07-09-2013MINUTES
SPECIAL MEETING OF THE EASTV ALE
COMMUNITY FOUNDATION BOARD
Tuesday, July 9, 2013
6:30P.M.
Eastvale Community Center, 13820 Schleisman Road, Eastvale, CA 92880
1. CALL TO ORDER: 6:30p.m.
2. ROLL CALL:
Board Members present: Kelly Howell, Sharyn Link, Al Nassar, Chris Riley, Chidi
Ugwueze, Luis Vargas, and John Yanni.
Board Members absent: Yvonne Benitez-Ontiveros, Julie Reyes, and Jonathan Shardlow.
Staff Members present: Public Information Officer Nissen and Assistant City Clerk Hall.
3. PRESENTATIONS/ANNOUNCEMENTS:
3.1 Presentation-Introduction of newly appointed Board Members.
4. PUBLIC COMMENT/CITIZEN PARTICIPATION:
There was no Public Comment/Citizen Participation.
5. CONSENT CALENDAR:
5.1 Minutes-June 4, 2013 Regular Meeting.
Recommendation: Approve the minutes from the Regular Meeting held June 4,
2013.
Motion: Moved by Link, seconded by Riley to approve the minutes with a
minor change to Item 6.1 in the minutes.
Motion carried 7-0-3 with Benitez-Ontiveros, Reyes and Shardlow absent.
6. NEW BUSINESS ITEMS:
6.1 Update on Non-Profit Tax Status.
Recommendation: Receive verbal report from Board Member Reyes.
Board Member Reyes was absent.
Motion: Moved by Howell, seconded by Nassar to continue the item to the
next meeting.
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Motion carried 7-0-3 with Benitez-Ontiveros, Reyes and Shardlow absent.
6.2 Regular Meeting Schedule.
Recommendation: Change meeting date to the third Monday of each month,
beginning at 6:30p.m., to be held at Rosa Parks Elementary.
Public Information Officer Nissen provided a staff report for this item.
There was discussion regarding potential locations for the meetings, and the date
and time of the meetings in the future.
Motion: Moved by Howell, seconded by Link to cancel the previously
scheduled meeting for July 16, 2013, and to move the meetings to the third
Monday of each month at 6:30 p.m. to be held at Rosa Parks Elementary
School.
Motion carried 7-0-3 with Benitez-Ontiveros, Reyes and Shardlow absent.
6.3 Update-JCSD Liaison.
Recommendation: Receive verbal update from Board Member Link.
Motion: Moved by Link, seconded by Howell to remove the item from the
agenda.
Motion carried 7-0-3 with Benitez-Ontiveros, Reyes and Shardlow absent.
6.4 Donation of Books on History of Eastvale.
Recommendation: 1) Accept donation of 50 "A Brief History of Eastvale" books
from author, Loren Meissner. 2) Request City Manager to direct City staff to
coordinate book signing activities with Loren Meissner and Kim Jarrell Johnson.
Public Information Officer Nissen provided a staff report for the item.
There was discussion regarding the events in the City where book signings would
take place.
Motion: Moved by Howell, seconded by Nassar to accept the donation of the
books, and to adjust the book signing event schedule to include the Golf
Tournament and the Fall Festival. City staff was to check with the authors to
see if they were available an additional Friday to attend a Concert in the
Park event.
Motion carried 7-0-3 with Benitez-Ontiveros, Reyes and Shardlow absent.
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6.5 Participate in Neighborhood Watch Event.
Recommendation: 1) Participate in the Neighborhood Watch Kick-off Event 2)
Coordinate Foundation Board Members to staff the Foundation's table and
distribute materials at the event.
Public Information Officer Nissen provided a staff report for the item.
There was discussion regarding who would attend the event and what type of
materials they would bring. Board Members would attend and provide a flyer
regarding the Foundation's purpose, volunteer recruitment cards and information
regarding the Golf Tournament.
Motion: Moved by Howell, seconded by Link to appoint Board Members
Riley, Link, Howell and Yanni to an Ad-Hoc Committee for the event.
Motion carried 7-0-3 with Benitez-Ontiveros, Reyes and Shardlow absent.
6.6 Eastvale Community Foundation Strategic Plan.
Recommendation: Review and discuss.
Board Member Howell reviewed the draft Strategic Plan.
There was discussion regarding how to provide comments and suggestions for the
plan. The item would be placed on the next agenda for additional discussion.
Additionally, agenda items would be placed on the next agenda regarding
appointments to specific positions listed in the Strategic Plan and for specific
fundraising goals/purposes.
City staff was asked to email the City Council to gather their input on fundraising
goals/purposes.
Motion: Moved by Howell, seconded by Nassar to bring the suggested items
back on the next agenda.
Motion carried 7-0-3 with Benitez-Ontiveros, Reyes and Shardlow absent.
6.7 Establishing Merchant Account with Citizen's Business Bank.
Recommendation: Move to take action in regards to establishing a Merchant
Account with Citizen's Business Bank.
Board Member Nassar introduced the item and stated that it was necessary to
have a Merchant Account with their bank in order to obtain a credit card machine
for use at events.
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There was discussion regarding the fees for Merchant Accounts and who would
be a signer for the account.
