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HomeMy WebLinkAbout1995/07/06 - Agenda Packet - Library Board of Trustees LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING First Thursday 7:00 p.m. July 6, 1995 Civic Center Council Chambers 10500 Civic Center Drive Rancho Cucamonga, California 91730 City Councilmembers William J. Alexander, Mayor Rex Gutierrez, Mayor Pro Tem Paul Biane, Councilmember James V. Curatalo, Councilmember Diane Williams, Councilmember Boardmembers Robert Howdyshell, President Laura J. Muna-Landa, President Pro Tem Gina Gregory, Boardmember Edward E. Swistock, Boardmember  PAGE Board of Library Trustees ~.genda 1 Regular Meeting, July 6, 1995 A. CALL TO ORDER 1. Roll Call: Howdyshell , Gregory Muna-Landa , and Swistock __ B. 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: April 12, 1995 (Special meeting) 1 2. Approval of Minutes: June 1, 1995 7 C. 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 and budget update: oral report presented by Library Staff. 2. Report on progress to provide Intemet access: oral report presented by Robert Karatsu, Principal Librarian. 3. Creation of the Rancho Cucamonga Public Library Foundation: 15 proposal presented by Deborah Clark, Library Manager, with recommendation to approve bylaws and articles of incorporation. 4. Presentation on the Collection Agency: oral_report presented by ~6 Karen Schneiderwent, Circulation Supervisor, with recommendation to approve moving to second stage collections and to alter current registration process to require two forms of patron identification.  PAGE Board of Library Trustees Agenda 2 Regular Meeting, July 6, 1995 D. 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. Report on the progress of the Friends of the Library Bookstore and presentation of check: presented by Bookstore Manager, Paul Williams. 2. Follow up on goals distributed by President Howdyshell at the March meeting. 3. Follow up on the joint meeting of the Council and Board, Wednesday, April 12th. 4. Report from staffon progress on Defining Basic Service: presented by Deborah Clark, Library Manager. 5. Report on current Commission practices within the City regarding 28 election of officers and request by staff for direction. E. 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. F. 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. ,~ PAGE Board of Library Trustees Agenda 3 Regular Meeting, July 6, 1995 G. ADJOURNMENT I, Deborah Clark, Library Manager of the City of Rancho Cucamonga, hereby certify that a true, accurate copy of the foregoing agenda was posted on Thursday, June 29, 6:00 p.m., 1995, seventy-two (72) hours prior to the meeting per Government Code 54953 at 10500 Civic Center Drive. April 12, 1995 CITY OF RANCHO CUCAMONGA CITY COUNCIL MINUTES Joint Meeting with the ibr r f T A joint meeting of the Rancho Cucamonga City Council and the Library Board of Trustees was held on Wednesday, Apd112, 1995, in the Tri-Communities Conference Room of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 5:07 p.m. by Mayor V~lliam J. Alexander, Present were Councilmembers: Paul Biane (arrived 5:10 p.m.), James Curatalo, Diane Williams, and Mayor William J. Alexander. Present were Boardmembers: Gina Gregory, Laura Muna-Landa, Edward Swistock, and President Robert Howdyshell. Also present were: Jack Lam, City Manager; Jerry Fulwood, Deputy City Manager, Robert Dominguez, Administrative Services Manager, Diane O'Neal, Management Analyst II; Susan Mickey, Management Analyst I; Deborah Clark, Library Manager; Robert Karatau, Principal Librarian; Vivian Garcia, Administrative Secretary; and Jan Sutton, Deputy City Clerk. Absent was Councilmember. Rex Gutierrez. B. ITEMS OF DISCUSSION BI. DISCUSSION OF PARKING AVAILABILITY AT LIBRARY ~1'1'I= President Howdyshell stated they have asked staff to gather information for the Board regarding use of the parldng lot at the library, and though it is not an immediate problem, they felt it would be in another year or two. The Board thought they should be looking at this issue now and starting to make plans for the future. Mayor Alexander asked how am they currently being impacted. Deborah Clark, Library Manage~stated the peak periods are dudng the stoydme programs and programs - for youth, and between 3:00-5:00 p.m. in the afternoons after school lets out. Jack Lam, City Manager, stated historically before the project was accomplished it was recognized that parking could be a problem at that IooalJon. but the other benefits of the location outweighed that issue. They also knew there would be limited opportunities for parking expansion because of the surrounding developments. City Council/Libra~ Board Minutes Apd112,1995 Page 2 Councilmember Biane arrived at 5:10 p.m. Jack Lam, Cb Manager, stated that even though the Redevelopment Agency owned the property to the west, that was designated to be a seniors affordable housing project, though there might be a possibility of utilizing some of their parking area for the library building. He stated it was fortunate that the demand for parking at the adJacent shopping center was not that great, so that when people park there dudng peak pedods at the library it does not create a conflict with the stores in the center. Boardmember Swistook asked if it would be possible to put in parking for the senior project pdor to it being built so possibly they could use that. Jack Lam, City Manager, stated the problem is that it is not eligible. The parking will depend on the design of the project, and it has to meet the needs of the seniors. They have a developer that is interested in the project, but they would have to wait until a design is determined because the developer will need to maximize the space for affordable housing, but possibly there can be