04-21-20141
04/21/2014 MINUTES
MINUTES
REGULAR MEETING OF THE EASTVALE
COMMUNITY FOUNDATION BOARD
Monday, April 21, 2014
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 Reyes, Riley, Saini, Shardlow, Assistant
Executive Director Howell and Executive Director Sharyn Link.
Board Members absent: Board Members Hamdy, Ontiveros, Rodriguez, Rowe and
Welch.
Board Member Ontiveros arrived at 6:17 p.m.
Board Member Rowe arrived at 6:19 p.m.
Staff Members present: City Manager Jacobs 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 – March 17, 2014 Regular Meeting.
Recommendation: Approve the minutes from the March 17, 2014 Regular
Meeting.
Motion: Moved by Howell, seconded by Shardlow to approve the Consent
Calendar as presented.
Motion carried 6-0-5 with Hamdy, Ontiveros, Rodriguez, Rowe and Welch
absent.
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04/21/2014 MINUTES
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 Reyes provided a draft of the Sponsorship Flyer for review.
Board Member Reyes noted that Waste Management lunch bags would be used as
the “goody bags” for the event. Board Member Reyes suggested that businesses
be solicited with the opportunity to donate items to fill the goody bags. Assistant
Executive Director Howell noted that she would solicit for goody bag donations
on the Facebook page.
Executive Director Link noted that one platinum sponsor has already been
obtained. Board Member Reyes noted that there is no limit to the amount of
sponsors.
Executive Director Link noted that Board Member Hamdy is working on the
Press Release.
6.2 Golf Tournament Budget.
Recommendation: Receive report and approve preliminary budget.
Executive Director Link noted that the preliminary budget was based on last
year’s $20,000 profit and the same amount is expected for this year.
Motion: Moved by Howell, seconded by Riley to approve the preliminary
Golf Tournament Budget.
Motion carried 6-0-5 with Hamdy, Ontiveros, Rodriguez, Rowe and Welch
absent.
6.3 Events Committee Update.
Recommendation: Receive verbal update from Board Members Riley, Hamdy and
Link.
Executive Director Link noted that she sent another email to the JCSD regarding a
possible farmers market and had not received a reply.
Board Member Riley gave an update regarding an e-waste event on May 17,
2014. There was discussion regarding a press release for the City and advertising
on the Facebook page. Board Member Reyes noted that she would email a flyer
for the event to Assistant Executive Director Howell.
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04/21/2014 MINUTES
6.4 Volunteer Committee Update.
Recommendation: Receive verbal update from Board Members Riley and Saini.
There was discussion regarding the time frames that Golf Tournament volunteers
could work. Executive Director Link noted that she would provide the time
frames to Board Member Saini to upload to Volunteer Spot. Assistant Executive
Director Howell noted that she would solicit for volunteers via the Facebook page
and a Press Release to the City and school principals. Additionally, the event
description will note that credit for volunteer hours will be given.
Board Member Ontiveros arrived at 6:17 p.m.
The order of the agenda was changed and Items 6.5 and 6.7 were addressed at this time.
6.5 Communications Committee Update.
Recommendation: Receive verbal update from Assistant Executive Director
Howell.
Executive Director Link thanked Assistant Executive Director Howell for
updating the Facebook page.
6.7 Update on Foundation Website.
Recommendation: Receive verbal update from Assistant Executive Director
Howell.
Assistant Executive Director Howell noted that the website had been updated with
information for the Golf Tournament. She requested that Board Members review
the Eventbrite portion and do a “run through” of the sponsorship and golfer sign
up sections to check for any glitches. It was agreed that Assistant Executive
Director Howell would do a “run through” of a Golf Package sign up.
Board Member Rowe arrived at 6:19 p.m.
At this time the Board returned to address Item 6.6.
6.6 Fundraising Committee Update.
Recommendation: Receive verbal update from Board Members Reyes and Riley.
Board Member Reyes noted that the amount of income from the upcoming e-
waste event on May 17 would vary depending on the amount and types of items
that are recycled. She noted that the event would be held from 9:00 a.m. to 1:00
p.m. The range of income expected is from $300 to $600. A banner advertising
the event would be hung at Roosevelt High School on Monday of the week of the
event.
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04/21/2014 MINUTES
6.8 Quickbooks Proposal.
Recommendation: Purchase Quickbooks “Online Plus” product.
Board Member Rowe noted the differences in Quickbook products available for
purchase and recommended the “Online Plus” product as the best option for the
Foundation’s needs. The cost of the product is $345 up front and $430 annually
thereafter.
Motion: Moved by Reyes, seconded by Howell to approve purchase of
Quickbooks “Online Plus” product.
Motion carried 8-0-3 with Hamdy, Rodriguez, and Welch absent.
7. OLD BUSINESS ITEMS:
7.1 CDBG Grant.
Recommendation: Review and approve grant applications.
There was discussion regarding several applications.
It was decided that Application #36 would remain pending for more information.
Motion: Moved by Ontiveros, seconded by Howell to approve applications
#35, #37, and #38 for a total amount of $1,450.00.
Motion carried 8-0-3 with Hamdy, Rodriguez, and Welch absent.
There was discussion about the approaching deadline to allocate remaining funds
available. It was suggested that another Press Release and a post to the Facebook
page would help advertise the available grants.
There was discussion about applications that remain pending because the
applicant is unable to provide the financial documentation requested and how to
proceed with those.
Executive Director Link noted that the incomplete applications from Roosevelt
High School Band members had been returned. Assistant Executive Director
Howell noted that she would contact Bill Newberry to check on the status of those
applications.
It was decided that Board Member Ontiveros would send an email to Board
Member Rowe with a list of checks ready to be issued.
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04/21/2014 MINUTES
8. BOARD MEMBER COMMUNICATIONS:
Board Member Rowe noted that he would start working with Quickbooks to enter all
appropriate information. He noted that he would consult with Executive Director Link
and Board Member Reyes regarding any specific questions.
Assistant Executive Director Howell requested the following items be added to the next
meeting agenda:
1) Putting Tax Information on Website
2) Review of Strategic Plan
3) Budget
Board Member Ontiveros would like to get word out for the available grants prior to the
deadline for spending funds available.
Assistant Executive Director Howell noted that she would issue a new Press Release for
grants available with a deadline of May 15.
Executive Director Link noted that the author of “The History of Eastvale” would be
donating any royalties to the Foundation. A royalty statement was received from History
Press; however, the royalty amount was $74.78 and their minimum limit to write a check
is $75.
Executive Director Link noted that 10 books and 8 decals were sold at the State of the
City event for a total of $240 in merchandise sales.
Executive Director Link noted that a letter of penalty in the amount of $1435.05 was
received from the IRS for not filing taxes. She noted that all taxes have now been filed
and that Terry Shea, Eastvale Director of Finance, would write a letter to try to get the
amount reduced. The deadline to pay is end of May and Executive Director Link
recommends paying the fine to prevent the 501(c)(3) from being delayed.
It was suggested that the IRS Notice be added to the next meeting agenda to determine
how to proceed.
9. ADJOURNMENT:
There being no further business, the meeting was adjourned at 6:51 p.m.
Motion: Moved by Link, seconded by Howell to adjourn the meeting at 6:51 p.m.
Motion carried 8-0-3 with Hamdy, Rodriguez, and Welch absent.
Submitted by Margo Wuence, Recording Secretary
Reviewed and edited by Ariel M. Hall, CMC, Assistant City Clerk