Meeting Minutes

MINUTES OF THE EXECUTIVE COMMITTEE MEETING

PALM COAST/FLAGLER FOUNDATION FOR THE ARTS AND ENTERTAINMENT, INC.

WEDNESDAY, MARCH 8, 2006

Present – Florence, G. Ganci, G. Grube, Helm, J. Kwiatkowski, A Mylis, S. Perkovich, J. Refolo

Not Present – J. Rosen

UPDATES BY COMMITTEE

EXECUTIVE – J.GANCI

E01) Committee Responsibilities/ Master Calendar – G Grube

Committee Chairs have been taking charge of their committee activities. Joel Rosen developed and Glenn Grube revised a form that will be used to update committee activities. The form was reviewed by the Executive Committee and approved for use. Committee responsibilities are constantly being updated. A Master Calendar will be established that will contain timelines for completion and review of committee activities and accomplishments.

E02) Bylaws Revision –G Grube The revised Bylaws were reviewed a second time by the Executive Committee and approved on second reading. The amended BYLAWS will be distributed to all Trustees for review and comment prior to final review, modifications and then adoption by the Trustees on March 22.

E03) Replacement of a Trustee - C Helm No one from the Bunnell Chamber of Commerce or the Bunnell City leadership stepped forward to act as the Trustee liaison to the Bunnell community.

E04) Assistant/Intern Secretary and Treasurer –G Grube Two candidates have expressed interest in the Assistant to the Secretary position – Amy MacDonald and Judith Amuso. Linda Kuntz has volunteered to accept the Assistant to the Treasurer position. Glenn will add these names for approval at the next Trustee’s meeting.

E05) Lease Agreement with the City of Palm Coast –J Ganci The PCFFAE has requested that a second Town Center site (originally set aside for a teen center) be included in the lease. Joe Ganci and Glenn Grube reported to the Executive Committee on their recent meeting with City Manager R Kelton regarding the Foundation’s requested modifications of the terms of the Lease Agreement. There was positive give and take. The City lawyer has updated the Agreement with most of the agreed upon revisions and this revision has been reviewed by the Foundation Officers. Joe Ganci has been in contact with R. Kelton and has set a date (March13) to meet with the lawyer and R Kelton to finalize the lease agreement and set a date for the final signing in the very near future.

E06) School based Magnet Program –J Ganci We may wish to look again at developing with the high schools, a magnet program in Theater and Visual Arts that may bring in some State of Florida money both for construction and ongoing maintenance and refurbishing.

E07) Requests to Palm Coast Holdings – J Ganci Five members of the Foundation met with officials of Palm Coast Holdings on March 8.James Harter, Foundation Associate, gave an excellent presentation of four architectural sketches that he has developed related to the design, floor plan and elevation of the proposed Arts and Entertainment Center. Following his presentation, there was over an hour of give and take between the PCH and PCFFAE representatives. (Notes are attached.) The promised site visit will be scheduled at the earliest possible date.

E08) Update on the Revision of the Web Site – J Ganci Continuing changes will be occurring. All are requested to review the website and send ideas, corrections and additional information to Joe. We continue to seek volunteer Webmasters to maintain and regularly update the website.

FINANCE / DEVELOPMENT / STRATEGIC PLANNING - L. FLORENCE

F01) Design Overview – J. Harter Jim has prepared a detailed overview of some interior and exterior design ideas for the Arts and Entertainment Center. Jim has requested that a meeting be scheduled at which time all constituent Arts groups will provide input and commentary on the designs and space allocations.

F02) Strategic Plan for Fund Raising / Potential Donor List – J Ganci Joe conducted an

early January meeting to flesh out the Strategic Plan for our fund raising efforts. He has prepared an

overview of the fund raising packet that will be used in the imminent fund raising activities. The Case Study

has been prepared and typed. Sample Pledge Cards have been prepared. The list of those potential donors that we are going to contact first has been prepared. Training for our fund raising teams will soon be organized.

F03) Reports on Visitations/Schedule of Visits to Performing Arts Venues – L Florence – Reports of all, but

one of the already conducted visits have been prepared. The overnight to South Florida was very successful.

Additional research trips are being scheduled.

