07-15-2013MINUTES
REGULAR MEETING OF THE EASTV ALE
COMMUNITY FOUNDATION BOARD
Monday, July 15,2013
6:30P.M.
Rosa Parks Elementary School13830 Whispering Hills Drive
1. CALL TO ORDER: 6:35 p.m.
2. ROLL CALL:
Board Members present: Yvonne Benitez-Ontiveros, Kelly Howell, Sharyn Link, Chris
Riley, Jonathan Shardlow, Luis Vargas, and John Yanni.
Board Members absent: AI Nassar, Julie Reyes, and Chidi Ugwueze.
Board Member Ugwueze arrived at 6:37p.m.
Staff Members present: City Manager Jacobs and Assistant City Clerk Hall.
3. PRESENTATIONS/ANNOUNCEMENTS:
There were no Presentation/ Announcements.
4. PUBLIC COMMENT/CITIZEN PARTICIPATION:
A representative from Jersey Mike's presented a check to the Foundation for the
Fundraiser that was held on June 19th.
Board Member Ugwueze arrived at 6:37p.m.
5. CONSENT CALENDAR:
There were no Consent Calendar items.
6. NEW BUSINESS ITEMS:
6.1 Eastvale Community Foundation Strategic Plan Final Review.
Recommendation: Discuss changes and adopt final plan with changes.
There was discussion regarding the Mission Statement, Vision and Values listed
in the Strategic Plan. It was suggested that the Board emphasize their association
with the City Council in their Mission Statement.
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Board Member Yanni stepped away from the dais at 8:05 p.m. and returned at
8:07p.m.
The Strategic Plan's Mission Statement, Vision and Values were updated. An
objective to train Board Members on fundraising strategies was included under
Goal 1, Objective 2.5 was updated to reflect the Foundation's own website,
Action Step 3.1.4 was updated to reflect the Foundation's own website, Action
Step 4.1.3 was updated to reflect an Annual and Semi-Annual budget to be
prepared (removing reference to the month of January), and various forms in the
appendices would be updated to reflect changes made.
The Board Members asked that an update on the status of ordering business cards
be placed on the next agenda.
Motion: Moved by Riley, seconded by Benitez-Ontiveros to approve the
Strategic Plan with the proposed changes.
Motion carried 8-0-2 with Board Member Nassar and Reyes absent.
6.2 Board Appointments to Positions listed in Strategic Plan.
Recommendation: Appoint members to positions as stated in Strategic Plan.
There was discussion regarding the appointments. It was the consensus of the
Board to appoint in the positions as follows:
Executive Director-Board Member Link
Assistant Executive Director -Board Member Howell
Fundraising Chair-Board Member Reyes
Fundraising Co-Chair-Board Member Vargas
Store Manager-Volunteer
Communications Chair-Board Member Vargas
Communications Co-Chair-Board Member Howell
Contacts Coordinator-Board Members Vargas and Howell
Volunteer Chair-Board Member Riley
Volunteer Organizer-Board Member U gwueze
Recruitment Leader-Board Members Riley and U gwueze
Event Chair-Board Member Nassar
Event Co-Chair-Board Member Riley
Chief Financial Officer-Board Member Yanni
Secretary -Board Member Shardlow
Motion: Moved by Riley, seconded by Shardlow to approve as appointed.
Motion carried 8-0-2 with Board Member Nassar and Reyes absent.
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6.3 Fundraising Goal/Purpose.
Recommendation: Discuss and adopt fundraising goal/purpose.
Assistant City Clerk Hall provided the staff report for this item.
There was discussion regarding the specific goals and how they were being met.
There was additional discussion regarding the potentially funding entry
monuments for the City, including providing a rendition of what the monument
would look like on the Foundation's website and a tracker for the amount of
money raised towards the monuments.
There was discussion regarding the need to support the City's Military Banner
Program and to continue to provide the community with recreational scholarships
funded through the Community Development Block Grant.
Motion: Moved by Link, seconded by Shardlow to provide 10% of donations
to support the City's Military Banner Program, and for the remainder to
build entry monuments in the City.
Motion carried 8-0-2 with Board Member Nassar and Reyes absent.
6.4 2013 Schedule of Events.
