PC/F Foundation Arts/Ent

Meeting Minutes

EXECUTIVE COMMITTEE NOTES – NOVEMBER 16, 2005

MINUTES OF THE MAY 10, 2006 EXECUTIVE COMMITTEE MEETING

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

Present – Executive Committee Trustees – L Florence, G Grube, J Kwiatkowski, S Perkovich, J Refolo

Other Invited Trustees – T Corum, L Kuntz, J Rosen

MARKETING / COMMUNITY RELATIONS – S. PERKOVICH

M/CR01) Presentations Schedule – ((Sub Committee Co-Chairs Linda Jodrey/Yvonne Ruediger) The newly appointed co-chairs are gearing up to increase the numbers of presentations to organizations throughout our area. There will be a concentration on promoting and scheduling Member sponsored "Coffee ands" presentations during the rest of the year. A thank you note was received from the Chamber of Commerce for the presentation made at the Leadership Flagler workshop.

M/CR02) Power Point Presentation Update – G Grube The power point presentation will be updated for use in future presentations and as a part of the fundraising activities with individuals, organizations, companies and Arts supportive foundations.

M/CR03) Foundation Brochure – (Sub Committee Chair ???) A chairperson is needed to lead the committee that is developing the Foundation brochure that will be widely distributed and included as a part of the fundraising packet.

M/CR04) Business Cards – (Sub Committee Chair Denise Haymes) L Kuntz is refining the model business cards originally done by D Haymes. The cards for Trustees will have their names imprinted on the cards. Generic cards are being designed and printed for all other active committee members of the Foundation. The cards are intended to be used as an introduction to the Foundation.

M/CR05) a) Newsletter – (Sub Committee Co-Chairs Denise Haymes and John Sbordone) Twenty articles/inserts have been written for the Newsletter which will be distributed in the first two weeks of June. Thanks to the contributions of articles from committee members and students from the Journalism classes of Christle Rafool at FPCHS, this initial A&E MARQUEE will have a wealth OF information about the activities of the Foundation.

b) Mailing Permit for Non-Profit Corporations – It was determined that the size of the newsletter will make it cost efficient to apply for and use the special mailing permit.

M/CR06) Special Events – Coordinator Joan Grube

a) Formal Ball in 2007 – (Sub Committee Co-Chairs Susan Comba and Karen Eaton) "THE CRYSTAL BALL" will be scheduled for a Saturday in January at the Club at Plantation Bay. Details to follow.

b) Proposal to have the Foundation support a show at the Flagler Auditorium as a fundraiser, membership drive

and community service event. Joan Refolo / Lindsey Florence A fine idea that will be reconsidered for 2007.

c) Proposal to have the Foundation support an early October show at Bethune Cookman as a fundraiser-Joel Rosen- An update regarding fixed costs and requirements of the Foundation will be shared at the May 24^th Trustee’s Meeting.

d) Proposal for August/September (Country Western Pool Party) – J Grube – This event was approved by the Executive Committee.

e) Proposal for an October ("PICNIC and POPS") Events – J Grube – This event is on hold pending the report from J Rosen (see c above). There was a concern expressed about the outdoor event being scheduled during the rainy season and the proposed costs for the performing group. This is a fine idea that may be reconsidered for the Spring of 2007.

M/CR07) Publicity - (Sub Committee Chair Denyse Liberatore) Denyse divided a list of potential articles into those for the newsletter and those for the publicity "bank". Assignments were made for the newsletter articles and at least eighteen articles were written.

M/CR08) Chamber of Commerce Brick – (Liaison Sam Perkovich) What inscription do we want? This decision is on hold.

M/CR09) Update on the Ambassadors Corps – The Ambassadors Corps is up and running with a committed group of twenty members. We still need additional volunteers willing to work two hour shifts handing out information and application forms as well as answering questions about the Foundation at a variety of events that take place in our area.

