HomeMy WebLinkAbout1998/05/07 - Agenda Packet - Library Board of Trustees DECLARATION OF POSTING OF AGENDA
¥I¥IAN GARCIA states and declares as follows:
I presently am, and at all times mentioned herein have
been, the Administrative Secretary of the Library of Rancho
Cucamonga. Acting in that capacity, on~ 3~ /?~ ,
at /JO0~.~. , I posted a true and correct copy of the meeting
agenda dat.d,
at
10500
Civic
Center Drive, Rancho Cucamongal
I declare under penalty of perjury that the foregoing is
true and correct and that this declaration was executed on
z-/-3°-78 , at Rancho Cucamonga.
DEBORAH KAYE CLARK, LIBRARY MANAGER
City of Rancho Cucamonga
Vivian Garcia, Administrative
Secretary
City of Rancho Cucamonga
Schedule B
D2b
BALANCE SHEET
JULY - APRIL
FY 1997198
Revenues Earned Projected Loss/Gain
Fines & Fees $97,897 $77,170 $20,727 26.9%
Media Rentals $52,128 $52,142 ($15) -0.0%
Sales $254 $0 $254
APS $8,183 $7,507 $676 9.0%
Information Services Fees $978 $835 $143 17.1%
Misc. Revenues $223 $0 $223
Totals: $159,663 $137,655 $22,008 16.0%
Part Time Salaries Spent Projected Loss/Gain
$182,057 $182,248 $191
Salary Savings $6,426
Balance for
Year through April $28,625
Projected End of the Year
Donations: Received Projected Over/Under
Friends $45,000 $50,000 ($5,000)
Telethon $46,000 $30,000 $16,000
Schedule A
D2a
REVENUE REPORT FINES MEDIA LIBRARY REF
April 1998 & FEES RENTALS SALES SERV.
April 1 $665.00 $231.20 $0.00 ;2.40
April 2 $609.15 $221.67 $0.00 ;10.00
April 3 $269.00 $222.32 $0.00 ;0.00
April 4 & 5 $573.88 $391.50 $0.00 ;37.80
$0.00 $0.00 $0.00 ;0.00
April 6 $358.26 $268.62 $0.00 ;5.00
April 7 $528.93 $246.96 $0.00 ;0.00
April 8 $457.62 $225.86 $0.00 2.00
April 9 $450.65 $200.29 $2.78 2.00
April 10 $407.09 $163.63 $0.00 0.00
April 11 $271.28 $195.65 $0.00 2.00
April 12 - closed $0.00 $0.00 $0.00 0.00
April 13 $675.95 $245.56 $2.78 2.00
April 14 $676.20 $255.30 $0.00 10.00
April 15 $508.48 $249.78 $0.00 2.00
April 16 $444.60 $210.98 $0.00 5.10
April 17 $109.40 $128.35 $0.00 0.00
April 18 & 19 $656.49 $226.95 $0.00 2.35
$0.00 $0.00 $0.00 0.00
April 20 $576.65 $200.86 $0.00 0.00
April 21 $36i .70 $177.34 $0.00 0.00
April 22 $576.05 $i66.23 $0.00 0.00
April 23 $307.20 $191.94 $0.00 0.00
April 24 $369.34 $241.09 $0.00 10.00
April 25 & 26 $615.54 $269.54 $0.00 2.00
$0.00 $0.00 $0.00 0.00
April 27 $730.84 $i44.86 Si .87 2.00
April 28 $464.32 $160.84 $3.50 2.78
April 29 $308.95 $190.84 $0.00 0.00
April 30 $491.85 $217.95 $8.34 0.00
TOTALS: $12,464.42 $5,646.11 $19.27 $99.43
April 97 TOTALS $10,432.58 $4,667.88 $26.88 $40.30
% CHANGE 19% 21% -28% 147%
April 98 April 97
TOTAL LIBRARY INCOME $18,229 $15,168
97/98 Proj:
Daily Average Fines $415.48 $264.28
Daily Average Media $188.20 $178.57
Daily Average Sales $0.64 $0.00
Daily Average Ref. Fees $3.31 $2.86
Daily Average APS $21.52 $25.71
Includes photocopy funds of: $645.73
Includes Tech Center funds of: $0.00
DAILY TOTALS $629.17 $471.42
GAIN/LOSS ON PRO J: $4,890
PERSONNEL EXPENSES
Part time Salaries $20,434 $19,184
GAIN/LOSS ON PRO J: ($1,250)
BALANCE $3,639.95
D1
Page 1
STATISTICS MAR 98 MAR 97 FY 97/98 FY 96/97
Days Open 30 30 262 262
Items Borrowed 65,981 61,033 526,708 495,781
Average Daily 2,199 2,034 2,010 1,892
% Change 8% 6%
Patrons Registered 1,180 1,290 10,116 10,387
Average Daily 39 43 39 40
% Change -9% -3%
Information Questions 10,235 10,016 77,539 70,264
Average Daily 341 334 296 268
% Change 2% 10%
Items Classified 1,393 1,175 12,749 10,840
% Change 19% 18%
Volunteer Hours 489 352 2,778 2973
% Change 39% -7%
Interlibmry Loan
Books Borrowed 8 6 56 54
ADULT SERVICES
Information Questions 5,877 5,950 47,016 41,542
Average Daily 196 198 179 159
% Change -1% 13%
Programs/Classes Attendance 0 0 221 87
# of Sessions 0 0 8 4
Aver. per session 0 0 28 22
Tours/Group Visits To the Library 15 0 313 101
Number of Tours 1 0 13 9
Aver. per session 15 0 24 11
CHILDRENS SERVICES
Information Questions 4,358 4,066 30,742 28,722
Average Daily 145 136 117 110
% Change 7% 7%
Preschool Storytime Attendance 495 380 3,474 3060
# of Sessions 16 15 127 124
Aver. per session 31 25 27 25
Afterschool Storytime Attendance 116 85 1,029 775
# of Sessions 4 4 40 29
Aver. per session 29 21 26 27
Special Events Program Attendance 7 45 544 360
# of Sessions 1 1 41 7
Aver. per session 7 45 13 51
Group Visits to Library 56 107 909 653
# of Sessions 4 8 47 34
Aver. per session 14 13 19 19
School Visits by Staff 0 122 259 280
# of Visits 0 3 6 6
D1
Page 2
STATISTICS APR 98 APR 97 FY 97/98 FY 96/97
Days Open 29 30 291 292
Items Borrowed 58,709 59,744 585,417 555,525
Average Daily 2,024 1,991 2,012 1 302
% Change 2% 6%
Patrons Registered 1,139 1,217 11,255 11,604
Average Daily 39 41 39 40
% Change -3% -3%
Information Questions 9,001 8,870 77,539 79,134
Average Daily 310 296 266 271
% Change 5% -2%
Items Classified 1,147 1,174 13,896 12,014
% Change -2% 16%
Volunteer Houm 251 188 3,029 3,161
% Change 34% -4%
Intsrlibrary Loan
Books Borrowed 5 4 61 58
ADULT SERVICES
Information Questions 5,450 5,420 52,466 46,962
Average Daily 188 181 180 161
% Change 4% 12%
Programs/Classes Attendance 20 25 241 112
# of Sessions 1 2 9 6
Aver. per session 20 13 27 19
Toum/Group Visits To the Library 65 10 378 111
Number of Tours 2 1 15 10
Aver. per session 33 10 25 11
CHILDRENS SERVICES
Information Questions 3,551 3,450 34,293 32,172
Average Daily 122 115 118 110
% Change 6% 7%
Preschool Storytime Attendance 381 476 3,855 3536
# of Sessions 16 18 143 142
Aver. per session 24 26 27 25
Afterachool $torytime Attendance 85 88 1,114 863
# of Sessions 4 4 44 33
Aver. per session 21 22 25 26
Special Events Program Attendance 0 73 544 433
# of Sessions 0 2 41 9
Aver. per session 0 37 13 48
Group Visits to Library 126 193 1,035 846
# of Sessions 6 6 53 40
Aver. per session 21 32 20 21
School Visits by Staff 0 0 259 280
# of Visits 0 0 6 6
TELETHON 98 KICK OFF REG. PRE TICKET EVENT FRIENDS CANNISTERS TOTALS
Preliminary Breakdown INCOME FEES PLEDGES SALES PLEDGES MATCHING
April 19, 1998
Monies pledged $2,705 $315 $21,000 ' $368 $23,506 $5,306 $46 $53,246
Monies received $2,705 $315 $19,000 $368 $19,341 $5,306 $46 $47,081
Monies outstanding $0 $0 $2,000 $0 $4,165 $0 $6,165
Pledges % of
Received Pledges
MARKS PLEDGES 172 44%
COMCAST PLEDGES 23 6%
IN PERSON 61 16%
VIP PLEDGES 137 35%
TOTAL PLEDGES 393
LIBRARY BOARD OF TRUSTEES
AGENDA
CITY OF RANCHO CUCAMONGA
REGULAR MEETING
First Thursday
7:00 p.m.
May 7, 1998
Civic Center
Council Chambers
10500 Civic Center Drive
Rancho Cucamonga, California 91730
City Councilmembers
William J. Alexander, Mayor
Diane Williams, Mayor Pro Tem
Paul Biane, Councilmember
James V. Curatalo, Councilmember
Boardmembers
Robert Howdyshell, President
Edward E. Swistock, President Pro Tern
Donna Bradshaw, Boardmember
Doris Dredd-Lee, Boardmember
.~ PAGE
Board of Library Trustees Agenda
Regular Meeting, May 7, 1998
A. CALL TO ORDER
1. Roll Call: Howdyshell , Bradshaw ,
Dredd-Lee and Swistock
B. ORAL COMMUNICATIONS
This is the time and place for the general public to address the Board of
Library Trustees. State law prohibits the Board from addressing any
issue not previously included on the Agenda.
1. Report from Delegation to the California Library Association
Conference Legislative Day, May 5th.
C. CONSENT CALENDAR
The following Consent Calendar items are expected to be routine and
non-controversial. They will be acted upon by the Board at one time
without discussion. Any item may be removed by a Boardmember or
member of the audience for discussion.
1. Approval of Minutes: March 5, 1998 2
April 2, 1998
April 14, 1998 6
D. LIBRARY DIRECTOR'S STAFF REPORTS
The following items do not legally require any public testimony,
although the President may open the meeting for public input.
1. Library Status Report: oral report presented by staff.
2. Budget report: presented by Deborah Clark, Library Director.
a. Status of current 1997/98 budget 9
b. Approval of proposed 1998/99 budget 16
3. Approval of Library Plan of Service for 1998/99. Presented by 27
Deborah Clark, Librmy Director.