Motion: Moved by Howell, seconded by Link to continue the item to the next
meeting when appointments could be made to the Finance Committee.
Motion carried 7-0-3 with Benitez-Ontiveros, Reyes and Shardlow absent.
6.8 Business Plan and Growth Ad-Hoc Committee.
Recommendation: Move to create a Business Plan and Growth Ad-Hoc
Committee and appoint members.
Motion: Moved by Nassar, seconded by Howell to remove Items 6.8 and 6.9
from the agenda.
Motion carried 7-0-3 with Benitez-Ontiveros, Reyes and Shardlow absent.
6.9 Grant Ad-Hoc Committee.
Recommendation: Move to create a Grant Ad-Hoc Committee and appoint
members.
Item 6.9 was removed from the agenda.
6.10 Website.
Recommendation: Receive update.
Board Member Nassar introduced the item. He went on to introduce Jermaine
Richards, who had been designing and putting the website together.
There was discussion regarding the use of the City Logo or Seal. City staff stated
that the Foundation would need to have written consent from the City prior to
using the seal or logo.
There was discussion regarding various online payment options and who had
access to the website in order to maintain it. It was stated that an item needed to
be agendized for the following meeting in order to select which online payment
option the Board would like to select.
It was stated that an item needed to be agendized for the following meeting to
review and provide comments on the draft website.
There was discussion regarding the original website for the Foundation still being
active and needing to be removed.
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Motion: Moved by Howell, seconded by Link to continue the website review
to the next Board Meeting for comment and review.
Motion carried 7-0-3 with Benitez-Ontiveros, Reyes and Shardlow absent.
6.11 Finance Ad-Hoc Committee.
Recommendation: Move to create a Finance Ad-Hoc Committee and appoint
members.
Motion: Moved by Nassar, seconded by Link to remove the item from the
agenda.
Motion carried 7-0-3 with Benitez-Ontiveros, Reyes and Shardlow absent.
6.12 Finance Report.
Recommendation: Receive and file.
Board Member Nassar had a question regarding the bank service charge included
in the report.
Motion: Moved by Link, seconded by Howell to continue the item to a
meeting date that Board Member Reyes would be present.
Motion carried 7-0-3 with Benitez-Ontiveros, Reyes and Shardlow abent.
7. OLD BUSINESS ITEMS:
7.1 Update-Jersey Mike's Fundraiser.
Recommendation: Receive update.
Board Member Riley stated that the Foundation had received 20% of the proceeds
from the Jersey Mike's store during the day of their fundraiser. The amount
totaled more than $500.
Board Member Howell inquired about whether or not a thank you note had been
sent to Jersey Mike's.
There was discussion and a thank you note would be sent after the check was
presented to the Foundation.
7.2 Update-Eastvale Night at the Quakes.
Recommendation: Receive update.
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Board Member Riley stated that the online ticket sales had closed, but tickets
could still be purchased at Eastvale City Hall. He stated that as of July 81h, less
than 1 00 tickets had been sold.
7.3 Update-Golf Tournament.
Recommendation: Receive update.
Board Member Link provided an update regarding the amount of sponsors and
golf sign-ups that had been received. She went on to request that each Board
Member return at least one golf foursome, a prize donation for the raffle and at
least a $1 00 tee sponsor.
There was discussion regarding what businesses had been contacted and how to
reach out to the businesses that hadn't been contacted.
There was discussion regarding the need to post Golf Tournament flyers at
targeted locations such as golf and sport equipment shops.
It was stated that each Board Member would report back their progress on
assisting with the Golf Tournament at the following meeting.
Board Members Ugwueze and Vargas were added to the Golf Tournament Ad
Hoc Committee.
8. BOARD MEMBER COMMUNICATIONS:
Board Member Howell asked that selection of a fundraising goal, review of the strategic
plan, Board position assignments and the Fall Festival be placed on the following agenda
to be addressed.
Board Member Link asked that the review of the website and making a recommendation
to the City Council for the appointment of three additional Board Members to the next
Foundation Board meeting agenda.
Board Member Riley stated that he would meet with the Appointment Ad Hoc
Committee to interview and make a recommendation for Board Members to the Board at
a future meeting . He added that he would be making arrangements with Jersey Mike's for
the presentation of the check from the fundraiser.
Board Member Yanni stated that he would be working on reviewing the Strategic Plan
and bringing in GolfTournament sponsors.
Board Member U gwueze reminded the Board that someone should bring the Golf
Tournament flyer to the Quakes game .
Board Member Vargas stated that he would be creating a potential sponsorship database
to include all businesses that could be contacted.
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Board Member Howell stated that she would be putting together folders for each Board
Member that would include the strategic plan and the by-laws of the organization. She
asked that every Board Member make sure to download the agendas and their back up
materials for review prior to the scheduled meetings.
It was requested that a presentation on the Brown Act be done at the August meeting.
9. ADJOURNMENT:
There being no further business, the meeting was adjourned at 9:08 p.m.
Motion: Moved by Nassar, seconded by Riley to adjourn the meeting.
Motion carried 7-0-3 with Benitez-Ontiveros, Reyes and Shardlow absent.
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