11-16-20151
Eastvale Community Foundation Meeting November 16, 2015
EASTVALE COMMUNITY FOUNDATION
REGULAR MEETING AGENDA
Rosa Parks Elementary School
13830 Whispering Hills Drive, Eastvale, CA 92880
Monday, November 16, 2015, at 6:00 P.M.
1. CALL TO ORDER
2. ROLL CALL/PLEDGE OF ALLEGIANCE
Board Members: Gregory Coker, Dawn Hook, Carolyn Corrao, Sharyn Link, Jenniffer
Rodriguez, Jonathan Shardlow, Alexandria Marrs, and Ric Welch
3. PRESENTATIONS - None
4. PUBLIC COMMENT
This is the time when any member of the public may bring a matter to the attention of the Eastvale
Community Foundation that is within the jurisdiction of the Board. The Ralph M. Brown act limits the
Board Member’s ability to respond to comments on non-agendized matters at the time such comments are
made. Thus, your comments may be agendized for a future meeting. The Board Members may discuss or
ask questions for clarification, if desired, at this time. Public comment is limited to two (2) minutes each
with a maximum of six (6) minutes.
5. ADDITIONS/DELETIONS TO AGENDA
6. CONSENT CALENDAR
6.1 Minutes
RECOMMENDATION: Approve the minutes from the October 26, 2015 regular
meeting.
7. BUSINESS ITEMS
7.1 Military Banner Update
RECOMMENDATION: Receive verbal update from Executive Director Link.
7.2 Assistant Executive Director Appointment
RECOMMENDATION: Receive verbal update from Executive Director Link.
7.3 Proposed Amended By-Laws
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Eastvale Community Foundation Meeting November 16, 2015
RECOMMENDATION: Receive verbal update from Executive Director Link.
7.4 Strategic Plan 2016-2018
RECOMMENDATION: Receive verbal update from Executive Director Link.
8. BOARD MEMBER COMMUNICATIONS
9. ADJOURNMENT
The next regular meeting of the Eastvale Community Foundation will be held on January 18, 2016 at 6:00 p.m. at
Rosa Parks Elementary School, 13830 Whispering Hills Drive, Eastvale, CA 92880.
I, Marc Donohue, City Clerk or my designee, hereby certify that a true and correct, accurate copy of the foregoing
agenda was posted seventy-two (72) hours prior to the meeting, per Government Code 54954.2, at the following
locations: City Hall, 12363 Limonite Ave. Suite 910; Rosa Parks Elementary School, 13830 Whispering Hills Drive;
Eastvale Library, 7447 Scholar Way; and on the City’s website (www.eastvaleca.gov)
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10/26/15 EASTVALE COMMUNITY FOUNDATION MINUTES
MINUTES
SPECIAL MEETING OF THE EASTVALE
COMMUNITY FOUNDATION BOARD
Monday, Ocboer 26, 2015
6:00 P.M.
12363 Limonite Avenue, Suie 910
1. CALL TO ORDER: 6:18 p.m.
2. ROLL CALL:
Board Members present: Board Members Shardlow, Rafael Gonzalez (representing
Board Member Welch), and Executive Director Link.
Board Members absent: Board Members Corrao, Marrs, and Rodriguez .
.
Will Martinez (representing Board Member Rodriguez) arrived at 6:38 p.m.
Staff Members present: Recording Secretary Wuence.
The Pledge of Allegiance was presented by Board Member Coker.
3. PRESENTATIONS/ANNOUNCEMENTS:
There were no Presentations or Announcements.
4. PUBLIC COMMENT/CITIZEN PARTICIPATION:
There was no Public Comment.
5. ADDITIONS/DELETIONS TO AGENDA:
There were no Additions/Deletions to the agenda.
6. CONSENT CALENDAR:
6.1. Minutes – September 21, 2015 Regular Meeting.
Recommendation: Approve the minutes from the September 21, 2015 Regular
Meeting.
Motion: Moved by Shardlow, seconded by Coker to approve the Minutes
from the September 21, 2015 Regular Meeting.
Motion carried 4-0 with Corrao, Marrs, and Rodriguez absent.
7. BUSINESS ITEMS:
7.1 Promotional Merchandise
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10/26/15 EASTVALE COMMUNITY FOUNDATION MINUTES
Recommendation: Receive verbal update from Executive Director Link.
Executive Director Link noted that the Board would need to find a way to sell the
promotional merchandise possibly via social media. Rafael Gonzalez noted that
JCSD could help support sales either at the Neighborhood and Community
Centers or on their social media accounts.
7.2 Military Banner Update
Recommendation: Receive verbal update from Board Member Coker.
Executive Director Link inquired about two banners that were mounted on the
same pole. Board Member Coker noted that there was a discrepancy between his
numbering and the numbering that Decra-Lite has for the poles. Executive
Director Link noted that five applications have been submitted and should be
processed as soon as possible.
7.3 Potential New Board Member
Recommendation: Receive verbal update from Executive Director Link.
Executive Director Link noted that Dawn Hook would like to be on the Board.
Motion: Moved by Shardlow, seconded by Coker to recommend the City
Council appoint Dawn Hook to the Foundation Board.
Motion carried 4-0 with Corrao, Marrs, and Rodriguez absent.
7.4 Board Member Alexandria Marrs Leave of Absence
Recommendation: Receive verbal update from Executive Director Link.
