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MINUTES
SPECIAL MEETING OF THE EASTVALE
COMMUNITY FOUNDATION BOARD
Monday, February 10, 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 Hamdy, Ontiveros, Reyes, Riley, Saini,
Shardlow, and Executive Director Sharyn Link.
Board Members absent: Board Members Jensen, and Assistant Executive Director
Howell.
Board Member Jensen arrived at 6:41 p.m.
Staff Members present: City Manager Jacobs, and Assistant City Clerk Hall.
3. PRESENTATIONS/ANNOUNCEMENTS:
Executive Director Link introduced Ms. Lindeborn, a potential Board Member.
4. PUBLIC COMMENT/CITIZEN PARTICIPATION:
There were no public comments.
5. CONSENT CALENDAR:
5.1 Minutes – January 21, 2014 Regular Meeting.
Recommendation: Approve the minutes from the January 21, 2014 Regular
Meeting.
Motion: Moved by Shardlow, seconded by Reyes to approve the minutes as
presented.
Motion carried 7-0-2 with Jensen and Howell absent.
6. NEW BUSINESS ITEMS:
6.1 Educational Opportunities for Board Members.
Recommendation: Determine what, if any, training opportunities the Foundation
Board would like to participate in.
City Manager Jacobs provided the staff report for this item.
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6.2 Store Merchandise Update.
Recommendation: Receive verbal update from Executive Director Link.
Executive Director Link provided information regarding the minimum order for
coffee mugs and various vendors.
Board Member Jensen arrived at 6:41 p.m.
There was discussion regarding the process of ordering the mugs in phases and
the possibility of releasing one mug color per year.
Volunteer Cello would gather quotes for a smaller number of mugs from various
vendors.
There was discussion regarding the timing of the order. The final decision and
order would be placed on the Foundation’s next regular meeting agenda.
Executive Director Link stated that she would be ordering the decals during the
week following the meeting.
6.3 Golf Tournament Ad Hoc Committee Update.
Recommendation: Receive verbal update from Board Members Saini, Reyes and
Executive Director Link.
Board Member Hamdy stated that she was updating the brochure and building an
EventBrite website in order for people to be able to register for the tournament
and pay online.
It was stated that the tournament would take place on Friday, August 15, 2014 at
Los Serranos Golf Course. The brochure was expected to be ready for distribution
in early March.
There was discussion regarding the sponsorship levels and possibly serving a
sponsored lunch.
6.4 Events Committee Update.
Recommendation: Receive verbal update from Board Member Riley.
Board Member Riley stated that he was the only one on the committee. He stated
that he would like to have a master calendar put together.
Board Member Riley added that he had met with the gentleman that put together
and ran the Victoria Garden’s Farmer’s Market and had some information on how
to put one together.
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There was discussion regarding e-waste collection events and various fundraisers.
Executive Director Link changed the order of the agenda and ad dressed Item 6.8 at
this time.
6.8 Review of Committee Assignments.
Recommendation: Discussion.
There was discussion regarding membership of the various committees and
changes that were suggested.
Motion: Moved by Riley, seconded by Saini to eliminate the recruitment
leader and contact coordinator positions.
Motion carried 8-0-1 with Howell absent.
There was discussion regarding changing the committee assignments.
At this time Executive Director Link returned to Item 6.4.
6.4 Events Committee Update.
Recommendation: Receive verbal update from Board Member Riley.
Executive Director Link expressed that the Foundation should focus on two large
events per year, instead of spreading the Board out by hosting multiple small
events. She suggested holding the annual golf tournament in August and a
Founder’s Day street festival in October.
There was discussion regarding the timing of the suggested events being too close
together.
There discussion regarding holding only large, revenue generating events and the
Foundation’s relationship with the Jurupa Community Services District.
There was discussion regarding the feasibility of holding a large street fair versus
a gala type event.
It was stated that the Board would discuss event ideas at the next regular Board
meeting.
6.5 Volunteer Committee Update.
Recommendation: Receive verbal update from Board Member Riley.
Board Member Riley stated that he had no update, but was using VolunteerSpot
as needed.
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There was discussion regarding the process and how volunteers were contacted
when they filled out interest cards. Volunteers were to receive a letter or email
indicating that their interest card had been received.
