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HomeMy WebLinkAboutAgenda Packet - Community Heritage & Education Foundation (CHEF) - 01/23/2019C ommuni ty H er itage E duc ation F oundati on (C H E F ) Immediately following the East Valley Water District regular board meeting January 23, 2019 31111 Greenspot Road Highland, C A 92346 AGE N D A C A LL TO O RD ER 1.Pledge of Allegiance 2.Roll Call 3.Public C omments 4.Approval of Agenda 5.Approve the December 12, 2018 regular meeting minutes 6.Consider Vision Statement and Strategic Plan for the Community Heritage and Education Foundation 7.Consider Cost Reimbursement Agreement between East Valley Water District and the C ommunity Heritage & Education Foundation 8.Consider Architectural and Engineering Services C ontract for the Community Heritage and Education Foundation A D J O URN P urs uant to G overnment C o d e S ec tio n 54954.2(a), any reques t for a d is ab ility-related modific ation or ac commodation, inc luding auxiliary aid s o r s ervic es , that is s o ught in order to p artic ip ate in the above agendized public meeting should be direc ted to the District C lerk at (909) 885-4900. 1 CHEF Minutes 12/12/2018 smg Draft pending approval COMMUNITY HERITAGE AND EDUCATION FOUNDATION December 12, 2018 REGULAR BOARD MEETING MINUTES The Chairman of the Board called the meeting to order at 6:34 p.m. PUBLIC COMMENTS Chairman Carrillo declared the public participation section of the meeting open at 6:34 p.m. There being no written or verbal comments, the public participation section was closed. APPROVAL OF AGENDA M/S/C (Morales-Coats) that the December 12, 2018 agenda be approved as submitted. BOARD ORGANIZATION A. ELECTION OF OFFICERS FOR THE POSITIONS OF PRESIDENT AND VICE- PRESIDENT M/S/C (Morales-Goodrich) that the Board appoint the following: President – Chris Carrillo; Vice-President – David Smith. B. APPOINTMENT: CHIEF EXECUTIVE OFFICER, CHIEF FINANCIAL OFFICER, AND BOARD SECRETARY M/S/C (Morales-Goodrich) that the Board appoint the following: Chief Executive Officer – John Mura; Chief Financial Officer – Brian Tompkins; Board Secretary – Justine Hendricksen. C. SETTING TIME, DAY AND PLACE FOR HOLDING MEETINGS The Chief Executive Officer suggested holding meetings every January and to possibly meet quarterly the fourth Wednesday of the month following East Valley Water District’s regular Board meetings. He said they will determine a set time and date after the next meeting to be held in January. M/S/C (Morales-Goodrich) that the Board approve the following: hold regular scheduled meetings at 31111 Greenspot Road, Highland, CA; hold the annual meeting in January, on the fourth Wednesday of the month; and schedule quarterly meetings as needed. 2 CHEF Minutes 12/12/2018 smg ADOPT COMMUNITY HERITAGE AND EDUCATION FOUNDATION BYLAWS M/S/C (Morales-Coats) that the Board approve Bylaws for the Community Heritage and Education Foundation as submitted. APPOINT MEMBERS TO PUBLIC COMMITTEE The Chief Executive Officer stated that it’s important that the community be heavily involved in the Foundation; and that staff is recommending the Board appoint the current slate of community members that have been attending the meetings: Jim Cimino Dennis Johnson Wayne Brown Jim Imbiorski Jody Scott Jim Nunn Charles Kiel Ron Arnott Penny Lilburn The Chief Executive Officer added that this slate could possibly change in the future. Mr. Dennis Johnson stated that he would like to withdraw from the Committee due to upcoming commitments and may rejoin in the future. Director Coats thanked the community for being involved. Chairman Carrillo stated that it’s been a pleasure working with the community members and that he is excited to see what the future holds. M/S/C (Goodrich-Morales) that the Board appoint the following members to the Community Heritage and Education Foundation Public Committee: Jim Cimino, Wayne Brown, Jim Imbiorski, Jody Scott, Jim Nunn, Charles Kiel, Ron Arnott, and Penny Lilburn. CHIEF EXECUTIVE OFFICER COMMENTS The Chief Executive Officer stated that the next meeting will be held in January; where they will discuss a reimbursement agreement with the District; and possibly discuss the mission statement, a recommendation for an architect, the budget, and fundraising efforts. Information only. 