06-04-2013MINUTES
REGULAR MEETING OFTHEEASTVALE
COMMUNITY FOUNDATION BOARD
Tuesday, ZFune ,Z 1
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6.3u r.m.
Uity Hall, 12363 Limonite Ave. it 91U, Eastvale, UA 91752
1. CALL IV ORDER: 6:34 p.m.
KOLL CALL:
Board Members present: Yvonne 13enitez-Untiveros, Al Nassar, Chris Riley and Sharyn
Link.
-).1 Minutes — May 7, 2013 Regular Meeting.
Reco mmendation: Approve the minutes from the xegular muding held may
ZU13.
Motion: Moved by Riley, seconded by Link to approve ths; May 7, 2013
minutes as presented.
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There was discussion regarding the event. The event would be held on June 19".
Board Member Nassar was to complete a flyer for the event.
There was also discussion regarding Jersey Mike's interest in being a sponsor for
thv, Golf Tuumament, but Board members stated they preferred not to have food
donations, due to the (jolf uuurse rules.
ijoard member Nassar stated that he had the i-oundation t -shirts that had been
printed previously and that the volunteers helping out the Foundation should
receive one tor tree and wear the shirt while volunteering.
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There was discussion on the price to have booth at the Picnic in the Park event.
The cost would be $175 plus a deposit. A cummitment and complavA application
nvudud tube submitted by June i 4th.
There was additional discussion regarding the possibility ot volunteering hours at
the event to cove, the price of the booth.
i hure was discussion regarding what to have at the booth for the event, and how
many volunteer hours would bc ruquirud to cover the event.
13oard Me,,..be,- Link had created a volunteer sign-up sheet and provided it to
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,oard Member Benitez -Ontiveros tu use when gathering vulunteers.
motion: moved by Link and seconded by Nassar to subruit application by
June 14rh to have booth at the Picnic in the Park.
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I here was discussion regarding having a "givc-away" at the uvent, using an Easy -
Up. having balloons, and (joltTournament Flyers at the booth.
There was discussion regarding whu wuuld be taking responsibility fur makin,;4
the event happen. tioard member Link stated that she would be coordinating it
and 13oarc—I member t3enitez-untivrrus would be in charge ot the voluntcurs.
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06-04-13 MINUTES
7.1 Update — Volunteers.
xecommr,ndation: I)isL;uss plan tor the recruitment of volunteers for both the (jolt
Tournament and future events.
There was discussion on producing a flyer tv recruit vvlunte,-,rs and alsv doing a
raffle for Golf iournament entries at the ricnic in the rark event to gather
interest.
Board Member Nassar stated that the credit card machine should be available at
the Picnic in the Park event to receive sign-ups fvr the Gvlf Tournament and he
wVuld fullvw up with Board Member xeyes.
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Recommendation: Discuss Follow-up on dispersement of remaining giant funds
and prmuss vf putting Wguther a thorough After Action Keport.
Board Member Nassar stated that the Board needed to perform the After Action
Report for the Urant and would like to find out what the City Council's preference
would be for the following years potential grant.
There was discussion on future Foundation meetings that could address the After
Action Report.
i he July nd meeting would be cancelled. A Special meeting would be noa on
July 9,h 6:-3u pm to discuss regular business. A Special Meeting would be held on
July 16 h at 5:30 pm to discuss the Urant and perform the After Action ReporT.
7.3 Evrnt Update — Golf Tournament.
Board member Link reported that a donativn of $500 was received frvm CR
Lawrvn%�v, md a $1500 sponsvrshiu was promised from San Antonio Hospital.
vonations were also promised from i equila 88, miche tiags, rarty Lite K
Sisters (joun-net.
There was discussion regarding the potential golfers regilstering for the event,
uurrv.ntly thure werv. 22 gulfurs cummitted to register, but not paid.
it was asked that the City allU all Board MemberS7 email addresses to the City's
webpage for the Foundation.
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Board Member Nassar added that The Joint would also be sponsoring the event,
and he was working with the Angels, ijudgers, and L)isney to get donated prizes
for the Silent AUCtiun.
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dent) on creating the Foundation's vwn webpage.
t3oard member Link suggested that the t3oarc-t send out contin-nation emails to all
individuals who express interest in volunteering, and then create an email list to
send out a once a month newsletter type email to keep all potential volunteers
olved.
ijoard member Nassar stated that the ijoard should send out a press release to tile
tastvalu Uummunity Newspaper regarding the upcoming (jolt 'I'ournament, and
added that the Foundation would be receiving $200 in donatiwor the
iou.,.,�ament from his businesses.
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There was discussion rugarding the selling of tickets and having flyurs at the
ricnic in the Park event.
There was allUitional discussion regarding the need to promote the dinner at the
Golf Tournament.
ihu possibility of having a computer with internet access available to purchase
tickets tor the Quakes (jarne at the Picnic in the Park event was discussed.
There was discussion onpotentially having a writt,-,n agre,-,ment with the Chamber
regarding the juint vvent. It was stated that there were 15uu tickets available and
thr, profit would be $4 per ticket sold, whiun would be split 5U/5U between the
��namber and PounWwtiot..
There was discussion regarding recommendations and the Ad Hoc Committee.
There could only be 2 members on an Ad due to the lack of
Board Members, as wvll as disuussion rugarding the voundativn-'s ruquirument to
havu a minimum of / members. i wu additiunal inurnbers needed to be appointed
by the Uity Uouncil as soon as possible. The needs ot the t3oafd- were discussed
including law, tinance and various other skill sets.
Board Members Riley m -rd Bunituz-Ontiveros would cvurdinatv the
cuuvitunundations to the city council.
i he jjoard members asked that the City put up a notice asking for volunteer
zpplications on the City wubsite.
t3oard Member xiley stated that the Foundation needed to be consistent in sending oul
communication to the public. He suggested a newsletter type publication once the
Foundation's website was up and running.
There was discussion regarding the Foundation's website. Additionally, the Foundation
had a _portion of the Chamber uf Commvrce's wvbsite dedicated to the Foundation. Board
member.Kiley would be in charge of updating that site.
Board Member Link asked tor an update on the Foundation's tax status. She stated that it
had been brought to her attention that the Foundation's EIN number did not show up with
the IRS whun svarched. Shu wvnt on to dist;uss the various issues with the Fuundatiun's
tax status, and stated that City Staff had offered to provide service to the PoundYr. tion free
of charge to tix the tax situation.
Board Member Nassar stated that he would follow up on the issue with Board Member
Reyes.
Board member Link went on to at that an annual calendar needed to be put together
tor the Board, with intormation on required tilings that needed to be completed, as well
as the need to develop a master budget to include annual expenses.
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.Board Member Benitez-Untiveros asked that City Stalt send out an email to all Board
Members when mail arrives at City Hall for the Foundation.
i here was discussion regarding the ability of all t3oard members to make deposits into
the Poundation7s b5KK account. Board Membur Kilry was given checks to duposit.
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