March 7, 2016

Minutes of the Centerville Community Foundation Board of Directors meeting held Monday, March 7, 2016 at 5:00 p.m. in the Centerville City Hall Council Chambers, 250 North Main Street, Centerville, Utah.

MEMBERS PRESENT    Paul Cutler, Director/Chair Pro Tem
Jack Dellastatious, President/Chair
Gary Goff, Director
David Gutke, Director
William Ince, Director
Steve Thacker, Secretary/Director

OTHERS PRESENT        Jacob Smith, Treasurer
Katie Rust, Recording Secretary

INTRODUCTION OF NEW DIRECTORS

Chair Dellastatious introduced new Community Foundation Directors Gary Goff and William Ince.  He referred the new Board members to the Community Foundation mission statement (expressed in January 13, 2015 meeting minutes), and duties of Board members (included in the March 3, 2015 meeting minutes).

FINANCIAL REPORT

Jacob Smith, Treasurer, presented a financial report.  The Community Foundation currently has an unrestricted bank balance of $810.05.  Director Gutke clarified the incorrect following statement credited to him in the minutes of the 1/13/15 meeting: “Director Gutke added that donors cannot stipulate specifically what donated funds are used for.” He said donors can designate specifically what donations are to be used for if they desire.  Unrestricted funds can be used as the Board sees fit; temporarily restricted funds are designated for a specific use – once the specific use is met, remaining funds become unrestricted.  Director Ince commented that unrestricted donations should be encouraged as much as possible.

Continuing a conversation from the October 27, 2015 meeting, the Board members discussed allocation of funds for administrative expenses.  Chair Dellastatious made a motion to approve use of up to 10% of unrestricted donations for administrative costs.  Director Gutke said he appreciates the intent of the 10% limitation, but emphasized that it would place a restriction without knowing exactly what the administrative expenses will be.  Chair Dellastatious said he is trying to be conscious of the public and alleviate any concerns regarding percentage of donations used for operating expenses.  The percentage could be adjusted in the future as needed.  The City has covered a few Community Foundation administrative expenses in the last year.  Director Thacker agreed that future administrative expenses should be drawn from the Community Foundation account.  He added that the City does not plan to receive reimbursement for staff time spent on Community Foundation matters.  Director Thacker suggested approving up to 10% of all donations collectively for administrative expenses.  Director Gutke expressed the concern that if most contributions are restricted, a large percentage of any unrestricted donations would be needed for administrative expenses.  Mr. Smith pointed out that the percentage used for administrative costs is declared on the Community Foundation’s state registration form.  Chair Dellastatious stated he feels the Community Foundation is entirely different from any other group or committee in the City.  He said he believes his efforts will help the Community Foundation down the line, but the cost of gas and stationery/thank you cards adds up.  Director Gutke commented that a 10% restriction would mean that, of the unrestricted $810 currently in the bank account, $81 could be used for administrative expenses.  Director Ince seconded the motion made by Chair Dellastatious.  Director Cutler made a motion to amend the motion to add the language “unless otherwise approved by a majority of Board members for a specific expense”.  Chair Dellastatious and Director Ince accepted the amendment to the motion.  The motion to approve use of up to 10% of unrestricted funds for administrative costs, unless otherwise approved by a majority of Board members for a specific purpose, passed by unanimous vote (6-0).

AMAZON SMILE PROGRAM

Mr. Smith informed the Board of an opportunity for users of Amazon.com to designate a specific charitable organization (Centerville Community Foundation) to receive 0.5% of their transaction amount on Smile.Amazon.com.  Director Thacker made a motion to ask the City to advertise the AmazonSmile opportunity in the City newsletter.  Director Gutke seconded the motion, which passed by unanimous vote (6-0).

SIGN DONATION FROM HOGAN

Director Thacker reported that Hogan is willing to donate $12,000 toward the monument sign planned for the southeast corner of the Parrish Lane/1250 West intersection.  The donation of the sign was originally planned for last year, but was delayed for the intersection traffic signals to be installed.  Chair Dellastatious commented that the City should make sure Hogan and the Community Foundation get as much publicity as possible.

MISCELLANEOUS

•    Chair Dellastatious reported that he was contacted by an individual interested in donating a large amount of money for a specific purpose that would require substantial initial and ongoing funds from the City.  The donation was declined based on the decision that the specific purpose was not a good fit for the City.  Chair Dellastatious said he has been contacted again by the same individual.  He expressed a willingness to talk to the individual, but emphasized that all decisions will come back to the Board.
•    Mr. Smith reported that all 2015 IRS forms have been submitted.
•    The Board discussed whether or not staff time spent on the Community Foundation’s behalf should be tracked.  Director Gutke pointed out that for a service to be reported as an in-kind donation specific requirements must be met, and he is not certain the staff time would meet those requirements.  Directors Thacker and Cutler expressed a preference for staff to not be required to go to the effort of tracking the time.  Director Goff added he does not see a benefit.

BOARD OF DIRECTORS AND OFFICERS

Director Thacker reported that Directors are appointed to serve two-year terms, but Board officers do not have specific term lengths.  Director Gutke said he feels it would make sense to at least acknowledge that the officers are continuing in their positions in the minutes of the annual meeting.

Director Cutler made a motion to support the continuation of Jack Dellastatious as Chair of the Community Foundation, Steve Thacker as Secretary, and Jacob Smith as Treasurer.  Director Ince seconded the motion, which passed by unanimous vote (6-0).

CITY HALL LOBBY UPDATE

Director Cutler reported that the City Council allocated $5,000 in FY 2016 to replace chairs in the City Hall lobby in an effort to update the space.  He said he was contacted by a volunteer designer with the suggestion that local businesses could be approached for donations of furniture, paint, and other materials to further improve the appearance and functionality of the lobby.  The Board moved to the lobby to look at an idea board prepared by the volunteer designer and discuss possibilities.  The ideas prepared would require more than the $5,000 allocated by the City Council.  The Board discussed possible donors, and indicated willingness to contact individuals and businesses. Jack and Gary agreed to contact the CEO of RC Willey, Scott Hymas, who lives in Centerville.

RECOGNITION OF POLICE DEPARTMENT

Chair Dellastatious repeated his desire for the Community Foundation to provide funds to recognize the City’s Police force, with the intention that the City would use the funds to plan and coordinate the recognition.  Director Thacker agreed to speak with the Police Chief about appropriate and meaningful ways to recognize the Police Department.  Director Ince suggested that recognition of the Fire Department would also be appropriate.

DIRECTION/VISION OF FOUNDATION

Chair Dellastatious stated he feels it very important for the Community Foundation to have greater visibility.  He expressed a desire to utilize the City newsletter, increase conversations with the business community, and possibly recruit individuals willing to help the Community Foundation apply for nonspecific grants.

NEXT MEETING

The Community Foundation Board of Directors will next meet on Wednesday, May 18, 2016 at 5:00 p.m.

ADJOURNMENT

At 6:35 p.m. Director Thacker made a motion to adjourn the meeting.  Chair Dellastatious seconded the motion, which passed by unanimous vote (6-0).

____________________________        ___04-04-2015________
Jack Dellastatious, Chair                            Date Approved

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Katie Rust, Recording Secretary