some flexibility built in for overlapping uses. Councilmember Williams asked if they knew what the pdce was on the 2.2 ac~es that was for sale to the south of the library. She stated at one time RDA looked at purchasing that property but as she recalled it was more expensive than the site they purchased for the library. Jack Lam, City Manager, stated the property for the library was in distress and that was why they were able to purchase it. He stated there were also no more funds available in the RDA budget for the purchase of property and explained how the State has taken f~nds away over the last few years from redevelopment agencies. Councilmember Curatalo asked if there was a parking problem during the children's Storytime. Deborah Clark, Library Manager, stated yes. Councilmember Curatalo asked if it was crowded during the Saturday Storyfime. Robert Karatsu, Principal Librarian, stated there was not as much of a problem on Saturday. Councilmember Curatalo asked if they were to hold two Storytimes on Saturday, would that help to alleviate the parking problem. Deborah Clark, Library Manager, stated the Saturday Starytime was less popular with the public se they do not have a problem on that day. Mayor Alexander suggested holding two Storytimes during the week Deborah _Clark, Library Manager, stated they hold two session already on Wednesday, and they just keep growing. Jack Lam, City Manager, stated the library is a success in the commune, but it is still growing. As it becomes more popular, it will need more services. Mayor Alexander stated regardless of parking, the demand might create a need to expand certain programs, such as the Story'dms. He asked what mode of transportation was used the most by patrons. City Council/Library Board Minutes Apd112, 1995 Page 3 Deborah Clark, Library Manager, stated there were all varieties, including carpoois, but no schools because they were served in a different way during different times. Jack Lam, City Manager, stated the prediction was that after the library was open a year they would have an increased demand for services. President Howdyshell stated they did not expect to be able to resolve this problem tonight, they just wanted to make it known. Councilmember Wlliams stated possibly they could get people to pork in the Albertson's parking lot and walk around to the signal. Councilmember Biane asked if they have looked at private fundraising drives. President Howdyshell stated they have created a couple of programs for raising f~nds. Deborah Clark, Library Manage~:, stated they are planning to kick off two different types of fundraising. First would be entrepreneurial fees and fines, and the second would be traditional fundraising by approaching businesses to support certain programs. She stated they have the Fdends of the Library, and they will also be creating a Foundation. Mayor Alexander stated possibly they could use an event at the Epicenter where the proceeds would be donated to the Library. Councilmamber V~lliams stated maybe they can tie something in with the Founder's Day Celebration or some other event where proceeds would go to the Library. Mayor Alexander asked that this item be agendized for the second Council meeting in August for an update. Councilmember Curatalo asked if the City owned any property within walldng distance that could be utilized as parking space. Jack Lam, City Manager, stated no. The Redevelopment Agency owns the prope~ to the west but that was designated for seniors affordable housing as discussed eadier. Councilmember W~lliams suggested the Board contact the Community Services Department to see if they could calendar a fundraiser along with one of their events. She asked if they have spoken t~ the Baptist Church to the south to see if they would be willing to accommodate any overflow parking. Maybe the City could even look into offedng to pave the gravel parking lot in exchange for use. Councilmember Biane asked if there was a possibility of allowing street perking. Jack Lam, City Manager, ~tated there was a safety factor involved that would prohibit street parking. He added that in regards to paving the lot for the Church, when he asked how much it would cost to repeve the lot at Lions Center East, the cost was prohibitive. Councilmember Wlliams agreed the cost would be great but possibly the Church would be willing to match funds. She felt they needed to look at creative ways to do business. 3 City Council/Library Board Minutes April 12, 1995 Page 4 B2. DISCUSSION OF ITEMS OF MUTUAL INTERE~;T President Howdyshell stated they had a question regarding the budget, that it was their understanding if they raised funds through the Library, then those funds would stay within the Library system, and wanted to verify if that was correct. Mayor Alexander stated that was true. President Howdyshell stated as they proceed through the years they wanted to provide more services, but in order to offer some of them they might have to look at providing services for a fee. They thought there should be a Task Force to look at what services should not be charged for and which ones should be. Mayor Alexander asked if they would like a Council representative on that Task Force. President Howdyshell stated yes. He stated Boardmember Muna-Landa has offered to be on the Task Force for the Library Board. He stated they have looked at possibly offedng the Storytime on a registration and fee basis, the proceeds of which would allow them to add staff to expand services, but they did not want to do something that was against the Council's wishes. Mayor Alexander stated Councilmember W~lliams could be the primary contact, and he would also be willing to participate. Boardmember Swistock stated he and Boardmember Muna-Landa attended a conference recenW and