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HomeMy WebLinkAbout2006/01/12 - Agenda Packet - Library Board of Trustees DECLARATION OF POSTING OE AGENDA VIVIAN GARCIA states and declares as follows: I presently am, and,at all times mentioned herein have been, the Administrative Secretary of the L--i~~b''rary of Rancho Cucamonga. Acting in that capacity, on ~/C(I1. ~ oZC~~~ at l -l~l~ ~ ~I Posted a true and correct copy of the meeting agenda dated ~u-/t. /~, 0200? at 10500 Civic Center Drive, Rancho Cucamonga. I declare under penalty of perjury that the foregoing is true and correct and that this declaration was executed on -Q~p , at Rancho Cucamonga. DEBORAH KAYE CLARK, LIBRARY MANAGER _ City of Rancho Cucamonga ~___. v.,, Vivian,Garcia Administrative Secretary City of Rancho Cucamonga ,~ .. 5~ 9 LIBRARY BOARD OF TRUSTEES AGENDA CITY OF RANCHO CUCAMONGA REGULAR MEETING Second Thursday 6:30 p.m. January 12, 2006 Council Chambers City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, California 91730 **+ City Councilmembers William J. Alexander, Mayor Diane Williams, Mayor Pro Tem Rex Gutierrez, Councilmember L. Dennis Michael, Councilmember Sam Spagnolo, Councilmember *** Boardmembers Ravenel Wimberly, President Dobbin Lo, President Pro Tem Donna Bradshaw, Member Robert Coberly, Member Sharon Nagel, Member - LIBRARY BOARD OF TRUSTEES AGENDA JANUARY 12, 2006 1 RANCHO CUCAMONGA ~, A. CALL TO ORDER 1. Roll Call: Bradshaw , Coberly , Lo Nagel and Wimberly ~~ B. CONSENT CALENDAR ~~ The following Consent Calendar items are expected to be routine and non-controversial. They will be acted upon by the Library Board of Trustees at one time without discussion. Any item may be removed by a Member or member of the audience for discussion. 1. Approval of Minutes: October 13, November 10 and December S, 2005. 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 1. Library Status Report: oral reports presented by staff. 9 a. Review of statistics. 2. Budget Reports: reports presented by Deborah Clark, Library 16 Director. a. Review of 2005/2006 budget. 3. Adult Services Issues: Update by Robert Karatsu, Library Services Manager/Archibald. Oral report. 4. Children's Services Issues: Update by Renee Tobin, Principal Librarian. Oral report. 5. Review of Friends of the Library Bookstore Contract and the Recent 30 Reorganization of the Friends. Report by Library Director Deborah Clark. 6. Victoria Gardens Library: update on the progress of the project. Oral reports as follows: a. Construction update by Robert Karatsu, Library Services Manager/Archibald. b. Staff recruitment update by Michelle Perera, Library Services ManagerNictoria Gardens. - LIBRARY BOARD OF TRUSTEES AGENDA JANUARY 12, 2006 2 ItANCeo G'UCA.NONGA D. BOARD BUSINESS The following items have been requested by the Library Board of Trustees for discussion. They are not public hearing items, although the President may open the meeting for public input. 1. Review of Technology Center Use Patterns. Requested by Member 48 Coberly. Report attached. Oral presentation at the meeting by Michelle Perera, Library Services ManagerNictoria Gardens. 2. Library Board Liaison Reports: Oral reports by Members. This is the opportunity for Library Members to speak about the opportunities and challenges they have encountered while serving as liaisons to the community. 3. Teen Member Reports. Oral reports by Members. This is the opportunity for Teen Advisory Members to speak about the opportunities and challenges they have encountered while serving as liaisons to the school and student community. E. IDENTIFICATION OF ITEMS FOR THE NEXT MEETING This is the time for the Library Board of 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. PUBLIC COMMUNICATIONS This is the time and place for the general public to address the Library Board of Trustees. State law prohibits the Library. Board of Trustees from addressing any issue not previously included on the Agenda. G. ADJOURNMENT I, Vivian R. Garcia, Library Administrative Secretary of the City of Rancho Cucamonga, or my designee, hereby certify that a true, accurate copy of the foregoing agenda was posted on Monday, January 9, 2006, seventy two (72) hours prior to the meeting per Government Code 54954.2 at 10500 Civic Center Drive. ~, - R A N C H O C U C A M O N G A Pue~ic Gi~rznrzv Staff Report DATE: January 12, 2006 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF MINUTES RECOMMENDATION Approval of the minutes of the meetings of October 13, November 10 and December 8, 2005. BACKGROUND/ANALYSIS Attached, please find the minutes for the regular and special meetings of the Library Board of Trustees listed above, taken and compiled by Library Administrative Secretary, Vivian Garcia. FISCAL IMPACT None. spectfully submitted,~~ 6~ Deborah Kaye lark Library Director CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Adiourned Meeting A. CALL TO ORDER An adjourned meeting of the Library Board of Trustees was held on Thursday, October 13, 2005, in the Council Chambers of City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:30 p.m. by President Pro Tem Lo. Present were Members Lo, Bradshaw and Nagel. Also present were: Deborah K. Clark, Library Director, Robert Karatsu, Library Services Manager/Archibald; Michelle Perera, Library Services Manager/Victoria Gardens; Renee Tobin, Principal Librarian; Cara Vera, Reference Librarian; and Rose Manela, Literacy Supervisor. Teen Board Members: Habeeba Biad, Samuel Chang and Yi Jing were present. ***~*~ B. CONSENT CALENDAR Member Coberly arrived at 6:41 p.m. B1. Approval of Minutes: September 8, 2005 (Nagel abstained). MOTION: Moved by Member Coberly to accept the Consent Calendar; seconded by Member Bradshaw. Motion carried, 3-0-1-1 (with Wimberly absent). *~*++* C. LIBRARY DIRECTOR'S STAFF REPORTS C1. Library Status report: oral reports presented by staff. a. Review of statistics. Available at the meeting. Deborah Clark, Library Director, reviewed the statistics with the Board. C2. Budget Reports: reports presented by Deborah Clark, Library Director. a. Review of 2005/2006 budget. Deborah Clark, Library Director, reviewed the budget sheets for 2005/06 with the Library Board. z Library Board Minutes October 13, 2005 Page 2 C3. Adult Services Issues: Update by Robert Karatsu, Library Services Manager/Archibald. Oral report. Robert Karatsu, Library Services Manager/Archibald, presented an oral report on adult services. C4. Children's Services Issues: Update by Renee Tobin, Principal Librarian. Oral report. Renee Tobin; Principal Librarian, presented an oral report on the children's services. C5. Redefining "Rancho Cucamonga Public Library." Approval of service philosophies. Report attached. Presented by staff. Deborah Clark, Library Director, reviewed the service philosophies with the Board. MOTION: Moved by Member Coberly to approve the service philosophies presented by staff, seconded by Member Bradshaw. Motion carried, 4-0-1 (with Wimberly absent). C6. RFID Tags: Just What Is Radio Frequency Identification? PowerPoint Presentation by Robert Karatsu, Library Services Manager/Archibald. Robert Karatsu, Library Services Manager/Archibald, presented a PowerPoint Presentation on RFID Tags to the Board, stating that the intent was to begin the use of RFID tags at the Archibald Library as well as the Victoria Gardens Library by 2006. C7. Victoria Gardens Library: update on the progress of the project. Oral reports as follows: a. Construction update by Robert Karatsu, Library Services Manager/Archibald. Robert Karatsu, Library Services Manager/Archibald, updated the Board on construction at Victoria Gardens, stating there will be a tour of the project for Library Board and Foundation Members on Thursday, November 10, at 4 p.m. b. Staff recruitment update by Michelle Perera, Library Services Manager/Victoria Gardens. Michelle Perera, Library Services Manager/Victoria Gardens, gave an oral report on the staff recruitment for Victoria Gardens. C8. Approval of Library Closure for In-Service Training Day on Tuesday, December 13, 2005. Report presented by Library Director Deborah Clark and Robert Karatsu, Library Services