EXECUTIVE TEAM - PROPOSED AGENDA

October 19, 2016

PANERA BREAD – 1 pm

GOVERNANCE –

BOARD Board openings: District 1, and 3 (2 Openings): Any Nominations? * Consent Item: Approve Holly Ochoa as Board Member, District 4 effective Nov 1

(attached, p. 3) * Consent Item: Approve Table of Contents for Board Handbook (attached, p. 7)

STAFF Office update just about done: wall down, new carpet in; desks rearranged, partitions in! *Consent Item: Receive updated job descriptions (attached, p. 8)

FINANCE

FINANCE Review Financial Statement Narrative (attached, p. 14)* Consent: Any corrections or changes

BREAKTHROUGH FUND Training is great; we also get a consultant/coach; updates to follow next month

PINNACLE The bad news is that Pinnacle was our vendor, too. The good news is that: Jacquie’s quick action saved us from missing any wage payment loss from The Pinnacle debacle, we may have to temporarily pay payroll taxes twice while The court actions are pending (see attached, p. 20)

GRANTS Pending: Community Foundation, NEA for Marina Arts Village Plan, CAC SLPP

PROGRAMS Meeting Minutes (Attached, p. 21)* Consent Item: Cultural Grants as Presented (Monterey Bay Lion; Caminos Del Arte)* Action Item: $2500 emergency loan to Pacific Grove Art Center (via Stuart Day Fund)

DEVT Meeting Minutes (Attached, p. 27)* Consent Item: Accept Barnyard Contribution $4600;

And continue Barnyard contract in 2017-2018

MKTG

CHAMPS

Meeting Minutes (To follow)

Meeting Minutes (Attached, p. 29)

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35th Review/Assign (?) 1. 35 week celebration2. People who make art in our county, shown on a map3. Follow the trail of the arts through the county4. Banner with a timeline of the AC’s accomplishments5. Utilize internationally and locally known artists6. Citations from the Mayors of each city and Resolutions from Supervisors7. 35 day Arts Month in Monterey County8. Pins or bumper stickers

OTHER

OCT AGENDA

Review PG Nonprofit Support Consideration to provide guidance (attached, p. 34)

Paulette provides Update on Salinas City % Public Art Status

Update Draft based on all of the above….(attached, p. 38)

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3

4

5

6

Board Handbook Table of Contents

Welcome Letter, About Us

Current Board Directory

Meeting and Events Calendar

Strategic Plan

By-Laws

Team Descriptions

Current Budget

Organization Chart

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8

POSITION: EXECUTIVE DIRECTOR REPORTS TO: Board of Directors STATUS: Full-Time / Exempt

LEADERSHIP • Ensure all board members, staff, contractors and partners understand and are aligned with the

organization mission.• Advise board members of issues, trends, threats and opportunities that could impact short-term or

long-term performance and recommend action steps as appropriate.• Assist board in creating and Deputy Director in monitoring each 3-year strategic plan and annual work

plans.• Assist board with board development – including recruitment and orientation.• Provide board and board teams with monthly reports and support for agenda items.

HUMAN RESOURCES • Annually evaluate Deputy Director.• Provide strategic guidance to Deputy Director regarding new hires as needed.

FINANCE • With support and guidance from the Board Executive Team, provide strategic guidance to Deputy

Director to prepare annual budget and budget adjustments for approval when needed.

COMMUNITY AND PUBLIC RELATIONS • With support from the Board Marketing Team, present consistently strong, positive and engaging

communications to relevant stakeholders.• Serve as ambassador in the community as needed with Deputy Director as alternate.

PROGRAMS • Provide strategic direction to all board teams and staff.• Approval of Arts Education contracts.

FUNDRAISING • With support from the Board Development Team and Champions Team, design and implement all

appeals including: membership, major gifts, corporate sponsorships, Champions of theArts Gala and grant writing.

OTHER • Staff liaison to Executive Team, Board of Directors, Development Team and

Champions Team.

ACMC is an Equal Opportunity Employer

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POSITION: DEPUTY DIRECTOR REPORTS TO: Executive Director

STATUS: Full-Time/ Exempt

Under the general direction of the Executive Director, the Deputy Director will responsible for the programs and operations of the Arts Council.

LEADERSHIP

• Advise the CEO and Board on financial planning, budgeting, cash flow, and investment priorities. • Present financial matters at Executive Team, Board of Directors and team meetings with complete

financial monthly and annual reports. • Ensure that ACMC is adhering to the strategic plan, delivering status reports to the board. • Officially represent the organization externally regarding finance-related negotiations (e.g. lease,

auditors, and attorneys). • Serve as ambassador in the community when the Executive Director is not available.

HUMAN RESOURCES • Manage human resources according to authorized personnel policies and procedures that fully

conform to current laws and regulations. • Hiring, training and supervision of staff. • Conduct annual compensation surveys and staff performance reviews. • Track and report anniversaries and adjust vacation schedules as appropriate. • Authorize overtime as needed.

FINANCE • In coordination with the Executive Director, prepare annual budget for Board approval. • Prudently manage organization’s resources within those budget guidelines according to current

laws and regulations. • Manage all accounting functions including payroll, accounts receivable and payable, cash flow,

quarterly sales tax return, and preparation of financial statements. • Upload all financial data to the Annual Cultural Data Project (required by state funders).

OPERATIONS • Maintain system of internal communications in person, team meetings and on-line tools. • Align strategy, operational methods, and data collection for each program/activity. • Oversee upgrades of ACMC policies, internal controls, accounting standards, and procedures. • Oversee administration of all IT.

PROGRAMS • Oversee performance tracking (#schools, teachers, students) provided by Arts Education Director. • Track all restricted fund activities, with program performance provided by Arts Education Director.

FUNDRAISING • Create monthly performance tracking report for Development Team • Provide fiscal supervision and tracking for all development efforts: Membership/ Calendars and Note

Cards/ Receptions/ Champions. OTHER

• Staff liaison to Executive Team, Board of Directors and Champions Team.

ACMC is an Equal Opportunity Employer

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POSITION: ARTS EDUCATION DIRECTOR

REPORTS TO: Deputy Director

STATUS: Part –Time / Non Exempt

Under the general direction of the Deputy Director, the Arts Education Director is responsible for all arts education programs and activities.

RESPONSIBILITIES:

• Maintain awareness and knowledge of contemporary theory and methods of learning/teaching through the arts.

• Develop an annual work plan to set goals for number of students served, major activities and budget. • Liaise with other arts presenters and community leaders to assess community need and develop

opportunities for partnerships for exhibitions and performances. • Plan, develop and implement strategy for school site and selection. • Establish and maintain appropriate contracts for all schools, partners and instructor, manage and

control departmental expenditure within agreed budgets, ensure activities meet with and integrate with organizational requirements for quality management, health and safety, legal stipulations, environmental policies and general duty of care (spring).

