College of the Siskiyous Foundation Executive Committee Meeting Minutes of February 8, Action Items:

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1 College of the Siskiyous Foundation Executive Committee Meeting Minutes of February 8, 2011 Present Rand Roselli Jack Cook Randy Lawrence Dawnie Slabaugh Connie Warren Greg Messer Connie Marmet Margaret Dean Renata Funke Kent Gross Dawna Cozzalio Excused Angel Fisher President Cook called the meeting to order at 7:40 a.m. Consent Agenda: Action Items: Item 1: Approval of Meeting Minutes January 11, 2011 The minutes of the January 11, 2011 meeting were approved as presented. Regular Agenda: Motion was made (Messer / Roselli) to approve the consent agenda. Motion passed. Item 2: Approval of Foundation Fiscal Report a) Ms. Warren and Ms. Marmet discussed newly developed fiscal reports: 1) Executive Summary provides a monthly snapshot of accounts 2) History of Long Term Investment Fund detail showing deposits and valuation changes 3) RHSI Endowment Fund to be provided monthly detailing contributions received to support the campaign 4) Investment Activity for 2010 / 2011 by account report to be provided monthly 5) RHSI Long Term Needs / Goals (annual vs. yearly fees) this report needs further clarification from the RHSI staff. Mr. Cook commended Ms. Warren on her hard work and time spent in bringing the Foundation summary of account / statement of assets up to date. b) Ms. Fisher reported sales for January are $900 more than the same period in c) Mr. Gross reported the auditors have completed the IRS tax form 990 and a copy was ed to the Executive Committee for review per document requirements. He said the form was changed at the end of 2009 and changes subsequently added twenty two more pages to the report including a questionnaire with accountability questions. Ms. Warren and Ms. Slabaugh reviewed the questionnaire to determine EC Minutes Page 1

2 items needing future attention. Those marked no will be reviewed and updated as needed. Motion was made (Messer / Marmet) to approve the Foundation Fiscal Report. Motion passed. Item 3: Item 4: Review and Define 2011 Foundation Objectives Ms. Cozzalio reviewed the worksheet developed by President Cook from information obtained during the 2010 Foundation Board Retreat. She said it each Committee has established goals and a mission to follow for the year. During the quarterly Board meetings, Committee Chairs will be asked to report on the status of these goals. Committee Reports a) Eagle s Nest Advisory Committee Ms. Fisher reported the next meeting will be held on February 15, b) Special Events: i. President s Gala Banquet The banquet will be held March 26 in the Learning Resource Center Foyer. Lilys Restaurant has been chosen as the caterer. Special awards will be presented to: Karen Zeiger COS Distinguished Alumni; Dennis Freeman Lawrence Moran Distinguished Service Award; and, Fairchild Medical Center COS Partner of the Year. ii. Scholarship Dinner The dinner will be held April 16 at the Weed Son s of Italy Memorial Hall. Chartwell s Food Service has been chosen as the caterer. The theme for the event is All Things COS. Tickets will be sent to all Foundation members and Scholarship Committee members to sell. c) Scholarship Foundation scholarship applications are due March 15. Many students have shown and interest in applying. The Readers Committee will be meeting in April to review and select recipients for 2011/2012. d) Performing Arts Series Ms. Marmet reported the PAS Committee has been very active and recently revised the PAS Mission Statement. This is a very active committee and she is very pleased with the discussions that have been held. Ms. Marmet requested the Executive Committee consider approval in concept of a plan to continue the series during the 2011/2012 year. Mr. Messer agreed the PAS is a priority of the Foundation and recommended setting funding of the series as a goal of the Short Term Fund Development Committee. e) Communications Committee Ms. Slabaugh reported she recently met with Ms. Brannon to discuss the Communications Committee and future plans. She said Ms. Brannon also plans to meet with Ms. Marmet and Mr. Roselli on an individual basis. Following her meetings, she will contact Ms. Slabaugh to schedule the next Communications Meeting. f) Short Term Fund Development Mr. Roselli reported the STFD Committee planned to meet later after the Executive Committee meeting. He will give an updated report at the next Executive Committee meeting. EC Minutes Page 2

