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HomeMy WebLinkAbout1996/02/01 - Agenda Packet - Library Board of Trustees LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA · REGULAR MEETING First Thursday 7:00 p.m. February 1, 1996 Civic Center Council Chambers 10500 Civic Center Drive Rancho Cucamonga, California 91730 City Councilmembers William J. Alexander, Mayor Rex Gutierrez, Mayor Pro Tern Paul Biane, Councilmember James V. Curatalo, Councilmember Diane Williams, Councilmember Boardmembers Robert Howdyshell, President Laura J. Muna-Landa, President Pro Tem Rebecca Davies, Boardmember Gina Gregory, Boardmember Edward E. Swistock, Boardmember ~_~ PAGE Board of Library Trustees Agenda l Regular Meeting, February I, 1996 A. CALL TO ORDER 1. Roll Call: Howdyshell , Davies , 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. An>' item may be removed by a Boardmember or member of the audience for discussion. 1. Approval of Minutes: January 4, 1996. 1 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 shams report: oral report presented by Library Staff. 2. Budget report: presented by Deborah Clark, Library' Manager. 6 3. Approval to allow palxons classified as "Teachers" to also apply for a general card for borrowing under the s~andard pa~xon classification: presented by Renee Tobin, Children's Coordinator. 4. Approval of Gift Policy: presented by Deborah Clark, Library 14 Manager. 5. Interact Update: oral report, presented by Robert Karatsu, Principal Librarian.  PAGE Board of Library Trustees Agenda 2 I I ' Regular Meeting, February 1, 1996 D. BOARD BUSINESS The following items have been requested by the Board of Library Trustees for discussion. The)' are not public hearing items, although the President ma)' open the meeting for public input. 1. Report on the Friends Bookstore: quarterly report provided by President Paul Williams. 2. Reoogrfition for the Friends of the Library for their outslanding record of achievement in their first year of operation of the Bookstore. Requested by Boardmember Swistoek. E. IDENTIFICATION OF ITEMS FOR NEXT MEETING This is the time for the Board of Library Trustees to identify the items the)' wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for the next meeting. Il 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. Request from Tony Villegas that thc Board of Library Trustees requcs! the Friends of the Library to establish a policy to restrict Playboy magazine and other similar titles from being sold, auctioned or displayed in the Library Book~ore. 2. Request from Tony Villegas that the Board of Library Trustees not accept funds received from the auction of Playboy magazine. G. ADJOURNMENT I, Vivian Gareia, Library Administrative Secretary of the Cily of Rancho Cucamonga, hereby certify that a true, accurate cop)' of the foregoing agenda was posted on Friday, January 26, 6:00 p.m., 1996, seventy-two (72) hours prior to the meeting per Government Code 54953 l l'~ at 10500 Civic Center Drive. CITY OF RANCHO CUCAIVIONGA STAFF REPORT DATE: Februax7 1, 1996 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 FOR JANUARY 4. 1996 RECOMMENDATION Approval of the Minutes of the Regular Meeting of the Board of Trustees for January 4, 1996. BACKGROUND Minutes taken and compiled by Library Administrative Secretary Vivian Garcia. (~ectfully fiubmiffe/d, · Deborah Kaye CI~'~ Library Manager ~ CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Reeular Meeting A. CALL TO ORDER The regular meeting of the Library Board of Trustees was held on Thursday, January 4, 1996, in the Council Chambers of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:03 p.m. and the pledge of allegiance was led by President Howdyshell. Present