Centerville City Hall
250 N. Main Street
Centerville, UT 84014
(801) 292-8034 fax
8:00 a.m. to 5:00 p.m.
Monday - Friday
October 27, 2015
Minutes of the Centerville Community Foundation Board of Directors meeting held Tuesday, October 27, 2015 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
David Gutke, Director
Steve Thacker, Secretary/Director
OTHERS PRESENT Jacob Smith, Management Assistant
Katie Rust, Recording Secretary
ABSENT Blaine Lutz, Treasurer
Director Thacker reported that the 2014 Community Foundation Form 990-EZ has been filed with the IRS, and the 2015 form is due in May of 2016. Jacob Smith, Management Assistant, will be responsible for filing the IRS report for 2015 as well as renewing the annual Charitable Organization registration/report with the State of Utah. Director Gutke agreed to advise Mr. Smith regarding the preparation of these reports. Mr. Smith provided a year-to-date summary of income and expenses and agreed to make necessary corrections. A summary of 2015 in-kind donations was reviewed, and Director Thacker updated the Board regarding the donation of a sign from Hogan Construction for a corner of the 1250 West/Parrish Lane intersection. Chair Dellastatious asked if the sign will be lit. Director Cutler responded that the design has not been finalized.
It was agreed that follow-up should occur regarding the Whitaker Museum garden sign donation from Thomas & Sons. Director Gutke advised that letters acknowledging donations should not be issued by the Foundation until donations are actually received, and agreed to consult with Chair Dellastatious regarding whether or not a monetary value should be included in the letters. If the Thomas & Sons or Hogan sign donations are not received by end of 2015, letters should be sent canceling the earlier letters sent to them.
Director Cutler expressed concern regarding the $5.00 per month banking fee on the financial statement. Chair Dellastatious agreed to contact the Wells Fargo Manager regarding the monthly service fee. Director Thacker reported that all donations given for specific Centennial Celebration activities have been transferred to the Celebration account, other than the Cutlers’ $400 donation for Main Street banners. The Board of Directors discussed the intent of specific donations.
At 5:49 p.m. the Directors took a brief dinner break and continued their discussion at 5:55 p.m.
HOW TO FUND FOUNDATION’S FUTURE OPERATING EXPENSES
Chair Dellastatious reported that the Community Foundation business cards paid for by the City’s General Fund have been valuable when soliciting contributions. He also mentioned that his personal funds spent on the Foundation’s behalf for paper goods, postage, and travel expenses have added up, and suggested that 10% of future donations to the Foundation would be reasonable to use for operating expenses. Director Thacker agreed that an amount in the budget for annual operating expenses would be justified. He explained that not all of the funds budgeted by the City for the volunteer dinner were used thanks to a donation received through the Foundation. Director Thacker expressed willingness to explain the savings to the City Council and suggest reallocation of a portion of the savings for Foundation operating expenses. Chair Dellastatious agreed to work with Director Thacker to compile a list of anticipated operating expenses to present to the Council. Director Gutke stated he does not have a problem with using some of the remaining funds this year for operating expenses, but he feels it important that the City not subsidize the Foundation. He added that the Centennial Celebration has been a motivation for citizens to donate this year, and the Foundation may not experience the same level of donation in the future. If future revenue does not support the operating expenses, expenditures will need to be cut back. Chair Dellastatious suggested that, if necessary, a percentage of donations could go toward operating expenses.
Chair Dellastatious suggested that honoring the Police Department would be an appropriate cause for which to solicit donations in the future. He expressed confidence that the Foundation does not need a big occasion to successfully raise money; it needs contact with the right people. Director Gutke stated that the two foundations he has worked with as an auditor, the Jackson Hole and Park City Foundations, collect donations and distribute the funds to nonprofit organizations throughout the communities. He expressed the hope that the Centerville Community Foundation will generate revenue for the City – not become another committee funded by the City. Director Gutke said that fundraising goals should be to first cover operating expenses, with the excess going to the City’s benefit.
The Board agreed with Director Thacker approaching the Council regarding reallocation of a portion of the funds saved from the volunteer dinner for future general operating expenses of the Foundation. Director Gutke suggested Director Thacker emphasize that the City received a net benefit.
REPORTS ON TRAINING RECEIVED
Mr. Smith reported on a training seminar he and Chair Dellastatious attended regarding charitable organizations. He stated the Foundation should probably file a Form 990-N rather than a 990-EZ. Chair Dellastatious reported on training he received at Weber State University regarding grant writing, and said he will meet soon with a gentleman he met at the training who may be willing to write grants for the Foundation.
BOARD OF DIRECTORS AND OFFICERS
The Board reviewed member and officer terms. Director Thacker made a motion to appoint Jake Smith as treasurer of the Community Foundation, replacing Blaine Lutz. Chair Dellastatious seconded the motion, which passed by unanimous vote (4-0). The Board discussed potential Board members, and Chair Dellastatious emphasized the need for dedicated, engaged members.
At 6:52 p.m. Director Gutke made a motion to adjourn the meeting. Director Thacker seconded the motion, which passed by unanimous vote (4-0).
Jack Dellastatious, Chair Date Approved
Katie Rust, Recording Secretary