Executive Director Link noted that Board Member Marrs requested a leave of
absence as she would be delivering her baby any day. She also noted that Board
Member James Rush resigned from the Board. She reminded everyone that the
Foundation Board is a working Board and emphasized the importance of all
members attending meetings and participating in events.
It was decided that a Leave of Absence would be granted to Board Member
Marrs.
Will Martinez arrived at 6:38 p.m.
There was discussion about the difficulty in running the Foundation events with a
smaller Board size and whether to keep the number of Board Members at a
smaller size or increase the number of members.
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10/26/15 EASTVALE COMMUNITY FOUNDATION MINUTES
Executive Director Link reviewed the upcoming Foundation events and noted that
the Board would need to decide whether or not to hold them.
There was discussion about putting together the Annual Sponsorship Campaign
for 2016.
8. BOARD MEMBER COMMUNICATIONS:
Rafael Gonzalez noted that JCSD’s Winter Wonderland would be held on December 5 at
the Eastvale Community Center.
Will Martinez noted that Assembly Member Linder’s office is looking for Veteran’s of
the community to be honored.
Board Member Shardlow noted that he would not be available for the next Board
Meeting on November 16.
There was discussion about the possibility of changing the Foundation Meeting dates.
There was discussion about possible storage for Foundation items at a school site.
9. ADJOURNMENT:
There being no further business, the meeting was adjourned at 7:23 p.m.
Submitted by Margo Wuence, Recording Secretary
Reviewed and edited by Marc Donohue, City Clerk
1 Bylaws {00006615.DOC V2}
AMENDED AND RESTATED BYL AWS OF
EASTV ALE COMMUNITY FOUNDATION, INC.
A California Nonprofit Public Benefit Corporation
1. Name
The name of this corporation is Eastvale Community Foundation, Inc.
2. Principal Office of Corporation
The principal office for the transaction of the activities and affairs of this
Corporation shall be located at such place within the City of Eastvale as the
Board may from time to time designate by resolution. Any such change of
location must be noted by the Secretary on these Bylaws opposite this Section;
alternatively, this Section may be amended to state the new location.
3. Purpose of Corporation
The public and charitable purposes for which this Corporation is organized are to
lessen the burdens of government and to promote and support the cultural,
recreational and human services needs of the City of Eastvale.
4. Directors
A. This Corporation shall consist of no less than 5 and not more than 7
Directors. Directors will be chosen by the current City Council of the City
of Eastvale, who may receive a recommendation by the current Board of
Directors.
B. All Directors serve at the will and pleasure of the City Council. No term
limits will be placed on the Board of Directors, as long as each Board
Member is in good standing and an active participant with Foundation
activities, meetings and events.
C. The qualifications of the Directors shall be as follows:
(1) Directors must be top quality people with reputations and
characters that are beyond question.
(2) Directors need to have an interest in and relevance to the
community and broad cultural and recreational interests.
(3) Directors should have a good understanding of business and how it
operates.
2 Bylaws {00006615.DOC V2}
(4) Directors, even though busy, must have the time and be willing to use it
as needed to support the work of the Foundation. Any Director missing 3
activities, meetings and/or events in any 6 month period without Board
approval shall forfeit their position on the Board.
(5) Directors must exhibit a high interest in services on the Board and the
goals of such service.
(6) The Board of Directors should have a balance of interests,
experience and skills.
(7) Directors should have knowledge general business operations and it is
desirable to have knowledge of major corporations and their operations.
Personal contacts with corporate representatives at key locations in the
operation would be desirable.
(8) Directors should have fundraising capabilities and participate in all
Foundation fundraising events.
(9) Directors are expected to attend monthly Board meetings, events and
the yearly organizational meeting.
(10) Directors must be either residents of the City of Eastvale, o r, conduct
business within the City of Eastvale.
Therefore, the Directors are people who bring something to the
Foundation, who have the ability to see the big picture and make the decisions
necessary to move the Foundation forward.
D. A vacancy or vacancies on the Board of Directors shall occur in the event
of (a) the death or resignation of any director; (b) the declaration by
resolution of the Board of a vacancy in the office of a Director who has
been convicted of a felony, declared of unsound mind by a court order, or
found by final order or judgment of any court to have breached a duty
under California Nonprofit Public Benefit Corporation Law, Chapter 2,
Article 3; (c) action by the City Council of the City of Eastvale removing the
director from office.
E. Resignation: Any Director may resign by giving written notice to the
Chairman of the Board, if any, or to the Executive Director or the
Secretary of the Board. The resignation shall be effective when the notice
is given unless it specif ies a later time for the resignation to become
effective.
3 Bylaws {00006615.DOC V2}
5. Members
The Corporation shall have no Members other than the Board of Directors.
6. Board of Directors
A. The Board of Directors shall meet a minimum of once a month at a time
and place within the City of Eastvale as established by resolution of the
Board which resolution may be amended by majority of the Board.
B. A majority of Directors shall constitute a quorum to conduct business. The
majority of the quorum may take action. Every action taken o r decision
made by a majority of the Directors present at a duly held meeting at
which a quorum is present shall be an act of the Board, subject to the
more stringent provisions of the California Nonprofit Public Benefit
Corporation Law, including, without limitation, those provisions relating to
(a) approval of contracts or transactions in which a Director has a direct or
indirect material f inancial interest, (b) approval of certain transactions
between corporations having common directorships; (c) creatio n of and
appointments to committees of the Board, and (d) indemnification of
Directors. A meeting at which a quorum is initially present may continue
to transact business, despite the withdrawal of some Directors from that
meeting, if any action taken or decision made is approved by at least a
majority of the required quorum for that meeting.
