THE FRIENDS OF CHABOT COLLEGE
Board of Directors Meeting
Wednesday, June 25, 2014 • 1:00 – 3:00 pm
Chabot College • 25555 Hesperian Blvd. • Hayward, CA • 94545
Event Center • Building 700 South
MINUTES
Voting Members Present
Vice Chair/Secretary Pat Gacoscos
Ms. Marita Cheng
Dr. Hal Gin
Ms. Melinda Matsuda
Mr. Obray Van Buren
Voting Members Not Present
Chair Mark Salinas
Chief Sheryl Boykins
Ex-Officio Members Present
Chabot College Vice President for Administrative Services Connie Willis
Executive Director for the Office of Development and the Foundation Dr. María Ochoa
Ex-Officio Member Not Present
Chabot College President Dr. Susan Sperling
1. Call to Order – Roll Call - Pat Gacoscos
Vice Chair-Secretary Gacoscos called the meeting to order at 1:00 p.m.
2. Approval of Minutes for March 25, 2014
There were no changes to the Minutes. Dr. Gin moved and Ms. Cheng seconded a motion to
accept the Minutes as presented. 5 Ayes, 0 Nayes, motion passed.
3. Action Items
Mission, Vision, and Values Statements – Review and Ratification
Board Members asked that this discussion be moved to the end of the Action Items list in order
to maximize time spent on this important matter.
Gift Acceptance Policies and Procedures Manual – Review and Ratification
Dr. Ochoa reported that when she began her duties as Executive Director in January 2014, The
Friends of Chabot College did not have its tax exempt 501(c)(3) status in place. As a result, she
began crafting the application with assistance from Mr. Randy Parent legal counsel to the Chabot
Las Positas Community College District (CLPCCD). Dr. Ochoa submitted the application to the
Internal Revenue Service on March 17. According to information received from Mr. Parent, the
THE FRIENDS OF CHABOT COLLEGE • Board of Directors Meeting Minutes •
Wednesday, June 25, 2014
process and eventual receipt of a letter of determination ought to occur within 90 days of receipt
of the application by the IRS. That 90 day period concludes on Monday, June 30. During the
period while awaiting word regarding the application, Dr. Ochoa developed internal operations
and procedures guidelines for consideration by the Board. The first to be reviewed by Board
Members is the draft Gift Acceptance Policies manual. Ms. Cheng said the policies were clear
and that she liked the Definition of Key Terms. She also stated an earlier presentation by Mr.
Parent was helpful when reviewing the Restrictions on Giving found on page six. There was
discussion regarding the naming of buildings as described on page six of the Gift Acceptance
Polices. Dr. Gin reminded the Board Members that a proposal to name a building or facility
would initially take place at The Foundation level, but would require final review and discussion
by the CLPCCD Board of Trustees as stated in the proposed policies. Mr. Van Buren moved
and Dr. Gin seconded a motion to accept the Gift Acceptance Policies manual as presented.
5 Ayes, 0 Nayes, motion passed.
Scholarship Donor Form and Acceptance Policies – Review and Ratification
Dr. Ochoa presented the draft Scholarship Donor Guidelines and Form. Mr. Van Buren
suggested that the form indicate with a box or line an option for the donor wishes make a gift
anonymous. Board Members agreed to include such an option for prospective donors. There was
discussion regarding the In Memoriam policy. Dr. Ochoa responded to questions regarding the
various descriptions of scholarship giving levels. For example, annual scholarships are not
named unless the gift is in the amount of $500 or more. Board Members indicated that they
would like to consider combining gifts of $250 into larger scholarships. Ms. Cheng offered that
she would like the Board to consider developing a one-time emergency fund for students. Ms.
Matsuda stated that this type of fund was once available to students and intended for textbook
acquisitions by students in need.
Ms. Matsuda inquired as to the status of scholarships associated with Chabot College via the
former Chabot College Foundation. Dr. Ochoa reported that when the former foundation
dissolved its relationship to the college some of the scholarships administered at that time were
transferred to the CLPCCD Foundation for continued administration. However, she continued,
there are scholarships that are currently coordinated by the Chabot College Office of Student
Life and by various designated academic departments and service units on campus. Further some
donors, such as the American Association of University Women provide scholarships to Chabot
students but administer the funds and select the students themselves. A discussion ensued
regarding the ways in which the Board Members might serve as members of various scholarship
selection committees. The Board Members present indicated that they do not want to serve on
the selection committees. However, Board Members want to be informed about the progression
of the scholarship fundraising process and the granting of the scholarships to students. Further,
Board Members ask that they be invited to events and celebrations where scholarships are
awarded to students. Dr. Gin moved and Ms. Cheng seconded a motion to accept the
Scholarship Policies and Donation Form with recommended changes. 5 Ayes, 0 Nayes,
motion passed.