PAGE
Board of Library Trustees Agenda 2
Re~,ular Me/~ting, May 7~ 1998
4. Oral report on the Technology Center. Presented by Robert Karatsu,
Principal Librarian.
1. Approval to charge a scanning fee of $3 per image 35
2. Approval to charge a $.50 fee to issue a temporary card 36
E. BOARD BUSINESS
The following items have been requested by. the Board of Library
Trustees for discussion. They are not public hearing items, although the _
President may open the meeting for public input.
1. Oral report on current status of filling vacancy on the Library Board
of Trustees. Deborah Clark, Library Director presenting.
2. Approve Libra~ Foundation Board action amending the Library 37?
Foundation Bylaws to require a member of the Board of Library
Trustees to also serve as Director on the Library Foundation. Report
by Deborah Clark, Library Director.
3. Review appointments of Board members serving as liaisons to 44
specific service areas. Report by Deborah Clark, Library Director.
F. IDENTIFICATION OF ITEMS FOR NEXT MEETING
This is the time for the Board of Library Trustees to identify the items
they wish to discuss at the next meeting. These items will not be
discussed at this meeting, only identified for the next meeting.
G. COMMUNICATIONS FROM THE PUBLIC
This is the time and place for the general public to address the Board of
Library Trustees. State law prohibits the Board from addressing any
issue not previously included on the Agenda.
H. ADJOURNMENT
I, Vivian Garcia, Library Administrative Secretary of the City of
Rancho Cucamonga, hereby certify that a true, accurate copy of the
foregoing agenda was posted on Thursday, April 30, 6:00 p.m., 1998,
seventy-two (72) hours prior to the meeting per Government Code 54953
at 10500 Civic Center Drive.
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: May 7, 1998
TO: President and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: APPROVAL OF MINUTES
RECOMMENDATION
That the Library Board of Trustees approve the Minutes of the Regular Meeting of the Board of Trustees
for the Regular Meetings of March 5 and April 2 and the Special Joint Meeting of April 14, 1998.
BACKGROUND
Minutes taken and compiled by Library Administrative Secretary Vivian Garcia.
~c~lly subnlittqd, ,/~/Q ~
CITY OF RANCHO CUCAMONGA
LIBRARY BOARD OF TRUSTEES
Regular Meeting
A. CALL TO ORDER
The regular meeting of the Library Board o£Trustees was held on Thursday, March 5, 1998, in the
Council Chambers of the City of Rancho Cucamonga, located at 10500 Civic Center Drive, Rancho
Cucamonga, California. The meeting was called to order at 7:00 p.m. and the pledge of allegiance
was led by President Pro Tern Swistock. Present were Boardmembers Bradshaw, Dredd-Lee and
Swistock.
Also present were: Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee
Tobin, Children's Services Supervisor and Rose Manela, Literacy Assistant.
B. ANNOUNCEMENTS
B 1. Resignation of Boardmember Gregory
Deborah Clark, Library Manager, reported to the Board the resignation of Gina Gregory.
C. CONSENT CALENDAR
Cl. Approval of minutes: December 4, 1997 (Dredd-Lee abstained)
February 5, 1998
C2. Approval of Study Room Policy
MOTION: Moved by Boardmember Bradshaw to approve the consent calendar, seconded by
Boardmember Swistock. Motion carried 3-0-1 (with Howdyshell absent).
D. LIBRARY DIRECTOR'S STAFF REPORTS
D 1. Library status report: oral report presented by staff.
Deborah Clark, Library Manager, gave an oral report of the Library to the Library Board.
Robert Karatsu, Principal Librarian, gave an oral report on the statistics of the Library.
Renee Tobin, Children's Services Supervisor, gave an oral report of the children's section.
2
Library Board Minutes
March 5, 1998
Page 2
D2. Budget report: presented by Deborah Clark, Library Manager.
a. Status of current 1997/98 budget
b. Proposed 1998/99 budget
Deborah Clark, Library Manager, reviewed the current and the proposed budget with the Board.
D3. Approval of grant application for LSTA fimding: "Back to Basics." Report by Renee Tobin,
Children's Services Supervisor.
Renee Tobin, Children's Services Supervisor reviewed the grant application with the Library Board.
MOTION: Moved by Boardmember Dredd-Lee to approve the grant application for LSTA funding,
seconded by Boardmember Swistock. Motion carried, 3-0-1 (with Howdyshell absent).
E. BOARD BUSINESS
El. Library Telethon Update: oral report by staff.
Deborah Clark, Library Manager, updated the Library Board on the Telethon.
E2. Review of rough draft of 1998/99 Plan of Service. Presented by Deborah Clark, Library
Manager.
Deborah Clark, Library Manager, review the 1998/99 Plan of Service with the Library Board.
The 1998/99 Plan of Service was requested to be returned at the next meeting.
E3. CLA Legislative Day, May 5, 1998. Oral report by Deborah Clark, Library Manager.
Deborah Clark, Library Manager, gave an oral report on CLA Legislative Day
E4. Approval to create "Smart Card" package and distribute as Telethon incentive. Report by
Deborah Clark, Library Manager.
Deborah Clark, Library Manager talked about the package with the Library Board.
3
Library Board Minutes
March 5, 1998
Page 3
MOTION: Moved by Boardmember Dredd-Lee to approve the "Smart Card" package, seconded by
Boardmember Bradshaw. Motion carried, 3-0-1 (with Howdyshell absent).
F. IDENTIFICATION OF ITEMS FOR NEXT MEETING
Fl. Foundation Board bylaws amendment adding a member of the Library Board to the
Foundation Board.
F2. Telethon Wrap up report and evaluation.
F3. 1998/99 Plan of Service.
F4. Budget
G. COMMUNICATIONS FROM THE PUBLIC
None
H. ADJOURNMENT
MOTION: Moved by Boardmember Bradshaw to adjourn to Thursday, April 2, 1998 at 7:00 p.m.
in the Council Chambers at the City of Rancho Cucamonga, seconded by Boardmember Dredd-Lee.
Motion carried, 3-0-1 (with Howdyshell absent). The meeting adjourned at 8:10 p.m.
Respectfully submitted,
Vivian Garcia
Administrative Secretary
Approved:
CITY OF RANCHO CUCAMONGA
RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES
Regular Meeting
A. CALL TO ORDER
The regular meeting of the Rancho Cucamonga Library Board of Trustees was scheduled for
Thursday, April 2, 1998, at 7:00 p.m. in the Tri-Communities Conference Room at the City of
Rancho Cucamonga, located at 10500 Civic Center Drive, Rancho Cucamonga, California.
The meeting was canceled due to lack of quorum.
Respectfully submitted,
Vivian Garcia
Administrative Secretary
Approved:
CITY OF RANCHO CUCAMONGA
LIBRARY BOARD OF TRUSTEES AND
LIBRARY FOUNDATION BOARD
Special Joint Meeting
A. CALL TO ORDER
A special joint meeting of the Library Board of Trustees and the Library Foundation Board was held
on Tuesday, April 14, 1998, in the Tri-Communities Room of the City of Rancho Cucamonga,
located atl0500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to
order at 7:10 p.m. by Foundation President Pachon. Present were Library Boardmembers Bradshaw,
Dredd-Lee, Howdyshell and Swistock; Foundation Boardmembers Barnett, Brown, Davies, Pachon
and Valenti.
Also present were: Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian and Vivian
Garcia, Administrative Secretary.
B. JOINT ITEMS OF DISCUSSION
BI. Telethon. Oral report on status and collections and debriefing on Telethon event.
Deborah Clark, Library Manager, and Robert Karatsu, Principal Librarian, gave oral reports to the
Library and the Foundation Boards on the Telethon.
B2. Discussion of Foundation Bylaws regarding Article V - Board of Directors and proposal to
reinstate original bylaw requirement to have one Director position filled from the Board of Library
Trustees.
After discussion, the following motion was made by the Foundation Boardmembers.
MOTION: Moved by Boardmember Davies that upon approval of the Library Board of Trustees, the
foundation Bylaws reinstate the original bylaw requirement of having one Boardmember position
filled from the Library Board of Trustees; seconded by Boardmember Brown. Motion carried 5-0-3
with Beasley, Morrison and Williams absent.
B3. CLA Legislative Day, May 5, 1998
Deborah Clark, Library Manager asked if there were any Boardmembers who would like to attend
CLA Legislative Day in Sacramento.
Library Board and Library Foundation Minutes
April 14, 1998
Page 2
Foundation President Pachon will check her schedule. Boardmember Barnett would like to attend.
B4. Prioritizing of Library Goals for 98/99
Deborah Clark, Library Manager, gave an oral report of the Library Goals. President Howdyshell
requested that the Goals be carried forward to May's meeting.
Foundation Boardmember Brown requested the results of the Library Goals for previous years.
C. COMMUNICATIONS FROM THE PUBLIC FOR THE FOUNDATION BOARD
None
D. ADJOURNMENT OF THE FOUNDATION BOARD
MOTION: Moved by Boardmember Davies to adjoum the Library Foundation Board to Monday, May
11, 1998, at 7:00 p.m. in the Tri-commtmities Room at City Hall, seconded by Boardmember Brown.
Motion carried 5-0-3 with Beasley, Morrison and Williams absent.
E. LIBRARY BOARD BUSINESS
El. If appropriate, appoint Boardmember to serve on the Rancho Cucamonga Public Library
Foundation.
Boardmember Swistock requested that this item be discussed at the May meeting.
Library Board and Library Foundation Minutes
April 14, 1998
Page 3
F. COMMUNICATIONS FROM THE PUBLIC
None
G. ADJOURNMENT OF THE LIBRARY BOARD
MOTION: Moved by Boardmember Swistock to adjoum to May 7, 1998, seconded by Boardmember
Dredd-Lee. Motion carried, 4-0. The meeting adjourned at 8:01 p.m.
Respectfully submitted,
Vivian Garcia
Administrative Secretary
Approved:
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: May 7, 1998
TO: President and Members of the Board of Library Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: STATUS OF CURRENT 1997/98 BUDGET - REPORT FOR APRIL
RECOMMENDATION
No recommendation. For information only.
BACKGROUND/ANALYSIS
Schedule A, titled Revenue Report April 1998 will be available at the meeting.
Schedule B, titled "Balance Sheet July through April FY 1997/98" will be available at the
meeting.
Schedule C*, titled "Library Expenditures 1997/98" is an accounting of all funds expended so far
this fiscal year, showing 80% of library funds expended or encumbered at 83% into the fiscal
year. Also included are the expenditure figures for Literacy and Redevelopment Agency funds.