• Prepare monthly report including current statistics, trends and issues including oral presentation to Programs Team.

• Originate, track and report Arts Education contracts and invoices. • Provide performance tracking (#schools, teachers, students) to Deputy Director. • Track and report program performance for all restricted fund activities to Deputy Director. • Fundraising Support - Assist the Executive Director and Board of Directors with public relations, grant

writing and special events as needed.

OTHER • Other responsibilities as assigned by Deputy Director or Executive Director. • Staff liaison to Programs Team

KNOWLEDGE, SKILLS AND ABILITIES: Required

• Ability to establish priorities, work independently and proceed with minimal supervision. Ability to handle and resolve problems.

• Ability to work with word processing, spreadsheet and desktop publishing. • Ability to make concise, accurate and compelling oral and written reports. • B.A. in Related Field or equivalent experience. • 3-5 years in teaching and at least one year program management • Valid CA drivers' license.

Preferred • Fundraising experience. • Ability to speak Spanish at a conversational level. • M.A. or equivalent experience in relevant field.

ACMC is an Equal Opportunity Employer

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POSITION: COMMUNITY ENGAGEMENT COORDINATOR REPORTS TO: Deputy Director

STATUS: Part-Time / Non-Exempt

Under the general direction of the Deputy Director, the Community Engagement Coordinator is responsible for marketing and outreach programs to external organizations and groups.

RESPONSIBILITIES:

• Conducts outreach to a wide variety of cultural groups with arts services in Monterey County including research, networking and interviews.

• Develops guidance and referrals in management, planning, and programs. • Creates and submits monthly newsletter with timely staff collaboration. • Updates and maintains social media accounts including Facebook, Twitter and Instagram. • Provides liaison to other community resources as feasible.

OTHER • Other responsibilities as assigned by Deputy Director or Executive Director. • Staff liaison to Development Team and Marketing Team.

KNOWLEDGE, SKILLS AND ABILITIES Required

• Bachelor's degree in related field or 3 years related experience. • Familiarity with needs of community-based arts and cultural organizations. • Demonstrated interest in promoting community development. • Strong communication skills including writing and public speaking in English and Spanish. • Knowledge of Microsoft Office including Word and Excel. • Familiarity with Social Media (Facebook, Twitter, etc.). • Ability to set goals and develop work plan. • Ability to travel within Monterey County. • Ability to work as part of a team.

Preferred • Graphic design skills a plus. • Bachelor’s degree or equivalent experience

ACMC is an Equal Opportunity Employer

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POSITION: ADMINISTRATIVE COORDINATOR

REPORTS TO: Deputy Director

STATUS: Part-time / Non-Exempt

Under the general direction of the Deputy Director, the Administrative Coordinator is responsible for all administrative and governance activities in support of ACMC’s Management and Board of Directors.

RESPONSIBILITIES:

• Schedule and announce monthly board and weekly board team meetings. Record all team meetings minute and disseminate notes to team chair for approval.

• Create, edit and maintain database of agendas, packets and minutes from all meetings. • Assist Team Leaders to draft monthly agendas and prepare packets. • Assist the Executive Director to schedule and track all board team tasks. • In collaboration with the ED and DD, prepare, post and distribute monthly Executive Team and Board

of Directors’ meeting agenda at least 72 hours prior to the meetings. • Update on-line Master Calendar for the Management and Board and send notices to all team members

with changes and updates. • Maintain and order office supplies. • Volunteer coordinator (Maintain volunteer database, send out call to volunteers when needed; assign,

train and supervise volunteers for the annual gala). • Arrange and staff grant review and Champions review panels. • Support Programs Coordinator at functions including monthly training meetings,

quarter ly gallery receptions and annual gala. • Post and promote events with on-line calendars (Chambers, KAZU, Facebook, etc.) • Arrange and plan locations for meetings and events (Arts Education Summit, Breakfast with Champions,

Grantee Receptions • Maintain the Meetings and Agendas page on ACMC website.

OTHER • Other responsibilities as assigned by Deputy Director or Executive Director. • Staff liaison to Executive Team, Board of Directors, Champions Team, Development

Team, Programs Team and Marketing Team.

KNOWLEDGE, SKILLS AND ABILITIES: Required

• B.A. with 3 years administrative experience. • Expertise in Microsoft Office Suite: Word, Excel, Access and Publisher. • Excellent Communication Skills: written, oral and presentation.

Preferred • Experience with on line calendaring and task management systems (e.g., Basecamp) Expertise in

Acrobat XL Pro. • Actively engage and energize ACMC’s volunteers, board members, event committees, partnering

organizations, and funders.

ACMC is an Equal Opportunity Employer

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POSITION: PROJECTS COORDINATOR REPORTS TO: Deputy Director

STATUS: Part-time/Non-Exempt

Under the general direction of the Deputy Director, the Projects Coordinator is responsible for key projects related to fundraising, artist outreach, grantee support and public relations.

RESPONSIBILITIES

• Manages ACMC’s electronic web site, including MontereyBay365, including preparing analytics dashboard for monthly board meetings.

• Designs postcards, announcements, brochures, calendars, notecards and other printed materials in Adobe Illustrator, Photoshop or Publisher, and coordinates with printing facility, as needed.

• Coordinates consignment of fine art calendars/note cards to local galleries/shops. • Manages ACMC files and records of volunteers, members and donors in bloomerang. • Coordinates grants programs. • Coordinates communications with arts groups including Calls to Artists. • Coordinates and manages Fan Meetings, Festival booths, External Exhibitions and Arts Receptions. • Coordinates membership appeals, including send thank you letters with list of benefits. • Prepares and submits weekly bank deposit. • Coordinates referrals for all requests for information for ACMC and the arts in Monterey County.

OTHER • Other responsibilities as assigned by Deputy Director or Executive Director • Staff liaison to Development and Marketing Teams.

KNOWLEDGE, SKILLS AND ABILITIES:

• Computer proficient in Microsoft Office applications: Word, Access, and Excel, Desktop Publishing. • Excellent communication skills. • Efficient, organized work style. • Excellent human relations skills and team player. • Bachelor’s degree and one year relevant experience or five years relevant experience required. • Familiarity with arts organizations desirable.