Manager/Archibald. J Library Board Minutes October 13, 2005 Page 3 Robert Karatsu, Library Services Manager/Archibald, reviewed the Horizon transfer with the Board, explaining that the system cutover was the reason the library requested closure for the December 13's date. Deborah Clark, Library Director, stated that Library Administration would take advantage of the closure by presenting an informational program to staff, as well as using the opportunity for Department meetings and system training. MOTION: Moved by Member Nagel to approve Library Closure for In-Service Training on Tuesday, December 13, 2005, seconded by Member Coberly. Motion carried, 4-0-1 (with Wimberly absent). ~***** D. BOARD BUSINESS D1. Library Board Liaison Reports: Oral reports byMembers. This is the opportunity forLibrary Members to speak about the opportunities and challenges they have encountered while serving as liaisons to the community. Oral reports and updates were given by each Member. D2. Approval of Appointments to Teen Board. Oral report by Member Nagel and Reference Librarian Cara Vera. Member Nagel thanked Cara Vera, Reference Librarian, on having organized and set-up the interviews with the students. She asked each Teen Board Member to introduce themselves and present some background information to the Board. Habeeba Biad introduced herself. This is her second year on the Teen Board. She is a senior at Los Osos High School. Samuel Change introduced himself. He is ajunior at Etiwanda High School. Yi Jing introduced herself. She is a junior at Los Osos High School. Cara Vera, Reference Librarian, stated that two of the new Members were unable to be at the Board meeting. The first is Kathy Ambriz, a junior at Alta Loma High School. The second, Bianca Harrison is in twelfth grade. She represents our home schooling community. MOTION: Moved by Member Bradshaw to approve the new appointments to the Teen Board, seconded by Member Nagel. Motion carried, 4-0-I (with Wimberly absent). Library Board Minutes October 13, 2005 Page 4 D3. Teen Member Reports. Oral reports by Members. This is the opportunity for Teen Advisory Members to speak about the opportunities and challenges they have encountered while serving as liaisons to the school and the student community. Since this was the first meeting of the new board, no report was given. D4. Request for Approval to Continue Statistical Gathering for Technology Center Survey. Report attached. Presented by Michelle Perera, Library Services Manager/Victoria Gardens. Michelle Perera, Library Services Manager/Victoria Gardens, stated that staff had been gathering statistics on the use of the Technology Center. The month of September, however, was the month when school had just started back in session for most students. In September, there were also some closed holidays. Staff requested and the Board agreed to an additional month of gathering raw data before preparing a report for the Board. ****** E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E1. Technology Center Survey ****** F. COMMUNICATIONS FROM THE PUBLIC None received. ****** G. AD.IOURNMENT MOTION: Moved by Member Coberly to adjourn, seconded by Member Bradshaw. Motion carried, 4-0-1 (with Wimberly absent). Meeting adjourned at 7:49 p.m. Respectfully submitted, V Ltl tA-- Vivian Garcia Administrative Secretary Approved: S CTI'Y OF RANCHO CUCAMONGA JOINT MEETING OF THE LIBRARY BOARD OF TRUSTEES and RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD Special Meeting A. CALL TO ORDER A special joint meeting of the Library Board of Trustees and the Rancho Cucamonga Public Library Foundation Board was held on Thursday, November 10, 2005, at the Victoria Gardens Construction Site, located at 11505 Cultural Center Drive, Rancho Cucamonga, California. The meeting was called to order at 4:05 p.m. Present for the Library Board were Members Bradshaw, Coberly, Nagel and Wimberly. Present for the Library Foundation were Members Akahoshi, Bowne, Carrasco, Filippi, Howdyshell, Leal, Leonard, Sakala and Williams. Diane Williams, Mayor Pro Tem, Deborah Clark, Library Director, Robert Karatsu, Library Services-Archibald, Michelle Perera, Library Services-Victoria Gardens, Renee Tobin, Principal Librarian, Cara Vera, Reference Librarian, Adam Tuckerman, Technology Center Coordinator and Vivian Garcia, Senior Administrative Secretary, were also present. Kathy Ambriz, Habeeba Biad, Samuel Chang and Bianca Harrison of the Young Adult Advisory Board were also present. ~~**+* B. ITEMS OF BUSINESS B1. Walking Tour of the Cultural Center. The Library Board of Trustees, the Library Foundation Board and the Young Adult Advisory Board Members were escorted by library staff, Construction Manager Steve Galland and Architect Pete Pitassi on a walking tour of the Cultural Center at Victoria Gardens. Member Filippi left at 4:46 p.m. The Boards and staff recessed after the tour at 5:20 p.m. The Library Board of Trustees and the Library Foundation Board members along with staff reconvened in the Library Room at the J. Filippi Winery located at 12467 Baseline at 5:45 p.m. B2. Update of the Victoria Gardens Project. Michelle Perera, Library Services Manager-Victoria Gardens, gave an oral report on the California Library Association Conference she attended the weekend of November 4, stating that the booth on Library Foundation Board Minutes November 10, 2005 Page 2 the Cultural Center Project was extremely popular and generated a great deal of interest among attending librarians in [he recruitment for Librarian II's and I occurring at that time. B3. Update of the PAL Campaign status. Each Member gave an oral report on the status of their contacts. *****~ C. COMMUNICATIONS FROM THE PUBLIC Mayor Pro Tem Diane Williams stated that the Victoria Gardens Cultural Center is a great project and thanked each of the Members on the Library Board and Foundation Board for their hard work in making it happen. ****** D. AD,TOURNMENT MOTION: Moved by Member Howdyshell to adjourn, seconded by Member Sakala, motion carried, 9-0-2 (with Davies and Silver absent). MOTION: Moved by Member Coberly to adjourn, seconded by Member Nagel, motion carried, 4-0- 1 (with Lo absent). The meeting adjourned at 5:56 p.m. Rye/spectfully submitted, Vivian Garcia Administrative Secretary Approved: Z 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, December 8, 2005, at 6:30 p.m. in the Council Chambers of City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was canceled. Respectfully submitted, ~l,Vf.Ati- ~/~ ~- Vivian Garcia Administrative Secretary Approved: 8 ~' R A N C H O C U C A M O N G A PUBLIC I,IBRARI' Staff Report DATE: January 12, 2006 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: STATUS OF LIBRARY RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS The spreadsheets on the monthly statistics, a snapshot of the measurable activities of the Library, are attached for your review. FISCAL IMPACT None pectfully submitted, 6~~ ~ eborah Kaye Clark Library Director STATISTICS Dec-OS Dec-04 FY 2005/06 FY 2004/05 Days Open 27 25 173 153 Items Borrowed 51,313 52,748 355,597 360,982 Average Daily ~ 1,900 2,110 2,055 2,359 Change -3% -1% Archibald Library 47,338 49,827 337,576 347,549 Average Daily 1,753 1,993 1,951 2,272 Change -5 % -3 Kidsmobile 3,975 2,921 18,021 16,479 Changed 36% 9°/ Patrons Registered 878 930 5,132 5,284 Average Daily 33 37 30 35 Change -6% -3% Information Questions 5,789 6,190 41,108 42,934 Average Daily 214 248 238 281 Change -6% -4% Library Visitors 24,942 27,722 ~ 190,423 197,990 Average Daily 924 1,109 1,101 1,294 Change -10% -4% Children's Programs 492 543 5,419 5,019 # of Sessions 29 20 148 118 Aver. Per session ~ 17 27 37 43 Change -9 % 8 Items Classified 725 1,799 9,271 8,239 Change -60% 13 Victoria Gardens Books 4,550 39,454 Volunteer Hours 656 615 3,832 3,810 % Change 7% 1% TECHNOLOGY CENTER SERVICES Computer Use Sessions 913 999 6,466 6,387 Change -9% 1°/ Waiting for Computer 242 191 1,293 663 Change 27 % 95% ~O ADULT SERVICES Information Guestions 4,120 4,120 27,025 27,541 Average Daily 153 165 156 180 Change 0% -2% Programs/Classes Attendance 20 22 100 112 # of Sessions 1 1 