Ms. Long moved and Ms. Kenney seconded a motion to approve the August 17, 2017, Regular Meeting Agenda as presented

Transcription

1 RICHLAND PUBLIC FACILITIES DISTRICT REACH, 1943 COLUMBIA PARK TRAIL, RICHLAND THURSDAY, AUGUST 17, 2017 MEETING TIME: 5:30 P.M. REGULAR MEETING: #08-02 MINUTES CALL TO ORDER President Dan Boyd called the meeting to order at 5:36 p.m. ROLL CALL MEMBERS Dan Boyd, President Shirley Long, Secretary/Treasurer Bill King Veronica Kenney LIAISONS City Council Liaison: Phillip Lemley The Reach Foundation: Ron Lerch City Liaison: Kerwin Jensen Alternate Council Liaison: Sandra Kent Excused Excused Absent STAFF Rosanna Sharpe, Executive Director Dianna Millsap, Executive Assistant Sherri Fluaitte, Finance Manager APPROVAL OF AGENDA Ms. Long moved and Ms. Kenney seconded a motion to approve the August 17, 2017, Regular Meeting Agenda as presented Motion Carried 4-0 Mr. Boyd informed members that Stan Jones has accepted a position in California. His working hours will not allow him to be present or to call in at the RPFD meetings so he has resigned his position on the board. It was consensus of all board members to publically recognize and thank Mr. Jones for his service and dedication. APPROVAL OF CONSENT AGENDA The June 21, 2017, regular meeting minutes were pulled from the consent agenda. Ms. Long moved and Mr. King seconded a motion to approve the August 17, 2017, Consent Agenda as amended Motion Carried 4-0 1

2 APPROVAL OF MINUTES Mr. King moved and Ms. Long seconded a motion to approve the June 21, 2017, Regular Meeting Minutes as presented Motion Carried 3-0 (Ms. Kenney abstained) COMMITTEE/LIAISON COMMENTS City Council Phillip Lemley None Reach Foundation Ron Lerch Mr. Lerch provided highlights from the August 14, 2017, Reach Foundation meeting: The foundation is working on their fall fundraiser. Ideas being considered: o Concert and dance similar to the past CREHST Spring Fling event. Music by the Lionel Hampton, School of Music Jazz Band from the University of Idaho. Gwen Leth is working to coordinate a date with the band. If not in the fall, the foundation may consider this event in the spring. Diane Hoch has offered to sponsor the band. o Mess Hall Dinner, possibly a joint project with the B Reactor Museum Association Reach Foundation payments to the Richland PFD: o $15, First 5 months payments o $20, Endowment o $33, Spring fundraiser Mr. Lerch reported that the concrete on the amphitheater stage is failing. He noticed this while attending the Cystic Fibrosis fundraiser at the REACH on August 12, Mr. Lerch has reported this to foundation members and Columbia Center Rotary will be notified. Mr. Lerch reported that Ms. Carswell has been researching changes to the website and has found a local designer that would like to redo the website. Once in place the monthly charge would be $ Foundation members agreed that Ms. Carswell should pursue this change. Foundation members agreed to pursue a proposal from the Master Singers to have a concert at the REACH next spring. The foundation will sponsor the event using the event as a fundraiser for the foundation, selling wine, desserts and hosting a live event for Reach Foundation Patrons as guests. Ms. Sharpe added that she and Doug Hamrick have been retooling the Corporate Membership program. Foundation members approved consolidating the membership levels and revising the membership benefits so that they more readily meet what corporate members are utilizing. City Liaison Kerwin Jensen Mr. Jensen reported that the City would have the final public hearing regarding the comprehensive plan on August 30, 2017, with the planning commission. Public attendees have expressed interest in the future of Columbia Point South and the 650 George Washington Way development. It will be another year before the developer will close and begin construction at 650 George Washington Way. 2

3 PUBLIC COMMENTS None REPORTS AND CORRESPONDENCE Executive Director Report July and August Ms. Sharpe reported that she is starting to transition from her initial relationship building to cultivating relationships. Ms. Sharpe is keeping a record of her meetings in DonorPro, developing a history and how the relationship stands in terms of cultivation. Ms. Sharpe provided highlights of the Executive Director s Report - Working on the REACH brand and the best way to go about getting a marketing and branding plan. Ms. Sharpe has met with Ms. Carswell and Ms. Williams regarding a marketing plan for Developing partnerships with agencies that may provide more capacity is part of the plan. - Ms. Sharpe attended the July 27, 2017, Columbia Center Rotary meeting. Two rotary presentations have been scheduled, Richland Rotary and Columbia Center Rotary with a goal to start messaging what programming looks like, what some of the strategic missions are and to start building consensus to develop a unified message. - Ms. Sharpe has met with Ms. Kenney and Ms. Shafer to begin formalizing the Education Steering Committee process and identifying committee members. Ms. Kenney added that the way to connect with school districts is to be a part of the discussion and ask how we can better serve and find ways to access funding to support education programs at the REACH. Education staff will be working with Marcus Whitman Elementary again this year, expanding on the programming. - REACH staff gathered after work to do some team building and to bond as a team. A staff retreat will be convened mid-september to discuss signature events, operations, implement education programs, and to articulate programs, dates, and audience strategy for Ms. Sharpe will be meeting with Ms. Cranford and Ms. Fluaitte to talk about boosting admissions to the end of the year. BUDGET COMMITTEE Fund 631 City of Richland Balance Sheets Dan Boyd Copies of the April, May and June City of Richland Fund 631 Balance Sheets were provided to members. Mr. Boyd referred members to the June 2017, balance sheet for review. - Page One o Cash & Equivalents Ending Balance $201, cash that is accessible by the Richland PFD o Cash-Bond Debt Service Principle and Interest $115, set aside for debt service payment o Cash Debt Service Reserve $332, debt service reserve The City of Richland accounting department informed Mr. Boyd that the $69, Facility Contingency Fund payment transfer from the Fund 631 Debt Service account was done in July. NEW BUSINESS Review Foundation Agreement Rosanna Sharpe Ms. Sharpe has reviewed the Foundation Agreement entered into between the Richland PFD and the Reach Foundation on April 7, Ms. Sharpe brought forward some questions regarding this agreement and referred members to the sections of the agreement shown below: 3

