03-17-20141
03/17/2014 MINUTES
MINUTES
REGULAR MEETING OF THE EASTVALE
COMMUNITY FOUNDATION BOARD
Monday, March 17, 2014
6:00 P.M.
Rosa Parks Elementary School, 13830 Whispering Hills Drive
1. CALL TO ORDER: 6:10 p.m.
2. ROLL CALL:
Board Members present: Board Members Hamdy, Ontiveros, Riley, Rowe, Shardlow,
and Executive Director Sharyn Link.
Board Members absent: Board Members Howell, Jensen, Reyes and Saini.
Board Member Howell arrived at 6:14 p.m.
Board Member Reyes arrived at 6:21 p.m.
Staff Members present: City Manager Jacobs, Assistant City Clerk Hall, and Recording
Secretary Wuence.
3. PRESENTATIONS/ANNOUNCEMENTS:
There were no presentations or announcements.
4. PUBLIC COMMENT/CITIZEN PARTICIPATION:
There were no public comments.
5. CONSENT CALENDAR:
5.1 Minutes – February 10, 2014 Regular Meeting.
Recommendation: Approve the minutes from the February 10, 2014 Regular
Meeting.
5.2 Minutes – March 3, 2014 Special Meeting.
Recommendation: Approve the minutes from the March 3, 2014 Special Meeting.
Motion: Moved by Shardlow, seconded by Riley to approve the Consent
Calendar as presented.
Motion carried 6-0-4 with Jensen, Reyes, Saini and Howell absent.
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6. NEW BUSINESS ITEMS:
6.1 Golf Tournament Ad Hoc Committee Update.
Recommendation: Receive verbal update from Board Members Hamdy, Reyes
and Executive Director Link.
Board Member Hamdy gave an update regarding the registration launch and
provided a final draft of the brochure for the event. The brochures would be
ready for distribution before the State of the City address on March 27. She stated
that the contract was changed to reflect the set prices at Los Serranos and the
committee would continue to work on logistics for the event.
Board Member Howell arrived at 6:14 p.m.
6.2 Events Committee Update.
Recommendation: Receive verbal update from Board Members Riley, Hamdy and
Link.
Board Member Riley gave an update regarding a meeting with Jeremy Goins,
Roosevelt High School Principal and getting possible dates for e-waste type
events.
6.3 Volunteer Committee Update.
Recommendation: Receive verbal update from Board Members Riley and Saini.
Board Member Riley suggested creating a spreadsheet for all volunteers and
discussed the possibility of a high school volunteer creating the spreadsheet.
6.4 Communications Committee Update.
Recommendation: Receive verbal update from Board Members Jensen and
Howell.
Board Member Howell updated everyone on the progress of updating the website.
She stated that she would be doing most of the updates in the upcoming week due
to her having extra time while off work.
6.5 Fundraising Committee Update.
Recommendation: Receive verbal update from Board Members Reyes and Riley.
No update was provided.
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6.6 Major Annual Events.
Recommendation: Discuss Major and/or Annual event ideas.
Board Member Howell stated that in addition to the annual Golf Tournament,
another major annual signature event could be a Founder’s Day/Street Fair similar
to the International Street Fair in Orange. The event would have food vendors,
music, bands, and a beer garden. A weekend in October was suggested as a
possible date.
Executive Director Link noted concern about this event being held too close to the
annual Golf Tournament in August and the Fall Festival in October.
Board Member Howell suggested creating an ad hoc committee, which she would
Chair.
Board Member Hamdy suggested the event be held in 2015 to coincide with the
5th anniversary of Incorporation.
There was discussion about possibly moving the Golf Tournament to a different
month earlier in the year and the concerns about conflicting with the Picnic in the
Park in June and possible rainy weather in earlier months.
Board Member Reyes arrived at 6:21 p.m.
Motion: Moved by Howell, seconded by Hamdy to establish an ad hoc
committee.
Motion carried 8-0-2 with Jensen, and Saini absent.
6.7 Event Attendance Calendar.
Recommendation: Receive verbal update and event calendar print out from
Executive Director Link.
Executive Director Link passed out the new calendars.
6.8 Board Appointments.
Recommendation: 1) Determine if a representative from State Assemblyman Eric
Linder’s Office should be recommended to the City Council for appointment to
the Board and 2) Determine if Ric Welch should be recommended to the City
Council for appointment to the Board as a representative of the City Council.