M/CR10) Request for Permission to Purchase Foundation T-Shirts - Joan Grube Approval was given to expend up to $625.00 for T-Shirts that will delineate Ambassadors and other Foundation members from the crowd. One hundred shirts will be purchased. These will be on sale to Trustees and Associates for $8.00, General Members for $10.00, but will be available to the Ambassadors at a reduced cost OF $5.00.

M/CR11) Fourth of July Parade Participation – Jules Kwiatkowski – Jules will submit the application for the Foundation to march in the Fourth of July parade in Flagler Beach. We hope for at least thirty of our members to participate as marchers in this parade. We already have received approval for the Ambassadors to man an information table during this two day event. Please contact

Jules at 446-3166 to commit to marching in the parade AND/OR Muriel Deosarran to work a two hour shift at our table.

EXECUTIVE – J.GANCI

E00) Nomination of Trustee Thomas Corum as 1^st Vice President - Voting will take place on May 24^th.

E01) Committee Responsibilities/ Master Calendar – G Grube - A Master Calendar is being established that will contain

Timelines for completion and review of committee activities and accomplishments.

E02) Bylaws Revision

a) Copies for Trustees (30) - Sam Perkovich is printing these for the Trustees.

b) Consideration of an amendment to the Bylaws – An amendment stating that nothing could 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. This is referred to John Moden, Bylaws Revision Chairman for future consideration.

E03) Replacement of a Trustee – Nomination of Associate James Harter as a Trustee. Voting will take place on May 24^th.

E04) Should we consider electing a Student Trustee? After discussion, it was determined that we should appoint two Student

Trustees, one young man and one young woman. We will be in touch with Superintendent of Schools William Delbrugge for

nominations for these appointments.

E05) School based Magnet Program –J Ganci The Superintendent of Schools embraces this idea. The involvement of the

Journalism students is a first step toward the development of a formal program. The Student Membership will fit well with the

Magnet Program.

E06) Investment Committee White Paper – (Sub Committee Chair Tom Corum) The draft is nearly complete. Tom will call a meeting of the committee to review and refine this proposal.

E07) Appointment/Election of Trustee James Darby as Parliamentarian - Voting will take place on May 24^th.

E08) Theme Idea – G Grube WOW This theme is already in use in some of our publicity.

WE’RE ON OUR WAY

E09) Must you be a member in order to use the A&E Facilities? There was a discussion regarding fees for use of workshops, dance studio, galleries, rehearsal hall; for performers in the pod or main theaters; rental for a wedding or banquet; and other uses of facilities once the Center is in operation. Joan Refolo will research how other venues and organizations set such fees and differentiate between members and non-members of the organization. A white paper proposal is forthcoming..

E10) Consideration of Appointment/Election of Trustee Linda Kuntz as Treasurer - Voting will take place on May 24^th.

E11) Audit Report – Tom Corum – A required audit was completed by Tom for the early period of the Foundation. The results -

"In my opinion, the financials involved are free of any material erroneous information. While the recordkeeping was somewhat informal, it appears that all monetary matters were handled in a timely manner." A few suggestions for follow up and filing will be done immediately.

E12) Report on Meeting with Thomas Cooley – New Executive Director – Enterprise Flagler – President Joseph Ganci and Glenn Grube had a fine introductory meeting with Mr. Cooley who indicated he was surprised by the quality of the accomplishments of the Foundation to date and expressed strong support for our mission and plans.

E13) Report on Meeting with William Delbrugge – Superintendent of Schools – Joe and Glenn reported on their meeting with the Superintendent at which time we thanked him for his support, updated him on the accomplishments of the Foundation and discussed future joint activities between the Foundation and the schools.

E14) Acquisitions Sub Committee – This committee will be organized to seek; accept; send tax statements and thank you letters; catalogue; and store donated acquisitions of paintings, sculpture and other art objects from this point forward until such time as the Center is open and a curator is on staff. This committee will function under the auspices of the Executive Committee.

