05-11-20151
05/11/15 EASTVALE COMMUNITY FOUNDATION MINUTES
MINUTES
REGULAR MEETING OF THE EASTVALE
COMMUNITY FOUNDATION BOARD
Monday, May 11, 2015
6:00 P.M.
Rosa Parks Elementary School, 13830 Whispering Hills Drive
1. CALL TO ORDER: 6:05 p.m.
2. ROLL CALL:
Board Members present: Board Members Howell, Marrs, Shardlow, Rush, Rafael
Gonzales and Randy Solis representing Board Member Welch, and Isabel Cruz
representing Board Member Rodriguez.
Board Members absent: Board Members Coker, Anderson, Hamdy, Saini, and Executive
Director Sharyn Link.
Board Member Anderson arrived at 6:06 p.m.
Board Member Coker arrived at 6:08 p.m.
Executive Director Link arrived at 6:31 p.m.
Staff Members present: Recording Secretary Wuence.
3. PRESENTATIONS/ANNOUNCEMENTS:
There were no Presentations or Announcements.
4. PUBLIC COMMENT/CITIZEN PARTICIPATION:
There were no Public Comments.
5. ADDITIONS/DELETIONS TO AGENDA:
There were no Additions/Deletions to the agenda.
The Board decided to address Item 7.3 first.
7. BUSINESS ITEMS:
7.3 Consideration of CDBG ECF Scholarship Applications
Recommendation: Receive verbal update from Board Member Shardlow.
Rafael Gonzalez commented that JCSD believes social responsibility should be
put back onto the user groups as they are expected to give back to the community
and may have surplus in their budgets allowing them to do so.
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05/11/15 EASTVALE COMMUNITY FOUNDATION MINUTES
It was noted that several of the participating organizations had recently attended at
CDBG workshop and agreed to discount their registration costs for scholarship
recipients.
There was discussion about the management, distribution, and reporting of the
CDBG grants funds.
There was discussion about the differences in structure of the organizations.
The Board reviewed scholarship applications.
Motion: Moved by Coker, seconded by Marrs to approve the applications #1
(3 of 4 children), #2, #3, #4, #5 (2 of 3 children), #6, and #7 (for both children,
one for Pop Warner Cheer and one for Eastvale Little League).
Motion carried 6-0 with Coker, Anderson, Hamdy, Saini, and Executive
Director Link absent.
At this time the Board returned to address Item 6.1
6. CONSENT CALENDAR:
6.1. Minutes – March 16, 2015 Regular Meeting.
Recommendation: Approve the minutes from the March 16, 2015 Regular
Meeting.
Motion: Moved by Shardlow, seconded by Coker to approve the Minutes
from the March 16, 2015 Regular Meeting.
Motion carried 8-0 with Hamdy, Saini, and Link absent.
The Board decided to address Item 7.2 and 7.1 next.
7. BUSINESS ITEMS:
7.2 Beer Garden at Picnic in the Park
Recommendation: Receive verbal update from Executive Director Link.
Randy Solis provided information about a requirement for an additional insured
endorsement page or to name JCSD as insured to be provided by the Foundation.
It was noted that the Foundation was under the City’s umbrella of insurance and
staff would be asked if the City could add JCSD to the policy. It was noted that
the Foundation might take out a separate insurance policy for the event.
There was discussion regarding the traffic flow and traffic control plan for the
event.
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05/11/15 EASTVALE COMMUNITY FOUNDATION MINUTES
There was discussion regarding the ABC paperwork licensing.
Executive Director Link arrived at 6:30 p.m.
There was discussion regarding the beer truck for Saturday and the need for a
different beer truck vendor for Friday.
Assistant Executive Director Howell stepped away from dias at 6:33 p.m.
Executive Director Link reviewed the costs, budget, and logistics for the event
based on last year’s numbers.
Assistant Executive Director Howell returned to dias at 6:35 p.m.
There was discussion regarding the time frame for beer sales for Friday and
Saturday.
Board Member Shardlow noted that he would meet with JCSD to coordinate ABC
submittal.
There was discussion regarding the beer vendors for Friday and Saturday. It was
noted that Board Member Hamdy was still working on the details.
Motion: Moved by Shardlow, seconded by Howell to approve the budget
with additional increase of $1,000 for miscellaneous food and items for the
Beer Garden at Picnic in the Park.
Motion carried 9-0 with Hamdy, and Saini absent.
Randy Solis left the meeting at 6:54 p.m.
7.1 Golf Tournament
Recommendation: Receive verbal update from Executive Director Link.
Executive Director Link shared the new Golf Tournament brochures with the
Board. Sponsors and volunteers are being solicited for the event. Board
Members were requested to reach out to sponsors from the previous year.
Assistant Executive Director Howell noted that she would create a master list and
contact folder for specific sponsors for the various events.
At this time the Board returned to address Items 7.4 and 7.5
7.4 City Birthday Celebration
Recommendation: Receive verbal update from Executive Director Link.
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05/11/15 EASTVALE COMMUNITY FOUNDATION MINUTES
Executive Director Link requested Board Member Anderson coordinate with
Dickson for street sweeping after the event. Board Member Marrs would work on
sponsors for the event. Executive Director Link noted that she would request
Board Member Rodriguez work on Public Relations.
The budget for the event was reviewed and discussed. There was discussion
about vendors and entertainment.
Assistant Executive Director Howell initiated discussion regarding extra revenue
from preferred parking sales, promotional merchandise, and other possible
revenue sources.
There was discussion regarding police costs, security, street closures, and parking
control for the event.
Motion: Moved by Howell, seconded by Anderson to approve the budget
with additional expenditure and revenue increase of $2000 for promotional
merchandise.
Motion carried 8-0 with Hamdy, Saini, and Welch absent.
Foundation finances were discussed and reviewed. Executive Director Link noted
that vendor applications for booths at the City’s Birthday event were available.
7.5 Monument Signs
Recommendation: Receive verbal update from Executive Director Link.
There was discussion regarding a monument sign on the Water Tower located on
Schleisman. There was discussion about designs, timeline, and possible locations
for future monuments. It was decided that a plan would be presented to City
Council.
8. OLD BUSINESS ITEMS:
There was discussion regarding replacing the hardware on the three military
banners that are damaged.
9. BOARD MEMBER COMMUNICATIONS:
Board Member Coker noted that he would work with Assistant Executive Director
Howell to re-design the Military Banner application.
Isabel Cruz noted that the fliers for the City’s Birthday Logo Contest are ready. There
was discussion about distributing the fliers at the local schools.
Board Member Shardlow requested that Board Members notify residents of the CDBG
Scholarships.
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05/11/15 EASTVALE COMMUNITY FOUNDATION MINUTES
Assistant Executive Director Howell shared the results of the State of the City survey.
She noted that the overall response was positive.
10. ADJOURNMENT:
There being no further business, the meeting was adjourned at 7:48 p.m.
Submitted by Margo Wuence, Recording Secretary
Reviewed and edited by Marc Donohue, City Clerk