D e~b oCr ~Kay~e cl~ct fully submitted, , Library Director
*Updated through February 26, 1998
LIBRARY EXPENDITURES JUL AUG SEP OCT NOV DEC JAN FEE MAR APR TOTALS SPENT PER FUNDS % % OF
1997198 CATEGORY REMAININ SPENT YEAR
PERSONNEL 83%
1100 REGULAR SALARIES $413,890 $19,417 $30,144 $29,359 $43,623 $31,893 $34,122 $32,293 $35,526 $32,454 $32,454 $321,286 $321,286 $92,604 78%
~.~ 1200 OVERTIME SALARIES $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 ERR
~ 1300 PART TIME SALARIES $249,390 $10,889 $16,535 $19,398 $32,383 $19,119 $21,068 $16,519 $19,307 $19,610 $20,434 $195,260 $195,260 $54,130 78%
dj 1900 FRINGE BENEFITS $187,330 $145,300 $0 $0 $0 $0 $145,300 $145,300 $42,030 78%
TOTAL PERSONNEL $850,610 $30,306 $46,679 $48,757 $76,006 $51,012 $200,490 $48,811 $54,833 $52,064 $52,888 $961,846 $661,846 $188,764 78%
OPERATIONS
3100 TRAVEL & MEETINGS $4,000 $1,462 $2,538 37%
Convin workshops $0
Karatsu-workshops $0
Meeting Supplies $30 $34 $194 $54 $11 $323
Clark-meetings $11 $9 $20
ILS Workshops $198 $23 $5 $226
CLA Conference $744 $137 $12 $893
CLA Legislative Day $0
3300 MILEAGE $3,800 $2,701 $1,099 71%
Auto Allowance $3,000 $231 5231 $231 $346 $231 $231 $231 $231 $231 $2,192 $2,192 $808 73%
Reimbursement $800 $0 $509 $291 64%
Garcia ($52) $21 $45 $23 $99 $73 $77 $27 $28 $343
Pages $12 $32 $32 $15 $91
Manela $23 $13 $36
Corwin $0
Tobin $12 $28 $40
3900 MAINTENANCEJOPER $149,300 $129,565 $19,735 87%
Visa $163 $163
Cash Receipts $0
Printing/Postage $3,000 $0 $1,302 $1,698 43%
Pdnting $310 $117 $873 $1,300
Postage $2 $2
Office Supplies $18~000 $0 $17,694 $306 98%
Cataloging Supplies $1,606 $91 $750 $481 $1,014 $1,008 $93 $919 $5,961
Book Trucks $815 $815
Photo House $41 $41
8 Ave. graphics $11 $503 $52 $17 $583
Office Depot $8,000 $14 $6,014
Signage $41 $16 $58
Letterhead $1,542 $1,542
Miscellaneous $248 $9 $96 $102 $26 $25 $24 $446 $16 $990
Petty Cash $100 $3 $103
Computer supplies $162 $13 $332 $49 $556
Stationary $346 $352 $26 $724
Federal Express $11 $13 $17 $41
Board Supplies $17 $166 $52 $31 $267
Special Program Supplies $5,000 $3~855 $1,145 77%
Children's Supplies $12 $149 $266 $45 $71 $27 $5 $258 $832
Children's Programs - Friends $250 $250
Donor Wall $97 $40 $137
Tech Center $224 $156 $380
Moving message sign $162 $162
Summer Reading Program (FR) $18 $3 $641 $662
Foundation Expenses $10 $10
Literacy Projects $0
Volunteer Supplies $782 $52 $21 $546 $22 $1,422
Reference On-line $0
Advertising/Pn~motions $0 $40 ($40) ERR
National Library Week - Friends $0
Recruitments $40 $40
Telethon $588 $117 $52 $757
Float (Friends funded) $350 $350
Books/Materials $110,000 $93,218 $16,782 85%
Bookstore rush $600 $90 $300 $154 $I ,063 $59 $2,266
Childrens Books $17,635 $1,528 $1,259 $1,251 $22 $27 $8,022 $258 $480 $1,674 $32,157
Adult Books $15,000 $300 $1,571 $15,000 $471 $22 $5,026 $37,390
Reference Books $421 $1,000 $262 $13 $1,263 $574 $37I $3,904
Reference CD's $0
Circulating Instructional CD's $t,500 $1,500
Large Print Books -Fdends $2,000 $431 $2,431
Books on Tape - Friends $3,000 $21 $7 $1,013 $10 $4,051
Video $4,186 $506 $53 $278 $115 $5,138
CD's (music) $2,000 $500 $750 $132 $1,000 $4,382
Literacy $0
Magazines/Publications $10,000 $5,152 $29 $50 $189 $39 $38 $5,496 $5,496 $4,504 55%
Training $500 $198 $198 $198 $302 40%
Bindery $1,000 $2,000 $2,000 $2,000 ($1,000) 200%
Collection Agency $1,800 $992 $1,~00 $1,000 $1,500 $4,492 $4,492 ($2,692) 250%
3914 MAINTENANCE DEPT $10,530 $11,600 ($1,070) 110%
Encumbrances $4,858 $4,856
Janitorial Supplies $4,260 $346 $47 $308 $1,248 $900 $2,849 $2,849 $1,411 67%
Facility Maintenance supplies $5,630 $590 $342 $144 $1,370 $390 $56 $124 $43 $3,058 $3,058 $2,572 54%
Sinclair Paint $0
Familian Pipe Supply $0
Mountain View Glass $0 $0 $0 $0
R&R Electric $0
Owen Electric $586 $249 $835
Graffiti Removal Supplies $200 $0 $0 $200 0%
Water/Fire Service $440 $0 $0 $440 0%
3932 Equipment MaintiDeprec. $7,140 $0 $0 $7,140 0%
3933 Emergency Equip. Rental $380 $0 $0 $380 0%
3956 DUES $2,100 $1,595 $505 76%
Amedcan Library ASSOC. $450 $195 $195 $195 $255 43%
MCLS Associate Membership $150 $150 $150 $150 $0 100%
California LibraryAssoc, $0 $135 $105 $240 $240 ($240) ERR
Inland Library system $1,500 $920 $920 $920 $580 61%
CALTAC 0 $90 $90 $90 ($90) ERR
3960 GENERAL LIABILITY $4,620 $4,340 $4,340 $4,340 $280 94%
6028 CONTRACT SERVICES $174,006 $165,861 $8,145 95%
Offic Equip/Maintenance $4,826 $0 $7,527 $4,826 156%
Xerox Fund $6,374 $5 $287 $861 $7,527
Book Processing $20,000 $10,236 $7,000 $3,982 $21,219 $21,219 ($1,219) 106%
OCLC $5,000 $111 $95 $1,098 $1,304 $3,696 0%
Landscape Maintenance $7,150 $430 $586 $437 $437 $437 $2,326 $2,326 $4,824 33%
S.B. County $100,000 $50,000 $50,000 $100,000 $100,000 $0 100%
Technology Maintenance $3,000 $0 $0 $3,000 0%
Telephone Maintenance $3,000 $2,848 $239 $3,087 $3,087 ($87) 103%
Tech Center $239 $239 $239 ($239) ERR
Computer Tech Services $31,030 $28,490 $1,670 $30,160 $30,160 $870 97%
6036 CONTRACT SERVICES $40,243 $34,617 $5,626 86%
Janitorial Services $16,663 $1,389 $1,389 $1,389 $1,389 $1,389 $1,389 $1,389 $1,389 $1,389 $1,369 $13,890 $13,890 $2,773 83%
Security Service $3,360 $280 $280 $280 $280 $280 $280 $280 $280 $280 $280 $2,800 $2,800 $560 83%
Elevator Service $6,160 $128 $128 $128 $128 $128 $128 $125 $128 $128 $128 $1,275 $1,275 $4,885 21%
HVAC $14,500 $1,208 $1,208 $1,208 $1,208 $1,208 $1,208 $1,205 $1,208 $1,206 $1,208 $12,080 $12,080 $2,420 83%
Electrical $4,160 $436 $799 $1,237 $1,237 $2,923 30%
Glass replacement $2,000 $500 $500 $500 $1,500 25%
Locksmith $0 $65 $140 $150 $355 $355 ($355) ERR
Cabinetry $0 $360 $360 $360 ($360) ERR
Plumbing $2,000 $0 $0 $2,000 0%
Pest Control $670 $56 $56 $56 $56 $56 $56 $56 $56 $56 $56 $560 $560 $110 84%
Fire/Life Safety $670 $56 $56 $56 $56 $56 $56 $56 $56 $56 $56 $560 $560 $110 84%
Structural/Roof $2,910 $1,000 $1,000 $1,000 $1,910 34%
8019 TELEPHONE $15,000 $10,249 $4,751 68%
989-8277 (Rotary line) $325 $328 $312 $341 $341 $358 $394 $2,399
181-1185 lTl line) $223 $226 $449 $223 $221 $222 $1,565
948-9900 $430 $463 $421 $440 $434 $434 $469 $3,091
476-2793 (ISDN Line) $51 $537 $213 $213 $217 $117 $218 $218 $1,785
980-0871 (EMS & Security) $53 $52 $53 $52 $52 $52 $53 $52 $60 $58 $539
980-4361 (Elevator) $26 $26 $26 $26 $26 $26 $26 $26 $30 $29 $266
987-3271 (Irrigation Spdnk.) $26 $26 $26 $26 $26 $26 $17 $22 $26 $24 $244
987-9671 $26 $26
989-6904 (Public Fax) $28 $28 $29 $29 $28 $30 $34 $33 $238
MCI $10 $34 $35 $8 $9 $96
8021 WATER UTILITIES $4,000 $1,788 $2,212 45%
Inside Use $204 $206 $197 $218 $826
Landscaping $338 $255 $126 $98 $815
Fireline water $37 $37 $37 $37 $147
8022 ELECTRIC UTILITIES $50,000 $0 $4,624 $4,983 $4,753 $3,847 $3.305 $3.189 $2,682 $3,322 $30,705 $30,705 $19,295 6'1%
TOTAL LIBRARY BUDGET $'1,3'15,729 $174,718 $112,554 $117,870 $191,790 $124,682 $462,851 $172,885 $121,620 $113,598 $125,606 $1,718,175 $'1,056,329 $259,400 80%
LITERACY EXPENDITURES JUL AUG SEP OCT NOV DEC JAN FEB MAR APR TOTALS SPENT PE FUNDS % % OF '~
'1997/98 CATEGOR REMAININ SPENTYEAR
CITY VERSION
PERSONNEL 83%
1100 REGULAR SALARIES $24,020 $1,195 $1,762 $1,762 $2,642 $1,774 $1,902 $1,796 $1,805 $1,805 $1,805 $18,248 $18,248 $5,772 76%
1900 FRINGE BENEFITS $10,330 $671 $671 $671 $671 $671 $671 $671 $671 $671 $671 $6,710 $6,710 $3,620 65%
TOTAL PERSONNEL $34,350 $1,866 $2,433 $2,433 $3,313 $2,446 $2,573 $2,467 $2,476 $2,476 $2,476 $24,958 $24,958 $9,392 73%
OPERATIONS
3100 TRAVEL & MEETINGS $800 $21 $135 $40 $18 $6 $99 $319 $319 $481 40%
3300 MILEAGE $400 $38 $49 $79 $92 $59 $46 $57 $70 $489 $489 ($89) t22%
3900 MAINTENANCE/OPER $5,678 $1,778 $3,900 31%
Printing/Postage $2,520 $394 $2,126 16%
Printing $0
Postage $394 $394