5 5 Aver. per session 20 22 20 22 Tours/Group Visits Attendance 0 0 50 73 # of Sessions 0 0 ~ 3 2 Aver. per session 0 0 17 37 CHILDRENS SERVICES Information Duestions 1,669 2,070 14,083 ~ 15,393 Average Daily 62 83 81 101 Change -19% -9% Toddler Time 111 167 1,116 686 # of Sessions 6 6 40 27 Aver. Per session 19 28 28 25 Preschool Storytime Attendance 108 183 1,052 1,119 # of Sessions 4 6 38 40 Aver. per session 27 31 28 28 Afterschool Storytime Attendance 87 66 354 355 # of Sessions 3 3 14 14 Aver. per session 29 22 25 25 Family Storytime Attendance 81 59 999 748 # of Sessions 6 3 42 20 Aver. per session 14 20 24 37 Special Events/Outreach Program Atten 46 16 1,377 1,538 # of Sessions 2 1 10 13 Aver. per session 23 0 138 118 Back to Basics Program 40 40 160 160 # of Sessions 1 1 4 4 Aver. Per session 40 40 40 40 Group Visits to Library Attendance 19 12 321 413 # of Sessions 2 1 12 15 Aver. per session 10 12 27 28 School Visits by Staff 0 0 40 0 # of Visits 0 0 1 0 STATISTICS Days Open Items Borrowed Average Daily Change Archibald Library Average Daily °/ Change Kidsmobile Changed Patrons Registered Average Daily Change Information Questions Average Daily Change Library Visitors Average Daily Change Children's Programs # of Sessions Aver. Per session Change Items Classified Change Victoria Gardens Books Volunteer Hours Change TECHNOLOGY CENTER SERVICES Computer Use Sessions Change Waiting for Computer Change Nov-05 Nov-04 FY 2005/06 27 24 146 62,026 60,849 304,284 2,297 2,535 2,084 2% -1 57,514 56,942 290,238 2,130 2,373 1,988 1 % -3% 4,512 3,907 14,046 15 % 4°/ 878 930 5,132 33 39 35 -6 % -3 6,824 6,954 35,319 253 290 242 -2% -4 33,063 30,610 165,481 1,225 1,275 1,133 8 % -3% 813 678 4,927 29 16 126 28 42 39 20% 10 2,428 2,340 8,546 4% 33°/ 16,045 34,904 656 619 3,176 6 % -1 1,062 961 5,553 11% 3% 221 192 15% FY 2004/05 129 308,234 2,389 297,722 2, 308 13,558 5,284 41 36,744 285 170,268 1,320 4,476 98 46 6,440 3,195 5,388 /2 ADULT SERVICES Information Duestions 4,250 4,351 22,905 23,421 Average Daily 157 181 157 182 Change -2 % -2 Programs/Classes Attendance 20 25 80 90 # of Sessions 1 1 4 4 Aver. per session 20 25 20 23 Tours/Group Visits Attendance 10 0 50 73 # of Sessions 1 0 3 2 Aver. per session 10 0 17 37 CHILDRENS SERVICES Information Questions 2,574 2,603 12,414 13,323 Average Daily 95 108 85 103 %Change -1 % -7°/ Toddler Time 182 146 1,005 519 # of Sessions - 6 4 34 21 Aver. Per session 30 37 30 25 Preschool Storytime Attendance 245 184 944 936 # of Sessions 8 6 34 34 Aver. per session 31 31 28 28 Afterschool Storytime Attendance 92 44 267 289 # of Sessions 3 2 11 11 Aver. per session 31 22 24 26 Family Storytime Attendance 86 168 918 689 # of Sessions 6 3 36 17 Aver. per session 14 56 26 41 Special Events/Outreach Program Atten 16 0 1,331 1,522 # of Sessions 1 0 8 12 Aver. per session 16 0 166 127 Back to Basics Program 40 40 120 120 # of Sessions 1 1 3 3 Aver. Per session 40 40 40 40 Group Visits to Library Attendance 152 96 302 401 # of Sessions 5 4 10 14 Aver. per session 30 24 30 29 School Visits by Statt 0 0 40 0 # of Visits 0 0 1 ~ 0 13 STATISTICS Days Open Items Borrowed Average Daily °/ Change Archibald Library Average Daily Change Kidsmobile Changed Patrons Registered Average Daily Change Information Questions Average Daily Change Library Visitors Average Daily Change Children's Programs # of Sessions Aver. Per session Change Items Classified Change Victoria Gardens Books Volunteer Hours Change TECHNOLOGY CENTER SERVICES Computer Use Sessions Change Waiting for Computer Change Oct-OS Oct-04 FY 2005/06 31 25 119 66,290 61,801 242,258 2,138 2,472 2,036 7% -2% 61,218 58,607 232,724 1,975 2,344 1,956 4% -3 5,072 3,194 9,534 59% -1 1,324 1,280 4,254 43 51 36 3% -2% 8,108 8,238 28,495 262 330 239 -2 % -4% 33,949 34,232 132,418 1,095 1,369 1,113 -1% -5 1,006 868 4,114 29 22 101 35 39 41 16% 7% 1,581 1 6,118 158000 % 49 16,995 18,859 656 630 2,520 4% -7% 1,133 1,249 4,491 -9 % 1 416 N/A FY 2004/05 105 247,385 2,356 240,780 2,293 9,651 4,354 41 29,790 284 139,658 1,330 3,858 82 47 4,100 2,701 4,427 ~~ ADULT SERVICES Information Questions 5,215 5,005 18,655 19,070 Average Daily 168 200 157 182 Change 4 % -2 Programs/Classes Attendance 20 25 60 65 # of Sessions 1 1 3 3 Aver. per session 20 25 20 22 Tours/Group Visits Attendance 0 0 40 73 #of Sessions 0 0 2 2 Aver. per session ~ 0 0 20 37 CHILDRENS SERVICES Information Questions 2,893 3,233 9,840 10,720 Average Daily 93 129 83 102 Change -11 % -8 Toddler Time 210 145 823 373 # of Sessions 8 4 28 17 Aver. Per session 26 36 29 22 Preschool Storytime Attendance 231 208 .699 752 # of Sessions 8 ~ 8 26 28 Aver. per session 29 26 27 27 Afterschool Story[ime Attendance 81 118 175 245 # of Sessions 4 4 8 9 Aver. per session 20 30 22 27 Family Storylime Attendance 262 195 832 521 # of Sessions 10 5 ~ 30 14 Aver. per session 26 39 28 37 Special Events/Outreach Program Atten 12 0 1,315 1,522 # of Sessions 1 0 7 12 Aver. per session 12 0 188 127 Back to Basics Program 40 40 80 80 # of Sessions 1 1 2 2 Aver. Per session 40 40 40 40 Group Visits to Library Attendance 130 162 150 365 # of Sessions 3 3 5 10 Aver. per session 43 54 30 37 School Visits by Staff 40 0 40 0 # of Visits 1 0 1 0 15 R A N C H O C U C A M O N G A P U 13 L I C L I B R A R Y Staff Report DATE: January 12, 2006 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: STATUS OF 2005/2006 BUDGET RECOMMENDATION No recommendation. For information only. BACKGROUND/ANALYSIS Schedule A, titled "Revenue Report" is a report of all funds earned during the month(s). Schedule B, titled "Balance Sheet FY 2005/2006" is a report balancing income vs. projections for the current fiscal year to date and is attached. Schedule C, titled "Library Expenditures "2005/2006" is an accounting of all funds expended in the current fiscal year and is attached. FISCAL IMPACT None e ectfully submitted, ~-~, ^~ i ~ ~/C/~nJ/[' Deborah Kaye CI Library Director r~ REVENUE REPORT FINES MEDIA REF Dec-05 & FEES RENTALS SERV. 01-Dec $685. 34 $271.92 $0. 00 02-Dec $187. 27 $223.44 $0. 00 December 3 & 4 $908. 58 $345.28 $5. 00 $0. 00 $0.00 $0. 00 05-Dec $556. 62 $138.03 $0. 00 06-Dec $665. 57 $140.62 $0. 00 07-Dec $337. 88 $138.75 $0. 00 08-Dec $361. 65 $375.26 $0. 00 09-Dec $326. 43 $136.23 $0. 00 10-Dec $369. 63 $187.72 $0. 00 11-Dec $222. 42 $104.88 $2. 00 12-Dec $251. 75 $160.86 $0. 00 13-Dec 14-Dec $767. 44 $188.19 $0 .00 15-Oct $551. 94 $314.88 $0 .00 16-Oct $259. 32 $172.70 $0 .00 17-Dec $209. 65 $201.87 $3 .00 18-Dec $151. 33 $94.99 $0 .00 19-Dec $516. 44 $174.02 $0 .00 20-Dec $438. 44 $111.64 $0 .00 21-Dec $411. 20 $167.55 $0 .00 22-Dec $546. 84 $366.82 $2 .50 23-Dec $254. 15 $213.29 $0 .00 24-Dec 25-Dec 26-Dec 27-Dec $573. 08 $311.36 $0 .00 28-Dec $299. 85 $224.86 $0 .00 29-Dec $504. 58 $480.53 $3 .00 30-Dec $301. 15 $262.44 $0 .00 31-Dec TOTALS: $9,458. 55 $5,508.13 $15 .50 December 2004 TOTALS $10,276. 98 $5,918.75 $71 .58 %CHANGE -8% -7% -78% 2005/6 R ev 2005/6 Proj: Daily Average Fines $409. 94 $327.77 Daily Average Media $211. 85 $263.89 Daily Average Ref. Fees $0. 60 $4.17 DAILY TOTALS $622. 39 $595.82 GAIN/LOSS ON PROJ: $691 Schedule A ~7 REVENUE REPORT FINES MEDIA REF Nov-OS & FEES RENTALS SERV. 01-Nov $546.13 $166.16 $3.00 02-Nov $562.23 $177.56 $0.00 03-Nov $612.52 $357.88 $0.99 04-Nav $257.85 $193.81 $0.00 November 5 & 6 $501.22 $286.33 $0.00 $0.00 $0.00 $0.00 07-Nov $837.36 $211.64 $0.00 08-Nov $511.92 $168.46 $0.00 09-Nov $558.02 $198.42 $0.00 10-Nov $623.25 $475.24 $0.00 11-Nov November 12 & 13 $379.46 $424.57 $0.00 $0.00 $0.00 $0.00 14-Nov $620.09 $176.82 $0.00 15-Oct $650.21 $174.96 $0.00 16-Oct $653.23 $173.36 $25.00 17-Nov $504.50 $339.58 $0.00 18-Nov $283.80 $249.96 $0.00 November 19 & 20 $645.29 $345.54 $0.00 $0.00 $0.00 $0.00 21-Nov $626.84 $226.45 $0.00 22-Nov $697.37 $220.50 $3.00 23-Nov $619.81 $265.67 $3.00 24-Nov 25-Nov 26-Nov $518.92 $240.01 $10.00 27-Nov $277.50 $143.18 $0.00 28-Nov $759.91 $181.95 $0.00 29-Nov $572.57 $178.96 $0.00 30-Nov $545.74 $174.28 $3.00 TOTALS: $11,905.74 $5,751.29 $47.99 November 2004 TOTALS $11,540.91 $6,324.10 $112.89 %CHANGE 3% -9% -57% 2005/6 Rev 2005/6 Proj: Daily Average Fines $495.03 $327.77 Daily Average Media $213.01 $263.89 Daily Average Ref. Fees $4.18 $4.17 DAILY TOTALS $712.22 $595.82 GAIN/LOSS ON PROJ: $3,143 ~o REVENUE REPORT FINES MEDIA REF Oct-OS & FEES RENTALS SERV. October 1 & 2 $690 .94 $320.45 $0. 