C. Subject to the provisions and limitations of the California Nonprofit Public
Benefit Corporation Law and any other applicable laws, and subject to any
limitations of the Articles of Incorporation or Bylaws regarding actions that
require approval of the members, this Corporation’s activities and affairs
shall be managed, and all corporate powers shall be exercised, by or
under the direction of the Board.
D. The Board shall appoint all officers; for example the Executive Director,
Secretary and Chief Financial Officer. No person may simultaneously
serve as Executive Director and Chief Financial Officer. The Board may
remove any officer with or without cause. Any officer may resign at any
time by giving written notice to the Board. The resignation shall take effect
on the date the notice is received or at any later time specified in the
notice. Unless otherwise specified in the notice, the resignation need not
be accepted to be effective. Any resignation shall be without prejudice to
any rights of the Corporation under any contract to which the officer is a
party.
E. The Board of Directors shall establish procedures by Resolution in
accordance with the Brown Act for the noticing and conduct of meetings.
4 Bylaws {00006615.DOC V2}
In any event, meetings of the Board shall be in accordance with the Brown
Act.
F. The Chairperson, if any, or the Executive Director, may call a special
meeting of the Board at any time by written request, specifyin g the general
nature of the business proposed to be transacted. Notice shall be
promptly given in accordance with the Brown Act.
G. This Corporation shall not compensate Directors, members of committees,
officers or employees for their services, but may reimburse Directors,
members of committees, officers or employees for their reasonable and
necessary expenses incurred on behalf of the Corporation, in accordance
with such rules and procedures as may be established by Resolution of
the Board of Directors.
H. The Board of Directors may establish temporary ad -hoc committees to
work directly on specific projects or events. Any such temporary ad -hoc
committee established shall have a minimum of one active Board
Member. All decisions made by an ad-hoc committee are advisory only
and shall require approval of the collective Board of Directors.
7. Restriction on Interested Persons Serving as Directors
No more than 49 percent of the persons serving on the Board may be “interested
persons”. An interested person is (a) any person compensated by this
Corporation for services rendered to it within the previous 12 months, and (b) any
brother, sister, ancestor, descendant, spouse, brother-in-law, sister-in-law, son-
in-law, daughter-in-law, mother-in-law, or father-in-law of such person. However,
any violation of this paragraph shall not affect the validity or enforceability of
transactions entered into by this Corporation.
8. Responsibilities of Officers
A. Executive Director: The Executive Director shall be the General Manager
of this Corporation and shall supervise, direct, and control this
Corporation’s activities, affairs, and officers. The Executive Director shall
preside at all Board meetings, committee meetings, or as required by the
Board. The Executive Director shall have such other powers and duties as
the Board or the Bylaws may require.
B. Assistant Executive Director: If the Executive Director is absent or
disabled, the Assistant Executive Director shall perform all duties of the
Executive Director. W hen so acting, a Assistant Executive Director shall
have all powers of and be subject to all restrictions on the Executive
Director. The Assistant Executive Director shall have such other powers
and perform such other duties as the Board or the Bylaws may require.
5 Bylaws {00006615.DOC V2}
C. Secretary: The Secretary shall keep or cause to be kept, at this
Corporations’ principal office or such other place as the Board may direct,
a book of minutes of all meetings, proceedings, and actions of the Board,
of committees of the Board, and of members’ meetings. The minutes of
meetings shall include the time and place that the meeting was held;
whether the meeting was annual, general, or special, and, if special, how
authorized; the notice given; the names of persons present at Board and
committee meetings; and the number of members present or represented
at members’ meetings.
The Secretary shall keep or cause to be kept, at the principal California
office, a copy of the Articles of Incorporation and Bylaws, as amended to
date.
The Secretary shall give, or cause to be given, notice of all meetings of
the Board, and of committees of the Board that the Brown Act requires to
be given. The Secretary shall keep the corporate seal, if any, in safe
custody and shall have such other powers and perform such other duties
as the Board or the Bylaws may require.
D. Chief Financial Officer: The Chief Financial Officer shall keep and
maintain, or cause to be kept and maintained, adequate and correct books
and accounts of this Corporation’s properties and transactions. The Chief
Financial Officer shall send or cause to be given to the Directors such
financial statements and reports as are required to be given by law, by
these Bylaws, or by the Board. The books of account shall be open to
inspection by any Director at all reasonable times.
The Chief Financial Officer shall (i) deposit, or cause to be deposited, all
money and other valuables in the name and to the credit of this
Corporation with such depositories as the Board may designate; (ii)
disburse this Corporations’ funds as the Board may order; (iii) render to
the Executive Director, Chairman of the Board, if any, and the Board,
when requested, an account of all transactions as Chief Financial Officer
and of the financial condition of this Corporation; and (iv) have such other
powers and perform such other duties as the Board or the Bylaws may
require.
The Chief Financial Officer shall be the primary cosigner and contact for
the Corporation’s financial institution and all third party accounting and
bookkeeping firms f or monthly reporting and filing annual tax returns.
If required by the Board, the Chief Financial Officer shall give this
Corporation a bond in the amount and with the surety or sureties specified
by the Board for faithful performance of the duties of the office and for
6 Bylaws {00006615.DOC V2}
restoration to this Corporation of all of its books, papers, vouchers, money,
and other property of every kind in the possession or under the control of
the Chief Financial Officer on his or her death, resign ation, retirement, or
removal from office.