ACMC is an Equal Opportunity Employer

Company Snapshot September 30, 2016

Income Breakdown

This year-to-date

4100 Govt Grants

4200 Foundation Grants

4500 Fundraising

Other Accts

Total: $596,679.57

Expense Breakdown

This year-to-date

6100 Salaries/Benefits

6300 Programs

6500 Grants

6200 Office Admin

5000 COGS

Other Accts

Total: $201,530.81

Prev Year Income Comparison

YearlyAll

0

200

400

600

800

1000

1200

2011 2012 2013 2014 2015 2016

Prior Year(s) Current Year

$ in 1000s

Top Customers by Sales

This year-to-date

CFMCO - Community Foundation

MPUSD - EcoAmbassadors

Lois & Don Mayol

David and Lucile Packard Foundation

MCO - County of Monterey

0 100 200 300 400

Sales Volume$ in 1000s

Prev Year Expense Comparison

YearlyAll

0

200

400

600

800

1000

2011 2012 2013 2014 2015 2016

Prior Year(s) Current Year

$ in 1000s

Income and Expense Trend

This year-to-date

0

100

200

300

400

500

600

Jul Aug Sep 1-30

Income Expense

$ in 1000s

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September 2016 Financial Statement Highlights

Balance Sheet 1200 Accounts Receivable: Includes balance of Monterey County contract, $20,000 from Packard and $200,000 from Hewlett Foundation. 1499 Undeposited Funds: Includes $9.093 from Community Foundation and $3000 from The Barnyard which were received at the end of September but deposited in October. 2000 Account Payable: Includes $55,870 in Grants Payable. 2012Accrued Vacation Liability: Includes $12,388 in Accrued Vacation. 2100 Payroll Liabilities: $7,715.42 of payroll taxes withheld in September and paid in October.

Profit & Loss

Income

4200 Foundation Grants: Includes $20,000 for Packard Foundation Breakthrough Fund and $9082 from Community Foundation. 4500 Fundraising: Includes $3,000 received from the Barnyard for the Ferrari event and $1,950 for Memberships. 4613 Change in Unrealized Gains/Loss: Includes loss of $338.67 for 3rd quarter.

Expenses 6102 Payroll Tax Expense: Includes $3,960 for payroll taxes withdrawn by Pinnacle Payroll Processing Service on 9/14/16 but not remitted to the IRS or EDD. 6207 Donor Management Services: Includes $3586 payment for bloomerang for two (2) years subscription. 6210 Office Supplies/Expenses: Includes approximately $1,500 for a new desk, conference room and desk chairs. 6680 Promotion & Sponsorship: Includes $1,000 to sponsor Greenfield Harvest Festival.

Budget Tracking

Income 4100 Government Grants: At 102% of Annual budget due to recognizing County funds for the year and prior year funds.

**Overall, revenue is at 66% of the Annual budget, after completing 25% of the Fiscal Year.

Expenses 6100 Salaries & Benefits: At 26% of the Annual budget due to the loss of the payroll taxes not submitted by Pinnacle. 6200 Office Supplies: At 33% of the Annual budget due to the larger purchases of furniture. 6300 Program Expense: At 29% of the Annual budget, mostly due to the VTC ad Greenfield Mural projects.

**Overall, expenses are at 20% of the Annual budget, after completing 25% of the Fiscal Year.

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Arts Council for Monterey County

Balance SheetAs of September 30, 2016

Sep 30, 2016

ASSETS

1000 · Checking and Savings 156,500.47

1025 · Investment Accounts

Reserve 30,085.72

Stuart Day Funds 30,000.00

Total 1025 · Investment Accounts 60,085.72

Total Current Assets 216,586.19

1200 Accounts Receivable 570,813.72

Other Current Assets

1300 · Prepaid Expenses 1,188.16

1499 · Undeposited Funds 15,698.24

Total Other Current Assets 16,886.40

Total Current Assets 804,286.31

Total Fixed Assets 7,491.34TOTAL ASSETS 811,777.65

LIABILITIES & EQUITY

Liabilities

Current Liabilities

Accounts Payable 74,614.17

Other Current Liabilities

2012 · Accrued Vacation Liability 12,388.42

2100 · Payroll Liabilities 7,715.42

2200 · Sales Tax Payable 183.42

Total Other Current Liabilities 20,287.26

Total Current Liabilities 94,901.43

Total Liabilities 94,901.43

Equity

3900 · Temporarily Restricted 187,412.00

3905 · Unrestricted 31,923.64

3910 · Unrestricted - Board Designated 30,000.00

3999 · Retained Earnings 81,391.82

Net Income 386,148.76

Total Equity 716,876.22TOTAL LIABILITIES & EQUITY 811,777.65

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Arts Council for Monterey County

Profit & Loss YTD ComparisonSeptember 2016

Sep 2016 Jul - Sep 2016Ordinary Income/Expense

Income4100 · Government Grants

4105 · Administration 0.00 38,148.904110 · Programs & Infrastructure 0.00 117,000.004115 · Art Education 0.00 2,000.004125 · Cultural Granting 0.00 236,500.00

Total 4100 · Government Grants 0.00 393,648.904200 · Foundation Grants

4205 · Community 20,000.00 20,000.004206 · Temporary Restricted 9,081.74 139,081.74

Total 4200 · Foundation Grants 29,081.74 159,081.744300 · PAS

4305 · Project Fees 16,250.00 16,500.00Total 4300 · PAS 16,250.00 16,500.004500 · Fundraising & Contributions

4210 · Corporations 3,000.00 4,650.004505 · Individual Contributions 0.94 16,127.944507 · Memberships 1,950.00 6,640.004515 · Special Fundraisers 0.00 1,885.004525 · Champions

4525 c · Tickets 220.00 220.00Total 4525 · Champions 220.00 220.00

Total 4500 · Fundraising & Contributions 5,170.94 29,522.944600 · Interest & Other Revenue

4605 · Interest Income 1.65 5.054612 · Dividend Income 471.12 471.124613 · Change in Unrealized Gain/Loss -338.67 -338.674650 · In-Kind Donations 150.00 1,774.50

Total 4600 · Interest & Other Revenue 284.10 1,912.004700 · Sales

4722 · Note Cards 125.99 305.994720 · Calendar Sales 112.00 696.044725 · Painting and Art Sales 0.00 1,140.00

Total 4700 · Sales 237.99 2,142.03Total Income 51,024.77 602,807.61Cost of Goods Sold

5000 · Cost of Goods Sold5000 a. · Calendars 0.00 5,338.575000 c. · NoteCards 0.00 789.47

Total 5000 · Cost of Goods Sold 0.00 6,128.04Total COGS 0.00 6,128.04

Gross Profit 51,024.77 596,679.57Expense

6100 · Salaries & Employee Benefits6101 · Salaries 25,781.74 72,136.946102 · Payroll Tax Expense 5,931.45 9,477.626103 · Employee Benefits 1,237.50 3,728.796104 · Payroll Processing Fee 40.50 121.50

Total 6100 · Salaries & Employee Benefits 32,991.19 85,464.85

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Sep 2016 Jul - Sep 20166200 · Office Admin & Materials