00 $0 .00 $0.00 $0. 00 03-Oct $668 .16 $162.24 $0. 00 04-Oct $598 .94 $166.09 $0. 00 05-Oct $511 .38 $219.01 $0. 00 06-Oct $325 .03 $385.19 $3. 00 07-Oct $224 .54 $193.08 $0. 00 October 8 & 9 $557 .85 $259.18 $0. 00 $0 .00 $0.00 $0. 00 10-Oct $543 .39 $151.52 $3. 00 11-Oct $606 .25 $158.50 $0. 00 12-Oct $549 .80 $173.83 $0. 00 13-Oct $434 .52 $292.54 $0. 00 14-Oct $217 .24 $160.62 $0. 00 October 15 & 16 $489 .57 $289.63 $0. 00 $0 .00 $0.00 $0. 00 17-Oct $677 .89 $170.83 $0. 75 18-Oct $641 .75 $155.26 $0. 00 19-Oct $938 .16 $148.11 $0. 00 20-Oct $401 .83 $366.52 $0. 00 21-Oct $299 .73 $245.02 $0. 00 October 22 & 23 $574 .85 $251.02 $9. 00 $0 .00 $0.00 $0. 00 24-Oct $538 .52 $248.70 $0. 00 25-Oct $533 .85 $140.47 $0. 00 26-Oct $739 .84 $139.96 $2. 25 27-Oct $450 .15 $357.17 $0. 00 28-Oct $216 .24 $198.17 $0. 00 October 29 & 30 $822 .38 $341.12 $0. 00 $0 .00 $0.00 $0. 00 31-Oct $395 .49 $132.98 $0. 00 TOTALS: $12,228 .29 $5,827.21 $18. 00 $11,051 .92 $6,141.23 $125. 25 October 2004 TOTALS 1 1 % -5% -86% CHANGE 2005/6 R ev 2005/6 Proj: Daily Average Fines $440 .27 $327.77 Daily Average Media $187 .97 $263.89 Daily Average Ref. Fees $4 .04 $4.17 DAILY TOTALS $632 .28 $595.82 GAIN/LOSS ON PROJ: $1,1 30 19 Schedule B BALANCE SHEET December FY 2005/2006 Revenues Earned Projected Loss/Gain Fines & Fees $66,626 $60,000 $6,626 11.0% Media Rentals $35,918 $40,000 ($4,082) -10.2% Technology Center Revenue $8,778 $5,000 $3,778 75.6% Print Fees $735 $833 ($99) -11.8% Information Services Fees $184 $750 ($566) -75.5% Direct Loan $38,918 $30,000 $8,918 29.7% Totals: *Balance for Year through December $151,159 $136,583 $14,576 10.7% $14,576 'based on recalculated revenues, removing all Victoria Gardens Branch revenues due to delayed opening date to fiscal year 2006/07 Z. o Schedule C LL ¢ a° ~ W '^ o Y e e o 0 o e o 0 0 0 0 -~ o 0 m ~ m N N O~ O O Z d r m O y N r > W O o m ~ M n t~l th N OO m at 0000 O (ry n m ~Il m N m O m N N i0 O O O Z m n n O t~ N O m OI m< N C] N _ m V O ~ ~~~ N 2 i O N M N~ ~ N t9 O Q m fA tl3 ~ Z ~ ~ W LL 6 ¢ l n ~O M V m N n N N n N O N ' O O O O O W¢ O N n O M O f l i0 V O W O t9 O t9 t9 b N a ~ m V t~l b ~ N N E ~ ~ F ~ n fA V N H !9 m ~ _ ~ W 1- a ¢ VJ U n m m n o 0 0 o m o 0 o N o 0 0 0 0 0 0 0 0 0 0 0 0 0 i0 V N ill m fA E9 f9 ~ N O t9 ^ t9 t9 f9 t9 m f9 f9 fA fA e9 O to O eA f9 O N n O fA V E9 N V N m V O N ~ ~ N ~ ~ J n W W ¢ fA f9 H ~ F n o c~ m o m a m o ~ f'l N N < N n N ~ fA f9 N ~ ~ U w m ° m O1 ° v o IA Cl N N y m n N N to to N ' ~ N Z m m N O ~ ^ ~ ~ ll O N _ n N N ~ ~ f9 fA N F !A b U O n r~ o m o m m o ~ m N N d to N 'a n m a e» `A w w w n N o 0 ° ° m m m o ~ o o N N m < (fl N < M n O N ~ ~ f9 N fA M a ' c~ n n m o ~ N < < O n 1~ ~ _ J fA 19 O O O O O O 0 0 0 O 0 0 0 0 0 0 (7 O ' O O O O O O 10 N 19 O f9 O m O N N O m m O O N d C] ~l] N H~ N ~ ~ N~ ~ N W f9 N N f9 N ~ a N N t W C W W ~ N '~ ¢ O ~ Q F Z N ~ U 1] U _ _W O O O q Q J J W _~ J W ~ T y J N O N N N E C N ¢ V) Z Z ~ N N L ~ N G ~ N !1 ¢~¢ d Q N N Z C W W Z O d y d U y _d 7 N O. 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Q ~ ~ D n n N w E J U ~ U 0 o ~ 3 m ci~ z3 ~ i vv o ~U O ° c o Zg 0 N LL Q O w o F" O o a O o 0 0 o 0 0 0 0 0 ~ ~ N O O ~ O N O W V (h O O d ~ o U U' N N O f~ O O t0 ~ O aD O N N Z Ih O N O n O N N O) fA O O EA OD Z ~ V ~ t0 l7 i!~ N N N N OD EA Q N `-' In N N ~ ~ O ~ ~ M M fA ~ W W ~ N N O] N ~ O N M M O1 N O M O H ? ~ N O N R S V O n W Q , t 0 d 0 r ~ p ~ in fn M EA M Z W M fA fA N W H as ~ U ~O W O M O) O O O O O O O O) t0 O O N CO U ~ ~ N ~ N fA fA fA EA fA Vi fA EA ~ fA fA V N J ^ O fA fA EA ~ ~ F O V3 fA fA yj H N N ~ n O (O f0 C V U ~ ~ v ~ ~ W i O ~ m rn ~ n o co co v v > ~ F» ~ ~ O ~ Z ~O ~ rn n r u i o m co v v r ~ "' ~ H ~ U i O N m n N M ( O V O cJ t0 O M ~ a ~ ~ E w "' ~ W A N o °D ~ m m ~ ~ ! i w ~ A » Q n n rn ~ N ~ ~ o N O t0 O p ~p ~ fA fA J 7 fA fA ~ U fA ~ C O O O O O O ~ N O O O O 0 0 0 0 O O O O m ( O O O O C N O O N O O 0 0 0 fA !7 O t'1 V' D O C) O N w U N w N fA vi » N N O <» m N V _ r» O Y i9 fA i9 EA EA EA fA (A O ~ 3 d Z T U ~ ~ d O W W ~ m p ~ W W y E V ~ W _ ~ ~ ~ ~ Q 5 ? a ~ C7 O O > Q ~ O Y ~ fn ~ Z Z ~ 'O N ~C C S >. Z ._ ._ Z ~ Q ~ m '1 O C~ O U O S ~ 4 C~ W 7. ~ Z N S] i0 U O) N Q ~ N J Q J ~ W N ~ J N f0 N 0I ,~ (~ W_ W_ N~ Q C O I W W ~ ~ ~ Z W N V E N o Q m J f. n N c a W J Z O ~ Z 1 ~ Q ~ E N ~ J Z Z F O J Q ~ O _ U Y L J W C ~ Z fn T~ ' 0 ~ U ~ J O 2 d LL ` .. ~ O ~ N t d U J ~ m ¢ ° ° ° ~ w ° g a '' ~' ' o m U ° ` ~ : ' 9 ° ~ ~ ° ~ O O W o O O r ~ O O d o o o J N Q U N m U (n - O N O J U O M~ O Q N d N N N F O N I(1 N H N F 29 PU6LIC I,IURARY StaffReport DATE: January 12, 2006 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: REVIEW OF FRIENDS OF THE LIBRARY BOOKSTORE CONTRACT AND THE RECENT REORGANIZATION OF THE FRIENDS RECOMMENDATION After review and discussion of the existing provisions of the Friends of the Library Contract, staff recommends the Board instruct the Library Director to initiate a joint meeting between the Library Board and the newly formed Board of Directors of the Friends of the Library, to discuss the process of creating an updated contract, which will cover the operations of both Archibald Bookstore and the future bookstore to be located in Victoria Gardens Library. BACKGROUND/ANALYSIS In January of 1995, the City contracted with the Friends of the Library for the purpose of allowing the operation of a bookstore in the new Archibald facility. The purpose of the contract, as stated in the document, is to "expressly identify and define the limited rights accorded to Friends Of The Library" in the operation of a bookstore on City premises. This was the beginning of a highly beneficial partnership for the Library. The Friends of the Library, using only volunteer support, have successfully operated the bookstore at Archibald over the past 11 years. The income earned by this support group has grown from the first year proceeds of $30,000 to the current annual income of $100,000. The success of the group prompted the Board of Library Trustees in 2001 to agree to a request by the Friends that space be allocated in the Victoria Gardens Library, then under design, for the operation of a second bookstore. 3~ In 2005, the Library Board of Trustees reviewed and approved a Philosophy of Service statement regarding the operation of the bookstores at both library locations. The Friends of the Library are currently in the process of reorganizing. They have recently passed new bylaws and are in the process of electing a new roster of officers, who will take office after the meeting of the Friends scheduled for Friday, January 13`h. The Library Director recommends that the Library Board review all attached documents, the existing contract with the Friends, the Philosophy of Service Statement and the new Bylaws for the Friends of the Library. After discussion at the Board Meeting, staff recommends that the Board direct staff to facilitate a meeting between the Library Board and the newly formed Board of the Friends, to discuss terms for a new contract that would cover processes for operating both the Archibald Library Bookstore and the new Victoria Gardens Library Bookstore. FISCAL IMPACT None. Information only. r '• Respectfully submitted, ~,~~ „~ ~~~..._~-~ ~tGZ. - ~~.1~1~ J- Deborah Kaye Clar , Library Director 2- 3/ Go q~- coo ~ REVOCABLE LICENSE AGREEMENT This License Agreement (herinafter "LICENSE") is executed this 17 ~ day of ~.i.Q 19~, by and between the CITY OF RANCHO CUCAMONGA, a California Municipal corporation (hereinafter "CITY") and the FRIENDS OF THE LIBRARY, a nonprofit California corporation (hereinafter "FOIL"} for the purpose of granting a revocable license to FOTL for the use of a portion of CITY real property for CITY library related fund raising activity. 