3 g) Business Development See Mr. Messer s written report below: COS Extension 1. The class offerings for the Spring Semester were submitted and approved by Instruction Council. The class offering were designed as a package, however can be taken individually too. 2. The Advisory Committee will be meeting with the Instruction Council this week and will present a series of PowerPoint slides about the purpose, scope, and plans of COS extension. The presentation will end with a short overview of the Foundation s plans to increase revenue to the College. (Slides are attached) Fiscal Sponsorships 1. Fire Plaza project plan and contract is still being developed. The original project scope has been divided into four phases, Phase 1 & 2 contain the original scope for which funds were donated. 2. Library Endowment $5K was donated to the foundation for an endowment to the Library. The gift has a restriction that it needs to be used for books, and if possible to start a Patrons of the Library group that will support the library by conducting fun raiser events. The Patrons of the Library group formation is not a condition of the gift. 3. Abused Kids Prevention: Still under investigation as to whether this is do able at the College. Eagles Nest Expansion: Eagles Nest Expansion Task Force met and created a list of things that can be done to expand the Eagle s Nest. The next meeting is scheduled on 2/8 at noon in the Foundation Conference Room. College General Purpose Endowment: In 1999 the board approved a long term investment fund and deposited various amounts through Today the account has ~200k. The executive committee needs to appoint a committee to serve as a long term investment management committee that will set guidelines, goals, criteria and a process to prioritize requests for funding. In General: Two volunteers resigned from tasks. One from the task force do to conflicts with other commitments, and one from the COS Extension class development (no reason given). h) Gift Acceptance Below is Mr. Messer s written report on the following gifts pending committee acceptance: 1. Violin still under investigation. The violin will require repair before it can be used. Its value (post repair) is approximately $ Camera and accessories Camera and Accessories has been donated pending acceptance by the committee, Ex. Committee and Trustees. Jim Gilmore has asked reviewed the articles and recommends that we go forward with accepting it. 3. Fire Plaza Donations The Fire Plaza implementation plan is complete. Issues around naming are still being resolved stay tuned. 4. Library Endowment A $5,000 cash donation was made to the library for the purchase of books. We discussed creating an endowment with the money and the donor said OK. In addition, the donor would like the Foundation/College to start a Patrons of the Library group to plan EC Minutes Page 3

4 Friend/Fund raising events to further the endowment. An to Dennis Freeman was sent to inform him of the donation and to solicit ideas, interest and ideas for forming a Patrons of the Library group. 5. Kanis Art Collection (Gift Disposal Sub Committee): Seventeen pieces were scheduled for auction on 2/5 (last Saturday) at Clars Auction Company in Oakland. No status as of yet of what sold. A new appraisal for the remaining pieces is in progress and should be completed by the end of February. There will be art returned to the College following the auction in Oakland. Steve Crow showed me a likely storage room for the remaining piece of the collection. i) Investment Due Diligence Mr. Roselli reported the Investment Due Diligence Committee planned to meet later after the Executive Committee meeting. He will give an updated report at the next Executive Committee meeting. j) Donor Information Project Mr. Messer reported the standing database (MatchMaker) has been initially reviewed for content. A sub committee will be launched to evaluate the known participants for current information so that we can use it to manage fund and volunteer raising needs for In parallel, a volunteer will be working the Foundation office in order to access the database and start attributing and refining the data for future use. Ms. Marmet distributed the following written report to the Committee: Objectives: a. To build an information system and process that will enable the COS Foundation to readily identify capabilities among its supporters in the following areas: Volunteer support by interests and skills Donations both cash and in kind Affinities sports, the arts, etc. b. To utilize existing knowledge within the membership of the Board and staff to establish a limited group of supporters with whom we will build and document our relationships (timeframe now through 8/11) c. To expand the number of supporter relationships (9/11 6/12) A small working group is needed who have the following knowledge: a. Know our supporters b. Know what kinds of volunteer services we need c. Are willing to make follow up calls Success will look like: a. Twenty five volunteers identified, interviewed, and skills interest documented b. The next time we need to know who does set ups, marketing, or cuts wood, we can pull a list from MatchMaker c. Twenty five donors and their interests identified d. More addresses in MatchMaker and few costly mailings e. A set of key management reports identified and accessible to the Board EC Minutes Page 4

5 f. A fully populated Donor Profile available to assist in preparing for calls g. A repeatable process for obtaining and accessing information about COS supporters Item 5: New and/or Unfinished Business No new business was discussed. Reports / No Action Item 6: Item 7: Item 8: Item 9: Item 10: Item 11: /ds Report from Office of the President No report given due to lack of time. Report from Foundation President No report given due to lack of time. Report from the Foundation Executive Director Highlights from Ms. Cozzalio s written report to the Committee: The Eagle s Nest continues to seek new volunteers. Reminded members of the upcoming President s Gala banquet and encouraged attendance. Reminded members of the upcoming Scholarship Dinner and encouraged attendance. Eagle s Nest Update Ms. Fisher reported she has three new volunteers working in Shop. This brings the total number of volunteers to nineteen. She said she continues to look for ways to promote the Shop and the value of volunteerism and also has plans to attend the Volunteer Information Day to be held May 7 at the Siskiyou Golden Fairgrounds in Yreka. Upcoming Meetings / Events a) Investment Due Diligence February 8, 10 a.m. b) Business Development February 9, 8 a.m. c) PAS Committee February 15, 10 a.m. Adjournment / Meeting Dates The next Executive Committee meeting will be held on Tuesday, March 8 at 7:30 a.m. in the COS Board Room. Meeting was adjourned at 9:56 a.m. EC Minutes Page 5