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HomeMy WebLinkAbout99/01/11 (Agn) Lib Fnd BoardLIBRARY FOUNDATION BOARD AGENDA CITY OF RANCHO CUCAMONGA ADJOURNED MEETING 7:00 p.m. January 11, 1999 Tri Communties Room City of Rancho Cucamonga 10500 Civic Center Drive Rancho Cucamonga, California 91730 **~ City Councilmembers William J. Alexander, Mayor Diane Williams, Mayor Pro Tem Paul Biane, Councilmember James V. Curatalo, Councilmember Bob Dutton, Councilmember +** Foundation Boardmembers Paula Pachon, President Patricia Beasley, Secretary Rene Barnett, Boardmember Donna Bradshaw, Boardmember Dr. James Brown, Boardmember Rebecca Davies, Boardmember Gregory Morrison, Boazdmember Robert A. Valenti, Boardmember Paul Williams, Boardmember DECLARATION OF POSTING OF AGENDA VIVIAN GARCIA states and declares as follows: I presently am, and at all times mentioned herein have been, the Administrative Secretary of the Library of Rancho Cucamonga. Acting in that capacity, on ,/aLn~ 7 /999 , at c?`D~, I posted a true and correct copy of the meeting agenda dated ~ n . ~/~ ~~ 9~/ at 10500 Civic Center Drive, Rancho Cucamonga. I declare under penalty of perjury that the foregoing is true and correct and that this declaration vas executed on ~a"~ ~ (9~9 at Rancho Cucamonga. DEBORAH RAYE CLARR, LIBRARY MANAGER City of Rancho Cucamonga Yivlan Garcia, Administrative Secretary City of Rancho Cucamonga - PAGE Rancho Cucamonga Public Library Foundation Board _ Adjourned Meeting, January 11, 1999 1 A. CALL TO ORDER 1. Roll CaIL• Pachon ,Beasley ,Barnett , Bradshaw _, Brown ,Davies ,Morrison , Valenti and Williams B. CONSENT CALENDAR 1. Approval of minutes: October 14, 1998 1 November 16, 199$ 5 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. I. Telethon III a. Status report. Oral presentation by Deborah Clark, Library Director. Cannister distribution. Promotion packet. distribution. b. Approval of budget amendment to fund creation of two 9 promotional video spots. Report presented by Deborah Clark, Library Director. c. Raffle packages. Update by Deborah Clazk, Library Director and selection of Foundation Member to coordinate. D. BOARD BUSINESS The following items have been requested by the Library Foundation Board for discussion. They are not public hearing items, although the President may open the meeting for public input. 1. Telethon Kick-off, December 3, 1998. Oral report by Subcommittee chair. c. Determination of next date of Special Meeting. PAGE - Rancho Cucamonga Public Library Foundation Board 2 Adjourned Meeting, January 11, 1999 E. IDENTIFICATION OF ITEMS FOR NEXT MEETING This is the time for the Library Foundation Board to identify the items they wish to discuss at the next meeting. These items will not be discussed at this meeting, only identified for the next meeting. F. COMMUNICATIONS FROM THE PUBLIC This is the time and place for,the general public to address the Library Foundation Board. State law prohibits the Board from addressing any issue not previously included on the Agenda. -- _ G. ADJOURNMENT I, Vivian Garcia, Library Secretary of the City of Rancho Cucamonga, hereby certify that a true, accurate copy of the foregoing agenda was posted on Thursday, January 7,1998, 6:00 p.m., seventy-two (72) hours prior to the meeting per Government Code 54953 at 10500 Civic Center Drive. - CITY OF RANCHO CUCAMONGA LIBRARY BOARD OF TRUSTEES AND LIBRARY FOUNDATION BOARD Special Joint Meeting A. CALL TO ORDER A special joint meeting ofthe Library Board ofTrusteesand the Library Foundation Board was held on Wednesday, October 14, 1998, in the Tri-Communities Room of the City of Rancho Cucamonga, located at10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:03 p.m. by Library Boazd President Howdyshell. Present were Library Boazdmembers Bradshaw, Dredd-Lee, Howdyshell, Swistock and Womack; Foundation Boazdmembers Barnett, Beasley, Davies, Morrison, Pachon, Valenti and Williams. Also present were: Deborah Clark, Library Director and Karen Schneiderwent, Circulation Supervisor. +*rar* B. JOINT ITEMS OF DISCUSSION B1. 1999 Library Telethon A. Report from the Telethon Executive Committee meeting of October 13, 1998. Oral report by Deborah Clark, Library Director. Deborah Clark, Library Director, reviewed the meeting of the Telethon Executive Committee with the Boazds. Deborah Clark, Library Director, stated that the Executive Committee recommended the Telethon be broadcasted by Ace Cable company, unless Comcast and Ace cable are able to communicate fully in a "live" real time situation with one another instead of the tape delay for two hours. Another recommendation is to go back to offering more auction packages, increasing the number of the items (big package items) to be raffled. Deborah Clark, Library Director, stated that one of the Foundation Boardmembers had asked about