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HomeMy WebLinkAboutPFM031306`~~~ ` CITY OF CENTRAL POINT ~' NON-PROFIT FOUNDATION MINUTES CENTRAL March 13, 2006 POINT REGULAR MEETING CALLED TO ORDER Chairman, Jim Harleman called the meeting to order at 6:00 p.m. ROLL CALL AND INTRODUCTIONS Non-Profit Foundation Meeting Attendees: Chairman; Jim Harleman, Eleanor Holbrook, Cheryl Cummings, Richard Halley; Council Liaison, Bret Moore, Kerry Bradshaw, Doug Palmer, Patricia Alvarez, Bill Stults Staff Present: Katherine Boxer, Parks & Recreation Director Charlene Weston, Recreation Technician Shelly Brown, Secretary MINUTES This was the first Board of Directors meeting of the Central Point Parks and Recreation Foundation. There were no previous minutes to approve. CHANGES TO AGENDA Move Review of By-Laws ahead of Election of Officers. The By-Laws Explain the election of officers. PUBLIC APPEARANCES There were no public appearances BUSINESS Rogue River Greenway Katherine handed out a letter from the Director of State Parks & Recreation, Tim Wood. Tim was here a few months ago and had a meeting with a number of representatives from the area; legislative folks, city managers and others regarding the development of the Rogue River into an official greenway corridor. There is a lot of interest in the state in pushing this forward. This is an announcement of the meeting Page 1 of 5 coming up for those that are interested. April 7th, from gam-noon. We'll be discussing strategies for developing the Rogue River into an actual corridor that would ultimately connect with the Bear Creek Greenway. If anyone is interested in attending, let Katherine know. History and Purpose of Foundation ® Legal and Fiduciary: We developed the Non-Profit Corporation last year. Articles of Incorporation were filed with the IRS and the State of Oregon. The IRS has requested additional information which we have responded to. We expect to get our approval within a month or so. The State of Oregon's approval is contingent upon the Federal Approval. Management/Oversight of Organization The reason we established a Foundation is that the City of Central Point Pazks and Recreation Department is able to apply for a number of different government grants through the State and Federal agencies and some private non-profits. The City caruiot apply for a large number of non- profit focused grants as well as do any fundraising as City Government, so it was important to establish a foundation in order to do these things. The Board of Directors role includes for any legal administration of the Foundation, financial responsibility, oversight of the organization and helping to support our major goals. 2006 Proposed Budget ® We are projecting the association's income, if we are successful with a variety of grants that we are applying for, to be approximately $25,000. We hope as we endeavor and undertake some fundraising, and receive some memberships in the Foundation, we'll gain another $10,000. o Projected expenses: Approximately $25,000 to scholarships for Discovery After School Club, Discovery Summer Daycamp and Art & Science Camp. We expect to have to spend money to make money and we projected $5,000 spent towazds fundraising and $2,500 towards administrative expenses. We hope to be able to fund Parks programs and capital as well. Projected expense for Pazks programs is $1,000 and Parks Capital projection is $1,500. These are estimates and are based on spending the amount of money we receive each year. The City of Central Point is providing support of staff hours. Katherine will be the Executive Officer for the Foundation, Shelly Brown and Charlene Page 2 of 5 Weston will support our Treasurer, Jill Turner. The city is also providing office space, computers and mailings and other various kinds of support. Review of By-Laws ® The by-laws were submitted as part of our articles of incorporation to the IRS and the State. They are written consistent with Non-Profit law. Election of Officers ® Jim Harleman was nominated for Chairman by Bill Stults and seconded by Eleanor Holbrook Confirmed by vote. ® Bill Stults was nominated for Vice Chairman by Eleanor Holbrook and seconded by Jim Harleman. Confirmed by vote. ® Kerry Bradshaw was nominated for Secretary by Bill Stults and seconded by Jim Harleman. Confirmed by vote. ® Jill Turner was nominated for Treasurer by Patricia Alvarez and seconded by Jim Harleman. Confirmed by vote. Review of Board Responsibilities ® The Board will meet quarterly. Eventually Board meetings may be combined with the Parks Commission meetings, with the Parks Commission being the first hour and a half and the Foundation meeting being the second half. ® Executive Officer: Non-voting member who oversees the Foundation ® Chairman: Facilitate all Board meetings, work with Parks & Recreation Director to establish the agenda and make proposals, call meetings, assist The Parks & Recreation Director in representing the organization to the Community. Chairman shall submit a written "Chairman's" report to the Board at its annual meeting. The Chairman shall have such other duties as may be prescribed from time to time by the Board. o Vice-Chairman: In the absence of the Chairman, Vice-Chairman shall Perform all the duties of the Chairman and will have all the powers of the Chairman. Perform other duties as may be prescribed from time to time by the Board. ® Secretary: Keep a full and complete record of the proceedings of the Board and the meetings of the Officers, keep the seal of the Foundation and affix the same to such papers and instruments as may be required in the regular course of business, shall make service of such notices as may be necessary or proper, shall supervise the keeping of the records of the Foundation, and shall discharge such other duties as may be prescribed from time to time by the Board. Page 3 of 5 ® Treasurer: the City's Finance Director shall have the customary duties and powers as pertain to the office of Treasurer. As such, the Finance Director shall have charge and custody of all funds. The Finance Director shall submit written reports to the Board at each regular Board meeting which summarizes the financial situation of the Foundation in accord with standard accounting reporting methodology, summarizing those activities and services performed by or for the Foundation. Identify Benefits of Membership ® Discount on all City offered classes excluding Discovery After School Club, Disovery Summer Daycamp and Art & Science Camp. ® T-shirts © Attendance at annual meetings ® Any ideas from the Board are appreciated. ® Parks Brochure includes membership application for the Non-Profit Board. ® Early registration for classes a Jim Harleman suggested putting a donation request directly on the registration form to go toward scholarships. Annual Goals Obtain additional financial resources to support Parks and Recreation in Central Point. ® Fundraising: Katherine encouraged the Board members to take a leadership role in orchestrating an annual fundraising event. Some suggestions were a wine and cheese event with an auction attached to it. We can brainstorm ideas. This is where Board members can take and active role by reaching out to colleagues and encouraging friends and colleagues to become active members. • Grants: Parks and Recreation staff is actively working on writing grants. We have applied to the Walker Foundation, Gordon Elwood, and the Carpenter Foundation. We are also applying as the City for capital development state grants. ® We will develop an endowment for those in the community that may choose to bequeath land or other assets for tax deduction purposes. Page 4 of 5 MOVEMENT TO ADJOURN ® Motion to adjourn made by Kerry Bradshaw and seconded by Jim Harleman ® 1~1ext l~ton-Pa•offit Foundation meeting is scheataaleat ffoa• Jame 14, 2006 at the City Fall Couaacil Chambea~s ffa•om 7:00 - g:00 g~.m. Page 5 of 5