were Boardmembers Davies, Gregory, Muna-Landa and Swistock. Also present were: Paul and Diane Williams, Friends of the Library, Deborah Clark, Library Manager, Robert Karatsu, Principal Librarian, Renee Tobin, Children's Supervisor, Lori Hopkins, Literacy Coordinator and Vivian Garcia, Administrative Secretary. B. CONSENT CALENDAR B1. Approval of minutes: December 7, 1995 B2. Approval of CDBG Application for Funds: $39,216.80 B3. Approval to create a new Patron Classification: Probationary. ITEM REMOVED FOR DISCUSSION BY BOARDMEMBER DAVIES. B4. Approval of change in Teacher patron category, adding free access to the Magazine Index module from their home or school computers to their current service parameters. MOTION: Moved by Boardmember Swistock to approve Items B1, B2 and B4, seconded by Boardmember Gregory. Motion carried 5-0. DISCUSSION OF ITEM B3. Approval to create a new Patron Classification: Probationary. Boardmember Davies asked if staff could explain the number of patrons that currently would fit into this category, the type of patron and the reasoning behind no media check-out. Deborah Clark, Library Manager, stated that staff is concemed with the patrons who have been through the collection agency that have resolved their accounts. These are patrons who have paid their fines or their materials that are lost or that have been missing after a series of three notices ~om the Library and seven letters from the collection agency. This category is recommended by the Circulation Supervisor. Patrons who have gone through all these processes before we managed to get restitution of the amount generally tend to fall into an age category of approximately 20 to 30 years of age. Staff currently has three individuals that are being considered for the probationary 2 Library Board Minutes January 4, 1996 Page 2 status. Staff estimates that approximately ten individuals at one time is the most we would see in this probationary classification. Staffs concern with the media is that the best seller collection the average cost is $40, the business video collection the average cost is $100. Robert Karatsu, Principal Librarian, stated the patrons who have been sent to Phase II of the collection, are frequently people who have given us a false phone number or address. MOTION: Moved by Boardmember Davies for approval to create a patron classification: Probationary, seconded by Boardmember Muna-Landa. Motion carried 5-0. C. LIBRARY DIRECTOR'S STAFF REPORTS Cl. Library status report: oral report presented by Library Staff. Deborah Clark, Library Manager, presented an oral report on the library. Baker and Taylor has issued $47,000 in credit to the Libra_ny. Staff is still in discussions over the appropriate credit for the video processing and spoken word processing. Deborah Clark, Library Manager, stated that she and Lori Hopkins completed the application for the CDBG grant for the Literacy center. Lori Hopkins is completing plans for the Literacy Open House for January 13 and the first tutor training is scheduled in the same month. Staffhas hired Rose Manella as our newest full time employee. Rose will be working in the Literacy office starting January 8. C2. Budget report: presented by Deborah Clark, Library Manager. Deborah Clark, Library Manager, reviewed Schedules C1, C2, Schedule A and B with the Board. C3. Planning Process: recommendation from Staff. Oral report presented by Renee Tobin, Librarian II. Renee Tobin, Librarian II, stated that staffwould like to create workgroup or a task force to include at least two Boardmembers. Staff requested if Rebecca Davies would be willing, they would like her as one of the members since she served on the previous group which wrote the