Office Suppries $2,700 $34 $343 $327 $515 $37 $15 $76 $1,346 $1,346 $1,354 50%
Instructional Materials $2,400 $39 $39 $39 $2,361 2%
5910 LIBRARY OVERHEAD $7,670 $639 $639 $639 $639 $639 $639 $639 $639 $639 $639 $6,390 $6,390 $1,280 83%
6028 CONTRACT SERVICE $48,500 $37,860 $10,640 78%
Literacy Coordinator $44,925 $3,786 $3,786 $3,786 $3,786 $3,786 $3,786 $3,786 $3,786 $3,786 $3,786 $37,860 $37,860 $7,065 84%
Tutor Training $4,250 $0 $4,250 0%
8019 TELEPHONE $400 $0 $400 0%
TOTAL LITERACY BUDGET $97,798 $8,249 $9,633 $9,800 $11,685 $9,858 $9,690 $9,408 $9,377 $9,509 $9,545 $58,915 $71,794 $26,004 73%
REDEVELOPMENT EXPENDITURES
FY 1997/98 TOTALS FUNDS % % OF
JUL AUG SEP OCT NOV DEC JAN FEB APR SPENT REMAINING SPENT YEAR
83%
Maintenance/Operations $69,479 $14,888 79%
Books $488 $792 $5,004 $933 $1,428 $3,865 $1,391 $13,900
Standing Order for Ref. $6,156 $1,145 $995 $1,006 $9,302
Magazine Index $3,843 $3,843
Misc. Equipment $900 $1,370 $927 $904 $4,099
CD RackJVideo rack $1,440 $1,440
LAN Software $1,528 $926 $245 $3,448 $6,146
McNaughton Best Sellers $24,755 $24,755
Video cases $994 $994
Video cassettes $838 $838
Bar Code Labels $660 $743 $1,403
Finance account upgrades ($12,131) ($12,131)
Sub Total $8,142 $5,107 $12,137 $26,859 $3,772 $3,448 $4,859 ($10,740) $1,006 $54,591
Fixed Asset Acquisition $84,883 $8,839 90%
Magazine Products $32,526 $32,526
Shelving enhancements $6,294 $6,294
Lighting for statue $0
Scanner Assembly $5,854 $5,854
CD rack/4 pb racks $1,382 $2,399 $3,781
Fax Machine $1,406 $1,406
Speakers in study rooms $945 $945
Printer/stand $2,179 $2,179
Literacy desk panel $2,924 $2,924
Kwik cases $1,315 $1,315
Laminator $629 $629
Computers $10,358 $13,373 $1,719 $25,450
Finance account upgrades ($7,260) ($7,260)
SubTotal $5,854 $1,406 $12,537 $13,373 $0 $8,914 $0 $33,959 $76,043
TOTALS $154,362 $13,996 $6,513 $24,675 $40,232 $3,772 $12,362 $4,859 $23,219 $1,006 $130,634 $23,728 85%
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: May 7, 1998
TO: President and Members of the Library Board of Trustees
Jack Lam, A.I.C.P., City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: APPROVAL OF PROPOSED LIBRARY BUDGET FOR 1998/99
RECOMMENDATION:
Review, discuss and approve the attached proposed library budget for 1998/99.
BACKGROUND:
Attached you will find the budget proposal for fiscal year 1998/99. The major goals of this fiscal
budget is to stabilize staffing in the Technology Center; help support the Literacy program for
year four, as grant funding is reduced by 25%; and to begin major planning for library facility
expansion.
The attached document with highlighted changes has been reviewed and approved by the City
Manager.
FISCAL IMPACT:
The revenues and expenditures balance in the proposed budget for 1998/99.
ctfully submitted, /--)(/~ ,~
ICITY OF RANCHO ,,C. UCAMONGA
ISCAL YEAR 1998 99 BUDGET
REVENUE WORKSHEETS
POPULATION ESTIMATES: CENSUS 1990 = 104,887 117,127
AMENDED
ACTUAL ACTUAL REVENUE REVENUE REVENUE
REVENUE REVENUE ESTIMATE ESTIMATE ESTIMATE
ACCOUNT FISCAL YEAR FISCAL YEAR FISCAL YEAR FISCAL YEAR FISCAL YEAR
CODE OESCRIPTION 1995- 1996 1996- 1997 1997-1998 1997-1998 1998-1999
SPECIAL REVENUE FUNDS
LIBRARY
I
02-3900 1020 R C Library Prop Tax/Current Year Secured 821,4591 828,019 851,120
02-3900 1030 R C Library Prop Tax/C Y Unsecured 27,725 28,018 27,610
02-3900 1040 R C Library Prop Tax/Prior Yr Sec&Unsec. 35,~.~?. 35,884 14,500 14/I ~dO J ~ I ~'*~ 0
02-3900 1065 R C Library Prop Tax/Supplemental Taxes 4,423 3,558 2,000
02-3900 4600 Interest Earnings 0 3,935 0
02-3901 1501 CLSA: Database 0 0 0
02-3901 1502 CLSA: Direct Loan 6,609 24,970 15,000
02-3901 1503 CLSA: Interiibrary Loan 0 0 0
02-3901 1504 Community Room Rentals 25 25 0 ~-~
]2-3901 1505 Direct Mail Solicitations 24,864 0 0
02-3901 1506 Library Card Sales 557 372 0 J ~ ~ '~
)2-3901 1507 Library Fines & Fees 82,379 102,288 92,500
02-3901 1508 Media Rentals 48,120 56,859 62,500 ~j
02-3901 1509 Information Services Fees 358 1,386 1,000
02-3901 1510 Private Contributions 30,035 42,000 50,000
02-3901 1511 Public Library Foundation 20,110 41,964 41,900
02-3901 1512 Video Rentals 0 0 0 .
02-3901 xxxx Contribution / Fund Raising I Telethon 0 01 30,000
02.3901 t514 Afinity Credit Card Revenue 2,532 0
12-3901 7910 Sale Of Printed Materials 6,781 8,442 4,000
02-3901 8520 "Other" Revenue: 96/97 & 97198 From Fd 111 7,670 7,670 7,670
12-390t xxxx Technology Center Revenue 0 0 5,000
02-3992 8000 Transfer In: 96197 & 97/98 Transfer In From Fd 25 100,000 100,000 100,000
Total Library Fund 1~216~559 1~2871923 11304~800 /,
CITY OF RANCHO CUCAMONGA ~
FISCAL YEAR 1998-99 BUDGET
REVENUE WORKSHEET.~
POPULATION ESTIMATES: CENSUS 1990" 104,887 117,127
AMENDED
ACTUAL ACTUAL REVENUE REVENUE REVENUE
REVENUE REVENUE ESTIMATE ESTIMATE ESTIMATE
ACCOUNT FISCAL YEAR FISCAL YEAR FISCAL YEAR FISCAL YEAR FISCAL YEAR
DESCRIPTION 1995- t996 t996- t997 1997-1998 t997-t998 1998-1999
Ueed OII Recycling Grant
tt0.3g01 4~00 Intem~t Income 0 0 0
1103901 5880 Grant Income 30,604 27,502 36,t10
Total Used Oil Rec~clln~ Grant: 301604 271502 36~110
,. CalJfonda Literacy Campaign Grant I Ulx~J
111-3901 4600 Inter~t Income 0 0 0
111-3901 5880 Grant Inc, o~e __ 79,409 99,833 96,970
Total Calif. Uterac¥ Campaign Grant 73,409 99,833 96,970 qO, E'--~O
Welngart Foundation Grant I Ubmry
2-3901 4600 Intem~t Income 0
12-3901 5880 Grant Income
Total,Weingart Foundation Grant I Llbra~ 5,000 0 (~ c.~
CITY OF RANCHO CUCAMONGA
FISCAL YEAR 1998-99 BUDGET
REVENUE WORKSHEETS
POPULATION ESTIMATES: CENSUS 1990 = 104,887 117,127
AMENDED
ACTUAL ACTUAL REVENUE REVENUE REVENUE
REVENUE REVENUE ESTIMATE ESTIMATE ESTIMATE
ACCOUNT FISCAL YEAR FISCAL YEAR ' FISCAL YEAR FISCALYEAR FISCALYEAR
DESCRIPTION 1996- 1996 1996- 1997 1997-1998 1997-t998 1998-1999
Local Law Enforcement Block Grant
!16-3901 4600 Interest Income 0 0 ,0
116-3901 5880 Grant Income 0 14,012 0
116-3992 8000 Transfer In: From General Fund (0t) 0 0 0
Total Local Law Enforcement Block Grant 0 14~0t2 0
Supplemental Law Enforcement (SLEF) Grant
117-3901 4600 Interest Income 0 15,646 15,740
1t7-3901 6880 Grant Income 0 269,782 269,780
Total Supplement Law Enforcement (SLEF) 0 285;428 285;520
Adult Education Act P.L.. 100-297
118-3901 4600 Interest income 0 0 0
118-3901 5880 Grant Income 0 3,682 3,500 ~,~; ~'~)O ~) ~'~O
Total Adult Education Act P.L. t00-297 0 3,682 3,500 ~, ~--~ ~.~, g'~ ~
CITY OF RANCHO CUCAMONGA
FISCAL YEAR 1998199 ANNUAL BUDGET SUMMARY
DEPARTMENT: Community Services FUND: 02
DIVISION: Library COST CENTER: 4532
APPROPRIATION DETAIL
1996/97 Fiscal Year 1997/98 Fiscal Year 1998/99
Library Adopted Adopted Estimated Dept Manager
OBJECT # Budget Budget 6/30/98 Request Rcmd
PERSONNEL
1100 Regular Salades 381,590 413,890 ~J/l~°~ 4/~t~/~ 413,890
1200 Overtime Salaries 1,000 0 0 '~' 0
1300 Part flme Salaries 205,480 249,390 ~.~"/1~¢ ~/~77 249,390
1goo F~ngeBe,e,ts 145.300 187.820 /~'/1~,~ /j'?~'~ 187.820
PersonnelTotal: 733,370 851,100 ;~ El!lO4 tT~o(~;* 851,100
~TIONS x
3100 Travel & Meetings 2,500 4,000 ~1~00 i~.~ 4,000
3300 Mileage 3,800 3,800 ~1~0 ~'~0 3,800
3900 Maintenance & Operations 118,020 139,300 /b"~'~ J'~/~l~'~ 139,300
3914 Maintenance & Opera,one, Facilities 11,830 10,530 /~1 ;'~) ~/~'~¢3 10,530
3932 Equipment Maintenance/Depreciation 0 7,140 ~/j ~0 ?1/¥O 7,140
3933 Emergency & Routine Vehicle & Equipment Rental 0 380 ~ ,~ff0 380
3956 Dues 2.100 2,100 ~1/~ "~1/~0 2,100
3960 General Uability 4,340 4,490 z///./'~d Z//j ~ 4,490
6028 ContractSe~ces 167,530 173,380 /?~)/~ /?~')~ 173,380
6036 Contract Sewices/Facilifies 59,300 39,580 ~/~)¢~l~ ~/~ 39,580
8019 Telephone Utilities 15,000 15,000 /~'~0~ /~/~:~¢~O 15,000
