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MINUTES OF THE EXECUTIVE COMMITTEE MEETING PALM COAST/FLAGLER FOUNDATION FOR THE ARTS AND ENTERTAINMENT, INC. WEDNESDAY, APRIL 26, 2006 Present –Mylis, Grube, Ganci, Kwiatkowski, Helm, Refolo, Rosen, Florence Excused – Perkovich Thank you!! - all members who attended the signing of the Agreement to Lease at the April 4 City Council meeting!! UPDATES BY STANDING COMMITTEE CHAIRPERSONSThe next Executive Committee meeting is scheduled for May 10.Please plan to give a detailed follow up to these minutes. MARKETING / COMMUNITY RELATIONS – S. PERKOVICH (G. GRUBE)M01) Presentations Schedule – Linda Jodrey and Yvonne Ruediger were approved as co-chairs of the Presentations Scheduling Committee. Former chair Colleen McFarlane will continue to serve as a member of the group that does the actual presentations to organizations and neighborhood groups. M02) Power Point Presentation Update –Colleen, Glenn Grube and Denise Haymes will soon update the Power Point presentation. M03) Foundation Brochure – There is a working committee and Sam Perkovich is still seeking a chairperson. C Helm suggested that we seek a sponsor for our brochure i.e. Bright House, FPL. He stated we should limit competition among realtors and not ask this group for sponsorship. M04) Business Cards – A final decision on the look of the business card will be made on May 10. M05) Newsletter –The basic rudiments of our first Newsletter have been prepared. Glenn gave two "writer's recruitment presentations" to teacher Christle Rafool's journalism classes at FPCHS. Students are excited about writing articles about a number of the possible stories that I shared with them. Ms. Rafool has offered the students an option.....either 1) select one of the topics, research the topic, write the article, rewrite after Ms Rafool edits the article and submit the article to our Foundation "articles to be used in the future bank".....OR.... 2) take a final exam for her class. She indicates that a number of students have opted for the writing choice. She also wants to write for the Foundation as one way of meeting a certification requirement...community service... as she is seeking National Master Teacher Certification. The students who give us an article will be the first named as Student Members of the Foundation and their fee for membership will be waived. Ms Rafool has been given a complementary Supporting Membership in the Foundation. He also sent out a request to members with an email address and, to date, the following have agreed to write for the Publicity and Newsletter Committees: Shirley Dunwoody; Jean Minkin; Stephanie Salkin; David Preacher; Joan Grube; Glenn Grube; Christle Rafool. We need an eight page Newsletter written and edited by May 17, printed by May 31 and mailed with an insert from the Membership Committee on or about June 1. John's futuristic article will most certainly be highlighted. M06) Special Events -Joan Grube has accepted an appointment as the Coordinator of Special Events. She is working with "The Crystal Ball" Co-Chairs Karen Eaton and Susan Comba and with Marketing/Community Relations Sam Perkovich to bring this event to reality. Joan has a number of ideas for Foundation sponsored community and member activities in August and November and is seeking chairpersons for each event. Proposal to have the Foundation support a local actors theater performance as a fundraiser, membership drive and community service event. This proposal is being reviewed , but is likely to be held in abeyance until we have our own facility. Benefit at Bethune Cookman – Joel Rosen will give a detailed proposal at the May 10 meeting. M07) Publicity – A detailed list of stories/articles/vignettes/news releases that need to be written was prepared by Glenn and shared with Denyse Liberatore, Denise Haymes and John Sbordone. The articles appropriate for the June 1 Newsletter will be given first attention. These and other articles will be placed in the "Publicity Bank" to be used as often as we can get media space. M07B) FPC Journalism Students – Volunteerism and Foundation Student Membership -As a result of the contact with the FPCHS Journalism students, the Executive Committee agreed to create a Student Membership (STM)- motion by Refolo, second by Florence. Details will be furthered on May 10. M08) Chamber of Commerce Brick – (Liaison Sam Perkovich) What inscription do we want? To be decided later.M09) Committee Recruiting Document – The document was reviewed and approved.