Master Plan. Staff would like to see three staff members on this workgroup and to begin to work from the Master Plan to see where they want the Library to go. This initial workgroup would meet to decide the best approach to a planning process and to determine what long-term work and product this group would like to have such as, do we want to create a mission statement, a vision statement and what the long term goals would be. Finally, who would be involved in the long range planning process. Library Board Minutes 'January 4, 1996 Page 3 MOTION: Moved by Boardmember Muna-Landa to approve the creation of a Task Force, seconded by Boardmember Davies. Motion carried 5-0. Boardmembers Davies and Gregory asked to serve on the Task Force. D, BOARD BUSINESS D1. Update on status of donor wail. Ede Swistock, Chair of Fundraising Task Force presenting. Minutes attached on meeting of December 8th. Boardmember Swistock stated the Fundraising Task Force met and were concerned with waiting for Mr. Maloofto create the wail for us. We are sure he can do it at some date, unfortunately we are still waiting. The Task Fome felt it would make more sense to proceed with an aiternative design to start receiving some donations. Paul Williams, President of the Friends of the Library, stated that we are going to have an artist concept of the overall and we are currently making some mock ups of books with brass ends. The concept is going to be a bookcase. Patrons will be able to purchase a book. The book will have name and the amount of donation on it. D2. Second Phase Collections Update: Oral report presented by Robert Karatsu, Principai Librarian. Robert Karatsu, Principal Librarian, explained the Phase II of the collection agency to the Board. Boardmember Swistock asked what the dollar amount was that had been collected? Robert Karatsu, Principal Librarian, stated out of $250, the library has received $150. President Howdyshell requested an update in another three months. D3. Intemet Update: Orai report by Robert Karatsu, Principai Librarian Robert Karatsu, Principai Librarian, stated that in about two weeks we are going to be "live" on the Intemet. Staffasked that the Boardmembers send bios in to him to go aiong with all of your pictures on the Internet. Library Board Minutes January 4, 1996 Page 4 E. IDENTIFICATION OF ITEMS FOR NEXT MEETING El. Boardmember Swistock asked as an item to request the City Council to issue a Proclamation to the Friends of the Library thanking them for all of their support and work that they have done on behalf of the Library. E2. Deborah Clark, Library Manager, stated that there will be something on Intemet Policies and also something on Gift Policy. F. COMMUNICATIONS FROM THE PUBLIC None were received G. ADJOURNMENT MOTION: Moved by Boardmember Muna-Landa, seconded by Boardmember Gregory to adjourn to February 1, 1996 at 7:00 p.m. Motion carried, 5-0. The meeting adjourned at 7:34 p.m. Respectfully submitted, Vivian Garcia Administrative Secretary CITY OF RANCHO CUCAMONGA STAFF REPORT DATE: February 1, 1996 TO: President and Members of the Library Board of Trustees Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: BUDGET REPQRT FOR JANUARY RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS Schedule A, titled Revenue Report January 1996 attached for your review. (Figures updated through January 25th) Schedule B, titled "Balance Sheet July through January FY 1995/96" will be available at the meeting for your review. Schedule C, titled "Library Expenditures 1995/96" is simply an accounting of all funds expended so far this fiscal year, showing 52% of library funds expended or encumbered at 58% into the fiscal year. Also included are the expenditure figures for Literacy and Redevelopment Library funds. (Figures updated through January 25th). {~p~ectfully submitted, Deborah Kaye c{rar~ I Library ManagerX-.