Executive Director Link noted that Jenniffer Rodriguez, District Director, would
be the appointee to the Board from Assemblyman Linder’s Office. There was
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discussion regarding the term of any person assigned from Assemblyman Linder’s
Office.
Motion: Moved by Shardlow, seconded by Howell to recommend the
representative from State Assemblyman Eric Linder’s office to the City
Council for appointment to the Board.
Motion carried 8-0-2 with Jensen and Saini absent.
There was discussion regarding the appointment of Councilman Ric Welch to the
Board and it was noted that his background in parks and event planning would
make him a good fit.
The appointment of the two new Board Members would bring the Board to twelve
Members.
Motion: Moved by Howell, seconded by Riley to recommend Ric Welch to
the City Council for appointment to the Board as a representative of the City
Council.
Motion carried 8-0-2 with Jensen and Saini absent.
Staff would move the recommendations to City Council.
6.9 Eastvale Decal Stickers.
Recommendation: Approve Reimbursement of $100.00 for the original purchase
of the decal stickers and determine the selling price.
Executive Director Link passed out the Eastvale decal stickers for review and
there was discussion about setting a requested donation amount for the stickers.
The suggested donation amount was agreed to be $5.00.
Motion: Moved by Howell, seconded by Ontiveros to set the donation amount
to $5.00.
Motion carried 8-0-2 with Jensen and Saini absent.
Motion: Moved by Reyes, seconded by Howell to approve reimbursement of
$100.00 for the original purchase of the decal stickers to Executive Director
Link.
Motion carried 8-0-2 with Jensen and Saini absent.
7. OLD BUSINESS ITEMS:
7.1 CDBG Grant.
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Recommendation: Review and approve grant applications.
There was discussion regarding the grant amount being requested by Pop Warner
applications. It was decided that the amount approved for Pop Warner applicants
should be limited to $250, which is the actual registration amount.
There was discussion regarding several applications.
It was decided that Application #5 would be held to request a Form 1040 from the
applicant.
Motion: Moved by Howell, seconded by Reyes to approve applications #10,
#11, #12, #13, #15, #17, #18, #22, #23, and #25 for a total amount of $4,245.00.
Motion carried 8-0-2 with Jensen and Saini absent.
It was decided that application #8 did not qualify based on income requirements
and would be denied. A formal letter will be mailed to the applicant.
Motion: Moved by Rowe, seconded by Shardlow to deny application #8.
Motion carried 8-0-2 with Jensen and Saini absent.
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 meeting with JCSD went well but she has
not heard back from them. A survey was to be taken by the JCSD at the Eastvale
Community Park grand opening but that did not happen.
7.3 Eastvale Mugs.
Recommendation: Discuss and determine course of action for Eastvale
Community Foundation mug purchase.
Executive Director Link stated that the minimum order with American Printing
was final and therefore not a reasonable option for the mugs. She would look for
another quote.
Board Member Reyes suggested looking at a different style mug since the
“Starbucks” mug was too expensive and the minimum order was too high.
8. BOARD MEMBER COMMUNICATIONS:
There was discussion regarding the individual committee meeting schedules.
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Board Member Howell announced that her City Council campaign account needed to be
closed out. A donation of approximately $1800.00 would be made to the Foundation
from the remaining funds in the account.
Board Member Ontiveros noted that she would try to streamline the grant application
process.
Executive Director Link requested that copies of any new recreational scholarship grant
applications received be emailed by City Staff to Board Members once a week for review
prior to Board meetings.
Executive Director Link noted that Board Member Rowe would be on the CDBG
committee and it would be formalized at the next Board meeting.
There was a discussion regarding Quickbooks or other software for Board Member Rowe
to use in his function as the Board’s Chief Financial Officer.
Board Member Hamdy noted that the golf tournament ad hoc committee would meet on
April 1. Other meetings would be scheduled and sent out to the ad hoc committee
members.
Executive Director Link noted that the Community Foundation was invited to the State of
the City on March 27 and would share a table with the City of Eastvale. Decals would be
available for donations at the table. She requested a volunteer to work at the table from
6:30 p.m. to 8:30 p.m.
It was noted that the “Every 15 Minutes” event was coming up soon at Roosevelt High
School.
8.1 Photo for State of the City Address.
A photo of the Board was taken for the State of the City Address.
9. ADJOURNMENT:
There being no further business, the meeting was adjourned at 7:46 p.m.
Submitted by Margo Wuence, Recording Secretary
Reviewed and edited by Ariel M. Hall, CMC, Assistant City Clerk