8. Contracts/Loans Involving Directors and Officers
A. No Director of this Corporation nor any other corporation, firm,
association, or other entity in which one or more of this Corporation’s
Directors have a material financial interest, shall be interested, directly or
indirectly, in any contract or transaction with this Corporation, unless (1)
the material facts regarding that Director’s financial interest in such
contract or transaction or regarding such common Directorship,
officership, or financial interest are fully disclosed in good faith and noted
in the minutes, or are known to all members of the Board prior to the
Board’s consideration of such contract or transaction; (b) such contract or
transaction is authorized in good faith by a majority of the Board by a vote
sufficient for that purpose without counting the votes of the interested
Directors; (c) before authorizing or approving the transaction, the Board
considers and in good faith decides after reasonable investigation that this
Corporation could not obtain a more advantageous arrangement with
reasonable effort under the circumstances; and (d) this Corporation for its
own benefit enters into the transaction, which is fair and reasonable to this
Corporation at the time the transaction is entered into.
This subsection does not apply to a transaction that is part of a charitable
program of this Corporation if (a) approved in good faith without favoritism,
(b) results in a benefit to a Director or family because they are in a class of
persons to be benef ited by the charitable program of this corporation.
B. This Corporation shall not lend any money or property to or guarantee the
obligation of any Director or officer without the approval of the California
Attorney General; provided, however, that this Corporation may advance
money to a Director or officer of this Corporation for expenses reasonably
anticipated to be incurred in the performance of his or her duties if that
Director or officer would be entitled to reimbursement for such expenses
by this Corporation.
9. Maintenance of Records
This Corporation shall maintain:
A. Adequate books and records of account.
B. W ritten minutes of Board meetings.
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10. Right to Inspect
Every Director and member of the City Council of the City of Eastvale shall have
the absolute right at any reasonable time to inspect this Corporation’s books,
records, documents of every kind, physical properties, and the records of each
subsidiary. The inspection may be made in person or by the Director’s agent or
attorney. The right of inspection includes the right to copy and make extracts of
documents.
11. Annual Report
The Board shall cause an annual report to be sent to the Directors within (120)
days after the end of this Corporation’s fiscal year. That report shall contain the
following information, in appropriate detail:
A. The assets and liabilities, including the trust funds, of this Corporation as
of the end of the fiscal year;
B. The principal changes in assets and liabilities, including trust funds;
C. This Corporation’s revenue or receipts, both unrestricted and restricted to
particular purposes;
D. This Corporation’s expenses or disbursements for both general and
restricted purposes;
E. Any information required by these Bylaws; and
F. An independent accountants’ reports or, if none, the certificate of an
authorized officer of this Corporation that such statements were prepared
without audit from this Corporation’s books and records.
This requirement of an annual report shall not apply if this Corporation receives
less than $25,000 in gross receipts during the fiscal year, provided, however, that
the information specified above f or inclusion in an annual report must be
furnished annually to any Director who requests it in writing.
12. Execution of Instruments, Deposits, Checks
By Resolution the Board shall establish the authority of officers to execute
instruments, receive deposits, to open bank accounts, and to sign checks for this
Corporation.
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13. Construction and Definitions
Unless the context requires otherwise, the general pro visions, rules of
construction, and definitions in the California Nonprofit Corporation Law shall
govern the construction of these Bylaws. W ithout limiting the generalit y of the
preceding sentence, the masculine gender includes the feminine and neuter, the
singular includes the plural, the plural includes the singular, and the term
“person” includes both a legal entity and a natural person.
14. Dedication of Assets
The property of this Corporation is irrevocably dedicated to public and charitable
purposes and no part of the net income or assets of this Corporation shall ever
inure to the benefit of any Director, officer or member thereof or to the benefit of
any private person. Upon the dissolution or winding up of the corporation, its
assets (other than trust funds) remaining after payment, or provision for payment,
of all debts and liabilities of this Corporation shall be distributed to one or more
nonprofit corporations organized and operated for the benefit of the City of
Eastvale, such corporation or corporations to be selected by the Board of
Directors of this Corporation with approval of the City Council of the City of
Eastvale. Such nonprofit corporation or corporations must be qualified for federal
income tax exemption under Section 501(c) (3) of the Internal Revenue Code,
and be organized and operate exclusively for charitable, scientific, literary or
educational purposes, or for a combination of said purposes. In the alternative,
upon dissolution of the corporation, the net assets, (other than trust funds), shall
be distributed to the City of Eastvale to be used for public purposes.
15. Insurance
This Corporation shall have the right, and shall use its best efforts, to purchase
and maintain insurance to the full extent permitted by law on behalf of its officers,
Directors, employees, and other agents, to cover any liability asserted against or
incurred by any officer, Director, employee, or agent in such capacity or arising
from the officer’s, Director’s, employee’s or agent’s status as such.
16. Amendment of Bylaws
A simple majority of the Board may amend the Bylaws at any meeting. However,
no such amendment or modification shall alter the purp ose of this Corporation as
set forth in Section 6. or in the Articles of Incorporation and/or affect in any
manner the tax exempt status of this Corporation and the donations to it
deductible from taxable income to the extent allowed by the provisions of t he
Code and other applicable legislation and regulations as they now exist or as
they may be amended in the future. Every amendment or modification of these
Bylaws shall be in writing, shall be signed by a majority of the Board of Directors
9 Bylaws {00006615.DOC V2}
then serving and shall be delivered to each of the members of the Board then in
office and shall be delivered in writing to the City Council of the City of Eastvale
which shall require a vote of at least three (3) Council members for approval.