Mission, Vision and Values Statements – Review and Ratification
At this time, the Mission, Vision and Values Statements discussion was taken up. The Mission,
Vision and Values Statements were preliminarily discussed at the March 25 Board meeting, and
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in the interim, Dr. Ochoa provided Board Members with examples of various statements applied
by community colleges and their foundations. Dr. Gin expressed his favorable opinion of the
mission and values statement of Las Positas College because it was succinct and to the point. At
this time, the Board Members engaged in a brainstorming activity to develop the various
statements. Dr. Gin volunteered to serve as the scribe and facilitator of the discussion. Member
Matsuda will ask Dr. Carolyn Arnold, Coordinator of Institutional Research & Grants for Chabot
College, to provide a document that enumerates the differences between the Mission, Vision and
Goals statements that was circulated when the college developed their statements. The Board
Members did not wish to emulate the Ohlone College Foundation approach because it reiterated
the mission of the college and its language does not sufficiently distinguish itself as the
development and fundraising arm of the college. Board Members agreed to continue the
conversation on-line and conclude their deliberations with decisions at the next meeting on
September 26. Dr. Ochoa will coordinate the versions that the Board Members wish to review.
4. Board Members’ Remarks, Reports and Recommendations for Action
Executive Committee – Pat Gacoscos
Vice Chair/Secretary Gacoscos reported that she and Chair Salinas met with Dr. Ochoa to
discuss ideas for building the internal and external functions of The Foundation. They focused
on the need for more community outreach activities including speaking engagements at area
service organizations such as Rotary Clubs and local Chambers of Commerce. They also
suggested making presentations to city councils and school boards within the Chabot College
service area in order to create stronger relationships with these two levels of policy makers. Vice
Chair/Secretary Gacoscos reported that she and Dr. Ochoa attended the New Haven Schools
Foundation Annual Scholarship luncheon in April. Chabot College Vice Presidents Stacy
Thompson and Matt Kritscher were also present at this celebration. Vice Chair/Secretary
Gacoscos recommended asking others to be part of committees organized outside of the college
campus. She suggested that The Friends of Chabot College Board Members consider attending
the 10th Annual Sister City Festival in Union City. Dr. Ochoa announced that she had purchased
a table of ten for use by the ten Board Members of The Foundation. If Board Members wished to
bring a guest, then another table could be acquired with Members contributing $15 per guest.
Vice Chair/Secretary Gacoscos offered advertisement space was available in the program for a
contribution of $100. The event will be held on Sunday, August 24 beginning at 3 pm in the
Mark Green Sports Center
Development Committee – Sheryl Boykins (Community Outreach); Melinda Matsuda
(Retiree Affinity Group); Obray Van Buren (Fundraising)
Dr. Ochoa reported that she had met with Chief Boykins, who was unable to be present for the
Board meeting, regarding her ideas for community outreach activities. Chief Boykins suggested
developing an outreach program called Leadership Chabot. This initiative would focus on three
constituencies: veterans, women, and survivors. Chief Boykins also suggested developing
outreach programs for high school students and providing tours to middle school students as
important community outreach functions among youth. More discussion will take place
regarding her suggestions at the next Board meeting.
Ms. Matsuda reported that she was involved in a number of activities associated with
establishing a Chabot College retiree affinity group. In order to engage retirees, she has
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developed a variety of suggested activities including a telephone outreach function where retirees
would call alumni for contributions. Ms. Matsuda is planning a day trip, possibly to the Di Rosa
Art Preserve in the Napa Valley. In addition, she reported attending with Dr. Ochoa an annual
luncheon of retirees convened by former VP-SS Dr. Arthur Larsen. Dr. Larsen requested a
follow-up meeting with Ms. Matsuda and Dr. Ochoa to discuss his ideas and next steps. Ms.
Matsuda asked that Board Members email her with their ideas for enhancing and expanding the
strategies for involving Chabot College retirees.