it seemed that no one really knew what were considered basic services. He stated it was pre~ much left up to each library to decide. Jack Lam, City Manager, stated in the current economic environment, all libraries are talking about becoming entrepreneurial. He stated as an example he thought that people would be willing to pay for technological advances. If they could offer a service that expanded the use of the library to 24 hours a day, people will pay for that and it will benefit the library and allow them to provide other pregrarns and support. He felt this was a very important issue. President Hewdyshell stated they might also want a representatJve from the Friends of the Library on the Task Force. Councilmember W~lliams felt they also needed to start woddng with the schools so that they were not wasting money by duplicating services. President Hewdyshell asked Deborah Clark to outline their goals for the next year. Deborah Clark, Library Manager, stated they have a very aggressive plan for fundraising. She stated there will be the creation of a Foundation, different ways to raise fines and fees, and woddng with the Friends to establish fundraisers. They are talking about planning two major events this year, one would be celebrating their birthday, and also doing something for-National Library Week. They are also working on getting the donor wall up for next year. She stated another thing they are worldng on is a Literacy Program application, and they might be used as a model program. They are considering a joint effort with Upland for when grant money runs out, but they were confident that they would be receiving soma type of state funding this year. They will continue to provide as many StorytJmes as they can do with their staff and will be doing a Summer Reading Program. She stated there are a few more elements of technology that will be brought on-tine in the next few months. She stated their goal was to be a model for other libraries. City Council/Library Board Minutes April 12, 1995 Page 5 Councilmember Curatalo asked with the anticipated growth of the Storytime program, have they looked at expanding it to other City facilities. Deborah Clark, Library Manager, stated this relates back to the Task Force and determining what are basic library services. She stated their entire programming effort has been to bdng people into the Library. She stated with the old Library they did not do storytime, they did not do adult programs, that was all done as outreach. She stated they did not really want to move the programs off-site because then they would become only a library services provider and that was not their mission. Jack Lam, City Manager, stated another factor to consider in regards to the children, when they think of it being flee at the library, the Community Services Department offers services for children which the parents are allays willing to pay for, and the classes are always full. He is not saying that is better or worse, but it is an issue they might want to weigh when looking at the two programs. Councilmember Williams thought that Storyfime was a child's first inb'oduction to the Library so would not want to discourage participation by charging for it, but if they were to offer a special expanded program in conjunction with the regular Storytime, she could see charging for that. Mayor Alexander felt the Library staff and Board have done an excellent job, and they are obviously su¢_~__sful. He stated they are very proud of the job they have done so far to make the Library so successful. Councilmembers Williams and Biane concurred. President Howdyshell fait the Council deserved credit for starting a library in these hard economic times, and Jack Lam also for selecting Deborah Clark to be the Library Manager. He hoped that the Council would contact the Board if they have any concerns, because he felt they were all committed to providing the best service to the community. Councitmember Curatalo asked if the City paid for the fingerprinlJng of volunteers. Jack Lam, City Manger, stated yes. Councilmember Curatalo asked if this requirement !mpacted the number of volunteers they get Deborah Clark, Library Manager, stated it has not caused a problem. Jack Lam, City Manager, stated the problem is not people objecting to the requirement because they realize it is for the sefaty of the children, it is the cost of $35.00 per person. He stated the High Schools want to send students over to do volunteer work for their community service requirement, but they have to refuse some kids that can only volunteer 3-5 hours because the cost is too much for so little time. So they need to find people that can volunteer on a long-term basis, but that can also discourage some volunteers. Mayor Alexander refen'ed to a question in the memorandum on if the City would be contributing monetarily to the Library's budget or if reduc~ns were to be made, and stated the current feeling of Ihe City is not to help _ with the Library's budget. If something severe were to happen to their funding, then that policy would be revisited. Councilmember Williams stated that was an absolute that was set by the previous Council because at that time the City did not have any extJ'a funds for supporting the Library. She stated the Library can keep all of the money it raises, but it needs to live within its budget. 