PC/F Foundation Arts/Ent

Meeting Minutes

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MINUTES OF THE TRUSTEES’ ANNUAL MEETING Palm Coast/Flagler Foundation for the Arts & Entertainment, Inc. WEDNESDAY, SEPTEMBER 26, 2007 3:30 PM FLORIDA HOSPITAL FLAGLER EDUCATION SUITE

A	J GANCI		PRESIDENT’S WELCOME G Grube welcomed everyone as Ganci was abroad.
B	G GRUBE		SECRETARY’S ROLL CALL/INTRODUCTIONS Ten Trustee’s Present/Eight Proxies to Corum/Two Trustee’s Absent – Helm, Stetler a) Approval of the Minutes of the July 25 Trustees’ Meeting Motion by Refolo, Second by Kwiatkowski – Unanimous Approval
C	L KUNTZ		TREASURER’S FINANCIAL REPORTS
			a) Balance to Date - $167, 622.79
			b) Payment of Bills – A proposal - Expense Approval will be further reviewed by the Executive Committee.
			c) Report on the finances of "Picnic and Pops" – 2007 – Profit of $1,149.29 of which the Flagler Symphonic Society received $250.00.
D	TRUSTEES		Response to questions/comments on the Minutes from the August 22 and September 12 meetings of the Executive Committee. There were no questions as most items were to be reviewed later in this meeting.
E	C HELM		NOMINATIONS – Presented by G Grube in Helm’s absence
			a) Trustees for the term January1, 2008 through December 31, 2011 Shirley Dunwoody, Karen Eaton, Joan Grube, Linda Kuntz, Sam Perkovich Motion by Hertle, Second by Betts – Unanimous Approval
			b) Accept the resignation of Joan Nelms from the Board of Trustees due to her plans to move to California and approve her being named as a Trustee Emeritus. Motion bySbordone, Second by Florence – Unanimous Approval
			c) Delete from the Executive Committee the position of Chairman of the Nominations Committee (C Helm) and replace this with the position of Publicity Chairperson (S Dunwoody). C Helm remains as a Trustee. Motion by Kwiatkowski, Second by Refolo – Unanimous Approval
			d) Approve as Associate Member – Kimberly Sanborn Motion by Eaton, Second by Hertle – Unanimous Approval
F	Executive Committee Member - in - Charge		COMMITTEE REPORTS a) Review of Committee Assignments (Attached) G GRUBE The assignments were explained – the purpose is to spread the responsibility for Foundation activities among all Trustees and Associates. It was suggested that a detailed overview of all of the committees be developed to include responsibilities, leadership, membership and meeting times for committee meetings.
	Listed Below		Assignments -Trustees-in-Charge of Standing Committees Listed in Blue
	J GANCI	01	FUNDRAISING J GANCI a) Tourist Development Council Grant Applications for 2007-2008 FUND 110 - CULTURAL ACTIVITY / FUND 109 – CAPITAL IMPROVEMENTS Grube reported that the 110 application will be considered by the Flagler County Commission at their October 1 meeting. The 109 application, which is completed, will be submitted at a later date b) SunTrust Donations to the Foundation - Ganci does not need a volunteer to put this opportunity into effect.
	J GANCI	02	GRANT WRITING - J GANCI COORDINATOR - ??? a) Seeking a Coordinator of the Grant Writer(s) Ganci has a lead on a member who might take on this responsibility.
	J GANCI	03	STRATEGIC PLANNING D HERTLE Hertle gave a concise report on the upcoming vote by the City of Palm Coast Council to accept the land swap from Palm Coast Holdings. He emphasized the need to then move rapidly to secure the lease from the City for the land for the A&E Center so we may kick off our major fundraising activities. Grube will invite all members to attend this and other important governmental meetings wearing Foundation T-Shirts whenever possible.
	J GANCI	04	SPECIAL APPOINTMENTS / ADVISORS J DARBY
	J GANCI	05	AWARDS - J GANCI COORDINATOR - ??? a) Criteria and Process for Selecting Awards Recipients Proposal by S PERKOVICH is being reviewed.
	J GANCI	06	NOMINATIONS C HELM
	J GANCI	07	WEBSITE – J GANCI MANAGER – J SERMARINI
	T CORUM	10	ACQUISITIONS – T CORUM CO-CHAIRS - T + A ANASTASIO The Acquisitions white paper is in the process of review
	T CORUM	11	INVESTMENTS T CORUM
	T CORUM	12	BYLAWS - T CORUM CHAIR - J MODEN The Bylaws Committee will be convened in early 2008 for the purpose of review and updating of the Foundation’s Bylaws.