1. Purpose of Revocable i.icen a Agreement The purpose of this LICENSE is to expressly identify and define the limited rights accorded to FOTL by CITY as regards FOTL's use of a certain space in the municipal library building of CITY. FOTL is being licensed to utilize such space, subject to the terms and conditions set forth herein this L[CENSE, solely in furtherance of FOTL's intent to benefit CITY's library by generating funds, which will be used for the library's benefit by and through the sales of books and related merchandise at the licensed space. CITY would not have issued this license but for FOTL's intent to utilize the net benefit of its accrued funds for municipal library purposes. Net proceeds defined: For the purpose of this agreement net proceeds shall mean any and all funds and assets remaining after FOIL satisfied its economic obligations to third persons, Notwithstanding the foregoing, FOTL shall provide not less than fifty {50) percent of its revenues arising, directly or induectly, from its activities on the premises to the City library. FOIL shall, upon reasonable prior request from City, allow the City to inspect, copy or audit its. 32 books, records, merchandise and the like to ascertain any and all information City deems relevant or necessary in relation to this provision. 2. Cansidcration, CITY and FOTL agree that CITY hereby offers and FOTL accepts this LICENSE in consideration of FOTL's offer to provide the economic benefits of its actions on the Premises exclusively to CITY's municipal library fund. 3. Premises. CITY licenses FOTL to utilize that portion of CITY's library as shown on Attachment 1 hereto, which is hereby incorporated by reference (hereinafter "Premises"). Notwithstanding such, CITY has the right, which right may be exercised from tame to time, to cause the reasonable relocation of FOIL within the mtuticipal library, in firrtherance of the convenience of CITY. FOTL may request of CITY that additional facilities be licensed for FOTL's use; CITY may grant or refuse FOTL's request in its sole discretion. FOTL's use of the Premises shall be limited to the times the municipal library is open to the general public, unless otherwise permitted by CITY. 4. Term. This LICENSE shall remain in force until revoked. 5. Revocation. (a) Notice and Effective Date: City may revoke this LICENSE, with or without cause, at any time. FOTL shall be without recourse in the event CITY exercises this right. Such revocation shall not be effective until twenty working days have elapsed, with the date upon which such calculation is commenced being the date of C1TY's dispatch of the notice 33 of termination. (b) Condition of Premises: Upon revocation, FOTL shall leave the premises in a first class condition, free of trash, debris and similaz items. Any fixtures, equipment or merchandise remaining on the premises at the termination of this LICENSE shall become the sole property of CITY. (c) CITY shall have no duty, except as to the provision of the notice described in Section S.a of this Agreement. 6. FOTL Improvement of Premiaea FOTL shall make no physical improvements to the Premises except for those which CITY authorizes, in writing. CITY may authorize, in its sole discretion, FOIL to place signs at places other than the Premises, for and upon such terms and conditions as CITY may impose from time to time. Temporarv_Storag it CITY may, in its sole election, provide FOTL, upon terms and conditions satisfactory to CITY, a facility for the storage of books and other merchandise of FOTL, prior to the time the Premises aze made available to FOTL. CITY may impose any conditions it deems necessary upon FOTL as regards the use of such temporary storage site; such terms shall be conclusive and FOTL shall have no remedy or means by which such terms may be appealed. 8. Notices snd Desionafn.t RPprese.,~aa:.,en Any and all notices, demands, invoices and written communications between the parties hereto shall be addressed as set forth is this paragraph 8, unless otherwise provided in this Agreement. The below named representatives, furthermore, shall be those persons primarily 3~f responsible for the performance by the parties under this Agreement: C[TY: Library Manager. FOTL: President, Vice President, Secretary, Treasurer. Any such notices, demands, invoices and written communications, by mail, shall be deemed to have been received by the addressee forty-eight (48) hours after deposit thereof in the United States mail, postage prepaid and properly addressed as set forth above. 9. Assignment. No assignment of this Agreement or of any part or obligation of performance hereunder shall be made, either in whole or in part, 6y FOTL without the prior written consent of C[TY. 10. Cilv Volunteers. The parties hereto agree that FOTL and its officers and all persons participating in fundraising activity or other activities on behalf of FOTL on Premises shall complete CITY volunteer application and adhere to all provisions therein. it is understood that FOTL volunteers will also be considered CITY volunteers for all intents and purposes and shall not be wnstrued for any purpose to be employees of CITY. 11. overning .aw This Agreement shall be governed by and construed in accordance with the laws of the State of California. 12. Attoroev's Fees. In the event any Iega1 proceeding is instituted to enforce any term or provision of the Agreement, the prevailing party in said legal proceeding shall be enfitled to recover attorneys' fees and costs from the opposing party in an amount detemtined by the court to be reasonable. 3S 13. Entire Agreement. This Agreement supersedes any and all other agreements, either oral or in writing, between the parties with respect to the subject matter herein. Each party to this Agreement acknowledges that no representation by any party which is not embodied herein nor any other agreement, statement or promise not contained in this Agreement shall be valid and binding. Any modification of this Agreement shall be effective only if it is in writing signed by all parties. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first set forth above. ATTEST: ~J bra J. Ad ,City Clerk Appro as to Form: t City A raey City of Rancho Cucamonga s CITY OF RANCHO CUCAMONGA A munici al Corpora ~ n ,~~~ Mayor /-/$-95 FRIENDS OF THE LIBRARY ,, ~~ Its: ~ ~~~-~ 3~ ~. ~ -z 1 1 ~~~~~~~~ ~ A ^ ~ I 1 A Q 1 s~~~ ~ _ 1 {'i ~~ ~ ~ ~ ! ~ 1 1 ~ 1 ~~ 1 1 t ~ ~ • 1 I j l ~ ~ ~' x 5 ~ s ~r+ i i i ,' L s ' ~~ ~~ ~ ~ --_- ~~ ~`~~.. ~ l ~ >< s Q 1 w a a I ,~ ~ 1 I i ~ ~ • 1 1 I ~ • ~ ~ W 1 I i i ~~ .~ a~+ c a~ s z 0 Q L Fir Z Q "'a C W 37 THE RANCHO CUCAMONGA PUBLIC LIBRARY OtvE MISSION -Two Amazing Libraries -unlimited possibilities- PHILOSOPHY OF BOOK AND GIFT SHOP MANAGEMENT A Friends of the Library Book and Gift shop will be located in each library outlet, providing recycled book and educational materials, and unique and theme-appropriate gift items. Friendly service by dedicated volunteers will be provided in a clean and inviting gift-shop atmosphere. To support this philosophy, the Friends of the Rancho Cucamonga Library will be expanding their membership to generate sufficient volunteers to operate two bookstores. During the past 12 years, the entire focus of the organization has been directed at the support and operation of the single bookstore located in the Archibald library-with extraordinary success. The income the library receives through the efforts of the Friends approaches $100,000 per year. The expansion into a second library location offers enormous opportunity-and enormous challenges as well. To meet the challenges and maximize the opportunities, the Friends will be reorganizing to provide the leadership necessary to bring the organization to the next level of effectiveness. Each book store will be noted for services they will share in common: excellent public service, clean and inviting atmosphere, inexpensive recycled books and magazines and gift opportunities. The Archibald Bookstore, the larger facility, will also offer rare book opportunities, a broad collection supporting a wide variety of tastes and interests, and monthly auctions of interest to collectors. The Victoria Gardens Book and Gift store will reflect the partnership with the Theater for Young Audiences and will offer unique theater gift items reflecting theater performances and will specialize in newer book materials. This smaller collection will reflect the tastes and interests of families and visitors to the Rancho Cucamonga area. Each store will be operated by a volunteer Manager or team of managers, appointed by the President of the Friends and ratified by the Friends of the Library organization and the Board of Library Trustees. The Archibald Library store will serve as the receiver and distributor of merchandise. The Victoria Gardens Store will limit donations to one bag only, with all other donations redirected to the Archibald Store. ACTION PLAN • Reorganization of the Friends of the Library will provide leadership to move the organization forward to expanded membership. 