5 Ci~ Council/Library Board Minutes April12,1995 Page 6 President Howdyshell stated they will do so by working on establishing a pdodty of services, not only by establishing fees, but by determining what can be cut if they have to. Councilmember W~lliams stated that was only good business sense and felt the citizens will understand. C. COMMUNICATIONS FROM THE PUBI. IR No communications were made from the public. MOTION: Moved by Williams, seconded by Curatalo to adjourn the Council meeting. Motion carded unanimously, 4-0-1 (Gutierrez absent). The Council meeting adjourned at 6:00 p.m. The Library Board recessed at 6:00 p.m. to a special meeting to be held following the joint meeting. Respectfully submitted, Jan Sutton Deputy City Clerk Approved by the Library Board: Approved by the City Council: CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES A. CALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, June 1, 1995, in the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:01 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Gregory, Muna-Landa and Swistock. Also present were: Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Supervisor and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR B1. Approval of minutes: April 6, 1995 April 12, 1995 (Adjourned Meeting) May 4, 1995 B2. Approval of proposed Holiday schedule for 1995/96 ITEM REMOVED FOR DISCUSSION BY PRESIDENT HOWDYSHELL. MOTION: Moved by Boardmember Muna-Landa to approve the consent calendar, seconded by Boardmember Gregory. Motion carried 4-0. President Howdyshell stated that a request had been made to move Communications from the Public out of order. F. COMMUNICATIONS FROM THE PUBLIC Roberta Encinias of 6210 Callaway Place, Alta Loma, representing International Educational Forum, stated that IEF is a non-profit organi?-tion that coordinates groups of exchange students and will be expecting a group of French students coming this summer from July 13 to August 10. There are 25 students, ages 14 to 19 years old and they will be taking an ESL course. Roberta Encinias has contacted all the high schools in the area, but due to renovation during that time, they are unable to help IEF. Roberta also contacted junior high and elementary schools. However, the schools stated Library Board Minutes June 1, 1995 Page 2 this is for the high school level and should be handled through the high schools. Roberta also contacted twenty different churches in the area and they are unable to help. Robert Encinias requested the Board to consider IEF the usage of the community room. The dates would be July 17 through July 20 and July 24 through 27 from 9:00 a.m. to 12:00 noon, August 1 from 9:00 a.m. to 12:00 noon, August 2 from 9:00 to 11:00 and August 4 from 9:00 to 12:00 for a total of 32 hours class time. IEF would be willing to make a donation from $200 to $300 for the use of the community room. The students would be dropped off between 8:45 to 9:00 from their host families, so this would not impact parking. Deborah Clark, Library Manager, stated that staff had three basic concerns, 1) parking which Roberta has addressed, 2) according to the Community Room Rental Policy, there is a limit of one booking per month and 3) during that time frame, staffwill be in the midst of the summer reading program. Boardmember Gregory stated that she has reservations, since it is against the policy and is concerned that the Board would start making exceptions. President Howdyshell stated that from what he has read regarding organizations bringing in foreign students, that there is income generated for the certain people who host these organizations. President Howdyshell stated that he would like to know more about the IEF organization. Roberta Encinias stated that she is coordinating the group and receives payment for how many students she has and places. The host families do not get paid for having the students in their home. IEF charges the students for their alrfare, certain excursions, such as Disneyland, etc. Roberta stated that she does have a budget she must work with. Boardmember Swistock stated that the Board does not know at this time what the summer will hold for the Library, coupled with a modification of the policy. Although it is for a worthwhile cause, them would be a modification. The biggest problem he has, is that it is a classroom setting in the Library. These are three major areas of concern and he would not be inclined to grant a waiver. Roberta Encinias asked if anyone could suggestion where else or anyone she might contact. Boardmember Swistock asked if she had contacted the Chamber of Commerce. The contact person would be Judy Clayton at 987-1012. He stated that while she would not be able to provide Ms. Encinias with facilities, she might know of a facility that had not yet been contacted. Boardmember Muna-Landa asked if Roberta would give the Board her phone number in case someone thought of something after tonight. 8 Library Board Minutes June 1, 1995 Page 3 Roberta Encinias stated that her phone number is 944-9090. Deborah Clark, Library Manager asked Roberta to fax the Library information on the IEF Organization, staff would again contact City Hall and Community Services. C. LIBRARY DIRECTOR'S STAFF REPORTS C 1. Library status report and budget update: oral report presented by Library Staff. Deborah Clark, Library Manager, presented an oral status report on the library referring to handouts Item B and Cl. Deborah Clark, Library Manager, stated that the Library has received a number of cartons of materials from Baker and Taylor and Brodart. Staffreceived a $35,000 credit from Baker and Taylor for items sent back which were unacceptable. C2. Approval of fee of $35 per year to access the on-line services of Rancho Cucamonga Public Library. President Howdyshell stated that he liked Plan B, "The on-line catalog and the community data base service would be free. The service charge would cover only access to the Magazine index and full text." Boardmember Swistock asked if this would include the Intemet access or would that be in addition to the $35. Deborah Clark, Library Manager, stated that would depend on how the library is able to provide Internet access and