6205 · Bank Charges/Ccd Fees 36.25 249.906207 · Donor Management Services 3,586.20 3,586.206210 · Office Supplies/Expense 2,080.51 2,974.206215 · Rent 1,051.00 2,647.006220 · Mileage Reimbursement & Travel 552.10 840.306225 · Telephone, Fax & Internet 187.18 778.376230 · Postage & Mailing 94.00 610.906235 · Meetings & Conferences 150.00 818.266240 · Printing & Copying Charges 1,026.52 4,966.596247 · Equipment Lease Payments 378.59 1,116.226250 · Equipment Maintenance Charges 0.00 105.146255 · Depreciation 189.00 510.006260 · Website Development & Services 19.94 19.946265 · Advertising & Promotion 125.00 375.006275 · Dues & Subscriptions 174.99 782.636280 · Insurance Policy Charges

6280 a. · Liability Policy 168.50 505.506280 b. · Director's & Officer's Policy 175.83 527.496280 c. · Workers' Compensation Policy 139.75 419.25

Total 6280 · Insurance Policy Charges 484.08 1,452.246365 · Audit & Tax Return Preparation 1,000.00 1,000.006366 · Legal Services 0.00 1,624.50

Total 6200 · Office Admin & Materials 11,135.36 24,457.396300 · Program Expenses

6315 · Commission on Art Sales 0.00 1,110.006245 · Program Supplies 137.02 1,266.226680 · Promotion & Sponsorship 1,603.51 7,802.116310 · Artist Fees 16,726.66 26,576.666320 · Catering Fees 0.00 444.806350 · Consultant Fees 0.00 126.446360 · Contractor Fees 5,628.25 12,887.006620 · Artists' Supplies & Materials 3,944.03 7,125.916640 · Artists' Travel Expense 264.76 542.526650 · Art Production Expense 2,500.00 2,500.00

Total 6300 · Program Expenses 30,804.23 60,381.666500 · Grants

6520 · Small Organization Grants 23,500.00 32,200.006525 · Arts Initiatives 0.00 1,500.00

Total 6500 · Grants 23,500.00 33,700.006700 · Champions Expenses

6703 · Supplies 0.00 50.996701 · Postage 300.00 300.006730 · Facility Rental 500.00 500.006765 · Printing 0.00 43.756780 · Advertising 1,241.00 1,241.006795 · Video production 0.00 4,000.00

Total 6700 · Champions Expenses 2,041.00 6,135.746900 · Taxes

6940 · Local Taxes 0.00 391.17Total 6900 · Taxes 0.00 391.17

Total Expense 100,471.78 210,530.81Net Ordinary Income -49,447.01 386,148.76

Net Income -49,447.01 386,148.76

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Arts Council for Monterey County

Profit & Loss Budget Performance 2016-17September 2016

MONTHLY YEAR-TO-DATE ANNUAL

Sep 2016Monthly Budget

% of Monthly Budget

Jul - Sep 2016 YTD Budget

% of YTD Budget

Annual Budget

% of Annual Budget

Prior Year Funds

Income4100 · Government Grants 0.00 0.00 0.0% 429,489.90 393,649.00 109.11% 421,879.00 * 101.8% 35,841.00 County, CAC

4200 · Foundation Grants 29,081.74 30,000.00 96.94% 222,398.74 186,000.00 119.57% 355,400.00 * 62.6% 63,317.00 Hewlett, CFMCO,

4300 · PAS 16,250.00 5,000.00 325.0% 15,050.00 5,000.00 301.0% 50,000.00 30.1% Pebble, MPF

4400 · Program Revenue 0.00 0.00 0.0% 0.00 500.00 0.0% 9,550.00 0.0%4500 · Fundraising & Contributions 5,170.94 11,563.00 44.72% 29,672.94 29,563.00 100.37% 206,058.00 14.4%4600 · Interest & Other Revenue 284.10 502.00 56.59% 1,762.00 506.00 348.22% 12,774.00 13.8%4700 · Sales 237.99 900.00 26.44% 2,142.03 2,800.00 76.5% 9,625.00 22.3%

Total Income 51,024.77 47,965.00 106.38% 700,515.61 618,018.00 113.35% 1,065,286.00 65.8% 99,158.00Cost of Goods Sold 0.00 0.00 0.0% 6,128.04 5,110.00 119.92% 5,110.00 119.9%

Gross Profit 51,024.77 47,965.00 106.38% 694,387.57 612,908.00 113.29% 1,060,176.00 65.5%Expense

6100 · Salaries & Employee Benefits 32,991.19 27,840.07 118.5% 85,464.85 77,719.29 109.97% 330,780.00 25.8%6200 · Office Admin & Materials 11,135.36 14,667.21 75.92% 24,457.39 22,387.53 109.25% 73,169.00 33.4%6300 · Program Expenses 30,804.23 20,270.82 151.96% 60,231.66 54,862.62 109.79% 207,962.00 29.0%6500 · Grants 23,500.00 11,916.67 197.2% 33,700.00 35,749.99 94.27% 319,500.00 10.5%6700 · Champions Expenses 2,041.00 2,750.00 74.22% 6,135.74 6,750.00 90.9% 103,272.00 5.9%6900 · Taxes 0.00 0.00 0.0% 391.17 400.00 97.79% 400.00 97.8%

Total Expense 100,471.78 77,444.77 129.73% 210,380.81 197,869.43 106.32% 1,035,083.00 20.3%

Net Income -49,447.01 -29,479.77 167.73% 484,006.76 415,038.57 116.62% 25,093.00

*Does not include Prior Year Funds in % of Annual Budget

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MEMORANDUM TO: Executive Team

FROM: Jacquie Atchison, Deputy Director

CC: Paulette Lynch, Executive Director

DATE: 10/7/16

RE: Pinnacle Payroll Processing Company

You may have recently seen on the news that Pinnacle has ceased operations as of 10/6/16. The Arts Council was a client of Pinnacle as of this date. On September 28th, I processed payroll as usual via their online system. At the end of the day, I received a voice mail from someone at Pinnacle (who did not leave a name or phone number) that their ACH processing company was not working and they could not process our payroll via direct deposit. I immediately called back and received no answer. I also sent emails and received no response. The next morning, I again called them and kept pressing numbers until someone finally picked up. The person I spoke with told me that he could print our checks manually and I can pick them up at their office, which I did around 1pm on September 29th.

That afternoon, I received an email from Pinnacle telling me that if I had any concerns “about monies due us” to contact their CEO. I immediately sent an email, which bounced. I called Pinnacle and could not reach anyone. I checked our bank account and no withdrawals had been made. I then contacted our Bank Representative and explained the situation and asked them to reject any withdrawals from Pinnacle. Paulette followed up with a trip to the bank to sign paperwork to cancel any electronic funds transfers to Pinnacle. We have now moved our payroll processing to Paychex- the second largest payroll processing company in the US.

