05-19-20141
05/19/2014 MINUTES
MINUTES
REGULAR MEETING OF THE EASTVALE
COMMUNITY FOUNDATION BOARD
Monday, May 19, 2014
6:00 P.M.
Rosa Parks Elementary School, 13830 Whispering Hills Drive
1. CALL TO ORDER: 6:06 p.m.
2. ROLL CALL:
Board Members present: Board Members Howell, Ontiveros, Rowe, Saini, Shardlow,
and Executive Director Sharyn Link.
Board Members absent: Board Members Hamdy, Reyes, Riley, Rodriguez, and Welch.
Board Member Reyes arrived at 6:07 p.m.
Staff Members present: Management Analyst Rowe and Recording Secretary Wuence.
3. PRESENTATIONS/ANNOUNCEMENTS:
There were no presentations or announcements.
4. PUBLIC COMMENT/CITIZEN PARTICIPATION:
There were no public comments.
5. CONSENT CALENDAR:
5.1 Minutes – April 21, 2014 Regular Meeting.
Recommendation: Approve the minutes from the April 21, 2014 Regular Meeting.
5.2 Minutes – May 5, 2014 Special Meeting.
Recommendation: Approve the minutes from the May 5, 2014 Special Meeting.
Motion: Moved by Howell, seconded by Shardlow to approve the Consent
Calendar as presented.
Motion carried 7-0-4 with Hamdy, Riley, Rodriguez, and Welch absent.
6. NEW BUSINESS ITEMS:
6.1 Golf Tournament Ad Hoc Committee Update.
2
05/19/2014 MINUTES
Recommendation: Receive verbal update from Board Members Hamdy, Reyes
and Executive Director Link.
Executive Director Link noted that $6500.00 in sponsorship money had already
been received. Additionally, another $5700.00 had already been pledged.
Executive Director Link noted that a meeting regarding golf rules would be held
in June.
6.2 Events Committee Update.
Recommendation: Receive verbal update from Board Members Riley, Hamdy and
Executive Director Link.
No update was provided.
6.3 Volunteer Committee Update.
Recommendation: Receive verbal update from Board Members Riley and Saini.
Board Member Saini noted that she had 3 volunteers signed up already for August
15. She noted that Board Member Riley would add them to VolunteerSpot.
6.4 Communications Committee and Foundation Website Update.
Recommendation: Receive verbal update from Assistant Executive Director
Howell.
Assistant Executive Director Howell noted that the E-waste Event flyer and a post
to VolunteerSpot had been added to the website.
Executive Director Link requested that recognition of Golf Tournament sponsors
be added to the website. It was decided that a list of sponsors and their logos
would be sent to Assistant Executive Director Howell to add one per day to the
website.
6.5 Fundraising Committee Update.
Recommendation: Receive verbal update from Board Members Reyes and Riley.
Board Member Reyes noted that the stats for the amount of e-waste collected at
the event had not come in yet.
6.6 Tax Information on Foundation Website.
Recommendation: Receive verbal update from Assistant Executive Director
Howell.
3
05/19/2014 MINUTES
Assistant Executive Director Howell noted that adding tax documentation to the
website would provide transparency for the community as well as attract bigger
donors. It was decided the information would be included in the “About Us”
section of the website.
6.7 Review of Strategic Plan.
Recommendation: Receive verbal update from Assistant Executive Director
Howell.
Assistant Executive Director Howell noted that many of the Foundation’s goals
had been met and reviewed some of those accomplishments. She noted that she
would create a document with all accomplishments completed and add it to the
website for community access. She also noted that she would update the Strategic
Plan on the website as tasks are completed.
She noted that she would like to update the information on the Community
Foundation’s section of the City Website.
6.8 Foundation Budget.
Recommendation: Receive verbal update from Assistant Executive Director
Howell.
There was discussion about creating an initial budget on QuickBooks. Each
committee should send all expected regular expenditures and revenues to Board
Member Rowe to add to QuickBooks in order to track spending.
It was requested that Discussion of 2014-2015 Budget be added to the agenda for
the next meeting.
6.9 JCSD Partnership For Beer Garden At Community Events.
Recommendation: Receive verbal update from Executive Director Link.
Executive Director Link noted that Board Member Welch proposed a possible
partnership with JCSD to host a Beer Garden at the upcoming Picnic in the Park
and Concerts in the Park events. Foundation members would work the event and
proceeds would benefit the Foundation.
There was discussion about logistics and organizing this event in such a short
period of time. It was decided that the item would be held over for discussion at
the next meeting that Board Member Welch attends.
7. OLD BUSINESS ITEMS:
7.1 CDBG Grant.
4
05/19/2014 MINUTES
Recommendation: Review and approve grant applications.
There was discussion regarding several applications.
Motion: Moved by Shardlow, seconded by Reyes to approve application #36,
for a total amount of $600.00.
Motion carried 7-0-4 with Hamdy, Riley, Rodriguez, and Welch absent.
It was decided that Application #56 would remain pending for more information.
Motion: Moved by Shardlow, seconded by Howell to approve applications
#53, #54, and #55, for a total amount of $1,755.00.
Motion carried 7-0-4 with Hamdy, Riley, Rodriguez, and Welch absent.
Motion: Moved by Shardlow, seconded by Rowe to approve application #57,
for a total amount of $300.00.
Motion carried 7-0-4 with Hamdy, Riley, Rodriguez, and Welch absent.
Assistant Executive Director Howell noted that Bill Newberry submitted
documentation from CNUSD that shows 29 ERHS football players qualify for
CDBG grant income limits. It was decided that the remaining CDBG funds
would be divided evenly among those qualifying football players that submit
applications before May 30.
Motion: Moved by Howell, seconded by Ontiveros to approve and divide
remaining CDBG funds among qualifying ERHS football players that submit
applications before May 30.
Motion carried 7-0-4 with Hamdy, Riley, Rodriguez, and Welch absent.
There was discussion regarding future outreach to other organizations to make
them aware of the grant. It was decided that a summary of the number of kids and
organizations that benefited from the CDBG Grant would be added to the website.
Executive Director Link noted that a wrap up of CDBG and changes for next year
would be discussed at the Special Meeting on June 2.
8. BOARD MEMBER COMMUNICATIONS:
Board Member Rowe noted that he spoke to a representative at the IRS and was informed
that the Foundation request to expedite the 501(c)(3) application was received and was
currently being processed.
Board Member Rowe noted that he submitted a letter to the IRS to request the penalty for
filing late tax returns be abated. He was told that a decision could be expected in a
couple of weeks.
5
05/19/2014 MINUTES
Assistant Executive Director Howell requested that Additions/Deletions to the Agenda be
added as a standing agenda item and that Fundraising and Events be combined on future
agendas.
Executive Director Link noted that Bill Newberry added an announcement for the Golf
Tournament to the new electronic board in front of Clara Barton Elementary.
9. ADJOURNMENT:
There being no further business, the meeting was adjourned at 7:20 p.m.
Submitted by Margo Wuence, Recording Secretary
Reviewed and edited by Carol Jacobs, City Manager/City Clerk