The term "majority," as used in this Section, is as defined in the California
Nonprof it Corporation Law.
17. Maintenance of Records
The Secretary of the Corporation shall see that a true and correct copy of all
amendments of the Bylaws, duly certified by the Secretary, is attach ed to the
official Bylaws of the Corporation and is maintained with the official records of the
Corporation at the principal off ice of the Corporation.
18. Certificate of Secretary
A Certificate of the Secretary of this Corporation shall be affixed to the original, or
most recent amended version of the Bylaws, such Certificate to be in the
following f orm.
CERTIFICATE OF SECRETARY
I certify that I am the duly elected and acting Secretary of the Eastvale
Community Foundation, a California Nonprofit Public Benefit Corporation, that
the above bylaws, consisting of pages, are the bylaws of this
Corporation as adopted by the Board of Directors on , and that they
have not been amended or modified since that date.
Executed at Eastvale, California.
Secretary
Board Approved 7/15/2013
Strategic Plan
2016-2018
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TABLE OF CONTENTS
EXECUTIVE SUMMARY. …………………………………………………………………………….…....…………. 3
BOARD AUTHORIZATION OF STRATEGIC PLAN........................................................................................................ 4
ORGANIZATIONAL DESCRIPTION…………………………………………………………………………….…….. 5
MISSION, VISION, AND VALUES………………………………………………………………………………….…. 6
GOALS AND STRATEGIES
GOAL 1: OPTIMIZE THE FOUNDATION’S FUNDRAISING POTENTIAL……………………………………..… 7
GOAL 2: PROVIDE EXCELLENT COMMUNICATION WITH THE EASTVALE COMMUNITY.............................. 9
GOAL 3: ESTABLISH A COMPREHENSIVE VOLUNTEER PROGRAM………………..………………….…..… 11
GOAL 4: MAINTAIN ORGANIZATIONAL EFFICIENCY………………………….…….……………….…….… 12
CONCLUSION………………………………………………….…………….……………………………………..… 14
APPENDICES:
A: MONITORING AND EVALUATION OF THE STRATEGIC PLAN……………………………………………. 15
B: ORGANIZATION FLOWCHART………………………………………………..……………………….….. 17
C: ANNUAL BUDGET………………………………………………………………………..………………… 19
D: COMMITTEE BUDGETS AND REQUESTS FOR FUNDS………………………………………..……….…. 21
E: COMMUNICATING THE STRATEGIC PLAN………………………………………………………………... 25
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EXECUTIVE SUMMARY
With great pleasure, the Eastvale Community Foundation presents its first strategic plan to ensure the continued progress of our city. It is
the Foundation’s utmost priority to assist the City of Eastvale in providing residents the highest quality of life possible and to continue the
promise for excellence. This strategic plan outlines the Foundation’s determination for organizational efficiency and utilization of
resources as it optimizes its fundraising potential, provides excellent communication with the Eastvale community, and establishes a
comprehensive volunteer program. By creating signature fundraising events and a merchandise store, the Foundation intends to fund a
targeted goal for the Eastvale community. The progress and success of the foundation will be communicated through an annual report to
the city council, community residents, and partners. The plan will begin implementation in July 2013 and end at the close of the 2015
calendar year after being approved by the board of directors and being presented to city council. Thanks to passionate individuals, the
Eastvale Community Foundation will continue to look forward to assisting the City of Eastvale in striving toward a prosperous and elite
community.
Strategic Goals
The following goals have been identified.
1. Optimize the foundation’s fundraising potential
2. Provide excellent communication with the Eastvale community
3. Establish a comprehensive volunteer program
4. Maintain organizational efficiency
For each of these goals, the strategic plan identifies specific objectives and action steps to achieve the objectives. The action plan includes
assignment of organizational responsibilities and a time frame to implement the actions. Finally, the plan provides a performance
document the foundation may use to measure its progress in achieving the goals and reporting it to city council.
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BOARD AUTHORIZATION OF STRATEGIC PLAN
The authorizations below designate each board member’s approval of the strategic direction and action plans this strategic plan proposes.
Sharyn Link Date Dawn Hook Date
Jonathan Shardlow Date Alexandria Marrs Date
Gregory Coker Date Carolyn Anderson- Corrao Date
Assemblyman Eric Linder’s Rep. Date Jurupa Community Services Dist. Date
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ORGANIZATIONAL DESCRIPTION
The Eastvale Community Foundation (ECF), created in 2011 by the Eastvale City Council, is a non-profit 501(C)(3) organization made solely
of volunteers including the capacity for 13 board members whom are appointed by the city council. Through community outreach and
discussions with the city council, the board identifies needs of Eastvale’s community. This past year, the ECF was privileged to distribute
$25,000 of a Community Development Block Grant (CDBG) to underprivileged youth from the Eastvale community allowing them to
participate in sports and arts programs. In addition, the ECF has organized events to foster community involvement including: Holiday
Celebration at the Eastvale Fire Station (to support the Spark of Love toy drive), Eastvale Night at the Quakes Stadium, E-Waste
Collections, and participation at the Jurupa Community Services District’s Picnic in the Park.