8021 Water Utilities 4,000 4,000 ~/~¢~O ¥/~ 4,000
8022 Electric UtilitJes 50,000 50,000 /.~lddO ~//~ 50,000
Operations Total; 438,420 453,700 ~,05'0 ~/~,~'~ 453,700
CAPITAL OUTLAY ~ '/ '
Capital Outlav Total: 0 0 ~ O 0
Department Total: 1,171,790 1.304,800 J~.~e~,J~ /; ~¥/~'7'~1,304,800
2O
CITY OF RANCHO CUCAMONGA
FISCAL YEAR 1998199 OPERATIONS AND MAINTENANCE DETAIL
DEPARTMENT: Community Sewices FUND: 02
DMSION: library COST CENTER: 4532
APPROPRIATION DETAIL
1996/97 Fiscal Year 1997/98 Fiscal Year 1998/99
Adopted Adopted Estimated Dept Manager
OBJECT # Budget Budget 6/30/98 Request Rcmd
3100 TRAVEL & MEETINGS
Ubrary Meetings 2,500 4,000 7 ) d~O Z/~/~ 4,000
Subtotal: 2,500 4,000 ~,~ ~3 ¥/~OO 4,000
3300 ~
Auto Allowance 3,000 3,000 ,~/d~ ,~l/,2~0 3,000
Reimbursement 800 800 ~'~ ~0 800
Subtotal: 3,800 3,800 ~j~'O~)l ~d~ 3,800
3900 MAINTENANCE & OPERATION
PdnSng & Postage 4,000 3,000 ~10~ o~/~&) 3,000
Office Supplies 18,000 18,000 /~ d~ /~:~ 18,000
Special Programs Supplies 5,000 5,000 ? I (300 ~'~ ~O ~ 5,000
Advertising/Promotions 0 0 O ~:) 0
Boo~atedals 81,310 100,000 //,~ /oc~l~dO 100,000
Audio Visual/Media 0 0 ~ 0
Magazines/Publications 6,210 10,000 ~1~0 Jdl~ 10,000
Training 500 500 ~"g~O ~'dO 500
Bindery 1,000 1,000 /1~0 Ii.gPO 1,000
~ollection Agency-Trans World (Specialty - Libraries) 2,000 1,800 ~/~ ~ ~j~gN3 1,800
Subtotal: 118,020 139,300 I-~'~.~ 5"O~: I'~,~'g30 139,300
3914 MAINTENANCE & OPERATiON/Facilities
Janitorial Supplies 4,260 4,260 ~1 a~O ~i ~ 4,260i
Facility Maintenance Supplies 5,630 5,630 ~O ~,.-30 5,6301
Graffiti Removal Supplies 200 200 ~ ~:)~ 200
Landscape Maintenance Supplies 1,300 0 ~ ~:) 0
Water/Fire Service 440 440 ~ '~ 440
Subtotal: 11,830 10,530 /~'"~O I&),S'30 10,530
3932 EQUIPMENT MAINTENANCE/DEPRECIATION
Depreciation 0 7,140 ~//~) 7/1~ 7,140
Subtotal: 0 7,140 -/~ JV~ ~t I~. 0 7,140
3933 EMERGENCY & ROUTINE vEH. & EQUIP. RENTAl
Credit Card Equipment 0 380 ~'~ ~ 380
Subtotal: 0 380 ,~ ~'~ 380
3956 iDUES
~rnerican Ubmry Associa~on 450 450 ~'~ ~ 450
ICalifomia libraryAssoctafion 150 150 /~'~) /~'"O 150
Professional Publications 0 0 ~ ~ 0
ilnland Library System 1,500 1,500 /j~'~ /j~"~)O 1,500
Subtotal 2,100 2,100 '~1 /oO ~?1 /~O 2,100
PAGE 1 OF 2 PAGE 1 TOTAL: 138~50 167,250 ~g~"'~ ~ I'~/~ ~:.~O 167,2~
21
CITY OF RANCHO CUCAMONGA
FISCAL YEAR 1998/99 OPERATIONS AND MAINTENANCE DETAIL
DEPARTMENT: Community Sewices FUND: 02
DIVISION: Ubrary COST CENTER: 4532
APPROPRIATION DETAIL
1996/97 Fiscal Year 1997/98 Fiscal Year 1998/99
Adopted Adopted Estimated Dept Manager
OBJECT # Budget Budget 6/30/98 Request Rcmd
3960P.~F.~LE~ JAEALL~
4, 0 4,490 4,490
Subtotal: 4,340 4,490 ~? _~ ~/~ ~qO 4,490
6028 C NT T SE C
Office Equipment/Machines Maintenance 3,500 4~,00 ~1~00 ~./~' 4,200
Computer Maintenance 7,000 3,000 '~ ~10&O 3,000
BookProcessing&Technice Se ca orCo,ec on23,000 25,000 25,0OO
Information Access Se~ces -0 0 0
S.B. County 100,000 100,000 /oO~O~ ,4~/OO~ 100,000
Computer Technical Sen/ices 31,0301 31,030 ~/4/o~ ~O~ 31,030
Self Check 0 0 C~ 0
Telephone Maintenance Se~ce 3,000 3,000 .~/~ ,,.~/~d~ 3,000
Landscape Maintenance * 0 7,150 ~/I~Z) ~/~"0 7,150
Subtotal 167,530 173,380 /7O)l.~'&) i'7,.,~¥5'~ 173,380
6036 CONTRACT SERVlCES/FacilitJ,~
Janitorial Services 16,000 12,000 /&/OO~ /E~'/~0 12,000
Securfty Se~ice 3,380 2,520 .,1~ ~"~0 ~'0~ 2,520
Elevator Se~ce 6,160 4,620 ~_1 ~o~ ~ 4,620
HVAC 14,500 10,580 /~&-~O ~.~.~ 10,660
Plumbing 2,000 1 ,.500 1,500
Pest Control 670 630 I~ ~0 /~ ~O 630
Fire/Life Safety 670 630 ~ ~ /I ~O0 630
Structural/Roof 2,910 2,180 ~1/~0 ~14~0 2,180
Landscape Maintenance 6,870 0 O 0
Glass Replacement 2,000 1,500 //~'~ //~'~ 1,500
Subtotal 59,300 39,580 ~, ~Z~ 4/~,,..2d~ 39,580
8019!T P m
15,000 15,000/~/~ /;=~O lS,0001
Subtota~ 15,000 15,000~aO0 ,/~/~O 15,000
8021~
4,000 4,00O ~/OaO ~la4D 4,000
Subtotal 4,000 4,000 -~ ~' ~:)~O 4,000
6022~
50,000 so,00oI ~/~o /./~/a~0 so,ooo
· Prior To FY 97-98 Recorded
Under Object 6036 Subtotal 50,000 50,000 ~,~ ~O 50,000
PAGE 2 OF 2 DEPARTMENT TOTAL: 438,420 453,700 J~ '~'J~/J~ 453,700
CITY OF RANCHO CUCAMONGA
FISCAL YEAR 1998199 PERSONNEL ALLOCATION
DEPARTMENT: Community Services FUND: 02
DMSION: Ubrary COST CENTER: 4532
FY 97/98 Fiscal Year 1998/99
Adopted Dept. Mgr. Rcmds. Adopted
OBJECT # Budget Request Aulh.* Funded Budget
1100 PERSONNEL - FULL TIME
L.ibraryManager 100% /'O~ ~ 100% 100% 100%
Principal Ubradan 100% ~ ~,~ 100% 100% 100%
Ubradan II 100% /OO '~ 100% 100~ 100%
Ubradan I 300% ,~,~ ~ 300% 300% 300%
UbraryAssistantll 100% /~ ~0 100% 100% 100%
UbraryAssistant I 100% /~ ~/~ 100% 100% 100%
Administrative Secretary 100% /ma go 100% 100% 100%
Ubrary Clerk 100% /~:~:~ ~¢0 100~ 100% 100%
1200 PERSONNEL - OVERTIME
1300 PERSONNEL- PART TIMF
Ubrary Clerks, Pages, Assistant, Monitors 4900% 4900% 4900% 4900%
CiTY OF RANCHO CUCAMONGA
FISCAL YEAR 1998/99 ANNUAL BUDGET SUMMARY
DEPARTMENT: Community Se~ices FUND: 111
DIVISION: California Literacy Campaign Grant COST CENTER: 4532
APPROPRIATION DETAIL
1996/97 Fiscal Year 1997/98 Fiscal Year 1998/99
California Literacy Campaign Grant Adopted Adopted Estimated Manager ' Manager
OBJECT # Budget Budget 6/30/98 Rcmd Rcmd
1100 Regular Salaries 21,760 24,020 .~/=~ ~/~/11 24,O20
1900 FdngeBenefits 8,050 10,330 /Ol~O /~)l'?¥,~ 10,330
~ 29,810 34,350 ~$~'0 ~'~7-~ 34,350
OPERATIONS
3100 Travel & Meetings 800 800 //~O~ ~'~ 800
3300 Mileage 200 400 ~(~ ~ {tT~" 400
3900 Maintenance & Operations 5,000 4,850 ~1 ~'5"O ~ 5'~ 4,850
5910 Librmy Admin/General Overhead 7,670 7,670 '71~'~0 ~1 ~0 7,670
6028 Contract Se~ces 46.500 48.500 ~/~'~) ~/~ 7,~. 48.500
8019 Telephone Util~es 450 400 0 ~ 400
ODerafionsTotal: 60,620 62,620 (~,33.~f,~ ~9',/~7 62,620
CAPITAL OUTLAY /
~ o o · 0 o
Department Total: 90,430 96,970 ~f~, 4~0 ¢~0/~/~1 96,970
CITY OF RANCHO CUCAMONGA
FISCAL YEAR 1998/99 OPERATIONS AND MAINTENANCE DETAIL
DEPARTMENT: Community Services FUND: 111
DIVISION: California Literacy Campaign Grant COST CENTER: 4532
APPROPRIATION DETAIL
1996/97 Fiscal Year 1997/98 Fiscal Year 1998/99
Adopted Adopted Estimated Manager Manager
OBJECT # Budget Budget 6/30/98 Rcmd Rcmd
3100 TRA L&M ETINGS
800 800 /1~ ,~'d~ 800
Subtotal 800 800 /] ~g~O ~ ~ O 800
3300 MILEAGE
Reimbursement 200 400 (d~)O ~'~' 400
Subtotal: 200 400 (a~)O ~ "] ~" 400
3900 MNNTENANCE & OPERATIONR
Office Supplies 1,500 1,500 //~"~0 //dO;0 1,500
Printing 2,000 1,850 '/t ~ ..-.-.-.-.-.-.-.-.~'OO 1,850
Ins~ucfional Resources 1,500 1,500 ['1~"00 //,~OO 1,500
Subtotal: 5,000 4,850 ~,~F"D ~, .e"d~) 4,850
39601 GEN I TY
Subtotal 0 0 ~ ~ 0
5910 LIBRARY ADMINISTRATIVE/GENERAL OVERHEAI')
7.670; 7.670 '71~¢3 ~'~ 7.670
Subtotal 7.670 7.670 "7./.~'7¢3~/,,~ 7.670
6028 CO TRA S VIC S
Literacy Coordinator 41.500 43.500 /~/~"~D ~/~/'7i~ ~ 43.500
Tutor Training 5,000 5.000 ~/~ O 5.000
Subtotal: 46,500 48.500 ~.~"00 ~/~,"7.~. 48.500
8019 Teleohone Utilities
450 400 ~ O 400
Subtotal: 450 400 ~ ~ 400
DEPARTMENT TOTAL 60,620 62,620 (de~l~ ~'~/~ ~)7 .62,620
CITY OF RANCHO CUCAMONGA
FISCAL YEAR 1998/99 PERSONNEL ALLOCATION
DEPARTMENT: Community Sewices FUND: 111
DIVISION: California Literacy Campaign Grant COST CENTER: 4532
FY 96197 Fiscal Year 1997198
Adopted Dept. Mgr. Rcmds. Adopted
OBJECT # Budget Request A~th. Funded Budget
1100 P RSONN -FUL
library Clerk 100%~ /00 ~)~ 100% 100% 100%
1300 PERSONNEL- PART TIME
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: May 7, 1998
TO: President and Members of the Library Board of Trustees
Jack Lam, A.I.C.P., City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: APPROVAL OF LIBRARY PLAN OF SERVICE FOR 1998/99
RECOMMENDATION:
The attached Library Plan of Service for 1998/99 is ready for review. The Board might wish to