Sunday being added. She explained the production cost would be an additional $1,000; but there would not be a problem to adding another day to the Telethon if so desired by the Board. B. Development of 1999 Telethon Goals and Objectives. Discussion led by Foundation President Paula Pachon and Deborah Clark, Library Director. After discussion, the Boards agreed to the following days and hours for the 1999 Telethon, Friday from 7 p.m. to 10:00 p.m., Saturday from 2 p.m. to 10:00 p.m. and Sunday 1 p.m. to 5 p.m. for a total of 17 hours. Library Board and Library Foundation Minutes October 14, 1998 Page 2 Staff will review the closing hours for the Trivia Challenge. President Pachon started the discussion on Goals. After discussion, the Boards decided that the 1999 Goals would be: Raise a minimum of $22,000 in pre-pledges. Raise a minimum of $55,000 for the event. Broadcast a Telethon for 17 hours over 3 days. Broadcast over one network. Recruit 15 community leaders as VIP phone bank fund raisers. Boardmember Beasley requested to have apre-taping to showcase the statue in the children's area and the Friend's Bookstore. Staff recommended adding a library segment pre-taped supporting the planned giving program and one on the Children's Learning Center. Deborah Clazk, Library Director, stated that staff recommended the theme, "Kids Connect at the Library" once again for the Telethon. C. Subcommittee opportunities. Report presented by Deborah Clark, Library Director. Deborah Clark, Library Director reviewed the subcommittees with the Boazds. Staff is recommending elimination of the following subcommittees: Youth Talent, Professional Entertainment/Celebrity Guests, Marketing and Publicity and Logistics. President Pachon asked for volunteers to the existing subcommittees. Boardmember Valenti asked to be placed on the Canister Subcommittee. Boardmembers Swistock, Dredd-Lee and Womack volunteered to help Foundation members Paula Pachon and Rebecca Davies on the School Involvement Subcommittee. D. Telethon Kick-off Celebration: Holiday Open House at the Filipi Winery, December 3,1998. Volunteers sought for subcommittee. Oral report by Deborah Clark, Library Director. Deborah Clark, Library Director, stated that Gino stated that the Filipi winery would be very happy to provide their site for the Holiday Open House in December. A subcommittee is requested from the Boards. Boardmembers Barnett, Bradshaw and Pachon volunteered to be on the subcommittee. Library Boazd and Library Foundation Minutes October 14, 1998 Page 3 B2. Joint meeting with the City Council. Invitation from Library Boazd President Robert Howdyshell to join the Library Board at a joint meeting of the Library support organizations with the City Council to discuss future library expansion of services and facilities. President Howdyshell invited the Library Foundation Boazd to be part of the joint meeting with City Council. Discussion on planning issues to be discussed at the joint meeting followed. *++**r C. COMMUNICATIONS FROM THE PUBLIC FOR THE FOUNDATION BOARD None *r**+* D. ADJOURNMENT OF THE FOUNDATION BOARD MOTION: Moved by Boardmember Williams to adjourn the Library Foundation Boazd, seconded by Boardmember Barnett. Motion carried 8-0-1 with Brown absent. *:*+** E. LIBRARY BOARD BUSINESS E1. Acceptance of Library Services and Technology Act Grant of $48,000 for the purpose of creating a "Back to Basics" tutoring program for elementary aged children. Presented by Deborah Clazk, Library Director. Deborah Clazk, Library Director, stated that staff did receive notification from the State granting approval for the "Back to Basics" grant to the Library. Staff has hired Denise MacFazland King for the part-time staff position. E2. Approval to eliminate the current fee of $35 for subscribing to the Magazine Index Reference Center as a dial-up option. Presented by Deborah Clark, Library Director. Deborah Clark, Library Director, reviewed staff's request to eliminate the $35 fee for the Magazine Index. MOTION: Moved by President Howdyshell to eliminate the $35 fee, seconded by Boardmember Swistock. Motion carried 5-0. E3. Consideration of request to eliminate "renewal" fee for books on tape. Presented by Deborah Clazk, Library Director. Library Boazd and Library Foundation Minutes October 14, 1998 Page 4 Deborah Clazk, Library Director, stated staff recommends to provide one free renewal for books on tape and the item(s) to be returned after that on the due date. MOTION: Moved by President Howdyshell to eliminate the renewal fee for books on tape, seconded by Boazdmember Bradshaw. Motion carried 5-0. E4. Approval to allow Joe Milazzo access to the library only when accompanied by guardian for a period of one year. Presented by Deborah Clazk, Library Director. E5. Approval to allow Mazcellus Cathcart and Jonathan Delao access to