Fortunately all payroll was paid through 9/30/16. Unfortunately, Pinnacle did withdraw $3,959.14 from our checking account on 9/14/16 for payroll taxes which they did not pay. These taxes will be paid (again) from our checking account on 10/17/16. I have informed the FBI of our loss and contacted our insurance agent to see if this loss is covered.

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Monday, October 3, 2016 CONFERENCE CALL

Attendance: VP Susan Breen, Joanne Haag Staff Present: Paulette Lynch, Ellen Berrahmoun, Berniz House, Tina Stewart

UPDATES

A. PAS – Ellen presented her very detailed report (attached) Includes Mi Planeta Update and Veteran’s Mural.

Thanks to Joanne for attached Stem to STEAM Article….

B. Community Initiatives – Paulette and Berniz will provided updates

• JUMP - Exhibit at the PG Art Center is wrapping up soon. Linda Hevern isstill doing a great job with this project and looking for other places toshow their work.

• Music for All Monterey County – The last meeting was great. This year’scampaign will focus on one district. The secondary focus will be to getmore formal involvement from music groups in the county.

• Soledad Utility Project – Juan Carlos Gonzales of the Urban ArtsCollaborative is still working on the project. It originally included 6 boxesbut may end up being more.

• Greenfield Cultural Arts Center: Murals Monterey County Unveiling: Nov1st from 5-8 PM. Great events, team members are encouraged to attendand promote. Klara will add them to our website.

• Greenfield Harvest Festival – October 16 from 11 AM to 5 PM. Greatevents, team members are encouraged to attend and promote. Klara willadd them to our website. Berniz will staff our booth there also.

C. ATC Artists Space Program

Note: Moved to Development Team (Approved by Board). Lease was signed

today!

DISCUSS / PLAN

PROGRAMS TEAM MINUTES 10/3/2016

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D. GRANTS: ORG DEADLINE OCTOBER 15 (Ideas for Outreach)

Review panels set up for Saturday November 5th 10 AM-12:30 PM and 1-3:30 PM at theArt Council’s Office and Susan’s residence.

LEAP DEADLINE: December 1st (Ideas for Outreach….) Berniz and Paulette will review the applications that were not funded last year to help

strengthen them for future applications. Tina will set up LEAP Review panel, aiming for Saturday, December 17th. Consider Emergency Request; PG Art Center – Stuart Day? (attached) Team will

recommend approval of the request for $2500 for Board approval. The request will befilled as a loan, with the condition that the funds must be spent to fund arts educationprojects. The loan will be extended interest free and is to be paid back within 12 months.

E. Monterey Bay 365 Moved to Marketing: Undergoing rebranding relaunch

F. Stem to STEAM – Hartnell potential partner?? Other ideas??? Susan will explore major corporate sponsorship possibilities.

G. District Focus Groups – Surveys? Begin scheduling?

• 2017 – One in each district….let’s plan to plan!!!Months of: April, June, August, October and December

• Team members asked to come up with desired outcomes of the focus groups.• Other 35th ideas? The Arts Are The Answer 35 1 minute videos?

H. Community Grants

Hewlett: Review Following to be presented by BernizMonterey Bay Lion Dance Team – Approved, Recommended to Executive Team for Consent Menu

I. October BOARD MTG REFERRALS: Consent: Cultural Grants Action: Emergency Funding Request from PG Art Center

Next Meeting: November 7, 2016 @ 5:30 PM Panera Bread, Sand City

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CULTURAL ARTS GRANT APPLICATION All art festivals, programs and cultural groups with annual budgets less than $100,000 are eligible to apply (applicant must have

less than $100,000 in cash in reserve or equivalent in fixed assets (e.g, building) — thanks to new funding from the William and

Flora Hewlett Foundation.

The purpose of these new grants is to further increase access and opportunity for Monterey County residents. Arts Council staff

will also provide consultation and help selected groups connect with additional resources. The new grants are for small groups

that may or may not have a 501©(3) designation but are organized with a board of directors or leadership committee.

Community Engagement Coordinator Berniz House will answer questions in English or Spanish at anytime –

berniz@arts4mc.org. Groups are welcome to apply anytime; requests will be reviewed monthly. Submit this completed form

with the requested attachments to: klara@arts4mc.org

1. Organization Name: ___________________________________________________

2. Address_____________________________________________________________

3. Phone ______________________________________________________________

4. Website ________________________ Facebook Page ____________________

5. Check here if you are a 501c3 ____ EIN __________________________________

Check here if you have a fiscal agent: ___

Name of Fiscal Agent ___________________________________________________

Contact Name and Address ______________________________________________

Check here if you do not have a 501©(3) and you do NOT have a fiscal agent ____

6. Organization Contact Person ____________________________________________

Address (if different) ___________________________________________________

Phone ______________________________________________________________

Email ______________________________________________________________

Board of Directors: President/Chair: ________________________________

Contact Info: ___________________________________________________

7. Project Title _________________________________________________________

8. Request is for:

Please check ONE of these: Indicate Amount Requested

Festival (Maximum $4,500) _______ $_________

Program (Maximum $3,500) _______ $_________

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9 Please provide one paragraph for each of the following:

Organization Mission:

Community Need / Opportunity Addressed:

Program Goal:

Program/Project Description

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10. Program Budget

REVENUE

Revenue Requested: ___________

Revenue Other Sources: _____________

Total Revenue: ______________

EXPENSES

Contractor Fees __________

Artist Fees __________

Travel __________

Marketing __________

Supplies _________

TOTAL _________

11 .Please Attach

501©(3) letter or Fiscal Sponsor Letter if available

Committee or Board of Directors (including city/town of residence and occupation)

1 Recent article or photo that appeared in the News OR Letter of Recommendation

Signed letter of approval from Board President or Group Leader

Current organization budget

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7

1

Development Team – MinutesHARTNELL COLLEGE: LIBRARY COMMUNITY ROOM 105

Tuesday, October 11, 2016 5:30 PM

Attendance: VP Lynn Diebold, Maia Carroll; Staff Present: Paulette Lynch, Tina Stewart

A. Tracking

Team reviewed the current progress.

B. Membership Campaign

Team reviewed current memberships and identified names for follow-up. Lynn will write up a paragraph on sustaining membership for the e-newsletter.

C. Receptions:

September 16, 2016; Member Reception, Fine Art Calendar Closing Focus - Sunset CenterLocation Low attendance, but great connections.

Possible alternatives for next year: hang artwork in the hallway outside our office and use theBabcock room for the music and food, use both the Babcock and Chapman rooms or use thecourtyard.