EXECUTIVE – J.GANCI E00) Consideration of Naming Joel Rosen – Founder Emeritus –Approved unanimously by the Executive Committee as Joel offered his resignation as 1st Vice President due to time pressures in his business. He will continue as a Trustee and serve as a team leader on the fundraising committee. The appointment of a new 1st Vice President will soon be considered. E01) Committee Responsibilities/ Master Calendar – G Grube A Master Calendar will be established that will contain timelines for completion and review of committee activities and accomplishments. Denyse Liberatore was commended for her leadership in her role as Chairperson of the Bylaws Committee. She requested to be relieved of this assignment in order to give her more time for her leadership of the Publicity Committee. John Moden has accepted appointment as the Chairman of the Bylaws Committee. E02) Bylaws Revision –The revised Bylaws have been approved on second reading. Glenn will make copies of the amended Bylaws for distribution to the Trustees. Consideration will soon be made of an amendment stating that nothing may be brought up for a vote at a Board of Trustees meeting that had not been discussed at an Executive Committee meeting or presented in writing to the President at least seventy two hours prior to a Board of Trustees meeting. E03) Replacement of a Trustee – G Grube has had no luck in finding someone to act as the Trustee liaison for Bunnell. The Executive Committee will soon consider a non-Bunnell replacement. E04) Lease Agreement with the City of Palm Coast –J Ganci has the official document in his possession and will make copies for the Historian and Secretary. E05) School based Magnet Program –The first step has been taken with our Journalism connection. We now need to formalize a proposal with the Superintendent of Schools so we can apply for State of Florida funding. E06) Requests to Palm Coast Holdings –Six members of the Foundation met with officials of Palm Coast Holdings on April 5.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 a period of give and take between the PCH and PCFFAE representatives and architect Ben Butera. Joe Ganci announced that PCH has approved their payment of $42,500 for the renderings to be done by Ben Butera in support of the Foundation. This will be credited as an in-kind gift. Jim Harter will be in contact with Ben Butera in order to maintain a PCFFAE presence in this process. A promised site visit will be scheduled at the earliest possible date. E07) Update on the Revision of the Web Site –Continuing changes will be occurring. All are requested to review the website and send ideas, corrections and additional information to Associate Joe Sermarini as he has agreed to maintain and regularly update the website. E08) 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. It was suggested that the investment plans and regulations of other non-profit groups be reviewed so we are not reinventing the wheel. E09) Consideration of Appointment/Election of a Parliamentarian – We will seek a member to volunteer for this role. E10) Theme Idea – G Grube WOW This may be used in our publicity. WE’RE ON OUR WAY
E11) Consideration of Acknowledging an Ambassadors Corps –A proposal was reviewed from Joan Grube – to develop a corps of members to represent the Foundation at as many local events and programs as possible. The concept was approved by the Executive Committee and advertising for the Corps has resulted in a dozen persons signing up. This committee will be chaired by Muriel Deosarran.
FINANCE / DEVELOPMENT / STRATEGIC PLANNING - L. FLORENCE F01) Design Overview – See E06 above F02) Strategic Plan for Fund Raising / Potential Donor List –Joe Ganci 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, typed and reviewed. 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) Legacy Opportunities – The updated Legacy Opportunities overview was reviewed and will be voted on at the May 10 meeting. F04) Reports on Visitations/Schedule of Visits to Performing Arts Venues – Reports of all the conducted visits have been prepared. Additional research trips are being scheduled. F05) Non-Profit Quick Books Program –This expenditure has been approved. Joe has purchased the program which will soon be installed on Glenn’s computer. F06) Approval of Payment of Bills –Payment of bills still needs approval. MEMBERSHIP – A. MYLIS M01) Membership Campaign Activities –The addition of new Supporting Members brings our total to 980. 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. Anita Mylis made some well received suggestions. M02) Next Campaign – "2,006 Additional Supporting Members in 2006" –The official kickoff for this campaign is imminent. The Lease Agreement signing and reaching the 1,000 member plateau gives us the impetus to proceed. We need a sign – "2,006 Additional Supporting Members in 2006". M03) Benefits for Founding and Supporting Members – We need to clarify and differentiate these benefits. M04) Bulk Mail Procedures – A. Mylis suggested that it would be an unnecessary expenditure at this time as we will not have enough mail in the immediate future to warrant paying for a bulk mail permit. M05) Welcome Letter – Anita suggested that the welcome letter be modified to invite new members to volunteer time and service. We should seek information about the special skills/interests of new members. NOMINATIONS – C. HELM N01) Additional Associates – Jean Hunter; Sylvia Jackson; Linda Jodrey; Karyn Phillips; Joseph Sermarini; Linda Solomon; Christle Rafool PROGRAMMING/ACCESS USES – J. REFOLO P01) Acquisitions Sub Committee – Do we wish to add this to this title and/or as a sub-committee?
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