what the costs would be. Boardmember Swistock stated that he dials-up the on-line computer periodically, and he would prefer Plan B in dialing up from his home rather than using the computers at the library. He likes the features that are being added, and thinks the Community Database is an excellent feature and that staff has done a wonderful job in implementing the whole program. Robert Karatsu, Principal Librarian, stated that on Tuesday, June 6, he has a meeting with Bob Trammell, Data Processing Manager, regarding the Interact. The City may get involved in offering the Internet access not just through the Library's access but becoming its own Internet provider. Doing that, this would be just the City or the Library selling individual passwords and would be completely separate from the Library's catalog. Deborah Clark, Library Manhger, stated that staffwould include information from the meeting in next week's newsletter. Library Board Minutes June 1, 1995 Page 4 President Howdyshell stated that in accepting Plan B, he would like tostrike' "plus, any new on-hne' services added in the future" which implies that $35 would cover anything that would be added in the future. MOTION: Moved by President Howdyshell to approve the fee as recommended in Plan B striking the phrasing "plus, any new on-line services added in the future," seconded by Boardmember Swistock. Motion carded 4-0. President Howdyshell asked if the Board had just approved this with a school being able to use this for $35? Deborah Clark, Library Manager, stated that schools had been doing this for free. If the Board would like staffto bring something back regarding schools or if the Board would like staff to bring something back that includes schools being charged $35 each, staff could do so next month. Boardmember Swistock asked that he would like staff to bring a recommendation back next month handling the school as a separate issue. C3. Approval of proposed update of fines and fees: presented by Library Manager Deborah Clark. Deborah Clark, Library Manager, went over the proposal with the Board. Staff clarified Deposit Books as the Arco Test Books (Postal Workers, Police Officer, etc.) which seem to disappear. The deposit will be refunded once the book is returned. MOTION: Moved by Boardmember Swistock, seconded by President Howdyshell. Motion carried 4-0. C4. Report on proposed patron guidelines for behavior, approval of problem patron policy and complaint policy. Boardmember Gregory asked what is considered to be under poor hygiene. .Deborah Clark, Library Manager, stated that from staffs point of view that this would be "real health Issues" rather than "did you use deodorant this morning?" The palxon policy is currently in the hands of the attorney for his review and staff will let the Board know what his recommendation is. Deborah Clark, Library Manager, stated that "operation of personal office equipment" has currently been a problem. There is a patron who is bringing in their lap top computer to do work. The problem is that they are plugging in the computer and creating a safety hazard by the cord extending 10 Library Board Minutes June 1, 1995 Page 5 out to the table. The patron has been moving the table closer so this is not a problem, but if two or three more start bringing in theirs, this would become a problem. Boardmember Swistock stated that one of his "dreams" is to be able to plug into the computer, include the magazine text, plus the network at a designated place in the library. President Howdyshell asked does the library currently have a place to do this now? He looks forward to the time when the library could have workstations with plug-ins to accommodate patrons. He would like staff to look into this now or in the furore. MOTION: Moved by Boardmember Swistock, seconded by Boardmember Muna-Landa. Motion carded 4-0. C5. Report on the tax form distribution process: oral report presented by Robert Karatsu, Principal Librarian. Robert Karatsu, Principal Librarian, stated that there were no problems with the process. Next year, staff will try to purchase tax forms on CD. C6. Presentation of Grant proposal for literacy: presented by Deborah Clark, Library Manager. Approval of grant package requested. Deborah Clark, Library Manager, stated that the package is for a $100,000 + grant for a five year time period. Staff is working with Upland which presently has a program up and running. Staff would look for another library to join in at the fourth year to join the program and share costs. Boardmember Gregory asked what personnel this include. Deborah Clark, Library Manager, stated that there would be two full time positions. One full time coordinator which would be shared with Upland and one full time clerical which would stay at our library. MOTION: Moved by Boardmember Gregory, seconded by President Howdyshell. Motion carried 4-0. C7. Update on Children's Storytime: presented by Renee Tobin, Children's Supervisor. Renee Tobin, Children's Supervisor, presented an oral report on storytime. C8. Presentation of Children's Sununer Reading Program: presented by Renee Tobin, Children's Supervisor. 