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MISSION, VISION, AND VALUES
Mission
The mission of the Eastvale Community Foundation is to strengthen the Eastvale community by collaborating with the city council to
identify city needs and issues, encourage volunteering of time, talent, and resources.
Vision
The Eastvale Community Foundation envisions a community that works together in a spirit of generosity, gratitude, and civic engagement
in order to insure a thriving, safe, and diverse community.
Values
The Eastvale Community Foundation believes in the following core values:
1. Children
2. Education
3. Community
4. Civic Responsibility
5. Leadership
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GOAL 1: OPTIMIZE THE FOUNDATION’S FUNDRAISING POTENTIAL This is the top priority goal of the Foundation, as supporting the Eastvale community is dependent upon its fundraising capabilities.
OBJECTIVES ACTION STEPS RESPONSIBLE
PARTIES 2013 2014 2015
1.1 Enhance current
sponsorship program
1.1.1 Create an online donation destination
Communication
Fundraising
1.1.2 Create an in-kind sponsorship form for
donors to claim for taxes
1.1.3 Create potential sponsorship list
1.1.4 Create ‘Thank You” template with attached
sponsorship survey and reiterate foundation
mission/fundraising goal
1.2 Create merchandise store 1.2.1 Research merchandise opportunities
Store Manager
1.2.2 Obtain initial money to purchase
merchandise
1.2.3 Purchase and install ‘Eastvale Store’ in city
hall, ie. display case with items
1.2.4 Create store marketing plan including grand
opening and continual marketing
1.3 Improve quality
participation at community
events
1.3.1 Ask hosting organization for a need we can
fill for the event ie. what to sell
Fundraising
Store Manager
Events
Volunteer
1.3.2 Sell Eastvale merchandise at event booth
1.3.3 Have a donated raffle prize available
1.3.4 Create mission and fundraising goal displays
for the booth
1.4 Seek grants 1.4.1 Identify and apply for grants that support
the foundation’s vision Finance
1.5 Seek fundraising training
for Board Members
1.5.1 Schedule a workshop with an organization
that provides non-profits with fundraising
training
8
1.5 Create yearly signature
event
1.5.1 Identify an event that will appeal to the
greatest number of people regionally
Board Action
Events
Communications
Volunteer
1.5.2 Create comprehensive needs list of event
1.5.3 Create comprehensive budget of event
1.5.4 Work with partner agencies to plan and
promote
1.5.5 Solicit sponsorships: monetary and in-kind
1.5.6 Create comprehensive volunteer plan and
execute it
1.5.7 After, analyze event profit and efficiency
9
GOAL 2: PROVIDE EXCELLENT COMMUNICATION WITH THE
EASTVALE COMMUNITY
It is to the benefit of the Foundation, partners, and community to maintain effective communication in reaching our collective vision for
Eastvale.
OBJECTIVES ACTION STEPS RESPONSIBLE
PARTIES 2013 2014 2015
2.1 Identify a specific
fundraising goal
2.1.1 Work with city partners to identify a goal for
which funds will be spent Board
President
2.1.2 Research cost, design, and description
2.1.3 Publicize goal for community to see
2.2 Continue building a
contact database
2.2.1 Add contact information previously
provided
Communications
Volunteer
2.2.2 Create opt-in option for emails solicited
2.2.3 Provide contact registration at all
community events in attendance
2.2.4 Continue immediate inputting of contacts
into database
2.3 Create email marketing
system
2.3.1 Research and register for an email
marketing site Communications
2.3.2 Create policy for e-notifications/press
releases
2.4 Maintain updated social
media
2.4.1 Designate social media administrators and
tasks Communications
2.4.2 Connect all social media so one post is
pushed to all sites
2.5 Enhance page on website 2.5.1 Create list of enhancements and provide to
city staff Communications
10
2.6 Enhance Board and
volunteer participation at
community events
2.6.1 Encourage volunteers and Board member
attendance for events well in advance Volunteer
Board
2.6.2 Provide excellent outreach skills while
working events
2.7 Provide Annual Report to
community and partners
2.7.1 Provide an annual report in January to
community and partners containing
accomplishments of the year
President
Vice-President
2.8 Maintain positive
relationships with partners
2.8.1 Designate a partner-relations committee
President
Vice-President
Communications
2.8.2 Send timely letters of gratitude for
collaboration, donations, special recognitions,
etc.
11
GOAL 3: ESTABLISH A COMPREHENSIVE VOLUNTEER PROGRAM
Because the ECF is operated by volunteers, it is paramount there are enough so as not to exhaust the principal leaders.
OBJECTIVES ACTION STEPS RESPONSIBLE
PARTIES 2013 2014 2015
3.1 Create and launch a
volunteer/ambassador
recruitment campaign
3.1.1 Identify a volunteer committee
Volunteer
Communications
3.1.2 Create registration form for volunteering
3.1.3 Have volunteer sign-ups at events
3.1.4 Add volunteer app to Foundation page on
website
3.1.5 Send volunteer sign-up information in
partners’ bills
3.1.6 Send press releases through city and
foundation contacts
3.1.7 Create guidelines for ambassador
qualifications
3.1.7 Create and implement a volunteer and
ambassador recognition program
3.2 Register for Volunteer
Spot
3.2.1 Register for Volunteer Spot and connect
with contact list
Volunteer
3.2.2 Add push to page on website
3.2.3 Input and maintain event volunteer
requests
3.3 Create a learning
environment for local
educational institutions
3.3.1 Identify support committee
Volunteer
3.3.2 Meet with Norco Community College, or
other educational institutions, to offer an
internship program
3.3.3 Meet with Corona Norco Unified School
District to offer community service hours
12
GOAL 4: MAINTAIN ORGANIZATIONAL EFFICIENCY
With limited resources and manpower, it is of the utmost importance the Foundation operates efficiently and is transparent in its
business.