~-~ REVENUE REPORT FINES MEDIA LIBRARY REF DONA- SALES January 1996 & FEES RENTALS SALES SERV. TIONS TAX jnua~ 1 nua~2 $660.40 $147.14 $0.00 $0.00 $0.00 $11.36 nua~ 3 $480.33 $178.19 $0.00 $0.00 $15.00 $13.81 Janua~4 $418.21 $163.10 $0.00 $0.00 $0.00 $12.65 Janua~5 $292.15 $121.62 $0.00 $0.00 $0.00 $9.38 Janua~6 & 7 $444.85 $209.83 $0.00 $0.00 $0.00 $16.25 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Janua~8 $396.65 $121.31 $0.00 $0.00 $250.00 $9.44 Janua~9 $368.74 $153.85 $0.00 $0.00 $0.00 $11.90 Janua~10 $346.94 $156.34 $5.56 $0.00 $0.00 $12.53 Janua~ 11 $422.75 $96.56 $0.00 $0.00 $0.00 $7.44 Janua~12 $173.35 $112.57 $0.00 $0.00 $0.00 $8.69 Janua~ 13 & 14 $399.52 $249.19 $0.00 $0.00 $0.00 $19.29 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Janua~ 15 Janua~16 $358.99 $205.52 $2.78 $0.00 $0.00 $16.12 January17 $352.70 $178.53 $2.78 $0.00 $0.00 $13.94 Janua~18 $271.08 $139.22 $0.00 $0.00 $0.00 $10.78 Janua~ 19 $175.88 $167.24 $2.78 $0.00 $0.00 $13.24 Janua~20 & 21 $611.86 $276.97 $0.00 $0.00 $0.00 $21.37 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Janua~22 $337.26 $123.45 $0.00 $35.00 $0.00 $9.55 Janua~23 $315.47 $141.41 $0.00 $70.00 $0.00 $10.96 Janua~24 $256.39 $170.28 $0.00 $0.00 $0.00 $13.22 Janua~25 $185.50 $169.20 $0.00 $0.00 $0.00 $13.05 26 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 '27 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 January28 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Janua~29 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Janua~30 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Janua~31 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 TOTALS: $7,269.02 $3,281.52 $13.90 $105.00 $265.00 $254.97 DECEMBER TOTALS $7,558.91 $3,638.83 $55.04 $0.00 $0.00 $285.26 % CHANGE -4% -10% -75% TOTAL INCOME: $11,189.41 TOTAL LIBRARY INCOME $10,934.44 95/96 Proj: Daily Average Fines $316.04 $253.91 Daily Average Media $142.67 $150.51 Daily Average Sales $0.60 $3.09 Daily Average APS $22.53 $16.13 DALLY TOTALS $481.85 $423.64 GAIN/LOSS ON PRO J: $1,746 PERSONNEL EXPENSES art time Salaries $11,681 $13,764 GAIN/LOSS ON PRO J: $2,082 BALANCE $3,828.84 7 LIBRAR'I~XPENDITURES JUL AUG SEP OCT DEC JAN TOTALS SPENT PERFUNDS % OF 1 995~96 CATEGORY REMAINING SPENT YEAR PERSONNEL 56% 1100 REGULAR SALARIES $368,492 $27,073 $27.023 $27.350 $40,619 $27,363 $27,363 $28,350 $205.141 $205,141 $163,351 56% 1200 OVERTIME SALARIES $1.000 $0 $0 $0 $0 $0 $0 $0 $0 $0 $1,000 0% 1300PARTTIME SALARIES $182.510 $14,690 $12.725 $12,719 $20,076 $12,236 $13,598 $11,532 $97,577 $97,577 $84,933 53% 1900 FRINGE BENEFITS $139,815 $11,651 $11,651 $11.651 $11,651 $11,651 $11,651 $11,651 $81,558 $81,558 $58.258 58% TOTAL PERSONNEL $691,817 $53,414 $51,399 $51,72t $72,346 $51,250 $52,612 $51,533 $384,275 $384,275 $307,542 56% OPERATIONS 3100 TRAVEL & MEETINGS $2,500 $571 $1,929 23*/0 Conferences $0 $0 $0 $0 $0 $0 $0 Forum for Entrepreneurial $0 $0 $0 $0 $0 $0 $0 Karatsu-workshops $0 $0 $0 $0 $0 $571 $571 Meeting Supplies $0 $0 $0 $0 $0 $0 $0 Shelving workgroup $0 $0 $0 $0 $0 $0 $0 Inland Empire Library Assoc. $0 $0 $0 $0 $0 $0 $0 3300 MILEAGE $3,800 $1,933 $1,867 61% Auto Allowance $3,000 $250 $250 $250 $250 $250 $250 $250 $1,750 $1,750 $1.250 58% Reimbursement $800 $0 $0 $0 $0 $0 $0 $0 $183 $617 23% Garcia $6 $22 $29 $25 $29 $20 $22 $153 Hood $0 $0 $0 $0 $0 $0 $0 Tobin $0 $0 $0 $0 $0 $0 $0 Woodcock $0 $0 $0 $0 $0 $0 $30 $30 3900 MAINTENANCE/OPER $t36,750 $86,968 $49,782 64% Printing/Postage $6,000 $1.765 $4,235 29% Printing $0 $1.197 $0 $0 $533 $0 $1.731 Postage $6 $0 $6 $19 $3 $0 $34 