11 Library Board Minutes June 1, 1995 Page 6 Renee Tobin, Children's Supervisor, presemed an oral report on the Summer Reading Program, "Paws to Read." President Howdyshell suggested that staffcontact the Police Department and see if they might come out to the library and have fingerprinting done for the children. DISCUSSION OF ITEM B2. Approval of proposed Holiday schedule for 1995/96. Deborah Clark, Library Manager, stated that the holidays are the same as the past year; however, staff added four (4) Sundays where costs of opening, versus the use of the facility were based on the past year's performance. MOTION: Moved by Boardmember Swistock to approve the staff report with the following amendments. That the library remain open on Sunday, New Years Eve, Sunday before Labor Day, Mother's Day and Sunday before Memorial Day, seconded by Boardmember Gregory. Motion carded 4-0. D. BOARD BUSINESS D1. ' Follow up on goals distributed by President Howdyshell at the March meeting. Boardmember Swistock stated he would like to pursue the goal of trying to involve the business community more. He would like to ask staff during the month of July to contact the Business Friends, to set up a meeting and he would act as the liaison from the Board in that meeting, to see if they could get a Task Force recommendation on what the business community would like to see in the library with a secondary goal of trying to increase membership in that group. President Howdyshell recommended that staffmake a presentation at one of the Chamber meetings. President Howdyshell asked about the one year anniversary - donor wall. Deborah Clark, Library Manager, stated that staffhad down as identification of items for the next meeting, foundation issues for discussion of the wall. D2. Follow up on the joint meeting of the Council and Board, Wednesday, April 12th. Boardmember Swistock stated he felt it was a great idea and should be a goal annually. 12 Library Board Minutes June 1, 1995 Page 7 Deborah Clark, Library Manager, stated that the minutes (joint meeting with City Council) from the City Clerk were received this past week and will be included in next week's newsletter. The only "action" type of item that staff could see was a request from Mayor Alexander to have some information on fundraising at an August meeting. Staffbelieves he had in mind getting the Quakes for Library Day. President Howdyshell asked if staff should start try to schedule something with the Quakes. Deborah Clark, Library Manager, stated staff would look into that for next month. D3. Review and/or amend prior to approval &mission and responsibilities for newly formed Task Fome on Defining Basic Service. Boardmember Muna-Landa stated the mission statement was shared with the Task Force and Mayor Alexander was supportive of the mission statement. Councilmember Williams through a phone conference call was also supportive. D4. Report of first meeting of the Task Force on Defining Basic Service: presented by Laura Muna-Landa. Deborah Clark, Library Manager, stated that staff will try to meet this next week and to do some brain storming and put the list together. Staff will the get this information to Boardmember Muna- Landa for review, to have for the Board at the next meeting. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E 1. Deborah Clark, Librat~ Manager, stated one of the items is foundation issues which includes fundraisers and the Quakes. E2. School access to the on-line catalog. E3. Update on fingerprinting and where staff is with the process and the cost. E4. Update on the collection agency. E5. Friends of the Library will be presenting where they are on the bookstore. E6. Boardmember Swistock suggested since there will be a new Boardmember and they will be setting a precedence for the Board, if they shouldn't have a vote on President and President Pro Tem 13 Library Board Minutes June 1, 1995 Page 8 and that the elections should be held every July. Staff agreed to find out how other commissions handle this procedure. G. ADJOURNMENT MOTION: Moved by Boardmember Swistoek seconded by Boardmember Muna-Landa to adjourn to July 6, 1995 at 7:00 p.m. Motion carried, 4-0. The meeting adjourned at 8:50 p.m. Respectfully submi~/~, -. Vivian Garcia Administrative Secretary Approved: 14 CITY OF RANCHO CUCAMONGA DATE: July6, 1995STAFF REPORT TO: Rancho Cucamonga Public Library Board of Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL OF CREATION OF RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION AND APPROPRES, TE BYLAWS/ARTICLES OF INCORPORATION RECOMMENDATION Approve creation of the Rancho Cucamonga Public Library Foundation and the attached bylaws and articles of configuration to govern the Foundation. BACKGROUND/ANALYSIS The Foundation will be established as a non-profit organization for the purpose of increasing the financial support of the Rancho Cucamonga Public Library. The adoption of By-laws clearly stating the purpose of the foundation, the scope of the use of funds received and management of said funds is necessary for prudent fiscal management. The articles of incorporation are required by the State of California to apply for non-profit tax exempt status within California. All documents are being reviewed by the City Attorney for appropriateness of language and content. FINANCIAL IMPACT The cost of filing for tax exempt status, incorporating as a non-profit Foundation in California will cost approximately $1,000. The costs were budgeted for in the 1995/96 budget. Respectfully submitted, Deborah Kaye Clark Library Manager KEY POINTS FROM THE ATTACHED BYLAWS USE OF THE FOUNDATION FUNDS: The fund is designed for the exclusive benefit of Rancho Cucamonga Public Library. It shall be used for the purchase of or the planning for capital expenditures including but not limited to library equipment, special materials, automation enhancement, planning for or construction of new facilities or remodeling of existing structures. Expenditures shall be recommended by the Board of Directors and approved by the Board of Library Trustees and the City Council. BOARD OF DIRECTORS: There are 9 individuals on the Board serving 4 year terms. The Library Board President also serves on the Foundation board, concurrent with his tenure as Board President, therefore his/her term may vary. Three Board positions are required to be filled in the following manner: Library Board President; Inland Library system