Recommendation: Discuss participation in the Fall Festival and set anticipated
dates for the Spark of Love Toy Drive.
There was discussion regarding participation in the Fall Festival, including a
possible beer garden, selling Eastvale merchandise, holding a raftle, a kid's area,
food items and carnival games.
Motion: Moved by Ugwueze, seconded by Link to attend the Fall Festival.
Motion carried 8-0-2 with Board Member Nassar and Reyes absent.
There was discussion regarding the Spark of Love Toy Drive. The Board
discussed possibly contacting a church or other group that holds events m
December and join their event to collect toys, not having a stand-alone event.
Board Member Link motioned to hold the Spark of Love Toy Drive at
another group's event and not hold a stand-alone event. Due to lack of
second, motion failed.
There was further discussion regarding printing Santa pictures at the event, and
competing events that happen in the City during December.
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Motion: Moved by Benitez-Ontiveros, seconded by Shardlow to table the
Spark of Love event discussion to the August agenda.
Motion carried 8-0-2 with Board Member Nassar and Reyes absent.
6.5 Electronic Payment Options.
Recommendation: Discuss and select electronic payment service.
Board Member Riley provided breakdown of costs for different services. There
was discussion regarding the types of services.
Motion: Moved by Benitez-Ontiveros, seconded by Vargas to move forward
with using PayPal.
Motion carried 8-0-2 with Board Member Nassar and Reyes absent.
7. OLD BUSINESS ITEMS:
7.1 Update on Tax Status.
Recommendation: Receive Update.
Motion: Moved by Link, seconded by Vargas to move this item to next
agenda.
Motion carried 8-0-2 with Board Member Nassar and Reyes absent.
7.2 Update-Eastvale Night at the Quakes Review.
Recommendation: Receive Update.
City Manager Jacobs reported that with the 50% split, the Foundation would
receive $168.
7.3 Update-Golf Tournament.
Recommendation: Receive Update.
Board Member Link gave an update on the Golf Tournament. She announced that
with 20 additional golfers, the golf fees would cover the expenses. She also
announced additional sponsorships.
There was discussion regarding deadlines for sponsorships and golf registration,
work hours for attending the tournament, inviting other local public officials,
having a hole-in-one contest and sending out a mass email notifications.
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7.4 Foundation Website Final Review.
Recommendation: Discuss and approve final website with changes.
There was discussion about having the Communications Committee and the
City's Public Information Officer work with Jermaine on the website.
The Board Members were asked to view the draft website and email any proposed
changes to Board Member Vargas.
Board Member Riley would work with the Communications Committee on the
electronic payment option for the website.
Motion: Moved by Link, seconded by Riley to create an Ad Hoc Committee
of the Communications Committee, Board Member Riley, Public
Information Officer Nissen and Jermaine Richards to complete the
Foundation's Website.
Motion carried 8-0-2 with Board Member Nassar and Reyes absent.
7.5 Update-Merchant Account with Citizens Business Bank.
Recommendation: Discuss and take action in regards to establishing a Merchant
Account with Citizens Business Bank.
Board Member Riley stated that bank signers needed to be updated.
There was discussion regarding who should be signers on the current bank
account.
Motion: Moved by Link, seconded by Shardlow to have Board Members
Shardlow, Link, Reyes and Riley as signers on the current bank account.
Motion carried 8-0-2 with Board Member Nassar and Reyes absent.
8. BOARD MEMBER COMMUNICATIONS:
Board Member Link thanked everyone for their confidence in appointing her as the
Executive Director and thanked Board Member Howell for her hard work on the
Strategic Plan.
Board Member Benitez-Ontiveros stated that she hoped her schedule would work out for
her to remain on the Board.
Board Member Yanni thought that the Board had taken its first step in moving forward.
Board Member Shardlow stated that he was happy to be part of the team.
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Board Member Vargas thought that the Board was off to a good start, and would have the
website ready for the next meeting agenda.
Board Member U gwueze stated that the Board should look at recommending the City
Council appoint additional Board Members.
9. ADJOURNMENT:
There being no further business, the meeting was adjourned at 9:37p.m.
Prepared by Office Assistant Katrina Aragon
Reviewed/Edited by Assistant City Clerk Ariel M. Hall, CMC
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