Patron Bar codes $0 $0 $0 $0 $0 $0 $0 Book bar codes $0 $0 $0 $0 $0 $0 $0 ~-~ Library cards $0 $0 $0 $0 $0 $0 $0 co Office Supplies $16,000 $12.265 $3.735 77% ~pplies $889 $659 $37 $0 $332 $760 $2,678 Farm $0 $62 $103 $15 $0 $0 $15 $194 Photo House $0 $26 $28 $17 $0 $24 $94 8 Ave. graphics $0 $39 $96 $0 $0 $0 $135 Data Mailers $0 $0 $0 $0 $0 $0 $0 Eastman $8,194 $0 $0 $0 $0 $0 $8.194 Demco $56 $0 $28 $214 $0 $0 $297 Hardware $7 $0 $0 $0 $0 $0 $7 Reimbursements-office $10 $17 $0 $0 $0 $0 $27 Petty Cash $0 $11 $0 $0 $93 $0 $104 Cash Drawer $0 $0 $0 $0 $0 $0 $0 Computer supplies $0 $0 $0 $195 $0 $0 $195 Stationary $0 $0 $139 $5 $0 $0 $144 Federal Express $0 $0 $16 $0 $0 $13 $28 Board Supplies $66 $0 $24 $78 $0 $0 $168 Xerox supplies $0 $0 $0 $0 $0 $0 $0 Special Program Supplies $6,750 $5,545 $1.205 82% Children's Supplies $89 $263 $38 $302 $210 $74 $1,319 $2.294 Software $0 $0 $0 $0 $750 $36 $786 Summer Reading Program (FR) $1,393 $267 $13 $0 $0 $0 $1,672 Literacy Projects $64 $64 Volunteer Supplies $41 $0 $0 $386 $0 $0 $427 Business Fdends $0 $0 $0 $32 $0 $0 $32 Reference On-line $0 $0 $75 $0 $194 $0 $269 Advertising/Promotions $0 $154 ($154) ERR National Library Week $0 $50 $0 $28 $0 $0 $75 $154 Books/Materials $102,000 $62.407 $39,593 61% Bookstore rush $915 $837 $487 $108 $219 $41 $30 $2.637 Childrens Books $0 $1,302 $5.791 $2.560 $5.692 $3,665 $4,479 $23.489 Adult Books $0 $7.498 $2.665 $138 $2.931 $3,671 $5,190 $22,092 McNaughton Books $0 $0 $10,066 $0 $0 $0 $10,066 Large Print Books $1,799 $0 $0 $0 $0 $0 $1,799 Books on Tape $0 $0 $0 $500 $0 $0 $500 Video $500 $0 $32 $1,062 $0 $98 $1,692 Literacy $0 $0 $0 $0 $133 $0 $133 Magazines/Publications $3,000 $37 $14 $113 $2,022 $126 $0 $22 $2.334 $2.334 $666 78% Training $500 $0 $0 $0 $0 $0 $0 $0 $0 $500 0% Bindery $500 $500 $0 $0 $0 $0 $0 $500 $500 $0 100% Collection Agency $2,000 $0 $0 $1,998 $0 $0 $0 $1,998 $1.998 $2 100% 3912 MAINTENANCE DEPT $11,830 $2,620 $9,210 22% $4,260 $2,000 $0 $0 $0 $0 $2,000 $2,000 Facility Maintenance supplies $5,630 $57 $0 $27 $0 $0 $36 $120 $120 $5,510 2% Mountain View Glass $0 $500 $500 $500 Graffiti Removal Supplies $200 $0 $0 $0 $0 $0 $0 $0 $0 $200 0% Landscape Maint. supplies $1,300 $0 $0 $0 $0 $0 $0 $0 $0 $1,300 0% Water/Fire Service $440 $0 $0 $0 $0 $0 $0 $0 $0 $440 0% 3956 DUES $2,200 $1,739 $461 79% American Library Assoc. $450 $0 $0 $0 $170 $0 $180 $350 $350 $100 78% California Library Assoc. $150 $0 $0 $0 $0 $75 $35 $110 $110 $40 73% Inland Library system $1,500 $1,279 $0 $0 $0 $0 $0 $1,279 $1,279 $221 85% CLASS $100 $0 $0 $0 $0 $0 $0 $0 $0 $100 0% 3960 GENERAL LIABILITY $3,880 $3,880 $3,880 $3,880 $0 100% 6028 CONTRACT SERVICES , $58,500 $29,894 $28,606 51% Offic Equip/Maintenance $3,500 $2,844 $0 $0 $56 $0 $0 $90 $2,990 $2,990 $510 85% Book Processing & T.S. $19,000 $0 $1,971 $926 $220 $1,896 $1,864 $6,878 $6,878 $12,122 36% Technology Maintenance $7,000 $0 $0 $0 $0 $0 $0 $0 $0 $7,000 0% Computer Tech Services $29,000 $17,175 $0 $2,852 $0 $0 $0 $20,027 $20,027 $8,974 69% 6032 CONTRACT SERVICES $78,690 $27,902 $50,788 35% Janitorial Services $37,400 $2,782 $2,782 $2,782 $3,060 $2,782 $3,060 $17,248 $17,248 $20,152 46% Security Service $3,360 $60 $60 $60 $60 $60 $60 $60 $420 $420 $2,940 13% Elevator Service $6,160 $125 $125 $125 $125 $125 $125 $750 $750 $5,410 12% HVAC $14,410 $751 $438 $751 $438 $438 $2,450 $5,263 $5,263 $9,147 37% Electrical $6,160 $0 $0 $0 $0 $0 $0 $0 $0 $6,160 0% Wall paper/ceiling tiles $0 ABC Locksmiths $0 $129 $129 $129 ($129) Plumbing $450 $0 $0 $0 $0 $0 $0 $0 $0 $450 0% Pest Control $670 $81 $75 $75 $75 $75 $75 $75 $531 $531 $139 79% Fire/Life Safety $670 $670 $0 $0 $0 $0 $0 $670 $670 $0 100% Structural/Roof $2,910 $0 $0 $0 $0 $0 $0 $0 $0 $2,910 0% Exterior