06-16-20141
06/16/2014 MINUTES
MINUTES
REGULAR MEETING OF THE EASTVALE
COMMUNITY FOUNDATION BOARD
Monday, June 16, 2014
6:00 P.M.
Rosa Parks Elementary School, 13830 Whispering Hills Drive
1. CALL TO ORDER: 6:07 p.m.
2. ROLL CALL:
Board Members present: Board Members Hamdy, Howell, Rodriguez, Rowe, Shardlow,
and Executive Director Sharyn Link.
Board Members absent: Board Members Ontiveros, Riley, Saini, and Welch.
Board Member Riley arrived at 6:53 p.m.
Staff Members present: City Manager Jacobs, 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. ADDITIONS/DELETIONS TO AGENDA:
There were no additions or deletions to the agenda.
6. CONSENT CALENDAR:
6.1 Minutes – May 19, 2014 Regular Meeting.
Recommendation: Approve the minutes from the May 19, 2014 Regular Meeting.
Motion: Moved by Howell, seconded by Shardlow to approve the Minutes
from the May 19, 2014 Regular Meeting.
Motion carried 6-0-4 with Ontiveros, Riley, Saini, and Welch absent.
6.2 Minutes – June 2, 2014 Special Meeting.
Recommendation: Approve the minutes from the June 2, 2014 Special Meeting.
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Motion: Moved by Shardlow, seconded by Hamdy to approve the Minutes
from the June 2, 2014 Special Meeting.
Motion carried 5-0-5 with Ontiveros, Riley, Saini, and Welch absent and
Howell abstaining.
7. NEW BUSINESS ITEMS:
7.1 2013/2014 CDBG Grant De-Brief.
Recommendation: Review and Discuss FY2013-2014 CDBG Application
Process.
City Manager Jacobs provided the staff report for this item. She noted changes
and concerns that would make the program run more smoothly next year.
She requested feedback on the mid-year change of having original documents
kept by Staff and electronic copies provided to the Board.
Some concerns noted were regarding possible insufficient documentation for the
ERHS football recipients, a check that was re-issued for an amount different than
that of the original check, and receipt of cancelled checks for auditing purposes.
There was discussion about some of the re-issued checks and other adjustments
made totaling $95.00. Board Member Rowe would contact Finance Director Shea
to explain those adjustments and provide cancelled checks.
It was decided that the item would be tabled for discussion at the next meeting
when Board Member Ontiveros is present.
7.2 Beer Garden at Picnic In the Park Update.
Recommendation: Receive verbal update.
Executive Director Link passed out a preliminary budget for the event.
There was discussion about costs involved, ABC license requirements, private
security guards, product donations, and other supplies needed to run the event.
Assistant Executive Director Howell noted that Z Rentals was donating tables for
the event.
There was discussion about whether having a Deputy Sheriff patrol the Beer
Garden would be at a cost to the Foundation or included in the Sheriff’s overall
operations plan for the event. It was decided that the Foundation would check
with JCSD to clarify the issue.
There was discussion about the amount to include in the budget as padding.
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06/16/2014 MINUTES
Motion: Moved by Howell, seconded by Rowe to approve the Budget of
$3,000.00 for the Beer Garden at Picnic in the Park.
Motion carried 6-0-4 with Ontiveros, Riley, Saini, and Welch absent.
There was discussion about the number of ounces to serve, price point, and cup
size. It was decided that a 16 ounce cup filled with 14 ounces of beer would be
sold for $5.00 per cup.
There was discussion about possibly renting a machine to sell pretzels at the Beer
Garden. It was decided to sell small bags of pretzels for $1.00 instead of renting a
machine.
Executive Director Link noted that some volunteers have already signed up on
VolunteerSpot. Assistant Executive Director Howell would post a volunteer
request on the Facebook page.
There was discussion about how to advertise the types of beer that are being sold
at a given time.
The order of the agenda was changed and Item 7.4 was addressed at this time.
7.4 Golf Tournament Ad Hoc Committee Update.
Recommendation: Receive verbal update from Board Member Hamdy and
Executive Director Link.