3 CHEF Minutes 12/12/2018 smg LEGAL COUNSEL REPORT Legal Counsel stated that he is looking forward to the future of CHEF; and that the Bylaws are a living document that can be adapted to satisfy upcoming needs of the Foundation. BOARD OF DIRECTORS’ COMMENTS Director Goodrich commented that he has lived in the area for over 30 years; and he believes that this will be an anchor for local history and culture. Director Morales stated the region has been contemplating this type of venture for nearly 20 years and he is looking forward to the future. Chairman Carrillo commended the Chief Executive Officer for his vision, the Board for their courage and the Community for their input on this Foundation. Information only. ADJOURN The meeting adjourned at 6:54 p.m. ___________________________ Chris Carrillo, Board President __________________________ John Mura, Secretary C O MMUN IT Y HE R ITAG E E D UC AT IO N F O UN D AT ION AG E N D A S TAF F R E P ORT Agenda Item #6. Meeting Date: January 23, 2019 Dis c ussion Item To: Bo ard of Direc tors F rom: C hief Exec utive O fficer Subject: C ons id er Vision S tatement and S trategic P lan fo r the C ommunity Heritage and Educatio n F oundation R E C O MME N D AT IO N: S taff recommends that the Board of Direc tors review and ap p ro ve the Vis ion S tatement and S trategic P lan fo r the C o mmunity Heritage and Ed ucatio n F o undatio n (C HEF ). B AC KGR O UN D / AN ALYS IS : T he p urp o s e o f C HEF is to p res erve and educ ate the public ab o ut the agric ultural histo ry of the S an Bernard ino area, to create an organization through which the community c an celebrate and ins till in future generatio ns the ric h histo ry o f the regio n, and inspire c ivic pride and engagement. D uring the past few months, the C ommittee has been working diligently to establish a Vision S tatement and Strategic P lan that will clearly identify the expectations and guiding principles for the F oundation and future efforts. As a res ult o f multiple c o llab o rative s es s io ns , the C ommittee is req ues ting that the Board of Directo rs ad o p t the fo llo wing Vis io n S tatement and S trategic P lan. Vision S tatement C o mmitted to creating partners hip s with o ur c o mmunity, c eleb rating o ur heritage, enric hing o ur future and inspiring c ivic pride. S trategic P lan Partnerships with our Community: · C ity of H ighland, C ity of Redlands, City of S an Bernardino, San M anuel B and of M ission I ndians, S an B ernardino Valley M unicipal Water D istrict, S an B ernardino Valley C onservation D istrict, S chool D istricts, I VD A, San B ernardino I nternational Airport, C al S tate U niversity of S an B ernardino · C ivic organizations · S B C o unty Mus eum · Agric ultural · His toric al S oc iety Celebrate our History: · Agric ulture o No rth F ork Water C ompany o Bear Valley Water C o mp any · Honoring his to ry and pas t · Water, engineering · P eop le, p laces , family, ro o ts · Exhib its, c las s es, sto ry-telling, events · F ound ation of our c o mmunity R ecommended b y: Jo hn Mura C hief Executive O ffic er · F ound ation of our c o mmunity · Lugo land grant · Mo rmons · J S Edward s · S an Manuel Band o f Mis s ion Indians Enrich our F uture: · Bringing p eo p le together · P rovide s p ace for community interac tio n · S us tainability, design, water and other preservation · Enviro nmental awarenes s · Tec hno lo gy efficiencies Inspire Civic Pride: · Educ ational as pect, youth o riented · R ec reatio nal, c ommunity trails · P ic nic areas , Bar-B-Q , c atering s tatio n · O utdoor res troo ms · O utdoor & indo o r events (mo vies, c o ncerts ) · P arking · Landsc ap ing - O ak trees , c itrus, drought to lerant vegetatio n · C onnectivity b etween HQ R E VIE W B Y O T HE R S : T his agenda item has been reviewed by the Ad minis tratio n Dep artment. C OMMUN IT Y HE R ITAG E E D UC AT ION F O UN D AT IO N AGE N D A S TAF F R E P ORT Agenda Item #7. Meeting Date: January 23, 2019 Disc ussion Item To: Board of Direc tors F rom: C hief Exec utive O ffic er Subject: C onsider C os t R eimbursement Agreement between East Valley Water Dis tric t and the C ommunity Heritage & Education F oundation R E C OMME N D AT ION: S taff rec o mmends that the Board o f Directo rs (Bo ard ) approve a C ost