the library only when accompanied by a pazent for a period of one month. Presented by Deborah Clazk, Library Director. Deborah Clark, Library Director, explained that while all parents were invited to the meeting, both by letter and personal phone calls, none were present. She reviewed with the Library Boazd the behaviors of the youngster that prompted expulsion. MOTION: Moved by President Howdyshell to approval Item E4 and E5, seconded by Boardmember Swistock. Motion carried 5-0. ****• F. COMMUNICATIONS FROM THE PUBLIC None **~*~ G. ADJOURNMENT OF THE LIBRARY BOARD MOTION: Moved by Boazdmember to adjourn to November 5, 1998, seconded by Boazdmember Bradshaw. Motion carried, 5-0 . The meeting adjourned at 8:45 p.m. Respectfully submitted, l~ ~~"' ~Gat.c~.~c~ Vivian Garcia Administrative Secretary Approved: CITY OF RANCHO CUCAMONGA RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION BOARD Special Meetine A. CALL TO ORDER A special meeting ofthe Rancho Cucamonga Public Library Foundation Board was held on Monday, November 16, 1998, in the Tri-communities Room of the Civic Center, located at 10500 Civic Center Drive, Rancho Cucamonga, California. The meeting was called to order at 7:02 p.m. Present were Boazdmembers Bradshaw, Brown, Davies, Pachon and Williams. Also present were: Deborah Clark, Library Manager and Vivian Garcia, Administrative Secretary. ++•*:* B. CONSENT CALENDAR B1. Approval of minutes: September 14, 1998. MOTION: Moved by Boardmember Williams to approve the minutes, seconded by Boardmember Brown. Motion carried, 5-0-4 (with Beasley, Barnett, Morrison and Valenti absent). +*:*:* Boardmember Valenti arrived at 7:04 p.m. He asked that a change be made in the joint minutes of October 14 with the Library Board on page 2, changing the amount from $2,200 to $22,000. C. LIBRARY DIRECTOR'S STAFF REPORTS C1. Telethon III a. Approval of project & campaign strategy. Report presented by Deborah Clark, Library Director. Deborah Clazk, Library Director, updated the Board with information on the new cable company, ACE, and the Telethon. She stated that Comcast will not be asked to do the tape delay this year due to complications experienced last year. Deborah Clark, Library Director, stated that the media award given by CALTAC was awazded to the Inland Valley Daily Bulletin. The award was received by Tim Willert, reporter for the City News section of the paper at the CLA Conference in Oakland. Boardmember Williams asked what the focus is for the Telethon this year. Library Foundation Boazd Minutes November 16, 1998 Page 2 Deborah Clark, Library Director, stated that the money would support on-going programs. Staff is requesting to have "Let's Connect at the Library" focus on the many services which the library provides -book collection, children and curriculum support and adult literacy program. Deborah Clark, Library Director reviewed the days and "live" hours with the Board. Deborah Clark, Library Director, stated that the number of VIPs at the phone banks would be lowered from six to two. President Pachon asked what would be the impact on the money raised by the VIPs when there will be two compared to six regarding the pre-pledging. She stated that she would like a comparison done on the amount of how much came in from the phone bank volunteers prior to their walking in and answering phones at the Telethon. Also, a comparison of each year. Deborah Clark and President Pachon will work on the phone bank issues. b. Raffle package creation. Report presented by Deborah Clazk, Library Director. Deborah Clark, Library Director, stated raffle packages will be a part of this year's Telethon. She asked the Board for suggestions. Boardmember Bradshaw asked for a workshop on how to ask for donations for the library for the Boazdmembers. Deborah Clark, Library Director, stated that staff will be asking the cruise director for another package. Also, a letter will be sent to Southwest airlines asking for tickets. Boazdmember Valenti suggested contacting Action Travel for their support. Also, tickets to the Candelight Pavilion, Grove Theater and gift certificates to a restaurant. President Pachon will find a contact for NASCAR for tickets to the speedway and possibly pit passes. Boardmember Davies suggested Quakes tickets for weekend packages and the sky box. Boazdmember Williams suggested a romantic weekend at Red Lyon in one of their suites. Boardmember Valenti will contact the Mission Inn in Riverside. 