OBJECTIVES ACTION STEPS RESPONSIBLE
PARTIES 2013 2014 2015
4.1 Maintaining responsible
budgetary procedures
4.1.1 Identify a finance committee
All
4.1.2 Provide a written, monthly finance report
4.1.3 Prepare budgets including: each event,
committees’ budgets, semi-annual budget, and
annual budget in first month of the fiscal year
4.2 Maintain responsible
meeting notice and notes
availability to the public
4.2.1 Continue to have meetings agendized and
posted for public notice Secretary
4.2.2 Continue to have meeting notes taken and
posted for availability to the public
4.3 Create board policies 4.3.1 Create board policies for budgets, financial
reporting, records retention, etc. All
4.4 Create organization
master calendar
4.4.1 Create organization master calendar for all
organization needs: budget due dates, taxes,
statement of information, events, benchmarks
Secretary
4.5 Maintain good standing
with government agencies
4.5.1 Continue to submit required forms (taxes,
statement of information) to IRS Finance
4.5.2 Make current year’s taxes available on
website
4.6 Establish an online records
database
4.6.1 Identify a records committee
Secretary
4.6.2 Research an online database for records
retention such as icloud
4.6.3 Scan/submit all foundation records
4.6.4 Provide access information to Board
members
13
4.7 Attract endorsements and
accolades from third-party
organizations
4.7.1 Apply for reviews from Philanthropedia’s
Top Nonprofit, Better Business Bureau Wise
Giving Alliance, Charity Navigator,
Greatnonprofits, and GuideStar Exchange
President
Vice-President
Finance Officer
14
CONCLUSION
As the ECF’s first strategic plan, this document creates a framework for continually analyzing the Foundation’s priorities and progress
towards meeting key objectives. Although the strategic plan is for two years, the Foundation should assess its progress and re-evaluate its
objectives every three months to ensure compliance or make adjustments as needed to the plan. The performance document can be
included in the annual report on Foundation operations.
Much of the focus of the strategic plan is in the next year in developing organizational tools to assist in the Foundation defining the
ultimate character it will operate by. Further development will need to occur as tasks are completed and new obstacles arise. The
Foundation will need to carefully analyze the best use of resources continually to successfully execute fundraising efforts. Following the
implementation of this plan, the Foundation will have a more developed internal infrastructure, volunteer support system, and
understanding of successful fundraising practices to navigate the path toward being a thriving resource to the city.
15
APPENDIX A:
MONITORING AND EVALUATION OF THE STRATEGIC PLAN
The ECF is committed to achieving success and recognizes that by following this plan, it will enable them to meet their goals. Monitoring
and evaluating the plan to the end of 2015 is critical to ensure success. Board committee and member selection should associate with each
major area of the strategic goals or objectives. To ensure board committees and board members are fully participative and effective, the
attached work plan is provided for them to fill out for reporting back to the board monthly.
16
RESPONSIBLE COMMITTEE/POSITION:
STRATEGIC PLAN OBJECTIVE #
DESCRIPTION:
WORK PLAN
# ACTION STEP
DATE OF
COMPLETION STATUS AND DATE
17
APPENDIX B:
ORGANIZATION FLOWCHART
Since the ECF is operated solely by volunteers, it is of extreme importance to have roles and responsibilities clearly outlined to minimize
any overlap of work. On the following page, you will find a chart of operating positions for board members.