consider, if the goals are approved as presented, prioritizing those goals.
BACKGROUND:
The attached plan of service reflects the goals and direction to be established for the Rancho
Cucamonga Public Library for fiscal year 1998/99.
The plan currently reflects the roles originally selected by the Rancho Cucamonga Public Library
Board of Trustees and the spirit of entrepreneurism that has been predominant from our opening
day through our first three years of operation.
This is the opportunity for the Library Board to evaluate the proposed components of service, to
indicate to staff any additional program(s) that the Board would like to see established or
alteration of any current emphasis in service.
Critical in this process is the limitation imposed on the Board and staffby finances and the
understanding that any proposed service enhancement must be balanced by a reduction of current
services offered or the discovery ora new revenue source to support the new service.
FISCAL IMPACT:
The attached Plan of Service and Goals reflect the funding levels as proposed in the Library
ffet for 1998/99.
ectfully submitted,
Deborah :aye ci4F"F
Library Director ',~.~
27
RANCHO CUCAMONGA PUBLIC LIBRARY
PLAN OF SERVICE 1998/99
The following plan of service focuses on anticipated highlights of Projects to be accomplished by
Library Staff working with the Board of Library Trustees, the Library Foundation Board and the
Friends of the Library. In addition to the activities highlighted by the Plan of Service, Library
Staff will be circulating and shelving an estimated 680,000 items, answering approximately
90,000 information questions and purchasing some 6,000 titles in the course of the year.
IN PRIORITY ORDER, THE FIVE MAJOR GOALS FOR THE RANCHO CUCAMONGA
PUBLIC LIBRARY IN 1996/97 WERE:
_ GOAL 1: PROVIDE SKILLED, EFFICIENT AND FRIENDLY SERVICE AT EVERY
PUBLIC SERVICE DESK
GOAL 2: SUPPORT THE FOUR SERVICE ROLES SELECTED BY THE BOARD OF
LIBRARY TRUSTEES:
Support Formal Education Programs
Provide Library Services to Community Youth of All Ages
Promote Information Services to the Business Community
Facilitate Self Education for All Residents
GOAL 3: SEARCH OUT ALTERNATIVE AND ENTRPRENEURIAL APPROACHES
TO FUNDING
GOAL 4: INITIATE STATE OF THE ART SERVICE USING NEW TECHNOLOGY
IN A COST EFFECTIVE MANNER
GOAL 5: PLAN FOR FUTURE GROWTH AND DEVELOPMENT
GOAL 1 PROVIDE SKILLED, EFFICIENT AND FRIENDLY SERVICE AT EVERY
PUBLIC SERVICE DESK ~-,
Objective 1: Increase staff training
Action: Assess staff needs through a training survey distributed annually to
all employees
By Whom: Administration By: July, 1998
Action: Schedule ~a'aining to address staf~ s stated needs--group and individual,
looking at in-house or outside training opportunities.
By Whom: Administration By: September, 1998
Action: Provide one major workshop annually for full and part time staff
emphasizing a particular aspect of library service.
By Whom: Administration By: April, 1999
Objective 2: Explore opportunities to expand promotional opportunities for
professional staff
Action: Promote Librarian II positions during Budget process
By Whom: Administration By: February, 1999
Action: Investigate possible title changes reflecting professional
responsibilities
By Whom: Administration/Reference Staff By: February, 1999
GOAL 2: SUPPORT THE FOUR SERVICE ROLES SELECTED BY THE BOARD OF
LIBRARY TRUSTEES:
Support Formal Education Programs
Objective 1: Increase cooperation with schools and teachers
Action: Continue to meet with the School District Superintendents quarterly.
By Whom: Administration By: Annually
Action: Provide a minimum of 1 school visit per month by library staff
By Whom: Children's/Reference Staff By: Annually
Action: Continue to solicit teachers, principals and PTA Presidents each year
to work with the Telethon Team to become involved in the Library
By Whom: Administration By: Annually
29
Objective 2: Provide tutoring or school aged yoUngsters
Action: If funded by LSTA grant, provide tutoring center program called
"Back to Basics" on the second floor of the Library.
By Whom: Literacy/Children's Services By: September, 1998
objective 3: Provide materials support for school curriculum
Action: Emphasize purchases in the area of resources which support school
curriculum
By Whom: Selectors By: Annually
Provide Library Services to CommuniO~ Youth of All Ages \ _
Objective4: Provide programming for families, including programs with multi-ethnic
appeal
Action: Plan and present a minimum of 6 programs/displays, including:
Chinese New Year Program: January
Black History Program: February
National Library Week: April
Cinco de Mayo May
By Whom: Children's Services By: Annually
Objective 5: Provide consistent youth programming of interest to a variety of ages
Action: Provide weekly preschool storytimes
By Whom: Children's Services By: Annually
Action: Provide weekly After school storytimes for school aged children
By Whom: Children's Services By: Annually
Action: Provide annual Summer Reading Program for all ages, including Read-
To-Me and Teens
By Whom: Children's Services By: Annually
Action: Conduct quarterly special events programs
By Whom: Children's Services By: Annually
Action: Initiate a Toddler StoEaime
By Whom: Children's Services By: September, 1998
30
Action: Apply roi State grant for Young Adult Services, if available
By Whom: Administration By: Application date
Promote Information Services to the Business Community
Objective 6: Increase Involvement of Business Community
Action: Submit a monthly article to the Chamber of Commerce Bulletin
By Whom: Reference Services By: Annually
Action: Host a minimum of two workshops designed to assist business people
in the use of library business technology
By Whom: Reference Services By: Annually
Action: Perform a minimum of two speaking engagements focusing on library
services to the business community
By Whom: Reference Services By: Annually
Action: Create a business site on the Library Home Page of the World Wide
Web
By Whom: Technology Center Staff By: September, 1998
Action: Continue to involve key Chamber figures in the Library Telethon
By Whom: Administration By: Annually
Facilitate Self Education for All Residents
Objective 7: Continue to provide adult literacy services
Action: Serve a minimum of 70 adult learners
By Whom: Literacy Staff By: December, 1998
Action: Train a minimum of 25 additional volunteer tutors
By Whom: Literacy Staff By: December, 1998
Action: Attempt to alter current CDBG funding procedures to allow the
Library to apply for operations funding for the Literacy Program.
By Whom: Administration By: December, 1998
Action: Apply for a minimum of two grants
By Whom: Literacy Coordinator By: Annually
Action: Perform a minimum of four speaking engagements focusing on
literacy services
By Whom: Literacy Staff By: Annually
31
Action: Seek corporate sponsorships in the amount of$10,000
By,Whom: Literacy Coordinator By: June, 1999
Action: Conduct an annual Literacy Celebration in conjunction with National
Literacy Week
By Whom: Literacy Staff By: October, 1998
Action: Coordinate the Trivia Challenge portion of the Library Telethon
By Whom: Literacy Staff By: March, 1999
Action: Offer four Tutor Training Workshops to train volunteers
By Whom: Literacy Staff By: June, 1999
GOAL 3: SEARCH OUT ALTERNATIVE AND ENTREPRENEURIAL APPROACHES
TO FUNDING ~.
Objective 1: Increase the funding base of library services through grants/fees and
fines
Action: Apply for a minimum of four grants
By Whom: Administration By: Annually
Action: Provide fee-based programs through the Technology Center that will
generate income: ie., Intemet access, scanning fees, etc.