6 Library Foundation Board Minutes November 16, 1998 Page 3 President Pachon suggested contacting Frame Art for a donation. Another suggestion was for Council members to cook and serve lunch or dinner as a package. Another suggestion was to contact the Sheriff's or the Fire Department for a ride along. Boazdmember Davies stated that a floral shop could donate a fresh bouquet of flowers every month for a year as a fun package. Boardmember Williams stated that a year's full channel from a cable company would be a nice package to raffle. Boazdmember Davies also suggested a Kid's package which would include rental of an instrument and so many hours of lessons from a music store. Deborah Clark, Library Director asked Boazdmember Williams if Diane could contact Sam Maloof as a celebrity guest and have apre-taped interview possibly in his art studio. c. cannister distribution. Discussion only. Deborah Clark, Library Director, asked the Board if they wanted to do the cannister distribution again this year? Would the Board like to order more? After discussion, the Board decided to order three more. At the next meeting, each Boardmember will take one and be responsible for the cannister during the Telethon. d. Distribution of initial promotional packets. Discussion only Deborah Clazk, Library Director, stated that the packets this year will include a video tape on the Technology Center. Also, a floppy disc that is Internet based. The packets will be available at the next meeting. **+++* D. BOARD BUSINESS D1. Telethon Kick-off, December 3, 1998. Oral report by Subcommittee chair. President Pachon presented an update to the Board on the kick-off planned for December 3. D2. Determination of next date of Special Meeting. The Foundation Board decided to meet on Monday, January 11, 1998. Library Foundation Board Minutes November 16, 1998 Page 4 .+:*:+ E. IDENTIFICATION OF ITEMS FOR NEXT MEETING E1. Telethon «+*:++ F. COMMUNICATIONS FROM THE PUBLIC None received. •**:~* G. ADJOURNMENT MOTION: Moved by Boardmember Williams, seconded by Boardmember Brown to adjourn to Monday, January 11, 1999, at 7:00 p.m. in the Tri-communities Room at City Hall. Motion carried unanimously, 5-0-3 (with Barnett, Beasley and Morrison absent). The meeting adjourned at 8:20 p.m. Respectfully submitted, Vivian Gazcia Administrative Secretary Approved: CI"1"Y OF RANCHO CUCAMONGA STAFF REPORT DATE: January I1, 1998 TO: President and Members of the Rancho Cucamonga Public Library Foundation Jack Lam, AICP, City Manager FROM: Deborah Kaye Clark, Library Director SUBJECT: APPROVAL OF AMENDED FOUNDATION BUDGET FOR 1998/99 RECOMMENDATION To review and approve the attached amended Foundation Budget for 1998/99. BACKGROUND/ANALYSIS The proposed budget change is recommended to allow for the production of two service spots for broadcast over the annual Telethon and regularly broadcast over the city's cable channel 3. Two spots would be created: one, discussing the planned giving program and the Library Foundation and the second, promoting the service provided by the Back to Basics Program or children's services and programs in general. Staff proposes that the Foundation approve using up to $3,000 of the $10,000 budgeted for Children's Learning Center to create the promotional video. Staff also proposes encumbering an additional $3,000 for the creation of a promotional video for the Planned Giving Program and supporting the Library Foundation. FISCAL IMPACT With this change, the budget remains in balance and the reserves solid. This budget maintains a reserve of $60,588. The by-laws require a minimum of $5,000 be maintained.. submitted, Deborah Kaye Clazk Library Director ()l l •(a RANCHO CUCAMONGA PUBLIC LIBRARY FOUNDATION PROJECTED BUDGET 1998/99 Revenue Projection Description 1997/98 Revenues transferred in Telethon Income Total Revenues Adopted Amended Revenue Budget Estimate Estimate 1997/98 1997/98 1998/99 $75,688 $40,000 $50,349 $50,000 $125,688 1998199 Appropriations Detail Description Adopted Amended Proposed Budget ExpenditurBudget Travel & Meeting $1,500 $0 $1,500 Telethon Production $6,000 $5,743 $6,000 Production of video on Children's Services $3,000 Production of video on Planned Giving/Foundation $3,000 Telethon Thank You Event $0 $1,755 $2,000 Technology Center Project $20,000 $0 $10,000 Canister Program $1,000 $0 $600 Printing $2,000 $565 $2,000 Children's Curriculum Support Materials $0 $10,000 Cildren's Endowment Fund $0 $0 $10,000 Children's Learning Center $0 $0 $7,000 Adult literacy Program $0 $0 $10,000 Total Appropriations $30,500 $8,063 $65,100 Balance brought forward for 1999/2000: $60,588 io NOTICE OF ADJOURNED MEETING Notice is hereby given that the Rancho Cucamonga Library Foundation Boazd at their meeting held Monday, January 11, 1999, adjourned said meeting to Monday, February 8, 1999, at the hour of 7:00 p.m., in the Tri-communities Room at City Hall, 10500 Civic Center Drive, Rancho Cucamonga, California. Said adjournment was passed by the following vote: AYES: Beasley, Bradshaw, Brown, Davies, Morrison, Pachon, Valenti and Williams NOES: None ABSENT: Barnett ABSTAIN: None Vivian Garcia, Library Administrative Secretary Rancho Cucamonga Public Library January 12, 1999