Mr. Van Buren reported that he had met with Dr. Ochoa regarding possible fundraising activities
and goals. He suggested a fundraising goal of $150,000 for the first year. Mr. Van Buren
suggested hosting a golf tournament and a gala as two events that would likely interest
prospective donors. Ms. Cheng will look into the possibility of hosting a golf tournament at the
Skywest Golf Course. Board Members liked the idea of having an inaugural gala to kickoff The
Friends of Chabot College. They suggested inviting famous alumni such as Tom Hanks to a
black tie affair. Another suggestion was to have wine tasting in Hayward.
Finance and Audit – Hal Gin and Marita Cheng
Dr. Gin and Ms. Cheng reported that they are ready to work on these matters when the
fundraising begins in earnest. They will set up a meeting with VP-AS Willis prior to the next
Board meeting in September.
5. Ex Officio Board Member Reports
President’s Report – Dr. Susan Sperling
Due to Dr. Sperling’s absence a report was not available to the Board.
Finance Report – Connie Willis
VP-AS Willis asked the Board members if they had any questions. Board Members said they
would assemble their questions and provide them to VP-AS Willis for discussion at the next
meeting in September.
Executive Director’s Report – Dr. María Ochoa
Dr. Ochoa reported that she met with a prospective donor and college representatives regarding
the Gerald A. Shimada Memorial Scholarship. The fund received an initial gift of $5,000 from
Marilyn Gee. She future reported that Alameda County District Two Supervisor Richard Valle is
sponsoring four students for summer camp; two students from Union City and two from
Hayward. A promising discussion is underway regarding a significant gift of funds for veterans’
scholarships. She reported that Fresh and Natural provided an in-kind contribution of breakfast
and lunch refreshments for the day’s retreat and Board Meeting. Fresh and Natural campus
manager Ms. Naomi Parke was applauded by Board Members in thanks for her in-kind
contribution. Dr. Ochoa announced that a State of the City luncheon hosted by the Chabot
College Office of the President and the Hayward Chamber of Commerce is being held on July 9
in the Event Center. The following evening on July 9, Dr. Sperling will provide welcoming
remarks to the Alameda County Mayors Conference whose monthly meeting will take place in
the Event Center. Dr. Ochoa discussed the important ways in which such events assist in
elevating the profile of the college and permit college leadership to connect and network with
key public officials.
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Dr. Ochoa reported that on Saturday, July 5, the Hayward Area Historical Society (HAHS) is
producing a stage production written and directed by Chabot College Professor Linda AmayoHassan. She also announced that on Saturday, September 20, between 11 am and 4 pm, HAHS
will officially begin its start of the Chabot College collection. The day’s activities will include a
pop-up exhibition, scanning of photos that document Chabot history, as well as the intake of
artifacts to the archive. More details will follow as the time grows closer to the day of the event.
Dr. Ochoa pointed Board Members to the document “The Friends of Chabot College: Identifying
Realities, Creating the Vision.” The document is intended to foster a discussion at the September
Board Meeting. At that same time, a strategic plan for the Board will be reviewed and adopted.
Dr. Ochoa anticipates that there will be a modest special event held in the fall. She asked Board
Members to inform her of any possible timing conflicts with already scheduled community
events.
The next Board meeting is scheduled for Wednesday, September 24, 4 pm. It is the Annual
Meeting for The Friends of Chabot College and Board Officers will be elected at that time, and
three Board Members (Ms. Boykins, Ms. Cheng, Mr. Van Buren) are scheduled for re-election.
6. Adjournment
Vice Chair/Secretary Gacoscos adjourned the meeting at 3:00 p.m.
Respectfully submitted,
______________________________________
Pat Gacoscos, Vice Chair-Secretary
Any person with a disability may request this agenda be made available in an appropriate alternative format. A
request for a disability-related modification or accommodation may be made by a person with a disability who
requires a modification or accommodation in order to participate in the public meeting to the Office of Development
and the Foundation, 25555 Hesperian Blvd., Hayward, CA 94545, 510-723-7091, between 8:00 a.m. and 5:00 p.m.
at least 48 hours before the meeting. Pursuant to Government Code 54957.5: Supplemental materials distributed less
than 72 hours before this meeting, to a majority of The Friends of Chabot College Board will be made available for
public inspection at this meeting and at the Office of Development and the Foundation located at 25555 Hesperian
Blvd., Hayward, CA 94545 during normal business hours. Materials prepared by The Friends of Chabot College and
distributed during the meeting are available for public inspection at the meeting or after the meeting if prepared by
some other person. Documents related to closed session items or are exempt from disclosure will not be made
available for public inspection.
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