Advisory Board member; appointee from the Friends of the Library. INVESTMENT TRUSTEE: The Finance Manager for the City of Rancho Cucamonga shall serve as the Investment Trustee for the Foundation. MEETINGS: The Board will convene at least once annually. Since their fiscal year is July through June, their annual meeting will be scheduled in June, for adoption of the next years budget. A financial statement, prepared by the Board Treasurer with assistance from the Library Director and the Finance Manager will be distributed. BUDGET: The budget for the Foundation will be presented by the Library director. The Board may spend principle and interest of the Foundation; however, a minimum of $2,500 must remain in the Foundation. IN THE EVENT OF DISSOLUTION: - The Foundation may be wound up and the assets distributed with 2/3 consent of the Board. The assets shall be for use of the Rancho Cucamonga Public Library. 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 f6r 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 carrying 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 Library 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. Section 3. Adoption of a budget for the upcoming fiscal year shall 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 ten (10). Section 2. The Library Director shall serve as an ex officio member of the Board. Section 3. One (1) member of the Board of Directors shall be the elected President of 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, to serve for a period of four years. Section 5. One (1) member of the Board qf Directors shall be filled by the Inland Library System Advisory Board Member, appointed by the Board of Trustees, to serve for a - period of four years. Section 6. Seven (7) members of the Board of Directors shall be filled by residents of the City of Rancho Cucamonga appointed by the Library Board of Trustees and approved by the City Council. 18 Section 7. The terms ~hall be four (4) years. Directors may be reappointed for an additional four year term, after which they ma3' not be reappointed un(il an intervening one year period. All vacancies occurring because of the expiration of terms or for other reasons will be filled by the appointing body. Section 8. The members of the first board appointed shall so classify themselves by lot that one of their number shall go out of office at the end of the current fiscal year, two 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 9. 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. Section 10. Ail terms as prescribed in this Article shall commence with the organizational meeting of the Board of Directors and shall expire at the date of the annual meeting in June. Section 11. Any change in the number and qualifica{ions 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 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 discretions conferred upon the Board of Directors and the decisions and acts of such majority of 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 roles 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 [he 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 amendment 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 compensations. 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 discretionary powers: (a) To hold the principal and all money or property given to the Trustee to invest and reinvest, unless the deed or legacy ora particular gift or gifts specifically authorizes or requires its retention and/or use for a specific project. Co) 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 of a 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 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 exchange 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 deliver deeds, assignments, transfers, mortgages, pledges, leases, covenants, contracts, promissory notes, releases, and other instruments, sealed or unsealed, incident 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 of a 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 I 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 him/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 truth 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, mount, or other terms of dislribution; 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 I. 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. Sectio~ 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 thc assets distributed with the assent of two-thirds of the Board of Directors, thc 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. ARTICLES OF INCORPORATION OF THE RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION I The name of this corporation is the Rancho Cucamonga Public Library Foundation. II A. This corporation is a nonproifit public benefit corporation and is not organized for the private gain of any person, it is organized under the Nonprofit Public Benefit Corporation Law for charitable purposes. B. The specific purpose of this corporation is to lessen the burdens of government of the City of Rancho Cucamonga by assisting the Rancho Cucamong aPublic Library in improving the quality of library services to the citizens of the City of Rancho Cucamonga. III The name and address in the State of California of this corporation's initial agent for service of process is: Deborah Kaye Clark, 7368 Archibald, Rancho Cucamonga CA 91730. A. This corporation is organized and operated exclusively for Library purposes within the meaning of Section 501 (c) (3) of the Internal Revenue Code. B. No substantial part of the activities of this corporation shall consist of can'ying on propaganda or otherwise attempting to influence legislation and the corporation shall not participate or intervene in any political campaign (including the publishing