38 • A major promotion of the Friends, involving news releases and direct mail pieces will be launched in November, 2005,soliciting new memberships and highlighting volunteer and leadership opportunities. • A Friends of the Library newsletter will be created, with a premiere issue appearing in January, 2006, highlighting the Cultural Center, the unique collections available and soliciting volunteers and donations. A reorganization of the current Friends Bookstore at Archibald Library will begin in November, designed to increase the storage available to the Friends and redefine existing policies and procedures to provide a smooth operational guide for the Victoria Gardens book store. 2 39 BYLAWS OF THE FRIENDS OF THE RANCHO CUCAMONGA PUBLIC LIBRARY SECTION 1. NAME ARTICLE I NAME AND ADDRESS The name of this corporation shall be the Friends of the Rancho Cucamonga Public Library, Inc., hereinafter referred to as the "Friends". SECTION 2: CHANGE OF ADDRESS The address of the principal executive office of the Friends shall be located at the Rancho Cucamonga Public Library, 7368 Archibald, Rancho Cucamonga, California, or at such otherplace as the Board of Directors hereafter may designate by noting the changed address and effective date below, and such changes of address shall not be deemed an amendment of these Bylaws: Dated: 20 Dated: , 20 ARTICLE II PURPOSES AND LIMITATIONS SECTION 1: PURPOSE The purposes of this noh profit corporation shall be to further the purposes of the library by: a) Providing financial support through the operation of the Friends of the Library Bookstore(s) b) Stimulating public awareness mrcl use of library facilities, functions and activities; c) Sponsoring cultural and other programs and activities for all age groups; and d) Encouraging financial gifts, endowments and bequests SECTION 2: LIMITATIONS The Corporation 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'hereinaftercollectively referred to as the "Code". ~{-O In carrying out such purpose, the corporation 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". The support, promotion and advancement of the Library afforded by this corporation is in addition to, and supplementary to, any budgeting program sponsored by the City. No part of the Corporation shall inure to the benefit of any private individual, and no part of the direct or indirect activities of this Corporation 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 Corporation shall not conduct or carry on any activities not permitted to be conducted or carried on by an organization exempt under ARTICLE 501 (c) (3) of the Code or by an organization contributions to which are deductible under ARTICLE 170 (c) (2) of such Code. ARTICLE III FISCAL YEAR The fiscal year shall run from January l through December 31. ARTICLE IV MEMBERSHIP AND DUES SECTION 1: MEMBERSHIP Membership in the "Friends" shall be open to all individuals, families and organizations who are in agreement with its purpose. SECTION 2: CLASSES OF MEMBERSHIP There shall be three classes of membership: active member, associate member and life member. Active members are individuals that volunteer at a library bookstore for a number of hours established by the Board of Directors. Associate Members are individuals, families and corporations who support the purpose of the "Friends" and pay dues to belong to the organization. Life Members are individuals who have donated over 1,000 volunteer hours to the "Friends". SECTION 3: VOTE Each Active and Life Member shall be entitled to one (1) vote. SECTION 4: DUES Associate member annual dues are payable at the beginning of the fiscal year, or upon joining. Amounts shall be determined by the Board. 2 ~~ ARTICLE V OFFICERS AND APPOINTED POSITIONS AND THEIR DUTIES SECTION 1. OFFICERS The officers of the "Friends" shall consist of the President, the Vice-President, the Secretary and the Treasurer and shall be elected from the Active or Life Membership. a. The President shall preside at all meetings; and be an ex-officio member of all committees except the nominating committee. b. The Vice President shall perform the duties of the President when that officer is absent; actin an advisory capacity; and perform such duties as shall be assigned by the President or by the Board. Should the office of President become vacant, the Vice-President shall assume those duties for the unexpired term. c. The Secretary shall take and later publish minutes of all General and Board meetings; keep an accurate list of the names and addresses of all members, special and standing committees and Board Members; acopy ofthe by-laws and amendments thereto; and all records and papers of the "Friends" except those assigned to others. These files shall be maintained on the library premises and be available to all members. d. The Treasurer shall be responsible for receiving and banking all funds at a bank designated by the Board; keep a financial ledger recording all receipts and disbursements; give an up-to-date financial report at all General and Board meetings; pay all bills submitted and/or approved by the Board or Active membership; obtain Active membership approval for all expenditures over $500; obtain a second signature, either that of the President, the Vice President or the Secretary, on all checks; assist in counting all funds obtained through bookstore, membership, or other activities and have all deposits verified by another officer; surrender ledger to audit at the end of the fiscal year; and work with the Board in establishing a yearly budget. e. All Officers shall serve on the Executive Committee. SECTION 2. APPOINTED POSITIONS Appointed positions shall be Book Store Manager for each bookstore location, (including virtual), Committee Chairs, Liaison to the Library Foundation, Parliamentarian, Auditor, Historian and Director(s) at Large and shall be appointed by the Executive Committee. a. The Book Store Manager(s) will be selected from the active or life membership and, under the authority of the Board, shall be responsible for coordinating the sorting, pricing, discarding and shelving of donated materials for the bookstore under his/her management; for establishing policies for the smooth operation of the bookstore; for coordinating resources with the bookstore managers at other store locations; and for maintaining a safe and attractive area for the public to browse and for the volunteer staff to work. b. The Liaison to the Library Foundation will be selected from the membership and shall be responsible for keeping open the lines of information sharing between the Friends of the `i'~ Library and the Library Foundation. The Liaison will attend the Board and General meetings of the Friends of the Library and report on Foundation business and activities. c. The Auditor will be selected from the membership and shall receive and audit the treasurer's ledger at the end of the fiscal year and turn the ledger over to the new Treasurer. A copy of the audit shall be submitted to the Board of Directors, shall be made available to the membership and shall be filed with the Historian. d. The Parliamentarian will be selected from the membership and shall keep a copy of Robert's Rules of Order for reference as to procedures not conflicting with these by-laws. e. The Historian will be selected from the membership and shall assist the Secretary with records; keep a scrapbook or file of all publicity, programs, events, etc. related