	S PERKOVICH	21	SPECIAL EVENTS K EATON, JOAN GRUBE All Special Events are in process of planning. a)CABINETS BY DESIGN – Thursday, October 25 CO-CHAIRS - F DIMATTINA, Z SEYMOUR b)CREEKSIDE FESTIVAL – October 13-14 G GRUBE c)MACY’S "Shop for a Cause" – October 13 J GRUBE d)BELK "Charity Day" – October 15 J GRUBE e)CRYSTAL BALL – February 2, 2008 CO-CHAIRS - K EATON, A VOHS f)EUROPEAN VILLAGE RESORT EVENT - ??? (Chair - ???) Proposal by S PERKOVICH g)"MUSIC IN THE AIR" – April 25-27, 2008 (Chair - ???)
	S PERKOVICH	22	MARKETING V BETTS The Marketing Committee is assisting with the Special Events planning.
	S PERKOVICH	23	AMBASSADORS CORPS - J GRUBE CO-CHAIRS - M DEOSARRAN + A LINDBERG There are monthly meetings of the Ambassadors Corps to ensure that all Foundation activities are covered by members of the Corps. As the Foundation is now an official STATION of the Flagler Volunteer Services, there is assistance from this organization available to secure Ambassador coverage at events.
	S PERKOVICH	24	NEWSLETTER – D HAYMES CO-EDITORS - D HAYMES, J SALKOVITZ, MARY ANN WOIKA The Newsletter is in an editing stage and should be ready for distribution by mid-October. It was suggested that a special bulletin might be prepared to accompany the dues letters in early 2008.
	S PERKOVICH	25	PERSONNEL S PERKOVICH a) Seeking Assistant Treasurer to send correspondence to donors and maintain donor/sponsor files Perkovich will work with Kuntz to locate a volunteer for this position. b) Consideration of hiring of a Part Time Clerical Assistant This awaits a response on our seeking an office facility within Palm Coast.
	G GRUBE	31	MEMBERSHIP – J SBORDONE CHAIRPERSON - K SANBORN Membership is 1.613. We await a major grant in order to boost our membership activities.
	G GRUBE	32	MEMBERSHIP BENEFITS G GRUBE
	G GRUBE	33	PRESENTATIONS - G GRUBE CO-CHAIRS - L JODREY, T LENET A number of presentations have been scheduled for the fall and early 2008.
	G GRUBE	34	AFFILIATIONS M STETLER
	G GRUBE	35	SPECIAL PROJECTS G GRUBE a) Flagler Volunteer Services - XC approved becoming a station for the Flagler Volunteer Services. We are seeking a Volunteer Station Representative to coordinate our volunteer needs with FVS.
	G GRUBE	36	POSTAGE / MAILINGS G GRUBE
	G GRUBE	37	RECORDS MAINTENANCE - G GRUBE ASSISTANT - J AMUSO Thanks to Joan Nelms for her work in the maintenance of our hard copy records. Judy Amuso is doing a great job in the maintenance and constant updating of our membership information.
	G GRUBE	38	SUNSHINE- D LIBERATORE CO-CHAIRS - J BISCACCIO + E FUSCO
			All members involved with any of Committees 31-38 will meet on October 4 to further the plans of these committees.
	L KUNTZ	41	FINANCE L KUNTZ
	S DUNWOODY	51	PUBLICITY S DUNWOODY
	L FLORENCE	61	FACILITIES DESIGN/CONSTRUCTION L FLORENCE, J HARTER Florence recognized Jim Harter as the new Co-Chair of this committee. A compendium of all reports on the many research visits completed by this committee has been prepared and provided to every member of the Executive Committee. Anyone wishing to review this packet of material can request the copy from any member of the Executive Committee.
	J KWIATKOWSKI	71	GRIEVANCE J KWIATKOWSKI
	J KWIATKOWSKI	72	PARADES J KWIATKOWSKI The Holiday Parade is likely to be scheduled for an evening in early December culminating in activities at the new Central Park in the Town Center at Palm Coast.
	J KWIATKOWSKI	73	FIREHOUSE SUBS PROJECT J KWIATKOWSKI A check has been received from Firehouse Subs related to the coupons we distribute as a fund raiser for the Foundation.
	J REFOLO	81	PROGRAMMING / ACCESS USES J REFOLO
	J REFOLO	82	HISTORIAN J REFOLO

E	MISCELLANEOUS		a) Need for office space J GRUBE We await a report from C Manfre regarding our seeking office space in Palm Coast.
			b) Suggestion that we plan to distribute our logo in decal form to our members for their cars and/or homes. L FLORENCE Florence is seeking proposals for a decal or other giveaway that can be sent with our dues letter and used to further our visibility in the community.
			c) Peelers – The XC will review this fundraising proposal in the near future.
F	COMMENTS		a) Request for an earlier starting time for XC meetings S DUNWOODY Approved for the XC meetings through 2008.

G	ADJOURNMENT		G GRUBE