or distribution of statements) on behalf of any candidate for public office. C. Not withstanding any other provision of these articles, the corporation shall not carry on .any other activities not permitted to be carred on Ia] by a corporation exempt fxom Federal income tax under section 501 (c) (3) of the Internal Revenue Code of 1986 [or the ~orresponding provision of any future United States Internal Revenue law] or [b] by a corporation contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Copde of 1986 [or corresponding provision of any future United States Internal Revenue law]. V The property of this corporation is irrevocably dedicated to Rancho Cucamonga Public Library purposes and no pan of the net income or assets of this corporation shall ever inure to the benefit of any director, officer, or member thereof or to the benefit of any private person. Upon the dissolution or v*fnding up of the corporation, its assets remaining after payment, or provis on for payment, of all debts and liabilities of this corporation shall be distributed to a nonprofit fund, foundation or corporation which is organized and oeprated exclusively for public library purposes and which has established its tax exempt status under Section 501 (c)(3) of the Internal Revenue Code. Date (Signature of Incorporator) (Type name of Incorporator) I hereby declare that I am the person who executed the foregoing Articles of Incorporation, which execution is my act and deed. (Signature of Incorporator) CITY OF RANCHO CUCAMONGA TO: President and Members of the Library Board of Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager ~ SUBJECT: APPROVAL TO ESTABLISH SECOND PHASE COLLECTIONS FOR DELINQUENT ACCOUNTS RECOMMENDATION Authorize the Library Director to negotiate a contract with Advanced Collection Systems, Inc. establishing Phase Two collection process for delinquent accounts. Establish a pass through fee so that the entire cost of Second Phase Collection be charged to the delinquent patron, with a minimum base charge of $15. BACKGROUND/ANALYSIS Presently, the Library is working with Advanced Collection Systems to retrieve overdue books, fines and a collection fee of $15. After the series of 6 letters, involving approximately 90 days, if the account is not resolved by the patron, TRW is notified. No further action is taken. By establishing Phase Two of collections, the Library will be able to send unresolved accounts for further action. This action includes personal contact by phone, skip tracing on addresses and a more intent pursuit of materials and fines owed. The Library will also reserve the right to send accounts directly to Phase Two, bypassing the series of letters. This approach will be taken in instances where fraudulent ID is suspected, extremely high dollar amounts built up or certain areas of the collection targeted. FINANCIAL IMPACT Costs: Phase Two operates on a percentage basis. The Agency receives a negotiated percentage of the total of the account. Under terms currently being discussed, all payments would be sent to Advanced Collection Systems, they would deduct their percentage from the totals and cut a check to the Library for //~emainder. Still under negotiation is thc percentage lqesp}ectfully submitted, /~-~ ~ Deborah Kaye c~arle I ~ Library Managerk.,~ CITY OF RANCHO CUCAMONGA DATE: July 6, 1995 TO: President and Members of the Library Board of Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL OF ALTERATION IN REGISTRATION REQUIREMENTS RECOMMENDATION Approve requirement of two forms of identification for new patrons to register for a library card. BACKGROUND/ANALYSIS Based on an analysis of current losses, the patron that costs the library the greatest in terms of lost resources is the new patron who borrows 10 items, then fails to respond to overdue notices or to return borrowed items. In an effort to circumvent a patron using false ID or an incorrect address, the following changes in procedures are recommended by staff: Two forms of identification be required to receive a library card. When two acceptable forms of ID are presented, the new patron is entitled to full borrowing rights. If only one form of identification is available, patron will be allowed to borrow two items only, no media allowed. Upon receipt of his/her library card, mailed to the new borrower to verify address, full borrowing privileges will be established. FINANCIAL IMPACT Costs: $870 in mailing costs if30% of patrons have only one form of identification. Volunteers will be used to address envelopes, saving staff costs in the process. Impact: Postage costs can be absorbed in the current budget. Benefits of limiting possible theft of high  ms off-sets costs of mailing. ctfully submitted, Library M anYa~geL/~___~- CITY OF RANCHO CUCAMONGA DATE: July 6, 1995STAFF REPORT TO: President and Members of the Library Board of Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: ELECTION OF OFFICERS FOR VARIOUS CITY COMMISSIONS RECOMMENDATION Information only. Library Board to indicate direction. BACKGROUND/ANALYSIS At the last Board Meeting, Member Swistock requested to know when other City commissions scheduled their election of officers. The following are a few typical examples: Parks and Recreation Commission: July elections, based on fiscal year Planning Commission: July elections, based on fiscal year Community Foundation: January elections, based on calendar year Based on recent interviews conducted by the specially appointed Library Subcommittee, the Council is expected to make two appointments to the Board of Library Trustees at their Regular Council meeting of July 5th. The new Library Board should be "fully seated" at the regular August meeting of August 3rd, 1995. ectful!y submitted, Deborah Kaye Clark ~ Library Manager