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Home My WebLink About2019/06/26 - Minutes - Cummunity and Arts FoundationJUNE 26, 2019 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS MEETING MINUTES June 26, 2019 | Community and Arts Foundation Regular Meeting | City of Rancho Cucamonga Page 1 of 5 A. 5:16 P.M. – CALL TO ORDER The regular meeting of the Rancho Cucamonga Community & Arts Foundation was held on Wednesday, June 26, 2019 in the Tri-Communities Room at City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:16 p.m. by Chair Chen. The Pledge of Allegiance was led by Chair Tina Chen. Present were Board Members: Chair Tina Chen, Vice Chair Mark Rivera; Secretary/Treasurer Jim Harrington, Al Arguello, Nick Baker, Rosemarie Brown (arrived at 5:54 pm) Linda Bryan, Paula Pachon, and Bryan Snyder. Absent: Fatima Corbett. Also present were: Jennifer Hunt Gracia, Community Services Director; Susan Sluka-Kelly, Executive Director; Peggy Magee, Cultural Center Manager; Kristina Rivas, Administrative Assistant (left at 6:00 pm); Valerie Smith, Executive Assistant. ANNOUNCEMENTS/PRESENTATIONS Scholarships ranging from $500 - $1,000 were awarded to exceptional Rancho Cucamonga high school residents. A total of $5,000 was awarded to students excelling in music, visual, and theater arts. A very special scholarship was presented thanks to a donation made by the Watson family to the Foundation in memory of Kailee Rose Watson. Kailee had participated in several shows in Community Theater and passed away in April 2018. The Foundation presented a scholarship to Leyna Camacho on the Watson family’s behalf. The family will continue to donate and the Foundation will continue to present a scholarship in Kailee’s memory for the next ten years. The Foundation thanked and presented city staff with a card and succulents for their assistance in preparing agenda packets, setting up meetings, and processing invoices and donations. COMMUNICATIONS FROM THE PUBLIC None. CONSENT CALENDAR D1. Approval of the Minutes of the Regular Community & Arts Foundation Meeting held April 24, 2019; May 13, 2019; and May 22, 2019. JUNE 26, 2019 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS MEETING MINUTES June 26, 2019 | Community and Arts Foundation Regular Meeting | City of Rancho Cucamonga Page 2 of 5 D2. Treasurer’s Reconciliation Summary Reports for the LAIF and PAL Accounts for April – May 2019. MOTION: Moved by Member Arguello, seconded by Member Snyder, to approve the Consent Calendar as submitted. Motion carried: 9-0-1 (Absent: Corbett). STAFF REPORTS E1. . Program Update provided by Cultural Center Manager Magee. Cultural Center Manager Magee informed the board that the sizzle reel was presented at the City Council Meeting. The 19/20 brochures have been sent out in the mail. The Foundation programs and logo are on several performances and pages in the brochure, as well as the family friendly events. Manager Magee also provided a summary of the programs in MainStreet, including family friendly shows. The cast of Bye Bye Birdie will perform at the 4th of July event at the Quakes Stadium. No further discussion was held. E2. E3. City Update provided by Community Services Director Gracia. (Verbal Update) Director Gracia thanked the Foundation for their patience throughout the transition. She announced the departure of Cultural Center’s Rental Coordinator, Kristie Nicols. No further updates were discussed. Consideration to Approve Dispersal of Kaiser Sponsorship Funds for the Teen Summit. Community Services Director Gracia provided a summary of the Healthy RC report. MOTION: Moved by Member Bryan, seconded by Member Pachon, to approve the dispersal of Kaiser Sponsorship Funds for the Teen Summit. Motion carried: 9-0-1 (Absent: Corbett). FOUNDATION BUSINESS F1. Executive Director Report. Susan presented the Executive Director’s update. She shared that taxes were filed electronically on May 14, 2019. The MOU was finalized and adopted at the last City Council meeting. There is a new mailing address for the principal executive office which is 10995 Eucalyptus Street, Suite 103, Rancho Cucamonga, CA 91730. Financials were discussed to finalize the LAIF. The Foundation will hire a new bookkeeper. The Executive Committee approved Patricia for this position. Sluka-Kelly provided an update on the Terra Vista Retail Space, which included potentially starting the construction process. This topic will be revisited in Item F6. JUNE 26, 2019 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS MEETING MINUTES June 26, 2019 | Community and Arts Foundation Regular Meeting | City of Rancho Cucamonga Page 3 of 5 F2. Review