R eimburs ement Agreement between East Valley Water Dis tric t (the District) and the C ommunity Heritage & Educ ation F oundation (C HEF ). B AC KG R OUN D / AN ALYS IS: O ne of the District’s agenc y-wid e goals for fis cal year 2018-19 is to R es earch the R equirements and P rocedures for C reating a Non-P rofit F oundation for the C ommunity. O n Dec emb er 12th, this goal was s ubstantially met with the first meeting of the new C ommunity Heritage & Educ ation F oundation. Actions taken at that meeting inc luded the following: Board O rganization Adoption of By-Laws Appointment of members to the C HEF P ublic C ommittee To keep C HEF moving fo rward, other near-term o b jectives are to 1) o b tain tax-exemp t s tatus as a charitable organization, 2) d evelop a preliminary build ing d es ign and arc hitectural rend erings that c an be us ed to establis h a p ro ject s cope, inc luding c o nstruc tion and operatio nal c o s t. T his will enab le the o rganization to establis h a fundrais ing go al. Dis tric t staff is working o n the applic ation to o b tain tax-exemp t status , and R uhnau C larke has s ubmitted a proposal of $41,000 to provide arc hitecture and engineering s ervic es for the building design. C urrently, C HEF d o es no t have a revenue stream or contributions to cover up -fro nt c o s ts related to the objectives above, and it is likely that an ins titutional lender would cons ider loaning money to C HEF high risk. T herefore, the mos t c o s t effec tive, if not only, optio n to obtain s ho rt term funding is fro m the District. Acc ordingly, legal c o uns el was as ked to draft a C o s t R eimb ursement Agreement for cons id eration by the Dis tric t and C HEF Boards . S taff rec o mmends that the Bo ard ap p ro ve the attached C o s t R eimburs ement Agreement to facilitate continued efforts to es tablish a F o und ation which will preserve and protect lo cal his tory and provid e a multi-functional events center to s erve as a community as s et and res ourc e. R E VIE W B Y O T HE R S : T his agenda item has been reviewed by the Legal C ounsel and the F inanc e Department. F IS C AL IMPAC T S taff is requesting an initial authorization for a loan of up to $75,000 under this agreement. T his amount will not be exceeded without prior authorization from the Board. R ecommended b y: Jo hn Mura C hief Executive O ffic er C O MMUN IT Y HE R ITAG E E D UC AT IO N F O UN D AT ION AG E N D A S TAF F R E P ORT Agenda Item #8. Meeting Date: January 23, 2019 Dis c ussion Item To: Bo ard of Direc tors F rom: C hief Exec utive O fficer Subject: C ons id er Arc hitec tural and Engineering S ervices C o ntrac t fo r the C ommunity Heritage and Educatio n F oundation R E C O MME N D AT IO N: S taff rec o mmend s that the Board award the contract for Arc hitec tural and Engineering S ervic es for the C ommunity Heritage and Educ ation F oundation (C HEF ) to R uhnau, C larke Architec ts . B AC KGR O UN D / AN ALYS IS : T he C ommunity Heritage and Educ ation F oundation (C HEF ) was c reated to p reserve and protec t lo cal histo ry, b uild partners hips with c ivic o rganizatio ns, create ed uc ational d emo ns tratio n gard ens , and provid e a multi- functio nal events c enter available to the community. Eas t Valley Water Distric t, thro ugh the Headq uarters cons truc tion and development of the S terling Natural R es o urc e C enter, has es tablis hed an architectural b rand whic h was c reated and implemented through the services o f R uhnau, C larke Architec ts . As a res ult o f previous efforts and p roximity to the head quarters, s taff b elieves that R uhnau C larke wo uld be the perfec t partner in designing a multi-functio nal event center as they have a clear und ers tanding o f the District’s expec tatio ns . If awarded, R uhnau C larke will continue to meet with the Board and C o mmittee to develo p a s ite plan, cons truc tion bud get and exhib its , marketing material and determine a fund rais ing b udget. S taff is rec ommending that a $41,000 c ontract b e awarded to R uhnau C larke fo r Arc hitectural and Engineering S ervic es . R E VIE W B Y O T HE R S : T his agenda item has been reviewed by the Ad minis tratio n Dep artment. F IS C AL IMPAC T T he fis c al impac t as soc iated with this agenda item is $41,000.