Board Member Hamdy noted that a second round of advertising should be done
via the Press Enterprise and press releases appearing on the City’s website and
Assemblymember Linder’s Newsletter.
Executive Director Link noted that Lisa Charlson was handling all local
donations.
Executive Director Link noted that a meeting regarding golf rules would be held
on June 17.
A resident in the audience noted that the phone number listed for the Foundation
in the Eastvale Edition Golf Tournament article was incorrect. Executive Director
Link noted that two different numbers appeared in the Eastvale Edition and that
the number in the advertisement was correct.
7.5 Events and Fundraising Committees Update.
Recommendation: Receive verbal update from Board Members Riley, Hamdy,
and Executive Director Link.
There were no updates from the Events and Fundraising Committees.
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06/16/2014 MINUTES
The order of the agenda was changed and Item 7.7 was addressed at this time.
7.7 Communications Committee and Foundation Website Update.
Recommendation: Receive verbal update from Assistant Executive Director
Howell.
Assistant Executive Director Howell noted that the Foundation website was
updated with pictures of the Eastvale entrance monuments to notify residents that
the Foundation raises money to help fund the purchase of the monuments. She
noted that a request for beer garden volunteers would also be posted to the page.
Executive Director Link noted that the City Council approved the Foundation to
take over the Military Banner Program from the City. Assistant Executive
Director Howell noted that she would contact Public Information Officer Nissen
to get pending banner applications prior to posting about the program on the
website.
7.8 Discussion of 2014/2015 Budget.
Recommendation: Receive verbal update from Assistant Executive Director
Howell.
Assistant Executive Director Howell noted that the budget was still in piecemeal
format and handed out copies for review. She noted that the communications
budget is zero, as the website and Facebook are both free. However, she
recommended adding to the communications budget the costs for Facebook
advertisements for upcoming big events, beginning with the Golf Tournament.
Board Member Riley arrived at 6:53 p.m.
There was discussion about when to run the Facebook advertisements and the
duration of the ads. Board Member Hamdy recommended marketing via an
announcement of the Foundation page on the City’s Facebook page and the
Eastvale Talk Facebook page. Assistant Executive Director Howell noted that she
will contact the City’s Public Information Officer and will join the Eastvale Talk
page.
Board Member Hamdy also recommended an article about the Foundation and
Executive Director Link be submitted to Eastvale News and the Press Enterprise.
It was decided that $300 would be added to the communications budget for
Facebook and general advertising.
Motion: Moved by Riley, seconded by Howell to approve $300 for general
advertising in the communications budget.
Motion carried 7-0-3 with Ontiveros, Saini, and Welch absent.
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06/16/2014 MINUTES
At this time the Board returned to address Items 7.3, and 7.6
7.3 Board Vacancies.
Recommendation: Receive verbal update from Board Members Riley.
This item was tabled for discussion at the next Foundation Meeting.
7.6 Volunteer Committee Update.
Recommendation: Receive verbal update from Board Members Riley and Saini.
Board Member Riley noted that he sent an email blast to everyone as well as a
link to Assistant Executive Director Howell. He noted that he would also like to
create a new activity to try to get sponsorships for water, snacks, and other items.
8. OLD BUSINESS ITEMS:
There were no Old Business items.
9. BOARD MEMBER COMMUNICATIONS:
Board Member Hamdy recommended that the Foundation revisit the idea of creating
postcards with the Foundation mission statement and contact information to hand out at
events.
Board Member Rowe noted that the penalty for filing late tax returns was abated by the
IRS. He noted that the paperwork to resolve the Tax Assessment from the California
Franchise Tax Board has been submitted and was pending.
Executive Director Link noted that the letter granting the 501(c)(3) status was received.
Board Member Shardlow noted that he would remain in regular contact with JCSD to
clarify who is responsible for payment on certain expenses for the Beer Garden.
10. ADJOURNMENT:
There being no further business, the meeting was adjourned at 7:08 p.m.
Submitted by Margo Wuence, Recording Secretary
Reviewed and edited by Carol Jacobs, City Manager/City Clerk