Revised By-Laws for Board Approval & Adoption The Board discussed minor revisions to the by-laws presented. Member Brown stated that the updated bylaws should be sent with the 990 and CA Secretary of State. There was discussion about filling in the 990 correctly to match the bylaws. Member Brown stated that there will need to be an update for when the scholarships are going to be given. Anytime there are grants, the City will present to the Foundation and then the Foundation will make the decision in collaboration with the City about whether to apply. Cultural opportunities were discussed. Transparency about the funds that the Foundation has available was discussed. A report will be distributed to donors and supporters for their information. The Board also discussed the acceptance of Foundation funds and whether to have the names listed or not on grants. Items in the by-laws that needed revision include: Page 1 - add an “s” after “fund”; Section 3 on limitation, confirm section 509 is the correct code for the 990 and 1033; Page 3 #65, change “raising” to “raise”; In #68 the word “shall” will be changed to “may” for the use of Foundation funds; Page 7 #69 “agreement” will be changed to “gift acceptance policy.” By-laws will be effective July 1st. MOTION: Moved by Member Arguello, seconded by Member Brown, to the by-laws with the revisions submitted, effective July 1, 2019. Motion carried: 9-0-1 (Absent: Corbett). F3. F4. F5. Election of Officers The position of Secretary/Treasurer will now be two separate positions. MOTION: Moved by Member Harrington seconded by Member Brown to approve Member Pachon for Secretary of the Board. Motion carried: 9-0-1 (Absent: Corbett). MOTION: Moved by Member Rivera, seconded by Member Bryan to approve Member Harrington for Treasurer of the Board. Motion carried: 9-0-1 (Absent: Corbett). MOTION: Moved by Member Rivera, seconded by Member Pachon to approve Member Arguello for Vice Chair of the Board. Motion carried: 9-0-1 (Absent: Corbett). MOTION: Moved by Member Rivera, seconded by Member Bryan to approve Member Chen for a second term as President of the Board. Motion carried: 9-0-1 (Absent: Corbett). Approval of Resolution for LAIF Account Authorization MOTION: Moved by Member Bryan, seconded by Member Baker, to approve the resolution for the LAIF Account Authorization. Motion carried: 9-0-1 (Absent: Corbett). Review & Approval of Proposed 2019/20 Budget The Executive Committee reviewed and brought to the Board a balanced budget. Member Brown expressed that a positive budget is a good thing. The $10,000 discretionary funds would put it at positive. Sluka-Kelly added that the budget would be looked at quarterly, so any adjustments can be made. JUNE 26, 2019 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS MEETING MINUTES June 26, 2019 | Community and Arts Foundation Regular Meeting | City of Rancho Cucamonga Page 4 of 5 F6. F7. MOTION: Moved by Member Bryan, seconded by Member Harrington. Motion carried: 9-0-1 (Absent Corbett). Create Committee for Terra Vista Project The Board discussed creating a committee for the Terra Vista Project. Executive Director Sluka-Kelly will need help with the construction the space. The committee will plan to schedule a meeting at a later date to discuss further details regarding plans for the space. The Committee will consist of Members Corbett, Pachon, Snyder, Magee, Sluka-Kelly, and Peter Bryan. Meeting Schedule It was determined that the third Wednesday of the month works for all of the Board members. The April meeting will be changed to the 22nd. G1. Executive Finance Committee. Chair Chen reiterated the previous comments of the reorganization plan. The Committee was provided the proposal for the Terra Vista space. No further discussion was held. G2. Fundraising Committees. • Treasurer Harrington will email a flyer. The game will be in the afternoon. • Monte Carlo will be held on April 18, 2020. It exceeded the budgeted revenue in 2019. • Bunco night exceeded budgeted revenue in 2019. The first Golf Tournament committee meeting will now be on October 28, 2019. Sponsorships are a big reason for success. The following items were identified for the next meeting on July 24, 2019: Search for new Board Members and Terra Vista Project. The meeting adjourned at 7:22 p.m. COMMITTEE REPORTS IDENTIFICATION OF ITEMS FOR NEXT MEETING ADJOURNMENT JUNE 26, 2019 RANCHO CUCAMONGA COMMUNITY & ARTS FOUNDATION BOARD OF DIRECTORS MEETING MINUTES June 26, 2019 | Community and Arts Foundation Regular Meeting | City of Rancho Cucamonga Page 5 of 5 Respectfully submitted, /s/ Valerie Smith Valerie Smith Executive Assistant City of Rancho Cucamonga