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10-21-2013MIAU'I'Es KEUULAK1V1hh111NUVV 111LEASTVALL UUMMUINITY FOUNDATION BOARD Monilay, October 21, 2013 6:30 P.M. Rosa Farks Elementary School, 13830 Whispering Hills Drive 1. CALL iV OAD.Ew: 6:j2 p.m. ,buard members present: tioard members Hamdy, Jensen, untiveros, Shardlow, Assistant Executive virector Howell, anU Executivu virector Sharyn Link. Staff members present: Uity manager Jacobs, management Analyst xowe and Assistant Uity ulerK all. 111,11110 01! 1 1111tiVIF 111 i F T-4875107, M 3. PMP-SP-]VIAIIONS/AIVIVVUIVCBMBIVIY: Assistant City Clerk Hall administered the at of Office for t Nrw Board members. Recommendation: Approve the minutes trorn the September 16, 2013 Regular Mmeeting. Motion. Moved by Howell, seconded by Shardlow to approve the minutes as presented. Mution carried 6-0-4 with Board Members Reyes, Riley, Saini, and ugwueze ansent. 1 101/21/2013 MINUTES ZEMM Is -4 . - . - .. . . I Recommendation: Receive Report on Reporting Options. 'EEWMMM`•,�mufflffmm lmllm- Motion: Moved by Howell, seconded by Shardlow to table this item to the next meeting. iviotion carried 6-u-4 with noard iviemners xeyes, Khey, Saini, and ugwueze absent. MONEWSMU= Executivu vircutur Link provi&5 the stall report tor this item and reported intormation that was received at the Jurupa Community Services District (JUSI)) Parks Committee meeting. She stated that they, were still in the initial stages of deciding whit;h events the Foundation Board would take over. Executi,,e Director Link requested that additional Board Members sit in on the meetings with the JCSD. Board Members Shardlow and Jensen volunteered to participate in those meetings. 2 1012112uli MINUTES i here was discussion regarding the questions that arose trum the previous tu meetings. xecummendatiun: eview, uurrect as fNeeded, and Approve rolicy and Sub- xecipient Agieement. Assistant Executive Director Howell provided the statt- report tor this item. Sb;, stated that the Board needed to approve three documents: the Policy, and Frocedures, Sub-xecipient Agreement and the UVIJU Applicatiuns, as wull as a change to the policy to include gathering tamily ettinicity intormation, Appendix I . Executive Dire%,tor Link stated that the address needed to be changed in th(;, documents to read the tastvale City Hall address. There was discussion regarding the Worker's Compensation reterence in the Sub - Recipient Agreement. there was discussion regarding the line item budgets, expenditures, incume and general ledger for uubu and the accounting requirements. Motion: Moved by Howell, seconded by Ontiveros to approve the three documents and the changes to Appendix 1 of the policy to add family effinicity, income and size. Motion carried 6-0-4 with Board Members Reyes, Riley, Saini, and Ugwueze absent. /.5 vantage mint unristmas kAlt Iviart. ILICAN"U11,111, I IT& F, TI I "M I i here was discussion regarding which events would occur, tile logistics ot each, and how to combine this event with the Spark ot Love event. Mxe was dis;,ussion regarding distributing items frevly to benefit Eastvale residents versus selling tu the luwer income families. Assistant Executive Director Howell stated that the Board should tocus on making one relationship at a time, instead ot- two, and tocus on the Jurupa Cummunity, Services District event. i here was discussion regarding the agreument made with Spark of Love to serve hastvale residents. 3 1012 U2U 13 MINUTES I here was discussion regarding a Spark of Love Event committee which would consist ot Board Members Hamdy, Feyes and Ontiveros. Motion: Moved by Howell, seconded by Shardlow to co Yacy Vanyage Poiny and respectinny decline to participate in their event. Motion carried 6-0-4 withBoard Members Keyes, Kiley, Saini, and ugwuem abseiii. /.6 sener,s irermit. Board Member Sha,,Ulow provided an update on how the Seller's Permit process wurkW and the location of where to post . I - 4 •$ Executive ljirector Link provided the staff rt;purt for this item. she reported that the EZ -up and table cloth had arrived and came out nicely. She also stated that the volunteer ,,as getting samples to compare quotes on the decals and mugs, and was luuking into getting additional Eastvale histoy books. There was discussion regarding having the tastvale store merchandise available at all events, as well as the online store. Thr,rr. was discussion regarding the design of the decal and the process it- they chose to change it. It was the cunsensus of the Board to tabL-, this item to the next meeting when the vulunteer would be available with samples of the items. jjoard Mumber Ontiveros stated tats e was -,x%,ited fort direction the Foundation was headedin. 4 1&11=2013 MINUTES t3oard member Snardlow suggested that the next Board meeting agenda nave an item to appoint t3oarU members. Assistant Executive Diecior Howell suggested that the next agenda include the purchasing of a Foundation laptop andQuickBooksprogram update, as well as a website update. FIRE lil;ii I I 1 1 lIii 1, !1 txecutive uirector Link reported that Board member Jensen WOU13 be ttir, Communications Chair and Board Member Hamdy would be handling the events. Shl also requested that the Ad Hoc Committee go through the previo.s applications That will submitted and recommvnd new Buard Members. i here was disQussion regarding specific requirements to look tor on tile applications, including two with a tmancial background and one with an IT/Communi cations background. i ii ill! i I i I i i I ii ill I Ill I i I I I i I Ill i =1 � ii � off �� Puundation volunteer tren Cello recommended tile Stic Ker (iiant for stickers and decals. Z= Volunteer Cello also recommended that the Foundation purchase the mugs from American Printing. Motion: Moved by Howell, seconded by Ontiveros to approve havin,-4 artwork uumpleted by American Printing for mugs and being nrougnt nack to ji tor approval lior ordering, witti a szUU.UU artwork charge. Motion carried 0-0-4 with Board Members Reyes, Riley, Saini, and Ugwueze absent. ihere was discussion regarding payment to the vendor prior to the work beginning, tnrough a purchase orc-ter. 5 1012 V2U 13 MINUTES I here was discussion regarding the Board holding a Special meeting as soon as the artwork tor the hastvale mugs was ready to be approved. Volunteer Cello stated that she would get a 4cote for the larger mugs before the Special Meeting. 1111 ; 11 1 111 1 ill 1 111 ��� EAecutive Director Link provided an update on the 5KJl0K run, including the selling of the Eastvale histuiy buuks. Atter the discussion and approval cat Item -1.1, the Board Members continued with Item S. 8. BOAKv m-Emu.EK cummuiviCA imivs. P-xecutive uirector Link introduced City Manager Jacobs, who would discuss the stall reports that are required tor the agendas. regaMT 7=gfliat imunnauun s loll1 M7 mc-ui;'i i, ormatrm� required fur thu staff reports. I here was discussion regarding the policies that have been approved by the Foundation and having the ha.d copies printed and in the binders provided for Board Members for referexice. I I ^ mutiun; moved by jensen, seconded by Nhardlow to adjourn the meeting at 8:U4 P.M. 1 11 1 1111 ill 111111 Ill 11111 1 1111 11 &1 "1 111 it # kk Moat, 11 - 11 1 �=1111111[ J� �'� M�Mii I - , �Wrt 1, Prepared by Office AusLtant Krit,,11a, A, agun ReviewedlEdited &E Axui.tm�t CitE ClIll A, -,'el M HET11. CMC 6 1 G`21 (1013 MINUTES