November 4, 2016; LEAP Reception in Salinas to coincide with First Friday Salinas; MontereyBrewing Company private dining reserved.

Tina will finalize reservation with the restaurant We will need someone on the street attracting First Friday attendees to the event Klara and Tina will work on securing the wine Info will be given to Trish Sullivan for her newsletter

December 2016; Grantees Reception; December 7th, 5-7 PM; Bayonet and Blackhorse confirmedPrograms Team Event that provides opportunity for donor cultivation. Many Boardmembers of our grantees have become members.

Plug Champions, memberships and endowments. In February Lynn and Paulette will focusmore on finding a financial planner on each side of the county in case donors are looking forone.

D. Ferrari Event Benefit – at the Barnyard Net $$ will be $4,600 (vs goal of $10,000) Barnyard has plans to reduce expenses, raise $$ We have plans to raise $$; More details next mtg CONSENT AGENDA: Accept $4650 from the Barnyard event; keep 3 yr contract in place.

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E. MC Gives Campaign

Giving Tuesday art supply drive to coincide with MC Gives. Drive will run from 11/29-12/6,Tuesday to Tuesday. Barrels will be distributed around the county to collect art supplies anddonations.

Paulette and Tina will identify locations Media support will be needed

F. 2017 Calendar Note Cards / Calendar

Calendars and note cards will be present and for sale at all meetings and events. Sales are on-going.

G. (TITLE TBD) with the Champions

First choice location is a winery in Gonzales, then Soledad. Suggestions areBlackstone, Hahn, Puma and Pisano.

Tentative date is April 22 or 29, 2017. Time frame 3-5 PM with a reception following. Format: Recap the Fall Breakfast with the Champions ideas and needs and progress

to date (e.g., ATC to meet the needs for space) and ask for south county specificneeds and possible solutions we could facilitate

H, Major Donor Campaign

COMPLETED TO DATE MPUSD Fund for the Arts –

Paulette spoke with Vanessa Diffenbaugh who approved $20,000; invoice in process MAYOL

Paulette met with Lois Mayol who renewed $16,000 major gift to Music for All Monterey;Check received.

NEXT STEPS

Paulette making more calls and setting up appointments – Goal: average 3 per week - - total of 12

by December 31st.with Lynn and Marilyn will participate in the appointments as feasible.

DETERMINE REQUESTS FOR BOARD AGENDA

Consent: Receive $4650 from Ferrari event ‘ Action: None

Update: Arlene requested Bloomerang demo for board – Instead, she will come to office

Next Meeting: November 14, 2016 @ 5:30 PM, Conference Call

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Champions Team Minutes

October 17, 2016 -- 5:30 PM

Elli's Great American Restaurant at 1250 S Main St SALINAS

Attendance: Chair Lavonne Chin, Maia Carroll Staff Present: Paulette Lynch, Tina Stewart

1. TEAM POSITIONS

To Fill

Décor designer: Lavonne Checking checked with Illusions of Grandeur and it appears they have nothing usable;

Arlene checking with Paula McNabb. Lynn is also looking into succulents.

Others: Completed

2. CHAMPIONS

Completed: Photos and Bios Complete; In Process: Videos in Process with Julie A.

Host Committee: Lynn is still waiting on a few responses for the host committee and will follow up tomorrow.

Presenters – No report.

3. PROGRAM –

Completed: Theme: Kaleidoscope / the 35th Anniversary!!!

Confirmed: MC: ERIN CLARK!! (Yea Maia!!)

Confirmed: Live auction coordinator: Butch Lindley confirmed (Thanks Lynn!)

In Process: Videos: Arlene working with Julie Ahearn for 35th anniversary; Taping was on Thursday. Went very well!!!

To Complete: Entertainment: See: ACTION ITEMS TO DISCUSS

To Update: Step and Repeat: “Someone in Tuxedo” to greet guests for photos (Tina will invite Maddox + 1)

4. REVENUE:

Arlene checking with Bettye Saxon re: process for AT&T

Paulette appealing to all vendors such as Monterey Insurance Agencies, etc. and Champs connections

January 14, 2017 -- Portola Hotel & Spa

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Other: See “Action Items To Discuss”

5. MARKETING

Completed: Event Graphic Design; Join Us (save the date) Card; First Release Naming Champions

In Process: Ads in Process

6. BUDGET

Reminder: Target - $25,000!

Keeping expenses similar; increase revenue: sponsors by $5,000 and auction by $5,000 to reach goal

Ticket Prices changed: NEW - $105 Earlybird; $135 Regular

TO DO: Suggested meals: bacon-wrapped filet, seafood pasta, veggie lasagna; Testing Date: Lavonne will

press Amy at the hotel for a date this month.

Lavonne putting tasting team together; planning to change appetizers

ITEMS DISCUSSED

1. REVIEW $$

A. Brainstorm Sponsors!! Goal – 10

Klara and Paulette have updated packet; Paulette brings to meeting. In-kind donation forms given out. Full value

will be given for items donated and 4 tickets to the gala will be given for the higher levels and 2 tickets for the

lower levels.

B. Live Auction – Goal 5 / 6 ($9,000 value); Confirmed – 3 ($5,500 value)

Confirmed: Marv Anderson Artwork (1)

Portola Dinner

Alaska Airlines! (Go Klara!!)

In Process: SF getaway. Klara and Lavonne will work on this item.

Upscale movie night at Alan Silvestri’s residence. Paulette will follow-up

Bocce party. Lavonne will follow-up.

Personal Chef? (paired with movie night if received)

C. Silent Auction – Goal – 125 packages – Total Value - $30,000 value

In Process: Klara sending to all that we have: 300 letters; 13 on-line requests

New Ideas: Send to Klara idea/ name / contact info or that you are going to contact

D. Fund A Need: Garland Confirmed – Goal - $7,500

Starting amount will be higher. $2500. Possible plants in the room. Creditable stories for each

level. Slides for each level.

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E. Consider Raffle With invitation package, on website and passive station in reception. Drawing will be

after the event, possibly the first Friday in February.

2. FINALIZE ENTERTAINMENT:

Reception: Sharp Nine trio confirmed; also available for more if needed…..

Floaters: Cast from Wizard of Oz (Two characters confirmed; two confirming later)

Opening: Proposed: Dance Kids? Silvestri Movie Medley (Lavonne will follow up with Robin)

Dinner /Dance: Full group from Sharp 9 or Calypso group (Steel Drums) *

WOW Proposed:

Light Show?!! Ron Reporting! Ron has found a light technician that will setup and operate the

equipment for $365!

* Jayson Fann also available $1200. Also possible: steel drum band from Bay Area

If possible: Tina will do some research.