Greunds Maint. $6,500 $413 $413 $413 $413 $413 $413 $413 $2,891 $2,891 $3,609 44% 7047 HARDWARE $4,250 $0 $4,250 0% Weingart grant purchase $0 $0 8019 TELEPHONE $18,000 $5,419 $12,881 30% Service $0 $0 $0 $0 $0 $0 $0 989-8277 (Rotary line) $161 $169 $272 $375 $417 $419 $1,812 (T1 line) $214 $214 $214 $214 $214 $1,285 948-9900 $456 $473 $0 $432 $0 $439 $1,799 980-0871 (EMS & Security) $0 $54 $0 $54 $53 $0 $161 9804361 (Elevator) $0 $26 $0 $26 $26 $0 $78 989-2036 (Telecirc) $0 $0 $0 $0 $0 $0 $0 987-3271 (Irrigation Sprink.) $0 $26 $26 $26 $26 $26 $129 989-6904 (Public Fax) $0 $0 $12 $26 $26 $26 $90 MC~ $0 $0 $35 $0 $0 $0 $30 $65 8021 WATER UTILITIES $3,300 $2,030 $1,270 62% Inside Use $170 $0 $401 $200 $193 $0 $165 $1,130 Landscaping $240 $240 $0 $228 $0 $0 $192 $900 8022 ELECTRIC UTILITIES $73,390 $4,804 $4,671 $3,158 $3,450 $3,076 $19,159 $19,t59 $54,231 26% TOTAL LIBRARY BUDGET $1,084,771 $106,334 $75,649 $85,882 $89,947 $72,307 $70,827 $65,442 $566,389 $566,389 $5t8,382 52% LITERACY EXPENDITURES OCT NOV DEC JAN SPENT PE FUNDS % % OF 1995196 CATEGOR REMAININ SPENTYEAR PERSONNEL 44% 1100 REGULAR SALARIES $16,932 $0 $0 $0 $800 $800 $800 $16,132 5% 1900 FRINGE BENEFITS $6,000 $0 $0 $0 $304 $304 $304 $5,696 5% TOTAL PERSONNEL $22,932 $0 $0 $0 $1,104 $1,t04 $t,104 $2t,828 5% OPERATIONS 3100 TRAVEL & MEETINGS $550 $0 $140 $0 $0 $140 $140 $410 25% 3300 MILEAGE $200 $73 $0 $0 $0 $73 $73 $127 36% 3900 MAINTENANCEJOPER $6,250 $4,215 $2,035 67% Printing/Postage $1,500 $0 $1,500 0% Printing $0 Postage $0 Office Supplies $1,125 $500 $500 $500 $625 44% Library Materials $2,500 $2,299 $2,299 $2,299 Instructional Materials $1,125 $1,416 $1,416 $1,416 Library Admin. Overhead $7,670 $7,670 $7,670 $0 100% 6028 CONTRACT SERVICES $34,818 $17,558 $17,260 50% Literacy Coordinator $31,068 $3,452 $3,452 $3,452 $3,452 $13,808 $13,808 $17,260 44% Tutor Training $3,750 $3,750 $3,750 $3,750 $0 100% 80t9 TELEPHONE $900 $153 $153 $153 $747 17% 7044 CAPITAL OUTLAY/EQ $7,050 $5,000 $5,000 $5,000 $2,050 71% 7047 COMPUTER EQUIPME $4,000 $4,000 $4,000 $4,000 100% TOTAL LITERACY BUDGET $84,370 $7,775 $12,460 $3,452 $9,660 $33,347 $33,347 $51,023 40% REDEVJ~OPMENT EXPENDITURES FY 1995196 FUNDS % % OF July Aug Sep Oct Nov Dec Jan TOTALS REMAINING SPENT YEAR 58% Materials $150,000 $35,402 $114,598 24% Books $9,345 $9,242 $1,876 $7,438 $965 $0 $2,763 Videos $1,073 $2,700 Multiyear Subscriptions $5,000 $5,000 0% Public Use Computers $20,000 $20,000 0% Furnishings/misc. $15,000 $11,854 $3,146 79% Audio cases $861 $1,033 Concrete Trash receptacles $1,060 Gresco Displayers $1,347 Children's tape/CD player $129 Building repair $954 Booktrucks $887 Literacy Panels $1,641 Literacy prints $862 Literacy design $754 Video drop $2,325 TOTALS: $190,000 $14,701 $11,942 $2,909 $7,438 $2,606 $2,325 $5,334 $47,256 $142,744 25% CITY OF RANCHO.CUCAMONGA STAFF REPORT DATE: February 1, 1996 TO: President and Members of the Library Board Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Manager SUBJECT: APPROVAL OF GIFT POLICY RECOMMENDATION: That the Board approve the attached policy regarding the acceptance of gifts of money and materials. BACKGROUND: The attached policy on gifts provides the following guidelines and protection for the Library Board of Trustees: 1) Clearly states that gifts supplement the Library budget but do not replace general local revenue through property tax and governmental support. 2) Emphasizes the importance of encouraging gifts from a wide variety of individuals and corporations representing a wide variety of diverse interests and backgrounds. 