There was discussion regarding the possibility of using local high school students
as volunteers.
6.6 Communications Committee Update.
Recommendation: Receive verbal update from Assistant Executive Director
Howell.
Board Member Jensen stated that she had been posting updates to the
Foundation’s Facebook page continuously.
There was discussion regarding the possibility of posting the golf tournament to
different activity websites.
There was discussion regarding updates to the Foundation’s website. Currently
there were no Board Members doing website maintenance. There was discussion
regarding the possibility of switching the website platform.
6.7 Fundraising Committee Update.
Recommendation: Receive verbal update from Board Member Reyes.
Board Member Reyes stated that she would be creating a one-page breakdown for
the golf tournament that each Board Member could distribute to their contacts that
may be interested in sponsoring or attending. She planned on having the sheet to
distribute at the next regular meeting.
There was discussion regarding the status of the Non-Profit Designation from the
State.
6.9 Foundation Budget.
Recommendation: Discussion.
Executive Director Link stated that the Board would table this item until the Chief
Financial Officer was appointed.
6.10 Calendar of Events for 2014.
Recommendation: Discussion.
Executive Director Link stated that August 15, 2014 was the annual golf
tournament.
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There was discussion regarding the Picnic in the Park put on by the Jurupa
Community Services District during the last weekend in June.
Executive Director Link stated that she would have a schedule of events ready for
the next regular meeting.
7. OLD BUSINESS ITEMS:
7.1 CDBG Grant.
Recommendation: Receive verbal update from Board Member Ontiveros.
Board Member Ontiveros stated that she had received some applications.
There was discussion regarding the approval of applications and the need for
additional meetings to approve the applications, to prevent applicants from
waiting over a month for approval.
Five applications were discussed.
Motion: Moved by Reyes, seconded by Jensen to approve applications #1 - #4
for a total amount of $2,440.00.
Motion carried 8-0-1 with Howell absent.
There was discussion regarding the process and potential issues with Roosevelt
High School Band members applying for the scholarship.
There was discussion regarding whether or not Board Members should attend
league board meetings, or host a workshop, to assist people with applying for the
scholarship.
It was decided that Board Member would not attend league board meetings, and
would not host a workshop. It was understood that information regarding the
scholarships was widely available and easy to understand.
Board Member Ontiveros left the meeting at 8:02 p.m.
There was additional discussion regarding Roosevelt High School Band
applications.
Board Member Reyes stepped out of the meeting at 8:07 p.m.
There was discussion regarding the amount of funds the band could request, the
reason for the funds, who the funds benefited and that the applications would still
be treated as first come first serve.
Board Member Reyes returned to the meeting at 8:10 p.m.
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7.2 Jurupa Community Services District Farmer’s Market.
Recommendation: Receive verbal update from Executive Director Link and
discuss.
Executive Director Link stated that the JCSD wanted to meet on the following
Thursday at 6 p.m.
Executive Director Link, Board Member Shardlow and Board Member Riley
would attend the meeting.
8. BOARD MEMBER COMMUNICATIONS:
Motion: Moved by Reyes, seconded by Riley to appoint the following Board
Members to the respective committees:
Events Committee – Riley, Hamdy and Link
Volunteer Committee – Riley and Saini
Communications Committee – Jensen and Howell
Fundraising Committee – Reyes and Riley
Motion carried 7-0-2 with Howell and Ontiveros absent.
Board Member Saini asked that the Board look into purchasing a pull up banner with
stand to display Foundation benefits and fundraising goals during events where the
Foundation had a booth.
There was discussion regarding ordering a pull up banner. Information would be
provided at the next meeting.
Executive Director Link asked to change the meeting time to 6:00 p.m. and suggested
holding a special meeting at 6:00 p.m. on the 1st Monday of each month at City Hall
while they were actively handling CDBG Scholarship applications.
Motion: Moved by Jensen, seconded by Shardlow to approve moving the meeting
time to 6:00 p.m., and to hold a special meeting at 6:00 p.m. on the 1st Monday of
each month, at City Hall, while the CDBG applications were be approved.
Motion carried 7-0-2 with Howell and Ontiveros absent.
9. ADJOURNMENT:
There being no further business, the meeting was adjourned at 8:22 p.m.
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Submitted by Assistant City Clerk Ariel M. Hall, CMC