18
EXECUTIVE DIRECTOR
-follow strategic plan
-maintain core values
-maintain organization efficiency
-update city council
-write the Annual Report
-assist in obtaining monetary
and in-kind sponsorships
-facilitate efficient meetings
-encourage board members and
volunteers
-prepare agenda
FUNDRAISING CHAIR
-oversee positions below
-maintain strategic focus
-lead sponsorship team
-oversee correspondence of
sponsors/partners
-maintain sponsor list
-encourage city council to assist
in calls to sponsors
-solicit monetary and in-kind
sponsorships
-coordinate with committee
-create annual budget
COMMUNICATIONS CHAIR
-oversee positions below
-maintain strategic focus
-send press releases
-update social media
-coordinate with efforts with
fundraising chair
-coordinate efforts with partner
agencies, PIOs, news media
-coordinate with committee
-create annual budget
VOLUNTEER CHAIR
- oversee positions below
-maintain strategic focus
-coordinate with
communications chair
-coordinate with committee
-create annual budget
CHIEF FINANCIAL OFFICER
-maintain strategic focus
-create monthly finance report
for board
-collect budgets from all
departments and create Annual
Budget for board
-provide all financial records to
secretary for recording and
communications chair for
publishing
-submit tax forms to IRS yearly
-submit statement of
information yearly
--apply to grants
-ensure good financial practices
-consult with city’s Finance
Director when needed
SECRETARY
-maintain strategic focus
-maintain master calendar
-collect and save all records into
icloud
-ensure meetings are properly
agendized and available to
public
-ensure meeting notes are taken
and available to public
-maintain organization of
foundation
STORE MANAGER
-create annual store budget
-report store progress to board
-order and maintain inventory
-organize the sell of items
-coordinate with committee
EVENT CHAIR
-create needs list of events
-create event budget
-organize and execute event
-coordinate with committee
-create annual budget
VOLUNTEER ORGANIZER
- create and fill volunteer
schedules
-maintain volunteer database
-coordinate with committee
-create annual budget
RECRUITMENT LEADER
- organize and lead recruitment
campaign
-coordinate with committee
CONTACTS COORDINATOR
-maintain community outreach
database
-update social media
--post Annual Budget, Annual
Report, and Taxes on website
yearly
-coordinate with committee
COMMUNICATIONS CO-CHAIR
- send press releases
-update social media
-coordinate efforts with partner
agencies, PIOs, news media
-coordinate with committee
-create annual budget
FUNDRAISING CO-CHAIR
-assist in corresponding with
sponsors/partners
-maintain sponsor list
-solicit monetary and in-kind
sponsorships
-coordinate with committee
-create annual budget
EVENT CO-CHAIR
-create needs list of events
-create event budget
-organize and execute event
-coordinate with committee
-create annual budget
ASSISTANT EXECUTIVE
DIRECTOR
-follow strategic plan
-maintain core values
-maintain organization efficiency
-assist with writing the
Annual Report
-assist in obtaining monetary
and in-kind sponsorships
-conduct business in absence of
the President
-encourage board members and
volunteers
-internship coordinator
FUNDRAISING COMMITTEE
COMMUNICATIONS COMMITTEE
VOLUNTEER COMMITTEE
EVENTS COMMITTEE
INTERN
- follow assignments directed by
the President and Vice-President
INTERN
- follow assignments directed by
the President and Vice-President
ORGANIZATION FLOWCHART
19
APPENDIX C:
ANNUAL BUDGET
As a professional organization, the ECF strives to operate efficiently and provide transparency to the Eastvale community. The attached
budget form is to be used for the reporting of the annual budget to be adopted by the Board in the first month of each new fiscal year. It
may be altered when needed.
20
month-month (year)
ANNUAL BUDGET
Board Approved Yes No
Executive Director Signature
Chief Financial Officer
Signature
FYE 201- FYE 201- FYE 201-
Revenues
Contributions (Individual and Corporate)
Grants
Fees and Contracts
Fundraising Events
Merchandise Store
Total Revenue
Expenditures
Grant Operations
Fundraising Operations
Merchandise Store Overhead
Marketing/Promotions
Other
Total Expenditures
Net Surplus/(Deficit)
Reserves
Board of Directors
1.
Executive Director
2.
Assistant Executive Director
3.
Fundraising Chair
4.
Event Chair
5.
Communications Chair
6.
Volunteer Chair
7.
Chief Financial Officer
8.
Secretary
9.
Board Member
10.
Board Member
11.
Board Member
12.
Board Member
13.
Board Member
21
APPENDIX D:
COMMITTEE BUDGETS AND REQUESTS FOR FUNDS
Each committee should create an annual budget for expenses and revenues they anticipate for the upcoming fiscal year. In addition to a
yearly budget approval, each department must fill out a request for funds, as expenses need to be incurred. All requests for funds must
be approved by the Board and be signed by both the Executive Director and Chief Financial Officer.
22
EVENT BUDGET
Date of event ___________________
Name of event _____________________________
Date submitted for approval _______________
Description $
Revenues
(work with fundraising
committee)
Total Revenue
Expenditures
Total Expenditures
Net Surplus/(Deficit)
Board Approved Yes No
Executive Director Signature
Chief Financial Officer
Signature
Events Committee
1.
Chair
2.
Co-Chair
3.
23
(year)
(committee/position)
ANNUAL BUDGET
Date submitted for approval _____________
Description $
Revenues
Total Revenue
Expenditures
Total Expenditures
Net Surplus/(Deficit)
Board Approved Yes No
Executive Director Signature
Chief Financial Officer
Signature
(name) Committee
1.
Chair
2.
Co-Chair
3.
24
REQUEST FOR FUNDS
Board Approved Yes No
Executive Director Signature
Chief Financial Officer
Signature
ITEM(S) Q. PURPOSE $
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
DATE REQUESTED:
REQUESTER’S COMMITTEE/POSITION:
REASON FOR REQUEST TO PURCHASE:
25
APPENDIX E:
COMMUNICATING THE STRATEGIC PLAN
Upon approval of this strategic plan, the ECF will communicate the plan through the following ways:
1. Present the plan to the Eastvale City Council at a city council meeting.
2. Post the strategic plan on the ECF webpage.
3. Post a link to the strategic plan on the ECF Facebook page.
4. Write a press release and disseminate to the following:
a. City hall Public Information Officer for an e-notification update to residents
b. Local news media (Press Enterprise, Eastvale News, NBC, ABC, CBS, Ch. 9, etc.)
c. Board Members of partner agencies (CNUSD, JCSD, etc.)
d. Send email to groups within the community (LEAFF, Mustangs Football, churches, etc)
e. Eastvale residents community forums (Eastvale Residents, Eastvale Residents Yahoo)
f. Post to Eastvale heavily traveled Facebook pages (Eastvale Chamber of Commerce, CV Parent, LEAFF, Mustangs Football,
Pop Warner Football, Little League, Elite Cheer, JCSD, JARPD, Eastvale schools’ PTAs, etc.)