3) Clearly states the Board's role in accepting or rejecting gifts. Sometimes cash gifts are offered with terms that would be unacceptable to good library practices or chilling to the library commitment to represent all points of view. Sometimes gifts of materials or equipment are redundant or inappropriate. The Board, accompanied by staff recommendation, must retain the ability to accept or reject such donations. FISCAL IMPACT: None ./Respectfully submitted, (Deborah Kay Cle,~) Library Manager DONATIONS AND BEQUESTS TO THE RANCHO CUCAMONGA PUBLIC LIBRARY PREAMBLE The Rancho Cucamonga Public Library wishes to encourage widespread support of the public library ideal and its expression in solid community service to Rancho Cucamonga and the surrounding area, and will solicit gifts and donations from individuals, groups and organizations representing a wide spectrum of backgrounds, beliefs and interests. It is understood that special gifts and bequests should not take the place of local government support or cost efficient use of current income, but should be made to enable the Library to provide and enhance services in ways not financially possible within the current annual operating budget. PURPOSE: To establish a policy for the receipt of books, cash, art work, equipment, etc., that might be donated to the Rancho Cucamonga Public Library. GENERAL: 1. The Rancho Cucamonga Public Library accepts gifts of money, books, films, pamphlets, periodicals, videos and the like with the understanding that the Library may do with them as it sees fit. 2. The Library reserves the right to refuse any gift if so determined upon recommendation of the Library Director and approval of the Library Board. CASH, ENDOWMENT FUNDS AND BEQUESTS: 1. The Library encourages and welcomes cash gifts, endowment funds and bequests for purchasing books (in general or specified areas), other library materials and equipment, for improving the library facilities, or for the benefit of the library staff from individuals, civic groups and corporations. 2. Designated gifts: If a donor's will, or the instructions accompanying a special gift designates a particular purpose for which the gift is to be used or conditions which must be met to qualify for the gift, the Library Board shall determine disposition or denial of the gift upon recommendation of the Library Director. 3. Undesignated gifts: The Library encourages undesignated gifts and bequests. Upon recommendation of the Library Director and approval of the Board of Trustees, funds received as undesignated gifts and bequests will be placed in deposit to the Rancho Cucamonga Public Library Donation f~nd. MATERIALS: I. Gifts of materials may be added to the library collection subject to the same principles and standards of selection as are applied to all materials added to the Library's collection. 2. All materials in the Library's collection will be displayed, circulated, or made available for use in a manner consistem with the facility and the needs of the public. 3. It is to be understood that the Rancho Cucamonga Public Library is to have full authority as to when, where and how any gifts of materials are displayed or used. The Library will, of course, try to comply with the wishes of the donor ora gift, but it reserves the right as conditions change to assign any of its mmerials wherever the need is greatest. 4. A library that is used extensively by its public sustains losses through theft, mutilation, and ordinary wear. The Library cannot guarantee that any gift will be part of the collection permanently. 5. All gifts of materials must be in a usable physical condition. The Library will not accept materials which are not outright gifts. 6. Because of limitations of space, budget and staff, the Library reserves the right to accept or discard, at its discretion, any unsolicited materials sent to the Library.