to the "Friends"; Keep in a separate file all materials referring to the "Friends" which have been completed: full scrapbooks, past agendas and audits, minutes and treasurer's reports over two years old. These files shall be kept at the library. f. Directors at Large will be appointed from the membership. Their purpose will be to provide additional insight to the Board as to the past practices and current needs of the membership. g. Chairpersons of the Committee shall be appointed from the membership. Their purpose is to select committee members, establish committee goals and report progress to the Board of Directors. SECTION 3. PROCEDURES MANUAL All officers and appointed positions shall keep a procedure book, updating it after each event and shall pass said book along to all new officers and appointees, except in those cases where the material shall be deposited with the Historian. ARTICLE VI EXECUTIVE COMMITTEE AND THEIR DUTIES SECTION 1. THE EXECUTIVE COMMTITEE The Executive Committee shall consist of the Elected Officers, President, Vice President, Secretary and Treasurer, as well as the Past President of the corporation. The Director of the Library, or his/her appointee, will serve as an ex-officio non-voting member of this committee. SECTION 2. THE DUTIES The Executive Committee shall create standing and ad hoc committees, appoint committee chairs, appoint and provide oversight for the Bookstore Manager(s), appoint the Parliamentarian, the Auditor, the Historian the Library Foundation Liaison, and the appropriate number of Directors at Large. ~t 3 ARTICLE VII BOARD OF DIRECTORS AND THEIR DUTIES SECTION I. THE BOARD The Board shall consist of up to fifteen members including the elected officers, the past president, the bookstore managers, committee chairpersons and Directors at Large. The Auditor, the Parliamentarian, the Historian and the Library Foundation Liaison shall act as advisors to the Board. The Library Director, or his/her designated representative, shall serve as an ex-officio non-voting member. SECTION 2. THE DUTIES The Board shall meet monthly, or as needed to implement the goals and progress of the organization, oversee the work of committees and assist in the oversight of the safe and effective management of the bookstore(s). SECTION 3. HOSPITALITY The Board shall be responsible for hospitality. ARTICLE VIII COMMITTEES AND THEIR DUTIES SECTION=I. STANDING COMMITTEES Standing committees shall be established by the Executive Committee and may consist of, but not restricted to: Membership, Publicity, Ways and Means, and Program, and shall be appointed from the membership. SECTION 2. DUTIES OF COMMITTEES a. The Membership Committee shall promote the growth of the "Friends" through recruitment and training of active members; and, in connection with the Publicity Committee, the solicitation of new associate members; Accept membership applications and dues; turn the membership dues over to the Treasurer for verification and banking; and, keep an up-to-date list of all members and inform the Secretary, Treasurer and Library Director of new members. b. The Publicity Committee shall promote the "Friends" through newspapers, posters, flyers and mailings to the Membership; maintain a special "Friends" bulletin board; and work with the Membership Committee in promoting growth. c. The Ways and Means Committee shall seek methods of fund raising to aid Library programs in accordance with the purpose of the "Friends". d. The Program Committee shall obtain speakers or plan programs for Membership meetings. l I(, ARTICLE IX ELECTIONS SECTION 1. NOMINATING COMMITTEE A nominating committee, consisting of a chairperson and two members, shall be appointed by the President with the approval of the Active Membership, at the September Meeting. SECTION 2. ROSTER OF OFFICERS Nominations shall be submitted to the Active/Life Membership at the November meeting, at which time nominations for elected positions will be accepted from the floor. a) No person may be nominated for a position without his/her prior consent. b) Nominations will be secured from the active membership list. c) Husband/wife teams may serve as co-officers or co-chairpersons but will be entitled to only one vote. d) No one individual shall fill more than one elected or appointed position. SECTION 3. TERMS OF ELECTED OFFICERS a) Terms of elected officers shall be for one year and shall coincide with the fiscal year. b) With the exception of the Secretary and the Treasurer, no Officer shall serve more than two consecutive one-year terms. SECTION 4. VACANCIES Vacancies shall be filled through appointment by the Board, until the next regular election. SECTION 5. REMOVAL OF OFFICERS Officers may be removed from office with or without cause by a majority of the Friends Board at any meeting. ARTICLE X MEETINGS, QUORUMS AND VOTING SECTION 1. ANNUAL MEMBERSHIP MEETINGS Annual Membership meeting shall be held during the first quarter of the fiscal year, date and time to be established by the Board of Directors. A quorum shall consist of a majority of the Board of Directors, including one or more Officers, and a minimum of five members other than Officers or Directors. I{ S SECTION 2. ACTIVE/LIFE MEMBERSIIIP MEETINGS Active/Life Membership meetings shall be held monthly at a regular day and time determined by the Board of Directors, and shall include active and life members. A simple majority of the Active/Life members shall constitute a quorum. SECTION 3. BOARD MEETINGS The Board shall meet monthly, at a~regular day and time selected by the Board at their first meeting of the fiscal year. Meetings shall be open to the membership. Special meetings may be called as needed. A simple majority of the members of the Board shall constitute a quorum. SECTION 4. EXECUTIVE COMMITTEE MEETINGS The Executive Committee shall meet at the call of the president by formal notification. A quorum consists of not less than three Officers. SECTION 5. VOTING A simple majority of the voting members in attendance is sufficient for the passage of any proposals, motions, or expenditures, except in the case of amendments to these bylaws. ARTICLE XI PARLIAMENTARIAN AUTHORITY SECTION 1. Robert's Rules of Order, Newly Revised, when not in conflict with these be-laws, shall govern the proceedings of this organization. ARTICLE XII AMENDMENTS SECTION 1. Amendments to these by-laws may be made at any meeting of the Membership by a two-thirds vote of voting Members present, after notification in writing to each member at least two weeks before the meeting at which the vote is to take place. SECTION 2. At the discretion of Che Board, it shall be the responsibility of the person or persons submitting the amendment to notify all members, as stated in Section 1 of this Article. ARTICLE XIII AMENDMENT OF ARTICLES ARTICLE 1. AMENDMENT OF ARTICLES Any amendment of the Articles of Incorporation may be adopted by approval of the Board of Directors. ~v ARTICLE XIV DISSOLUTION In the event of dissolution of the corporation, all assets and records shall be turned over to the Rancho Cucamonga Public Library. APPROVED AND ADOPTED May 18, 1983. AMENDED AND APPROVED December 10, 2005 ~-7 ~f R A N C H O C U C A M O N G A Pue~ic I~IBRnRY Staff Report DATE: January 12, 2006 TO: President and Members of the Board of Library Trustees FROM: Deborah Kaye Clark, Library Director SUBJECT: REVIEW OF TECHNOLOGY CENTER USE PATTERNS RECOMMENDATION For information only. No changes recommended. BACKGROUND/ANALYSIS At the October Board Meeting, Member Coberly requested information on the use of the Technology Ceriter located in the Archibald Library. He requested information covering when the Technology Center peak hours of use occurred, whether there were "slow days" in terms of use of the facility and other statistics. Information staff gathered could then be used to help the Board in determining any changes they might wish to consider prior to the opening of the 22 seat Technology. Center at Victoria Gardens.. Staff requested the ability to extend the survey time through December, to gather sufficient data to reveal trends. Michelle Perera, Library