3. PLAN INVITATION: Draft Text Attached; Format same as last year. See Timeline for more details. Team reviewed

invitation and made recommendations.

4. UPDATE TIMELINE:

OCT 18 PAULETTE CONFIRMS FORMAT / SCHEDULE / $$ / TO KIM; PRINTER

Oct 18 PAULETTE CREATES DRAFT; SENDS TO TEAM

October 22 PAULETTE SENDS FINAL COPY TO KIM

October 26 KIM SENDS TO TEAM FOR FINAL APPROVAL

October 31 KIM UPLOADS TO PRINTER

November 18– PRINTER DELIVERS INVITES

November 28 EVERYONE MAILS INVITES

December 15 Recruit all Jan 14 Volunteers

December 31- FINAL FINAL Deadline for Auction Donations;

Review all needed for décor – such as silks

Deadline for Sponsorships

January 5 Draft Program Guide / All Elements To Kim

January 10 Edit Program Guide

January 12 Print

November Meeting in Monterey

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TEXT:

FRONT PAGE

Join Us

Arts Council Logo; Champions of the Arts 2017Logo

A Benefit for Youth Arts Education

Portola Hotel and Spa Saturday, January 14, 2017

BACK PAGE

Photos (To send separately: IDEAS NEEDED)

The mission of the Arts Council for Monterey County is to improve the quality of life for everyone in our region through the arts.

As we celebrate thirty-five years of service, we find over and over that the arts are the answer to transforming our greatest challenges into our greatest triumphs. Today, our most pressing concern is for our youth. Your participation in Champions of the Arts supports our comprehensive strategy to expand access and opportunities for thousands of students – through grants, family classes in community centers and our flagship program – Professional Artists in the Schools.

For details, please visit us at www.arts4mc.org

INSIDE Upper Panel

OUR CHAMPIONS (Photo Collage)

Sponsored by Portola Hotel and Spa (logo) True Ideas Production (logo)

Awards sponsored by Barnyard / Ferrari

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INSIDE BOTTOM

CHAMPIONS OF THE ARTS 2017 LOGO

January 14, 2017 Portola Hotel and Spa

5 pm - Doors Open

Wine Reception and Silent Auction Music by Sharp 9 Trio

Gourmet Dining Music by TBD Calypso….

Special Performance by ________________

Presentation of Awards Video Tributes by True Ideas Productions

Live Auction with Butch Lindley

9 pm - Auction Checkout Opens and Dancing Begins

For tickets and sneak peek auction items, use the card enclosed or visit www.biddingforgood.com/champions

Sponsorships Available: arts4mc.org/champions Or call Paulette Lynch at 831-622-9060 x 101

INSERT: REPLY CARD w/ envelope: CHAMPS BIOS (we print)

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CITY OF PACIFIC GROVE

300 Forest Avenue, Pacific Grove, California 93950

AGENDA REPORT

TO: Honorable Mayor and Members of the City Council

FROM: Rudy Fischer, Ken Cuneo, and Casey Lucius, Council Members

MEETING DATE: October 19, 2016

Subject: Establish a City Council Discretionary Fund to Assist Non-profit

Organizations

CEQA: This action does not constitute a “project” as defined by the

California Environmental Quality Act (CEQA) guidelines section

15378.

RECOMMENDATION

Establish a City Council Discretionary Fund to assist non-profit organizations in the City of

Pacific Grove achieve their mission.

BACKGROUND:

Cities as disparate as New York, Calabasas, San Diego, and Monterey have Discretionary Funds

to assist non-profit organizations in their community or to take care of specific community

interests. The purpose of this Resolution is to direct staff to implement the following:

1. Establish such a Discretionary Fund to assist non-profit organizations in the City.

2. Establish a consistent approach and process whereby agencies may apply for funding

assistance from the City.

3. Establish criteria for evaluating and assessing funding applications.

4. Establish reporting guidelines for those entities awarded funding to ensure Council goals

and objectives have ultimately been met.

DISCUSSION

The City of Pacific Grove has many non-profits which provide services to residents within the

boundaries of the city. These include the Pacific Grove Art Center, the Feast of Lanterns, Jingle

Bell Run, the Arthritis Foundation, the Together with Love Run, Monterey Rape Crisis Center,

MS Walk, the Triathlon at Pacific Grove, the Foundation for the Performing Arts Center of

Pacific Grove, Meals on Wheels at the Sally Griffin Center – and others.

This agenda item is intended to create a discretionary fund which can receive allocations – on a

regular or periodic basis – of City proceeds to assist non-profit organizations operating in the city

to meet local needs and achieve their missions. We propose that each year the Pacific Grove City

Council consider requests for discretionary funding from non-profits that serve City residents and

award the funds to the non-profits during the budget process.

Agenda No. 13BPage 1 of 2

34

Most likely this will be a competitive process as Council may receive more requests than it has

funds available. This will, however, provide substantial funds for organizations that can certainly

use them to provide the services to those in need.

Each year - from January to Mid-March - non-profit organizations will file a request to receive

discretionary funding from the City Council via an application to the City Manager. Such

application should include information such as the organizations full name, tax ID number,

purpose of the request for funds, and a short report of how previously allocated funds were spent.

City staff will confirm the purpose of funds requested is a public purpose each organization can

provide, i.e. that the service is open to all members of the public, regardless of race, creed etc.

and does not promote a particular religion. Staff shall assemble a list of requests for City

Council consideration and approval as part of the regular budget approval process. In years

where requests exceed total amount available in the Discretionary Fund, the City Council may

wish to form a sub-committee to review and recommend final allocations.

Any organization requesting funding must submit sufficient information to the City so that staff

can verify it is a legitimate non-profit organization and the request shall fulfill a public purpose

that is not currently being addressed, or adequately fulfilled, by the City.

FISCAL IMPACT

Variable, depending upon specific allocations. Any sum allocated will reduce funds available for

other city expenditures.

ALTERNATIVES

Reject the proposal and do nothing.

Respectfully submitted:

Ken Cuneo_________________________ ___________________________

Rudy Fischer, Councilmember Ken Cuneo, Councilmember

Reviewed by:

__________________________ _________________________

Casey Lucius, Councilmember Ben Harvey, City Manager

Agenda No. 13BPage 2 of 2

35

RESOLUTION 16-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFIC GROVE,

CALIFORNIA, APPROVING A POLICY TO ESTABLISH A

COUNCIL DISCRETIONARY FUND TO ASSIST NON-PROFIT ORGANIZATIONS

WHEREAS, various non-profit agencies provide invaluable service and support to the citizens

of the City of Pacific Grove, and

WHEREAS, the City of Pacific Grove wishes to recognize and provide financial assistance to

these entities by making direct financial grants of money from the City’s General Fund; and

WHEREAS, the City wishes to establish a consistent approach and process whereby agencies

many apply for funding assistance from the City; and

WHEREAS, the City wishes to establish reporting guidelines for those entities awarded funding

to ensure City Council goals and objectives, with respect to the policy, have ultimately been met.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pacific Grove

approves the policy to establish a discretionary fund to enable contributions to non-profit

agencies, as follows:

SECTION 1. As part of the budget process, the City Council shall determine an amount to set

aside from proceeds collected in the prior year, to specifically fund various community

organizations.