4 Page 2 Section I. Separate Obligations Item A-5 The Reach Foundation, in addition to securing gifts, will also support Interpretive Center Requests (submitted in writing) for the development of both programming and exhibit production. When these items are completed, the Interpretive Center will be bound to accept them per the specifications in the request. When transferred and/or installed respectively to the Interpretive Center, they will be complete, functional and selfcontained, and become the sole property of the Interpretive Center to utilize as the organization sees fit; Ms. Sharpe questioned the reason for the language and the rational. Members agreed the language seems unnecessary. The board will revisit the agreement. In the meantime, the current agreement will remain in force. Page 2 Section I. Separate Obligations Item A-8 The Interpretive Center will submit to the Reach Foundation on a regular basis an invoice of charges based on staff time taken to support Reach Foundation activities. Funds will be deposited to the Interpretive Center's Operations Account within five days of receipt; this support will continue until such time as the Reach Foundation has hired staff to manage administration; Ms. Sharpe has discussed this with Ms. Fluaitte, and Ms. Fluaitte is comfortable capping foundation work time at 2 hours per week. Outside of that, when staff demand may go up due to a fundraiser, the foundation will be billed at $25.00 per hour for staff time. Ms. Sharpe would like to be the recipient of requests for staff time. Staff time will be billed as it is utilized, this can be easily tracked on staff time sheets. Page 3 Section I. Separate Obligations Item B-2 Provide the Reach Foundation with use of office machines, materials and services as reasonably required for the operations of the Reach Foundation, including consumable office supplies, telephone service, postage, use of word-processing, photocopying, facsimile transmission, duplication, publication, and audio-visual equipment and services, and part-time professional and/or staff services. These materials and services will be constrained by Section II (C) of this Agreement. The time allocated to services to the Reach Foundation shall not be full time for any non-foundation Interpretive Center employee. Ms. Sharpe pointed out that a previous section of the agreement addressed staff time and asked for clarification regarding shall not be full time for any non-foundation Interpretive Center employee. Mr. Boyd responded that the RPFD did not want to have an employee that the RPFD is paying working full time for the foundation. Mr. Boyd suggested that Ms. Sharpe approach Mr. Lerch and Mr. Siron with her concerns. Consensus of members is that it is time to revisit the foundation agreement, it is appropriate to tweak the agreement from time to time. Strategic Plan Process Rosanna Sharpe Ms. Sharpe presented the Executive Director s 2017 Work Plan to provide transparency and ensure that she is meeting the expectations of the board. Ms. Sharpe reviewed the plan with members and requested feedback. To date Ms. Sharpe has been developing relationships, assessing the social, political and economic landscape, getting an understanding of staff, operational and facility needs, and developing priorities for future operating budgets. 4

5 Tier 1: 2017 Budget is Delivered Delivering the 2018-balanced budget at the end of the year is a priority. Tier 2: 2018 Budget is Formulated Ms. Sharpe is working with Ms. Fluaitte and the finance committee to make sure the 2018 budget is formulated on time. Ms. Sharpe expressed interest in having a joint Richland PFD Board and Reach Foundation retreat related to the budget agenda and to re-formalize the agreement. The purpose of the retreat is to ensure that all members of the RPFD and foundation are aware of the landscape for Tier 3: Steering Committees Formed Sustainability and Capitalization Committee Need to identify a partner. Education Steering Committee - Ms. Kenney and education staff will assist in developing this committee. Marketing - Ms. Sharpe will lead on marketing with Ms. Williams and Ms. Carswell. Two stakeholders in our donor base have already offered to help. Tier 4: Strategic Planning Process Codified Ms. Sharpe will research who can facilitate and what the cost might be for the planning process. She believes there are some prospects to help fund a facilitator. This is an integral part of the REACH being sustainable. Tier 5: Signature Annual Events Determined Before the end of the year, Ms. Sharpe would like to have signature events determined. This will be addressed at the staff retreat in September, with a goal of making sure that these events are entertaining, educational, and cultural. Mission: Need a codified mission. Ms. Sharpe is working on this, taking into consideration what people think the mission is and synthesizing that, she will present a draft. Vision Statement: The current vision statement is valid and relevant. It will be refined a little by the steering committee. Ms. Sharpe feels that we need to state our niche; the more we state it the more we act upon it the more we articulate it, the more people will hear it and return to this space. Values: A public partner policy and procedure has been drafted to provide consistency on how we work with our partners and to protect the REACH resources. Ms. Sharpe reviewed with members the Strategic Planning Outline 1. REACH complies with Museum Best Practices 2. Guiding documents are authored and ratified 3. Education Program and Personnel 4. Sustainability and Capitalization 5. Marketing and Brand 6. Facility and Operations Ms. Sharpe added that she integrated information that Mr. Ceto had given her into the plan. Ms. Sharpe asked that board members review the Strategic Plan Process and provide feedback. UNSCHEDULED ITEMS None NEXT MEETING SCHEDULE The next regular Richland PFD meeting is September 21,

6 ADJOURNMENT Ms. Long moved and Mr. King seconded a motion to adjourn Motion Carried 4-0 President Boyd adjourned the regular meeting at 7:11 p.m. Prepared by: Dianna Millsap Reviewed by 6