Services Manager and Adam Tuckerman, Library Assistant in charge of the Technology Center, will present the results of the survey for the Board's review and discussion. FISCAL IMPACT None. Information only. submitted, Deborah Kaye Director ~-8 CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES Adjourned Meeting A. CALL TO ORDER An adjourned meeting of the Library Board of Trustees was held on Thursday, January 12, 2006, in the Council Chambers of City Hall, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 6:30 p.m. by President Wimberly. Present were Members Bradshaw and Nagel. Also present were: Deborah K. Clark, Library Director, Michelle Perera, Library Services Manager/Victoria Gardens; Renee Tobin, Principal Librarian; Adam Tucketman, Technology Center Coordinator and Vivian Garcia, Senior Administrative Secretary. Teen Board Members: Bianca Harrison and Yi Jing were present. **~*** B. CONSENT CALENDAR B 1. Approval of Minutes: October 13, November 10 and December 8, 2005. Unable to pass the minutes for October 13 due to lack of quorum of those who attended the meeting. MOTION: Moved by Member Nagel to approve the minutes for November 10, 2005, seconded by Member Bradshaw. Motion carried, 3-0-2 (with Coberly and Lo absent). MOTION: Moved by Member Bradshaw to approve the minutes for December 8, 2005, seconded by Member Nagel. Motion carried, 3-0-2 (with Coberly and Lo absent). ****** C. LIBRARY DIRECTOR'S STAFF REPORTS C1. Library Status report: oral reports presented by staff. a. Review of statistics. Deborah Clark, Library Director, reviewed the statistics with the Board. C2. Budget Reports: reports presented by Deborah Clark, Library Director. a. Review of 2005/2006 budget. Library Board Minutes January 12, 2006 Page 2 Deborah Clark, Library Director, reviewed the budget sheets for 2005/06 with the Library Board. Deborah Clark, Library Director, stated that at the next meeting Karye Hood, Reference Librarian, will be presenting a media report to the Library Board. Deborah Clark, Library Director, asked the Young Adult Teen Board to provide a report on what teens are down loading on their phones and MP3 players. Is it music, books or other information? C3. Adult Services Issues: Update by Robert Karatsu, Library Services Manager/Archibald. Oral report. In absence of Robert Karatsu, Michelle Perera proceeded with the reports. Michelle Perera, Library Services Manager/Victoria Gardens, stated that staff had been working on the computer system upgrade to Horizon. There was a smooth transition with Robert Karatsu working with other Library staff in getting the new system in place. Adam Tuckerman and Barb Tuckerman provided training to staff on the new system. Michelle Perera, Library Services Manager/Victoria Gardens, stated that staff is working on providing wireless connection and that this should be completed at the Archibald location in March, 2006. Michelle Perera, Library Services Manager/Victoriaeardens, stated that staff had the first Telethon 2006 meeting with CommunityServices staff on Tuesday. Library staff provided an overview on the past Telethons. The Community Services staff will be involved and helping this year, continuing the theater/library partnership; the Community Foundation Gala is also being planned to be part of that same fundraising weekend in December. Michelle Perera, Library Services Manager/Victoria Gardens, stated that tax season has begun and forms are once again available at the library. C4. Children's Services Issues: Update by Renee Tobin, Principal Librarian. Oral report. Renee Tobin, Principal Librarian, stated that staff is booking programs and ordering materials for the 2006 Summer Reading Program. Renee Tobin, Principal Librarian, stated that staff had been awarded a Target Grant of $10,000 to help underwrite the costs of programs and materials for the Summer Reading Program, which will include the Victoria Gardens location when it is open. C5. Review of the Friends of the Library Bookstore contract and the Recent Reorganization of the Friends. Report by Library Director, Deborah Clark. Library Board Minutes January 12, 2006 Page 3 Deborah Clark, Library Director, stated that Friends of~ the Library contract was attached for information only for the Library Board, recognizing that a new contract will need to be generated when the group expands to operate a second location at Victoria Gardens. The Friends are currently reorganizing and creating a new set of Bylaws to reflect current operations of the bookstore at the Archibald Library. The current Bylaws have been used the last seven years and are out of date. In addition, the Friends are in the process of electing a new Boazd of Officers. The Library Board of Trustees directed staff to set-up a joint meeting between the Friends of the Library and the Library Board of Trustees after the new Boazd has been "seated". Member Bradshaw thanked Deborah Clark„Library Director, for all of her hard work during this time of transition with the Friends of the Library. C6 Victoria Gardens Library: update on the progress of the project. Oral reports as follows: a. Construction update by Robert Karatsu, Library Services Manager/Archibald. Michelle Perera, Library Services Manager/Victoria Gardens, updated the Boazd on construction at Victoria Gardens, stating that 65 percent of the construction has been completed. Interior drywall should be completed within a month. b. Staff recruitment update by Michelle Perera, Librazy Services Manager/Victoria 'Gardens. Michelle Perera, Library Services Manager/Victoria Gazdens, stated that there are three recruitments at this time: Two Librarian II positions (a position at Archibald and a position at Victoria Gardens), and a Librarian I Children's position. Second interviews will be held next week and Staff hopes to have new hires to introduce at the next Board meeting. Deborah Clark, Library Director, stated that the philosophy of hiring new employees reflects the city- wide policy to select the "best" candidate for the position, whether that individual be an in-house candidate or recruited from the outside. To help achieve fairness for all participants, an outside panel is used for interviews with Library staff sitting in but not participating in the rating process. Second interviews are done by Library staff, with the best and the most qualified person being selected for the position. Deborah Clark, Library Director, thanked Robert Karatsu, Michelle Perera and Renee Tobin for their extensive investment of hours spent on the interview process. +*~*** Library Board Minutes January 12, 2006 Page 4 D. BOARD BUSINESS D1. Review of Technology Center Use Patterns. Requested by Member Coberly. Report attached. Oral presentation at the meeting by Michelle Perera, Library Services Manager/Victoria Gardens. Michelle Perera, Library Services Manager/Victoria Gardens, and Adam Tuckerman, Technology Center Coordinator, presented a PowerPoint Presentation to the Library Board. They reviewed the different charts and scats with the Board. D2. Library Board Liaison Reports: Oral reports by Members. This is the opportunity for Library Members to speak about the opportunities and challenges they have encountered while serving as liaisons to the community. Oral reports and updates were given by each Member. D3. Teen Member Reports. Oral reports by Members. This is the opportunity for Teen Advisory Members to speak about the opportunities and challenges they have encountered while serving as liaisons to the school and the student community. Oral reports and updates were given by each Member. ****** E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E1. Media Report and Recommendations by staff. E2. Written complaints on Victoria Gardens holdings. ****** F. COMMUNICATIONS FROM THE PUBLIC None received. ****** Library Board Minutes January 12, 2006 Page 5 G. ADJOURNMENT MOTION: Moved by Member Bradshaw to adjourn, seconded by Member Nagel, Motion carried, 3-0-2 (with Coberly and Lo absent). Meeting adjourned a[ 7:50 p.m. Respectfully submitted, ~(illtd'- ~G~tCI,LQ-- Vivian Garcia Administrative Secretary Approved: February 9, 2006