requested staff to obtain at least three references from previous Candace Hilk clients to consider Rancho Cucamonga - 2 - December 7, 2016 Community & Arts Foundation Executive/Finance Committee selecting Candace Hilk to conduct the audit/financial review for the Community & Arts Foundation. Analyst Silhanek asked which Members would like an emailed copy of Candace Hilk’s references. Members Snyder and Harrington both requested to have references forwarded to them for review. Following their discussion, the Board took the following action: MOTION: Moved by Member Snyder, seconded by Vice Chair Chen, to move forward in selecting Candace Hilk upon the review of at least three (3) references. Motion carried: 4-0-0. 2. Director Keith led the update on recruitments for Account Technician and Administrative Secretary. She was pleased to report that second interviews for the Administrative Services Secretary were scheduled next week. She was also happy to report that the recruitment for the Account Technician position has closed and the first round of interviews would also take place next week with two Board Members on the interview panel. No further updates were given. 3. Discussion of Donor Recognition Event, tentatively scheduled for March 10th performance of “Into the Woods” was led by Manager Sluka-Kelly. She reported that the tentative date of March 10th is available if the Board decides on holding the event on that night. The Committee then discussed whether a Friday night or Saturday night would be best. The Committee unanimously concluded that the best date to hold the Donor Recognition Event would be Friday, March 10th 2017. They also agreed to form a subcommittee with the task of putting together and coordinating the Donor Recognition Event. MOTION: Moved by Vice Chair Chen, seconded by Member Snyder, to approve the date of March 10th for the Donor Recognition Event and to form a Subcommittee to coordinate the event in the next Regular Meeting scheduled on January 25, 2017. Motion carried: 4-0-0. 4. Director Keith led the update on the Courtyard Renovation Project. She informed the Committee that the project is currently eighteen months to twenty-four months out. She recommended that the Committee should not focus on the Courtyard Renovation Project until the project is further down the road and starts to materialize. She added that the City has not approved any concept yet and that the Courtyard Renovation Project will eventually happen but should not be an area of focus at the moment. The suggestion was made to instead focus on internal development. The Committee agreed and no further discussion was held. 5. Analyst Silhanek opened the discussion on 2015 Taxes. She stated that the first extension has been filed and accepted by the IRS. Chair Pachon asked when the Rancho Cucamonga - 3 - December 7, 2016 Community & Arts Foundation Executive/Finance Committee extension would expire. Analyst Silhanek replied that the extension would expire on February 15th 2017. Member Snyder volunteered to contact Lisa to complete the taxes and or get an estimated time of completion. Chair Pachon asked how long a second extension would last. Member Snyder replied that a second extension would end in May 2017. Director Keith advised the Board to complete their taxes in a timely manner without utilizing additional extensions as it reflects poorly on the Community & Arts Foundation and could potentially obstruct the Foundation when applying for grants. No further discussion was held. 6. Director Keith called upon Consultant Ray Patchett to discuss the preparation for the upcoming Workshop in January. Consultant Patchett began by asking the Committee to assess their current situation to ensure that the proper topics are addressed in the Workshop. Chair Pachon listed the following: Why are we here, what are we raising money for, how can we do it better, how we adjust to new leadership and developing a road map that the Board will be motivated to pursue. Consultant Patchett asked the Committee when they last looked at their mission statement and if it is current. Chair Pachon informed that the “Mission and Values” and “Strategic Plan” are current on the Community & Art’s Foundation website and were approved last year. Consultant Patchett shared his observations on Staff and Board Member Roles and asked how the work is distributed amongst City Staff and Board Members. Chair Pachon shared that the roles have and are always evolving. Director Keith commented that staff will always support the Community & Art’s Foundation but Board Members must be active and involved to offset costs especially at Foundation events. Chair Pachon mentioned that the Board used to have a “Give or Get $10,000” expectation that the Board moved away from. Consultant Patchett distributed a survey that he would like each member of the Board to complete and return to him via email. Director Keith expressed the importance of cultivating and retaining actively engaged Board Members. Member Chen remarked that Board Members are in need of Donor Development Training to be better contributing members. Director Keith replied that the Board should have a Donor Development Subcommittee. The Committee replied that they would need training first to form a Donor Development Subcommittee. Director Keith expressed the importance of 100% attendance at the upcoming Board Development Workshop scheduled for January 25th. She assigned staff to send the Board a Doodle Survey to RSVP for the January 25th Workshop and to also choose a preferred time to ensure that the workshop is scheduled at a time that fits the needs of all Board Members. Consultant Patchett then dispersed a copy of the Roles and Responsibilities Survey that he will be emailing to all Board Members and Staff to complete and return to him prior to the Board Development Workshop. No further discussion was held. Rancho Cucamonga - 4 - December 7, 2016 Community & Arts Foundation Executive/Finance Committee E. IDENTIFICATION OF ITEMS FOR FUTURE MEETINGS 1. Taxes F. ADJOURNMENT The Community & Arts Foundation Executive/Finance Committee Meeting was adjourned at 5:47 p.m. Respectfully submitted, Jasmin Oriel Office Specialist II Minutes Approved: 02/22/17