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01/21/2014 MINUTES
MINUTES
SPECIAL MEETING OF THE EASTVALE
COMMUNITY FOUNDATION BOARD
Tuesday, January 21, 2014
6:30 P.M.
Eastvale City Hall, 12363 Limonite Ave. Suite 910
1. CALL TO ORDER: 6:36 p.m.
2. ROLL CALL:
Board Members present: Board Members Ontiveros, Reyes, Saini, Shardlow, and
Executive Director Sharyn Link.
Board Members absent: Board Members Hamdy, Jensen, Riley and Assistant Executive
Director Howell.
Board Member Riley arrived at 6:43 p.m.
Staff Members present: City Manager Jacobs, Management Analyst Rowe and Assistant
City Clerk Hall.
Board Member Shardlow led the Pledge of Allegiance.
3. PRESENTATIONS/ANNOUNCEMENTS:
There were no presentations.
4. PUBLIC COMMENT/CITIZEN PARTICIPATION:
There were no public comments.
5. CONSENT CALENDAR:
5.1 Minutes – November 18, 2013 Regular Meeting.
Recommendation: Approve the minutes from the November 18, 2013 Regular
Meeting.
Motion: Moved by Reyes, seconded by Shardlow to approve the minutes as
presented.
Motion carried 5-0-4 with Hamdy, Jensen, Riley and Howell absent.
6. NEW BUSINESS ITEMS:
6.1 Golf Tournament.
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Recommendation: Receive report and determine members of an Ad Hoc
Committee to work on the annual event.
Executive Director Link provided a staff report for the item. She provided an
update on the sponsors that had already been contacted.
Board Members Reyes, Saini and Executive Director Link would form the Ad
Hoc Committee for the event.
Motion: Moved by Ontiveros, seconded by Shardlow to approve Board
Members Reyes, Saini and Executive Director Link as the Ad Hoc
committee.
Motion carried 5-0-4 with Hamdy, Jensen, Riley and Howell absent.
6.2 JCSD Farmers Market.
Recommendation: Receive report and discuss level of involvement.
Executive Director Link provided a staff report for this item. She stated that she
had been in contact with the Jurupa Community Services District regarding their
proposed Farmer’s Market. She added that they needed a non-profit sponsor in
order to become certified.
Board Member Riley arrived at 6:43 p.m.
Executive Director Link continued that the events would be held on Thursday
nights throughout the summer months.
There was discussion regarding the various concerns that Board Members had
with allowing another agency to use the Foundation’s non-profit ID number.
There was discussion regarding whether or not the Jurupa Community Services
District had approached the City regarding the proposed Farmer’s Market events.
The City had not been approached by the Jurupa Community Services District
regarding the events as of that meeting date.
There was discussion regarding the method that the Jurupa Community Services
District had approached the Foundation with the request, and what the events
would entail.
Executive Director Link would contact Ric Welch, Director of Parks and
Community Affairs with the Jurupa Community Services District, to gather
additional information.
6.3 Board Member Appointments.
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Recommendation: Receive verbal report from Ad Hoc Committee and make a
recommendation to the City Council on Board Member Appointments.
There was discussion regarding the applicants that had been contacted.
Motion: Moved by Ontiveros, seconded by Riley to recommend that the City
Council appoint Scott Rowe to the Board.
Motion carried 6-0-3 with Hamdy, Jensen, and Howell absent.
Motion: Moved by Riley, seconded by Shardlow to recommend that the City
Council appoint Cheryl Lindeborn to the Board.
Motion carried 6-0-3 with Hamdy, Jensen and Howell absent.
7. OLD BUSINESS ITEMS:
7.1 CDBG Grant.
Recommendation: Receive report.
Board Member Ontiveros provided a report on this item. She announced that the
application period would open on February 1st.
The application form and the amount of funds to be used were discussed.
Board Member Ontiveros was to update the application and send it to City Hall
for printing.
7.2 Roosevelt Band Request.
Recommendation: Receive report and determine what amount and type of
donation, if any, the Foundation should contribute to the Roosevelt High School
Band.
Executive Director Link provided the staff report for this item.
There was discussion regarding whether or not the Foundation should provide
support to the band.
It was decided that members of the high school band could apply for the
Recreational Scholarships in order to get assistance, but the Foundation would not
support the band as a whole.
Executive Director Link was to email School Board Member Newberry to let him
know how the students could apply for assistance.
7.3 Store Items.
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Recommendation: Receive report, determine what to order for the Eastvale Store
and approve the expenditure of funds.
Executive Director Link displayed copies of the potential decals.
There was discussion regarding which decal would be selected.
Motion: Moved by Shardlow, seconded by Link to approve the design of
decal #3 without the added “V”.
There was additional discussion regarding the mugs that would be ordered, and
their cost.
It was the consensus of the Board that they would order 4 designs, 125 mugs of
each design and approve expenditures of up to $4,000 for the mugs. Executive
Director Link would be the one to make the final decision on the mugs, spending
up to the amount of funds approved.
Motion: Moved by Shardlow, seconded by Ontiveros to approve the design of
decal #3 without the added “V”, and Executive Director Link to order 125
mugs each of 4 different designs, spending up to $4,000.
Motion carried 6-0-3 with Hamdy, Jensen and Howell absent.
8. BOARD MEMBER COMMUNICATIONS:
Board Member Reyes suggested that an agenda item be placed on a future agenda to draft
a budget for the Foundation, to include each type of donation and community outreach
funding.
Board Member Riley stated that the Board should spend some time looking at fundraising
events for the upcoming year, and re-evaluate their committee assignments now that there
have been changes on the Board.
Board Member Shardlow stated that an Ad Hoc Committee should be formed to look into
the Jurupa Community Services District Farmer’s Market issue.
There was discussion regarding various committees. It was the consensus of the Board
that each committee should provide an update at each Board meeting.
Board Member Shardlow stated that the Foundation’s website needed updating.
There was discussion regarding the possibility of having a volunteer from the local high
school or community college do the upkeep on the website.
There was discussion regarding the schedule of upcoming meetings.
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Executive Director Link provided an update on the tax filings for the Foundation.
There was discussion regarding whether or not the Foundation wanted to host an Ontario
Reign Hockey Game as a fundraiser again. It was the consensus of the Board that they
would not host a game.
9. ADJOURNMENT:
There being no further business, the meeting was adjourned at 8:11 p.m.
Motion: Moved by Ontiveros, seconded by Riley to adjourn the meeting.
Motion carried 6-0-3 with Hamdy, Jensen and Howell absent.
Submitted by Assistant City Clerk Ariel M. Hall, CMC