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09-09-2011EASTVALE COMMUNITY FOUNDATION MINUTES SPECIAL MEETING September 09TH, 2011 Called to order 6:35 BY Al Nassar BOARD MEMBERS PRESENT: • AL NASSAR – EXECUTIVE DIRECTOR • JEFF WILLIAMS – VICE EXECUTIVE DIRECTOR • JULIE REYES – CHIEF FINANCIAL OFFICER • JEFF DEGRANDPRE – BOARD MEMBER • RICK MORRIS – BOARD MEMBER • YVONNE BENITEZ – BOARD MEMBER BOARD MEMBERS ABSENT: • EREN CELLO - SECRETARY Approval of Minutes from 8/9 All approved, Julie Motioned/Jeff W 2nd Special Meeting on 8/17, Jeff W/Jeff D. All approved Updates: Sponsorship/Fundraising- questions from Al about best methods of fundraising for upcoming events and how important it is for our Foundations Events- Al, Current event discussed was the October 1st Fall Festival, Fireworks have been discussed with Kathy Bogart, possible Hospitality, wine garden. Contingent on JCSD approval will have to have it added to Board meeting on Monday (9/12), issue is whether JCSD will allow alcohol to be served at this event. Al will speck to Rick Welch to get help in trying to get approval from JCSD. PR Marketing- Al, Deepak suggested using Google # instead of Al’s personal cell number. Al introduced letter of information, to inform the community what the foundation is and who we are. Letter was questioned if needed to be approved by board. Julie motioned letter/Jeff D 2nd Parliamentarian- Jeff W suggested we take a look at Roberts Rules of Order for us to obtain a better sense of procedures. Bank Account Information: Julie – Citizens Business Bank, Corona Branch. Julie informed us the trouble she was having because of the TAX id, unable to deposit the checks the foundation has received. Initial Registration forms had to be changed to Julie’s name, $860 total cost to file necessary paperwork to the state. Tax ID 80-0725863 – Al motioned/Jeff W. 2nd. All agreed to have 3 signatures necessary for all checks over $1000. Al – Julie – Jeff D has authority to sign. Requirements for bank account, minutes have to be approved, letterhead authorization, signers on check. PO Box – Postal Annex has been donated – mail has been tested and approved. Only suggestion, need to have city read Eastvale, not Corona. Insurance Updates: Yvonne talked with and met with Insurance rep. At this point, it is necessary for all members to have Directors Coverage; this ensures all Directors will be legally covered. Also, they suggested it is necessary to have Event Coverage. Annual costs for Directors Insurance, $700 and $1100 for Events coverage, members feel it is important to obtain more quotes. Logo Approval: All approved Logo containing acknowledgment of school, the river, parks, and family. Al motioned/ Julie 2nd, all in favor. Facebook Page: not all were able to locate, but those who did approve are excited to see what information will be provided. URL/Website: Al motioned/Jeff W 2nd needs to reflect .org, Deepak suggested we use Godaddy.com, Deepak recommends we use 2 domains. He is to donate the website and will determine if ECF or Eastvale Foundation should be used. Introduction letter: Al recommends we submit an Introduction letter to the community and business, describing what and who we are. Discussion of future legal support: Al discussed the importance of having community volunteers, suggest we needs the extra help, Al suggested he ask Chris Riley for names of potential volunteers. Bylaws and changes: IRS needs approval of Bylaws, Julie Motioned/Al 2nd all approved to have these Bylaws approved as they are written, Bob will need to approve Bylaws changes including, more meetings, Brown Act, and an Increase in Board Members. Mission Statement – Julie presented, motioned by Al/Jeff 2nd and all in favor. Recommendations: Rick suggested we have necessary information that will require a vote, to be received prior to meetings. Example, mission statement, and this way we will be able to take a good glance and make suggestions, rather than making a final decision during our meeting. Approved Motions: Motion for Julie Reyes to open the Foundation Bank account with Citizens Business Bank in Ontario, California. Motion for Foundation logo to be modified with a slighty more understandable font. Otherwise, the logo has been approved. Meeting action item to be labeled with an (*), this will let us know when approvals are needed. SPECIAL GUESTS/COMMUNITY MEMBERS PRESENT: • MANDEEPAK GREWAL Being that there is no further business to discuss within the Board for this special meeting, the meeting was adjourned at 8:04pm.