FINANCE / DEVELOPMENT / STRATEGIC PLANNING - L. FLORENCE

F01) Design Overview – Update on work on the possible schematics of the Center’s facade and interior – Palm Coast

HOLDINGS is donating the funds for a local architect involved in other Town Center projects to work with the Foundation to

develop drawings of what our facility might look like. The architect’s only request was that he be allowed to be an applicant when the

Foundation advertises for proposals for the architectural organization that will design and oversee the building of the Center. These

preliminary designs will be used on the front cover of an insert in a Fall issue of the Florida Real Estate Journal. There will be a

story and other pictures about the Foundation inside the magazine. The supplement, funded by PCH, will feature all kinds of

development taking place in Palm Coast and Flagler County and will be reproduced and distributed to every home in the county.

F02) Strategic Plan for Fund Raising / Potential Donor List – The organizational chart for the fundraising effort is being filled in and the folder with inserts is almost completed. Joseph Ganci is seeking member volunteers who will serve on one of the fundraising teams. Anyone willing to serve should contact Joe at 446-2288 or 793-9002.

F03) Legacy Opportunities –The Executive Committee reviewed the updated Legacy Opportunities Program which will be voted on

at the May 24^th meeting.

F04) Reports on Visitations/Schedule of Visits to Performing Arts Venues – Lindsey Florence is planning visits to a few more venues prior to developing the needs, wants and do not want lists for what the Center might contain.

F06) Approval of Payment of Bills –Approval of bill payments will be on the May 24^th agenda.

F07) Application for City of Palm Coast Cultural Arts Financial Assistance – The paperwork for this application is nearly complete and is due to the City of Palm Coast by May 22^nd.

F08) Consideration of a Fund Raiser – Glenn is awaiting further information about a possible fundraiser involving the collection of used cell phones for recycling by a company that buys these phones. We are aware that other organizations in the community may also be involved in this activity.

MEMBERSHIP – A. MYLIS

M01) Membership Campaign Activities -The addition of new Supporting Members brings our total to 988. An insert into the A&E MARQUEE, the Foundation’s newsletter, will notify Founding Members that their annual dues payments for the year July 1,2006 - June 30, 2007 are due by the end of July in order to maintain their active status as a Founding Member.

M02) Next Campaign – "2,006 Additional Supporting Members in 2006" –The official kickoff for this campaign will be carried in the newsletter. The Lease Agreement signing, reaching the 1,000 member plateau, the soon to be completed schematics and three significant contributions to our building effort gives us the impetus to proceed. We need a sign – "2,006 Additional Supporting Members in 2006"that can be used by the Ambassadors. Any creative and talented member willing to design this and other signs that will show our progress toward the Membership and Fundraising Goals should contact Glenn Grube at 437-9715 or by e-mail.

M03) Benefits for Founding and Supporting Members – We need to further clarify and differentiate these benefits.

M04) Welcome Letter Modification – We should update our welcome letter to a new member to include a request for the new member to share any specific talents /interests he/she may have and invite the member to volunteer time and service as a committee member in the Foundation.

M05) Membership(s) in the Foundation with the Sale of a Home – A proposal will be made to the Flagler County Association of Realtors to consider this idea.

M06) Student Membership Fee – Recommendation – A one time only fee of $10.00 would enable a student to be a Student Member of the Foundation until his/her graduation from high school. Thereafter, a student attending a college, university or other institution of learning can maintain membership in the Foundation for an annual dues payment of $10.00. It is expected that most Student Members will move to become General Members at either age18 or upon graduation from an institution of higher education. Voting will take place on May 24^th.

NOMINATIONS – C. HELM

N01) Additional Associates – Jean Hunter; Sylvia Jackson; Linda Jodrey; Karyn Phillips; Joseph Sermarini; Linda Solomon;

Christle Rafool - Voting will take place on May 24^th.

PROGRAMMING/ACCESS USES – J. REFOLO

P01) Magazine Subscription – A subscription to the magazine –American Theatre – was approved at the request of J. Refolo.

The annual subscription fee is $29.95.