F04) Non-Profit Quick Books Program –G Grube. This expenditure has been approved- Glenn will work with

Linda Kuntz and will make the purchase in the near future.

F05) Approval of Payment of Bills – G Grube Payment of bills with checks #155-175 was approved.

MARKETING / COMMUNITY RELATIONS – S. PERKOVICH

M01) Presentations Schedule – G Grube Colleen McFarlane is working on scheduling additional membership

presentations. We hope to establish neighborhood “coffee and” presentations hosted by our members.

M02) Power Point Presentation Update – A new power point presentation will be developed in the near future.

Consult J. Newman for what we should include about the Legacy/Infinity Donors Program.

M03) Foundation Brochure – A committee has been formed and is working on the format for our brochure.

M04) Business Cards – We await a decision on how we will provide Foundation business cards for our Trustees

and Associates.

M05) Newsletter – The basic rudiments of our first Newsletter have been prepared. As the entire Newsletter

is being completed, decisions regarding distribution will be being made

M06) Formal Ball in Early 2006 – Joan Grube has agreed to work with Co-Chairs Karen Eaton and Susan

Comba and with Marketing/Community Relations Sam Perkovich to bring this event to reality. Other events

are being scheduled and planned for the Fall and next January.

M07) St Patrick’s Day Parade Participation - $50.00 was approved for supplies for the parade.

MEMBERSHIP – A. MYLIS

M01) Membership Campaign Activities – G Grube The final official count of Founding Members is 865.

The addition of new Supporting Members brings our total to 928. Decisions have to be reached about the

manner in which we will request annual dues payments for Founding Members for the period July 1,2006-

June 30, 2007.

M02) Next Campaign – “2,006 Additional Supporting Members in 2006” – G Grube The official kickoff for

this campaign awaits a major event – i.e Lease Agreement signing; reaching 1,000 member plateau; major

donation; completion of façade rendition; or the setting of a date for another member activity.

NOMINATIONS – C. HELM

N01) Additional Associate – Sylvia Jackson

ITEMS FOR FUTURE CONSIDERATION

· Information Booklet for Trustees and Associates – Will soon be worked on by Glenn and Joe.

· Tracking of Hours/Mileage/Contributions-in-Kind – To be developed by Glenn

· Home for the Historical Society – Still an idea!

· Chamber of Commerce –We must decide what will be on the brick we purchased.

Expenditures Approval Process – Being developed by Joe and Glenn.

· Cinematique Theater - Still an idea!

Investment Committee White Paper – Tom Corum has been given the go ahead to develop regulations

about investments of the Foundation and to flesh out his committee to five persons. His white paper

suggestions were unanimously approved. It was suggested that the investment plans and regulations of

other non-profit groups be reviewed so we are not reinventing the wheel.

Videographer Volunteer – Information to be followed up within this committee.
Benefits of a Founding Membership – Rough Draft Proposal This was the response prepared by G Grube to an inquiry by a Founding Member. This proposal needs to be reviewed, modified by additions and/or deletions and formalized for a vote of the Trustees.

“Founding Members will have their names on a plaque in the main lobby of the Center and will have their names published in early publicity pieces. They will have first opportunity to attend events that we will hold over the next two years prior to the actual building of the Center. Founding Members will be guests at many pre-opening events at the Center thus having the opportunity to see the Center before opening night. They will be able to purchase tickets to the opening event on a pre-sale basis and will forever receive advance mailings of coming attractions. They will thus have the opportunity to select the best seating. Foundation Newsletters will be initially distributed to our Founding Members. There may well be additional benefits that are yet to be determined as we hold our Founding Members in special regard.

Eventually, the dues program will mesh with the Infinity Donors program as we raise money for the actual construction of the Center and later will be meshed with the Annual Donors program (similar to Patrons or Friends). Persons making significant construction (Infinity/Legacy) and/or annual (Donor) donations will have their annual dues included in those support donations. We do anticipate that the $20 annual dues option will be available forever for those of limited means or those electing not to participate in the Infinity or Donor programs.”

(1) EXECUTIVE – J.GANCI

(A) BYLAWS COMMITTEE – D. LIBERATORE

(2) FINANCE / DEVELOPMENT / STRATEGIC PLANNING - L. FLORENCE