SECTION 2. Organizations must request funding via a form provided by the City and will be

reviewed as part of the budget process.

SECTION 3. Recognizing the potential of being unable to fund all requests, it is the intent of the

City Council to evaluate all proposals at a designated period of time and award funding to those

non-profit agencies, based upon available funds and the merits of each proposal, that fulfill a

public purpose and best serve the needs of the City’s residents. Each recipient organization must

provide services that are open to all members of the public, regardless of race, creed or other

discriminatory criteria, and does not promote any religion. Each recipient organization must

submit sufficient information to the City to verify it is a legitimate non-profit organization and

the request shall fulfill a public purpose.

SECTION 4. Award determinations of the Council are anticipated to be made at the time of

approval of the General Fund budget.

SECTION 5. For each annual funding cycle, agencies which meet the qualifying criteria must

submit a completed application form to the City before the deadline set by the City.

PASSED AND ADOPTED BY THE COUNCIL OF THE CITY OF PACIFIC GROVE this

19th

day of October, 2016, by the following vote:

Agenda No. 13B, Attachment 1Page 1 of 2

36

AYES:

NOES:

ABSENT:

APPROVED:

________________________

BILL. KAMPE, Mayor

ATTEST:

_________________________________

SANDRA KANDELL, City Clerk

APPROVED AS TO FORM:

_________________________________

DAVID C. LAREDO, City Attorney

Agenda No. 13B, Attachment 1Page 2 of 2

37

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BOARD OF DIRECTORS MEETING

AGENDA Date/Time: Thursday, October 27, 2016 at 6 pm

Location: Hartnell College, Library (Building A), Community Room, A-105

A. Welcome/Roll Call / Introductions

B. REVIEW OF AGENDA

If there are any items that arose after the 48 -hour posting deadline, this is the point in the meeting where a vote may be taken to add the item to the agenda. (A 2/3-majority vote is required).

C. CORRESPONDENCE (attached, p. 3), Public Comment

D. FINANCIAL HIGHLIGHTS (attached, p. )

E. CONSENT AGENDA CA 1) Approve Minutes of September Meeting (attached, p. ) CA 2) Approve new board member Holly Ochoa (District 4) (attached, p. ) CA 3) Accept Financial Report (attached, p. )CA 3) Receive Pinnacles Update (attached, p. ) CA 4) Approve Board Handbook Outline CA 5) Approve Cultural Grant (attached, p. )CA 6) Approve Accepting $4600 Barnyard/Ferrari and continue contract for the next two of three years (attached, p. )

F. ACTION AGENDA

AA 1) Approve emergency grant – PG Art Center (attached, p. ) AA 2) Approve change to the grant application process (attached, p. )

G. Team Highlights and Updates (attached, p. )

Programs Team

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BOARD OF DIRECTORS MEETING AGENDA (Continued)

Thursday, October 27, 2016

Devt Team ChampionsMarketing Team Executive Team

H. Executive Director’s Report (attached, p, )

Agency Overview

Grant Schedule

Donor Prospect Schedule

I. Old Business

1) 35th Anniversary Ideas to Review/Assign2) ATC Update3) Salinas City % for Art Ordinance Update

J. New Business: Topics for us to explore/discuss. Note: we will handle what we can each meeting as time allows. Please add any topics or announcements at our meeting.

1) PG Nonprofit Support2) ??

K. Adjournment

Next Meeting: Thursday, November 17, 2016 @ 7 PM, Hartnell College, Monterey Peninsula Foundation Community Room, Library Bldg Room 105

Board of Directors Meeting Minutes

September 22, 2016

Building B, Room 403-A, Hartnell College, Salinas CA 93901

I. Welcome / Roll Call / Introductions a. Guest Holly Ochoab. In attendance: Gloria Ledesma, Gordon Mayfield, Chris Lopez,

Richard Anderson, Nick Papadakis, Arlene Krebs, Marilyn Viera, RonCacas, Susan Breen, David Larison, Lynn Diebold.

c. Absent; Maia Carrol.d. Staff in attendance, Paulette Lynch, Tina Stewart, Jaquie Atchinson.

II. Correspondence/Public Comment

II. Financial Highlights (attached, p.6)a. Covered by Treasurer Papadakis (Motion Papadakis; Second

Krebs) Passes

IV. CONSENT AGENDA Motion by (Papadakis; Seconded by SusanBreen) passes

CA1 Approve August Minutes CA2 Accept Financial Report CA3 Approve Cultural Grant Applications

V. ACTION AGENDA AA1 Approve ATC Project Overview and Lease Negotiation Motion by Papadkis: Second Richard Anderson. Passed. AA2 Approve Credit Card Policy Motion by Papadkis: Second David Larison. Passed. AA3 Approve Board Member Application Motion by Richard Anderson: Seconded by Lynn Diebold. Passed AA4 Approve Packard Foundation Breakthrough Fund Grant

40

Motion by Chris Lopez; Seconded by Gloria Ledesma. Passed. VI. Team Highlights and Updates Programs Team

Presented by Vice President Breen

-October 16,and November 2nd will be celebrations of the new

mural at the Greenfield Arts and Cultural Center.

Development Team (attached, p.)

Presented by VP Diebold.

The Board would like membership sign up forms.

The Board would like calendars at next board meeting.

Champions Team (to follow meeting 2/29)

A conversation was had about succulent suppliers.

Executive Team (attached, p.)

The Board discussed having one on one meetings with

Monterey County Board of Supervisors.

Marketing Team

Ads are being planned in TV/ Print/ and other formats.

VII. Executive Director’s Report (attached, p.) Agency Overview Grant Schedule Donor Prospect Schedule IX. Old Business

a. By-Law revisions (Moved Papadakis, Second Diebold) Passed a. 6.2 Strike through…”a minimum” b. 6.9 strike through word…”all” c. “The president shall be selected from among the Board

members who have served on the Executive Team or a member who has completed one full 3 year term.”

d. 9.3 The President shall supervise the day-to-day operations of the coporation. The Executive Director shall report directly to the President.

e. Add new language where appropriate for Marketing Team. VIII. New Business

a) 35th Anniversary Planning 41

Video Events b) Poll of Board members about printed packets. X. Adjourn

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