By Whom: Technology Staff By: December, 1998
Action: Reassess fines and fees each year for currency
By Whom: Administration/Library Board By: January, 1999
Objective 2: Develop additional funding sources for the Library Foundation
Action: Develop brochure and marketing tools for the Foundation
By Whom: Administration By: December, 1998
Action: Continue development ofplarmed giving program for the Foundation
By Whom: Administration/Foundation Board By: December, 1998
Action: Develop a marketing plan for the Affinity Credit Card
By Whom: Administration/Foundation Board By: Annually
Objective 3: Promote two annual fundraising events for the Library
Action: Produce and Telecast the Library's annual Telethon
By Whom: Staff, Board, Foundation, Friends By: March, 1999
32
Action: Create a fund raiser for Fall
By Whom: Administration/Foundation Board By: October, 1998
GOAL 4: INITIATE STATE OF THE ART SERVICE USING NEW TECHNOLOGY
IN A COST EFFECTIVE MANNER
Objective 1: Reduce costs of telecommunications
Action: Apply for Federal/State grant funds to support telecommunications
COSTS
By Whom: Principal Librarian By: Annually
Objective 2: Provide convenient access to information services off site
Action: Promote the "Smart Card" to raise funds and allow home access to
library data bases
By Whom: Administration By: July, 1998
Objective 3: Continue to investigate offering "state of the art" services on a cost
recovery basis
Action: Negotiate with the City to provide creation and maintenance of the
City's Interact Web site
By Whom: Administration By: July, 1998
Objective 4: Investigate new ways to provide "old" services
Action: Explore new technologies to provide the most effective method of
providing library services.
By Whom: Principal Librarian By: Annually
GOAL 5: PLAN FOR FUTURE GROWTH AND DEVELOPMENT
Objective 1: Planning process for facility expansion
Action: Investigate contracting to update the Master Plan for Library Services.
By whom: Administration/Library Board By: August, 1998
Action: Meet annually with City Council to discuss direction/visions
By Whom: Requested by Library Board By: Fall, 1998
Action: Involve City Council, if willing, in planning process
By Whom: Requested by Library Board By: Winter, 1998
33
Objective 2: Explore additional funding options for facility expansion
Action: Investigate for Library Board and City Council various funding
mechanisms which require voter approval
By Whom: Administration By: December, 1998
Action: Track and lobby for the proposed Library Facilities Bond Act
emerging in the State Legislature for 1998/99 session.
By Whom: Administration By: Throughout course of Bill
Action: If appropriate, create necessary documents to apply for Library
Facilities Bond Act funding
By Whom: Administration By: Application date
Action: Propose creating a developer fee to help fund new service outlets.
By Whom: Administration By: February, 1999
34
CITY OF RANCHO CUCAIVlONGA
STAFF RI ,PORT
DATE: May 7, 1998
TO: President and Members of the Library Board
Jack Lam, AICP, City Manager
FROM: Robert Karatsu, Principal Librarian 4lq J
SUBJECT: FEE FOR COMPUTER SCANNER USE
RECOMMENDATION:
That the Board approve the following fee for computer image scanner:
- $3.00 per scanned image.
BACKGROUND:
The Technology Cemer in the Library has received requests for scanning photographs from the
public, primarily for use in web pages. On a 24 hour turnaround basis, staff will scan an image
on to a floppy disc for a fee of $3, which will include the disc.
The $3 fee was established to cover the cost of stafftime to perform scan and the cost of the
floppy disc. At present, no other public library in this area provides this service. (Generally,
commercial shops (i.e. Kinko's) charge approximately 4 times what we will be charging.) The
Library will observe all copyright laws in regards to the scanning any copyrighted material,
including photographs, prims, or drawings from books or any other material to which the patron
does not own the rights to reproduction.
FISCAL IMPACT:
Nominal. A small amount of revenue will be generated with every image that is scanned.
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: May 7, 1998
TO: President and Members of the Library Board
Jack Lam, AICP, City Manager
FROM: Robert Karatsu, Principal Librarian ~//
SUBJECT: FEE FOR ISSUANCE OF A TEMPORARY LIBRARY CARD
RECOMMENDATION:
That the Board approve the following fee:
- .50 cents for the issuance of a one day, temporary Library card.
BACKGROUND:
Library cards are required to check out material or to use the Library's Technology Center.
When a patron does not have their Library Card and wishes to check out material or use the
Library's Technology Center, staff must verily identification and then look up record in the
Library's computer registration system.
Staffrecommends charging a fee of .50 cents for the issuance ora one-day, temporary Library
Card. Upon verification of identification, this card can be used by a patron to check out materials
or use the Technology Center.
This fee will in part offset the time spent by staffin verifying that patron is registered with the
Library. (For a.card that is lost, the Library Board has already established a $2.00 replacement
fee.)
FISCAL IMPACT:
Nominal. A small amount of revenue will be generated with every temporary card that is issued.
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: May 7, 1998
TO: President and Members of the Board of Library Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: APPROVE LIBRARY FOUNDATION BOARD ACTION AMENDING
THE LIBRARY FOUNDATION BYLAWS TO REQUIRE A MEMBER OF
THE BOARD OF LIBRARY TRUSTEES TO ALSO SERVE AS
DIRECTOR ON THE LIBRARY FOUNDATION
RECOMMENDATION
That the Library Board approve action taken by ~he Foundation Board to amend the Foundation
Bylaws, returning to the original concept of seating a member of the Board of Library Trustees
as a Foundation Director.
BACKGROUND/ANALYSIS
The original By-laws passed by the Board of Library Trustees and adopted by the Foundation
Board (copy attached and highlighted) included a clause that required either the Library Board
President or his/her appointee to sit on the Foundation Board as a Director. Originally proposed
to provide a closer working relationship between the two boards, this practice was discontinued
in 1996 and the by-laws rewritten to expand the number of at-large directors by one.
Currently there is a vacancy on the Foundation Board. It was approved by Foundation Board
Members that the bylaws be amended to return to the original Foundation Board make-up. Since
this Bylaw amendment calls for the cooperation of the Library Board, approval of the Foundation
Board action is required.
pectfully submitted,
Deborah Kaye ~
Library Director
BYLAWS OF THE RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION
ARTICLE I - NAME AND ADDRESS
Section 1. The name of this association shall be the Rancho Cucamonga Public
Library Foundation, hereinafter referred to as the "Foundation".
Section 2: The address of the principal executive office of the Foundation shall be
located at Rancho Cucamonga Public Library, 7368 Archibald, Rancho Cucamonga, California,
or at such other place as the Board of Directors hereafter may designate.
ARTICLE II - PURPOSES AND LIMITATIONS
Section 1. The purpose of the Foundation is to establish a permanent endowment
fund to assist the government of the City of Rancho Cucamonga through the Rancho Cucamonga
Public Library, hereinafter referred to as the "library'', in improving the quality of library services
to the citizens of the City of Rancho Cucamonga.
Section 2. The Foundation is organized, and at all times shall be operated,
exclusively for the benefit of, to perform the function of, and to carry out the purposes of, the
Library, within the meaning of 509(a) (3) (A) of the Internal Revenue Code of 1954, as amended,
the Regulations thereunder, and the corresponding provision of any applicable future United
States Internal Revenue Law and Regulations, such Code and Regulations hereinafter
collectively referred to as the "Code".
Section 3. In car~ing out such purpose, the Foundation shall not, in any manner, be
utilized to discharge the obligation of the City of Rancho Cucamonga, hereinafter to be referred
to as the "City", to bear the expenses of financing the routine operation, maintenance or repair of
the Library. The support, promotion and advancement of the Library afforded by this Foundation
is in addition to, and supplementary to, any budgeting program sponsored by the City, and the
use of this Foundation in the routine operation, maintenance or repair of the Libra~ shall be a
violation of the purposes herein expressed. If the Board of Directors is of the opinion that the
City causes the terms of the Foundation to be violated by causing income of the Foundation to be
used for routine operation, maintenance or repair of the Library, then the Board of Directors may
direct that the income be used for the benefit of library organizations that are not under the
jurisdiction of the City. These organizations must be charitable organizations under Section
501 (c)(3) of the Code and must be consistent with the purpose of the Foundation.
ARTICLE III - MEETINGS
Section 1. All meetings, regular and special shall be notified, posted and conducted
in every way consistent with the requirements set forth in the Brown Act.
Section 2. The Board of Directors of the Foundation shall hold an annual meeting in
the month of June at such time and place designated by the Board.
38
Section 3. Adoption of a budget for the upcoming fiscal year sl~all occur at the annual
- meeting.
Section 4. Special meetings may be called at any time by a majority of the Board.
Written notice, stating the time and place of any special meeting and its purpose shall be given to
each member of the Board at least four days before such meeting.
Section 5. A majority of the Board constitutes a quorum.
ARTICLE IV - MEMBERSHIP AND SHARES
Section 1. The corporation shall have no membership.
Section 2. The corporation shall not have or issue shares of stock and shall declare no
dividends.
Section 3. No part of the Foundation shall inure to the benefit of any private
individual, and no part of the direct or indirect activities of this Foundation shall consist of
carrying on propaganda, or otherwise attempting to influence legislation, or of participating in, or
intervening in (including the publication or distribution of statements), any political campaign on
behalf of any candidate for public office. Notwithstanding any other provision hereof, this
Foundation shall not conduct or carry on any activities not permitted to be conducted or carried
on by an organization exempt under Section 501 (c) (3) of the Code or by an organization
contributions to which are deductible under Section 170 (c) (2) of such Code.
ARTICLE V - BOARD OF DIRECTORS
Section 1. The total number constituting the Board of Directors shall be nine (9).
Section 2. The Library Director shall serve as an ex officio member of the Board.
Section 3. One (I) member of the Board of Directors shall be the elected
President of the Library Board of Trustees or his/her designee from the Library Board of
Trustees.
Section 4. One (1) member of the Board of Directors shall be filled by a member of
the Friends of the Rancho Cucamonga Public Library, appointed by the President of that
organization.
Section 5. Seven (7) members of thc Board of Directors shall be filled by individuals
through an application and selection process and must bc approved by the Library Board of
Trustees and appointed by the City Council.
Section 6. The terms shall be four (4) years. Directors may be reappointed for an
additional four year term, after which they may not be reappointed until an intervening one year
39
period. All vacancies occurring because of the expiration of terms or for other reasons will be
filled by the appointing body. ~-,
Section 7. The members of the first board appointed shall so classi?y themselves by
lot that two of their number shall go out of office at the end of the current fiscal year, three at the
end of one year thereafter, two at the end of two years thereafter, and two at the end of three
years thereafter.
Section 8. Directors missing three consecutive meetings, without good cause, may be
replaced by a majority vote of the remaining Directors on the Board and the appointing body
asked to appoint a new candidate to the Board. Any Director of the Library Foundation may be
removed at any time by a majority vote of the entire council.
Section 9. All terms as prescribed in this Article shall commence with the
organizational meeting of the Board of Directors and shall expire at the d~e of the annual _
meeting in June.
Section 10. Any change in the number and qualifications of members of the Board of
Directors shall be made only by amendment to these Bylaws.
ARTICLE VI - OFFICERS
Section 1. The Board shall elect a President and a Secretary at the annual meeting.
Their terms of office are one year.
Section 2. Officers may be removed from office for cause by a majority of the
Foundation Board at any meeting.
Section 3. The President shall preside at all meetings of the Board and have
responsibility for general supervision of its activities.
Section 4. The President, with assistance from the Library Director and the
Investment Trustee, shall present a budget for approval of the Board at the annual meeting.
Section 5. Disbursement of money in excess of $500, unless specifically budgeted at
the annual meeting, requires the signature of either the President'or the Secretary.
Section 6. The Secretary shall give notice to all members and shall maintain a
permanent set of minutes to all meetings and shall preside at meetings in the absence of the
President.
ARTICLE VII ~ POWERS
Section 1. The decisions and acts of a majority of the members of the Board of
Directors qualified and serving shall constitute an exercise of the Foundation powers and
40
discretions
conferred
upon the 15Dard of Directors and the decisions and acts of such majority of
I.
the Board of Directors shall constitute and be taken as the decisions and acts of the entire Board
of Directors.
Section 2. The Board of Directors may adopt rules of procedures which shall not be
inconsistent with the terms of this Foundation.
Section 3. A simple majority of the Board may amend the Bylaws at any meeting.
However, no such amendment or modification shall alter the intention of the Donors that this
Foundation be operated exclusively for charitable, literary and educational purposes, and in a
manner which shall make this Foundation tax exempt and the donations to it deductible from
taxable income to the extent allowed by the provisions of the Code and other applicable
legislation and regulations as they now exist or as they may hereafter be amended. Every
an~endment or modification of these bylaws shall be in writing, shall be signed by a majority of
the Board of Directors then serving and shall be delivered to each of the members of the Board
then in office and to the Investment Trustee then in office.
ARTICLE VIII - COMPENSATION AND EXPENSES
Section 1. The Board of Directors shall serve without compensation.
ARTICLE IX - INVESTMENT TRUSTEE
Section 1. The Finance Director of the City of Rancho Cucamonga shall serve as the
Investment Trustee for the Foundation. He/she shall have the powers and authority set out in
Section 2.
Section 2. The powers of the Investment Trustee shall be limited to investment of the
Foundation property and shall have the following discretionmy powers:
(a) To hold the principal and all money or property given to the Trustee to invest and
reinvest, unless the deed or legacy of a particular gift or gifts specifically authorizes or requires
its retention and/or use for a specific project.
(b) To invest and reinvest the principal and undistributed income of the Foundation
funds on deposit with the Trustee in such property, real, personal or mixed and in such manner as
it shall deem proper for the growth of capital and the production of income, and from time to
time to change investments as he/she shall deem advisable; to invest in or retain any stocks,
shares, bonds, notes, obligations, or personal or real property bonds, notes, obligations, or
personal or real property (including without limitation any interest in or obligations of any
corporation, association, business trust, investment trust, common trust fund or investment
company) although some or all of the property so acquired or retained is ora kind or size which
but for this express authority would not be considered proper and although all of the Foundation
funds are invested in the securities of one company. No principal or income, however, shall be
loaned, directly or indirectly, to the Investment Trustee or any member of the Board or to anyone
41
else, corporate or otherwise, who has at any time made a contribution to this Foundation, nor to
anyone except on the basis of an adequate interest charge and with adequate security.
(c) To sell, lease, or exchang~ any personal, mixed, or real property, at public auction or
by private contact, for such consideration and on such terms as to credit or otherwise, an to make
such contracts and enter into such undertakings relating to the Foundation property, as it
considers advisable, whether or not such leases or contracts may extend beyond the duration of
the Foundation.
(d) To borrow money for such periods, at such rates of interest, and upon such terms as it
considers advisable, and as security for such loans to mortgage or pledge any real or personal
property with or without power of sale; to acquire or hold any real or personal property, subject
to any mortgage or hold any real or personal property, subject to any mortgage or pledge on or of
property acquired or held by this Foundation.
(e) To execute and delivei' deeds, assignments, transfers, mortgages, pledges, leases,
covenants, contracts, promissory notes, releases, and other instruments, sealed or unsealed,
h~cident to any transaction in which it engages.
(f) To vote, to give proxies, to participate in the reorganization, merger or consolidation
of any concern or in the reorganization, merger or consolidation of any concern or in the sale,
lease, disposition, or distribution of its assets; to join with other security holders in acting
through a committee, depositary, voting trustees, or otherwise and in this connection to delegate
authority to such committee, depositary, or trustees and to deposit securities with them or transfer
securities to them; to pay assessments levied on securities or to exercise subscription rights in
respect of securities.
(g) To hold Foundation property without indication of fiduciary capacity but only in the
name ora registered nominee, provided the Foundation property is at all times identified as such
on the books of the Foundation fund; to keep any or all of the Foundation property or funds in
any place or places in the United States of America.
ARTICLE X - ACCOUNTING
Section 1. The Investment Trustee shall render an accounting of the investment
transactions concerning the Foundation to the Board of Directors at least annually. No person or
entity other than the Board of Directors may require an accounting or bring any action against the
Investment Trustees with respect to the Foundation. The Investment Trustee may at any time
initiate legal action or proceedings for the settlement of its accounts and, except as otherwise
required by law, the only necessary party defendant to such action or proceedings shall be the
Board of Directors.
Section 2. The fiscal year of the Foundation shall be from July 1 through June 30th.
Section 3. The Board of Directors shall make a report annually of its uses of the
Foundation and shall distribute copies thereof to all members at the regular annual meeting held
in June.
ARTICLE XI - LIABILITY OF TRUSTEES/DIRECTORS
Section 1. No Investment Trustee or member of the Board of Directors shall be
answerable for loss in investments made in good faith. No Investment Trustee or member of the
Board of Directors shall be liable for the acts or omissions of any other member of the Board, or
of any accountant, agent, counsel or custodian selected with reasonable care. Each Investment
Trustee or member of the Board shall be fully protected in acting upon any instrument,
certificate, or paper, believed by Mm/her to be genuine and to be signed or presented by the
proper person or persons and no Investment Trustee or member of the Board shall be under any
duty to make any investigation or inquiry as to any statement contained in any such writing but
may accept the same as conclusive evidence of the troth and accuracy of the statement therein
contained.
ARTICLE XII - FOUNDATION
Section 1. The Board of Directors may receive donations from the Donors or from any
other source in cash or in other property acceptable to them. All donations so received shall be
deposited with an Investment Trustee by the Board of Directors and thereafter held, managed,
administered and disposed of by the Investment Trustee and the Board of Directors pursuant to
the terms of the Agreement. The Board of Directors may accept donations which restrict their
uses and purposes, provided such restrictions are within the uses and purposes set forth in Article
II, and which limit the time, manner, amount, or other terms of distribution; but, unless otherwise
specifically required, the Board of Directors may mingle such restricted donations with other
assets of the Foundation.
ARTICLE XIII - USE OF THE FOUNDATION
Section 1. The Board of Directors shall have power to apply the Foundation for the
purposes set forth in Article II. In furtherance thereof, the Board of Directors shall have the
power and authority and is directed to distribute the distributable income of the Foundation as
they may determine, to the uses and purposes set forth in Article II.
Section 2. Unless the restricted donation provides otherwise, as used in Section 1,
"distributable income" means the total holdings of the Foundation, principle and interest, less
$2,500 which will serve as the minimum holding of the Foundation.
ARTICLE XIV - TERM OF FOUNDATION
Section 1. The Foundation shall continue in perpetuity; it may however, at any time be
wound up and the assets distributed with the assent of two-thirds of the Board of Directors, the
Library Board of Trustees and the Rancho Cucamonga City Council. Upon any such winding up,
the assets of this Foundation shall be distributed exclusively for such purpose or purposes, as are
consistent with the purpose of the Foundation.
43
CITY OF RANCHO CUCAMONGA
STAFF REPORT
DATE: May 7, 1998
TO: President and Members of the Library Board of Trustees
Jack Lam, AICP, City Manager
FROM: Deborah Kaye Clark, Library Manager
SUBJECT: REVIEW APPOINTMENTS OF BOARD MEMBERS SERVING
AS LIAISONS TO SPECIFIC SERVICE AREAS
RECOMMENDATION
That the Board review the liaison opportunities for Board member involvement and take
appropriate action. Board may decide to appointment current vacancies immediately; delay
appointment of vacancies until new Board member has been added; open all liaison opportunities
for consideration to all Board members at the first meeting of the new fiscal year; or determine a
different course of action.
School Services (Current appointee: Doris Dredd Lee)
Work with the School Districts, promote special communications or events, support
School/Library partnerships at Council or other civic meetings, be prepared to speak on
Library activities and services to the schools.
Business Services (Current appointee: Ede Swistock)
Work with local businesses and the Chamber of Commerce, promote special fundraisers
connected to business, advise on key areas of additional services to business, be prepared
to speak on Literacy activities and services.
Foundation Board (Current appointee: vacant)
Serve as a Director on the Library Foundation, attend monthly meetings with all voting
powers; work with the Foundation on the Library Telethon and other fundraising projects.
Literacy Services (Current appointee: vacant)
Work with Literacy Staff from the joint Rancho Cucamonga and Upland Library program
to provide and improve literacy services, assist in identifying grant opportunities for
literacy, support literacy projects at Council and other civic meetings, be prepared to
speak on Literacy activities and services.
Young Adult Services (Current appointee: vacant)
Work with Young Adult staff to plan and promote Young Adult programs, advise on key
areas of additional services to young adults, assist in identifying grant oppommities for
young adult services, be prepared to speak on young adult activities and services.
44
BACKGROUND~NALYSIS
These special areas of service reflect the four major roles selected by the Library Board in the
Plm~ of Service proposed for 1998/99. While all Board members will be involved in each of
these areas in their role as policy makers, the assignment of particular service areas to each Board
member will facilitate assignment of special duties (meetings to attend, special projects to advise,
etc.)
~pectfully ~ubn~itt~ed,
45